an overview georgia program improvement plan - Department of ...

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3 rd Quarter Report: The policy material is complete (see attached policy Foster Care Services: Case Plan PIP Items 7, 9, 12, 18, 21, 23) 5 th Quarter Report: Achieved. See 2 nd and 3 rd Quarter Reports. 6 th Quarter Report: Beginning May 2004 all new children entering care will have case plans entered into CPRS and will be tracked in IDS. As ongoing case plans are due, the updated plan will be entered into CPRS. All will be able to be tracked in the system by November 2004. 7 th Quarter Report: The CPRS is able to import identifying information from the IDS data system to reduce data entry time and to reduce errors. This allows reports to be run on the IDS side and on the CPRS side so that comparisons of case plans completed with the number of children entering IDS can be made. Currently, the number of plans in CPRS is higher due to several factors. During the migration of plans from the original CPRS to CPRSv2, duplicate cases were created. The local county users were not aware that they needed to close the original plan, so the duplicate plans remain. Other plans should have been closed when the case was closed. The Division is now providing training to supervisors on how to identify plans that need to be closed and how to close plans that need to be closed. Additionally, supervisors and workers are receiving training on how to create a new plan and review existing plans. The CPRS developer for the system will review the system for “junk plans” and delete as appropriate so that the comparisons between the two data bases (IDS and CPRS) can be made as discussed in the benchmark evaluation statement. Even though the State has mandated the use of CPRS (see 2 nd Quarter Report), it is questionable that data entry is occurring at the rate the State desires. The State believes that at best the comparison will never really exactly match because the level of usage is not what it should be. The State will continue to mandate the use of CPRS. As for the quality of the case plans, as it relates to mental health services for children in CPRS, that information can be ascertained from the QCRs and action is reported on in Action Step O-2. 8 th Quarter Report: Achieved. The State has strengthened and made mandatory the Case Plan Reporting System to ensure that information about the child's mental health is documented to eliminate breaks in mental health services. The State has provided additional support and training so case managers can use the system effectively. The State has issued a policy statement requiring all new 30-day case plans to be completed in CPRS and has also strengthened training and support of CPRS. The State mandated the use of the CPRS in 7/02. Statewide training was completed in 2/03. Beginning in 5/04 all new children entering the system were also entered in CPRS. The target date for all case plans to be in the system is 11/30/04. Training for new case managers includes a module on CPRS that contains a computer lab component. Ongoing CPRS training is available across the state as needed. In the past year approximately 310 supervisors and/or veteran staff received training. The online Supervisory Tool provides additional support for the use of CPRS in tracking mental health assessments (noted in O-5). The QCR process further reviews the utilization of mental health resources (noted in O-2). Safe Futures – A Plan for Program Improvement Georgia Department of Human Resources November, 2004 Quarter 8 – Work Plan O Page 17
A comprehensive effort to clean up CPRS data is currently underway. A clean-up effort by the developer earlier this fall cleared approximately 75% of "junk" plans out of the database. The remaining "junk" plans and other duplicates and unmatched plans (approximately 12,000) must be reviewed by the counties that created the plans. The State wants to be certain that no legitimate plans are closed during this cleanup effort. A skilled IDS and CPRS user will thoroughly search and compare both databases before making the decision to close a plan. A memo was sent to the Managers of Field Operations with a list of case plans that must be reviewed by each of their county offices. The county was instructed to correct the child’s name and case number, close duplicate plans, and close plans where the cases are no longer active, noting the date and action taken on the list provided. The deadline for this clean-up is 11/16/04. 8 th Quarter DOCUMENTATION: October 28, 2004 Memorandum from Social Services Section Director Regarding CPRS Case Plans that do not Match an Active Case in IDS BARRIERS TO ACHIEVEMENT: The Internal Data System (IDS) will be used to compare number of children entering care with the number of case plans initiated in CPRS. These are two separate, non-networked databases thus the number comparisons will have to be done manually. Thus, no automatic checks occur to ensure that entering children (IDS) are reflected in the number of new case plans in (CPRS). 2 nd Quarter Federal Response: HOW DID YOU INTEND TO ACHIEVE ALL THE ACTION STEPS, OR RESOVLED THIS? 3 rd Quarter Georgia Reply: Manual comparisons will be required. 5 th Quarter Report: See requests in action step and benchmark. 6 th Quarter Report: Currently data is being manually entered. Division restructuring has impacted the hiring of staff. 7 th Quarter: The State is attempting to determine if the budget can accommodate hiring staff to assist in performing CPRS data quality issues as well as assessing usage. Safe Futures – A Plan for Program Improvement Georgia Department of Human Resources November, 2004 Quarter 8 – Work Plan O Page 18
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AN OVERVIEW GEORGIA PROGRAM IMPROVE
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Georgia: Georgia’s Program Improv
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The AFCARS data for this indicator
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Developed standards of measurement
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These action steps were included as
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Used the results obtained from the
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Established more flexible hours and
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policy require that the case manage
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Training initiative for DFCS and DP
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4. In addition to the information b
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Stakeholder Input in the Analysis o
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The stakeholder interviews held dur
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Work Plan Detail A -- Item 2, Repea
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What needs to be accomplished: Writ
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Neglect was determined to be the mo
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1 st Quarter Federal Response: (PLE
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Safe Futures - A Plan for Program I
