Transcript Slide 1

Metro Presentation
August 15, 2014
Julia Harrison & Linda Peters
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FCCS Board Policy:
Franklin County Children Services, its Board,
advisory committees, and employees are
committed to providing the highest quality services
and to a continuous quality improvement process
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Administrative Support- resources
CQI Plan:
◦ Describes how CQI is integrated into the agency’s
work
◦ Highlights CQI services & activities that the PIE
(Performance Improvement, IT, Evaluation, Data
Mgmt, and Professional Development) Division will
provide to the agency
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Council on Accreditation (COA)
◦ Non-direct service standards:
 Administration and Management
 Service Delivery Administration
◦ Direct service standards:
 Adoption Services
 Child Protective Services (Regions & Intake)
 Volunteer Mentoring Services
 Kinship Care Services
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CFSR/CPOE
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Orientation- CQI introduction for all new
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Committees are key
employees, personal commitment
◦ “Effective committees can help us bring continuous
improvements to our internal agency functioning
and to the services we provide children and
families. In addition, well-organized committees
can help us draw on the talents of large numbers of
staff, promote teamwork and enhance coordination
across departments within the agency.”
◦ CQI Infrastructure
◦ Strengthens staff involvement in CQI activitieslearning environment
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b.
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d.
e.
Best Practice Council Committee
Board and Administrative Policies Committee
C3 (COA, CPOE, CFSR) Committee
Chairs’ Cabinet
Child Risk Review Committee
i. Child Death Review Panel
f. Clerical Committee
g. Committee Communications Council
h. Continuous Quality Improvement (CQI)
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i. CQI Short Term Plan (STP) Workgroups
i. Employee Handbook Committee
j. Executive Council
k. Green Space Committee
l. Information & Technology
(IT) Review Panel
m. Multi-Cultural Development
n. Risk Management Committee
o. Safety Committee
p. Speaker’s Bureau
q. Supportive Work Environment
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ROM and CFSR
SACWIS data entry/data quality
Automated data collection, analysis, and
measurement consulting to CQI teams
Ad hoc data analysis for BPC and CQI teams
Provider services-placement provider scorecard
Disseminate, analyze, and present the Survey of
Employee Engagement (SEE)
Provide reports to Program Services; Screening,
Intake, Regions, and Adoptions to monitor
performance- FCCS Dashboard
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Family Team Meetings; Case planning, 90 Day
Reviews, SARs, TDMs, and PRTs
Deceased Child Review Process- internal and
external
CPOE review and QIP monitoring
CFSR review and PIP monitoring
Peer Review- transition from QA approach to
CQI
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Adoption Services - MEPA compliance, process
review of pre-matching & conferences
Child Protective Services/Intake - CAPMIS; Safety
& Family Assessment timeliness & quality
Child Protective Services /Regions – CAPMIS;
Case Plan & Reunification Assessment timeliness
& quality
Volunteer Mentoring Services – Process review
for provider approval, matching, maintenance,
and documentation
Kinship Care Services – Process review for
timeframes, quality of documentation, and
activity logs for quality
“Cross-pollination” workgroup- CAPMIS Safety
Plan timeliness & quality
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Shift from QA style, 3rd party reviews focused on compliance
Identify strengths and areas needing improvement
Aim is to improve practice/outcomes and align with Rule
Involving employees and stakeholders; ensuring staff are
engaged and part of the entire process. Focus on supervisors!
Data gathered, analyzed, & reported at case and aggregate levels
Using data, team knowledge, and collaboration to improve
decision-making and bring systemic improvements
Link Strategic planning, goal setting and monitoring
improvements
Peer reviews for a process, specific tool, program, or case
Useful for individual workers/unit, refresher training,
coaching/mentoring
Continuous cycle –repeat the process!
PIES
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PLAN
IMPLEMENT
EVALUATE
next STEPS
◦ SHARE Results
◦ STRATEGIZE
◦ SUSTAIN
**CQI STP Workgroups-where the work
happens-Program service supervisors,
caseworkers, & administrators
**Use PID Peer Reviewers to Facilitate
**Partner with Evaluations, IT, PDD, others
◦ Select a process, specific tool, program, or a case
◦ Determine what is to be improved. Focus on
timeliness, quality, efficiency, accuracy, etc.
