Attachment A - RFP 200000002075 - MDHHS Modified ISEP Reporting Matrix 06.23.20.pdf

Modified Implementation, Sustainability and Exit Plan:

CSA Metric Plans

Working Document - 06/23/2020

Attachment A - RFP 200000002075 - MDHHS Modified ISEP Reporting Matrix 06.23.20

Commitment 5.1: Contract Agency Evaluations Unit of Analysis Annual renewal evaluations and special investigations conducted by the Division of Child Welfare Licensing (DCWL) Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator N/A Denominator N/A Missing Values There should be no missing values.

Duplicates and Other Data Issues

There should be no duplicates or other data issues

Calculation Method The following will be provided for 5.12(a):

1. Analysis of DCWL staffing.

2. Updates on training for DCWL staff.

3. Any revision to policy and corresponding field instructions as it relates to the work completed for DCWL analysts and consultants.

4. Any revisions to the monitoring tools used by DCWL consultants and analysts when they conduct interim and renewal evaluations.

The following will be provided for 5.12(a)(1):

1. Copies of all interim and renewal inspections of private CPAs conducted by DCWL during the period.

2. A summary analysis of evaluations conducted during the period, the findings, and required corrective actions (including # of foster homes visited and any specific issues, concerns, and recommendations made as a result of these).

3. A list of all special evaluations completed on licensed foster homes during the period. Include foster home license #, licensee's names, name of responsible CPA, and special evaluation #.

4. Copies of all special investigations completed on private CPAs during the period and any corresponding corrective action plans.

5. A summary analysis of special investigations conducted on private CPAs during the period, including findings and required corrective actions.

The following will be provided for 5.12(a)(2):

1. Copies of the analyst reports completed for any CPA during the period, including reports on each foster and relative home visited, listing the names of the caregivers and children.

The following will be provided for 5.12(a)(3):

1. Copies of all interim and renewal inspections of CCIs conducted by DCWL during the period.

2. A summary analysis of inspections conducted during the period, the findings, and required corrective actions.

3. Copies of all special investigations completed on CCIs during the period and any corresponding corrective action plans. Please indicate whether the allegations were referred to centralized intake, the results of the referral (assigned for investigation, rejected, transferred), and the disposition if assigned for investigation. Provide the Intake ID if referred and the Investigation ID if assigned.

4. A summary analysis of special investigations conducted during the period, including findings and corrective actions.

Cohort Match N/A

Commitment 5.1: Contract Agency Evaluations Comments DCWL conducts contract evaluations of all CCIs and private CPAs providing placements and services to Plaintiffs to ensure the safety and well-being of Plaintiffs and to ensure that the CCI and private CPA is complying with the applicable terms of the agreement.

Report Columns N/A

Commitment 5.2: CPS Investigations, Commencement Unit of Analysis Investigation commencements due during the PUR Date Range of Data Commencement due dates/times that occur during the PUR. For even numbered PURs, the PUR starts on January 1 00:00 and ends on June 30 23:59. For odd numbered PURs, the PUR starts July 1, 00:00 and ends on December 31 23:59.

Numerator The number of investigations commenced timely (compliant).

Denominator The number of investigations due to commence during the PUR.

Missing Values Investigations that have missing identifiers, such as the Person ID should be submitted in the detail file but omitted from the calculations.

Duplicates and Other Data Issues

There will be duplicate Person IDs in the file as some children will be a part of multiple investigations. DHHS will indicate the policy used for consolidating investigations and how that impacts the data submitted. All commencement times should be after the referral time. If the commencement time is prior to the referral time, please provide an explanation.

Calculation Method Eliminate cases with blank identifiers.

1. Establish the contact due time as follows: For PR1, PR2, P1 and P3, the due time is 24 hours from the intake time.

2. If the contact date/time occurs before the contact due time, the case is compliant. This is the numerator.

3. If the contact date/time occurs after the contact due time or is not entered, the case is noncompliant.

4. Divide the number of compliant cases by all cases due during the PUR.

A contact date cannot be listed more than 24 hours prior to the intake date. For a pre-intake contact to be marked as compliant, reasons must be listed.

Cohort Match The cohort is not applicable to this report.

Comments Report will have two tabs. The first tab will show all of the commencements required. The second tab will show all of the intakes associated to a single investigation. Quality checks should be run on contact times prior to intake dates, with the due date consistent with the priority code. The due date cannot fall before the intake date.

Report Columns County Summary tab: BSC, County Name, DST, Total Commencements, Total Completed, Total Timely, Total Percent.

Commencement Details tab: BSC, County No, County Name, DST, Person Id, Last Name of CRP, First Name of CRP, Intake Id, Intake Date/Time, Priority Name, Priority Code, Commencement Desc, Investigation Case Id, Due Date, Contact Start Date/Time, Due QTY, Completed QTY, & Timely QTY, Intake Count.

