Belinda Benassi. Child Welfare Services Program Manager CalWORKs and Child Welfare Services Linkages Coordinator. Julie Lemen

Transcription

1 Belinda Benassi Child Welfare Services Program Manager CalWORKs and Child Welfare Services Linkages Coordinator Julie Lemen Information Technology Team Senior Software Engineer 1

2 CIS CalWIN Information Server 2

3 SMART Overview SMART (Service Management Access & Resource Tracking) was developed by EDS (now HP) in partnership with San Mateo County in The primary focus of the system at that time was to assist and monitor San Mateo County s compliance with Welfare Reform requirements for transitioning CalWORKs families from welfare to work. Using SMART, San Mateo created a central database that could be used by different agencies providing services to common clients. Information requirements relating to clients could be recorded and easily accessed from SMART. In June 1998, the SMART system was brought into the Welfare Client Data System (WCDS) Joint Maintenance consortium so that the maintenance and modifications of a base version could be shared among agencies. A single source of code was established as the base with modification for agency-specific enhancements. SMART can be modified easily and is flexible to meet constantly changing human services programs and agency needs. The base version requires minimal entries to add or update information and does not enforce a specific workflow. Agencies can create and modify custom security access profiles and dropdown data lists to meet their individual needs. SMART contains a repository of client information, which can provide the sharing of information among multiple disciplines, interfaces with external systems such as CalWIN (participant case management) and CWS/CMS (child welfare case management). SMART can be used to view and change information about a client, initiate reasonable referrals, which can be sent electronically using a standard interface, and assign work tasks. SMART Environment San Luis Obispo County began using SMART in We implemented both the SMART client and the WebSMART client with most staff utilizing WebSMART for their activities. The SMART client is used primarily for processing mismatches and system administration. SLO County utilizes SMART primarily for three functions: 1. Common Client Index 2. Case Folder Tracking 3. Adult Protective Services Case Management This presentation will focus on the Common Client Index function of SMART. SMART Interface In order to create the Common Client Index, SMART brings in data from CalWIN and CWS/CMS and matches the clients. SMART is client based so there is only one record with demographics and biographics per client. There are multiple records for each program the client participates in. These program records are temporal reflecting status history. The matching process is described below. 3

4 SMART includes a power builder application to setup and run the interfaces. The interfaces can be run manually or started through an automatic process. CalWIN has a built-in, two-way interface with SMART. It creates outgoing interface files containing client and program information. CalWIN also receives data from SMART and updates CalWIN with the client s SMART ID number. The SMART ID number is an automatically assigned number created by SMART to uniquely identify clients. Below is a screenshot of the interface setup screen and where you can manually run the processes. For the CalWIN interface, we have an application that copies the files from the CalWIN ftp folder to the SMART folder, launches the SMART interface program and reports the results to the Information Technology (IT) staff. CWS/CMS Interface The Internal Reporting Team extracts data from CWS/CMS using Business Objects on a daily basis. Once extracted, they run an internal created intranet application that takes the extract files from CWS/CMS and creates the text file for the SMART Generic interface process. The file is copied to the SMART server where the interface is scheduled to run. As in the CalWIN interface, an application launches the generic interface and notifies IT staff of the results. 4

5 SMART Client Profile SMART has a flexible search function that enables you to look for clients using any number of parameters. 5

6 Clicking on the name opens the Client Profile screen. SMART Program Participation Program Participation is the screen of most interest for Linkages. It shows each client and his/her associated programs. In the screenshot below, we can see this client has an active CalWORKs program and an active CWS Birth Mother program making her eligible for Linkages. Currently, we bring over birth mothers and birth fathers into SMART. We do not bring over step parents, grandparents or any other adult record. 6

7 This screenshot shows the child Ethan in this family. He has an active family maintenance case (CWS Case FM) and is active in the CalWORKs case as well. We know these cases are related through the External System ID column. The External System ID is the CalWIN case number for CalWIN programs and the CWS/CMS State ID CWS cases or referrals. In the example above, the CalWORKs Case ID is for both clients and the active CWS State ID is for both clients. To determine what to use for the CWS State ID, we use the Birth Mother s SMART Client ID. When we receive a new referral and have determined the birth mother does not currently exist in SMART, we add her to SMART using as much information we have on her. 7

