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HomeMy WebLinkAboutMINUTES - 04211998 - C52 .111111111111111.1111.1 .....____.___..........._..... ............_............__........... ........... .......... .......... .......... ........ ......... FHS#30 TO: BOARD OF SUPERVISORS •' i" CONTRA COSTAa� FROM: FAMILY&HUMAN SERVICES COMMITTEE •. COUNTY DATE: April 21, 1998 SUBJECT: Implementation of the CWSICMS System for Child Welfare Services SPECIFIC REQUEST(S)OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECQMMENDATION[Sl: 1. ACCEPT the attached report from the Social Service Director on the status of implementation of the CWSICMS System for Child Welfare Services. 2. AUTHORIZE the Chair, Board of Supervisors, to sign letters to the County's legislative delegation supporting both the Governor's CWSICMS budget proposal, which provides state funding for additional technical and staff support to manage the workload impacts of CWS/CMS implementation and the proposed state budget augmentation for child welfare services which would assist counties in meeting current workload demands. 3. AUTHORIZE the Chair, Board of Supervisors, to also send such tetters of support to the chairs of the Senate Budget Committee and the Assembly Budget Committee. 4. AUTHORIZE the Chair, Family and Human Services Committee, to sign a letter to the State Department of Social Services expressing concern about the impact of CWSICMS system on worker stress, retention and turnover. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR„RECOMMENDATION OF BOARD COMMITTEE —APPROVE _OTHER SIGNATURE(S): Don erber ACTION OF BOARD ON APRIL 21, 199Q APPROVED AS RECOMMENDED_X_OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A Y- UNANIMOUS(ABSENT i TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ASSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. r Contact:Sara Hofhnan,335-1090 �+ J ATTESTED srr ,:f c cc: CAO PHIL SA NELOR,CLEM OF Jahn Cullen,Social Service Dept. THE BOARD OF SUPERVISORS Donna FabeNa,Social service Dept. AND COUNTY ADMINISTRATOR Claude Van Marter,.CAO tW�;17EPU f Y f FHS#30 BACK `ROUNDIREMON( )EOR RECOMMEN©ATIONtSt: On April 13, 1998, the Family and Human Services Committee received a report from John Cullen, Social Service Director, and Danna Fabella, Assistant Social Service Director, on the status of implementation of the CWS/CMS System for Child Welfare Services. The attached report details the efforts to both implement the system and to modify it to better meet user needs. Three levels of committees are at work: • Social Service Department Implementation Team, consisting of social work clerical and technical staff, is responsible for implementing the system and resolving issues that are brought to their attention by the various users. • CWSICMS Oversight Committee, consisting of management and labor representatives, identifies and discusses policies and operational issues • State CWSICMS Project Management, consisting of state and county representatives, identifies state work plan priorities for system modification. The state's list of the top 14 county concerns (attached) is very reflective of Contra Costa County's advocacy>for system improvements. At this time, the Social Service Department has implemented eight of the 13 CWSICMS components. Full implementation will take 18 to 24 months, depending upon resolution of state work plan issues. No California county has yet to implement all the system components. Overall, the report documents the improvements that have occurred in CWS/CMS over the past months. John Cullen and Danna Fabella detailed efforts of the department to provide support to facilitate system implementation through additional hardware and software improvements as well as staff support. The department has maintained application trainer/mentor support beyond the initial three months funded by the state. The department also continues to fund a staff trainer for ongoing CWS/CMS staff training. The departments vrork effort is effectively addressing specific system deficiencies and building flexibility and options for staff use. In response to a question by Supervisor Donna Gerber, John Cullen stated that the state mandated county match for CWS/CMS is $300,000 out of a total of$2.6 million. Maintaining the higher level of personnel support costs an additional $700,000. The Social Service Department is working with the State to assure additional state revenue to cover the costs. The Governor's budget proposal would augment county funding to cover the $700,000. Supervisor Gerber noted that the state imposed CWS/CMS computer system costs Contra Costa County $1 million a year, assuming no increase in the state share, and $300,000 with the increase. She also expressed a concern that the system is very time consuming for social workers and diverts their attention from vital social work functions. John Cullen stated that the work load issue is exacerbated by the methodology used by the state to determine the County's funding allocation. Funding is based on caseload, but does not take into consideration the increase in the number of services and activities now associated with each case. SB 2030(Costa)would authorize a study