Commitment 5.3-5.6: Caseloads (CPS Investigation Workers, CPS Ongoing Workers, POS Workers, Licensing Workers) Unit of Analysis **Please refer to the memo from MMT titled "Caseloads Methodology" dated June 6, 2017** Date Range of Data Numerator Denominator Missing Values Duplicates and Other Data Issues Calculation Method Cohort Match Comments Report Columns

Commitment 5.7: Seclusion/Isolation Unit of Analysis Uses of seclusion or isolation in CCIs that are not reported to the Division of Child Welfare Licensing (DCWL) Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator N/A Denominator N/A Missing Values There should be no missing values.

Duplicates and Other Data Issues

There should be no duplicates or other data issues

Calculation Method 1. Licensing consultants monitor seclusion and isolation during annual and renewal on-site visits. During inspections, the following documents pertaining to seclusions are reviewed: Seclusion logs, MiSACWIS seclusion incident reports, prior inspections / investigations, and any data reports compiled by DCWL. When applicable to the license type, seclusion rooms are observed on-site to ensure compliance with statute, select rules and contract terms / conditions.

2. DCWL licensing consultants also conduct special investigations when an allegation of noncompliance occurs with the statute and any CCI licensing rules and contract requirements including seclusion and isolation. All established seclusion and isolation statute and rule violations and the related corrective action plans are documented in the licensing information system (BITS).

3. DCWL central office monitors seclusion reports entered in MiSACWIS by CCIs.

4. Field consultants review a MiSACWIS seclusion report during special investigations involving alleged violations of statute, licensing rules and contract requirements specific to seclusions and isolations, to ensure that the CCI is documenting seclusions in MiSACWIS as required.

5. DCWL will report on contract violations in which seclusions and isolations were not entered timely into MiSACWIS or not at all.

Cohort Match N/A Comments DCWL monitors seclusion and isolation according to MCL 722.112, the Licensing Rules for Child Caring Institutions R400.4160 -

R400.4163, and the residential foster care abuse neglect contract. The statute and rules define when seclusion may be used and what type of documentation is required depending on the length of time in seclusion.

Commitment 6.1: Safety - Maltreatment in Foster Care Unit of Analysis Of all children in foster care during a 12-month period, what is the rate of victimization per day of foster?

Date Range of Data Based on Child and Family Services Review reporting periods.

Numerator Of children in the denominator, the total number of the substantiated or indicated reports of maltreatmetn (by any perpetrator) during a foster care episode within the 12-month period.

Denominator Of children in foster care during a 12-month period, the total number of days these children were in foster care as of the end of the

12-month period (AFCARS) Missing Values N/A Duplicates and Other Data Issues

Same NCANDS data files provided to the federal government is provided to the MMT, but one with encrypted identifiers and one without encrypted identifiers that can be used for matching. Please include the name and date of the version of the AFCARS file used.

Please note any changes to the SPSS syntax.

Calculation Method Federal Syntax used for CFSR Round 3 as updated by University of Michigan

Cohort Match Not tied to a cohort.

Comments Federal Syntax used for CFSR Round 3.

Verification. To verify the maltreatment in care data in NCANDS, we will need the following data:

Please provide the following datasets to identify children with MIC substantiations during the period (FFY October 1 to March 31;

April 1 to September 30). DHHS will submit this file at the same time as the cohorts are submitted for the ISEP period.

(1) Summary File: Aggregated MiSACWIS bi-annual (by FFY) MIC reports and substantiations for the reporting period with information on the number of children with MIC reports and substantiations for each BSC. Please provide the following fields in the summary file:

BSC, Month, Number of Children in MIC reports, Number of Children with Substantiated MIC Reports.

(2) Detail file: Individual MIC reports that include the following fields in the detail file: Person ID, Case ID, BSC, District, County of Investigation, Referral Date, Referral ID, Perpetrator Relationship, Reporter Type, Maltreatment Type, Placement ID, Facility or Foster Parent Name, DHHS Placement Type, Investigation Commencement Date, Investigation Close Date, Disposition Category, Removal Begin Date, Discharge Date, Incident Date, Round 3 CFSR MIC Ind.

(3) The NCANDS file for this period with unencrypted identifiers that can be linked to the identifiers in file (2) above.

Report Columns Standard data provided based on the Federal guidelines, with and without encrypted identifiers. Please provide the children in the numerator and the denominator in the submission, with identifiers.

Commitment 6.2: MIC Data Report Unit of Analysis Children who experience maltreatment in care as defined by CFSR Date Range of Data At least annually beginning on June 1, 2020.

Numerator N/A Denominator N/A

Missing Values N/A Duplicates and Other Data Issues

N/A

Calculation Method N/A Cohort Match N/A Comments A report that analyzes matreatment in care data to assess risk factors and/or complete root cause analysis of maltreatment in care.

Commitment 6.3: Permanency Indicator One Unit of Analysis The percent of all children who enter foster care in a 12-month period, who are discharged to permanency within 12 months of entering foster care.

Date Range of Data Based on Child and Family Services Review reporting periods.

Numerator The number of children in the denominator who are discharged to permanency within 12 months of entering foster care and before turning 18 (AFCARS) Denominator The number of children who entered foster care in a 12-month period (AFCARS).

