Sherburne County
Minnesota Child and Family Service Review
Program Improvement Plan
I. General Information
County/Tribal Agency:
Sherburne County
Address: 13880 Business Center Drive Elk River, MN 553304600
Telephone Number: 763-765-4000
Primary Person Responsible for PIP:
Jodi Heurung, LSW
E-mail Address: [email protected]
Telephone Number: 763-765-4008
DHS Quality Assurance Contact:
E-mail Address: [email protected]
Lori Munsterman
Telephone Number: 651-230-0962
To be completed by DHS:
Date Draft PIP Submitted by County/Tribe: 01/31/12
Date PIP Approved: 3/27/12
Due Dates for Quarterly Reports:
Date PIP Progress Reviews Received/Occurred:
Quarter 1: July 15, 2012 (for April – June ‘12 activities)
Quarter 2: October 15, 2012 (for July – Sept ‘12)
Quarter 3: January 15, 2013 (for Oct – Dec ’12)
Quarter 4: April 15, 2013 (for January – March ’13)
PIP Completion Date:
II. MnCFSR PIP Recommendations (as indicated in the MnCFSR report)
PIP RECOMMENDATIONS
Safety Finding #1: Case review findings and annual performance data indicate a need for ongoing efforts to ensure children are
seen within required time frames in response to maltreatment reports.
Continue efforts to address barriers to timely contact with children in response to maltreatment reports.
Permanency Finding #1: The agency did not meet the national standard for foster care re-entry.
Identify and address factors contributing to foster care re-entry (MnCFSR Item 5; Federal Data Indicator C4.1).
Permanency Finding #2: In 62.5 percent of cases reviewed, children experienced placement stability; the agency did not meet the
national standard for placement stability for children in care 12 to 24 months.
Address barriers to placement stability (MnCFSR Item 6; Federal Data Indicator C4.2).
Permanency Finding #3: The agency did not meet four of six national standards measuring achievement of permanency for older
youth and children in care for extended periods.
Identify and address barriers to achieving permanency for older youth and children in care for extended periods of time (Federal
Data Indicators C2.3, C2.5, C3.1 and C3.2).
Well-being Finding #1: Insufficient efforts to engage non-resident parents, typically fathers, negatively impacted outcome
achievement and performance across Well-being items.
Continue to address barriers to engaging non-resident parents in child welfare cases, including assessing needs and providing
services, engaging them in case planning, and frequent, quality caseworker visits (MnCFSR Items 17, 18 and 20).
Well-being Finding #2: In 66.7 percent of cases reviewed, children’s mental health needs were adequately assessed and
addressed through provision of appropriate services.
Ensure children’s mental health needs are adequately assessed and addressed, including:
Completion of mental health screenings within recommended time frames
Timely referral for needed mental health services (MnCFSR Item 23).
Systemic Factors:
Ensure accurate documentation of out-of-home placement episodes in SSIS (MnCFSR Items 3, 5 and 6; System Factor: Social
Service Information System).
SAFETY
Goal: Face-to-face contacts will occur within statutory timelines a
minimum of 90% of the time on all screened in maltreatment reports.
Baseline (Performance at the time of the review):
Case Review Data:
Item 1: 71.4% rated as Strength
DHS Child Welfare Data Dashboard (Jan-June 2011): See chart on
right
Applicable Items and/or Systemic Factors: Safety Outcome
Demonstration of Goal Completion: Based on DHS CW Data
reports (SCE and non-SCE) will be responded to within requ
Baseline Performance
Quarterly PIP Updat
Inv (SCE)
1
Q1, ‘11
Q2, ‘11
91.7%
(11/12)
71.4%
(5/7)
Q1, ‘12
Q2, ‘12
Inv (NonSCE)
FAR
100%
(7/7)
84.1%
(37/44)
100%
(3/3)
80.6%
(29/36)
Quarterly Update
(Identify reporting quarter, e.g. Q1, Q
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Action Steps
Qtr Due
Date Completed
(include persons responsible)
Intake supervisor will review internally generated monthly Ongoing
report that provides data on all identified victims and the
date and time the initial face to face occurred for each
victim.
Supervisor will clarify with staff during a unit meeting that, Q2
anytime it appears that the face to face contact cannot
occur within the expected timeframe, staff will consult
with the Intake Supervisor or Lead Social Worker to
brainstorm possible solutions. Results of these
consultations will be documented in SSIS.
