Healthy Families Florida Performance Management System Manual

Transcription

1 Healthy Families Florida Performance Management System Manual January 2, 2013

2 INTRODUCTION... 4 SYSTEMS ACCESS... 8 SYSTEM LOGIN... 9 SCREENS/ASSESSMENTS AGGREGATE REPORT FOR ASSESSMENT RESULTS AGGREGATE REPORT FOR MONTHLY ASSESSMENTS ASSESS/AGREE/1ST VISIT INTERVALS DUPLICATE ASSESSMENTS CHECK REPORT PARTICIPANT ASSESSMENTS BY RESULT SCREENING ANALYSIS REPORT SCREENING ZIP CODE REPORT AGGREGATE REPORT FOR HFF REFERRAL SOURCES AGGREGATE ASSESSMENT REFERRALS REPORT CAPACITY/CLOSURES AGGREGATE REPORT FOR CLOSURE REASONS ATTACHMENT A (FISCAL YEAR) ATTACHMENT A (WITH DATE PARAMETERS) CAPACITY REPORT CLOSED PARTICIPANTS BY CLOSURE REASON TOTAL FAMILIES SERVED WITH DATE PARAMETERS TRANSFERS FROM ANOTHER HFF SITE TRANSFERS OUT/RE-ENROLLEES OUTCOMES/PROCESS MEASURES PERFORMANCE MEASURES (QUARTERLY) PERFORMANCE MEASURES (FOUR QUARTERS) OUTCOMES AND PROCESS MEASURES (QUARTERLY) OUTCOMES AND PROCESS MEASURES (FOUR QUARTERS) CHILD DEVELOPMENTAL SCREENS CHILD IMMUNIZATION & WELL-BABY CHECKS CHILD MEDICAL PROVIDER INITIAL HOME VISIT PARTICIPANT EMPLOYMENT STATUS REPORT PARTICIPANT TRAINING/TREATMENT PARTICIPANT FAMILY SUPPORT PLAN (FSP) HISTORY PARTICIPANT LEVEL HISTORY PARTICIPANT SUBSEQUENT PREGNANCY PARTICIPANT MEDICAL PROVIDER MANAGEMENT TOOLS AGGREGATE ASSESSMENT CONCERNS AGGREGATE OUTCOME BY REFERRAL SUBTYPE CHILD LIST DUE DATES FAMILY SUPPORT WORKER (FSW) CASELOAD REPORT HOME SAFETY HOME VISITS REPORT INDIVIDUAL CONTACTS INDIVIDUAL FAMILY REPORT MAILING LABELS OUTCOMES MANAGEMENT REPORT PARTICIPANT LIST Effective 01/02/2013 2

3 PARTICIPANT RETENTION PARTICIPANTS WITH ADDRESS AND PHONE NUMBER PARTICIPANTS WITH HIGH EPDS SCORES PARTICIPANTS WITH LOW HFPI SCORES REFERRALS REPORT SERVICE COUNTS STAFF LIST DEMOGRAPHICS PARTICIPANT DEMOGRAPHIC REPORT (ALL) PARTICIPANT DEMOGRAPHIC REPORT (CLOSED CASES ONLY) PARTICIPANT RACE/ETHNICITY REPORT (BY RACE) CHILD DEMOGRAPHIC REPORT (ALL) TARGET CHILD DEMOGRAPHIC REPORT (CLOSED CASES ONLY) TARGET CHILD RACE/ETHNICITY REPORT (BY RACE) ASSESSMENT DEMOGRAPHICS REPORT STAFF DEMOGRAPHIC REPORT DATA CHECKS AGGREGATE % OF FAMILIES WITH SELECT RISK FACTORS CHILD INSURANCE CLINICAL POSITIVE EDUCATION LEVELS AT INTAKE/CLOSE KEMPE SCORES TANF-WAGES ELIGIBILITY TARGET CHILDREN WITH GESTATIONAL AGE UNDER TARGET CHILDREN WITH LOW BIRTH WEIGHT TARGET CHILDREN MARKED AS SEVERELY DELAYED UNUSUAL OR HIGH ASSESSMENT SCORES MISSING DATA CHILDREN MISSING SOCIAL SECURITY NUMBER (SSN) FAMILY MISSING DATA REPORT PARTICIPANTS MISSING MEDICAL PROVIDERS PARTICIPANTS MISSING EMPLOYMENT STATUS PARTICIPANTS MISSING EDUCATION LEVEL AT INTAKE OR AT CLOSURE PARTICIPANTS MISSING TANF INFORMATION PARTICIPANTS MISSING CONTACT UPDATE INFORMATION PARTICIPANTS MISSING FAMILY RELATIONS PARTICIPANTS MISSING HFFAT INFORMATION PARTICIPANTS MISSING INSURANCE INFORMATION PARTICIPANTS MISSING MARITAL STATUS INFORMATION PARTICIPANTS MISSING HOUSING INFORMATION PARTICIPANTS MISSING DISABILITY INFORMATION PARTICIPANTS MISSING DEMOGRAPHIC INFORMATION TARGET CHILDREN WITHOUT MEDICAL PROVIDERS TARGET CHILDREN WITHOUT GESTATIONAL AGE TARGET CHILDREN MISSING BIRTH WEIGHT CHILDREN MISSING DEMOGRAPHIC INFORMATION Effective 01/02/2013 3

4 Introduction Healthy Families Florida (HFF) provides the HFF Performance Management System to projects to assess their progress in achieving goals related to process measures and participant outcomes. Users may access the HFF Performance Management System through the Healthy Families Florida Systems Access Page at HUhttp:// The HFF Performance Management System uses data from the HFF Tracking System to generate a wide array of reports. Users can define reports by various sorting and grouping options such as date, staff and satellite office. In addition, each report is designed to allow the use of the Find (Ctrl + F) function to search. The reports are divided into seven major categories: 1) The Screens/Assessments category includes reports to assist the project in monitoring screening and assessment of participants and families. These include: Aggregate Report for Assessment Results Aggregate Report for Monthly Assessments Assess/Agree/1st Visit Intervals Duplicate Assessments Check Report Participant Assessments by Result Screening Analysis Report Screening Zip Code Report Aggregate Report for HFF Referral Sources Aggregate Assessment Referrals Report 2) The Capacity/Closures category includes reports to assist the project in monitoring site capacity and participant and family closures. These include: Aggregate Report for Closure Reasons Attachment A (Fiscal Year) Attachment A (w/ Date Parameters) Capacity Report Closed Participants By Closure Reason Total Families Served w/ Date Parameters Transfers from Another HFF Site Transfers Out/Re-Enrollees Effective 01/02/2013 4

