1. Needs-Based Plan and Budget (NBPB)
OVERVIEW

2. Agenda Funding Child Welfare Services Human Services Code (PA Statute)
NBPB Cycle
Partnering the Process
Gathering, Analyzing and Planning
Identifying Program & Resource Needs
How Revenue Allocations are Determined
Child Welfare Grants
Special Grants
FYI
Questions

3. Funding Child Welfare Services
The purpose of Title IV-B is to promote State flexibility in the development and expansion of a coordinated child and family services program that utilizes community-based agencies and ensures all children are raised in safe, loving families, by—
(1) protecting and promoting the welfare of all children;
(2) preventing the neglect, abuse, or exploitation of children;
(3) supporting at-risk families through services which allow children, where appropriate, to remain safely with their families or return to their families in a timely manner;
(4) promoting the safety, permanence, and well-being of children in foster care and adoptive families; and
(5) providing training, professional development and support to ensure a well-qualified child.

4. Funding Child Welfare Services
How do counties pay for the child welfare services they need to provide to children and families?

5. Funding Child Welfare Services
The Needs-Based Plan and Budget (NBPB) process is used to determine the service level of need in each county and develop funding allocations to ensure that the needs of the children and families being served are met.
Act 30 of 1991 created the current funding and budgeting process.

6. Human Services Code

7. Human Services Code
Act 30 amended the Code to require a needs-based budgeting process
Section establishes the needs-based budget timeline
Section requires the release of guidelines and a process for the Department’s review and needs-based budget determinations
Section limits reimbursements to counties to the amount appropriated each fiscal year

8. NBPB Cycle

9. NBPB Cycle (Calendar Year 2018)
February
Tentative
State Budget
( )
March
Counties begin formal planning for next budget
( )
July
Final State Budget
August
Counties submit next years budget
November
State Budget presented to Governor’s Budget Office

10. Partnering the Process

11. Partnering the Process
Commissioners
Needs-Based Plan and Budget
CCYA & JPO
Private Providers
Courts
Families
11/7/2018

12. Partnering the Process
Is there anyone missing?
Schools
Churches
Public
Other Government Agencies
Counties need to engage all stakeholders in the process to achieve a plan that represents the needs of the children and families being served.
11/7/2018

13. Gathering data, Analyzing and Planning

14. Gathering data, Analyzing and Planning
Through agency planning efforts, the program and fiscal staff analyze the data available to them, coupled with input from the community, to identify trends and address service needs. NBPB provides the opportunity to request the resources needed to provide services to children and families.

15. Gathering data, Analyzing and Planning
Summarizing activities in gathering input
Input from contracted service providers
Outcomes
Service Levels
Capacity
Resource Needs
Selection of Data
Process in analysis

16. OCYF Priorities for FY 2019-20
Child and Family Services Review Findings
Identification and expansion of Service Array to address Complex Cases
Least Restrictive Placement Settings for Children and Youth in Out-of-Home Care
Safely Reducing the Number of Children and Youth in Out-of-Home Care
Strengthen Service Delivery to Transitional Age Youth
Providing Quality Services
Taking a Multidisciplinary Approach Against Opioid Abuse
Identifying and Serving Children and Youth Victims of Human Trafficking
Eliminating the Permanency Goal of APPLA
Family First Prevention Services Act
11/7/2018

17. Identifying Program and Resource Needs

18. Identifying Program and Resource Needs
As part of the planning process, OCYF identifies areas which may impact a county’s budget. Counties are not limited to requests related to OCYF identified areas. Examples:
Workforce
Increased Fees for Clearances
Governor Wolf’s proposal to update the Overtime Rule
Transportation
Impacts of new or pending federal legislation (ex: Family First Prevention Services Act)

19. Identifying Program and Resource Needs
Budget forms cover three budget years
Actual Expenditure Year (FY just ended)
Year just completed prior to submission of this NBPB with actual services delivered
Implementation Year (FY just started)
Last Year’s Certified services amended for implementing current service needs
Proposed NBPB Year (upcoming FY)
Projected Service and Financial Need for the year starting the following July 1st from the County’s submission

20. Actual Year YTD FY 2017-18 Expenses
Estimated expenses for remainder of FY
FY County Adjusted Estimated Actuals (BASE)

21. Implementation Year The completed Actual Year or Estimated Actual Year is the base for the county’s requested Implementation Plan
FY Expenses (actuals or estimated actuals)
Expense changes anticipated in FY
FY Implementation Plan

22. NBPB Year The completed Implementation Plan is the base for the county’s final requested NBPB
FY Implementation Plan
Expense changes anticipated in FY FY
Needs Based Plan and Budget

