Texas Child Care
Administrators Conference
FY14 Residential Child Care Contract Changes
Reporting Requirements
Performance Outputs and Outcomes
Baseline Data
Jenny Hinson
Division Administrator for Permanency
Department of Family & Protective Svcs
Jenny.hinson@dfps.state.tx.us
Heather Shiels
Director, Residential Contracts
Department of Family & Protective Svcs
heather.shiels@dfps.state.tx.us
1
Objectives for Presentation
Participants will Understand:
1. Key Legislative and Programmatic Changes to the
FY14 Residential Child Care Contract
2. Performance Management Evaluation Tool
(PMET) and its requirements
3. Review of Performance Measures in the FY14
Residential Child Care Contract
4. Review of Performance Measure Processes and
Results
2
Residential Child Care Contract–
Information and Assistance
 Accessing information about RCC and the Residential
Child Care Contract
http://www.dfps.state.tx.us/PCS/Residential_Contracts/def
ault.asp
 Web site includes:
Contract
and Executive Summary
Residential Contract Manager Contact Information
Applicant’s Guide to Contracting
List of Active Contracts
Helpful Links
Email address for Residential Contracts
Residential_Contracts@dfps.state.tx.us
3
How do we provide input?
 Residential Contracts Email List –
residential_contracts@dfps.state.tx.us
 Committee for Advancing Residential Practices (CARP)
Includes residential providers, associations, and DFPS representatives from
Residential Child Care Licensing, Residential Contracts and Child Protective
Services who meet regularly in an effort to strengthen our partnership, improve
communication and provide a venue for focusing on advancements to residential
practices that support enhanced safety, permanency and well-being for children.
 Safety Forums:
To discuss with residential providers ideas that can improve the safety of
children in foster care.
DATE/TIME
LOCATION
October 24, 2013
10-12
Dallas/Ft. Worth – Resource Connection:
Magnolia Room
November 6, 2013
2-4
Austin – Winter’s Public Hearing Room
November 14, 2013
10-12
El Paso- Juvenile Justice Center
December 6, 2013
10-12
San Antonio – St. PJ’s
December 12, 2013
10:30-12:30
Houston –DePelchin
December 16, 2013
10-12
Lubbock – Broadway Church of Christ
4
Implementing Contract
Requirements
 How does DFPS decide on the changes?
 How do I know what changes have been
made to the Contract for FY14?
 How can I learn why DFPS made these
changes?
The executive overview!
http://www.dfps.state.tx.us/documents/PCS/Res
idential_Contract_Exec_Overview.pdf
5
FY14 Residential Contract
Changes
Part 1
Some Key Programmatic
Changes to the FY14
Residential Child Care Contract
6
Some Key FY14 Contract Changes
 Experiential Learning





Activities
Behavioral Health
Subcontracting
Psychotropic
Medications
Normalcy
Background Checks for
Principals
Discharge of Children
 Medical Consent
 Notifications
 24-Hour Residential Child
Care Rates
 Financial Literacy
Education Program
 Performance Measure
Targets
Review your copy of the Executive Overview and the Residential Child Care
Contract that was handed out to participants and is available at:
http://www.dfps.state.tx.us/PCS/Residential_Contracts/contract_forms.asp
7
Section 9. Basic Living and Social
Skills
The Contractor must ensure for all Children that Caregivers:
A. Teach Basic Living and Social Skills;
B. Maximize opportunities for learning through the use of Experiential C.
D.
E.
F.
Life Skills Activities;
Provide access to Experiential Life Skills Activities provided by community resources;
Promote the ability to appropriately care for themselves and function in the community;
Assist Children ages 14 or older who have a source of income to establish a savings plan and, if available, a savings account to manage independently; and
Assist Children ages 18 up to 22 years of age who have a source of income to obtain a savings or checking account with a Financial Institution (in accordance with Texas Finance Code §201.101).
Made in response to HB 2111 and SB 1589 which expanded
requirements of Experiential Life Skills Activities
8
Section 9. Basic Living and Social
Skills

Experiential Life Skills Activities: Activities which engage the Child
in learning new skills, attitudes, and ways of thinking through hands-on
learning opportunities. Experiential life-skills training is tailored to a
Child's skills and abilities and (must) include, (at a minimum), training
in practical activities that include grocery shopping, meal preparation
and cooking, (nutrition education that promotes healthy food choices,)
using public transportation (when appropriate), performing basic
household tasks, balancing a checkbook, and managing personal
finances (in accordance with the Financial Literacy Educational
Program expectations).
http://www.dfps.state.tx.us/PCS/Residential_Contracts/default.asp

