411: Overview of Child Welfare and Fiscal

The Pennsylvania Child Welfare Resource Center 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 2

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Learning Objectives Participants will be able to define the basic purpose and structure of Pennsylvania’s 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 Agency’s relationship and interaction with other systems and agencies. Participants will be able to describe the elements of the Child Welfare Fiscal Cycle. 3

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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? 4

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 5

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Federal Structure Children’s Bureau (CB) Administration for Children and Families (ACF) Department of Health and Human Services (HHS) 6

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 7

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Structure of Child Welfare Federally MandatedState AdministeredCounty Run 8

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center State Structure Governor Office of Medical Assistance Program (OMAP) Department of Public Welfare (DPW) Bureau of Financial Operations (BFO) Office of Children, Youth and Families (OCFY) Youth Development Centers (YDC) County Programs Office of Income Maintenance (OIM) 9

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 10

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center State Child Welfare-Related Legislation, Cont’d 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. 11

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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; 12

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Public Welfare Regulations, Cont’d 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. 13

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center The Casework Process Initial Referral; Investigation; Status Determination; Accepted for Services/Service; Planning, Delivery and Monitoring; and Case Closing/Other “Permanency” Outcomes. 14

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 15

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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). 16

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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 17

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center County Structure County Commissioners *Courts (only oversees CCYA when a court order exists) County Child Welfare Services Agency 18

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Major Service Categories In-Home and Intake Services; Community-Based Placement; Institutional Placement; and Administration. 19

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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 20

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Community-Based Placement: Cost Centers Alternative Treatment; Community-Based Residential Service; Emergency Shelter Care; Foster Family Service; and Supervised Independent Living. 21

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Institutional Placement: Cost Centers Juvenile Detention; Residential Service; Secure Residential Service; and YDC Secure. Administration (no cost centers) 22

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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 23

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center What services are being provided to Kali and her family? 24

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center What are the basic needs of a child? 25

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center How does the county children and youth agency meet the basic needs of a child? 26

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Roles Fiscal Domestic Relations Office Parents Social Security Admini- stration Foster Parents/ Group Home Providers CYS/ Juvenile Probation Office 27

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Invoicing Once invoices are received, the county children and youth agency must process the invoices for payment. The costs are coded into the Agency’s 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. 28

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Invoice Package Click on Spreadsheet Image to Enter Spreadsheet 29

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Child Welfare Fiscal Cycle PlanningContracting Needs Based Budgeting Invoicing Budget Amendments Auditing 30

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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 group’s identification of a concern Agency Report –To identify a specific service need using a local service agency’s report of a recent concern 31

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Child Welfare Services Provided in two different ways: –Directly (by Agency staff); or –Indirectly (by purchasing the services from a provider). 32

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 33 Providers must maintain certain contract information in a central location.

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Needs Based Budgeting Cycle Presentation of PLAN: Resulting projections Addressed outcomes Justifications Projected budget Contracting COMPILE all available information: HZA data packets Actual (or estimated actual) expenses Community response ANALYZE information: Program produced anticipated results? Program addresses current needs? Use analysis to develop PROJECTIONS: Decrease programs without results Increase programs with results New services needed? 34

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Invoice Package, Revisited Click on Spreadsheet Image to Enter Spreadsheet 35

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 36

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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 Fiscal’s adherence to county policies and procedures 37

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Can You Locate and Reference Important Information in the Laws? Federal State County Policies and Procedures 38

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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? 39

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Who Are We? Federally MandatedState AdministeredCounty Run 40

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 41

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Whom Do We Serve? We serve children and their families to ensure their safety, permanency and well- being. 42

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 43

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center 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. 44

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center How Do We Know If We Are Doing It Right? Identify needs; Evaluate services; Plan services; Secure services; Secure funds; and Process services. 45

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Who Can Help Us? Judicial System; Law Enforcement; State Personnel; County Assistance Office; Domestic Relations Office; Social Security Administration; and Other agencies. 46

411: Overview of Child Welfare and Fiscal The Pennsylvania Child Welfare Resource Center Questions and Answers 47