Missing Values N/A Duplicates and Other Data Issues

Same AFCARS data files provided to the federal government is provided to the MMT, but one with encrypted identifiers and one without encrypted identifiers that can be used for matching. Please include the name and date of the version of the AFCARS file used.

Please note any changes to the SPSS syntax.

Calculation Method Federal Syntax used for CFSR Round 3 as updated by the University of Michigan Cohort Match Not tied to a cohort.

Comments This measure is based on the Observed Performance, which allows DHHS to monitor this measure in reference to the National

Standard and is used to track performance prior to the CFSR. This measure does not include the Risk Standardized Performance (RSP) that considers risk adjustment variables e.g., age of the child and the state’s foster care entry rate. The RSP is provided by the Children's Bureau right before the CFSR.

Report Columns Standard data provided based on the Federal guidelines, with and without encrypted identifiers. Please provide the children in the numerator and the denominator in the submission, with identifiers. The MMT may ask DHHS for a file that translates the encrypted identifiers in the AFCARS files to the child’s SACWIS PersonID.

Commitment 6.4: Foster Home Array Unit of Analysis Progress towards achieving annual Adoption and Foster Parent Retention and Recruitment plan goals, placement need and capacity and foster home utilization.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator N/A Denominator N/A Missing Values The number of children with disabilities needing placement.

Duplicates and Other Data Issues

Foster homes that are expired are no longer being counted in our number of available homes.

Calculation Method AFPRR Progress – the goals for each population type (overall, homes for teens, homes for siblings and homes for children with disabilities) are compared to the progress made towards achievement of the goals. The goals are the denominator and the progress (number of homes licensed) is the numerator. This information is obtained from the licensing dashboard DMU provides to program office.

Placement need/capacity – The total number of foster homes available are determined by filtering out the expired homes from the spreadsheet provided by DMU. Then this information is further filtered to include only those homes licensed to care for unrelated children. The total capacity of each special population is determined by adding the capacity column after the data set is filtered for that population type. The placement need is determined by gathering the total number of children in the cohort placed in the following settings: AWOL, CCI, Emergency residential shelter, hospital, licensed unrelated foster home, MDHHS training school, Out of state CCI, out of state foster home. This information can be filtered by age to determine the need for teen placements. A separate sheet is provided for the number of children in sibling groups.

Utilization – The total number of unrelated foster homes is provided as a baseline, then the number of homes with a current placement is given. Taking out those homes with a current placement, this remainder is given, followed by the number of homes without a current placement, but have had a placement in the past year. Finally, the number of homes that have never had a placement is provided, with the identification of the number of homes licensed less than one year.

Cohort Match End of the Period Comments This report involves the submission of 3 to 4 separate data sets.

Report Columns TBD

Commitment 6.5: Placement Standard Unit of Analysis All children in the foster care custody of DHHS.

Date Range of Data The last day of the PUR.

Numerator Children in a licensed foster home, a licensed facility, relative placement, or pursuant to a court order.

Denominator All children in the class who are in foster care custody, excluding children who are temporarily absent from their foster care placement. The following living arrangements are considered temporary and therefore excluded from the denominator: AWOL, Detention, Jail, Hospital.

Missing Values There should be no missing values. Children with missing values will count as noncompliant.

Duplicates and Other Data Issues

There should be no duplicate children. The calculation should include out-of-state children. Court ordered placements are not in the system.

Calculation Method Each child is assigned a placement type. For non-relative homes, a column should indicate if the placement is licensed. For children in relative care, they will be identified as a relative home and deemed compliant regardless if the provider is licensed, unlicensed or enrolled for licensure. The exception to this would be if the child was placed in the relative home pursuant to a court order in which case they would be identified as being court ordered.

To calculate performance, the numerator is the sum of children in a licensed foster home, a licensed facility, a relative provider and children placed pursuant to a court order. The denominator is the sum of children in those categories, plus the remaining children who are not temporarily absent from care (i.e. AWOL, in the hospital, etc.).

Cohort Match End of Period Cohort Comments Additional category determination details:

1. Children who have a Legal Status 43 - Court Ward Supervised Adoption will be placed in the Court Ordered category as these children had to have court authorization to be placed in the adoptive home.

2. Children who are placed in a Parental Home, Out of State Parental Home and Terminated Parental Home will be placed in the Court Ordered category as the court orders when a child will return to their parent(s).

3. Children who have a Legal Status 56 - YAVFC will be placed in the Court Ordered category as these children had to have court authorization to enter into the YAVFC program.

4. Children who are in an Emergency Shelter placement will be placed in the Licensed Facility category as all emergency shelters are licensed facilities.

5. Children who are in an Adult Foster Home will be placed in the Licensed facility category as adult foster homes are licensed to provide care.

Report Columns County No, County Name, Person ID, First Name, Last Name, Provider ID, Provider Name, Living Arrangement Desc, Licensed Foster Home Ind, Unlicensed relative Foster Home Ind, Licensed Facilities Ind, Licensed Relatives Ind, Independent Living Ind, Other Placement Status - Not Including IL Ind, Placed pursuant to a court order (y/n), Home has Waiver (y/n/not applicable), Compliance indicator

Commitment 6.6(a): Separation of Siblings Unit of Analysis Sibling groups who enter placement at or near the same time with at least 2 children in the group.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator Number of a sibling group that are placed together or have a timely PER if placed apart.