Financial Literacy Education Program: Education, training and
experiential support that includes:
A) Obtaining and interpreting a credit score;
B) Protecting, repairing, and improving a credit score;
C) Avoiding predatory lending practices;
D) Saving money and accomplishing financial goals through prudent financial
management practices;
E) Using basic banking and accounting skills, including balancing a checkbook;
F) Using debit and credit cards responsibly;
G) Understanding a paycheck and items withheld from a paycheck; and
H) Protecting financial credit and identifying information in personal and
professional relationships.
9
Section 12. Behavioral Health
Services
Removed from the Contract:
 A Behavioral Health Provider must be an employee or subcontractor.
 All Behavioral Health Services provided to Children are properly
documented within the Health Passport.
 Ensure that Behavioral Health Providers are providing Behavioral Health
Services that are consistent with the following, where applicable:
(1) The Child’s Plan of Service;
(2) The Contractor’s Service Plan for the Child;
(3) The Permanency Goal for the Child;
(4) The CPS Transition Plan;
(5) The Psychological evaluation and/or psychiatric evaluation; and
(6) Desired outcomes, including, but not limited to improvement in self-regulation and functioning.
 Ensure that Behavioral Health Services provided are properly
documented.
 Have procedures for ensuring Behavioral Health Providers are providing
services in accordance with the above referenced plans.
Added to the Contract:
 Medical Consenters within 3 days of receipt from the Caseworker shares
10
relevant plans and information to therapists.
Section 12. Behavioral Health
Services
Still Required:
 Following Minimum Standards for requirements for therapists.
 Assess the role of the therapist to determine if background checks or
other Minimum Standards requirements apply.
HINT – Do they have regular and frequent contact with children? Is their role
similar to a caregivers?? Are they employed by your agency? Are they working
at your operation??
 The new FBI Check requirements, as per HB427, are required by
Minimum Standards, not the residential contract.
 Ask your licensing representative if you are not sure…
STAR Health Credentialing (Cenpatico):
 Background checks completed as part of the STAR Health credentialing
process do not align with the DFPS 24 month background check
requirements.
STAR Health Credentialing occurs every 3 years, whereas
background checks by DFPS require every 24 months.
11
Section 26. Background History
Checks
 D) Principal must follow the Purchased Client Services Background
Check Policy.

A Principal is defined as any person who has the ability to make unilateral fiscal
decisions on behalf of the Contractor. The following positions are assumed to
have such ability: Executive Director, Chief Executive Officer, Chief Operating
Officer, Comptroller, and Chief Financial Officer.

This policy also applies to situations where a subcontractor performs any portion
of Contractor’s financial or accounting operations. In such situations, Contractor
will require subcontractor’s principals to follow the Purchased Client Services
Background Check Policy and submit them through the DFPS Automated
Background Check System (ABCS).
 How are PCS Checks Different than Minimum Standards Checks??


PCS Checks assess not only abuse, neglect of children but also abuse,
neglect and exploitation of adults.
PCS Checks assesses financial crimes like money laundering and theft.
http://www.dfps.state.tx.us/PCS/About_PCS/Background_Check_Policy.asp.
12
House Bill 915 - Introduction
 Intent with implementation of HB 915 is to strengthen
medical consent practices and the oversight of
psychotropic medications to help ensure that:




Non-pharmacological (non-medication), trauma-informed
interventions are considered and used appropriately;
Psychotropic medications are prescribed appropriately and only
when needed;
Children prescribed psychotropic medications receive appropriate
follow up and oversight; and
Young people transitioning out of foster care have improved ability
to exercise informed consent, understand their own health care
needs, understand how to safely manage any psychotropic
medications prescribed, and know how to access health care
resources.
HB915 workgroup guided DFPS in the implementation of this bill. Stakeholders included
The Supreme Court Commission, judges, advocacy groups, legislative offices, medical
professionals, youth and parent representatives, and residential providers.
13
Section 12. Psychotropic Medications
12. C) Psychotropic Medications:
iii. If a Child is prescribed psychotropic medications the Contractor is
required to ensure that all Foster Parents and employees who serve as
Medical Consenters facilitate an [ATTEND] Office Visit with the
prescribing physician, physician assistant, or advanced practice nurse
in the STAR Health Network at least once every 90 days to allow the
practitioner to:


a. Appropriately monitor the side effects of the drug; and
b. Determine whether the drug is helping the Child achieve the
treatment goals and whether continued use of the drug is appropriate.
iv. The Contractor shall advise Children and Young Adults ages 16 to 22
17of their right to request to become their own Medical Consenter.
v. The Contractor shall ensure, for all Children receiving psychotropic
medication, that the Child:


