Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• SACWIS Statewide User Group Meeting
• May 18, 2007

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Agenda

• Welcome
• CAPMIS Phase In
• Ad hoc Reporting
• Cube Reporting
• Project Status Update
• Helpdesk
• Kinship Homestudy
• Route to State for Approval
• Wrap-up

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CAPMIS Phase In
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Cheryl Wolfe

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CAPMIS Tools Phase-in for SACWIS

• Family, Children and Adult Services Procedure
  Letter (FCASPL) 111 issued on April 23, 2007.
• Subject PCSA Implementation of the Comprehensive
  Assessment and Planning Model Interim Solution
  Tools and Policies for Existing Cases.

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CAPMIS Tools Phase-in for SACWIS

• Pursuant to paragraph (A) of rule 51012-33-99
  of the Administrative Code, all public children
  services agencies (PCSAs) shall begin utilizing
  the Comprehensive Assessment and Planning Model -
  Interim Solution (CAPMIS) on the date the uniform
  statewide automated child welfare system (SACWIS)
  is implemented within the agency.  The PCSA shall
  utilize the CAPMIS tool set and associated Ohio
  Administrative Code rules for all reports
  received on or after the date SACWIS is
  implemented within the PCSA.

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CAPMIS Tools Phase-in for SACWIS

• The following procedures shall be utilized to
  phase-in the CAPMIS tools and policies for
  pre-existing cases
• 1)   For every report of child abuse and/or
  neglect received prior to the date of SACWIS
  implementation that does not have a report or
  case disposition entered, the PCSA shall
• a) Complete the JFS 01400 "Comprehensive
  Assessment and Planning Model - I.S., Family
  Assessment" (Rev. 7/2006) in SACWIS.
• b) Record the report disposition in SACWIS.

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CAPMIS Tools Phase-in for SACWIS

• 2) For every dependency report received prior to
  the date of SACWIS implementation that does not
  have a final case decision entered, the PCSA
  shall complete the JFS 01400 and record the final
  case decision in SACWIS.
• 3) For every Family In Need of Services (FINS)
  report received prior to the date of SACWIS
  implementation that does not have a final case
  decision entered, the PCSA shall
• a) Enter the final case decision in SACWIS.

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CAPMIS Tools Phase-in for SACWIS

• b) Complete the JFS 01400  for FINS reports
  that are to remain open for ongoing protective
  services in SACWIS excluding Permanent
  Surrender, Emancipated Youth, and Deserted Child
  (Safe Haven).

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CAPMIS Tools Phase-in for SACWIS

• 4) For every case which was transferred for
  ongoing agency services prior to the date of the
  SACWIS implementation and a case plan has not
  been completed, the PCSA shall
• a) Complete the JFS 01410 "Comprehensive
  Assessment and Planning Model - I.S., Case
  Plan" (Rev. 2/2006) pursuant to rule
  51012- 38-01 or 51012-38-05 of the
  Administrative Code.

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CAPMIS Tools Phase-in for SACWIS

• b) Base the content of the JFS 01410 on the
  information contained in the JFS 01500 "Family
  Decision Making Model Family Risk Assessment
  Matrix" (Rev. 2/2001) completed pursuant to rule
  51012-34-32 of the Administrative Code.

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CAPMIS Tools Phase-in for SACWIS

• 5) For all ongoing cases that have a completed
  and signed case plan prior to the date of the
  SACWIS implementation, the PCSA shall begin
  utilizing the JFS 01413 "Comprehensive Assessment
  and Planning Model - I.S., Case Review" (Rev.
  7/2006) no later than every three months after
  whichever of the following activities occurred
  first
• a) The date of the parent signature on the JFS
  01410 for in-home supportive services only.
• b) The date of the original court complaint.
• c) The date of original placement date.

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CAPMIS Tools Phase-in for SACWIS

• d) The date of court ordered protective
  supervision date.
• e) The semiannual administrative review (SAR)
  due date.
• 6) SACWIS requires  the completion of the JFS
  01400 for the first subsequent report of
  intra-familial child abuse and/or neglect
  received for every case transferred for ongoing
  protective services prior to the date of SACWIS
  implementation.