8 SMART assigns the SMART Client ID to the birth mother. If she did currently exist in SMART, we use the existing SMART ID. We then take the SMART Client ID and use it as the CWS State ID. Next we add all members of the case or referral to CWS/CMS using that State ID. During the interface process over the next 48 hours, the children and birth father, if present, are added to SMART. This reduces the amount of work our intake staff by only having them enter the members once. SMART - Matching SMART accomplishes the difficult task of matching participants from disparate systems by utilizing an algorithm that matches participants first on social security number then date of birth and name. Those participants that are identified as new are added to the database. Those participants SMART is unable to definitively match but suspects a potential match are added to the mismatch table. On average, there are 10 to 20 mismatches that need to be manually resolved each day. Most mismatches from CWS/CMS occur because of a missing birth date or social security number. The mismatches are processed by the Internal Reporting Team and take 15 to 30 minutes per day. The effort to resolve the mismatch depends entirely on the problem. If the problem is an inaccurate social security number then MEDS is researched and the data is corrected in either CalWIN or CWS/CMS. If additional research is needed, the Employment Resource Specialist or Social Worker is contacted to resolve the issue. The document Linkages Technical Details describes this process in more detail. Linkages Home The SMART data is utilized in several internal applications. The primary applications will be discussed below. 8

9 Linkages Database - Common Case Lookup The Linkages Database identifies participants associated with both an active CalWIN case and an active CWS referral or case. It tracks whether or not Participant Services and Child Welfare Services staff met to discuss the case and if a Coordinated Case Plan was completed. This application is used primarily by CWS staff. Linkages Details Clicking on Edit allows the SW to view the details and update the Consult Date or the CCP Developed Date. Updating the Consult Date or the CCP Developed date here also updates those fields in the Co- Case Management Log. 9

10 Co-Case Management Log The Co-Case Management Tool is used primarily to manage CalWORKs Welfare-to-Work activities. Participants can be searched by caseload, case name, CWS State ID, CalWIN Case Number or social security number. The Co-Case Management Tool updates Employment Resource Specialist logs daily. It adds new cases and updates participant s contact information, welfare-to-work status, assigned activities, and participation hours. The Co-Case Management Tool serves as a universal tool for Employment Resource Specialist, Employment Resource Specialist IVs (ERSIV), Employment Services Supervisor and Management to manage and track CalWORKs participant activities. Manual data entries are limited to Employment Resource Specialist IVs who work with and mentor a group of Employment Resource Specialists. Approximately, 95 percent of the Welfare-to-Work information populates from manual entries made in CalWIN. The Co-Case Management Tool has improved data entries made into CalWIN, as errors or gaps in the CCMT need to be resolved in CalWIN. The Co-Case Management Tool is populated with a check mark to show the family has an active referral or case with Child Welfare Services. Key Linkages entries are manually entered in the CCMT and are automatically imported into the Linkages Database. New CalWORKs clients are entered into the log manually. This ensures that the ERSIVs are aware of the clients in the system. For a new case, they enter only the ERS worker, their name, case number participant name and SSN. The application will retrieve as much information as possible from the CalWIN Information Server (CIS), Linkages Database, and SMART as possible. The ERSIV can enter the Next Appointment Date, Potential PAS dates, Active PAS Notice Dates, SIP reason, Linkages information, date log is closed and comments. 10

11 CCMT Details 11

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15 Linkages Common Case Lookup Worker enters any part of the search criteria to find any open CWS cases/referrals or open PS Case. If there is an open PS case, an is sent notifying the Employment Resource Specialist, Emergency Response Social Worker, and their supervisors of the opportunity to collaborate with the click of a button. 15

16 Linkages Notice Worker clicks on the notice button in front of one of the entries. She selects the PS worker to notify and send the . For Linkages, this is the CalWORKs worker. 16

17 Notice Sent from CWS/PS New Referral Link Notice. Both the PS worker and the CWS worker receive the as do their respective supervisors. 17

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