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Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families, and Advance Personal and Family Recovery and Resiliency. Charlie.

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Presentation on theme: "Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families, and Advance Personal and Family Recovery and Resiliency. Charlie."— Presentation transcript:

1 Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families, and Advance Personal and Family Recovery and Resiliency. Charlie Crist, Governor George Sheldon, Secretary ICPC in the Electronic Age N ew Strategies for Changing Times 2009 Meeting for Agencies and Courts American Bar Association Alexandria, Virginia August 3, 2009 H. Stephen Pennypacker, Esq. ICPC Compact Administrator State of Florida

2 2 Now - ICPC Frustrations Length of time to complete homestudies Lack of information on status of homestudy request No uniformity in requirements between states No forum for challenging homestudy denials ICPC is the four letter word of dependency

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6 6 Electronic ICPC Judge Hammond identified the possibility and the need for an electronic system in his report in June, 2008 State of Florida began development of electronic ICPC in spring of 2008 – now complete and operating (except for desired enhancements) Paperless system within the state, one file stored in centralized data base

7 7 The Old Way to Process ICPC Requests

8 8 The Old Way (cont.)

9 9 The New Way

10 10 Electronic Processing in Florida

11 11 Interstate Compact System Database

12 12 Getting in the Web Portal

13 13 The ICS

14 14 Add a pending case

15 15

16 16 ICS Homestudy Page

17 17 Florida ICPC Process Electronic Imaging Project Nearly Complete – How it Works Court enters Order of Compliance requiring ICPC homestudy to be sent Order of Compliance e-mailed to ICPC Central Office in Tallahassee Case opened in electronic system CBC scans and uploads all 100As, transmittal letter, financial/medical plan, social summary of child, other court orders, and documents in support of ICPC request ICPC central office sees pending doc listed by state ICPC central office specialist reviews packet, if complete attached to file and sent out to receiving state

18 18 Uploading a Document

19 19 Uploading (cont.)

20 20 Upload a Document

21 21 Finding a pending document

22 22 Finding a Pending Document

23 23 Transmittal Memo

24 24

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26 26

27 27 Electronic Processing in Florida The New Way - Outgoing Day 1 - Court enters Order of Compliance – attorney for state uploads order to state central office - Central office opens file in Interstate Compact System Desk 1 - Local creates packet and scans, uploads to ICS system, appears as a pending document Desk 2 - Lead agency reviews and uploads to ICS system in Tallahassee (1 – 2 days) Desk 3 – Tallahassee reviews, prints, mails to receiving state (2 – 3 days) Desk 4 – Receiving state reviews, sends to local (2 – 3 days) Desk 5 – Local does homestudy, mails to state capital (14 – 60 days) Desk 6 – state capital reviews, sends to other state capital (2 – 3 days) Desk 7 - state capital receives, scans, uploads into ICS (2 – 3 days), transmittal automatically generated Desk 8 – lead agency sends to local (2 -3 days) Total time (with states that do not process electronically) 26 – 77 days Total time (ideal): for states that also process electronically (Oregon, Texas, Ohio, Vermont, Alaska, Nevada, Oklahoma, Idaho, Washington, D.C. ) can be as little as two weeks – no paper, no mail, no overnight delivery For private adoptions with approved homestudy as part of packet – verbal approval can be given in less than 24 hours

28 28 Automatic E-mails When transmittal saved When homestudy completed date filled in When Order of Compliance rendered date filled in Batch e-mails at night: 25 days from date homestudy sent down to local 55 days from date homestudy sent down to local

29 29

30 30 Same day delivery!