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CAPMIS Tools Phase-in for SACWIS

• 7) The following CAPMIS tools will be utilized
  per procedures outlined in the Ohio
  Administrative Code rules once a PCSA has
  implemented SACWIS
• a) The JFS 01400 "Comprehensive Assessment and
  Planning Model - I.S., Family Assessment" (Rev.
  7/2006) pursuant to rule 51012-37-03.
• b) The JFS 01401 "Comprehensive Assessment and
  Planning Model - I.S., Safety Assessment" (Rev.
  2/2006) pursuant to rule 51012-37-01.

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CAPMIS Tools Phase-in for SACWIS

• c) The JFS 01402 "Comprehensive Assessment and
  Planning Model - I.S., Ongoing Case
  Assessment/Investigation Tool" (Rev. 7/2006)
  pursuant to rule 51012-36-03.
• d) The JFS 01403 "Specialized
  Assessment/Investigation" (Rev. 2/2006) pursuant
  to rule 51012-36-04 of the Administrative Code.
• e) The JFS 01404 "Comprehensive Assessment and
  Planning Model - I.S., Reunification Assessment"
  (Rev. 2/2006) pursuant to rule 51012-37-04.

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CAPMIS Tools Phase-in for SACWIS

• f) The JFS 01409 "Comprehensive Assessment and
  Planning Model - I.S., Safety Plan for Children"
  (Rev. 2/2006) pursuant to rule 51012-37-02 of
  the Administrative Code.
• g) The JFS 01411 "Comprehensive Assessment and
  Planning Model - I.S., Amended Case Plan Cover
  Sheet" (Rev. 2/2006) pursuant to rule
  51012-38-01 or 51012-38-05 of the
  Administrative Code.

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CAPMIS Tools Phase-in for SACWIS

• It is recommended that prior to implementation
  of SACWIS, PCSAs utilize the case plan and the
  semiannual administrative review (SAR) available
  in the Family Assessment and Planning Tool (FAPT)
  housed within SIS.  Data saved in this system
  will be converted to SACWIS.

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CAPMIS Tools Phase-in for SACWIS

• PCSAs implementing CAPMIS prior to implementing
  SACWIS pursuant to paragraphs (C) and (D) of rule
  51012-33-99 of the Administrative Code, should
  follow the procedures outlined in this procedure
  letter for phasing-in the CAPMIS tools on
  pre-existing cases.  CAPMIS tools completed prior
  to SACWIS implementation will not be converted or
  saved into SACWIS.

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CAPMIS Tools Phase-in for SACWIS

• If you have questions regarding this procedure
  letter, please contact the Office for Children
  and Families Help Desk at [phone] (Option
  4) or via e-mail at help-desk-ocf_at_odjfs.state.oh.u
  s.

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Ad Hoc Reporting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Brian Bontrager

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Cube Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Graham

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Cube Reports

• Management /Administrative Reporting Workgroup
  and the Functional JAD sessions identified needed
  reports.
• From these identified reports, ten Cube Reports
  were defined.

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Cube Reports

• These ten Cube Reports were developed, defined,
  and tested with county representation.
• County representation included Butler, Clark,
  Cuyahoga, Franklin, Hamilton, Hocking, Marion and
  Muskingum.

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Cube Reports

• Investigations Initiations Completions
  Provides details regarding timeliness of
  investigation initiation and completions where
  decision code is CA/N Reports or FINS and
  screening decision code is screened in.
• Intake Characteristics Provides details
  regarding intakes that have a screening decision
  made.

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Cube Reports

• Alleged Child Victim Provides details about all
  children with an intake participant role of
  Alleged Child Victim (ACV) associated to an
  intake with a screening decision code of Screened
  In.
• 4. Case Opening and Closings Provides details on
  the number of case openings and closings for a
  period of time.

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Cube Reports

• 5. Services to Clients Provides details about
  non - placement services to clients.
• 6. Child Legal Status Provides details about
  legal status changes for the child over a period
  of time.

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Cube Reports

• 7. Placement Analysis Provides details about
  initial and subsequent placement changes for a
  child over a period of time where placement
  status is Completed.
• 8. Placement Leave Analysis Provides details
  about all placement leave information for a child
  over a period of time with a placement status of
  Completed.

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Cube Reports

• 9. Discharge Analysis Provides details about
  discharge reasons including the length of time
  required to achieve adoption or reunification.
• 10. Adoption Case Length Provides details on the
  length of time it took from the date of the TPRs
  for a child to have been finalized in an adoptive
  placement.

