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Seamless System of Information Sharing

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Title: Seamless System of Information Sharing


1
Seamless System of Information Sharing
  • Safe Childrens Action Group
  • Plenary Session
  • June 26, 2002

2
Preliminary Findings
  • 1. Current data systems that provide information
    needed to make placement decisions are fragmented
    and incomplete.
  • 2. The Department of Juvenile Justice has made
    commendable strides in improving access to and
    quality of needed information through the
    implementation of the Juvenile Tracking System
    however, some data remains in manual files and
    several access issues must be resolved.

3
Preliminary Findings
  • 3. DHR is making progress in integrating its
    information systems and providing online access
    to information.
  • 4.The Georgia Association of Homes and Services
    for Children has developed Referral Central, a
    web-based database of placement options for
    children.

4
Preliminary Findings
  • 5. The information systems share many data
    elements, however, system protocols, definitions,
    identifiers, and other components will need to be
    modified to create a seamless, integrated system
    of information.
  • 6. Juvenile Court Judges and providers are not
    always provided the information they need to make
    appropriate placement decisions.

5
Preliminary Findings
  • 7. Various Judicial processes and statutory
    requirements hinder DFCS' and DJJ's efforts to
    provide needed information for the Courts.
  • 8. Information on current systems is not always
    accurate, current, or complete.
  • 9. The implementation of the planned SACWIS
    project has the potential for improved operations
    and a quality information system.

6
Preliminary Findings
  • 10. Adding a Business Process Re-engineering
    module to the SACWIS has the potential to
    contribute to improved service delivery and case
    tracking.
  • 11. Project management and accountability
    relating to the development of SACWIS need to be
    improved if the system is to gain user support
    and confidence.
  •     

7
Preliminary Findings
  • 12. GTA will need to complete the child welfare
    module of the Heath and Human Services portal
    before Georgia has a seamless, integrated
    information system for children in out-of-home
    placement.

8
Preliminary Recommendations
  • The Department of Juvenile Justice should
    continue its efforts to give all juvenile and
    family courts appropriate access to JTS
    information, including the development of access
    and confidentiality protocols.
  • Resources should be made available to allow DJJ
    to hire data input personnel so that professional
    juvenile justice staff can be relieved from
    clerical duties to perform needed job functions.

9
Preliminary Recommendations
  • 3. Decentralized management strategies have
    helped insure that SACWIS addresses a wide
    variety of information needs. However, the
    Project Director for the SACWIS project should
    have both the clear authority and responsibility
    for ensuring the successful completion of the
    system. That person must be clearly identified
    to all parties involved in the project.
  • 4. DHR should routinely update its web page to
    disclose progress and milestones in SACWIS
    development.

10
Preliminary Recommendations
  • 5. The Georgia Technology Authority should
    continue to work with DHR, DCH, and DJJ to plan
    for a seamless system of inquiry, including the
    development of timelines and milestones for the
    human services module.
  • 6. DHR needs to take steps to ensure that
    problems with inaccurate and incomplete data do
    not carry over to the SACWIS system.

11
Preliminary Recommendations
  • 7. Any systems developed must include such
    management features as
  •   Identifying when more than 30 days has elapsed
    since a caseworker completed an on-site visit for
    children in foster care
  • Identifying when a set interval of time has
    elapsed between the times a child was diagnosed
    as needing medical, mental health, behavioral, or
    dental care and the time the services were
    received. Information on the services received
    should also be included.

12
Preliminary Recommendations
  • Recommendation 7 Continued
  •   A complete case history of placements and
    services received by both the child and the
    childs family.
  •   Protocols to insure that all caseworkers and
    offices use common definitions and practices (for
    example, in determining repeat child abuse while
    a case is still open)
  •   Other reminder and exception flags to
    ensure that referrals are followed through,
    supervisors review workers decisions, and other
    key activities

13
Preliminary Recommendations
  • Recommendation 7 Continued
  •    Information on the progress children are
    making towards desired outcomes.
  •    The ability to track individual children so
    that all services and contacts with the state
    can be identified.
  •    Relational data bases that, for example,
    provide the ability to link family and child
    files
  •    Systems that, to the extent feasible, allow
    workers to record data only once directly onto
    an automated system

14
Preliminary Recommendations
  • Recommendation 7 Continued
  •   Information on eligibility requirements and
    financing of services
  • 8. System alerts that inform users when a child
    has had more than 3 placements.
  • 9. GTA should work with the Georgia Merit System,
    DHR, DJJ, DCH, the Juvenile Court system, and
    providers to develop and provide training on the
    use of SACWIS and the Health and Human Services
    Portal.

15
Preliminary Recommendations
  • 10. Between now and the time SACWIS is
    operational, DHR should continue to link
    information from their various systems and expand
    online accessibility as much as possible. One
    option might be to integrate CPRS, PSDS, and
    IDS-Online.
  • 11. DHR, DJJ, and the Courts should work together
    to identify temporary protocols for accessing
    needed information.

16
Preliminary Recommendations
  • 12. DFCS, DJJ, and the Georgia Association of
    Homes and Services for Children should
    collaborate to build upon Referral Central to
    provide a complete and current online listing of
    placement options.
  • 13. DHR and DJJ should institute procedures to
    ensure that electronic records on all children
    in, or at risk of being in, out-of-home placement
    contain complete information on all prior
    incidents of maltreatment, mental and physical
    health assessments, special needs, and all mental
    and physical health services received and the
    results of those services.

17
Preliminary Recommendations
  • 14. DHR officials may wish to consider either
    adding to SAWCIS or interfacing with SACWIS a
    data base that automatically compares caseworker
    education, training, and service requirements
    with work histories to determine training needs,
    maintains training available to address
    requirements, and schedules time for needed
    training.
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