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Douglas County
Minnesota Child and Family Service Review
Program Improvement Plan

General Information

 

County/Tribal Agency:  

Douglas County Social Services

Address: 809 Elm Street, Suite 1186, Alexandria, MN 56308

Telephone Number: 320-762-2302

 

Primary Person Responsible for PIP:

Laurie Bonds

Noreen Carlson

E-mail Address: laurie.bonds@mail.co.douglas.mn.us

noreen.carlson@mail.co.douglas.mn.us

Telephone Number: 320-762-3815

320- 762-3818

 

DHS Quality Assurance Contact:

Lori Munsterman

E-mail Address: Lori.Munsterman@state.mn.us

Telephone Number: 651-230-0962

To be completed by DHS:

Date Draft PIP Submitted by County/Tribe: 2/23/12

Date PIP Approved: 6/12/12

Due Dates for Quarterly Reports:

  • Quarter 1: October 15, 2012 (for July – Sept, 2012)
  • Quarter 2: January 15, 2013 (for Oct – Dec, 2012)
  • Quarter 3: April 15, 2013 (for January – March, 2013)
  • Quarter 4: July 15, 2013 (for April – June, 2013)

Date PIP Progress Reviews Received/Occurred:

PIP Completion Date:

MnCFSR PIP Recommendations

PIP RECOMMENDATIONS

Safety Finding 1: Timely contact with children in response to maltreatment reports was made in 50 percent of the cases reviewed; the agency did not meet state performance goals for timely face-to-face contact with children.

  • Identify and address barriers to timely contact with children in response to maltreatment reports, including:
  • Timeliness of screening
  • Alternatives in FAR when the family is not available for a full-family meeting within the time frames the agency is required to see children (MnCFSR Item 1)
  • Review documentation practices and ensure accurate documentation of face-to-face visits with children in response to maltreatment reports (MnCFSR Item 1).

Permanency Finding 1: In 40 percent of the cases reviewed, appropriate permanency goals were established for children in a timely manner.

  • Address barriers to establishing timely permanency goals for children, including:
  • Ensure all other, more permanent options, are considered and ruled out prior to recommending LTFC (MnCFSR, Item 7)
  • Address court barriers by engaging court stakeholders in conversations related to establishing appropriate permanency goals in a timely manner (MnCFSR, Item 7)
  • Address barriers to conducting timely, comprehensive relative searches for all children (MnCFSR, Item 15).

Permanency Finding 2: Case review findings and annual performance data indicate a need for additional efforts to achieve adoption in a timely manner.

  • Address barriers to timely adoption, including adoption of children meeting ASFA time-in-care requirements (MnCFSR Item 9, Federal Data Indicators C2.3 and C2.4).

Well-being Finding 1: In 63 percent of cases reviewed, comprehensive assessments of children’s and parents’ needs were completed, and needed services were arranged and/or provided.

  • Ensure the well-being needs of all children in a family are thoroughly assessed and addressed (MnCFSR Item 17)
  • Ensure needed services are provided to parents (MnCFSR Item 17).

Well-being Finding 2: Case review findings and annual performance data indicate that additional efforts are needed to ensure frequent, quality caseworker visits with children.

  • Improve the frequency and quality of caseworker visits with children, including ensuring children in out-of-home placement have visits each and every month they are in placement (MnCFSR Item 19).

Systemic Factors:

  • Ensure that foster parents are notified of their right to be heard at court hearings involving children in their care (System Factor: Case Review System)
  • Develop and implement a quality assurance process for the ongoing evaluation of child welfare practices and systems (Systemic Factor: Quality Assurance System).

SAFETY

Goal: Initial face-to-face contacts with children will occur within statutory timelines for traditional investigations and for family assessments.

Applicable Items and/or Systemic Factors:

S1 – Item 1 – Timely contact with children in response to maltreatment reports.

Baseline (Performance at the time of the review):

Item #1 was rated as a strength in 50% of the cases reviewed.

Quarterly Performance Data:

Oct. 2011 – Dec. 2011 Child Welfare Data Dashboard:

  • Children were seen within required timelines in 33.3% (1/3) of investigations involving substantial child endangerment.
  • Children were seen within required timelines in 93.8% (15/16) of investigations involving non-substantial child endangerment.
  • Children were seen within required timelines in 46.4% (13/28) of family assessments involving non-substantial child endangerment.