◦ Develop a peer review tool from ORC/OAC,
CAPMIS/SACWIS, COA, Agency policies & procedures
◦ Create instructions/guides, tool and answer sheet
◦ Determine the pool, sampling, timeframes, etc.
◦ Detail logistics of reviewers, process, assignment,
collecting and recording data
◦ Get baseline data to help determine goals
◦ Evaluation plan – measuring, operationalize/define;
for quality use; y/n, OR not, substantially, or partially
achieved.
◦ Communication plan- how to share results, not
punitive, unit level may spur competition,
STPs/departments and “BIG” CQI, agency-wide
◦ Think about IMPROVEMENTS and Strategies
◦ Get started, per the plan
◦ Use the STP workgroup/committee members as
subject matter experts/champions
◦ Be flexible; things will change; tools,
instructions; continuous learning
◦ Need oversight, responsibility, keep things
moving- CQI timeline
◦ Data and evaluation are key-analyze results,
goals, progress
◦ Communicate as you go! Share with CQI
Workgroup, BIG CQI, agency-wide
◦ Improvement strategies; policy/procedures,
SACWIS, agency processes, training, tools-Red
Letter Guides, Q-tips, Reports
◦ Campaigns/competition- reward success!
◦ Gather data and compare peer review
results, baseline and improvements
◦ Automate our process- Scantron & EXCEL
◦ Create reports and charts to show analysis
of data- remember your audience!
◦ Report at supervisor level – not worker level,
not for performance evaluations
◦ Set goals and benchmarks, determine when
improvement is reached
◦ Remember to evaluate the process and
implementation as well- satisfaction
surveys
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SHARE Results, STRATEGIZE, and SUSTAIN
◦ Share-- communicate results, remember your
audience, REWARD success! All levels-individual,
supervisor, dept., agency wide. Use FCCS rotator,
bathroom posts, “best” peer reviews, campaigns
like QTSA, Awesome sauce, Father’s Day cards &
Engagement
◦ Strategize--Identify areas for improvement,
ideas/strategies to use. Plan for improvementsprocess, clarification of policies/guides, Q-tips,
training/education, measuring/monitoring with
reports
◦ Sustain—through accountable processes, use
data, SACWIS, reports & monitoring, FCCS
Dashboard
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FCCS Region CQI STP group worked to improve the timeliness
and quality of CAPMIS RAs. Support FCCS PIP activities for more
inclusive peer review process, supervisor involvement , CAPMIS
tool improvements, and improvements in CFSR 1.1 – Timeliness
& Permanency of Reunification.
FCCS Baseline data indicated that RAs were not being completed
or used as a tool to drive decision-making. Also inconsistency
among Regions, units, supervisors, or workers in the completion
and quality of the RAs.
Timeliness and quality had to be defined and operationalized.
◦ Timeliness determined to be completion 0 to 30 days prior to
the youth’s discharge.
◦ Quality was determined by thorough review of SACWIS, CAPMIS
and the RA tool with changes in agency policies and
procedures, creation of instructions, and a Red Letter Guide.
◦ Additional training and quality tips (Q-tips)
◦ Data was instrumental and reports were analyzed and shared
so that progress was evident.
2012
74
2011
17
45
31
9
24
Timely
Not Timely
2010
41
27
32
Not Completed
2009
38
0%
10%
20%
28
30%
40%
50%
34
60%
70%
80%
90%
100%
Q1 2012
77%
Q4 2011
80%
Q3 2011
79%
Q2 2011
77%
Q1 2011
72%
Q4 2010
65%
Q32010
66%
Q2 2010
69%
Q1 2010
56%
Q4 2009
59%
Q3 2009
56%
Q2 2009
34%
0%
10%
20%
30%
40%
50%
Overall Quality Score
60%
70%
80%
90%
57%
33%
1%
9%
Strongly Disagree
Disagree
Agree
Strongly Agree