5 3) The Outcomes/Process Measures category includes reports that provide an overview of the project s progress with meeting all of HFF participant outcomes and process measures and reports to assist the project in monitoring data that directly affects participant outcomes and process measures. These include: Performance Measures (Quarterly) Performance Measures (Four Quarters) Outcomes and Process Measures (Quarterly) Outcomes and Process Measures (Four Quarters) Child Developmental Screens Child Immunization & Well-Baby Checks Child Medical Provider Initial Home Visit Participant Employment Status Report Participant Training/Treatment Participant Family Support Plan (FSP) History Participant Level History Participant Subsequent Pregnancy Participant Medical Provider 4) The Management Tools reports are useful for staff supervision. They provide participant lists, information on due dates, referrals that have been made and the status of those referrals, information about home visits and home visit attempts, and information collected on individual families. These reports include: Aggregate Assessment Concerns Report Aggregate Outcome by Referral Subtype Child List Due Dates FSW Caseload Report Home Safety Home Visits Report Individual Contacts Individual Family Report Mailing Labels Outcomes Management Report Participant List Participant Retention Report Participants w/ Address and Phone # Participants w/ High EPDS Scores Participants with Low HFPI Scores Referrals Report Service Counts Staff List Effective 01/02/2013 5

6 5) The Demographics reports provide general descriptive information about the participants served by the project. These reports may be useful for preparing the Annual Service Review. These reports include: Participant Demographic Report (All) Participant Demographic Report (Closed Cases Only) Participant Race/Ethnicity Report (By Race) Target Child Demographic Report (All) Target Child Demographic Report (Closed Cases Only) Target Child Race/Ethnicity Report (By Race) Assessment Demographics Report Staff Demographic Report 6) The Data Checks reports are useful for identifying erroneous data or reviewing specific types of data. These reports include: Child Insurance Clinical Positive Education Levels at Intake/Close Kempe Scores TANF-WAGES Eligibility Target Children w/ Gestational Age 37 and Under Target Children w/ Low Birth Weight (Less than 5 pounds, 8 ounces) Target Children w/ Incorrect DEIP Target Children Marked as Severely Delayed Unusual or High Assessment Scores 7) The Missing Data reports are useful for identifying specific types of missing data. These include: Children Missing SSN Family Missing Data Report Participants Missing Medical Providers Participants Missing Employment Status Participants Missing Education Level at Intake or at Closure Participants Missing TANF Information Participants Missing Contact Update Information Participants Missing Family Relations Participants Missing HFFAT Information Participants Missing Insurance Information Participants Missing Marital Status Information Participants Missing Housing Information Participants Missing Disability Information Participants Missing Demographic Information Effective 01/02/2013 6

7 Target Children Missing Medical Providers Target Children Missing Gestational Age Target Children Missing Birth Weight Children Missing Demographic Information Any questions not answered by this manual should be directed to the Webmaster at All requests for modifications or additions to the reports should be posted through the Request Enhancements or Modification to the System link on the Systems Access page, HUhttp:// UH. The following document provides samples of each of the reports listed above, including a description of the report and the report s organization options. The best course of action for the user to familiarize themselves with the reports is to review the various reports on-line for their project. These samples illustrate the array of resources available to the project in reviewing and maintaining data. Effective 01/02/2013 7

8 Systems Access The Healthy Families Florida Systems Access Web page located on the Healthy Families Florida website, HUhttp:// provides users with access to the following components: The Ounce Learning Management System link provides access to the Ounce Learning Management System (OLMS) for HFF training. The HFF Tracking System is the data entry application. The Staff Management System is used to maintain program staff and supervision information. The Staff Management System also offers reports on training received by program staff. The Staff Management System User s Manual provides detailed information for each section of the Staff Management System. Effective 01/02/2013 8

9 The Performance Management System provides access to data reports. The Performance Management System User Manual (this document) provides a detailed description of each report in the HFF Performance Management System. The FTP Site provides access to requested ad hoc reports, install programs, specialized reports developed by HFF and other files. The FTP site is password protected. Program managers must contact the MIS specialist for the username and password. The Request System Enhancements/Modification link allows program site staff to request additional reports or changes to current reports. The Request Data Entry/Service Record Modifications form allows program site staff to request modifications to data or archived service information. This document must be password protected. Program managers must contact the MIS specialist for the password. System Login After selecting the Performance Management System link, the user is directed to the Login Screen. To access the Performance Management System, complete the Username and Password fields and click Login. Effective 01/02/2013 9

10 Screens/Assessments The Screens/Assessments category includes reports to assist the project in monitoring screening and assessment of participants and families. Effective 01/02/

11 Aggregate Report for Assessment Results The Aggregate Report for Assessment Results report provides aggregate data for assessment results during the specified time period. This report may be organized in the following manner: By a select period of time By a select satellite site By a select FAW or staff conducting assessments By a select zip code Suggested Uses: To determine the results of assessments conducted during a specific time frame To view the program acceptance rate (by project, satellite or by FAW) To determine the number of assessments still on outreach indicated by a None Selected assessment result To identify areas for improvement among families who scored out or lost contact before enrollment A sample of this report follows on the next page. Effective 01/02/

12 Effective 01/02/

13 Aggregate Report for Monthly Assessments The Aggregate Report for Monthly Assessments report provides aggregate data on the number of assessments completed during a fiscal year. This report may be organized in the following manner: By a select fiscal year. The previous fiscal year s data may also be included By a select FAW or staff conducting assessments Suggested Uses: To monitor the rate of assessments completed for the project or per staff member. The expectation is that a full-time FAW can conduct 20 assessments per month A sample of this report appears on the following page. Effective 01/02/