of the child welfare services program workload impact caused by CWSICMS and other legislative changes; however, that would not be done prior to FY 99-00. In the interim, the senate budget committee is considering a $50 to $70 million statewide augmentation to counties to deal with current workload demands. Contra Costa County has already taken a position of support for SB 2030 (Costa); however, letters to the County's legislative delegation urging their support would be very helpful_ In addition, letters to senate and assembly budget committees and our legislative delegation in support of the Governor's CWS/CMS budget proposal as well as the workload budget augmentation proposal would be supportive. Supervisor Donna Gerber suggested that the letters emphasize that the monies the state and county are spending on the CWS/GMS system could be better used to meet service demands and to detailthe workload impact on County social workers. 2 FHS#ala Joyce Baird, SEW, stated that the recent experience with implementation of CWS/CMS clearly demonstrates the problem with the system is not"computer phobia" of staff as initially asserted by the state. She stated that the Social Service Department is doing a good job to provide worker support, but that child welfare cases are more and more difficult. Michael Goodman, a social worker, said that CWS/CMS is a disaster because social workers can't do their own work and deal with the CWS/CMS system as mail. He said the computer system is difficult to get information into and out of. Supervisor Gerber asked how could the department help reduce staff frustration on this issue. She felt the message to staff from the department should be that this is not a problem with staff, but rather a problem with the system. John Cullen suggested that information sharing with departmental staff is very important and that he could ensure that progress reports are sent to staff more regularly. Also, the department is looking at budget initiatives to address workload issues, such as staffing for the new Family Court. Joyce Baird expressed concern that staff frustration could result in higher turnover and difficulty in staff recruitment. Supervisor Gerber asked John Cullen to prepare a letter to the State Department of Social Services expressing concern about the impact of CWS/CMS and other workload issues which contribute to worker stress, staff turnover and recruitment problems with a cc to County staff. John Cullen will put this information together with other material to staff on efforts to deal with County concerns on implementation of the CWS/CMS system. 3 CONTRA COSTA COUNTY Social Service Department DATE: April 7, 1998 TO: Family fir. Human Services Committee Supervisors Donna Gerber and Mark DeSaulnier FROM: John Cullen, :Director AUte1 e: Joyce Baird, SEIU SUBJECT: CWS/CMS Update As per the Beard of Supervisor's directions of December, 1997, the Social Service Department presents this quarterly update to the Family & Duman Services Committee can the status of our implementation of the CWS/CMS System. The CWS/CMS Oversight Committee, consisting of management and labor representatives, continues to meet on a regular basis to discuss policy and operational issues related to the State CWS/CMS. The Department's Implementation Team, consisting of social work, clerical and technical staff, continues to implement the system and resolve issues that are brought to their attention from the various users. As an overview to the Family&Human Services Committee, the following are highlights of primary areas within CWS/CMS that the Oversight Committee has been reviewing. Fhn��t`�nality Since our August start-up, we have implemented the following system components: referral - screening; referral-investigation;contacts, services, visits; client data; placement; and on-going case management. We have not, as yet, implemented the following components: court tracking, case plan; court reports; adoption, and health and education passport. Planning for implementation of court tracking is currently under way and are expected to "come up" this month. Functionality-wise, all California counties have implemented some parts of the system. As stated in an earlier report, we believe full implementation will tape 18-24 months from start up. Systems Support On the technical support side, we have installed additional memory on all PGs, which provides for a more stable environment, ability to open more windows and applications simultaneously, and the ability to handle larger documents. We are working on dealing with options for remote access and improvements to County access to data, test regions, and e--mail.' Personnel-wise, we continue to maintain-Application Trainer/Mentor (ATM) support at a level higher than that approved by the State. These staff help social workers by trouble shooting problems they are having with the application. We also continue higher levels of technical support that assist social workers by handling problems that occur due to actual technical problems with the CWS/CMS system. The Department continues to provide additional social casework specialists, clerical staff, and case aids to assist with workload management during