Demonstration of Goal Completion:

90% of all cases involving traditional investigation and family assessment will be responded to within required timeframes, as measured by the DHS Child Welfare Data Dashboard.

Dashboard Performance:

 

Baseline

Q4 ‘11

Q1 ‘12

Q2 ‘12

Q3 ‘12

Q4 ‘12

SCE

33.3%

(1/3)

    

NSCE-Inv

93.8%

(15/16)

XXX

XXX

XXX

XXX

NSCE-FA

46.4%

(13/28)

    

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Intakes will be screened and assigned within 24 hours by screening team that meets daily.

Persons responsible: Laurie Bonds and Noreen Carlson.

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisors will monitor performance monthly using SSIS "Time to Initial Contact" report.

Review of this report will include review of data entry practices, and “clean-up” of inaccurate data entry.

Persons responsible: Laurie Bonds and Noreen Carlson

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisors will review explanations for lack of timeliness and address any systemic barriers. Supervisors will review results of timeliness reports with staff monthly.

Persons responsible: Laurie Bonds and Noreen Carlson.

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisor will discuss with agency family assessment workers the importance of meeting timelines for face-to-face contact with children and that adherence to preferred practice does not outweigh the requirement to see children and assess safety within the statutorily required timeframes.

Persons responsible: Laurie Bonds and Noreen Carlson.

 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: SSIS report: Time to Initial Contact with Victim

Role of the Supervisor: Supervisors will screen reports timely, run ad review reports once per month and assess data.

PERMANENCY

Goal: 2.1 Ensure appropriate permanency goals for children are established in a timely manner, and conduct timely, comprehensive relative searches.

Applicable Items and/or Systemic Factors:

Items 7, 9 and 15

Baseline (Performance at the time of the review):

Establishing appropriate permanency goals for children in a timely manner was rated as a strength in 40% of cases reviewed.

Demonstration of Goal Completion: Complete action steps

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Supervisor will review the following with staff:
  2. Practice Guide for Concurrent Permanency Planning (when updated)
  3. Relative Search Best Practice Guide

Persons Responsible: Laurie Bond

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisors will assess the need for a permanency/kinship worker to assist in completing relative searches.

Persons Responsible: Laurie Bonds and Noreen Carlson

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisor will review the relative search checklist on SSIS with appropriate staff.

Person Responsible: Laurie Bonds

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisors will develop a standardized relative search document to be used in all placement cases.

Persons Responsible: Laurie Bonds and Noreen Carlson

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Relative searches will be initiated within 30 days of placement, documented in agency file, continued until all known relatives are found, and used to establish a concurrent permanency plan.

Persons Responsible: Agency staff

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Develop policies for recommending LTFC as a permanency option and reviewing the appropriateness of LTFC on an ongoing basis. Policies may include:
  2. A requirement for supervisor approval prior to recommending LTFC
  3. Expectations for reviewing relative placement options on an annual basis

Persons responsible: Laurie Bonds

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Engage CJI stakeholders in a conversation related to establishing appropriate permanency goals in a timely manner.

Persons responsible: Laurie Bonds and Noreen Carlson

 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: Case reviews and supervision.

Role of the Supervisor: Provide practice guides to staff and facilitate discussion in reviewing the guides. Develop a relative search document and review with staff.

PERMANENCY

Goal: 2.2 Address barriers to timely adoptions

Applicable Items and/or Systemic Factors: Item 9

Baseline (Performance at the time of the review):

Of the two cases reviewed, neither case was rated as a strength.

2010 Annual Performance Data

* Federal Data Indicator C2.3

- 20% (National Standard is 22.7%h) (2011 – 11.1%)

* Federal Data Indicator C2.4

- 0% (National Standard is 10.9%h) (2011 – 0%)

Demonstration of Goal Completion:

Percent of adoptions completed within timelines in 2012 will increase as compared to 2010.

Charting and Analysis Reports Data:

Measure:

Baseline

2010

2011

2012

C2.3

20%

(2/10)

11.1%

(1/9)

 

C2.4

0%

(0/10)

0%

(0/8)

 

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Supervisor will review Charting and Analysis reports for federal measures C2.3 and C2.4 semi-annually.

