Exhibit H - PSSF Intensive Management Guidelines.pdf
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- Solicitation number
- RFP QAAA 2026000215 3
- Issued by
- Arapahoe County, Colorado
About this file
This document is an Exhibit H containing the Intensive Case Management Guidelines for the Promoting Safe and Stable Families (PSSF) program. The guidelines establish the comprehensive requirements and standards of practice for awarded sites implementing the PSSF Intensive Case Management program. Core services include case management for 7-10 families per caseload with service duration of 3-12 months based on family needs, clinical supervision, and case reviews. The target population encompasses kinship families in post-permanency stabilization, families in crisis with multiple needs, and those with or without active child welfare involvement. The program requires multiple service components including initial intake with minimum one face-to-face meeting, family engagement through collaborative models such as Family Group Decision Making and Individualized Service and Support Teams meetings, comprehensive assessment using the CFSA2 and Protective Factors Survey, family-driven goal setting with clear milestones, and regular contact standards mandating minimum weekly face-to-face intervention-focused contacts during months 1-3 with frequency based on family need thereafter.
Additional required components include optional emergency support and concrete needs assistance (up to 15% of total PSSF award), social connections facilitation through community activities and ecomaps, resource navigation and advocacy linking families to formal and informal community resources, and transition/celebration activities documenting goal achievement and case closure. All activities and services must be documented in the OEC data system using Salesforce, with specific documentation requirements for case notes, service activities, assessments, goal setting, flex funding, resource referrals, and family satisfaction surveys. The program requires regular quality improvement and quality assurance monitoring through supervision and case review timeframes, family feedback collection, file reviews, and submission of required mid-year and year-end program reports to ensure appropriateness of services and implementation of necessary process improvements.
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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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