23. Identifying Program and Resource Needs
Service Expenditure Adjustments must contain:
ADJUSTMENT TITLE – Identifying Name
CLASSIFICATION – A, E, F, G, M, N, U
DESCRIPTION OF SERVICE – Briefly describe what is being provided
JUSTIFICATION NARRATIVE – Supportive information and data; details are necessary. Highlight if the need is tied to a mandate or the Demonstration Project. Consistent with the narrative.
ADD’L CHILDREN/UNITS OF SERVICE – Identify how many additional/less children and/or days of care are affected
PROJECTION OF COST – Show your math! ! Must support the justification and narrative and tie to the cost center adjustments
COST CENTER ADJUSTMENTS– Allocation of cost by cost center
Cost Centers are a grouping of like expenditures (see Title 55 PA Code § and )
Must Answer:
WHO, WHAT, WHERE, WHEN, WHY, HOW & HOW MUCH
11/7/2018

24. Identifying Program and Resource Needs
Annualization- request full funding for something that was approved in prior NBPB for a partial year
Expansion of Existing Service/Program – request the additional cost associated with an existing service expanded to a different level
The number of children served, staff, etc. does not change
Fixed Asset - acquisition, amortization, or repair of a fixed asset
IT items should be included in the IT Grant. Expenditure Adjustments for IT items will only be considered in extenuating circumstances
Fixed Assets for new staff delivering a new service would be included as “New Program/Service”
Grant Pick-Up – request costs to support continuation of a program or service that is no longer eligible as a PaPP or that was previously funded by an entity outside of NBPB

25. Identifying Program and Resource Needs
Maintenance of Existing Service - increase/decrease the cost associated with a service, staff, etc.
The number of children served, staff, etc. does not change
One time operating costs or fee increases need removed in the subsequent FY
New Program Service – request funding for a new service (like a new Evidence Based Program) or a service that was previously unfunded
Start-up costs and other one-time costs that are not fixed assets associated with a new program/service should be removed in the subsequent FY
Utilization of Service - increase/decrease the number of units or children receiving the service

26. Identifying Program and Resource Needs
New initiative or service can be requested in the first year for 6 months; up to 10 months with adequate justification
New staff positions can be requested for 8 months in the first year
Vacant staff positions can be requested for 10 months; exceptions possible

27. Identifying Program and Resource Needs
Justification should Answer:
What is the current practice and how will that practice be impacted ?
What additional resources, or shift in resources, will be needed ?
What steps were taken in determining the resource being requested will meet the identified need ?
What data supports the identification of the level of resources needed ?
What structure is needed to support the incorporation of the identified resource into practice ?
11/7/2018

28. Identifying Program and Resource Needs
Budget Variables
Local Politics
Court Decisions
President Judges
New Legislation (State and Federal)
Revenue Stream Reductions
Eligibility Changes
Staffing Issues
11/7/2018

29. How Revenue Allocations are Determined

30. What types of revenue are available?
It depends on the types of services a county provides and, for some revenues, the child’s eligibility.

31. How Revenue Allocations are Determined
In PA, the county child welfare program is supported with a complex mix of federal, state and local funds
Federal funding streams include:
Title IV-E Foster Care (FC)
Title IV-E Adoption Assistance (AA)
Title IV-E Guardianship Assistance Program (GAP); referred to as Subsidized Permanent Legal Custodianship (SPLC)
Title IV-E Child Welfare Demonstration Project (CWDP)
Title IV-E Chafee; referred to as Independent Living (IL)
Temporary Assistance to Needy Families (TANF)
Social Services Block Grant (SSBG); referred to as Title XX
Title IVB part 1
Medical Assistance
11/7/2018

32. How Revenue Allocations are Determined
Title IV-E FC
Helps states pay for eligible children’s allowable costs for licensed/approved foster family homes and child care institutions
Used for administrative costs related to management of the child welfare program and training for staff, foster parents and some private agency staff
State and local funds must be used to meet the federal match requirement
11/7/2018

33. How Revenue Allocations are Determined
Title IV-E AA
Provides ongoing financial assistance to meet the needs of eligible children who are adopted with special needs
Used for administrative costs related to management of adoption assistance program and training for staff and adoptive parents
State and local funds must be used to meet the federal match requirement
11/7/2018

34. How Revenue Allocations are Determined
Title IV-E GAP (SPLC)
Provides ongoing financial assistance to meet the needs of eligible children who enter into subsidized permanent legal custodianship arrangements
Used for administrative costs related to management of the SPLC program and training for staff and permanent legal custodians
State and local funds must be used to meet the federal match requirement
11/7/2018

