Exhibit H - PSSF Intensive Management Guidelines.pdf
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- Solicitation number
- RFP QAAA 2026000215 2
- Issued by
- Colorado
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Exhibit H - PSSF Intensive Case Management Guidelines
This document is a program guidelines exhibit for the Permanency and Safety Services Fund (PSSF) Intensive Case Management initiative. The guidelines establish the required components and standards of practice that awarded sites must implement to serve kinship families, post-permanency stabilization families, and families in crisis with or without active child welfare involvement. The program requires case managers to coordinate services for caseloads of 7-10 families over a service duration of 3-12 months, with clinical oversight provided by case management supervisors. Key service components include family engagement through collaborative decision-making models, comprehensive assessments using the CFSA2 and Protective Factors Survey, family-driven goal setting with clear milestones, and resource navigation and advocacy. Referral sources include community agencies, county Department of Human Services, self-referrals, and juvenile justice. Contact standards mandate a minimum of one intervention-focused face-to-face contact per week during months 1-3, with frequency adjusted based on family need thereafter.
The guidelines require documentation of all activities in the OEC data system (Salesforce), including case reviews, supervision notes, and data integrity verification. Sites may provide optional emergency support and concrete needs assistance with up to 15 percent of total PSSF award funds allocated as line items in the budget. Additional required components include social connection activities with documented family attendance, transition and celebration services at case closure with documented goal achievement, and quality improvement and quality assurance measures including regular file reviews, family satisfaction surveys, and mid-year and year-end program reports. Intake procedures require minimum one face-to-face meeting during initial assessment, with service start dates and family demographics entered into the data system.
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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
• All goals documented in Salesforce goal setting section
• Identify outcomes of goals/services in Salesforce
• Goals identified 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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