Self Evaluation and Reporting using TDM CA Anne Abramson Center for Social Services Research UC Berkeley Jana Rickerson Technical Assistant (TDM) Annie E. Casey Foundation

What this presentation contains: Self Evaluation within Family to Family Review of TDM CA database Quarterly reports Reporting schedule and procedures References and contact information

Why collect data? Family To Family Principles Strong families lead to good outcomes When children cannot remain at home, placing them in foster care or relative homes helps them achieve permanence Connecting families to neighborhood and community sources of support strengthens them and enhances their ability to care for their children

Distinction Between Process and Outcomes Process examples: Where is the meeting held? Why are we holding the meeting? Outcome examples: What decision was made in the meeting (in or out of home, remain in current placement, return home)? If placement was changed, what was the recommended type of placement?

Facilitators Data Entry Guide Data integrity Need for common language within counties on process and outcomes

TDM CA was developed to assist counties in collecting TDM meeting and child information TDM CA allows counties to create basic reports regarding attendance, meeting participants, children involved, etc. TDM CA data combined with the California Children’s Services Archive (CCSA) will provide counties with outcome data and quarterly report information for self-evaluation

Data Collection via paper forms and TDM CA database The TDM Meeting Form and Child/Youth Form capture basic information about the TDM Forms designed to reduce redundancy with information are available in CWS/CMS Counties can modify forms to suit their needs as long as basic information remains Forms mirror TDM CA database

Data Collection Review VERY important to have Facilitator Data Entry Guide in place Keeping track of customization [if applicable] Consistent use of forms by people involved in TDM project

TDM CA Database

TDM CA Reports

TDM CA Report Types Report parameters allow you to select cases to include/exclude by meeting date, type of meeting, facilitator or location Child List Summary of children involved in TDM meetings with ID and dates of birth Child Summary Provides child level report of case information, facilitator, reason for involvement, and placement decision Meeting Attendance Provides meeting level report of count of attendees by category (birth parent, child, foster parent, SW, etc) and percentage of meetings attended Child Involvement Provides summary counts of meetings, children involved and children per meeting

Report parameters allow you to select cases to include/exclude by meeting date, type of meeting, facilitator or location LocationProvides summary counts of meetings at each location Recommendation Provides summary counts of meetings with each recommendation type TDM CA New Reports

Quarterly Report The quarterly report provides summary information on meeting frequencies, attendance, decisions and outcome information for each meeting type. Much of this information can be pulled from TDM CA. Remaining information will be derived from the California Children's Services Archive (CWS/CMS data).

California Team Decision Making (TDM) Quarterly Report Section I Child Involvement Report

California Team Decision Making (TDM) Quarterly Report Section II Meeting Attendance Report

California Team Decision Making (TDM) Quarterly Report Section II (cont.) Location Report

California Team Decision Making (TDM) Quarterly Report Section III Child Involvement Report

California Team Decision Making (TDM) Quarterly Report Section IV Recommendation Report

Quarterly Report: Regular vs. Detail Quarterly report turned in every quarter using database canned reports and estimates for all county numbers Detail report will be generated semi- annually using canned reports and exporting data to UCB for linkage to CWS/CMS Counties may be able to do detail on own if they have staffing and technical capabilities

TDM CA to CCSA linkage California Children’s Services Archive (CCSA) contains data for all CA counties Linkage allows counties to keep TDM data collection to a minimum, only focusing on items unique to TDM process while still capturing needing information about outcomes

TDM CA Export Tool

TDM CA (MS Access) California Children’s Service Archive (CWS/CMS data) Link using CWS/CMS ID numbers (SAS) Report file: County data, placement data (MS Excel) Quarterly report (MS Word) Export Export file: CWS/CMS IDs, meeting dates (MS Excel) Zipped, password- protected Enter summary data Create Report Enter data CountyUCB Quarterly Report Detail Linkage

Quarterly Reporting Procedures What to submit –Quarterly Report –Export spreadsheet for quarter Submit to and cc:

Quarterly Reporting Timeline First round- Due Nov 15 th 2004 from start of first TDM to Q (Sept 30, 2004) Facilitators Data Entry Guide due December 1, 2004 Real-time begins with Q data due January 15, 2005

Quarterly Reporting Schedule QuarterData TimeframeQuarterly report DUE 2004From start date of 1 st TDM through September 30, 2004 November 15, 2004 Q4October 1, December 31, 2004 January 15, Q1January 1, 2005 – March 31, 2005 April 15, 2005 Q2April 1, 2005 – June 30, 2005 July 15, 2005 Q3July 1, 2005 – September 30, 2005 October 15, 2005 Q4October 1, 2005 – December 31, 2005 January 15, 2006

Team Decision Making (TDM) Database Documentation and TDM CA available at the TDM CA Support Page:

For more information: Technical Issues: Anne Abramson Bill Dawson Program Issues: Jana Rickerson Child Welfare Services (CWS/CMS) Reports TDM CA Support Page