35. How Revenue Allocations are Determined
Title IV-E CWDP
Flexible funds can be used for any Title IV-E or IVB allowable cost if:
Youth is under the age of 18 (no other eligibility requirements must be met)
All other traditional Title IV-E claims have been supported
All other waiver intervention costs have been supported
State and local funds must be used to meet the federal match requirement
11/7/2018

36. How Revenue Allocations are Determined
Title IV-E Chafee (IL)
Provides assistance to help current and former foster youth achieve self-sufficiency
Federal match requirement met by the state
TANF
Used to support family preservation, reunification, support services and emergency shelter costs for eligible children
No federal match requirement
11/7/2018

37. How Revenue Allocations are Determined
Title IVB Part 1
Grant is allocated based on population funding
Used for prevention and reunification services, excluding investigative services, and non-secure placement settings
Federal match requirement met by the state
Title XX (Social Services Block Grant)
Used for social services that prevent or remedy neglect, abuse or exploitation of children and preserve, rehabilitate or reunite families
No federal match requirement
11/7/2018

38. How Revenue Allocations are Determined
Medical Assistance
Generally used to support staff time spent on allowable activities
State and local funds must be used to meet the federal match requirement
11/7/2018

39. How Revenue Allocations are Determined
Federal Funding recap:
Each of the funding sources have specific requirements concerning the use of funds
Title IV-E and TANF can only be claimed if a child meets eligibility requirements
Title IV-B, Title XX, Title IV-E- Chafee (IL), CWDP & TANF allocations are capped allocations, meaning county claims can’t exceed the allocation
Title IV-E FC, AA, GAP (SPLC) and Medicaid are uncapped allocations
The level of federal financial participation ranges from 50% to 100%
11/7/2018

40. How Revenue Allocations are Determined
Uncapped Revenue (default) Projections
Funding sources for both the Implementation and the NBPB years are based on the revenue to expenditure ratios from the Actual year
These ratios are applied to the appropriate approved Implementation and certified NBPB expenditures
(different funding sources for different type of expenditures)
Each cost center is projected separately
All Title IV-E programs (except for CWDP) are automatically adjusted for the declining Title IV-E population

41. How Revenue Allocations are Determined
Title IV-E Subsidies and Maintenance (including CWDP) are factored by the appropriate year’s federal medical assistance percentage (FMAP) rate. Title IV-E Administrative costs are factored by the federal financial participation (FFP) rate
State Share of YDC is 60% of the net budgeted YDC expenditures
The state share of YDC is NOT capped and is not included in the County’s Act 148 allocation

42. How Revenue Allocations are Determined
State Act 148 is projected for the NBPB year by reducing the projected expenditures by the other revenues and multiplying it by the applicable state participation rate established. The balance is the County’s share of reimbursable expenditures
Allocated to each county based upon need as certified through NBPB
Used to support the delivery of child welfare services to all children and families served by the county agency
State participation rates vary for different services and require a local match
For the County’s Estimated Actual and Implementation Years, State Act 148 is capped at the approved allocations. Amounts exceeding the allocations become county funded
11/7/2018

43. How Revenue Allocations are Determined
Local (County) Match
Matching funds required by various levels of services
As state level of funding increases, the county’s required match also increases
11/7/2018

44. How Revenue Allocations are Determined
11/7/2018

45. How Revenue Allocations are Determined
State Act 148 can only be used once all other appropriate funding sources and client-generated revenues have been exhausted (per § Title 55 PA Code).
State Act 148 reimburses a portion of the remaining costs based on the state participation rates and allowability of the costs.
Final State Act 148 appropriations are determined by legislature, which is proportionately distributed to individual counties. Distributions are based on OCYF’s request to the Governor’s office.
11/7/2018

46. How Revenue Allocations are Determined
A reduction of federal revenue places increasing burdens on the state and county.
A reduction of state revenue places the burden on the county.
Overmatch is excess county revenue that occurs when a county’s Act 148 allocation is exhausted due to expenditures exceeding certified levels or to a loss of other revenue sources.
11/7/2018

47. Child Welfare Grants

48. Child Welfare Grants Needs Based Plan and Budget is not all-inclusive.
Counties can also request incentivized funding through Special Grants (earmarked for specific purposes). Examples include:
Evidence-Based Programs (EBP)
Pennsylvania Promising Practices (PaPP)
Housing Initiative
Alternatives to Truancy Prevention (ATP)
Independent Living Services
Information Technology
Statewide Adoption and Permanency Network
11/7/2018

