Probation Phased-In Implementation Kickoff Multi-phased rollout of CWS CMS

Probation Phased-In Implementation Kickoff Multi-phased rollout of CWS/CMS to County Probation Departments Conference Call In: 1 -888 -895 -4286 Participant Code: 200050 Adobe Connect URL: http: //cahealthosi. na 3. acrobat. com/probationkickoff/ 1 | MAR 15 2010 | CWS/CMS

Welcome, Purpose, and Partnerships Kevin Gaines Welcome to the Probation Phased-In Implementation Kickoff Meeting: • Many decisions to be made by counties, not mandated by the state • All Title IV-E entered into single case system. • Facilitate the accurate reporting of National Youth in Transition (NYTD) • Long term vision: Single statewide system for Title IV-E Entering all child welfare data in a single system is essential for child workers to be able to make accurate decisions for the safety of children Probation Phased-In Implementation Kickoff 2 | MAR 15 2010 | CWS/CMS

Kevin Gaines County Role Probation and Child Welfare Working Together: • Title IV-E Requirements / SACWIS / County Plan • Workflow Flexibility • Counties define processes • County MOU as Vehicle Resolving process obstacles supports California kids Probation Phased-In Implementation Kickoff 3 | MAR 15 2010 | CWS/CMS

Melody Hayes Overview of System Support Resources for success: • Office of Systems Integration (OSI) • CWS/CMS Project Office Role – Application Maintenance – Connectivity – Training – Infrastructure Support – County Communication & Coordination • IBM Global Services (System Vendor) • Project Office staff along with CDSS working with each county Working together with counties since 1993 Probation Phased-In Implementation Kickoff 4 | MAR 15 2010 | CWS/CMS

Lindsay Farris CWS/CMS Overview California's Statewide Automated Child Welfare System (SACWIS): • Since 1997 • CMS/CWS provides a comprehensive and current case management history for all California Child Welfare children and families. • It meets Federal, State and County reporting and case management efforts including; Adoptions and Foster Care Analysis Reporting System (AFCARS), National Child Abuse and Neglect Data System (NCANDS) and National Youth in Transition Database (NYTD), Child and Family Service Reviews (CFSR). Probation Phased-In Implementation Kickoff 5 | MAR 15 2010 | CWS/CMS

Lindsay Farris System Benefits The System Provides: • Statewide case management tool • Family history of current and prior services and interventions • Automated placement history and available homes • Automated form completion • Case related template development and use • Referral assignment and management • Customized data reporting via Business Objects tools • Standardized reporting for Federal, state mandates and funding (AFCARS, CFSR, NYTD, NCANDS) Funding, Better Outcomes, Centralized information, Health Passport for Probation, Consolidated Education Information Probation Phased-In Implementation Kickoff 6 | MAR 15 2010 | CWS/CMS

Lindsay Farris List of Various Stakeholders Working Together: • Children and Families served within Child Welfare • Foster Parents and other Care Providers • County Boards of Supervisors • Chief Probation Officers of California (CPOC) • Child Welfare Directors Association (CWDA) • Federal, State, and County Staff • Judicial Council • Federal and State Governmental Agencies Stakeholders base is extensive Probation Phased-In Implementation Kickoff 7 | MAR 15 2010 | CWS/CMS

Lindsay Farris System Collaborations The System is a collaboration of many entities: • CWS/CMS Oversight Committee (OSC) • Advisory committees: – Program Impact Advisory Committee (PIAC) – Technical Advisory Committee (TAC) • User Regional Committees: – Bay Area Regional Committee (BARC) – Southern – Mountain Valley – Central Valley – Northern – Los Angeles Probation Phased-In Implementation Kickoff 8 | MAR 15 2010 | CWS/CMS

System Collaborations (cont’d) Lindsay Farris The System is a collaboration of many entities: • Workgroups: – Release design and planning – Joint Application Design (JAD) – Project Office Change Review (POCR) – Release testing – County Access to Data (CAD): • Northern • Southern • Training Opportunities – Regional Training Sites – Statewide Training Application Resources (STAR) – Business Objects – Counties – Online release notes – Quick Reference Guides Probation Phased-In Implementation Kickoff 9 | MAR 15 2010 | CWS/CMS

