CCWIS Webinar OCFS Data Warehouse Reports Part 1
CCWIS Webinar OCFS Data Warehouse Reports (Part 1 of 2) September 11, 2019 Comprehensive Child Welfare Information System Strengthening CONNECTIONS for caseworkers, children, and families Call-In Details: US Toll Free: 844 -633 -8697 Local: 518 -549 -0500 Access Code: 640 635 220
October 30, 2020 Agenda • • • Dashboard suggestions update Local System Survey update CCWIS Update/financial reconciliation requirement CONNECTIONS enhancements update OCFS Data Warehouse Reports (Part 1 of 2): How to Access, How to Request Access, Basic Navigation, Key Reports • Next month: More reports and features; what reports would users like to see accessible within CONNECTIONS? 2
October 30, 2020 3 Dashboard Suggestions Update Following the July 2019 webinar, we received dozens of suggestions! Some of the most popular: Coming Due/Overdue • • • PHR FASP Safety Assessment Case Contacts Candidacy 24 -48 contacts Alerts • • • New report on Open case Expungement Physical/Dental needs IVE updates Case contacts Legal info tracking One Click Access • • • CPS reports Stages with missing AFCARS data Key reports in DW Placement details PID Mismatches Children in non-LDSS custody And LOTS more! We are reviewing to note what already exists in CONNX, and will convene a workgroup to do requirements and break into phases. Will start in 2020 with an iterative approach. Stay tuned for updates!
October 30, 2020 Local System Survey Update q Out of 234 total agencies/counties: overall 63% response rate • • 55 out 59 LDSS responded (93%) 93 out 175 VAs responded (53%) • 56 out of 84 Foster Care VAs responded (66%) • 37 out of 91 Preventive VAs responded (40%) q 302 “systems” reported 1. 2. 3. 4. 5. 69 Candidates for data exchange (23%) 16 Enhancements (5%) 40 Reports (13%) 69 More info needed (23%) 108 Contains no CCWIS data (36%) q Next Steps: • • CCWIS team will reach out to LDSS and VAs where more information is needed on their local system CCWIS team will reach out to LDSS and VAs yet to respond 4
October 30, 2020 5 CCWIS Update and Financial Reconciliation Requirement • AAPDU and Data Quality Plan submitted to the Children’s Bureau end of June 2019; Approved August 2019 • DQP will be shared with others states as an example • Financial reconciliation requirement feasibility • • Survey results: a data exchange to collect this info from counties is not feasible across the board Discussing options/ideas: NYe. Pay; IES; ASSET$; new financial solution • Move forward with CCWIS or be non-CCWIS? • • CONNECTIONS Enhancements will continue either way! Data Exchange work will continue either way!
October 30, 2020 6 CONNECTIONS Enhancements Update • • • Mandated Reporter Letters – Deployed August 2019 Uploads – Pilot started July 2019; early 2020 statewide (optional) Placements – Piloting started Sept 2019; mid-October statewide (mandatory) ü Attend RIST meetings ü Sign up for training Health Passport – Planned for December 2019/January 2020 Focus: Family First AFCARS 2. 0 Eligibility Determination (IVE, EAF, Title XX below 200%, State Charge, Candidacy) Dashboard (Console, Heads-Ups, Prompts, Watch, Keep Tabs, ideas? )
October 30, 2020 OCFS Data Warehouse (DW) 7
October 30, 2020 Outline • • • What is the OCFS DW? How to get access to DW? Demonstrate logging into DW Sample of reports available Demonstrate few key reports 8
October 30, 2020 9 What is OCFS Data Warehouse? • Accessible to OCFS, LDSS and VA staff on request • Run predefined reports, customize with filters • Data breakouts at State, NYC, ROS and individual county/agency level depending on topic • Individual drill down with security • Technical assistance! • Timeliness of data
October 30, 2020 10 What can you use the data for? • Performance activities • • How are we doing? How did we do? • Informational (admission/in care/discharge summaries/tracked child roster) • • What are the characteristics of children we have in care? Specific details on a case/child? TPR, article 10 removals, activity • Case management (CPS reports, freed children for adoption) • Conduct further analysis (extract to excel)
October 30, 2020 11 How do you get access? • Access form, authorized approver for each district, agency • Email the data warehouse mailbox for the form (data. warehouse@ocfs. ny. gov) • Mailbox is regularly monitored during business hours • Send completed form to data warehouse mailbox • Web link and details will be sent to you once granted access
October 30, 2020 DW Log In Demonstration 12