14 Effective 01/02/

15 Assess/Agree/1st Visit Intervals The Assess/Agree/1 st Visit Interval report lists participants and their assessment, agreement and first home visit dates. The report tallies the number of days between the assessment date and agreement date, the days between the assessment date and the first home visit and the number of days between the agreement date and the closure date. The report may be organized in the following manner: By open, closed or both open and closed children By a select satellite site By a select FSW Suggested Uses: To identify families who have not received their first home visit within 30 days of assessment To identify lag time between assessment and agreement or between agreement and first home visit A sample report follows on the next page. Effective 01/02/

16 Effective 01/02/

17 Duplicate Assessments Check Report The Duplicate Assessments Check report lists all participants with multiple assessments in the HFF Tracking System. Participants should receive only one assessment per pregnancy, so assessments listed in this report may represent duplicate assessments. The report may be organized in the following manner: All duplicate assessments, or only duplicate assessments within 10 months of each other By the date of the most recent assessment Suggested Uses: To ensure no participant has duplicate assessments More information on duplicate assessments is available in the HFF Policies & Procedures Manual and the Data Collection Forms and Guidelines. A sample of the report follows on the next page. Effective 01/02/

18 Effective 01/02/

19 Participant Assessments by Result The Participant Assessments by Result report lists individuals assessed using the Healthy Families Florida Assessment Tool. The report may be organized in the following manner: By the date the assessment was conducted By assessment result By a select satellite site By a select staff person (Assessment worker or Creative Outreach worker) Suggested Uses: To ensure all assessments have been entered To ensure all assessments have a final assessment result identified To identify families refusing at assessment or during outreach. An analysis of these assessments may help in identifying acceptance issues A sample of the report follows on the next page. Effective 01/02/

20 Note: The report may be sorted by each column in ascending or descending order by clicking on a column heading. Effective 01/02/

21 Screening Analysis Report The Screening Analysis report lists all monthly screen data. The report may be organized in the following manner: By date, selecting a specified time period for reviewing screening data By zip code or multiple zip codes Suggested Uses To determine the number of families screened during a specified period of time. This information may be useful when developing the Annual Service Review To observe outcome patterns of screens processed by the project and assist in reviewing changes that may be needed to increase the number of families assessed To check data accuracy, compare the Total # that should be assessed (the number of expected assessments) with the Total # assessed (the number of assessments completed and entered into the HFF Tracking System) for the same time period A sample report follows on the next page. Effective 01/02/

22 Effective 01/02/

23 Screening Zip Code Report The Screening Zip Code report lists all screens by zip code. The report may be organized in the following manner: By selected month (or several months) By selected zip code (or multiple zip codes) Suggested Uses: To review screens conducted on a zip code by zip code basis A sample report follows on the next page. Effective 01/02/

24 Effective 01/02/

25 Aggregate Report for HFF Referral Sources The Aggregate Report for HFF Referral Sources lists the sources of HFF assessment referrals in aggregate. The report may be organized in the following manner: By assessment date Suggested Uses: To review referral sources for HFF assessments A sample report follows on the next page. Effective 01/02/

26 Effective 01/02/

27 Aggregate Assessment Referrals Report The Aggregate Assessment Referrals Report lists aggregate data about the referrals given at assessment. The report may be organized in the following manner: By assessment date By a select FAW Suggested Uses: To review referrals given at assessment A sample report follows on the next page. Effective 01/02/

28 Effective 01/02/

29 Capacity/Closures The Capacity/Closures category includes reports to assist the project in monitoring site capacity and participant and family closures. Effective 01/02/

30 Aggregate Report for Closure Reasons The Aggregate Report for Closure Reasons report provides aggregate data for participant closure reasons during the specified period. This report may be organized in the following manner: By a select period of time By a select satellite site By a select FSW By a select zip code Suggested Uses: To review closure reasons during the time period selected To monitor attrition and the reasons families are leaving the program To identify performance issues related to participant closure reasons on a staff member or satellite site basis A sample of this report appears on the following page. Effective 01/02/

31 Effective 01/02/

32 Attachment A (Fiscal Year) The Attachment A report provides information on participants, families and children served during the selected time period. The report may be organized in the following manner: By a select period of time (fiscal year and quarter) By a select satellite site By a select FSW Suggested Uses: To review the number enrolled and served during a selected time period To determine the number of families currently open To determine current capacity by dividing the number currently open (see E of the current quarter) by the number contracted to serve A sample of this report appears on the following page. Effective 01/02/

33 Effective 01/02/

34 Report Definitions A. This number includes all participants that were open on the first day of the quarter, including those that opened on that date. B. This number includes all families enrolled from the first day of the quarter through the last day of the quarter. C. This number includes all families closed during the quarter, from the first day of the quarter though the last day of the quarter. D. This number includes all families served during the quarter. E. This number includes all families that were open on the last day of the quarter, including any families that closed on the last day of the quarter. F. This number includes all families that were served from the beginning of the fiscal year to the end of the quarter or the end of the selected time period. Effective 01/02/

35 Attachment A (With Date Parameters) The Attachment A report (with Date Parameters) provides data on the number of families served and enrolled for a selected period of time. The report may be organized in the following manner: By a select time period By a select satellite site By a select FSW Suggested Uses: To identify the number of families served in a specific time period. Some projects use this information for reporting data to other funders for varied fiscal year parameters To calculate current capacity by dividing the number of families open at the end of the reporting period by the number of families contracted to serve A sample of this report appears on the following page. Effective 01/02/

36 Effective 01/02/

37 Capacity Report The Capacity Report indicates the site s number contracted to serve (capacity), total open participants and percentage of capacity for a specified date. The report may be organized in the following manner: By specified date (July 1, 2010 onwards) Suggested Uses: To identify and track the site s current capacity and number contracted to serve. A sample report is below: Effective 01/02/

38 Closed Participants by Closure Reason The Closed Participants by Closure Reason report lists participants closed during a specified period. The report may be organized in the following manner: By closure date (within a specified period of time) By DEIP (within a specified period of time) By closure reason By a select satellite site By a select FSW By zip code Suggested Uses: To identify those families that closed for a selected reason To identify and develop strategies to reduce the number of families closing before program completion A sample report follows on the next page. Effective 01/02/