Person Responsible: Laurie Bonds

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Based upon reports, agency will identify factors that contribute to delays in adoptions and implement strategies to address those factors.

Person Responsible: Laurie Bonds

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Training will be provided to staff on Adoption, Permanency, and Adoption Assistance Agreements.

Person Responsible: Laurie Bonds.

 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Engage in discussion with CJI Team on the need for additional efforts to achieve adoption in a timely manner.

Persons Responsible: Laurie Bonds and Noreen Carlson.

 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: Review of Charting and Analysis Reports for Federal Data Indicators on timelines to adoption.

Role of the Supervisor: Obtain data; develop/implement strategies as indicated.

WELL-BEING

Goal: WB1 Complete comprehensive assessment of children's and parents' needs and arrange for needed services.

Applicable Items and/or Systemic Factors: Item #17 – Assessing needs and providing services

Baseline (Performance at the time of the review):

Item #17 was rated as a strength in 63% of the cases.

Demonstration of Goal Completion: 80%

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Social workers will assess the needs of parents and all children in the family and document services provided or, if not provided, the reason why not provided.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Workers will utilize standard assessment tools in assessing needs and identifying appropriate services.
  • Child Well-Being Tool
  • SDM Family Assessment of Needs and Strengths Tool
  • Children's Mental Health Screening Tool
  • Child and Adolescent Service Intensity Inventory (CASII)
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisor and workers will review PIP TIPS #17: Assessing Needs and Services in staff meeting.
 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: SSIS reports including workgroups without open service plans or placement without open out-of-home placement plans as well as case reviews.

Role of the Supervisor: Review SSIS reports as well as provide PIP TIPS #17.

WELL-BEING

Goal: WB2 Ensure that social workers conduct frequent, quality visits with children.

Applicable Items and/or Systemic Factors: Item #19 – Worker visits with child

Baseline (Performance at the time of the review):

Item #19 was rated as a strength in 12.5% of cases reviewed.

Annual performance data:

  • 1/1/11 – 12/31/11: Case workers had visits with 54.5% (24/44) of children each and every month they were in out-of-home placement.

Demonstration of Goal Completion:

90% of children in out-of-home placement with have visits with their caseworkers each and every month they are in placement, as measured by the DHS Child Welfare Data Dashboard.

Baseline

(Q4 ’11)

Q1, ‘12

Q2, ‘12

Q3, ‘12

Q4, ‘12

54.5%

(24/44)

    

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Supervisiors will relay expectations that workers will maintain a minimum of monthly face-to-face contact with all children in out-of-home placement.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Social workers will be encouraged to visit children in their home/placement setting a majority of the time.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Social workers will be encouraged to visit children as early in the month as possible to allow for rescheduling visits if necessary.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisor and social workers will review PIP TIPS #19: Worker Visits with Child at a staff meeting.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Process for entering external worker visits into SSIS will be reviewed by supervisor with SSIS coordinator.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Supervisors will generate the SSIS general report “Monthly Visits with Children in Continuous Placement” monthly, review information with individual workers as needed, and share cumulative information at staff meetings.
 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: SSIS report of Monthly Contacts with Children in Continuous Placement

Role of the Supervisor: Review standards and monitor reports.

SYSTEMIC FACTOR

Goal: Ensure foster parents are notified of their right to be heard at court hearings involving children in their care.

Applicable Items and/or Systemic Factors: Systemic factor: Case review system

Baseline (Performance at the time of the review):

Approximately 20% of foster parents who responded to a written survey indicated they were notified of their right to be heard at court hearings involving children in their care.

Demonstration of Goal Completion:

Completion of actions steps.

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

  1. Engage in discussion with CJI stakeholders regarding a means to ensure foster parents are being allowed to speak in court hearings if they wish to do so.
 

Update #1:

Update #2:

Update #3:

Update #4:

  1. Train foster parents on the role of the foster parent at court hearings.
 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: Initial foster parent orientation and licensing visits.

Role of the Supervisor: Share PIP goal with CJI team.

SYSTEMIC FACTOR

Goal: Develop an internal process for the ongoing evaluation of child welfare practices and systems, leading to program improvements.