Supervisor will clarify with staff during a unit meeting that, Q3
Q1 Update:
with FAR Assessments, if parents cannot be reached by
Q2 Update:
phone, a letter will be sent notifying them that their child
Q3 Update:
will be seen at school if they do not contact the
Q4 Update:
assessment within the noted timeframe.
Measurement/Monitoring Plan: Supervisor, Lead SW and staff to review results of internal monthly report. Individual CP Assessment SW
cases to determine patterns, data entry errors, barriers, etc.
Role of the Supervisor: Consultation as needed when concern exists about the ability to meet timeframes and monitoring of SSIS repor
PERMANENCY
Goal: Safely reduce the rate of children re-entering foster care.
Applicable Items and/or Systemic Factors: Permane
federal Performance Measure C1.4
Demonstration of Goal Completion: Foster care re-en
20% or less as measured by the Charting and Analys
2, Measure C1.4.
Baseline (Performance at the time of the review):
County performance on federal data indicator :
2010: 22.2% (6/27)
2011: 44.1% (15/34)
Action Steps
(include persons responsible)
Internal workgroup is being developed to review all
children in care in 2010 and 2011 who did not meet this
outcome. Agency practice will be reviewed in an attempt
to determine changes to better ensure sustained
reunification for children.
2011 re-entry data will be reviewed for data entry errors,
and all errors will be corrected. (Based on county review
and identification of 2010 data entry errors.)
Qtr Due
Q1
Date Completed
Quarterly Update
(Identify reporting quarter, e.g. Q1, Q
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Agreed upon recommendations for agency practice
Q2
Q1 Update:
changes coming from the internal workgroup will be put
Q2 Update:
into agency policy in an attempt to improve outcomes for
Q3 Update:
children, and reported as part of the PIP Update.
Q4 Update:
Measurement/Monitoring Plan: Monthly qualitative service reviews by supervisors, running of SSIS reports and holding future internal w
needed.
Role of the Supervisor: Coordinate and lead the internal workgroups, discuss and inform all staff of practice changes, and ensure that in
changed accordingly.
PERMANENCY
Goal: Improve foster care stability for children in out-of-home placement.
Baseline (Performance at the time of the review):
Case Review Findings:
Item 6: 62.5% (5/8) cases rated as a Strength
County performance on federal data indictor C4.2:
2010: 41.7% (5/12)
2
Applicable Items and/or Systemic Factors: Permane
and federal Performance Measure C4.2
Demonstration of Goal Completion:
80% of cases will be rated as a Strength in internal ca
2011: 100% (10/10)
Action Steps
(include persons responsible)
An internal workgroup will be developed where each case
not meeting this outcome measure in 2010 and 2011 will
be reviewed and overall agency practice will be examined
to identify themes and patterns.
Agreed upon recommendations for agency practice
changes coming from the internal workgroup will be put
into agency policy in an attempt to improve outcomes for
children, and reported as part of the PIP Update.
Agency practice changes will be monitored by each unit
supervisor to ensure compliance.
Qtr Due
Q1
Q2
Q3
Date Completed
Quarterly Update
(Identify reporting quarter, e.g. Q1, Q
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
All units will make the necessary referrals to the
Ongoing
Therapeutic Foster Care Social Worker for family foster
care placements that are considered high risk for
disruption.
(Agency defined eligibility criteria for TFC includes
children with issues of emotional disturbance or be
diagnosed with a Severe Emotional Disturbance (SED)
within the past 6 months or have demonstrated a
significant inability to function within the community,
home, and/or school, as well as having a CASII score of
20 or higher.)
All staff will be educated on unplanned discharge
Q2
Q1 Update:
meetings. These meetings will occur with all impending
Q2 Update:
placement disruptions and placements where disruptions
Q3 Update:
have occurred.
Q4 Update:
Ongoing systems planning will continue via meetings and Q4
Q1 Update:
CJI discussions. Specifically, meetings will occur to
Q2 Update:
discuss the dual management of probation cases and
Q3 Update:
CHIPS cases within our system as it relates to placement
Q4 Update:
stability.
Measurement/Monitoring Plan: SSIS Charting and Analysis. Internal case reviews. Meeting with HHS, County Attorney’s Office, and Pr
cases where the internal workings of our systems impacted outcomes negatively.
Role of the Supervisor: Coordinate and lead the internal workgroups, discuss and inform all staff of practice changes, and ensure that i
changed accordingly.