Denominator All sibling groups with at least 2 children in the group during the period.

Missing Values There should be no missing values for sibling groups.

Duplicates and Other Data Issues

All children 18 years and younger in a sibling group that enter care within 30 days of each other and are in care during that time are evaluated for this metric. If a sibling is placed in a parental home or out of state parental home or AWOL, they are excluded from the sibling group. If a sibling group entered care twice during the PUR they will have multiple records for the report as long as in both removals the siblings entered care within 30 days of each other.

Calculation Method 1. Determine the number of sibling group entries where at least one sibling entered during the PUR, and another sibling entered on the same day or within 30 days. Whenever a sibling or siblings enters care within 30 days of another sibling, that's a sibling group entry for purposes of the metric. Note that sibling groups larger than two children may have multiple entry dates. When three or more siblings enter during the PUR, if any sibling enters care within 30 days of another sibling, only the siblings that entered care within 30 days of each other should be assessed for this metric.

2. From the sibling group entries identified in (1) above, determine the number of sibling groups where each sibling group member entered the same placement. These groups are compliant.

3. From the sibling group entries identified in (1) above, determine the number of sibling groups where at least one sibling group member entered a different placement and there was an approved placement exception request (PER) on or before the placement date. To be compliant, either the verbal or final approval date for the PER must be on or before the date of placement and the PER must indicate one of the three exceptions listed in the ISEP to be compliant. The PER for this committment must be approved by a director, and/or supervisor to be deemed compliant.

4. Check to see that the remaining sibling group entries consist only of sibling groups placed apart without an approved PER. These entries are noncompliant.

5. Add (2) and (3) above. This is the numerator.

6. Divide the numerator by (1), the denominator to determine the percentage compliant.

Cohort Match Entry Cohort Comments A sibling group with 1, 2, or 3 children would not be compliant if the only PER reason associated to the group is: "The size of the sibling group makes placing them together impractical not withstanding efforts to place the group together."

Report Columns Details: County No, County name, DST, Case Id, Person Id, Last Name, First Name, Age, Removal Date, Discharge Date, Legal Status, Provider Id, Provider Name, Living Arrangement, Place Begin, Place End, Sib Group Id, Effective Begin Date, Sibling Count, Separated Ind, PER Verbal Approval Date, PER Desc, PER Reason, Approving Worker Name, Approving Worker Title, Per Approval Date, PER Status. Sibling Group Compliance:County No, County name, DST, Case Id, Person Id, Last Name, First Name, Age, Removal Date, Discharge Date, Legal Status, Provider Id, Provider Name, Living Arrangement, Place Begin, Place End, Sib Group Id, Effective Begin Date, Sibling Count, Separated Ind, Compliance, PER Verbal Approval Date, PER Desc, PER Reason, Approving Worker Name, Per Approval Date, PER Status.

Commitment 6.6(b): Separation of Siblings Unit of Analysis All children who are part of the plaintiff class, in care at the beginning of the period and in care at the end of the period, part of a sibling group that is separated at either the beginning of the period or at the end of the period.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator All children in the denominator where immediate efforts were made to locate/recruit a family willing to take all siblings within 5 business days of separation and the separation was reassessed quarterly.

Denominator All children who are part of the plaintiff class, in care at the beginning of the period or in care at the end of the period, and part of a sibling group that is separated at either the beginning of the period or at the end of the period.

Missing Values, Duplicates and Other Issues

Exclusions: All children in care during the PUR without at least one sibling in care are not included in the population. All children from each sibling group whose only placement within the PUR is a parental home (including custodial or non-custodial) are excluded.

Hospital, parental home, Independent Living, College Dormitory, out of state parent, friend/partner home, AWOL, rental home/apartment, and adult foster home placements are excluded. Children with a legal status of 56 - Active Young Adult Voluntary Foster Care and 43 - Court Ward ' Supervised Adoption are excluded.

Calculation Method Each case in the sample is reviewed to determine: 1. If the sibling group is separated due to a.) placement together is harmful to one or more of the siblings, b.) one of the siblings has exceptional needs that can only be met in a specialized program, c.) the size of the sibling group makes such placement impractical notwithstanding efforts to place the group together. 2. If the sibling group became separated during the PUR and immediate efforts were made to locate/recruit a family willing to take all siblings documented in the case file within the first five business days of the separation for sibling groups separated during the PUR. 3. If the sibling group was separated prior to the PUR and the sibling separation was reassessed quarterly for sibling groups separated coming into the PUR. If the case meets one of the three exceptions outlined in item 1., then an alternate is used. If the case qualifies for item 2 and item 3, then the case needs to meet all requirements in 2 and 3 to be compliant. If a case only qualifies for item 2 or item 3, then only the requirements outlined in the qualifying item need to be met for the case to be compliant. For example, if the identified sibling was part of a sibling group separated prior to the PUR and remained separated for the PUR, then only the requirements outlined in item 3 would apply to this case.