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Cube Reports

• How to request access to Cube Reports
• http//BIC/
• From left side navigation, click on Request
  Access link.
• Complete a new 7078 per person.
• Complete a BI Access Request Form for
  OCF-SACWIS-SURF.
• Fax to SACWIS POC.

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Cube Reports

• SACWIS POC is
• John McKibben
• Fax Number 614-728-9678
• E-Mail Address MCKIBJ_at_ODJFS.STATE.OH.US

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Cube Reports

• Additional Cubes /Reports have been identified to
  satisfy reporting needs for CFSR and CPOE.
• These Cubes /Reports are currently under
  development and are very similar to DART.

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Project Status Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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SACWIS Roll Out Schedule

• SACWIS live in 17 counties!!
• Statewide Rollout has been finalized
• No pause or delay in schedule
• Minor changes to Waves 5, 6, 7, 14 and 18
• Kickoff scheduling in progress for all waves

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Enhanced County Support

• Revise Project Support Model
• Establish Financial Team
• Develop Financial Readiness Plan
• Technical Assistance
• Additional changes to support pre-implementation
  tasks
• Additional staff
• SACWIS Helpdesk
• Provider Data Support
• Financial Team

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Application Enhancements

• Custody Episode
• Provide ability to add eligibility record to a
  previous custody episode
• Characteristics
• Sync Person Characteristics with Provider
  Characteristics
• 1673A available in SACWIS
• Case Services
• Link services for entire family grouping
• Enter Begin/End dates for entire family grouping
• Enter Service Reviews for entire family grouping

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Application Enhancements

• Case Activity Log
• Activity Date default to current date
• Responsible Worker default to logged in worker
• Case Category default to current category
• Apply multiple participants for activity with
  exception of Face to Face for A/I Mandate
• Changes to Report
• Parameters will display on first page only
• No page break between logs

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Application Enhancements

• Payment Process
• If one transaction fails entire batch will no
  longer fail
• Process payments for any time frame not just
  current month
• Pre- Audit Report
• Lists all transactions processed through the
  payment cycle Batch run
• Exception Report
• Lists transactions not processed available on
  demand

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Application Enhancements

• Cost Factor on Services
• Editable until effective date today
• Filter on Search for Disbursements and Payment
  Roster Page
• Ability to Create Manual Payment for Placement
  Services for Approved Service Authorizations

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Sandbox

• Sandbox Operational
• Same set up as Practice Environment
• Available after go live
• Set number of IDs per agency
• Monthly refresh
• First Saturday of each month

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Conversion

• Error Reports
• Family Relationship Grid completed for non smart
  number counties
• Individuals can only have one role on a specific
  incident. Cant be both AP and ACV
• All Incidents must have ACV
• Ticklers will no longer be generated on converted
  data
• New set of error reports coming soon

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SIS Performance

• Analyzing Data Base
• Diagnostics to Application
• Network Utilization
• Streaming video
• Internet traffic

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Network Traffic
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Network Traffic
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Helpdesk
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Gary Stought

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Helpdesk Overview

• Normal business hours for the SACWIS Help Desk
  are
• 800 a.m. 500 p.m., Monday Friday, excluding
  State Holidays
• You can contact the SACWIS Help Desk by the
  following methods
• Phone Dial 1-800-686-1580, or 614-466-0978,
  select option 3, then option 5, then follow the
  phone menu options.
• Voicemail Dial same numbers as above.  During
  business hours, if no agents are available, you
  may take the voicemail option.  After business
  hours, you will automatically be directed to
  voicemail.
• Email sacwis_help_desk_at_odjfs.state.oh.us
• Fax  (To be determined)

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Agenda

• SACWIS Forum
• 24/7 Support Priority One Calls
• Data Corrections
• Problem Report Information
• Discussion Quick Ticket, Work Around, County
  Wide Issues, Helpful Hints, County Resolved
  Tickets

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• To subscribe to the SACWIS forum please send an
  email to
• SACWIS-subscribe_at_yahoogroups.com
• Or you can go to the following link and request
  to be a member
• http//finance.groups.yahoo.com/group/SACWIS/membe
  rs
• Note A Yahoo account is required for this group.
  Creating a Yahoo account is free of charge.
  This is a secure group Please include your name
  and county when you send in your subscription
  email.