PERMANENCY
Goal: The agency will address factors contributing to delays in timely
achievement of permanency for older youth and children in care for extended
periods of time.
Baseline (Performance at the time of the review):
Case Review Data:
Item 8: 83.3% of cases rated as Strength
County performance on federal data indictor:
Measure C2.3 (Nat’l Standard is 22.7% or higher)
2010: 8.7% (2/23)
2011: 19% (4/21)
Measure C2.5 (53.7% or higher)
2010: 0% (0/2)
2011: 33.3% (2/6)
Measure C3.1 (29.1% or higher)
2010: 6.7% (1/15)
2011: 20% (3/15)
Measure C3.2 (98% or higher)
2010: 80% (4/5)
2011: 100% (6/6) – MET in 2011
3
Applicable Items and/or Systemic Factors: Federal D
C3.1, and C3.2.
Demonstration of Goal Completion: Timely permanen
of the time.
Action Steps
(include persons responsible)
An internal workgroup will be developed where each case
not meeting this outcome measure in 2010 and 2011 will
be reviewed and overall agency practice will be
examined.
Agreed upon recommendations for agency practice
changes coming from the internal workgroup will be put
into agency policy to improve outcomes for children, and
reported as part of the PIP update.
Agency practice changes will be monitored by each unit
supervisor to ensure compliance.
Quarterly Update
(Identify reporting quarter, e.g. Q1, Q
Q1
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q2
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q3
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Ongoing work with systems partners will continue through Q4
Q1 Update:
CJI and other meetings as appropriate to factors that
Q2 Update:
have contributed to barriers towards permanency.
Q3 Update:
Q4 Update:
The Children’s Mental Health Unit will implement a
Q4
Q1 Update:
permanency review consultation process for all children
Q2 Update:
in out of home. Process will reported as part of PIP
Q3 Update:
Update.
Q4 Update:
Measurement/Monitoring Plan: Monthly internal case reviews by supervisors and the development of policies and procedures as it relat
home placements.
Role of the Supervisor: Coordinate and lead the internal workgroups, discuss and inform all staff of practice changes, and ensure that in
changed accordingly.
Qtr Due
Date Completed
WELL-BEING
Goal: Families will have an enhanced capacity to provide for their children's
needs by social workers assessing the needs of non-resident parents in every
case, engaging and involving non-resident parents in case planning and
regular visits.
Baseline (Performance at the time of the review):
Item 17: 50% of cases were rated as a Strength
Item 18: 83.3% of cases were rated as a Strength
Item 20: 72.7% of cases were rated as a Strength
Applicable Items and/or Systemic Factors: Well-bein
18 and 20.
Demonstration of Goal Completion: Consistency acro
and engaging non-resident parents as noted in perm
internal case reviews.
Expected improvements will be:
Item 17: 90%
Item 18: 90%
Item 20: 95%
Action Steps
Quarterly Update
Qtr Due
Date Completed
(include persons responsible)
(Identify reporting quarter, e.g. Q1, Q
Agency will develop policy/expectations and/or practice
Q4
Q1 Update:
standards specific to working with non-resident parents.
Q2 Update:
Policy/expectations/practice standards will be clearly
Q3 Update:
communicated to all child welfare staff.
Q4 Update:
Practices around identifying and engaging non-resident
Q4
Q1 Update:
parents in case planning will be discussed and reviewed
Q2 Update:
through the Children’s Mental Health permanency
Q3 Update:
consultation review process.
Q4 Update:
This practice will continue to be monitored and discussed Ongoing
Q1 Update:
at all permanency review consultations (occurring at
Q2 Update:
month 3, 6, and 9 of placements) on all placements and
Q3 Update:
during all internal case reviews.
Q4 Update:
Measurement/Monitoring Plan: Monthly internal case reviews by supervisors and the development of policies and procedures as it relat
home placements.
Role of the Supervisor: The implementation and monitoring of permanency reviews with all children in out of home placement.
WELL-BEING
Goal: Ensure children's mental health needs are adequately assessed and
addressed by completing mental health screenings within 30 days of initiating
4
Applicable Items and/or Systemic Factors: Well-bein
case management and ensuring timely referrals for needed mental health
services.
Baseline (Performance at the time of the review): In 66.7% of the cases
reviewed, children's mental health needs were adequately assessed and
addressed through provision of appropriate services.
Action Steps
(include persons responsible)
Translate the current children’s mental health screening
tools in various languages to improve the practice of
getting these completed within the required timeframes.