Cohort Match The Beginning of Period Cohort and the End of Period Cohort.

Comments If the exclusion of children from a sibling group due to parental home placement or other items that do not meet the requirements for this population, leaves only one child from the sibling group in the population, the one child is excluded from the population too.

Report Columns ISEP Period, Sample Description, Sample Inclusion, BSC, County Name, DST, SACWIS Org ID, Org name, Person ID, Last Name, First Name, Child DOB, Removal Date, Discharge Date, Sibling Group ID, Sibling Group Count, SACWIS Case ID, SACWIS Placement Setting ID, SACWIS Provider ID, Living Arrangement, Placement Begin Date, Placement End Date, Cohort Ind

Commitment 6.6(b): Separation of Siblings Population and Sample The population consists of all children who are part of the plaintiff class, in care at the beginning of the period or in care at the end of the period, part of a sibling group that is separated at either the beginning of the period or at the end of the period.

Commitment 6.7: Maximum Children in a Foster Home Unit of Analysis Licensed foster homes and unlicensed relative homes with at least one child in placement.

Date Range of Data The last day of the PUR.

Numerator Number of homes with three or fewer foster children AND fewer than six children (including anyone under 19 years old in the home)

AND three or fewer children under the age of three years. Homes with timely exceptions are included as compliant. Homes without a placement are excluded from the numerator.

Denominator All foster homes including licensed foster homes and unlicensed relatives with at least one child in placement at the end of the period. Out-of-state foster homes are excluded.

Missing Values There should be no missing values for number of children. Homes with missing values will be counted as noncompliant.

Duplicates and Other Data Issues

There should be no duplicate foster homes. Parental homes and out-of-state homes are excluded from the numerator and the denominator. Check to ensure that the number of providers in each dataset is the same, or if not the same, that the difference is explained. Please include a living arrangement variable in each dataset.

Calculation Method The summary dataset should include columns for: the number of foster children in the home, the number of other children in the home (biological, adopted, or other), the number of children under three years old, and the total number of children in the home.

The total number of "other children" counted in the report for the above categories will be anyone under the age of 19, regardless of their relationship to the caregiver. Persons under three years are counted regardless of their relationship to the caregiver. Biological children who are 19 and over will not be counted in the "other children" category. An additional column should be included indicating an approved exception and another column with the date of the most recent approved exception.

The numerator is the sum of the homes that meet each of the three criteria in the numerator cell above. The denominator is the total number of foster homes in which a class member resides as of the end of the PUR.

A detail data set should list each child in each home, the date of birth and age of the child, whether the child is three or younger, and whether the child is in foster care.

A PER is considered timely if there was a written or verbal approval date on or within seven days prior to the placement date of the last child placed in the home. For licensed provider homes, completed PERs are only considered compliant if they are approved by the DCWL director. For unlicensed relative homes, completed PERs are only considered compliant if they are approved by a BSC director, DCWL director, county director, PAFC directors within Kent County or a Wayne County District Manager. Regardless of the type of provider, PERs that are not approved by an authorized approver in addition to PERs that are completed after the placement date of the last child placed in the home are deemed non-compliant.

Cohort Match End of Period Cohort.

Comments Children who are AWOL from a home do not count as being present in a home for purposes of this metric. Foster homes include unlicensed relatives per court decision.

Commitment 6.7: Maximum Children in a Foster Home Report Columns Cohort Children tab: County No, County Name, Case ID, Person ID, Program Type, Child Name, Removal Date, Date of Birth, Age, Living Arrangement, Legal Status, Provider Name, Provider Begin Date, Provider End Date, Provider Relationship. Provider Household tab: Provider ID, Provider Name, Provider Relationship, Household Person ID, Household Child Name, Household Child Date of Birth, Household Child Age. Cohort Plus Provider House tab: Foster Child Person ID, Foster Child Name, Foster Child Date of Birth, Foster Child Age, Foster Child Provider Name, Foster Child Provider Begin Date, Foster Child Provider End Date, Same Children Ind, Foster Child Ind, Bio Child Ind. Rollup tab: Provider ID, Provider Name, Bio Kid Count, Foster Kid Count, Same Child Ind, More Than 3 Foster Child Ind, Six Ind, Greater Than 3 Under 3 Ind. PER tab: County No, County Name, Case ID, Person ID, Child Name, PER Type, Provider ID, Provider Name, PER Ind, Verbal Approval Date, Task Status, PER Type Desc, Approving Worker Name, Final Approval Date.

Compliance tab: Provider ID, Provider Name, Bio Kid Count, Foster Kid Count, Same Children Ind, Actual Children in the Home, More than 3 Foster Children Ind, Six Ind, Greater Than 3 Under 3, PER Type, Verbal Approval Date, PER Type Desc, Approving Worker Name, Approving Worker Tile,Task Status, Final Approval Date, Compliance Ind.