Lindsay Farris Current System Information California’s Largest System: • Online in all 58 counties • Approximately 21, 896 workstations spread over 392 Total Sites • 16, 539 current users of the System • 101, 921 active cases • 67, 795 active placements • 40, 028 active referrals • 313, 000 Daily Transactions Average transactions per day CWS/CMS supports California’s children Probation Phased-In Implementation Kickoff 10 | MAR 15 2010 | CWS/CMS

CWS/CMS Application Areas Lindsay Farris Extensive Features: • Referral • Caseload • Client • Resource Management • Service Delivery • Licensing • Case Management • Health and Education Passport • Placement • Adoptions • Court CWS/CMS is technology for helping California kids Probation Phased-In Implementation Kickoff 11 | MAR 15 2010 | CWS/CMS

Gina Blakemore CWS/CMS Demonstration CWS/CMS Demo Probation Phased-In Implementation Kickoff 12 | MAR 15 2010 | CWS/CMS

Karen Gunderson Program Policy Discussion • Population • Federal Requirements • ACINs / ACLs and Regulations • Supporting strong agency relationships with data collection • Supporting at-risk youth Probation Phased-In Implementation Kickoff 13 | MAR 15 2010 | CWS/CMS

Karen Gunderson Probation Youth in Foster Care Receiving IV-E • Generally, any youth under delinquency court jurisdiction who is placed in an AFDC-FC eligible foster care setting: – Licensed or certified foster home – Licensed group home – Approved relative caregiver • Any youth who meets the definition of a IV-E candidate for foster care • Must report NYTD services data through SACWIS Probation Phased-In Implementation Kickoff 14 | MAR 15 2010 | CWS/CMS

Federal Reporting Requirements Karen Gunderson • Federal Title IV-E of the Social Security Act has various reporting requirements: – AFCARS (Adoptions & Foster Care Analysis Reporting System) – Caseworker Visits – NYTD (National Youth in Transition Database) • SACWIS: (Statewide Automated Child Welfare Information System) −Must report AFCARS and NYTD through this system −Can’t report through multiple systems • NCANDS: (National Child Abuse & Neglect Data System) Probation Phased-In Implementation Kickoff 15 | MAR 15 2010 | CWS/CMS

Federal Title IV-E Requirements for Probation Cases Karen Gunderson • USC 42§ 671 (No distinctions between dependency and delinquency cases—all foster care) – Welfare & Institutions Code – CCR Division 31(case plans, documentation, placements, visits, permanency planning, etc) – CCR Division 45 AFDC-FC eligibility requirements • Federal Reporting and Accountability: – Child and Family Service Reviews (CFSR) & Program Improvement Plan (PIP) – IV-E Reviews – Child and Family Services Plan (IV-B Plan) – Annual Program and Services Review (IV-B Plan Update) – California Outcome and Accountability System (AB 636) • County Self Assessments and System Improvement Plans • Data Indicators • Related ACLs and ACINs Probation Phased-In Implementation Kickoff 16 | MAR 15 2010 | CWS/CMS

Kevin Gaines Fiscal Issues • Infrastructure / Equipment • Claiming • Time study • Other Issues Overcoming challenges helps California kids Probation Phased-In Implementation Kickoff 17 | MAR 15 2010 | CWS/CMS

Kevin Gaines Infrastructure • Connectivity Support • Advanced Planning Documents (APD) for additional equipment Opportunities to support California kids Probation Phased-In Implementation Kickoff 18 | MAR 15 2010 | CWS/CMS

Kevin Gaines Training Support The State helps to facilitate System training: • Training – Regional Training Academies (RTA) – Statewide Training Ongoing County Application help: • Facilitating County Application help System Training is delivered with State support Probation Phased-In Implementation Kickoff 19 | MAR 15 2010 | CWS/CMS

