411: Overview of Child Welfare and Fiscal

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• 411 Overview of Child Welfare andFiscal

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Agenda

• Introductions
• Overview of the Child Welfare System and Laws
• Services to Protect the Safety, Permanency and
  Well-being of Children
• The Fiscal Process
• Child Welfare Fiscal Cycle
• Evaluation and Closing

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Learning Objectives

• Participants will be able to define the basic
  purpose and structure of Pennsylvanias Child
  Welfare Services.
• Participants will be able to identify laws and
  regulations that pertain to their jobs.
• Participants will be able to describe the
  elements of the casework and fiscal process
  including descibing the Child Welfare Agencys
  relationship and interaction with other systems
  and agencies.
• Participants will be able to describe the
  elements of the Child Welfare Fiscal Cycle.

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Questions to Answer

• Who are we?
• Why do we do what we do?
• Whom do we serve?
• Who does what?
• How do we do what we do?
• How do we know if we are doing it right?
• Who can help us?

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What is Child Welfare???
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Federal Structure
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What is ASFA?

• The Adoption and Safe Families Act of 1997
  established the national goals of the Child
  Welfare System as safety, permanency, and
  well-being.

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Structure of Child Welfare
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State Structure
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State Child Welfare-Related Legislation

• CPSL
• Establishes definition for child abuse and
  neglect
• Defines parameters for investigation of child and
  student abuse
• Defines parameters for assessment of children in
  need of general protective services
• Sets requirements for mandated reporting
• Establishes clearance requirements for people who
  work with children and
• Mandates services for the treatment of prevention
  of child abuse and neglect.

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State Child Welfare-Related Legislation, Contd

• The Juvenile Act
• Defines Delinquency and Dependency
• Provides for the powers and duties of Probation
  Officers
• Defines Aggravated Circumstances in accordance
  with the Adoption and Safe Families Act (ASFA)
• Establishes parameters for proceedings concerning
  adjudication and disposition for alleged
  dependent/delinquent children and
• Provides for Permanency Hearings.

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Public Welfare Regulations

• Chapter 3130 Administration of County Children
  and Youth Social Service Programs
• Chapter 3140 Planning and Financial
  Reimbursement Requirements for County Children
  and Youth Social Service Programs
• Chapter 3150 Grants to Counties for New Social
  Services for Children and Youth
• Chapter 3170 Allowable Costs and Procedures for
  County Children and Youth Social Service
  Programs
• Chapter 3350 Adoption Services

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Public Welfare Regulations, Contd

• Chapter 3490 Protective Services
• Chapter 3680 Administration and Operation of a
  Children and Youth Social Service Agency
• Chapter 3700 Foster Family Care Agency
• Chapter 3800 Child Residential and Day Treatment
  Facilities and
• Chapter 20 Licensure or Approval of Facilities
  and Agencies.

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The Casework Process

• Initial Referral
• Investigation
• Status Determination
• Accepted for Services/Service Planning, Delivery
  and Monitoring and
• Case Closing/Other Permanency Outcomes.

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Case Scenario

• County children and youth agency (CCYA) receives
  the referral alleging sexual abuse of Kali.
• CCYA begins to investigate the report of abuse.
• CCYA petitions the court for custody of the
  children as mom is unwilling to comply with the
  safety plan. Custody is granted and the children
  are placed in foster care.
• Caseworker develops Family Service Plan/Child
  Permanency Plan in conjunction with the family.
• CCYA initiates services to the family.

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Social Security Act, Title IV

• Part A Block Grants to States for TANF (Title
  IV-A)
• Part B Child and Family Services (Title IV-B)
• Subpart 1 Child Welfare Services
• Subpart 2 Promoting Safe Stable Families
• Part B Child and Family Services (Title IV-B)
• Part C Repealed
• Part D Child Support Establishment of
  Paternity (Title IV-D)
• Part E Federal Payments for Foster Care
  Adoption Assistance (Title IV-E) and
• Subchapter XX Block Grants to States for Social
  Services (Title XX).

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Public Welfare Regulations

• Chapter 3140 Planning and Financial
  Reimbursement Requirements for County Children
  and Youth Social Service Programs
• Example OCYF Bulletin Act 148 Invoicing
  Procedures for County Child Welfare Services
• Chapter 3170 Allowable Costs and Procedures for
  County Children and Youth Social Service Programs
• Example OCYF Bulletin Out of Home Placement
  Services Contract Documentation
• Chapter 3700 Foster Family Care Agency Chapter

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County Structure
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Major Service Categories

• In-Home and Intake Services
• Community-Based Placement
• Institutional Placement and
• Administration.

