Office and Division: Office of Children, Youth and Families; Division of Child Welfare

Number: OM-CW-2015-0009

Program Area: Collaborative Management

Issue Date: December 1, 2015

Title: Collaborative Management Data Collection and MOU amendments

Office Director: Robert Werthwein, Ph.D.

Memo Type: Operation

Division Director: Ann Rosales

Pertinent State/Federal Statute and/or State/Federal Rule: CRS 24-1.9-101 - 104

Expiry Date: November 30, 2018

Outcome: Improved CMP data collection and reporting protocols

Effective Date: December 1, 2015

Key Words: Collaborative Management; data collection; MOU amendments Intended Recipients: This communication has been sent to all county human service directors and Collaborative Management Program stakeholders. Please forward pertinent information on to staff members and other stakeholders as you deem necessary. Purpose: This operational memo was developed to outline and describe data standards and expectations for the Collaborative Management Program (CMP) and to provide details regarding Memorandum of Understanding (MOU) amendments. Action: CMP participants are to follow the standards described in this memo. Background: As a result of the 2014 Child Welfare Performance Audit, the Colorado Department of Human Services (the Department), Division of Child Welfare (DCW) agreed to improve data collection and reporting protocols for programmatic and expenditure data and require all county departments that participate in county-level CMP to comply with those standards. The Department agreed that the CMP best serves children and their communities when led at the local level; and those communities should have sufficient flexibility to meet their unique community needs. Therefore, the Department believes allowing amendments to the MOU to provide services to children and families during the MOU fiscal year should be allowed in limited circumstances. Information being conveyed: County collaborative sites must enter all participants of the CMP into either the statewide case management system or Efforts to Outcomes (ETO) database. For those participants involved through the child welfare or juvenile justice systems a requirement of first name, last name, date of birth and gender must be entered into one of those two systems for each participant. For those participants involved through a school based program, mental health program or health program, the county collaborative sites may use blind identifiers or first initial and last names in the database used by these programs. However, all blind identifiers and initials must be consistent throughout the term of the MOU so the CMP county site can ensure or eliminate duplication of reporting clients served. If a county site chooses to use such methods of data collection, they must have a way to verify and prove such data and, to allow for determination of outcome measures. CMP county sites that choose to use blind identifiers or first initial and last names for data entry must complete an attestation statement each fiscal year (see attached) and explain the blind identifier process in their MOU. A blind identifier key must be kept by the CMP county site, so during state site visits to review files, state staff is able to confirm that clients are not duplicated in their count of CMP served

Division of Child Welfare Operation Memorandum: OM-CW-2015-0009 December 1, 2015 Page 2 of 2 clients. If using a blind identifier, the CMP county site will be responsible for data matching to ensure there are not a duplication of clients and determine performance measure outcomes. All CMP county sites must provide both pre- and post- scores for selected performance measures. These scores are to be recorded for each client involved in each performance measure chosen during the fiscal year. This will be verified by the Department and, if not properly measured, may result in the site not achieving their goal. The Department will allow amendments to MOUs to be submitted by each CMP county site regarding their prevention programs. The amendment to the MOU must include: 1) a description of the new or expansion program; 2) the target population for the program; 3) services to be provided by the program; 4) how the program relates to the sites current performance measures, and; 5) the community’s need for the program. MOU amendments will only be approved if they are increasing the number of clients served in the community. MOU amendments must be signed by all CMP partners and approved by the Department. A CMP county site is only able to start counting the number of increased clients served in the MOU amendment after the amended MOU has been approved by the Department. The above changes regarding data and MOU amendments have been made at your, CMP sites, request for flexibility in data collection. The Colorado Department of Human Services thanks you for the hard work and dedication that the collaborative management sites bring to the children, youth and families that it serves. Contact: For questions please contact Tiffany Sewell, Collaborative Management Administrator at [email protected] or 303-866-3930. Website: https://sites.google.com/a/state.co.us/cdhs-memo-series/home

December 1, 2015

Mr./Ms. County Department of Human Services Address City, CO 80304 Re: Collaborative Management Incentive Funding Award Dear Director The purpose of this letter is to notify you of the award for the Collaborative Management Program (CMP) incentive allocation funds as authorized in 24-1.9-104 CRS. The Collaborative Management Statewide Steering Committee decided on an allocation methodology for these funds. Based on this methodology, the award for your county is: $0 The conditions of this award are as follows: 1. 2. 3. 4. 5.

6. 7. 8.

A signed and approved Memorandum of Understanding (MOU) Data collection and entry in accordance with operational memo #0000 Participate in program evaluation Participate in program monitoring Maintain a budget that includes: estimated cost of implementing the CMP and any estimated cost-shifing or cost-savings that may have occurred by collaboratively managing the multi-agency services provided through this program and an accounting of funds that were reinvested in additional services provided to children and families who would benefit from integrated multiagency services due to cost-savings that may have resulted or due to meeting or exceeding performance measures identified in the MOU Track and report on process measures as defined in the incentive funding formula Track and report on performance measures as established in the CMP site MOU Completion of annual report according to time frames established by CDHS

Upon receipt of this letter, please indicate your acceptance of this award by signing and returning the enclosed attestation statement. If additional information is required please contact Tiffany Sewell at 303-866-3930 or [email protected]. Sincerely, Ann M. Rosales, M.S.W. Director, Division of Child Welfare Enclosure: Attestation Statement

1575 Sherman Street, 2nd Floor, Denver, CO 80203 P 303-866-5932 F 303-866-5563 www.colorado.gov/cdhs John W. Hickenlooper, Governor | Reggie Bicha, Executive Director

Collaborative Management Program Incentive Funding Award Attestation Statement

In accepting the incentive funding award for BLANK County, we, the County Commissioner(s) and County Director, hereby attest that the Collaboarative Management Program will:

  

Track client’s served in all target populations listed in the CMP site MOU Agree to not duplicating clients in the approved databases Comply with Operational Memorandum #----

__________________________________________________________________________________________ County Director-Printed Name Signature Date

__________________________________________________________________________________________ County Commissioner-Printed Name Signature Date

__________________________________________________________________________________________ County Commissioner-Printed Name Signature Date

Please sign and return this document to: Tiffany Sewell, Collaborative Management Administrator, Colorado Department of Human Services, Division of Child Welfare, [email protected] via email as a scanned document, or by mail to 1575 Sherman Street, 2nd Floor, Denver, CO 80203

1575 Sherman Street, 2nd Floor, Denver, CO 80203 P 303-866-5932 F 303-866-5563 www.colorado.gov/cdhs John W. Hickenlooper, Governor | Reggie Bicha, Executive Director