39 To sort the report by pre-defined criteria, use the drop-down menu above the report headings. Effective 01/02/

40 Total Families Served with Date Parameters The Total Families Served w/ Date Parameters report provides a list of participants served during a specified time period. The report may be organized in the following manner: By date, selecting only participants served during a specified period of time By a select satellite site By a select FSW Suggested Uses: To determine the number of families served during another funder s fiscal year A sample report follows on the next page. Effective 01/02/

41 Effective 01/02/

42 Transfers From Another HFF Site The Transfers from Another HFF Site report lists all families transferred in from another HFF site. This report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To review families transferred into the project and to ensure that no families were transferred to the project without notification A sample report follows on the next page. Effective 01/02/

43 Effective 01/02/

44 Transfers Out/Re-Enrollees The Transfers/Re-Enrollees report lists participants transferred or re-enrolled into the program. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify transferred or re-enrolled families in order to assist with outcome analysis A sample of this report appears on the following page. Effective 01/02/

45 Effective 01/02/

46 Outcomes/Process Measures The Outcomes/Process Measures category of reports includes reports that provide an overview of the project s progress with meeting all of HFF participant outcomes and process measures and reports to assist the project in monitoring data that directly affects participant outcomes and process measures. Effective 01/02/

47 Performance Measures (Quarterly) The Performance Measures (Quarterly) report lists progress towards performance measures. The report may be organized in the following manner: By a select fiscal year and quarter By a specified outcome or all outcomes By a select satellite site By a select FSW Selected Uses: To review progress on participant outcomes and process measures for a selected quarter To monitor FSW, subcontractor, satellite site or team outcome performance for a selected quarter To list families counted in the numerator and denominator for a specific outcome measure A sample of this report appears on the following page. Projects should consult the Healthy Families Florida Goals, Participant Outcomes and Process Measures Interpretive Guide Manual available in the HFF Resource Library for information on the calculation of individual outcomes and process measures. Effective 01/02/

48 All Measures: Effective 01/02/

49 By Selected Outcome: Effective 01/02/

50 Performance Measures (Four Quarters) The Performance Measures (Four Quarters) report lists progress towards all performance measures that can be calculated for four consecutive quarters. The report may be organized in the following manner: By a select four quarters For a select outcome or all outcomes By a select satellite site or select FSW Suggested Uses: To view progress towards meeting participant outcomes and process measures over a selected four quarters To monitor FSW, subcontractor, satellite site or team outcome performance To list participants counted in the numerator and denominator for a specific outcome measure Samples of this report appear on the following pages. Projects should consult the Healthy Families Florida Interpretive Guide Manual available in the HFF Resource Library for information on the calculation of individual outcomes and process measures. Effective 01/02/

53 Outcomes and Process Measures (Quarterly) The Outcomes and Process Measures (Quarterly) - Contracted report lists progress towards contracted participant outcomes and process measures. The report may be organized in the following manner: By a select fiscal year and quarter By a specified outcome or all outcomes By a select satellite site By a select FSW Selected Uses: To review progress on participant outcomes and process measures for a selected quarter To monitor FSW outcome performance for a selected quarter To monitor a subcontractor, satellite site or team s outcome performance for a selected quarter To list families counted in the numerator and denominator for a specific outcome measure A sample of this report appears on the following page. Projects should consult the Healthy Families Florida Goals, Participant Outcomes and Process Measures Interpretive Guide Manual available in the HFF Resource Library for information on the calculation of individual outcomes and process measures. Effective 01/02/

56 Outcomes and Process Measures (Four Quarters) The Outcomes and Process Measures (Four Quarters) - Contracted report lists progress towards contracted participant outcomes and measures that can be calculated for four consecutive quarters. The report may be organized in the following manner: By a select four quarters For a select outcome or all outcomes By a select satellite site By a select FSW Suggested Uses: To view progress towards meeting participant outcomes and process measures over a selected four quarters To monitor FSW outcome performance To monitor a subcontractor, satellite site or team s outcome performance To list participants counted in the numerator and denominator for a specific outcome measure A sample of this report appears on the following page. Effective 01/02/

57 Projects should consult the Healthy Families Florida Goals, Participant Outcomes and Process Measures Interpretive Guide Manual available in the HFF Resource Library for information on the calculation of individual outcomes and process measures. All Measures: Effective 01/02/

59 Child Developmental Screens The Child Developmental Screens report lists target children and the history of developmental screens administered with the child. The report may be organized in the following manner: By open, closed or both open and closed children By the date the developmental screen was administered By a select satellite site By a select FSW Suggested Uses: To identify children with a developmental delay indicated To review developmental screen follow-up completion A sample report follows on the next page. Effective 01/02/

60 Effective 01/02/

61 Child Immunization & Well-Baby Checks The Child Immunization and Well-Baby Check report lists target children and the history of their immunization and well-baby checks. The report may be organized in the following manner: By the participant s date of entry into the program, allowing the project to only view target children enrolled within a selected period of time By open, closed or both open and closed children By a select satellite site By a select FSW Suggested Uses: To track immunizations and well-baby checks received and expected A sample report follows on the next page. Effective 01/02/

62 Effective 01/02/

63 Child Medical Provider The Child Medical Provider report lists target children and their medical provider. The report may be organized in the following manner: By open, closed or both open and closed target children By a select satellite site By FSW Suggested Uses: To identify target children without a medical provider listed. Hospital Outpatient is not considered a medical provider. FSWs with children who use the hospital as their primary care should continue to work with the family to identify an actual medical provider. A sample report follows on the next page. Effective 01/02/

64 Effective 01/02/

65 Initial Home Visit The Initial Home Visit report lists participants and the date of their first home visit. The report automatically tallies the number of days between the target child s date of birth and the first home visit. The report may be organized in the following manner: By open participants, closed participants or both open and closed participants By DEIP range By a select satellite site By a select FSW Suggested Uses: To identify families whose first home visit was not received within three months A sample report follows on the next page. Effective 01/02/