Commitment 6.8: Emergency or Temporary Facilities, Length of Stay Unit of Analysis First stays in emergency or temporary facilities (ETFs) within a 12-month period, with that first stay ending in the PUR.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator Of the ETF stays in the denominator, the number of stays that lasted 30 or fewer days plus stays that lasted 31-60 days with a timely and approved exception.

Denominator The number of stays in ETFs that ended in the PUR, with the stay being the first stay within a 12-month period.

Missing Values There will be no missing values.

Duplicates and Other Data Issues

If a child has multiple placements with the same ETF provider over consecutive days, the placements will count as one stay.

Calculation Method If the stay in an emergency or temporary facility that ended during the period lasted 30 days or less, the stay is compliant. If a stay in an emergency or temporary facility that ended during the period lasted 31-60 days with a timely exception the stay is compliant. For this metric, a timely exception must have a verbal or written approval on or before the 31st day in the ETF. If a stay in an emergency or temporary facility that ended during the period lasted 31-60 days without an exception or without a timely exception the stay is non-compliant. If a stay in an emergency or temporary facility that ended during the period lasted over 60 days, the stay is non-compliant. For stays where the child is in an ETF at the end of the PUR, DHHS will censor the date to the last day of the period, indicate that the child is still in shelter, and exclude that child from the calculation. In addition to being timely, PERs need to be approved by a county director or the county director's manager designee as outlined in the agreement.

Cohort Match During Cohort Comments Add a censored date indicator to the last day of the period if the child is still in the shelter. If the child does not have a PER, then we should put a value in that column to indicate that they did not have one (not leave blank).

Report Columns BSC, County No, County Name, DST, Case Id, Person Id, Child Name, Provider Name, Place Begin, Place End, LOS, Included in

Population Ind, 30 and Under Ind, 31-60 With Ex Ind, 31-60 Without Ex Ind, Over 60 Ind, Placement Exception, Per Status, PER Approval Date, Censored Date Ind., Date of Birth, Age, Due Date 30, Due Date 31, Due Date 60, Approving Worker Name, Approving Worker Title, Verbal Approval Date

Commitment 6.9: Emergency or Temporary Facilities, Repeated Placement Unit of Analysis Successive stays in an Emergency or Temporary Facility (ETF) that ended during the PUR.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31. DHHS will send 18 months of shelter stay data to identify children who started a shelter stay during the PUR that was a successive stay within 12 months.

Numerator The total number of successive stays of a child that were compliant during the period.

Denominator The number of successive stays in an ETF that ended during the PUR. A successive stay is a stay that occurs within 12 months from a prior stay. For example, to determine if a stay that started on August 1, 2017 and ended on August 21, 2017 was an initial or successive stay, DHHS would review data from August 1, 2016 to July 31, 2017 to see if a prior stay overlapped with any part of that 12-month period.

Missing Values There should be no missing values.

Duplicates and Other Data Issues

If a child has multiple placements with the same ETF provider over consecutive days, the placements will count as one stay.

Consecutive stays for this commitment is defined as a stay separated by a single day or less at the same shelter being collapsed into a single stay.

Calculation Method For youth who are under the age of 15 on the date of placement in an emergency shelter facility:

If a second or successive stay in an emergency shelter facility during the PUR is 7 days or less with a timely approved exception, the stay is compliant. For this metric, a timely approved exception must be a verbal or written approval on or before the child entered an ETF for a successive stay. Additionally, the PER must be approved by a county director or designee to be considered compliant. If a second or successive stay in an emergency shelter facility during the PUR is 7 days or less without an exception, the stay is non-compliant. If a second or successive stay during the PUR is 8 or more days, the stay is non-compliant.

For youth who are 15 years of age and older on the date of placement in an emergency shelter facility:

If a second or successive stay in an emergency shelter facility during the PUR is 30 days or less with a timely approved exception, the stay is compliant. For this metric, a timely approved exception must be a verbal or written approval on or before the child entered an ETF for a successive stay. Additionally, the PER must be approved by a county director or designee to be considered compliant. If a second or successive stay in an emergency shelter facility during the PUR is 30 days or less without an exception, the stay is non-compliant. If a second or successive stay during the PUR is 31 or more days, the stay is non-compliant.

All children, regardless of their age, who are still in an ETF at the end of the PUR are excluded from the calculation but displayed on the report with a censored end date.

Cohort Match During Cohort

Commitment 6.9: Emergency or Temporary Facilities, Repeated Placement Comments To be eligible for this commitment DHHS is looking at all children with ETF stays during the period. DHHS will then assess the data during the period by looking at the length of stays in ETFs, with or without exceptions. DHHS will include all successive ETF stays during the period within a 12-month timeframe. The 12-month period is defined by 12 months prior from the beginning of the second or successive ETF stay. DHHS will add a censored date indicator to the last day of the period if the child is still in the shelter.

DHHS will include a column indicating whether there is a PER for the stay another column for the type of PER. If there is no reason associated with the PER, the stay will be deemed non-compliant. The dataset will list the stays in chronological order.