a. Has been provided appropriate psychosocial therapies, behavior
strategies, and other non-pharmacological interventions; and
b. Has been seen by the prescribing physician, physician assistant, or
advanced practice nurse in the STAR Health Network as described in
Subsection iii above.
Office Visit: Participation in a Child's medical or behavioral health appointment(s) in person or by
14
telemedicine in accordance with HHSC TAC 1, Chapter 354 and Texas Medical Board TAC 22, Chapter
174.
Section 12. Psychotropic Medications
and HB915
 Updated the Psychotropic Medication Parameters
http://www.dfps.state.tx.us/documents/Child_Protection/pdf/TxFosterCa
reParameters-September2013.pdf
 Requires DFPS Psychotropic Medication Training pre-service
and annually for caregivers and medical consenters who
administer psychotropic medications.
 Psychotropic Medication Training will include:



Defining “informed consent” (understanding risk/benefits/options) and “undue
influence” (don’t feel pressured to consent based on anything other than best
interest of the child);
Non-pharmacological (non-medication) interventions that should be considered
along with psychotropic medications; and
Informed consent for each new medication and for changes in the dose.


Education about a youth’s transition plan including provisions to help youth
safely manage medication after exiting foster care.



A signed Psychotropic Medication Treatment Consent form (DFPS Form K-905-4526) will be
required for new psychotropic medications and must be sent to the Caseworker.
Form 2500 (as referenced in Contract Section 29. G) has been revised for this purpose.
Education about psychotropic medications; and
Explanation of the Court Review at each hearing where medical care is
reviewed – will include an update on non-pharmacological interventions and
office visits with the prescribing provider.
15
Section 29 F) Medical Consent
 DFPS Medical Consent training is required for all medical
consenters.
 Form 2085-B, Designation of Medical Consenter will be
provided with the placement paperwork and will designate the
medical consenter and explains their responsibilities.
 DFPS will require that Medical Consenters take the DFPS
Training (to be available around late November) as a preservice and annual requirement.
 Each medical consenter will need to acknowledge in writing (by
completion of the Form 2759) that they:



have received the training;
understand the principles of informed consent for psychotropic medication;
and
understand that non-pharmacological interventions should be considered
and discussed with the prescribing physician, physician assistant, or
advanced practice nurse in the STAR Health Network before consenting to
the use of a psychotropic medication.
 Youth who are 16-17 have a right to request to be their own
Medical Consenter.
16
Section 28. Removal and
Discharge of Children / Form 2109
 28. Removal and Discharge of Children
 Form 2109 “Discharge Notice Form” found at:
http://www.dfps.state.tx.us/PCS/Residential_Contracts/contract_forms.
asp includes:
 Provide explanation of why Contractor is requesting the discharge
notice: ____________________________________________
 Describe attempts made to prevent placement disruption: _______
 Provide recommendations for future placement: (This can include
information regarding the child's triggers, what type of placement
the child requires, what level of supervision, or special services
may be needed): _________________________________
HINT: provide more detail when describing the reasons for discharge
request. “Child’s behaviors are extreme” is not sufficient. Ensure staff
completing the Form 2109 are authorized to provide discharge notice
17
(Section 28 I).
Section 45. Notifications
45. B) In addition to Minimum Standards notifications:
 i. The Contractor shall submit Form 2109 to provide Discharge Notice
by email to the Caseworker, Caseworker’s Chain of Command, and the
State Office Discharge Mailbox at dischargemailbox@dfps.state.tx.us
as required by Section 28 of this Contract as soon as possible upon
deciding to discharge a Child Placed by the Department;
 ii. (Notify the Caseworker, Caseworker's Chain of Command, (and the
State Office Discharge Mailbox at dischargemailbox@dfps.state.tx.us)
within 24 hours after the Contractor determines that a Child placed by
the Department with the Contractor is a danger to self or others and
requires a placement in another setting, or has been incarcerated or
placed in juvenile detention; and
 iii. Notify the Caseworker, Caseworker's Chain of Command, (and the
State Office Discharge Mailbox at dischargemailbox@dfps.state.tx.us)
within 24 hours, when the Contractor knows that a Child placed by the
Department and in the Contractor’s care requires hospitalization.
18
SB 534 and Permanency Planning
Meetings (PPMs)
 PPMs are Service Plan meetings that address permanency.
 They occur when a child has been in DFPS custody for 45 days
and again at 5 months.
 ALL PPMs will discuss ALL permanency goals and options for
each child.
 ALL permanency conferences will utilize a standard form that is
distributed to all participants and parties.
 The 5th month Permanency Conference will:


identify barriers to achieving a timely permanent placement; and
develop strategies / determine actions that will increase the
probability of achieving a timely permanent placement.
 CPS will notify Contractors of PPMs. Contractors should attend
and if not able to attend provide information regarding the child’s
needs and current services, along with any other information that
19
is pertinent to the child’s safety, permanency, or well-being.
SB352 – Visitation Between Parent
and Child
 Senate Bill 352 requires CPS to facilitate visitation between a parent
and a child who has been removed within 3 days of the removal, unless
it is not in the child’s best interest or prohibited by court order.
 The bill also directs a temporary visitation schedule and visitation plan
to be developed and either presented to or filed in the court.