Applicable Items or Systemic Factors: Quality Assurance

Baseline (Performance at the time of the review):

Demonstration of Goal Completion:

Action Steps

(include persons responsible)

Date Completed

Quarterly Update

(Identify reporting quarter, e.g. Q1, Q2, Q3, Q4)

Establish and maintain a process that yields valid data:

Agency will conduct internal quality assurance reviews on 3 cases per quarter including child protection (in-home, placement, Investigation and Family Assessment) and children's mental health using the DHS QA case review toolkit.

 

Update #1:

Update #2:

Update #3:

Update #4:

Agency supervisors will review the CW Data Dashboard, Charting and Analysis and general reports as specified earlier in the PIP:

  • CW Data Dashboard (quarterly)
  • SSIS General reports (monthly)
  • “Time to Initial Contact” SSIS general report
  • “Monthly Contacts with Children in Continuous Placement”
  • Charting and Analysis

C2.3 & C2.4 (semi-annually)

 

Update #1:

Update #2:

Update #3:

Update #4:

Develop/implement a process for analyzing and learning from the data:

Results of case reviews and review of data reports will be shared with staff. Possible strategies to improve practice will be discussed.

 

Update #1:

Update #2:

Update #3:

Update #4:

Use the data to effectively implement practice and system change:

Team discussion of data from cases reviewed and review of data reports will help the agency and staff assess what is working well and where there are challenges.

 

Update #1:

Update #2:

Update #3:

Update #4:

Measurement/Monitoring Plan: Quarterly case reviews will take place and resulting data will be used to evaluate/improve practice.

Role of the Supervisor: Supervisors will review data, identify strengths as well as weaknesses, implement program improvement strategies. Case review will occur quarterly.

FEDERAL DATA INDICATORS

C1.1

Of all children discharged from foster care to reunification in the year shown, and who had been in foster care for eight days or longer, what percent were reunified in less than 12 months from the time of the latest removal from home?

C1.2

Median length of stay in foster care to reunification (months)  

C1.3

Of all children entering foster care for the first time in the six-month period just prior to the year shown, and who remained in foster care for eight days or longer, what percentage were reunified in less than 12 months?

C1.4

Of all children discharged from care to reunification in the 12-month period prior to the year shown, what percentage re-entered foster care in less than 12 months from the date of discharge?

C2.1

Of all children who were discharged from foster care to a finalized adoption in the year shown, what percent were discharged in less than 24 months from the date of latest removal from home?

C2.2

Of all children who were discharged from foster care to a finalized adoption in the year shown, what was the median length of stay in foster care (in months) from the date of latest removed from home to the date of adoption?

C2.3

Of all children in foster care on the first day of the year shown who were in foster care for 17 continuous months or longer (and who, by the last day of the year shown, were not discharged from foster care with a discharge reason of live with relative, reunify or guardianship), what percent were discharged from foster care to a finalized adoption by the last day of the year shown?

C2.4

Of all children in foster care on the first day of the year shown who were in foster care for 17 continuous months or longer, and were not legally free for adoption prior to that day, what percent become legally free for adoption during the first 6 months of the year shown?

C2.5

Of all children who became legally free for adoption in the 12-month period prior to the year shown, what percent were discharged from foster care to a finalized adoption in less than 12 months of becoming legally free?

C3.1

Of all children in foster care for 24 months or longer on the first day of the year shown, what percent were discharged to a permanency home prior to their 18th birthday and by the end of the year (including adoption, guardianship, reunification or transfer of custody to a relative)?

C3.2

Of all children who were discharged from foster care in the year shown, and who were legally free for adoption at the time of discharge, what percent was discharged to a permanent home prior to their 18th birthday (including adoption, guardianship, reunification or transfer of custody to a relative)?

C3.3

Of all children who, during the year shown, either (1) were discharged from foster care prior to age 18 with a discharge reason of emancipation, or (2) reached their 18th birthday while in foster care, what percent were in foster care for three years or longer?

C4.1

Of all children served in foster care during the year shown who were in foster care for at least eight days but less than 12 months, what percent had two or fewer placement settings?

C4.2

Of all children served in foster care during the year shown who were in foster care for at least 12 months but less than 24 months, what percent had two or fewer placement settings?

C4.3

Of all children served in foster care during the year shown who were in foster care for at least 24 months, what percent had two or fewer placement settings?

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