Report Columns BSC, County No, County Name, DST, Case Id, Person Id, Child Name, Provider Name, Place Begin, Place End, Included in Population Ind, Stay No, Stay During the Period Ind, LOS, Under 8 With PER, Under 8 Without PER, Under 31 With PER, Under 31 Without PER, Over 8 Days Ind, Over 30 Days Ind, Compliant Ind, Placement Exception, PER Status, Approval Date, Censored Date Ind, PER Reason, Date of Birth, Age, PER Due Date, Approving Worker Name, Approving Worker Title, Verbal Approval Date

Commitment 6.10(a): Relative Foster Parents Unit of Analysis All children who were placed with unlicensed relatives during the PUR.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator Children in the denominator where it was documented that the worker visited the relative's home prior to placement, identified all safety concerns, completed law enforcement and Central Registry checks for all adults in the home within 72 hours of placement, completed a home study within 30 days of placement, and all identified safety concerns were addressed or resolved.

Denominator All children who were placed with unlicensed relatives during the PUR.

Missing Values, Duplicates and Other Data Issues

Exclusions: Unlicensed relative placements that do not last 30 days are excluded.

Calculation Method A case is compliant if: 1. There documentation that the worker visited the relative’ home prior to placement. 2. All identified safety concerns in the DHHS 588 were addressed or resolved. 3. Law enforcement and Central Registry checks were completed for all adults residing in the home within 72 hours of placement. 4. A home study was completed within 30 days of placement. 5. All identified safety concerns in the DHHS 3130a were addressed or resolved. A case needs to meet all items to be found compliant.

Cohort Match The During Cohort.

Comments If an unlicensed relative placement begins within 30 days of the end of the PUR, then DHHS looks beyond the PUR end date to ensure the placement lasted 30 days. If a child has multiple unlicensed relative placements that meet the requirements, the child is included once within the population. Condensed placements need to be used. The relative placement or replacement must start during the

PUR.

Report Columns ISEP Period, Sample Description, Sample Inclusion, BSC, County Name, DST, SACWIS, Org ID, Org Name, Person ID, Last Name, First Name, Child DOB, Removal Date, Discharge Date, Case ID, Provider ID, Living Arrangement, Placement Begin Date, Placement End Date, Days in Placement.

Commitment 6.10(b): Relative Placements, Home Study Renewals Unit of Analysis All children who were in an unlicensed relative placement during the PUR.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator Children in the denominator where there was a renewal home study completed within 365 days of the previous home study completion date.

Denominator All children who were in an unlicensed relative placement during the PUR and had been in that placement for at least 395 days as of the placement date.

Missing Values, Duplicates and Other Data Issues

Exclusions: Unlicensed relative placements where the child had not resided in the placement for 395 days.

Calculation Method A case is compliant if a home study was renewed within 365 days of the previous home study being completed. Completed is defined as the 3130A has been routed or signed by the worker.

Cohort Match The During Cohort.

Comments N/A Report Columns Columns are the same for both a and b files: ISEP Period, Sample Description, Sample Inclusion, BSC, County Name, DST, SACWIS Org

ID, Org name, Person ID, Last Name, First Name, Child DOB, Removal Date, Discharge Date, Case ID, Provider ID, Provider Name, Living Arrangement, Placement Begin Date, Placement End Date, Days in Placement

Population and Sample The population consists of all children who are part of the plaintiff class who had an unlicensed relative placement during the PUR and had been in that placement for at least 395 days.

Commitment 6.11: CPS Investigations, Completion Unit of Analysis All investigations commenced during the PUR.

Date Range of Data Investigations that start during the PUR. For even numbered PURs, the PUR starts on January 1 00:00 and ends on June 30 23:59. For odd numbered PURs, the PUR starts July 1, 00:00 and ends on December 31 23:59. Data extraction will take place at least 44 days after the end of the PUR.

Numerator Number of investigative reports submitted by a worker to a supervisor and approved by a supervisor within 44 days, excluding the supervisor approved extensions.

Denominator Number of investigations assigned during the PUR, excluding supervisor approved extensions.

Missing Values There will not be any missing values. DHHS will put an indicator in the field to denote that the investigation was incomplete.

Duplicates and Other Data Issues

In investigations that combine multiple intakes, the number of days for investigation and supervisor approval will start with the first intake.

Calculation Method 1. Determine the number of days between the intake date and the investigation submitted date (exclude supervisor approved extensions)

2. Determine the number of days between the investigation submitted date and the supervisor approval date.

3. Add the days calculated in 1. & 2. above to determine the days to complete the investigation.

4. Calculate the number of investigations that took 44 days or less to complete. This is the numerator.

(Note that investigations commenced during the PUR but not completed after 44 days should be marked as noncompliant.)

5. Divide the numerator by the number of investigations assigned during the PUR.

Cohort Match The cohort is not applicable to this report.

Comments Quality checks should be run to ensure that the due date does not fall before the intake date and that the supervisory approval date does not fall before the due date or the intake date. Extensions will be assessed outside of this report through a case read or other measure.