Kevin Gaines Claims/Time Study Utilizing current processes: • Existing claims process still in force • Additional workload costs can be claimed as needed to cover data entry costs • Time study for SOC 158 entry and collection will be used for data entry labor costs • Local MOU governs local claims • Submission to CDSS for reimbursement as usual • Allowable amounts reimbursed 50% Federal Financial Participation (FFP) • Counties responsible for nonfederal share Supporting California kids together Probation Phased-In Implementation Kickoff 20 | MAR 15 2010 | CWS/CMS

Paula Rockwell Phased Implementation Rolling out probation access to Counties: • Phase I Counties – 12 Counties between now and August – More than 75% of Statewide Probation Caseload Phase I Counties Sacramento Napa Yolo Los Angeles San Bernardino Fresno Riverside • Phase II Counties – Remaining 46 Counties San Diego Tulare San Joaquin Kings Shasta A phased implementation helps meet targets, and leverage lessons learned. Probation Phased-In Implementation Kickoff 21 | MAR 15 2010 | CWS/CMS

Dare-a Spiegle System Connectivity Technology working together: • Multiple Solutions for workstation access – CWS Network – Virtual Private Network (VPN) – Server Based Computing (SBC) • Move Add Change (MAC) Process – Who – Where – When Resolving technical obstacles supports California kids Probation Phased-In Implementation Kickoff 22 | MAR 15 2010 | CWS/CMS

Dare-a Spiegle Helpdesk and Ongoing Technical Support: • Dedicated County Helpdesk – IBM • Coexistent County Helpdesk – County Helpdesk / IBM Additional CWS/CMS Support: • After hours / weekend support (24 x 7) • On-Site Training / Training Materials • Releases and bug fixes • Connectivity • User Groups • Regional Support (Customer Relations, etc. ) CWS/CMS is supported by an entire project office of dedicated staff Probation Phased-In Implementation Kickoff 23 | MAR 15 2010 | CWS/CMS

Jerry Cox System Training 3 –Days of New User Training for Probation: • Training Sites and Logistics Initial Training Curriculum • Scheduling Introduction to CWS/CMS Introduction to Client Services Creating a Non-CWD Case Creating a case without Referral Health and Education Notebooks Resource Management Placement Contacts The Training Strategy is to phase roll-out to counties so that maximum data entry is achieved as federal deadlines approach. NYTD data collection must begin October 1, 2010. Probation Phased-In Implementation Kickoff 24 | MAR 15 2010 | CWS/CMS

Jerry Cox Training Steps Anticipated Dates: From Now through June 2010 • Probation Departments in Phase I Counties will be trained on basics of CWS/CMS Application June 2010 through October 2010 • Probation Departments will be trained to use the Release 6. 4 Functionality – including migrating SOC 158 data from the SOC 158 application into the main CWS/CMS application. • Data entered for IV-E children beginning in October will be subject to federal reporting requirements. June 2010 Forward • New User, Business Objects and Customized Training are available by arrangement to all CWDs and Probation Departments. • This is designed to promote accurate use of the CWS/CMS application by new and continuing county employees. Entering all child welfare data in a single system is a major goal of the Administration of Children and Family Services and the California Department of Social Services Probation Phased-In Implementation Kickoff 25 | MAR 15 2010 | CWS/CMS

Jerry Cox System Training From June 2010 until August 27, 2010: The Project Office will distribute to all counties: • Curriculum -- Updated for Release 6. 4 System Changes • On-Line Release Notes • Scenario Manager -- Facsimile of the CWS/CMS on disk • STAR – Web-based, Self-Directed and Self-Paced Application Instruction To Arrange for Training In Your County: • Classroom Training – Call Rebecca Friedman at (866) 945 -6721 – New User – Other Customized Training • E-Mail Requests to cwstraining@deloitte. com Training Sites: • There are currently 16 classroom training sites throughout California. • Customized Training can be planned for your own site. Probation Phased-In Implementation Kickoff 26 | MAR 15 2010 | CWS/CMS

