collecting tribal data where do we go from here? national resource center for child welfare data and...
TRANSCRIPT
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Collecting Tribal DataWhere do we go from here?
National Resource Center for Child Welfare Data and Technology
MCWIC Tribal GatheringMay 4-6, 2010
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Agenda
• Remembering why Data Collection is important
• Brief discussion of AFCARS• Prioritizing data collection needs and selecting
the most realistic method to document data• Discussion of a Tribe’s readiness vs capacity to
collect data, implement a system of documentation and/or select a vendor
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Why is Data Collection Important?• Informs practice--data should reflect
the client’s experiences through contact with the agency.
• Reports to Funders--allows the agency to document actions taken and services provided to children and families.
• Manages Work--ultimately allows the agency to determine the impact/outcome of services to the client.
• Fills in Gaps--permits the agency to proactively plan for the future.
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Why is Data Collection Important?
• We can validate that change is needed in policy and/or practice.
Example: The number of open child abuse/neglect reports is increasing to the point where each worker has 35 open cases.What change is needed?
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To make your case… what data would be needed?
The number of open child abuse/neglect reports is increasing to the point where each worker has 35 open cases.Abuse/neglect reports over a specified period of
time (count)How many workers are getting assigned to those
reports?Average time it takes to close out investigation
(date investigation opens and closes)What is a manageable number of investigations per
month?
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A brief discussion of AFCARS…
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Briefly…what is AFCARS? Adoption and Foster Care Analysis and Reporting
System (AFCARS) Don’t Worry, it isn’t a system, it’s just a report! Requires case-level data on children in foster care,
and children who were placed for adoption and on those who receive adoption assistance.
66 data elements on every child in foster care, and 37 data elements for every child adopted.
Reported two times a year.
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A Grouping of Elements
• Possible groups for the foster care elementsDemographics Child/Caretakers (DOB, Gender,
Race)Removal from home information (Date of first and
latest removal, manner of removal)Current Placement information (placement
setting, placement date)Sources of support (foster care, TANF, child
support)
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What data do you needor are you interested in
collecting?
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Your Tribal Data Set:
• Reports to BIA• Notice a particular issue (like domestic
violence) and need data to support other programs or monies• Justification of current staffing/resources
or the need for more• Specific area of data needed (e.g. kinship
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Now that you know what data you need/want to collect, what system
could you use to document and collect it?
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What Does “System” Mean?
Definition: A structured method to collect, store,
retrieve, and manage information.
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Options to document/collect data
• Forms – allow for information to be collected in a consistent manner
• Spreadsheets – allow for quick tabulations• Tracking system built off a database – both of
the above, plus better search and reporting capabilities
• Case management system – all of the above plus automated tools for assisting with casework
• Linked case management system or “enterprise system” – all of the above plus the ability to integrate data from other divisions or courts
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Options to document/collect data
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Points to Consider… Benefits Costs Political Climate Change Management Training Policy Development and Consistent
Application of Policy System of Record Sustainability
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Paying attention to change management…what’s important?• Strong team w/ support of top management• Start small.• Internal communication to staff and other stakeholders
critical.• Understand how new systems will affect the end users.• Focus on business process (not the underlying
technology)• Get users involved early in the process.• Train, train, and then retrain.• Be realistic!!!
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Readiness vs. Capacity
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Does Capacity =Readiness?
• To get “ready”, the agency should:Be open to change and willing to question itselfBe able to clearly describe the missionHave key members brought in to the processHave an understanding of how capacity building
will further the missionCommit the necessary time and resourcesBe stable internally. An agency in crisis is generally
not ready.
NO
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Is your Tribe Ready??
• Is there Tribal code that will support adding a system of documentation?
• Is there policy in place?• Does your agency have a practice model
in place?• Do you want to change?
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Does your Tribe have the capacity to implement a new system?
• Appropriate staffing • Other resources that you can pull from if
needed• Monies available to put into a new system
(not just for purchase and implementation but also for maintenance costs)
• Are you ready for change?
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OK? Best
OK?
Readiness and Capacity
READINESS
CAPA
CITY
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NRC-CWDT can help you:Assist in building capacity of a tribal agency
looking to develop a case management systemEnhance the use of a current case management
systemUse data for program improvementAdapt the Reconnect Families database tool to
meet basic data reporting requirementsReview procurement plans for an IT system
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NRC-CWDT can also:
In collaboration with NRCOI, facilitate Tribal/State partnerships
Make presentations tailored towards regional meetings or tribal association meetings about topics to consider when building a data system.
Provide information and networking opportunities at the Children’s Bureau annual data conference
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“If nothing ever changed, there would be no butterflies.” (Author Unknown)
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Contact Information
www.nrccwdt.org Cheryl Montoya
[email protected] 575-649-2295
David Simmons [email protected] 503-222-4044 Ext. 119
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QUESTIONS?