Child Welfare Services/Case Management System (CWS/CMS)

Probation Access Scope Statement

Version 1.5

October 18, 2010

Probation Access Scope Statement

May 11, 2010

Revision History

Date of Release / Version / Purpose
May 4, 2010 / 1.0 / Initial Draft
May 5, 2010 / 1.1 / Added Narrative to Milestone section
May 10, 2010 / 1.2 / Replaced Appendix with attachment
May 11, 2010 / 1.3 / Added Narrative to Milestone section
May 17, 2010 / 1.4 / Deletes all reference to activities after Phase II
October 18, 2010 / 1.5 / Update of Scope Definition. Section 1.2.1.1. bullet 2

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TABLE OF CONTENTS

1INTRODUCTION......

1.1Purpose......

1.2Current Status

1.2.1Phased Implementation......

2Federal Compliance......

2.1Impact to Counties......

Appendix A – Data Fields......

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1INTRODUCTION

1.1Purpose

  • To establishthe scope of the CWS/CMS Probation AccessImplementation Plan for use by countyChild Welfare Services and County Probation Offices
  • To explain, identify goals and define the phased in implementation
  • In appendices, show the data fields, training plan, high level schedule and other information related for your reference
  • To assist with planning and data entry strategies.

1.2Current Status

1.2.1Phased Implementation

In order to comply with Federal requirements, the Department of Social Services (Department), Office of Systems Integration (Project Office) and the CWS/CMS Oversight Committee (OSC Committee) collectively decided to support probation access for data entry into CWS/CMS. In discussing how to best roll out this implementation, a decision was made to first pilot test the roll out to four counties; Sacramento, Yolo, Napa and Los Angeles. Further, the decision was made to develop a phased in implementation for probation access which includes three phases. Phase I incorporates the pilot counties and totals 14 counties which were chosen based upon their probation caseload size. PhaseI includes: training, testing and data entry. Phase I successful implementation concludes with Phase I county probation staff entering data into CWS/CMS by October 31, 2010. Phase II implementation incorporates the remaining counties and includes all aspects of Phase I activities; with successful implementation completed by March 27, 2011 with data entry into CWS/CMS by county probation staff.

A phased approach was selected in order to move the State toward full federal compliance, recognizing the limitation of the current system, as well as county and state staffing and resources.

1.2.1.1 Phase I Scope Definition

Phase I includes 14 counties, 4 of which are pilots counties; allowing the counties and State together to raise and address critical issues surrounding policy, fiscal and budget issues, infrastructure, connectivity, scope, and training. A major goal in Phase I is to incorporate 75% of the probation Title IV-E placement caseload into the system in time for the first NYTD reporting cycle to minimize sanctions.

  • Probation Access will be implemented in at least14counties which includes the first 4 pilot counties (Sacramento, Napa, Yolo, Alameda, Los Angeles, San Diego, San Bernardino, Fresno, Riverside, Tulare, San Joaquin, Kings, Shasta)
  • County probation is expected to enter data into the CWS/CMS for:
  • foster care youth in AFDC-FC funded foster care placements, whether federally eligible or state eligible
  • 602 youth in foster care placement (includes youth receiving SB 163 Wraparound services).
  • County probation is not expected to enter data into the CWS/CMS for children that have not been placed, but are Title IV-E eligible.
  • County probation staff will enter data by October 30, 2010.
  • County probation is expected to enter data for all system fields related to AFCARS, CFSR, NCANDS, and NYTD Federal reporting. Additional required system field information must also be entered as well in order to save information to the database. (See Appendix A for field definitions)
  • Four days of training will be available. The training essentially is new user training provided to probation staff. Counties may opt to customize and provide their own training instead. (List 4 Day package In appendix):
  • Counties will be compliant with Phase I when they:
  • Record data into the system for case related activities that occur after Release 6.4 for all required cases.
1.2.1.2 Phase II Scope Definition

Phase II brings the remaining 44countiesto the same level of implementation achieved in Phase I.

  • Counties will be compliant with Phase II when they:
  • Record data into the system for case related activities that occur after each county’s probation access implementation for all required cases.
1.2.1.3 High-Level Phase I Schedule

These baseline dates cover major milestones including preliminary planning completion milestones and completed implementation milestones for the Phase I counties. The dates reflect the initially determined baseline dates for when counties would be trained and connected, so that they would be ready to begin entering probation data.

Milestone / Date
Phase I Initiation and Planning / 3/26/2010
Tokens Procured / 5/30/2010
Training Curriculum Availability / 6/30/2010
Sacramento 34 Coexistent / 8/23/2010
Napa 28 Coexistent / 8/23/2010
Yolo 57 Dedicated / 8/23/2010
Alameda 1 Coexistent / 9/23/2010
Los Angeles 19 Coexistent / 9/23/2010
San Bernardino 36 Coexistent / 9/23/2010
Fresno 10 Coexistent / 9/23/2010
Riverside 33 Dedicated / 9/23/2010
San Diego 37 Coexistent / 9/23/2010
Tulare 54 Dedicated / 9/23/2010
San Joaquin 39 Dedicated / 9/23/2010
Kings 16 Coexistent / 9/9/2010
Shasta 45 Dedicated / 9/23/2010
Validate CountyData / 10/21/2010
Phase I Close / 10/21/2010

2Federal Compliance

  • Federal SACWIS requirements mandate that all Title IV-E case information is entered into a single SACWIS system and utilized for AFCARS, CFSR/AB636/Outcome Measures, NCANDS, and NYTD reporting.
  • Prompted by the rollout of NYTD reporting requirements, county probation departments are being required to enter NYTD, AFCARS, NCANDS, and CFSR data for all Title IV-E cases in placement into the SACWIS system, under the Probation Access Implementation Project.
  • The Department will continue to work with Federal partners, the Administration of Children and Families (ACF) to keep them abreast of our progress toward Federal compliance.

2.1Impact to Counties

  • Currently the Department is working with ACF to continue to communicate plans for probation access as we work toward statewide compliance and ACF approval.

Appendix A – Data Fields

The Data Fields have been included in the following attachment:

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