Temporary Visitation Schedule developed in collaboration with the parents and filed at the adversary
hearing.
Visitation Schedule developed with both parents within 30 days of TMC.
Visitation addressed at status and permanency hearings.
Visitation Plan may be modified by court order or agreement between DFPS and parents.
 CPS may contact contractors earlier in the case to help facilitate the
initial visit. Given the trauma of removal, CPS will make the best efforts
to facilitate, and assist in these critical early visits that can help the child
maintain greater stability and remain bonded to his or her parents in a
time that is tumultuous for the child, as well as the child’s family.
 Contractor will assist CPS with required visitation schedule and plan, by
providing transportation and ensuring a child’s availability for and
participation in visitation.
20
Education Related: HB 2619 &
SB1404
 Delegation of Education Decision-Maker:

DFPS will identify an education decision-maker by utilizing Form
2085-E “Designation of Education Decision-Maker”, provide the
decision-maker and the school with a copy of the Form, and file that
information with the court and other required parties. The education
decision-maker may be a foster parent, caregiver, CASA, or other
individual named by DFPS. Federal law and rules continue to
prohibit special education decisions from being made by school or
facility staff.
 Excused Absences – ensuring information is
provided to support excused absence.
 Support to assist with High School Graduation.
Resource Guide for the education of children and youth in foster care.
www.tea.state.tx.us/FosterCareStudentSuccess
21
Education Related: HB 2619 &
SB1404
 Presentation of 2085-FC placement
authorization or court order needed at the
time of school enrollment.
 Every school should have a copy of the
education decision maker form (2085e).
 Each school district has a foster care liaison
to assist with records transfers or school
enrollment issues, should any arise.
Information about liaisons:
http://www.tea.state.tx.us/index4.aspx?id=2147512294&menu_i
d=2147483761
22
PMET Requirements
Part 2
Performance Management
Evaluation Tool (PMET) and its
Requirements
23
What is PMET?
 Performance Management Evaluation Tool
 PMET is a web-based system that allows
providers to enter aggregate performance
measure data at various times throughout the
fiscal year for active client-service contracts.
 FY14 is the third year contractors are
entering data into PMET.
24
Benefits / Limitations of PMET?
Benefits!
 Performance Measure data are easily collected and stored.
 Stored data are easily retrieved for use in reports, contract evaluation,
contract monitoring, and assessment of performance.
 DFPS and the contractor are able to view performance measure data
throughout the fiscal year.
 Data can only be entered and accessed by users who have the proper
permissions.
 Contractors have control over who is able to enter their data into the
system.
Limitations!
 Performance Measure data are aggregates and cannot be
automatically matched to other data elements.
 The system provides limited ability to update the data.
 PMET cannot communicate with other DFPS data systems.
25
How long do Contractors have to
enter data into PMET?
 The contractor has 30 days from the end of the quarter to
enter data: Q1 - Dec 1-30, 2013; Q2 - March 1-30, 2014;
Q3 - June 1-30, 2014; Q4 -Sept 1-30, 2014.
 The system automatically locks data entry for that period:


Once the data have been entered; or
If data have not been entered within 30 days of the end of
the fiscal year.
 Only the DFPS Administrator at
contractperformance@dfps.state.tx.us will have the ability
to delete data for a particular month, as well as the ability
to unlock PMET for data entry or correction.
 If a Contractor has not entered data by the 30-day
deadline, the report will show No Data Reported (NDR).
26
PMET Questions
1.
2.
3.
4.
5.
6.
7.
How many School-Age Children did you have during the performance period who were in Contracted
the care of the Contractor for 30 calendar days or more? during the performance period? (Refer to
Output #2.) ______
How many of the Children reported in question #1 had their Education Portfolios that were up-to-date
within 30 calendar days of all applicable items listed in Section 15. B) i. (Section 13.B)i. for IPTP
contracts) requiring a portfolio change during the performance period? (Refer to Output #2.)____
How many unduplicated Children in the care of the Contractor seven or more days during the
performance period had at least one Family Member, other than a parent or sibling in care, who had
been identified by DFPS as appropriate for contact? This includes Fictive Kin. (Refer to Outcome
#2.)_____
How many of the Children reported in question #3 had at least one Personal Contact during the
performance period with a Family Member, other than a parent or sibling, who had been identified by
DFPS as appropriate for contact? This includes Fictive Kin. (Refer to Outcome #2.) ____
How many unduplicated Children under age 18 and in the care of the Contractor at any time during the
performance period were part of a sibling group? A sibling group only includes siblings in DFPS care.
(Refer to Outcome #3) _____
How many of the Children reported in question #5 had at least monthly contact with each sibling in
care during the performance period as described in the performance measure? That is, there was at
least one Face-to-Face visit if within 100 miles or at least two Telecommunication visits if more than
100 miles away during each month or part of a month they were in care during the performance period.
(Refer to Outcome #3)____
Comment Field: If providing comment, please indicate the question number to which the comment
27
refers. IF ANY OF YOUR NUMERIC RESPONSES ARE "0", YOU WILL NEED TO ENTER
SOMETHING IN THE COMMENT FIELD. (Limit 3,988 characters, including spaces)
FY14 Performance Measures
Part 3
Performance Measures in the
FY14 Residential Child Care
Contract
28
What are the FY14 Performance
Measures?
FY14 Contract Section 35 and Attachment F:
 Safety: Children are, first and foremost, protected from abuse and neglect. Children are safely
maintained in their homes whenever possible and appropriate.

Outcome #1 - Children are Safe in Care.
 Permanency: Children will have permanency and stability in their living situations. Children
will have continuity of family relationships and connections will be preserved.

Output #3 - The Child's placement remains stable. T
Outcome #2 - Children are able to maintain healthy Connections with caring Family Members who
can provide a positive influence in their lives. T
Outcome #3 - Children are able to maintain Connections to siblings.

Output #4 - Children placed with a Child Placing Agency remain in their placements. (CPA only) T

Output #5 - Children placed with a Contractor remain in the their placements.(All Contractors) TCPA


 Well-being: Families will have enhanced capacity to provide for their children's needs. Children
will receive appropriate services to meet their educational, physical and mental health needs.


Output #2 - Each Child’s Education Portfolio is up-to-date.
Outcome #4 - Children benefit from routine recreational activities, including extracurricular activities.
 Systemic factors: (1) statewide information system; (2) case review system; (3) quality
assurance; (4) Staff and provider training; (5) service array; (6) agency responsiveness to the
community; (7) foster and adoptive parent recruitment certification, licensing, and retention.29

Output #1 - The Contractor makes regular updates to the CPS Child Placement Vacancy
Database.
Do all Contractors Report?
 Yes. All residential contractors are
required to report information to PMET on
a quarterly basis.


Child Placing Agencies, General Residential
Operations (including RTCs) and Intensive
Psychiatric Transition Program contractors report
all 3 PMET measures into the system.
Child Specific contractors have a separate set of
questions that apply only to those contracts.
30
Where are PMET FAQs? Help!
On the Help link on the PMET Webpage at:
http://www.dfps.state.tx.us/application/PCSPMET/Help.aspx
You can also find:
 PMET User Guide.
 Residential Child Care Contracts FY13
Performance Measures Questions.
 Residential Child Care Contracts Frequently Asked
Questions.
 DFPS Contact Information.
ContractPerformance@dfps.state.tx.us
31
20. Maintaining Connections &
Outcomes 2 & 3
 Maintain Connections: Make and document good faith efforts
to ensure Children are able to preserve desired and appropriate
Connections to the Child's own cultural identity and community,
including religious/spiritual, Family Members, school, and
organizations through on-site or off-site means, and other
people or groups to which a Child is bonded and which help the
Child maintain Normalcy.
 Normalcy: The ability of individuals and systems removing
unnecessary barriers to allow Children an opportunity to achieve
normal growth and development including but not limited to ageappropriate activities, responsibilities and life skills.
 Outcome #2 and #3 - Children are able to maintain:
 Healthy Connections with caring Family Members who can
provide a positive influence in their lives.
32
 Connections to Siblings.
Section 21. Contact with Siblings
The Contractor shall:
 A) Initiate Personal Contact between a Child and a Child's sibling(s) who is/are
in foster care at least one time per month in a Face-to-Face meeting if siblings
are separated but within 100 miles of each other;
 B) Initiate Personal Contact between a Child and a Child's sibling(s) who is/are
in foster care by initiating twice monthly Telecommunications if separated by
more than 100 miles during which the Child and their siblings discussion and
actions are not directed by the Contractor.
 C) If licensed as a CPA, arrange and facilitate sibling visits when siblings are at
different placements within the same CPA.
 D) Exceptions to A), B), and C) above include the following:



i. Prohibited by court order;
ii. Contrary to the best interest of the Children as reflected in any of the Plans of Service of the Child
or the Child's sibling(s); or
iii. As approved in writing by the Regional Program Director or a mental health professional treating
the Child or any of the Child's siblings.)
Face-to-Face: A meeting held in person as opposed to videoconferencing or any other similar form of technology.
Telecommunications: The transmission, emission, or reception of voice and/or data through any medium by wire, radio, other
electrical electromagnetic or optical means. Telecommunications includes all aspects of transmitting information, such as
telephone, text messaging, videoconferencing, and any type of communication via the internet including Voice Over Internet 33
Protocol (VOIP), e-mail, social networking, instant messaging, and wireless data exchange.
What are the Requirements of Outcome 2?
 Outcome #2 – Children are able to maintain healthy Connections
with caring Family Members who can provide a positive influence in
their lives.




Denominator: Number of unduplicated Children in the
Contractor's care seven or more days who had at least one
Family Member, other than a parent or sibling in care,
identified by DFPS as appropriate for contact.
Numerator: Number of unduplicated Children in the
Contractor's care seven or more days who had at least one
Personal Contact initiated by the Contractor during the
performance period, with a Family Member, other than a
parent or sibling in care, identified by DFPS as appropriate
for contact.
Personal Contact – A meeting, either face-to-face or by telecommunication, during which the parties’
discussion and actions are not directed. This would include email.
Family Member – A relative or fictive kin. For this measure, it does not include parents or siblings in DFPS 34
care.
Questions about Outcome 2
 Q: What is meant by the phrase “initiated
by the Contractor?”

A: You are initiating the contact if you are
organizing it. Even if the DFPS caseworker initially
identified the person and gave you the
information, they are not organizing the contact. In
some cases, DFPS might initiate the first contact
and you might initiate subsequent contacts. Two
or more contractors might initiate the same contact
because each has a sibling from the group.
35
What are the Requirements of Outcome 3?
 Outcome #3 – Children are able to maintain
Connections to siblings.


Denominator = The number of children in conservatorship
any month during the performance period who were part of a
sibling group not placed together. Exceptions to this include
when a sibling contact is prohibited by court order, any Plan
of Service, or documentation of a mental health professional
treating the sibling who should not visit.
Numerator = The number of Children reported in the
denominator who had at least one Face-to-Face contact with
each sibling place within 100 miles, or at least two monthly
Telecommunications contacts with each sibling placed more
than 100 miles away, for each month or portion of a month
during the performance period.
36
How does CPS support Outcome 2
& Outcome #3?
 CPS recognizes that this is a shared
responsibility and is working internally to
reinforce the importance of connections
between children, youth, and relatives.
 Here are just a few steps DFPS is taking to
help:

Enhancing the Placement Summary Form 2279
Implementing Permanency Values Training
Implementation of Permanency Roundtables
11 Permanency Practitioners

“Practice Notes”



What is Form 2279?
Placement Summary Form - 2279
Provides essential information about connections at initial placement,
subsequent moves and at discharge:
Contact with Siblings if Not Placed Together
How are face-to-face contacts facilitated?
Phone contact:
Letter or e-mail:
Parent/Child Visits
Visitation Schedule:
Arrangements:
Other Individuals with whom the Child May Have Contact
Name
Relationship
Telephone
Email Address
Persons the child is allowed to leave placement with:____________________
Persons who are prohibited from having contact with the child:________________________
What is the child's ongoing relationships with immediate and external family members?____________
Questions about Outcome 3
 Q: Are siblings placed in the same foster
home included in Performance Measure
Outcome #3, Children are able to maintain
connections to siblings.

A: Outcome #3 applies to siblings in foster
care but not in the same setting. If they are in
different foster homes under the same CPA
contract, they are not in same setting and
need to visit.
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Questions about Outcome 2 & 3
 Q: Would a sibling who is not in care
count as a Family Member contact?