Report Columns Details tab: BSC, County No, County Name, Intake Received Date, Intake Id, Screening Decision, Case Id, Inv Status, Dispo Due Date, Dispo Completed Date, Dispo Category, Sup Approval Date, Sup Action, Sup Approval Date, Dispo Submitted Within 30 Days Ind, Sup Approved Within 14 Days Ind, Approved 44 Ind. Extensions Tab: BSC, County No, County Name, Intake Received Date, Intake Id, Screening Decision, Case Id, Inv Status, Dispo Due Date, Dispo Completed Date, Dispo Category, EXT Req, EXT Status, EXT Closure Date, Sup Approval Due Date, Sup Action, Sup Approval Date, Submitted Within 30 Days Ind, Sup Approved Within 14 Days, Approved 44 Ind, EXT Approved Ind.

Commitment 6.12(a): CPS Investigation Screening Unit of Analysis All complaints that were screened out/rejected/transferred by Centralized Intake during the PUR where a child is in the plaintiff class and was the alleged victim.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator All complaints in the denominator that were screened out per MDHHS policy requirements.

Denominator All complaints that were screened out/rejected/transferred by Centralized Intake during the PUR where a child is in the plaintiff class and was the alleged victim.

Missing Values, Duplicates, and other Data Issues

Missing Values: The DST column will only contain district names for districts within Wayne County, all other rows within the DST column will be null. There may be null rows within the Provider ID column if the child's placement does not require provider, such as a parental home. There are null values in the Discharge Date column for children that were not discharged from care before the end of the PUR. There are null values in the Placement End Date column for children who remain in the placement.

Calculation Method Compliance is determined through a case review process completed by PCU. The PCU will complete 100% case reads and graduate to 50% case reads until which time there is less than a 10% reconsideration rate. Each case in the sample is reviewed to determine if the reason identified for the screened out complaint meets MDHHS policy requirements. If the reason identified meets MDHHS policy requirements and the documentation supports the rejection or transfer, the case is found compliant.

Cohort Match The During Cohort.

Comments Complaints received by Central Intake are based on complaint date, and all complaint dates need to fall within the child's removal date and discharge date and PUR. An Intake ID will be in the population once, however, a child's Person ID may be found in the population more than once. If an Intake ID identifies more than one plaintiff class child as a victim, then the youngest plaintiff class child is identified as the alleged victim in the population.

Report Columns ISEP Period, Sample Description, Sample Inclusion, BSC, County Name, DST, SACWIS Org ID, Org Name, Person ID, Last Name, First Name, Child DOB, Removal Date, Discharge Date, Case ID, Provider ID, Provider Name, Living Arrangement, Placement Begin Date, Placement End Date, Intake ID, Complaint Date, Screening Decision, Transfer Type, Transfer Ind, Worker Name, Supervisor Name

Population and Sample The population consists of all received screened out/rejected/transferred complaints by Central Intake during the PUR where a plaintiff class child was the alleged victim.

Commitment 6.12(b): CPS Investigation, Screening of Transferred Complaints Unit of Analysis All complaints transferred outside of the department by Centralized Intake during the PUR where a child is in the plaintiff class and was the alleged victim.

Date Range of Data For even numbered PURs, the PUR starts on January 1 and ends on June 30. For odd numbered PURs, the PUR starts July 1 and ends on December 31.

Numerator All complaints in the denominator that were screened out per MDHHS policy requirements.

Denominator All complaints transferred outside of the department by Centralized Intake during the PUR where a child is in the plaintiff class and was the alleged victim.

Missing Values, Duplicates and Other Data Issues

Missing Values: The DST column will only contain district names for districts within Wayne County, all other rows within the DST column will be null. There may be null rows within the Provider ID column if the child's placement does not require provider, including, but not limited to a parental home placement. There are null values in the Discharge Date column for children that were not discharged from care before the end of the PUR. There are null values in the Placement End Date column for children who remain in the placement.

Calculation Method Case compliance is established if: 1. If the foster care caseworker contacted either the agency that received the transfer, the caregiver, or the child, obtaining relevant information to assess the child’s safety and well-being. 2. If, as a result of the contact by the worker with the agency/caregiver/the child, were there any safety or well-being issues for the child identified. 3. If there was a safety or well-being issue, did the foster care caseworker take appropriate action to address the identified safety or well-being issues for the child. If item 1 is answered yes and item 2 is answered no, then the case is compliant. If item 1, item 2 and item 3 are answered yes, then the case is compliant.

Cohort Match The During Cohort.

Comments Complaints received by Central Intake are based on complaint date, and all complaint dates need to fall within the child's removal date and discharge date and PUR. An Intake ID will be in the population once, however, a child's Person ID may be found in the population more than once. If an Intake ID identifies more than one plaintiff class child as a victim, then the youngest plaintiff class child is identified as the alleged victim in the population.

Report Columns ISEP Period, Sample Description, Sample Inclusion, BSC, County Name, DST, SACWIS Org ID, Org Name, Person ID, Last Name, First Name, Child DOB, Removal Date, Discharge Date, Case ID, Provider ID, Provider Name, Living Arrangement,…