49. Child Welfare Grants
Special Grants are reimbursed at higher state participation rates but are restrictive to specific types of services. Reimbursement rates range from 60% to 95%.
Evidence-Based Programs 95%
Housing and Independent Living 85%
Pennsylvania Promising Practices and Alternatives to Truancy Prevention 90%
Information Technology 60%
NBPB funding is not as restrictive as Special Grants, but services are generally reimbursed at lower state participation rates. Reimbursement rates range from 50% to 100% based on the service provided (per § of Title 55 PA Code).
11/7/2018

50. Child Welfare Grants – Information Technology
The county can request IT costs for consideration, assuming they align with the goals of the statewide Child Welfare Information System (CWIS) and comply with the federal and state statutes and regulations.
Counties must consider whether the costs meet the federal requirements at 45 CFR 95 Subparts F and G
Any costs that do not meet federal requirements must be separately reported. Example of an ineligible federal cost is new development and contracted costs that have not received prior approval from the Administration for Children and Families (ACF).
11/7/2018

51. Child Welfare Grants – Independent Living Services
The county may submit a request for funding for the provision of IL services for adolescents in substitute care as well as youth who have discharged from foster care up to age 23*.
These services are intended to:
Support the successful transition from youth to adulthood;
Increase employability, high school graduation rates, and enrollment in post-secondary or vocational institutions
Reduce or eliminate the instances of homelessness, poverty, and delinquent or criminal behavior.
A local match of 15% is required for the awarded state funds
11/7/2018

52. Child Welfare Grants – Statewide Adoption & Permanency Network
Counties are expected to provide their permanency services directly or via the SWAN Prime Contract. The permanency services supported under the contract include:
Child Profile
Child Preparation
Child Specific Recruitment
Placement
Finalization
Family Profile
Advocacy for Post-Permanency
Support Group
Respite
SWAN also support the Legal Services Initiative (Paralegals)
11/7/2018

53. Special Grants
90%
10%
11/7/2018

54. Special Grants – Evidence-Based Programs
Evidence-Based Programs use a defined curriculum or set of services, that when implemented with fidelity as a whole, have been validated by some form of scientific evidence.
Must be documented on an EBP registry and determined to meet a specific need identified by the agency.
Examples:
Family Group Decision Making (FGDM)
Multi-Systemic Therapy (MST)
Functional Family Therapy (FFT)
Treatment Foster Care Oregon (TFCO)
Family Development Credentialing (FDC)
High-Fidelity Wrap Around (HFWA)
11/7/2018

55. Special Grants – Pennsylvania Promising Practice
The county may identify one outcome-based dependency and/or delinquency practice/program (for a total of two practices) in its request for special funding consideration. The state encourages outcomes-based services (i.e. ,non-certified evidence-based), and the county must report on each program’s services and outcomes. The information the county submits regarding outcome-based practice/programs must demonstrate a concurrent decrease in out-of-home placement days of care.
The state will fund county-identified PaPPs as special grants for two years. Thereafter, if producing desirous outcomes, the PaPP becomes part of the county’s operating practices and is fiscally represented in the NBPB. If the program is not producing desirous outcomes, the county may choose to end the program or fund it through other resources.
11/7/2018

56. Special Grants – Housing Initiative
Designed to meet the needs for housing resources for dependent and delinquent youth in order to:
prevent children from entering out of home placement;
facilitate the reunification of children with their families; or
facilitate the successful transition of youth aging out, or those who have aged out, of placement to living on their own.
11/7/2018

57. Special Grants – Alternatives to Truancy Prevention
The county may identify practices or program designed to address truancy issues among school-age youth in order to:
reduce the number of students referred for truancy;
increase school attendance among student participants;
improve educational outcomes among student participants who may not have otherwise benefited without the program;
increase appropriate advance to the next higher grade level;
decrease child/caretaker conflict; or
reduce the percentage of children entering out of home care because of truancy.
11/7/2018

58. Revenue Allocations Averages FYs 2014/15-2016/17 Program Income 1.35%
Traditional Title IV-E 9.86%
CWDP Title IV-E 5.17%
TANF %
Title XX .68%
Title IVB %
MA %
Act %
County %
11/7/2018

59. = Program Income + Federal + State + Local
Total Revenues
Total Expenses
= Program Income + Federal + State + Local

60. FYI

61. Tentative Funding Mix for FY 2018-19
Tentative FY County Budget (NBPB and Grants, excluding SWAN)
$2.069 billion total certified expenditures
$ million federal funds (19%)
$1.224 billion state funds (59%)
$423.9 million local funds (21%)
$ million program income (1%)
11/7/2018

62. Any Questions?