31 31 Same Day Approval! From: Caryl Jefferson To: Stephen Pennypacker Subject: private adoption approval Date: 06/17/2009 03:15 PM FYI, I sent a private adoption request to OR ICPC today @ 1:58 pm and received an email approving placement @ 2:57 pm. I am thinking that is pretty darn good. Caryl Jefferson, Government Consultant 1 Interstate Compact on the Placement of Children Family Safety Program Florida Department of Children & Families (850) 414-7780 SC 994-7780 Office (850) 487-4337 Fax *FL ICPC case assignments are now according to states: Kevin Askew: MT, WY, NE, OH, KS, OK, TX, AR, LA, MS Angie Stackhouse: CA, NV, UT, AZ, CO, NM, AL, HA, VI Caryl Jefferson: WA, OR, ID, ND, SD, MN, WI, MI, IA, IL, IN, MO Sandy Erickson: ME, VT, NH, MA, RI, CT, DE, MD, DC, PA Lena Moye: NY, NJ, AL Laura Kirksey: GA Shirley Hodge: KY, TN, NC, SC, WV, VA

32 32 Money Saved Costs expended not using electronic system Postage Fed Ex, DHL, UPS Paper Envelopes Toner Man (woman) hours copying, stapling, stuffing in envelopes Staples, clips, rubber bands

33 33 First-Class Mail Single-Piece Beginning May 11, the price for a First-Class Mail stamp is 44¢. We introduced the Forever Stamp in 2007 to provide household and small business customers a way to smoothly transition to new prices. The good news is customers can continue to use the Forever Stamps they previously purchased, as they are good indefinitely for the First-Class Mail 1-ounce letter price, no matter how much postage goes up. Other price changes are a 5¢ increase in the first-ounce price for flats and parcels and 1¢ for postcards. Flats are now priced at the value of two stamps: 44¢ + 44¢ = 88¢. The additional-ounce price and nonmachinable surcharge remain at 17¢ and 20¢.

34 34 Postal Costs Currently Incurred State of Florida (incoming and outgoing) Incoming Outgoing 3-17-09 Priority Overnight Fed Ex (2) $ 54.42 Postage mail $ 53.74 (est.) Standard Overnight Fed Ex (3) 68.25 Priority Fed Ex (4) 108.84 UPS Next Day Air ( 2- letter size) 41.10 Postage marked mail 67.31 3-16-09 Priority Overnight Fed Ex (1) 27.21 Postage for mail 65.28 (est.) Postage marked mail 169.63 Priority Fed Ex (5) 136.05 3-17-09 Priority Overnight Fed Ex (3) 81.63 Priority Fed Ex (2) 54.42 UPS Next Day Air 20.55 Postage mail 107.73 (est.) Postage marked mail 15.38 TOTAL (3 days) 545.48 526.06 Average/day 181.82 175.35 x 240 work days ANNUAL $ 43,368.39 $ 42,084.00 CURRENT COMBINED ANNUAL COST OF MAIL $ 88,452.39

35 35 Program benefits Accountability - access to file by court, attorneys, and case managers motivates ICPC central office to keep current, motivates locals to do work timely Transparency - making file available to critical stakeholders illuminates process and identifies current barrier in specific case

36 36 Program benefits Fewer calls from courts asking for update on status of a case – court can be given access to system and look at file before calling Ability to respond quickly to inquiries from other state ICPC offices - file is on your desk at all times

37 37 Looking Ahead

38 38 A National Electronic ICPC Data Base - Imagine All ICPC homestudy request packets, transmittals, etc., sent electronically Central tracking system No lost files Current status of request available without telephone call, e-mail, or subpoena Adoption approvals the same day packet received What else can you think of?

39 39 National Electronic ICPC Web based system behind secure firewall for security SACWIS compatible Read only access for critical stakeholders (ICPC central offices, courts, case managers, Department attorneys, Guardian ad Litem) Centralized data collection

40 40 National Electronic ICPC First design meeting/webinar held last Friday, July 31, 2009 Eleven states participating in work group (including Georgia) First step is to create electronic imaging exchange website – one to two months Add critical date templates, document storage

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43 43 We are all in this together!

44 44 Questions? H. Stephen Pennypacker, Esq. ICPC Compact Administrator President, Association of Administrators of the Interstate Compact on the Placement of Children (850) 922-0743

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