Collecting Tribal DataWhere do we go from here?

National Resource Center for Child Welfare Data and Technology

MCWIC Tribal GatheringMay 4-6, 2010

Agenda

• Remembering why Data Collection is important

• Brief discussion of AFCARS• Prioritizing data collection needs and selecting

the most realistic method to document data• Discussion of a Tribe’s readiness vs capacity to

collect data, implement a system of documentation and/or select a vendor

2NRC-CWDT

Why is Data Collection Important?• Informs practice--data should reflect

the client’s experiences through contact with the agency.

• Reports to Funders--allows the agency to document actions taken and services provided to children and families.

• Manages Work--ultimately allows the agency to determine the impact/outcome of services to the client.

• Fills in Gaps--permits the agency to proactively plan for the future.

3NRC-CWDT

Why is Data Collection Important?

• We can validate that change is needed in policy and/or practice.

Example: The number of open child abuse/neglect reports is increasing to the point where each worker has 35 open cases.What change is needed?

4NRC-CWDT

To make your case… what data would be needed?

The number of open child abuse/neglect reports is increasing to the point where each worker has 35 open cases.Abuse/neglect reports over a specified period of

time (count)How many workers are getting assigned to those

reports?Average time it takes to close out investigation

(date investigation opens and closes)What is a manageable number of investigations per

month?

5NRC-CWDT

A brief discussion of AFCARS…

6NRC-CWDT

Briefly…what is AFCARS? Adoption and Foster Care Analysis and Reporting

System (AFCARS) Don’t Worry, it isn’t a system, it’s just a report! Requires case-level data on children in foster care,

and children who were placed for adoption and on those who receive adoption assistance.

66 data elements on every child in foster care, and 37 data elements for every child adopted.

Reported two times a year.

A Grouping of Elements

• Possible groups for the foster care elementsDemographics Child/Caretakers (DOB, Gender,

Race)Removal from home information (Date of first and

latest removal, manner of removal)Current Placement information (placement

setting, placement date)Sources of support (foster care, TANF, child

support)

8NRC-CWDT

What data do you needor are you interested in

collecting?

9NRC-CWDT

Your Tribal Data Set:

• Reports to BIA• Notice a particular issue (like domestic

violence) and need data to support other programs or monies• Justification of current staffing/resources

or the need for more• Specific area of data needed (e.g. kinship

care)10NRC-CWDT

Now that you know what data you need/want to collect, what system

could you use to document and collect it?

11NRC-CWDT

What Does “System” Mean?

Definition: A structured method to collect, store,

retrieve, and manage information.

Options to document/collect data

• Forms – allow for information to be collected in a consistent manner

• Spreadsheets – allow for quick tabulations• Tracking system built off a database – both of

the above, plus better search and reporting capabilities

• Case management system – all of the above plus automated tools for assisting with casework

• Linked case management system or “enterprise system” – all of the above plus the ability to integrate data from other divisions or courts

13NRC-CWDT

Options to document/collect data

Points to Consider… Benefits Costs Political Climate Change Management Training Policy Development and Consistent

Application of Policy System of Record Sustainability

Paying attention to change management…what’s important?• Strong team w/ support of top management• Start small.• Internal communication to staff and other stakeholders

critical.• Understand how new systems will affect the end users.• Focus on business process (not the underlying

technology)• Get users involved early in the process.• Train, train, and then retrain.• Be realistic!!!

16NRC-CWDT

Readiness vs. Capacity

17NRC-CWDT

Does Capacity =Readiness?

• To get “ready”, the agency should:Be open to change and willing to question itselfBe able to clearly describe the missionHave key members brought in to the processHave an understanding of how capacity building

will further the missionCommit the necessary time and resourcesBe stable internally. An agency in crisis is generally

not ready.

NO

18NRC-CWDT

Is your Tribe Ready??

• Is there Tribal code that will support adding a system of documentation?

• Is there policy in place?• Does your agency have a practice model

in place?• Do you want to change?

19NRC-CWDT

Does your Tribe have the capacity to implement a new system?

• Appropriate staffing • Other resources that you can pull from if

needed• Monies available to put into a new system

(not just for purchase and implementation but also for maintenance costs)

• Are you ready for change?

20NRC-CWDT

OK? Best

OK?

Readiness and Capacity

READINESS

CAPA

CITY

21NRC-CWDT

NRC-CWDT can help you:Assist in building capacity of a tribal agency

looking to develop a case management systemEnhance the use of a current case management

systemUse data for program improvementAdapt the Reconnect Families database tool to

meet basic data reporting requirementsReview procurement plans for an IT system

22NRC-CWDT

NRC-CWDT can also:

In collaboration with NRCOI, facilitate Tribal/State partnerships

Make presentations tailored towards regional meetings or tribal association meetings about topics to consider when building a data system.

Provide information and networking opportunities at the Children’s Bureau annual data conference

23NRC-CWDT

“If nothing ever changed, there would be no butterflies.” (Author Unknown)

24NRC-CWDT

Contact Information

www.nrccwdt.org Cheryl Montoya

montoya.cheryl@gmail.com 575-649-2295

David Simmons desimmons@nicwa.org 503-222-4044 Ext. 119

25NRC-CWDT

QUESTIONS?