“Discharge planning” was added to the agency’s PrePlacement Screening Team (PPST) documents to help
ensure discussions regarding discharge are held early
on. 90-day reviews of placements at the PPST meetings
will include monitoring of whether appropriate MH (and
other) services have been arranged prior to a child’s
discharge or move from a placement setting.
Holding permanency review consultations on all
Children’s Mental Health Placements and through those,
ensure timely referrals and services.
Qtr Due
Q3
Q3
Demonstration of Goal Completion: Children’s menta
adequately assessed with all screenings being comp
case management services being provided. Timely r
services will be made as noted through the monthly in
and permanency consultation discussions.
Expected Improvements will be:
Item 23: 90%
Quarterly Update
Date Completed
(Identify reporting quarter, e.g. Q1, Q
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q4
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Measurement/Monitoring Plan: Internal monthly case reviews by supervisors and the implementation of permanency consultations with
placements. The successful translation of mental health screening tools.
Role of the Supervisor: Monthly case reviews. Ensuring that all mental health screening tools are translated. The successful implemen
permanency reviews with all children in out of home placement.
SYSTEMIC FACTOR
Goal: Ensure accurate documentation of out-of-home placement episodes in
Applicable Items and/or Systemic Factors: SSIS, Mn
SSIS.
Baseline (Performance at the time of the review):
Demonstration of Goal Completion: Completion of ac
Action Steps
Quarterly Update
Qtr Due
Date Completed
(include persons responsible)
(Identify reporting quarter, e.g. Q1, Q
An internal workgroup will be developed to develop
Q3
Q1 Update:
alternatives to placement for truancy and runaways.
Q2 Update:
Workgroup recommendations will be reported as part of
Q3 Update:
PIP update.
Q4 Update:
From the ideas generated from the internal workgroup,
Q4
Q1 Update:
additional resources will be developed to prevent
Q2 Update:
consequence based placements from occurring.
Q3 Update:
Q4 Update:
The agency will discontinue the entry of weekend
Q1
Q1 Update:
consequence placements as respite.
Q2 Update:
Q3 Update:
Q4 Update:
Measurement/Monitoring Plan: Discontinue the entry of weekend consequence placements as respite in SSIS.
Role of the Supervisor: Coordinate and lead the internal workgroup meetings, continue conversations with systems partners around the
runaway children, engage in resource development meetings with key community partners, and educate staff on the definition and use
of home placement.
SYSTEMIC FACTOR
Goal: Develop an internal process for the ongoing evaluation of child welfare practices
and systems, leading to program improvements.
Baseline (Performance at the time of the review):
Action Steps
Qtr Due
Date
5
Applicable Items or Systemic Factors: Quality
Demonstration of Goal Completion:
Quarterly Update
(include persons responsible)
Establish and maintain a process that yields valid data:
Supervisors will continue to review cases on a monthly basis.
This process now includes an interview with the case
manager.
Completed
Q1
Supervisors will utilize the following reports:
Q1
General Reports (monthly):
Time to Initial Contact with Victim,
CMH Screening Exemption Report,
Child Maltreatment Screening Timeliness,
Face to Face Contact with Children in Placement,
Charting and Analysis (semi-annually):
C1.4
C2.3
C2.5
C3.1
Other reports will also be utilized as needed.
Develop/implement a process for analyzing and learning from the data:
Data from the internal qualitative service reviews will be
Q1
summarized and evaluated quarterly and shared with staff.
Case Managers are now an integral part of these reviews
which allows for dialogue and learning to occur at the time of
the review.
Taking the results of the Charting and Analysis reports and
Q4
re-convening internal workgroup to evaluate agency practice
as needed.
Use the data to effectively implement practice and system change:
Internal workgroup meetings on outcomes will allow for
Q3
practice discussions, development of revised practice
strategies, and implementation of new policies that will
positively impact outcomes.
Internal case reviews now include the case manager so that
Q1
practice discussions and changes are being discussed on a
regular basis.
(Identify reporting quarter, e.g. Q1, Q2
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Q1 Update:
Q2 Update:
Q3 Update:
Q4 Update:
Measurement/Monitoring Plan: Monthly case reviews, ongoing conversations with staff as part of the monthly reviews and internal work
changes to internal policies.
Role of the Supervisor: Supervisors will run data reports. Workgroup meetings will occur to analyze data, identify issues and trends an
and implement changes to existing policies if warranted.
6