66 Effective 01/02/

67 Participant Employment Status Report The Participant Employment Status report lists participants and their employment status. The report may be organized in the following manner: By primary participants only, co-participants only, or all participants By open participants only, closed participants only, or both open and closed participants By a select satellite site By a select FSW Suggested Uses: To identify participants whose employment status was not identified at enrollment To identify participants whose employment status should be updated A sample of the report follows on the next page. Effective 01/02/

68 Effective 01/02/

69 Participant Training/Treatment The Participant Training/Treatment report lists all training and treatment participants have received while enrolled with the project. The report may be organized in the following manner: By open participants only, by closed participants only or by both open and closed participants By a select satellite site By a select FSW A sample report follows on the next page. Effective 01/02/

70 Note: Projects should be aware that English as a Second Language, WAGES, Literacy class, Obtained citizenship, Homebuyer program/bought home, Obtained driver s license and job training count towards the self-sufficiency outcome. These items are marked with an asterisk (*). Effective 01/02/

71 Participant Family Support Plan (FSP) History The Participant FSP History report provides the project with a list of participants and their Family Support Plan (FSP) history. The report may be organized in the following manner: By open, closed or both open and closed participants By a select satellite site By a select FSW Suggested Uses: To identify participants requiring an FSP update. Participants enrolled more than 90 days should have had at least one FSP completed. Once an initial FSP is completed, an FSP update should be completed within 183 days. A sample report follows on the next page. Effective 01/02/

72 Effective 01/02/

73 Participant Level History The Participant Level History report lists participants and a history of program levels assigned to the participant. The report may be organized in the following manner: By date served (all served, or only those served and still open as of the current date) By a select level, or change from Level I to a less intensive level By a select satellite site By a select FSW Suggested Uses: To review family progress and time spent on each program level To ensure that families spend a minimum of 6 months on Level I before being moved to a less intensive level of service A sample report follows on the next page. Effective 01/02/

74 Effective 01/02/

75 Participant Subsequent Pregnancy The Participant Subsequent Pregnancy report lists all participants served by the project that have had a subsequent pregnancy while enrolled in the project. The report may be organized in the following manner: By open, closed or both open and closed participants By a select satellite site By a select FSW Suggested Uses: To track all participants identified as having a subsequent pregnancy To ensure all subsequent pregnancies have an outcome entered into the HFF Tracking System A sample report follows on the next page. Effective 01/02/

76 Effective 01/02/

77 Participant Medical Provider The Participant Medical Provider report lists participants and their medical provider. The report may be organized in the following manner: By open, closed or both open and closed participants By a select satellite site By a select FSW Suggested Uses: To identify participants without a medical provider listed. Hospital Outpatient is not considered a medical provider. FSWs with participants who use the hospital as their primary care should continue to work with the family to identify an actual medical provider. A sample report follows on the next page. Effective 01/02/

78 Effective 01/02/

79 Management Tools The Management Tools category provides access to reports that are useful in providing supervision to staff and ensuring data accuracy. Effective 01/02/

80 Aggregate Assessment Concerns The Aggregate Assessment Concerns report provides aggregate data on participants assessed and the percentages scored for each HFFAT item. The report may be organized in the following manner: By date served range, DEIP range, or closure date range By open participants only, closed participants only or both open and closed participants By a select closure reason, or by all closure reasons By a select satellite site By a select FAW By zip code Suggested Uses: To review risk factors for the participant population To monitor the prevalence of items scored or not scored by an FAW To view trends in risk factors among participants closing for a particular reason Effective 01/02/

81 Effective 01/02/

82 Aggregate Outcome by Referral Subtype The Aggregate Outcome by Referral Subtype report provides aggregate information on the reported outcome for all referrals, divided by referral subtype. The report may be organized in the following manner: By referral date range By a select satellite site By a select FSW A sample report follows on the next page. Effective 01/02/

83 Effective 01/02/

84 Child List The Child List report lists children served by the project. The report may be organized in the following manner: By target or non-target children By DEIP (children enrolled between the two dates) or CDOB (children born between the two dates) By date range By open only, closed only or both open and closed children By a select satellite site By a select FSW A sample report follows on the next page. Effective 01/02/

85 Effective 01/02/

86 Due Dates The Due Date List report contains all due dates for a specific required tool or outcome. These required tools or outcomes include Immunization and Well-Child Checks, Developmental Screens, ASQ:SE, Initial Family Support Plans, Family Support Plan Updates, Parenting Stress Index, Home Safety Checklist, Healthy Families Parenting Inventory and the Edinburgh Postnatal Depression Scale. The report may be organized in the following manner: By a select fiscal year and quarter By a selected tool or outcome, or for all due dates By a select satellite site By a select FSW Sorted by family ID or by the target child s date of birth Suggested Uses: To create a list of due dates for each FSW To schedule developmental screens. It is imperative to use the due windows in scheduling developmental screens. Not using the due windows can lead to conducting the screen too early or too late A sample report follows. Effective 01/02/

87 Effective 01/02/

88 Family Support Worker (FSW) Caseload Report The FSW Caseload report lists the caseloads and case weights for FSWs. The report may be organized in the following manner: By fiscal year and quarter By a select satellite site By a select FSW Suggested Uses: To determine the capacity of each staff for assignment of new families Formula for determining capacity to enroll new families: 30 (maximum case weight) minus adjusted case weight; divide the result by two and round down to the nearest whole number to determine the number of additional families that can be enrolled for the selected staff, as long as the total number of families would not exceed 25 or 15 families on Level 1 To identify staff temporarily over caseload/case weights capacity To identify staff other than FSWs that are carrying a caseload (i.e. supervisors, child development specialist, etc.) To determine the number of families to whom an FSW is providing Creative Outreach after assessment A sample report follows on the next page. Effective 01/02/

89 Effective 01/02/

90 Home Safety The Home Safety report provides the user with a list of participants and Home Safety Checklist administrations and Home Safety Education Topics completed. The report may be organized in the following manner: By open only, closed only or both open and closed participants By a select satellite site By a select FSW Suggested Uses: To identify families that have not received a required Home Safety Checklist administration or Home Safety Education Topic A sample report follows on the next page. Effective 01/02/