our Memo to: Family &. Human Services Committee April ?, 1998 Subject: CWS/CMS Update Page 2 CWS/CMS implementation period. We have also dedicated a trainer in Staff Development to Information Systems who is responsible for on-going CWS/CMS training. The project has also released new editions of its computer-based training module which will help individualize and expedite training in the system. As per previous direction, we continue to work with the California Department of Social Services and elected representatives to secure additional State funding to support our level of on- going support system. hom Favus The Oversight Committee has continued to review system modules and local,procedures which are being addressed in order to maximize system benefit. The current primary areas on which we are concentrating County resources are: contacts, services, visits; the adoption module; tracking court hearings; options for generating petitions; placement protocols; and court orders. The Oversight Committee is also tracking other issues which will become part of our work plan in the future. We have also successfully adopted a strategy of utilizing the State's CWS/CMS Project Management to address issues of concern to us. The State's most recent listing of the top 14 County concerns (see attached) regarding CWS/CMS are very reflective of Contra Costa County's advocacy. As the State Project modifies the system, based on these work plan priorities, we will see improvements locally. R-gcoMen tit ns As CWSICl4MS is now in all California counties,our efforts are directed to resolving the funding, technical and workload issues that will enable CWS/CMS to achieve its intended goals. We would ask the Board to: ♦ Support the Governor's CWS/CMS budget proposal which provides State funding for additional: technical and staff support to manage the workload impacts•brought about by CWS/CMS implementation; !► Support SB 2030 (Costa) which would authorize a study of the Child Welfare Services program workload impacts caused by CWS/CMS and other legislative changes; Support a proposed State budget augmentation for the Child Welfare Services program, which will assist counties deal with current workload demands; and, Continue support of our higher level of technical assistance and staffing which enables us to manage the roll-out of CWS/CMS. JBC:sjb CW5-CMS.FHS d yd ti p 00 U. ~C ` - & Cd CA pa 00 0 d U d qdf} cri in �j `C� 'd r" rat O 04 t4- 04 00 IS. E .00 . .,4 0 o 03 Cd 9) 41 bi 4R a> dj C �0. tl �'' d .t d tl" t�> fix", +t.+ C3 0 d ji ice.. 0 U � 5 C CL cid .0 "7 .tic, 't7 't , -00 to 0 ." 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Board of SupervisorsCOntr Of V*&*W CC}imVftnWwr"on e1 wft �„j V sta Caun Mor minWfty 651 Pin*Strset,Rom 106 (510)335-19W Martinez,Caldomia 94553.1293 County Jin Rapes,lstDieWd f+M 0.tJMMM,2nd O trict �• o� Danns t,'arbw.Std DIWict Uwk Dlr90*dW.#th Distrfat Jos Dlu*is nft,5th Dirtdct yam' April 28, 1998 Marjorie Kelly Deputy Director Children&-Family Services Division California Department of Social Services 744 P Street Sacramento, CA 95814 Dear Ms. Kelly The Contra Costa County Board of Supervisors created a Labor/Management Oversight Committee shortly after the CWS/CMS automated system rolled out in out County in August 1997. Since then, staff has worked diligently to learn the system. In addition, County staff participates on numerous Statewide work groups focusing on improvements that are needed if the system is to be utilized as both a case management system and a system that records and tracks Federal reporting requirements. We believe it is essential that the State set clear standards as to what is necessary for counties to input into the Statewide system. Currently, it is our understanding that individual counties are operating quite differently and, while we do know that counties are at different stages of implementation, it is not clear what data the State considers essential Our County has put considerable county funding into implementation. We have exceeded the State's allocation by approximately $700,000 in our attempt to 'assist workers in implementation and, at the same time, to ensure safety of children. We believe the State should fully support county implementation activities financially or, at minimum, set realistic Statewide expectations. Sincerely, 9 r L' Jim Rogers, Chair Board of Supervisors cc: John Cullen, Social Service Director . . . ..... ..........._............................................................................................................................................................................... ......... ......... ......... ......... ......... ...._...... ._...... .......... ..........._.. ..._..... ........