A: Yes, a Family Member is a Relative or
Fictive Kin. If there are other siblings not part
of the household, they could be identified by or
brought to the attention of DFPS to consider
for approved contacts with the child in care.
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FY14 Performance Measures
Part 4
Review of Performance
Measure Processes and
Results
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How did DFPS Address the Measures?
 If performance resulted in less than the target, a Corrective Action Plan
was required.
 If No Data was Reported (NDR), Contractors were informed to take
immediate action to submit data and a Corrective Action Plan was
required.
 If Inaccurate Data was Reported (IDR), Contractors were expected to
take immediate action to identify reasons for inaccurate data reported
and ensure accurate data submission in future reporting periods.
 FY12, Contract Managers provided technical assistance by reviewing
Contractor's Policies, Procedures or Existing Practices to assess
appropriate methods for collecting, reporting, maintaining and validating
performance measure data during contract monitoring, including:

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Collecting data from all caregivers and/or records,
Reporting within contract timeframes,
Maintaining performance measure documentation,
Testing the validity of performance measures, and
Utilizing measures to improve performance.
 FY13, Contract Managers reviewed policies and procedures and
requested corrective action plans if weaknesses were observed.
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PMET Data Reported FY12-FY13
43
Performance Measure Report
Discrepancies
 Q: What can we do if there is a
discrepancy between a Performance
Measure Report and our records?
A: DFPS records could differ from your records for a
variety of reasons but should match in most cases.
If you find a discrepancy, contact your contract
manager who will work with Contract Performance
staff:


If this is a DFPS error, your contract manager will note
the discrepancy and reason in your contract records.
If this is a PMET data entry error, you will be able to
correct data through the process in the PMET User
Guide referenced previously.
All corrected data will be integrated into the
Performance Measures Year-End Report.
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How Should we Implement these
Measures?
 Promote top leadership support for performance





measurement.
Get management together at the outset and
orient them to the performance measurement
process.
Get staff interest and ongoing commitment.
Share the results of your organizational
performance with both internal and external
stakeholders.
Operationalize performance measure data
collection - clarify who is responsible.
Involve managers and staff in performance
measure results and implications for improvement
Benchmark with others (contractors and / or
national measures).
Leadership is critical in
designing and deploying
effective performance
measurement and
management systems.
Clear, consistent, and
visible involvement by
senior executives and
managers is necessary.
Senior leadership should
be actively involved in
both creation and
implementation.
– National Partnership for
Reinventing Government
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Baseline Data
 Baselines are accrued and later used to set
targets.
 PMET data were not available before FY12,
so DFPS made a decision that targets would
not be set without at least six quarters of
baseline data.
 Baselines are accrued by facility type:

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CPA - Child Placing Agency
GRO - Basic Child Care (child care services)
GRO - Emergency Shelter
GRO - Residential Treatment Center
GRO - Treatment Services for Emotional Disorder
IPTP - Intensive Psychiatric Transition Program
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Outcome #1 Children Safe in Care
Outcome #1 Children are Safe in Care - Statewide Results
Target
CPA
Quarter
GRO GRO GRO Treatment
Basic Child Emergency GRO - RTC Services for
Care
Shelter
Emotional
Disorder
IPTP
FY12
99.7%
99.6%
99.98%
99.6%
99.90%
100.0%
FY13 Q1
99.9%
100.0%
99.94%
99.8%
100.00%
100.0%
FY13 Q2
99.9%
100.0%
100.00%
100.0%
100.00%
100.0%
FY13 Q3
99.9%
100.0%
99.94%
99.8%
100.00%
100.0%
100%
Indicator: Percentage of Children under age 18 in contracted Residential
Child-Care placements and in DFPS Managing Conservatorship who are not
determined to be Designated Victims resulting in a Reason to Believe (RTB)
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disposition Upheld during the performance period.
Output #1 Updates to Child
Vacancy Database
Output #1 Contractor Updates to Child
Vacancy Db - Statewide Results
Target
Quarter
FY12
90% of
business
days
FY13 Q1
FY13 Q2
FY13 Q3
GRO GRO GRO Treatment
CPA
Basic Emergency GRO - RTC Services for
Child Care Shelter
Emotional
Disorder
49.9%
59.9%
61.2%
62.5%
63.1%
63.7%
68.2%
71.8%
50.1%
60.0%
60.8%
61.5%
54.6%
65.8%
66.7%
65.9%
63.5%
72.8%
72.1%
68.6%
Indicator: Percentage of business days that the Contractor updated its
own information in the CPS Child Placement Vacancy Database.
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Output #2 Child Education
Portfolio is Up to Date
Output #2 Child's Education Portfolio is Up-to-Date - Statewide Results
Target
100%
Quarter
CPA
GRO GRO Treatment
GRO - Basic
Emergency GRO - RTC Services for
Child Care
Shelter
Emotional
Disorder
IPTP
FY12
81.0%
82.7%
84.9%
94.3%
93.1%
46.8%
FY13 Q1
82.9%
87.1%
92.7%
94.8%
97.6%
84.8%
FY13 Q2
90.1%
94.4%
87.4%
98.4%
95.1%
96.7%
FY13 Q3
92.5%
99.5%
85.8%
98.5%
98.6%
100.0%
Indicator: Percentage of School-Age Children in the Contractor’s care for
30 calendar days or more whose Education Portfolios are updated within 30
calendar days of all items requiring a portfolio change.
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Output #3 Child’s Placement is
Stabilized
Target
Baseline
(Avg
Length
of Stay
in days)
Quarter
Output #3 Child's Placement Remains Stable - Statewide
Results
GRO GRO Treatment
GRO - Basic
Emergency GRO - RTC Services for
CPA
Child Care
Shelter
Emotional
Disorder
Final FY12
217
240
26
179
136
FY13 Q1
200
325
32
174
177
FY13 Q2
222
226
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153
181
FY13 Q3
188
537*
32
192
328*
FY14 Targets =
at least X days
215
251
30
175
146
* Several children who left had +/- 1,000 days in placement.
Indicator: Average length of stay for Children who left a placement during the
performance period, excluding certain reasons for discharge as described in the
methodology.
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Outcome #2 Connection with
Family Members
Target
Outcome #2 Connection with Family Members - Statewide Results
GRO Treatment
GRO GRO GRO - Basic
Services for
IPTP
CPA
Emergency
RTC
Child Care
Quarter
Emotional
Shelter
Disorder
Baseline FY12
[1 or
FY13 Q1
more
Provider- FY13 Q2
Initiated
Contacts] FY13 Q3
FY14
Targets
80.6%
81.9%
75.4%
91.4%
86.2%
75.4%
84.9%
83.7%
75.9%
87.7%
92.3%
62.5%
82.0%
92.3%
83.5%
70.1%
90.3%
82.4%
89.2%
83.9%
84.7%
73.1%
91.3%
78.6%
82%
84%
77%
88%
88%
74%
Indicator: Percentage of Children in care seven or more days who have at
least one Personal Contact with a Family Member, excluding parents and
siblings in care, identified as appropriate for contact by DFPS.
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Outcome #3 Connection with
Siblings in Care
Target
Outcome #3 Connection with Family Members - Statewide Results
GRO Treatment
GRO GRO GRO - Basic
Services for
IPTP
CPA
Emergency
RTC
Child Care
Quarter
Emotional
Shelter
Disorder
Baseline FY12
-[1 or
FY13 Q1 79.6%
more
Provider- FY13 Q2 82.4%
Initiated
Contacts] FY13 Q3 89.3%
--
--
--
--
--
93.9%
78.7%
64.8%
79.5%
0.0%
89.4%
85.9%
62.7%
87.4%
91.7%
91.4%
88.1%
74.2%
87.8%
57.1%
FY14 is Baseline Year
Indicator: Percentage of Children in care who have at least monthly Personal
Contact (Face-to-Face or Telecommunications, depending on distance) with
each sibling in a different placement.
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Output #5 Discharges Not Initiated
by the Provider
Target
Quarter
FY12
Baseline
FY13 Q1
[Discharges
Not Provider- FY13 Q2
Initiated]
Output #4 Discharges Not Provider-Initiated - Statewide
Results
GRO Treatment
GRO GRO GRO Services for
CPA
Basic Child Emergency
RTC
Emotional
Care
Shelter
Disorder
83.9%
----84.4%
74.7%
79.1%
65.1%
53.2%
84.3%
75.0%
82.9%
69.2%
57.4%
FY13 Q3
82.9%
73.7%
76.7%
70.8%
62.6%
FY14
Target
84%
FY14 is Baseline Year
Indicator: Percentage of discharged Children who do not experience a
discharge initiated by the Contractor, with the exception of specific reasons
determined to be, generally, in the best interest of the Child.
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Output #4 Two or Fewer Placements with
the Contractor -- CPA Only
Output #4 Two or Fewer Placements –
Statewide Results
Target
2 or Fewer
Placements
During CPA
Episode
Quarter
FY12
FY13 Q1
FY13 Q2
FY13 Q3
FY14 Target
CPA
93.6%
93.9%
94.1%
94.4%
94%
Indicator: Percentage of times Children placed with the Contractor experience
two or fewer placements during any unbroken episode of care.
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Wait! I have more questions.
 Use the index card and include your contact
information so we can call or email you with a
response.
 Send your comments, questions or suggestions to
the Contract Performance email box at:
contractperformance@dfps.state.tx.us
 Contact Your Contract Manager or Residential
Contracts Mailbox at:
residential_contracts@dfps.state.tx.us
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Conclusion
 Understand new contract requirements and




performance measures.
Paying attention to additional information and
amendments that will be sent in coming months.
Implement policies, procedures and/or processes to
capture, retain and validate performance measure
data.
Communicate with Contract Performance about
performance measures issues/questions.
Communicate with your contract manager, if you
have questions, other than PMET technical
questions.
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