91 Effective 01/02/

92 Home Visits Report The Home Visits report lists the home visit history for participants. It indicates whether each home visit was completed or attempted and the subtype of home visit that was completed or attempted. The report provides a total number of visits for each participant and the participant level. The report may be organized in the following manner: By a select period of time By a select satellite site By a select FSW By visiting hours (indicates those visits made outside standard working hours) Suggested Uses: To review the home visiting services offered to a selected family To review home visits completed and attempted in a given time frame To determine if flexible visiting hours are being offered by the FSW A sample report follows on the next page. Effective 01/02/

93 Effective 01/02/

94 Individual Contacts The Individual Contact report lists participants who have received attempted drop bys, attempted telephone calls, telephone calls or mail. This report may be organized in the following manner: By a select period of time By a select satellite site By a select FSW A sample report follows on the next page. Effective 01/02/

95 Effective 01/02/

96 Individual Family Report The Individual Family Report lists all information contained on a family. To run an Individual Family Report, first select the participant to review. Select the information to include, and press Make Report to generate the report. Effective 01/02/

97 Suggested Uses: To review participant information entered through the HFF Tracking System On the next page, there is an example of an Individual Family Report that includes demographic data on the participants and target and non target children. Effective 01/02/

98 Effective 01/02/

99 Mailing Labels The Mailing Labels report prints a page of mailing labels for primary participants. The report may be organized in the following manner: By open only, closed only or both open and closed participants By a select satellite site By a select FSW Suggested Uses: Sending out a mass mailing to program participants A sample report follows on the next page. Effective 01/02/

100 Effective 01/02/

101 Outcomes Management Report The Outcomes Management Report lists progress towards participant outcomes and process measures for a selected time period. The report may be organized in the following manner: By a select time period By a specified outcome or all outcomes By a select satellite site By a select FSW Selected Uses: To review progress on participant outcomes and process measures for a selected time period To monitor FSW outcome performance for a selected time period To monitor a subcontractor, satellite site or team s outcome performance for a selected time period To list families counted in the numerator and denominator for a specific outcome measure A sample of this report appears on the following page. Projects should consult the Healthy Families Florida Goals, Participant Outcomes and Process Measures Interpretive Guide Manual available in the HFF Resource Library for information on the calculation of individual outcomes and process measures. Effective 01/02/

104 Participant List The Participant List report lists participants served by the project. The report may be organized in the following manner: By open only, closed only or both open and closed participants By a select satellite site By a select FSW Primary or co-participant By DEIP Suggested Uses: To identify participants enrolled during a selected time period To list participants by FSW or by satellite site To list all participants open as of the current date To identify the number of participants on a certain level A sample report follows on the next page. Effective 01/02/

105 The report may be sorted by each column in ascending or descending order by clicking on a column heading. Effective 01/02/

106 Participant Retention The Participant Retention report provides data on participants entering the program during a selected date range and remaining enrolled through a specific period. This report is not a replacement for the Family Retention measure used in the Attachment B reports. The report may be organized in the following manner: By DEIP By retention interval Suggested Uses: To review retention data for participants enrolling during a select period of time To monitor retention of participants A sample report follows on the next page. Effective 01/02/

107 To open a report showing detailed information for participants with a select closure reason, click on the closure reason. For all closure reasons, click on Total. Effective 01/02/

109 Participants with Address and Phone Number The Participants with Address and Phone Number report lists primary participants with their street address, mailing address and telephone numbers. The report may be organized in the following manner: By open only, closed only or both open and closed participants By a select satellite site By a select FSW Suggested Uses: Reviewing and updating participant contact information Sending out mass mailings to program participants A sample report follows on the next page. Effective 01/02/

111 Participants with High EPDS Scores The Participants with high EPDS Scores report lists all participants with EPDS scores 13 or higher. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify participants with high EPDS scores A sample of the report follows on the next page. Effective 01/02/

113 Participants with Low HFPI Scores The Participants with Low HFPI Scores report lists participants with a low score on one or more HFPI domains. The report may be organized in the following manner: By DEIP By status (open only, closed only or open and closed) By a select satellite site By a select FSW Suggested Uses: To identify participants whose HFPI scores are lower than the normal range A sample of this report (in Landscape orientation) appears on the following page. Effective 01/02/

116 Referrals Report The Referrals report lists participants that have received referrals throughout the program, the type of referral made and the outcome of the referral. The report may be organized in the following manner: By a select period of time By referral subtype By referral outcome By a select satellite site By a select FSW Suggested Uses: To identify the referral history for a participant To identify referrals requiring follow-up A sample report follows on the next page. Effective 01/02/

117 The report may be sorted by selecting a sort option from the drop-down menu. Effective 01/02/

118 Service Counts The Service Counts report lists all service types and counts for a specified time period. The report may be organized in the following manner: By date, selecting a period of time for the frequency and type of services provided By a select satellite site By a select FSW Suggested Uses: To identify the frequency and type of services provided to participants over a selected period of time A sample report follows on the next page. Effective 01/02/

120 Staff List The HFF Staff List report lists all staff employed by the project. The report may be organized in the following manner: By open only, closed only or both open and closed staff By date of hire Suggested Uses: To identify all staff employed during the previous fiscal year for use in completing the Annual Service Review To identify all staff currently employed, by setting both options for the date range to the current date A sample report follows on the next page. Effective 01/02/

121 Staff that have additional employment records or held other positions are identified with underlined text. To view additional employment records for a staff person, click on their name. Effective 01/02/

122 Demographics The Demographics category includes reports providing general descriptive information about participants served by the project. These reports may be useful when preparing the Annual Service Review or when presenting descriptive information about participants served. Effective 01/02/

123 Participant Demographic Report (All) The Participant Demographic (All) report provides aggregate data on participants who are currently being served and participants served by the project that are now closed. The report may be organized in the following manner: By primary participants only or co-participants only By a select period of time By participants served during the select date range or by participants with a DEIP within the selected date range By a select satellite site By a select FSW By a select zip code A sample of this report appears on the following page. Effective 01/02/