_..._...... The Beard of Supervisors Contra. C** County Administration BuildirV ( j''��+ r� CW*Ader�infat OW 651 fine Street,Room 106 County v o st^Ca (510)33&1901 Martinez,Cetiifomia 94553-1293 C o u 1 t ty .qm liaprrs.feet t3iettid ft*1!.Vim,2rW D*Vid friw"Qif11Mf,and Mbid Mwk DOSGU W,Ah OfsttiCt Ji»Car4tetipW 5th 016bid April 28, 1998 _. .._:•" Assemblywoman Dion Aroner 14th.District Room 2168, State Capitol Sacramento, CA 95814 Dear Assemblywoman Aroner: Contra Costa County Beard of Supervisors is pleased to support SB 2030 (Costa). As you know, this bill would direct the California Department of Social Services (CDSS) to contract for an independent evaluation of the existing Child Welfare Services (CWS) Program budgeting methodology and to make recommendations for revising that budgeting methodology. We believe that this study is a very necessary step in our efforts to assure the safety of abused and neglected children since the current allocation is not sufficient to meet the growing demands on this program. The current caseload budgeting targets were developed in the early 1980's. Since that time,we have experienced many societal changes resulting in families with more complex issues that require more time and resources to alleviate problems. Numerous legislative mandates have been passed which have increased worker activity, activities which were not required when the current caseload targets were established. Additionally, increasingly more time is spent in Juvenile Court proceedings as a result of their expanded role, as defined in California law. In order to ensure the protection of children, it is imperative that counties receive adequate resources so that county child welfare workers can have reasonable caseloads that will allow them to meet state mandates, Court expectations and protect children. Contra Costa County strongly supports legislative action to protect California`s most vulnerable children and urges you to enact SB 2030 (Costa)into law. Sincerely, i� Jim Rogers, Chair Board of supervisors CC: John Cullen, Social Service Director The .Board of supervisors Contra C*k of the 90Md and County Administration SulkfingCWIty�W 651 Pine Street,Room 106 Costa (610)335-1900 Matinez,Uffomis MM-1293 County 1l.lNMM M,2nd Oftid , Ow"QiweN+K."DiM t ' Yrtit .lor!wwAwnw f5tl1 Dfsf*A w4 April 28, 1998 rA Assemblyman Term Torlakson 11 th District Room 2003, State Capitol Sacramento, CA 95814 Dear Assemblyman Torlakson: Contra Costa County Board of Supervisors is pleased to support SB 2030 (Costa). As you know, this bill would direct the California Department of Social Services (CRSS) to contract for an independent evaluation of the existing Child Welfare Services (CWS) Program budgeting methodology and to make recommendations for revising that budgeting methodology. We believe that this study is a very necessary step in our efforts to assure the safety;of abused and neglected children since the current allocation is not sufficient to meet the growing demands on this program. The current caseload budgeting targets were developed in the early 1980's. Since that time,we have experienced many societal changes resulting in families with more complex issues that require more time and resources to alleviate problems. Numerous legislative mandateshave been passed which have increased worker activity, activities which were not required when the current caseload targets were established. Additionally, increasingly more time is spent in juvenile Court proceedings as a result of their expanded role, as defined in California law. In order to ensure the protection of children,it is imperative that counties receive adequate resources so that county child welfare workers can have reasonable caseloads that will allow them to meet state mandates, Court expectations and protect children. Contra Costa County strongly supports legislative action to protect California's most vulnerable children and urges you to enact SB 2030 (Costa)into law. Sincerely, ie Jim kogers, Chair Board of Supervisors CC: John Cullen, Social Service Director '---.......................................................................................................................................................................................... .................................................................................................................. ............ .. . . . ft TheBIIoard of Supervisors Contra 0"of tM&*rd am County Administmdon SuRdIngCowA&r*WWMbr 651 Pine Street,Room 106 Costa ty(510)335-IOM Martinez,California "663-1293 County GvjW B.W"-t*&W Ds O NO&DSSV,*dw,ft Di0ft JM CMI%C*ffAft.Sth DI&MO April 28, 1998 Assemblywoman Lynne C. Leach 15th District Room 4015, State Capitol Sacramento, CA 95814 Dear Assemblywoman Leach: Contra Costa County Board of Supervisors is pleased to support SB 2030 (Costa). As you know, this bill would direct the California Department of Social Services (CDSS) to contract for an independent evaluation of the existing Child Welfare Services (CWS) Program budgeting methodology and to make recommendations for revising that budgeting methodology. We believe that this study is a very necessary step in our efforts to assure the safety of abused and neglected children since the current allocation is not sufficient to meet the growing demands on this program. The current caseload budgeting targets were developed in the early 1980's. Since that time, we have experienced many societal changes resulting in families with more complex issues that require more time and resources to alleviate problems. Numerous legislative mandates have been passed which have increased worker activity, activities