Michigan's foster care caseworker caseloads exceed Child Welfare League of America (CWLA) standards1, in some cases reaching 40:1 or more. {source: Childrensrights.org} There are numerous reasons for this, including increased regulation regarding tracking and the current budget crisis. As a result, basic safety, educational, and health care needs of children in DHS custody are not always met, and foster parents are often left without the support they need to care for children. The pitfalls of localized data collection and reporting....
When data is collected by a case worker and entered into a written log (pen and paper)... that information is only as good (and safe) as how it is shared and stored. Collecting that data into a local database or spreadsheet poses some of the same issues. Paper gets lost. Communication between the caseworker in the field and the staff in the office may be interrupted and delays happen.
When it comes to child welfare - fast, timely and accurate data collection is everything and that data needs to be safe and in a sharable format. If the data isn't secure, the welfare of your children can be compromised. If the data isn't sharable... decisions cannot be made in a timely manner - and timing is everything when it comes to your child welfare programs.
Absent of a reliable and effective system for collecting and sharing of data, an agency can't possibly keep up with the amount of new cases that come in on a daily basis. If cases aren't handled properly right from the start - the entire protective services process breaks down and will continue to break down and the children will suffer.
When they're overwhelmed, DHS caseworkers at times cannot visit children in out-of-home care as required by law and DHS policy. {source: Childrensrights.org} And so the bottom line is - if caseworkers aren't getting out because they're overwhelmed up front... we have a slew of potential "horror stories" in the making. Don't let your agency be caught with these "stories."
According to an article featured in the February 12, 2008 issue of Detroit News, because Michigan's child welfare program is currently battling problems, including overloaded case workers, and overcrowded foster homes... it is easy to understand why caseworker caseloads are reaching "explosive" levels.
But, that's only half the story... it's a very high-pressure occupation. And so with turmoil comes turn-over... and that only leads to more backlog.
And the children continue to suffer.
But make no mistake about it - this problem can be fixed.
It begins with a streamlined process to collect and share data....
A secure, online, efficient data collection system should be at the heart of every child welfare system that includes: foster care, kinship care and child protective services. When the information is collected into an online or web-based system from the start a multitude of advantages become apparent to the case worker, manager and the court worker responsible for providing timely and proper care.
First - the data is instantly available across multiple entities, jurisdictions and counties making the information instantly available to any oversight agency as well. Information is available in a timely manner improving the oversight agency's ability to adequately assess the needs of the child . Central registry checks can be made instantly to determine if there were substantiated claims of abuse by parents or caregivers and/or criminal checks.
Second - That information is behind the highest level of security and privacy protocols so the information is always safe. Nothing gets lost or falls "through the cracks". And sensitive information does not fall into the wrong hands.
Third - the information is always available 24 X 7 from ANYWHERE with an Internet connection (so at any given moment - the data can be accessed with a PC or web enabled handheld device). So if a decision needs to be made on the spot... it can be - with a computer/PDA and an Internet connection. Instant notifications can be sent to case workers, managers or court officials when new allegations are made, substantiated or when Central registry records are updated.
Fourth - a streamlined, seamless data entry process can allow the caseworker to stay on top of their workload. Standardized interviewing tools (forms/questions), case notes and/or court reports can be entered/updated on a tablet, laptop or PDA while interviewing the family instead of onto paper then transferring to database later.
Fifth - reports can be re-run as needed to pull in updated information and incidences, as they occur.... saving time, money, energy and resources. Reports can be scheduled to automatically run and be sent to caseworkers, managers or court officials based on specific criteria or events.
Sixth - when data is available, sharable, secure and actionable - at all times... decisions can be made "on the fly" which is critical to child welfare.
Seventh - when a caseworker can work more efficiently and expertly... their ability to be proactive improves. "Proactive" care is the only way to go.
Eight - as more caseworkers experience a more "manageable" workload, there is less turmoil and fewer turnovers.
Nine - with an efficient web-based case management system... children, parents and foster parents benefit.
Ten - data can be used to improve foster parent recruiting, training and retention practices; identify training needs for staff; identify quality assurance areas; trends in population and demographics; federal reporting and for case load staffing adjustments
CONCLUSION - Effective communication of information is vital to the success of any information reporting system. When that system involves the management and monitoring of children under the protection of the State, and private provider agencies... it becomes that much more critical that the information collected is accurate, secure and available at a moment's notice.