125 Participant Demographic Report (Closed Cases Only) The Closed Participant Demographic report provides aggregate data on participants served by the project that are now closed. The report may be organized in the following manner: By a select period of time By closure reason By a select satellite site By a select FSW Suggested Use: To aid in the development of retention rate analysis for the Annual Service Review A sample of this report appears on the following page. Effective 01/02/

128 Participant Race/Ethnicity Report (By Race) or The Participant Race/Ethnicity (by Race) report provides a list of participants and their selected race and ethnicity. There are two versions of the Participant Race/Ethnicity Report: one for the race and ethnicity format used prior to July 1, 2010 and one for the race and ethnicity format used after July 1, The report may be organized in the following manner: By a select period of time o The latest possible served date for the Before 7/1/10 report is 6/30/2010. You cannot run the Before 7/1/10 version for any dates on or after 7/1/2010. o The earliest possible served date for the After 7/1/2010 report is 7/01/2010. You cannot run the After 7/1/2010 version for any dates before 7/1/2010. By a select race Effective 01/02/

129 By a select satellite site By a select FSW A sample of each version of this report appears below. Before 7/1/10: After 7/1/2010: Effective 01/02/

130 Child Demographic Report (All) The Child Demographic report provides aggregate data on children who are currently being served and who were served by the project but are no longer open in the program. The report may be organized in the following manner: By a select period of time By target or non-target child status By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

132 Target Child Demographic Report (Closed Cases Only) The Target Child Demographic (Closed Cases Only) report provides aggregate data on target children who were served by the project but are no longer open in the program. The report may be organized in the following manner: By a select period of time By a select satellite site By a select FSW Suggested Uses: To aid in the analysis of retention rates for the Annual Service Review A sample of this report appears on the following page. Effective 01/02/

134 Target Child Race/Ethnicity Report (By Race) or The Target Child Race/Ethnicity (by Race) report provides a list of target children and their selected race and ethnicity. There are two versions of the Target Child Race/Ethnicity Report: one for the race and ethnicity format used prior to July 1, 2010 and one for the race and ethnicity format used after July 1, The report may be organized in the following manner: By a select period of time o The latest possible served date for the Before 7/1/10 report is 6/30/2010. You cannot run the Before 7/1/10 version for any dates on or after 7/1/2010. o The earliest possible served date for the After 7/1/10 report is 7/01/2010. You cannot run the After 7/1/10 version for any dates before 7/1/2010. Effective 01/02/

135 By a select race By a select satellite site By a select FSW A sample of each version of this report appears below. Before 7/1/10: After 7/1/10: Effective 01/02/

136 Assessment Demographics Report The Assessment Demographics by Result report provides aggregate data on assessed individuals gender, race, primary language, age, education, marital status and employment status for individuals assessed on or after July 1, The report may be organized in the following manner: By a select assessment date range By a select assessment result By a select satellite site By a select assessment worker Suggested Uses: To aid in the analysis of program acceptance and assessment result distribution A sample of this report appears on the following page. Effective 01/02/

138 Staff Demographic Report The Staff Demographic report provides aggregate data on staff gender, race, education, age and closure reasons (if applicable). The report may be organized in the following manner: By a select period of time A sample of this report appears on the following page. Effective 01/02/

140 Data Checks The Data Checks category contains reports useful in reviewing data or identifying data entry errors. Effective 01/02/

141 Aggregate % of Families with Select Risk Factors The Aggregate % of Families with Select Risk Factors report lists aggregate information for risk factor identification and details of families with identified risk factors. The report can be organized in the following manner: By date served or DEIP By a select satellite site A sample of this report appears on the following page. Effective 01/02/

143 Child Insurance The Child Insurance report lists enrolled target children and their insurance type. The report can be organized in the following manner: By open only, closed only or open and closed target children By a select satellite site By a select FSW A sample of this report appears below. Effective 01/02/

144 Clinical Positive The Participants with Clinical Positive report lists participants enrolled due to a clinical positive finding. A clinical positive is when a family does not score 13 or higher on the HFF Assessment Tool, but the FAW is aware of information from a professional source, parent or guardian that would have scored the family into the program if the parent had revealed the information. A clinical positive is indicated by adding 2000 to the original assessment score during data entry. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify families enrolled due to a clinical positive A sample of this report appears on the following page. Effective 01/02/

146 Education Levels at Intake/Close The Education Levels at Intake/Closure report lists participants and their indicated education level at intake and closure (if applicable). The report may be organized in the following manner: By participants served during a selected time period By a select satellite site By a select FSW Suggested Uses: To ensure educational progress has been captured and entered correctly To identify erroneous data A sample of this report appears on the following page. Effective 01/02/

148 Kempe Scores The Kempe Scores report lists all participants assessed using the Kempe tool or referred from a Healthy Families site not funded by Healthy Families Florida. A Kempe score or a participant referred from a non-hff funded site is indicated by adding 1000 to the original assessment score during data entry. The report can be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify participants assessed using the Kempe tool To identify families referred from a Healthy Families site in another state or from a non-hff Healthy Families site A sample of this report appears on the following page. Effective 01/02/

150 TANF-WAGES Eligibility The TANF-WAGES Eligibility report lists the date the TANF status form was completed with each participant, whether or not they are eligible for TANF and whether or not they are participating in Work and Gain Economic Self-Sufficiency (WAGES) program. The report may be organized in the following manner: By a select time period Primary or co-participants By open only, closed only or open and closed participants By a select satellite site By a select FSW Suggested Uses: To monitor completion of the TANF status form. All new participants should have the form completed by the fifth home visit and all enrolled participants should have the form completed each July. To determine which families are eligible for TANF, but are not participating in the WAGES program. A sample of this report appears on the following page. Effective 01/02/

152 Target Children with Gestational Age Under 37 The Target Children w/ Gestational Age Under 37 report lists all target children born with a gestational age of fewer than 37 weeks. The report may be organized by: By child date of birth By open only, closed only or both open and closed target children By a select satellite site By a select FSW Suggested Uses: To identify children born pre-term To identify children with adjusted Ages & Stages Questionnaire (ASQ) due dates due to prematurity To identify data entry errors for gestational age A sample of this report appears on the following page. Effective 01/02/