Jerry Cox System Implementation What Counties should expect: • Customer Relations Team will contact each County – Help us help you • County Probation Departments need to – Identify the staff who will do data entry – Assess the hardware, software, infrastructure needs of these staff – Acquire additional infrastructure, if needed – Secure CWS/CMS training for the identified staff – Inquire of the CWS/CMS Project Office for any assistance needed in acquiring and deploying infrastructure improvements. Determining who will use the system is the first step in planning Probation Phased-In Implementation Kickoff 27 | MAR 15 2010 | CWS/CMS

Jerry Cox Technical Questions CWS/CMS Customer Relations Contact List CWSCust. Rel@osi. ca. gov Name Phone Email Area Mike Kramer (916) 263 -1118 mike. kramer@osi. ca. gov Northern Counties Cindy Reynoso (916) 263 -1139 cindy. reynoso@osi. ca. gov Bay Area Counties Darlessia Worthen (916) 263 -0331 darlessia. worthen@osi. ca. gov Mountain Valley Counties Terrie Evon (916) 263 -1140 terrie. evon@osi. ca. gov Central Valley Counties Cindy Reynoso (916) 263 -1139 cindy. reynoso@osi. ca. gov Southern Counties Craig Ostrander (916) 263 -1981 craig. ostrander@osi. ca. gov LA County CWS/CMS Website Probation Phased-In Implementation Kickoff 28 | MAR 15 2010 | CWS/CMS

Paula Rockwell End of Presentation Please email any questions you may have and also provide your best point of contact from probation offices to cmsprogrampolicyunit@dss. ca. gov Thank you for your participation Probation Phased-In Implementation Kickoff 29 | MAR 15 2010 | CWS/CMS

Reference Terms and Definitions • APD Process is the set of Project Office Advanced Planning Document procedures by which counties secure matching federal financial participation for child welfare related purchases. • Coexistent County means a child welfare county has chosen to maintain its own network and workstations, and connect to the CWS/CMS application through county workstations on the internal county network. All workstations connect to the CWS/CMS application through a county-maintained firewall. • Dedicated County means a child welfare county has chosen to use CWS/CMS workstations configured in a State-provided LAN segment addressed within the State’s NET-block Internet Protocol (IP) address space and with no other routable network connections. • MAC Process is the set of Project Office move, add, and change procedures by which counties accomplish infrastructure additions, relocations, and alterations. • SACWIS refers to the federally mandated Statewide Automated Child Welfare Information System and its related set of state requirements for attaining federal funding participation. CWS/CMS is California’s SACWIS compliant information system. • Title IV-E is a subpart of Title IV of the federal Social Security Act. This program provides federal reimbursement to states for the costs of children placed in foster homes or other types of out-of-home care under a court order or voluntary placement agreement. Title IV-E benefits are an individual entitlement for qualified children who have been removed from their homes. Probation Phased-In Implementation Kickoff 30 | MAR 15 2010 | CWS/CMS

Reference Acronyms ACF Administration of Children and Family Services JAD Joint Application Design ACIN All County Information Notice MAC Move/Add/Change ACL All County Letter NCANDS National Child Abuse & Neglect Data System AFCARS Adoptions & Foster Care Analysis Reporting System NYTD National Youth in Transition Database AFDC-FC Aid to Families with Dependent Children-Foster Care OSC CWS/CMS Oversight Committee APD Advanced Planning Document OSI Office of Systems Integration BARC Bay Area Regional Committee OTech Office of Technology Services BO Business Objects PIAC Program Impact Advisory Committee CAD County Access to Data PIP Program Improvement Plan CCR California Code of Regulations POCR Project Office Change Review CFSR Child and Family Service Reviews SACWIS CDSS California Department of Social Services Statewide Automated Child Welfare Information System CPOC Chief Probation Officers of California SBC Server Based Computing CWDA County Welfare Directors Association SCRUGS Southern California Regional User Groups CWS/CMS Child Welfare Services/Case Management System SPOC Single Point of Contact DSS Department of Social Services STAR Statewide Training Application Resource FAQ Frequently Asked Questions TAC Technical Advisory Committee FFP Federal Financial Participation USC United States Code Probation Phased-In Implementation Kickoff 31 | MAR 15 2010 | CWS/CMS