CCWIS Webinar: OCFS Data Warehouse Reports (Part 1 of 2)

1. CCWIS WebinarOCFS Data Warehouse Reports (Part 1 of 2)September 11, 2019Comprehensive 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

2. 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?

3. Dashboard Suggestions Update Following the July 2019 webinar, we received dozens of suggestions! Some of the most popular: 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! • 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

4. Local System Survey Update 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%) 302 “systems” reported 69 Candidates for data exchange (23%) 16 Enhancements (5%) 40 Reports (13%) 69 More info needed (23%) 108 Contains no CCWIS data (36%) 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

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: NYePay; 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!

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) Attend RIST meetings Sign up for training Health Passport – Planned for December 2019/January 2020 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?)

7. OCFS Data Warehouse (DW)

8. Outline What is the OCFS DW? How to get access to DW? Demonstrate logging into DW Sample of reports available Demonstrate few key reports

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

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)

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

12. DW Log In Demonstration

13. 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 how it is organized Feel free to ask questions or ask me to slow down

14. Sample Reports

15. Example Reports to be covered In care summary, admissions and discharges Tracked child roster Family First Reports

16. Sample Child Welfare Service Reports In Care Summary Report

17. 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)

18. Statewide profile as a sample Can draw data for your agency for at the end of the month

19. How to download files? Demonstrate how to download to Excel to manipulate .pdf to share

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

21. Family First Reports Same set of reports for VAs

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.

23. Part 1 of Report Adds trial discharge Flexibility to run for different categories

24. Part 2 of Report Time in care Total Current facility

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

26. Where is the tracked child roster located?

27. Provide information on WMS ID, Case Name, Case Initiation Date, Stage ID, Stage Type, Stage Start Date and Unit ID • Provide information on child name, person ID, CIN, gender, date of birth, race/ethnicity, program planning goal and program choices (upto 3)

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

29. Other reports

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?

32. Ideas for future Webinar Topics Data Warehouse Reports (Part 2) What do we want in CONNECTIONS? 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 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 Mobility What functions would be most helpful in the field? Progress Notes Data Exchanges Predictive Analytics

33. Thank you! Next monthly CCWIS Webinar: October 23rd 11am-12pm Send topics, suggestions, or questions to: CCWISTeam@ocfs.ny.gov CCWIS Strengthening CONNECTIONS for caseworkers, children, and families