154 Target Children with Low Birth Weight The Target Children with Low Birth Weight report lists all target children with a recorded birth weight of less than 5 pounds 8 ounces. The report may be organized by: By child date of birth By open only, closed only or both open and closed target children By a select satellite site By a select FSW Suggested Uses: To identify children with low birth weight To identify data entry errors for birth weight A sample of this report appears on the following page. Effective 01/02/

156 Target Children Marked as Severely Delayed The Target Children Marked as Severely Delayed report lists all children indicated to be severely delayed. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify children marked as severely delayed To identify children for whom developmental screens are not required because they have been diagnosed with a developmental delay A sample of this report appears on the following page. Effective 01/02/

158 Unusual or High Assessment Scores The Unusual or High Assessment Scores report lists participants and significant others with assessment scores that unusual or high (greater than 75). The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify families that may be extremely high risk To identify data errors on assessment scores A sample of this report appears on the following page. Effective 01/02/

160 Missing Data The Missing Data category contains reports useful for identifying specific types of missing data. Effective 01/02/

161 Children Missing Social Security Number (SSN) The Children Missing SSN report lists all children with a pseudo Social Security number. Legal SSNs for children should be entered into the HFF Tracking System if available. The report may be organized in the following manner: By target children only, non-target children only or both target and non-target children By open children only, closed children only or both open and closed children By a select satellite site By a select FSW Suggested Uses: To identify children whose permanent Social Security number has not been assigned or has not been entered into the HFF Tracking System A sample report follows on the next page. Effective 01/02/

163 Family Missing Data Report The Family Missing Data report provides a list of all program participants in the selected time period that are missing data. The report can be organized in the following manner: By a select period of time By a select satellite site By a select FSW Suggested Uses: To obtain a list of all currently active participants missing data, set both the beginning and end of the served range to the current date. A sample of this report appears on the following page. Effective 01/02/

164 Currently active families are listed in green, and closed families listed in red. If a family is missing data, a note will appear in the corresponding cell. The Total row indicates the total number of families missing data for each category. For more information on a participant and target child, click on the Family ID. For more information on a column heading or label, click on the? link. Effective 01/02/

165 Participants Missing Medical Providers The Participants Missing Medical Providers report lists all primary participants without a medical provider entered or who need a medical provider identified. This report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify participants with no medical provider. All participants should have a primary medical provider identified within six months of enrollment. To identify participants with Hospital Outpatient or Hospital ER listed as a medical provider, since these are not considered medical providers. A sample of this report appears on the following page. Effective 01/02/

167 Participants Missing Employment Status The Participants Missing Employment Status report identifies families missing employment status. This report may be organized in the following manner: By primary participants only, co-participants only, or both primary and co-participants By date served By a select satellite site By a select FSW Suggested Uses: To identify participants missing employment status. Projects are expected to collect employment status at intake and to update employment status as changes occur. A sample of this report appears on the following page. Effective 01/02/

169 Participants Missing Education Level at Intake or at Closure The Participants Missing Education Level at Intake or Closure report lists participants missing education level information at intake or at closure (if applicable). This report may be organized in the following manner: By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

171 Participants Missing TANF Information The Participants Missing TANF Information report lists participants whose TANF data is missing for the time period selected. The report may be organized in the following manner: By participants open from July 1 of a selected fiscal year By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

173 Participants Missing Contact Update Information The Participants Missing Contact Update Information report identifies participants whose contact information has not been verified since July of the selected year. The report may be organized in the following manner: By participants open from July 1 of a selected fiscal year By a select satellite site By a select FSW A sample of this report appears below. Effective 01/02/

174 Participants Missing Family Relations The Participants Missing Family Relations report identifies participants missing Family Relations information between participants and children. The report may be organized in the following manner: By participants served during a selected time period By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

176 Participants Missing HFFAT Information The Participants Missing HFFAT Information report lists all participants missing Healthy Families Florida Assessment Tool (HFFAT) data. The report may be organized in the following manner: By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

178 Participants Missing Insurance Information The Participants Missing Insurance Information report lists all participants missing insurance information. The report may be organized in the following manner: By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

180 Participants Missing Marital Status Information The Participants without Marital Status Information report lists all participants missing marital status data. The report may be organized in the following manner: By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

182 Participants Missing Housing Information The Participants Missing Housing Information report lists all participants missing housing data. The report may be organized in the following manner: By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

184 Participants Missing Disability Information The Participants Missing Disability Information report lists all families missing the number of disabled participants in the household, missing the number of disabled children in the household, or both.. The report may be organized in the following manner: By date served By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

186 Participants Missing Demographic Information The Participants Missing Demographic Information report lists all participants open as of or after July 1, 2010 that are missing demographic (race and origin) information. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify participants missing demographic information. To identify participants open as of July 1, 2010 whose demographic information has not been updated. A sample of this report appears on the following page. Effective 01/02/

188 Target Children without Medical Providers The Target Children without Medical Providers report lists all target children without a medical provider identified. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify target children with no medical provider. All target children should have a primary medical provider identified within six months of enrollment. To identify target children with Hospital Outpatient or Hospital ER listed as a medical provider, since these are not considered medical providers. An FSW that is assigned to families with the hospital as their primary medical provider should continue to work with the family to identify an actual medical provider A sample of this report appears on the following page. Effective 01/02/

190 Target Children without Gestational Age The Target Children Missing Gestational Age report lists all children missing a gestational age at birth. The report may be organized in the following manner: By date served By a select satellite site By a select FSW A sample of this report appears below. Effective 01/02/

191 Target Children Missing Birth Weight The Target Children Missing birth Weight report lists all target children with no birth weight entered. The report may be organized by: By date served By a select satellite site By a select FSW A sample of this report appears on the following page. Effective 01/02/

193 Children Missing Demographic Information The Participants Missing Demographic Information report lists all children open as of or after July 1, 2010 that are missing demographic (race and origin) information. The report may be organized in the following manner: By a select satellite site By a select FSW Suggested Uses: To identify children missing demographic information. A sample of this report appears on the following page. Effective 01/02/