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In-Home and Intake Services Cost Centers

• Adoption Service
• Adoption Assistance
• Subsidized Permanent Legal Custodianship
• Counseling and Intervention
• Day Care Service
• Day Treatment Service
• Homemaker/Caretaker Service

• Intake and Referral Service
• Life Skills Education
• Child Protective Service (Child Abuse)
• General Protective Service (General)
• Service Planning
• Juvenile Act Proceedings

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Community-Based Placement Cost Centers

• Alternative Treatment
• Community-Based Residential Service
• Emergency Shelter Care
• Foster Family Service and
• Supervised Independent Living.

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Institutional Placement Cost Centers

• Juvenile Detention
• Residential Service
• Secure Residential Service and
• YDC Secure.
• Administration (no cost centers)

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Revenue Sources

• Program Income (used to offset expenses)
• Title IV-D, Social Security, SSI, VA benefits,
  etc.
• Title IV-E (federal, uncapped)
• TANF (federal, capped)
• Title XX (federal, capped)

• Title IV-B (federal, capped)
• Title XIX (federal)
• Act 148 (state, capped)
• County Share

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• What services are being provided to Kali and her
  family?

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• What are the basic needs of a child?

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• How does the county children and youth agency
  meet the basic needs of a child?

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Roles
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Invoicing

• Once invoices are received, the county children
  and youth agency must process the invoices for
  payment.
• The costs are coded into the Agencys IT system.
  Costs are coded by major category, cost center
  and object of expenditure. Costs must also be
  coded client specifically.
• The accumulation of costs for a report period are
  reported on the Expenditure Report of the Act
  148 Invoice.
• The accumulation of revenues applied to the costs
  on the Expenditure Report are reported on the
  Revenue Report of the Act 148 Invoice.

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Invoice Package
Click on Spreadsheet Image to Enter Spreadsheet
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Child Welfare Fiscal Cycle
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Planning Tools

• Trend Analysis
• To identify a specific service need by
  identifying a trend using analysis of all
  available data from previous periods
• Community Response
• To identify a specific service need from a
  community groups identification of a concern
• Agency Report
• To identify a specific service need using a local
  service agencys report of a recent concern

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Child Welfare Services

• Provided in two different ways
• Directly (by Agency staff) or
• Indirectly (by purchasing the services from a
  provider).

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Contracts Must Include

• Single Audit Reporting Requirements
• Health Insurance Portability and Accountability
  Act (HIPAA) compliance
• State Licensing of Facilities
• Insurance Documentation and
• Maximum Allowable Rate Documentation.

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Needs Based Budgeting Cycle
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Invoice Package, Revisited
Click on Spreadsheet Image to Enter Spreadsheet
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Budget Amendment Requests

• Need submitted when actual expenses exceed
  budgeted amounts by 10 or 10,000 (whichever is
  greater) in any of the four major categories.
• Need submitted when the CCYA wishes to request
  additional fixed assets above the budgeted
  amounts.
• Need submitted when the CCYA wishes to request a
  change to their staff complement.

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Auditing

• Federal Audits
• Auditor General (AG) audits federal revenues,
  expenditures, and reporting
• ACF and OCYF audit federal revenues,
  expenditures, eligibility determinations, and
  reporting
• State Audits
• AG audits State Act 148 as well as Special Grant
  revenues and reports
• County Audits
• Single Auditors audit federal, state, and county
  expenditures and revenues
• County Auditors audit federal, state, and county
  expenditures and revenues as well as Fiscals
  adherence to county policies and procedures

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Can You Locate and Reference Important
Information in the Laws?

• Federal
• State
• County Policies and Procedures

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Questions to Answer

• Who are we?
• Why do we do what we do?
• Whom do we serve?
• Who does what?
• How do we do what we do?
• How do we know if we are doing it right?
• Who can help us?

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Who Are We?
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Why Do We Do What We Do?

• We ensure the safety, permanency and well-being
  of children. Federal and state law mandate that
  we do this.

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Whom Do We Serve?

• We serve children and their families to ensure
  their safety, permanency and well-being.

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Who Does What?

• All CCYA staff work towards
• Protecting and promoting the welfare of all
  children
• Preventing, remedying, or assisting in the
  solution of problems which may result in neglect
  or abuse of children
• Preventing unnecessary separation of children
  from their families
• Restoring back to their families, children that
  have been removed
• Placing children in suitable adoptive homes when
  reunification is not an option and
• Assuring adequate care of children away from
  their homes.

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How Do We Do What We Do?

• Identify needs of children/families
• Plan for services to meet those needs
• Provide services to meet those needs and
• Ensure funding to provide services.

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How Do We Know If We Are Doing It Right?

• Identify needs
• Evaluate services
• Plan services
• Secure services
• Secure funds and
• Process services.

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Who Can Help Us?

• Judicial System
• Law Enforcement
• State Personnel
• County Assistance Office
• Domestic Relations Office
• Social Security Administration and
• Other agencies.

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Questions and Answers