In most instances, it is the deciding factor that determines whether a case worker can quickly identify a problem and respond in a pro-active and not reactive manner... and how a child is treated and in some instances..."rescued".
In other, more serious instances... it can be a matter of life and death.
Global Vision Technologies Michigan Child Welfare "web-based" system has been "pre-loaded" with all of the essential case management forms recognized and used in Michigan. That means that almost every legal paper-based form required by the state has been painstakingly re-created in a secure, electronic format allowing caseworkers to enter their cases in a simple, point and click effort.
And that's just the tip of the iceberg. A web-based system pre-loaded with critical forms, instantly accessible, already programmed to follow the proper workflow and business rules... just makes the life of a caseworker... BETTER.
But taking a closer look - it's important to note that forms are updated regularly as state laws and federal regulations change... so there is nothing to monitor from your side. GVT keeps up with changes to their forms and provides each child welfare agency with the updates, instantly as they occur.
When it comes to how you take care of kids under your supervision... doesn't it make sense to look at all the options to improve your processes? A unique and powerful web-based child welfare case management system is waiting to see how it can help you and your organization.
Bibliography: 1CWLA has published its Standards of Excellence. The CWLA standards are a series of publications intendended to describe good child welfare policies for each of the various child welfare processes (e.g., agency administration, child protective services, foster care, and kinship care.) The Counsel on Accrediation (COA) accredits public and private agencies that provide mental health and child welfare services. They publish a set of standards specifically for public child welfare agencies. For a child welfare agency to become accredited, it must comply with these standards. CWLA describes its standards as being standards of "excellence" and that very few public child welfare agencies seek accreditation, with few exceptions, the standards describe reasonable practice.
Council on Accrediation (2006) Eighth Edition Child Welfare Accrediation Standards, New York.
Child Welfare League of America (2000), Standards of Excellence for Kindship Care Services, Washington D.C. Child Welfare League of America (1999), Standards of Excellence for Abuses or Neglected Children and Their Families, Washington D.C. Child Welfare League of America (1995), Standards of Excellence for Family Foster Care Services, Washington D.C.
http://www.prevent-abuse-now.com/stats.htm#Links
" Admin. for Children & Families, U.S. Dpt. of Health & Human Services " America's Children: Key National Indicators of Well-Being presents twenty-five indicators that reflect critical aspects of children's lives including economic security, health, behavior and social environment, and education. " Bureau of Justice Statistics, within the U.S. Department of Justice, collects, analyzes, and disseminates statistical information on crime victims, criminal offenders, and the justice system. " ChildStats.gov, Forum on Child and Family Statistics " Child Welfare Information Gateway (formerly National Clearinghouse on Child Abuse & Neglect) " Child Welfare League of America (CWLA) operates the National Data Analysis System (NDAS). The NDAS provides access to all states' child abuse and neglect data for the most recent years available. Users can customize tables and graphs by state and data year. " FEDSTATS.com links to statistical information for public use, produced by more than 70 Federal Government agencies. " KIDS COUNT Data Book, funded by the Annie E. Casey Foundation, provides annual state and national data on the educational, social, economic, and physical well-being of children. " National Center for Health Statistics, U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, serves as the Nation's principal health statistics agency. " National Data Archive on Child Abuse and Neglect (NDACAN) at Cornell University (Ithaca) is a service of the Children's Bureau, U.S. Department of Health and Human Services; NDACAN acquires and disseminates datasets relevant to the study of child abuse and neglect for use in secondary analysis. " Office for Victims of Crimes has a collection of research and statistics about victims of crime, provided by several agencies within the Office of Justice Programs, including the Bureau of Justice Statistics (BJS), the National Institute of Justice (NIJ), the Office of Juvenile Justice and Delinquency Prevention (OJJDP), and other federal sources. " The National Center on Child Abuse Prevention Research was established to increase the nation's understanding of the complex causes of child maltreatment, to evaluate the effectiveness of prevention programs and to disseminate this information. The Research Center has made significant contributions to the expansion of knowledge of child abuse prevention. " Healthy Families America was launched in 1992 by Prevent Child Abuse America (formerly known as the National Committee to Prevent Child Abuse) in partnership with Ronald McDonald House Charities and was designed to promote positive parenting, enhance child health and development and prevent child abuse and neglect. " Trends in the Well-Being of America's Children and Youth is the fifth edition of an annual report from the U.S. Department of Health and Human Services (HHS) on trends in the well-being of the nation's children and youth. The report presents the most recent and reliable estimates on more than 80 indicators of well-being.