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ACCOMPLISHMENTS: Data from these co
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• 79% of respondents agreed commu
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Federal HIPAA requirements limit wh
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6 th Quarter Report: Funding for th
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Work Plan Detail C -- Item 6, Stabi
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START COMPLETION RESPONSIBLE MEASUR
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3 rd Quarter Report Georgia's Reply
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COSTAR children were selected from
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Quarter 4 # of Differences 31 134 1
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DATE DATE PERSON(S) BENCHMARKS July
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C16 ACTION STEPS: Analyze a sample
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October 2004 Purpose and Design The
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The researcher first analyzed chara
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Characteristic Percent Percent Perc
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• Mr. and Mrs. Marshall (pseudony
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3 rd Quarter Report Georgia's Reply
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ACCOMPLISHMENTS: 1 st and 2 nd Quar
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8 th Quarter DOCUMENTATION: (1) Soc
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5 th Quarter DOCUMENTATION: PIP Res
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D6 ACTION STEPS: START DATE Mar. 20
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Georgia Juvenile Court Judges) is a
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addition, 70 court-hearing observat
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(2) Key Performance Indicators and
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DOCUMENTATION PROVIDED 3 RD Quarter
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adoptive families, there was an inc
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8 th Quarter Report: Achieved 5 th
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6 th Quarter Federal Response: E4:
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5 th Quarter DCOUMENTATION: Reporti
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statewide. Both panel and court rev
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child, because the worker was not a
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Question 1. Are you seeing the adop
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6 th Quarter Federal Response: 6 th
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for the barrier identified. These r
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eports. The AFCARS reporting and ma
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8 th Quarter Report: Prior to the b
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BARRIERS TO ACHIEVEMENT: E27 ACTION
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Work Plan Detail F -- Item 10, Perm
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Safe Futures - A Plan for Program I
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DOCUMENTATION: Please see attachmen
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together. Relative Care Subsidy (RC
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START DATE COMPLETION DATE RESPONSI
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continue to assess our data sources
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Length of time as a foster parent #
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Table 4 Disruptions and use of resp
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2. More respite care providers 3. E
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Work Plan Detail H -- Item 13, Visi
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Please refer to the following attac
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(See attached copy of Memorandum fr
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July 2002 ACCOMPLISHMENTS: Dec. 200
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A pilot is being conducted in Dekal
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5 th Quarter Report: At least 100 c
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2004. ACCOMPLISHMENTS: 1 st Quarter
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8 th Quarter Report: Partially Achi
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state office on the number of asses
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the Division. The review should be
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The report referred to in the Bench
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of that evaluation has been dissemi
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ACCOMPLISHMENTS: 1 st and 2nd Quart
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understanding of this content on a
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Course Module Content of question A
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4 th Quarter Report: A survey asses
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April 2002 Aug. 2002 5th Quarter: P
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equested an extension to July 2004
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where the cases are no longer activ
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Page 179 and 180: Work Plan Detail N -- Item 22, Phys
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Page 183 and 184: ACCOMPLISHMENTS: enhancements of th
Page 185 and 186: 6 th Quarter Report: The introducti
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Page 191 and 192: BARRIERS TO ACHIEVEMENT: N7 ACTION
Page 193 and 194: eports were discontinued. The Georg
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Page 197 and 198: March 2004 QCR 16 county offices (t
Page 199 and 200: A cumulative Qualitative Case Revie
Page 201 and 202: 5 th Quarter Report: Since, the QCR
Page 203 and 204: 6 th Quarter Report: A review of th
Page 205 and 206: There has been a steady increase in
Page 207 and 208: 1 st Quarter Report: The Case Plan
Page 209 and 210: To date CPRS reports that 10,274 ca
Page 211 and 212: 2 nd Quarter Report: Accomplishing
Page 213 and 214: 5 th Quarter Report: HIPPA issues h
Page 215 and 216: Goal: Case managers have the capaci
Page 217 and 218: 8 th Quarter Report: Achieved. The
Page 219 and 220: esources as well as increased capac
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Page 225 and 226: Work Plan Detail Q -- Items 35-37,
Page 227 and 228: Funding and Resource Allocation to
Page 229 and 230: 1 st Quarter Response: In May of 20
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Page 233 and 234: Seventy-five new workers were train
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