which were not required when the current caseload targets were established. Additionally, increasingly more time is spent in juvenile Court proceedings as a result of their expanded role, as defined in California law. In order to ensure the protection of children,it is imperative that counties receive adequate resources so that county child welfare workers can have reasonable caseloads,that will allow them to meet state mandates, Court expectations and protect children. Contra Costa County strongly supports legislative action to protect California's most vulnerable children and urges you to enact SB 2030 (Costa)into law. Sincerely, JitRogles,"'Chair Board of Supervisors cc: John Cullen, Social Service Director ...._. ....._... ......... ......... ......... ......... ......... ......... ......... _ ......... ......... ......... ......... ......... ......... ................................ The hoard of Supewisors Contra moi. wid County Administration Suffding �.Costa G� co^A* n*miw 651 Pine Street,Bloom 1016 i7 (51%336-1900 Martinez,Caflfomia 94553-1293 County dbn Rop m,ist District Oft*S.Ultra M,2nd ftbict �+ Donna t3 wbw,3rd District Mark DabouNw,4th Dtsttict :7- j"ewaisafts.tTth Dias<ict y "j April 28, 1998 `°sr; Senator Barbara Lee Ninth District Room 5060, State Capitol Sacramento, CA 95814 Dear Senator Lee: Contra Costa County Board of Supervisors is pleased to support SB 2034 (Costa). As you know, this bill would direct the California Department of Social Services (CDSS) to contract for an independent evaluation of the existing Child Welfare Services (CWS) Program budgeting methodology and to make recommendations for revising that budgeting methodology. We believe that this study is a very necessary step in our efforts to assure the safety of abused and neglected children since the current allocation is not sufficient to meet the growing demands on this program. The current caseload budgeting targets were developed in the early 1980's. Since that time,we have experienced many societal changes resulting in families with more complex issues that require more time and resources to alleviate problems. Numerous legislative mandates have been passed which have increased worker activity, activities which were not required when the current caseload targets were established. Additionally, increasingly more time is spent in Juvenile Court proceedings as a result of their expanded role, as defined in California law. In order to ensure the protection of children, it is imperative that counties receive adequate resources so that county child welfare workers can have reasonable caseloads that will allow them to meet state mandates, Court expectations and protect children. Contra Costa County strongly supports legislative action to protect California's most vulnerable children and urges you to enact SB 2030 (Costa)into law. Sincerely, Jim Rogers, Chair Board of Supervisors CC: John Cullen, Social Service Director ..............-............ ............................................................................................... ......................... MI Boom$ The Board of Supervisors Contra 01"of ft bow"d and County Administration SuMingCvty Adn****W 651 Pine Stmt,Room 106 Costa (510)336-1900 Martinez,Californiaez,Cal94SM-1 293 County JIM ROPM,Ist OWM 00*IL UM MM,2nd O"id Donne Owbor,M DI&WO Mwk D*GwAnler.Ah Distiat X Joe Cwm*"#K ft Void April 28, 1998 ........ Senator Richard K Rainey Seventh District Room 4090, State Capitol Sacramento, CA 95814 Dear Senator Rainey: Contra Costa County Board of Supervisors is pleased to support SB 2030 (Costa). As you know, this bill would direct the California Department of Social Services (CRSS) to contract for an independent evaluation of the existing Child Welfare Services (CWS) Program budgeting methodology and to make recommendations for revising that budgeting methodology. We believe that this study is a very necessary step in our efforts to assure the safety of abused and neglected children since the current allocation is not sufficient to meet the growing demands on this program. The current caseload budgeting targets were developed in the early 19801s. Since that time, we have experienced many societal changes resulting in families with more complex issues that require more time and resources to alleviate problems. Numerous legislative mandates have been passed which have increased worker activity, activities which were not required when the c=ent caseload targets were established. Additionally, increasingly more time is spent in juvenile Court proceedings as a result of their expanded role, as defined in California law. In order to ensure the protection of children, it is imperative that counties receive adequate resources so that county child welfare workers can have reasonable caseloads that will allow them to meet state mandates, Court expectations and protect children. Contra Costa County strongly supports legislative action to protect California's most vulnerable children and urges you to enact SB 2030 (Costa)into law. Sincerely, Jim eogers, " air Board of Supervisors cc: John Cullen, Social Service Director ...............................................I..''.........-...............