Exhibit H - PSSF Intensive Management Guidelines.docx
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- Solicitation number
- RFP QAAA 2026000215 2
- Issued by
- Colorado
About this file
This document is an Exhibit H outlining the PSSF Intensive Case Management Guidelines for implementing a state and local child welfare program. The guidelines establish comprehensive standards of practice and performance measures for awarded sites serving kinship families, families in crisis, and families with multiple needs, with or without active child welfare involvement. Case managers must maintain a caseload of 7-10 families with service durations typically spanning 3-12 months. Core program components include case manager and supervisory roles with documented clinical oversight and quality monitoring, structured intake procedures requiring minimum face-to-face meetings, family engagement through collaborative decision-making models, comprehensive assessments using standardized tools such as CFSA2 and Protective Factors Survey, and family-driven goal setting with clear milestones. Contact standards require minimum weekly face-to-face interventions during months 1-3, with frequency adjusted based on family need thereafter. All activities and services must be documented in the OEC data system (Salesforce) unless otherwise specified.
The guidelines include optional components for emergency support and concrete needs assistance, with allowable funds capped at 15 percent of the total PSSF award, along with facilitated social connections, resource navigation, advocacy services, and transition planning with celebration of success activities at case closure. Quality improvement and quality assurance requirements include regular family plan and file reviews, collection of family feedback surveys, determination of service appropriateness, agency process review, required mid-year and year-end program reporting, and documented supervision and case review timeframes established in the statement of work. Referral sources include community agencies, county DHS, self-referrals, and juvenile justice entities, with documented eligibility criteria required. All activities must align with the target population defined in the accompanying Statement of Work, with budget requirements reflecting service costs appropriate to the awarded site's caseload and service intensity.
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PSSF Intensive Case Management Guidelines To implement the PSSF Intensive Case Management program the awarded site must fulfill all of the required activities/components. All activities and services must be documented in the OEC data system, unless otherwise specified.
| Component/Activities |
| Standard of Practice |
| Performance Measures |
| Case Manager Role |
| · Coordinates services and provides direct services for a caseload of 7-10 families at a time. |
· Service duration typically spans 3-12 months based on family needs
· Number of families served
· Specific services
· Activities documented in Salesforce
| Case Management Supervisor Role |
| · Provides clinical oversight |
· Routine consultation
· Monitors of quality and performance
· Evidence of case reviews
· Supervision notes
· Verification of data integrity
| Target Population |
| · Kinship families/post permanency stabilization |
· Families in crisis, identified as having multiple needs
· With or without active child welfare involvement
· Aligned with target population defined in Statement of Work
· Number of families served included in Statement of Work
· Budget should reflect services costs
| Referral Source |
| · Community agencies |
· County DHS to community agencies
· Self-referrals
· Juvenile Justice
· Etc.
· Documented referral source
· Eligibility criteria documented in statement of work
| Intake |
| · Initial outreach via home/office visits or phone |
· Minimum one face to face meeting should occur during intake to determine eligibility and service needs.
· Obtain data system consent
· Enter family demographics in data system
· Enter case start date (required) in state data system.
· Enter service of “PSSF ICM Guidelines”
Family Engagement
· Utilization of collaborative/engagement models: Family Group Decision Making/Family Group conference, Family Team Conferencing and Team Decision Making
· Collaborative Management Program (CMP) Individualized Service and Support Teams (ISST) meetings
· Facilitated empowering family decision-making
· Identified engagement model in Statement of work
· Meetings documented in data system in service activity section
| Assessment |
| · Identify strengths and barriers, using the CFSA2 and Protective Factors Survey |
· Assess agency capacity to meet specific needs of the family
· CFSA2 pre/post/and follow ups entered directly into Salesforce (paper copies can be uploaded, but must be scored and documented in the assessment section, client case in data system)
· All items must be answered, even if N/A, N/I, or declined to answer
· Other assessment tools (AAPI, Depression Screening, parent satisfaction survey) used for other PSSF services must be identified in statement of work and date of completion documented in Salesforce
| Goal Setting |
| · Family driven |
· Attainable goals with clear milestones and timeframes
· Goal setting with CFSA2
· Goal setting through CW treatment plan
· Goals identified in Salesforce
· All goals documented in Salesforce goal setting section
· Identify outcomes of goals/services in Salesforce
| Contact Standards |
| · Months 1-3: Minimum of one intervention-focused face-to-face contact per week. |
· Month 4+: frequency based on family need (no set minimum)
· The expectation is that services are intense, as involved families have high needs.
· Documentation of all intervention focused contacts including face-to-face, or other methods in Salesforce, under PSSF service, Intensive Case Management
· Optional all non-intervention focused contacts/activities documented in Salesforce under PSSF service, Intensive Case Management
| *Optional Emergency support/Concrete Needs |
| · Optional concrete goods/funds to support family goals, must have a current open service(s) in data system |
· Must include line item in the PSSF budget to support costs
· Total allowable funds can be up to 15% of total PSSF award.
· Documented in the Flex Funding section of Salesforce with clear justification.
· Back-up documentation must be kept on file, gift cards unallowed.
Social connections
· Facilitate social/community activities
· Create ecomaps or support circles to build emotional and instrumental support systems.
· Documented family attendance in social/community activities
· Attach eco map or support circle in Salesforce.
| Resource Navigation/Advocacy |
| · Using multi-system planning meetings to maximize resources |
· Linking families to formal/informal community resources
· Case notes in activity section – Salesforce connected to Intensive Case Management service
· Resource referral tracking in Salesforce
| Transition/Celebration |
| · Identify on-going needs |
· Provide final referrals
· Facilitate a “Celebration of Success” at case closure
· Documented goal achievement/outcomes in Salesforce
· Documented PSSF service and case closure dates and reasons
| QI/QA |
| · Regular monitoring of family plans, and file reviews |
· Collection of family feedback/satisfaction surveys
· Determine appropriateness of provided services
· Review agency processes, services, and implement necessary changes
· Submit required data in Salesforce
· Submit required mid-year and year end program reports.
· Supervision and case review timeframes in statement of work
· Collected feedback from family surveys or provided input/participation in family voice opportunities.
· Documented achieved goals and outcomes
· Guidelines/activity checklist
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