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NEW!!! SACWIS Forum
Home Screen Navigation via left hand pane
Search for articles in the middle
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NEW!!! SACWIS Forum

• To view posted messages click on the Message link
  

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NEW!!! SACWIS Forum

• To post a message click on the post link on the
  left.

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NEW!!! SACWIS Forum

• Please include in the subject line the SACWIS tab
  category the question relates to (Intake, Case,
  ) before entering the subject

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NEW!!! SACWIS Forum

• All resolved forum discussions will be placed in
  the files section for you to view according to
  the subject category of the original post

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• 24/7 Support Priority One Calls

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• Data Corrections
• Intake Screen In Screen Out
• What Intakes can be deleted
• Case converted as closed/open
• Case needs assignment
• Changing Dates

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• Problem Report Requirements
• Names, Id numbers (workers, person, provider,
  Medicaid, case, )
• What action you are attempting to perform
• What the result of your action is
• Screen Shots
• If resolved at the county level please notify the
  Help Desk to close ticket

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• Discussion
• Quick Ticket
• Work Around
• County Wide Issues
• Helpful Hints
• County Resolved Tickets

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Kinship Homestudy
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tim Doyle-Wenger

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Kinship Care - Create New Provider

• Discussion Outline
• Creation of Kinship Care Inquiry (RM01)
• Create Home Provider record (RM01a)
• Maintain Provider Information Required for
  Approval of a Kinship Care Home Study (RM30
  RMS30)
• Kinship Care Home Study Approval Process (RM30)
• Kinship Care Approval Process (RM04)

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Kinship Care Required Information to Approve
the Home Study

• Information required for Applicant 1 and 2
• Date of Birth (Person Record)
• Race (Person Record)
• Ethnicity (Person Record)
• SSN (Person Record)
• Employment History (Person Record)
• Description of Family (Applicant Narratives)
• Relationship Between Applicant 1 and 2 (only)
• AFCARS Reporting

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Kinship Care Required Information to Approve
Home Study

• Information required for the Provider as a
  Household.
• Description of Home record
• At a minimum one Provider Activity Log
  -Assessment Visit record
• Verifications
• Support System (Family Narrative)
• Family Finances (Family Narrative)
• Family Strengths and Needs (All 3)

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Kinship Care Required Information to Approve
Home Study

• Information required for all child and
  non-applicant adult household members.
• New Description of Family (Children in the Home
  Narrative when Role Child Household Member)
• New Description of Family (Non-Applicant Adults
  in the Home Narrative when Role Adult Household
  Member)

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Kinship Care Use Case References

• RM01 Maintain Resource Inquiry - This use case
  describes the initial inquiry when becoming
  foster or adoptive parents. In addition, the
  topic will be used to record initial information
  on kinship and non-relative potential home
  providers. A provider that receives placements
  within a home setting is considered a home
  provider. Person searches are conducted for all
  home members, and an initial inquiry record is
  created and saved as a historical record of the
  documentation.
• RM01b - Link Inquiry Record to Provider Record
• RM30 - Maintain Provider Home Study Information
• RMS30 - Maintain Provider Home Study Information
• Screen Specifications
• RM04 - Maintain Licensing Activities
• This use case is used to record and maintain all
  approval/certification/licensing activities
  required in order to approve, certify, re-certify
  or re-approve the home or agency.

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How to Contact SACWIS

• If you have questions regarding this process,
  please contact the SACWIS Help Desk 800-686-1580
  (Option 3, 5 then follow prompts) or via e-mail
  at SACWIS_HELP_DESK_at_odjfs.state.oh.us

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Route for State Approval
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tim Doyle-Wenger

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Family Foster Home Recruitment Plan

• When routing to the State for Approval, plans
  will have a County Status of Approved and
  Routed
• Plans are routed to your Licensing Specialist

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Adoptive Home Recruitment Plan

• When routing to the State for Approval, plans
  will have a County Status of Approved and
  Routed
• Adoption Recruitment Plans are Routed to your
  Agency Technical Assistance Specialist

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Family Foster Home Certifications

• When routing to the State for Approval, plans
  will have a County Status of Approved and
  Routed
• Recommendations are routed to either Alice Ligon
  or Rita Jackson

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Wrap Up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM
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Wrap Up

• Next Statewide Meeting
• Monday, July 9
• 4020 E Fifth Avenue
• Columbus
• Room A118/A119
• Videoconferencing is available