October 30, 2020 DW Log in & Demonstration • Log into DW • • If you already have access, can log in now and make it hands-on https: //biservices. its. ny. gov/ibmcognos/bi/? perspective=home • Show it is organized • Feel free to ask questions or ask me to slow down 13
October 30, 2020 Sample Reports 14
October 30, 2020 Example Reports to be covered • In care summary, admissions and discharges • Tracked child roster • Family First Reports 15
October 30, 2020 16 Sample Child Welfare Service Reports In Care Summary Report
October 30, 2020 How many children are in care at a point in time? What is the basic profile of those children? • In care summary report • Available statewide, for each district and voluntary agency • For the last day of month for the last 10 years details on: • • • Race/Hispanic Origin Absent vs. 24 Hour Care Gender/Age Categories Facility type Discharge Goals Time in care (average months, ASFA time -<12 of 22 months vs. > than) 17
October 30, 2020 18 • Statewide profile as a sample • Can draw data for your agency for at the end of the month
October 30, 2020 How to download files? Demonstrate how to download to • Excel to manipulate • . pdf to share 19
October 30, 2020 20 Reports for Admissions and Discharges • Similar to the in care summary report • Admission Summary Report: How many children were admitted to care during a period? What is the basic profile of those children? • Discharge Summary Report: How many children were discharged from care during a period? What is the basic profile of those children? • Period filters
October 30, 2020 Family First Reports Same set of reports for VAs 21
October 30, 2020 22 Children in Care by Child Status- LDSS Options provide flexibility. For example, you can get a profile of JD youth/children in Foster Boarding Homes for your LDSS or agency.
October 30, 2020 Part 1 of Report • Adds trial discharge • Flexibility to run for different categories 23
October 30, 2020 Part 2 of Report • Time in care • • Total Current facility 24
October 30, 2020 25 Who are the children the county served during a specified period? • Tracked child roster report provides a list of all children that had any program choice during a period • • You would specify county/agency Select unit and stage type • • CCR --Child Case Record (child only case document case activities for a legally freed child) CWS –Child Welfare Services Program choices Daily refresh
October 30, 2020 Where is the tracked child roster located? 26
October 30, 2020 • Provide information on child name, person ID, CIN, gender, date of birth, race/ethnicity, program planning goal and program choices (upto 3) 27 Provide information on WMS ID, Case Name, Case Initiation Date, Stage ID, Stage Type, Stage Start Date and Unit ID
October 30, 2020 28 Difference between in care summary and tracked child roster? • Two different data sources • Connections activity module: • In care summary provides a list of children that were in foster care at a point in time • Connections program choice: • • Tracked child roster report provides a list of ALL children that had any program choice during a period Source for program choices other than placement • Numbers should be close in both for children in foster care; differences due to data entry
October 30, 2020 Other reports 29
October 30, 2020 30 Other Reports to Cover in Future • VA and LDSS access • • • Family Assessment and Service Plan (FASP) reports Caseload reports Casework contact reports • LDSS only access • Currently only LDSS – can expand to VAs on request • • Photo listing –adoption eligible, legal detail Others not possible (e. g. CPS related) • Suggestions?
October 30, 2020 31
October 30, 2020 32 Ideas for future Webinar Topics Ø Data Warehouse Reports (Part 2) • What do we want in CONNECTIONS? Ø CONNECTIONS Functionality • How can the system better support work processes? • Areas noted in local system surveys for potential inclusion in CONNECTIONS • Feedback from Placement RIST meetings Ø Data Quality Workgroup • Present the work done to date on data flow diagrams and other discussion points, and invite more counties and agencies to participate Ø Mobility • What functions would be most helpful in the field? • Progress Notes Ø Data Exchanges Ø Predictive Analytics
October 30, 2020 33 Thank you! • Next monthly CCWIS Webinar: October 23 rd 11 am-12 pm • Send topics, suggestions, or questions to: CCWISTeam@ocfs. ny. gov CCWIS Strengthening CONNECTIONS for caseworkers, children, and families
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