Part C State Annual Performance Report (APR) for FFY 06/SFY 07

Overview of the Annual Performance Report Development:

Since January 2002, Illinois has taken an aggressive approach to the measurement and reporting of the timeliness of eligibility determination, particularly compliance with the 45-day rule. Since that time performance has been reported monthly on the proportion of intake over 45 day, the proportion over 75 days (originally over 90 days until those were effectively eliminated), the proportion of new IFSPs initiated within 45 days and the average number of days between referral and initial IFSP date. Although only a few cases go past 75 days each month we continue to use this measure because we find most of these cases are data entry or system errors. The necessary work has been completed but the system does not reflect that it has. This is an extra check to make sure cases do not slip through the cracks.

Several of these measures are part of the programs performance contracting system for which service coordination agencies can earn incentive funding or for which they can be penalized if they fail to meet minimum standards. Performance has periodically been posted on the program website and is reported regularly to the IICEI, where there were public discussions on how to address remaining problems in meeting the 45-day requirement. The statewide version of the monthly statistical report will soon be posted on the EI website.

This ongoing reporting process forms the basis for most APR report development. In addition, the program now has a reporting element that requires the assignment of the reason a case took more than 45 days to start an IFSP; CFC, family or provider. That later addition has been used to factor out instances where it took more than 45 days to initiate an IFSP due to family reasons. However, the programs ongoing reporting does not make that distinction because experience has demonstrated that making such distinctions has an adverse impact on performance. Therefore, some of the analysis that follows also shows performance including delays for family reasons.

Monitoring Priority: Effective General Supervision Part C / Child Find

Indicator 7: Percent of eligible infants and toddlers with IFSPs for whom an evaluation and assessment and an initial IFSP meeting were conducted within Part C's 45-day timeline.

(20 U.S.C. 1416(a)(3)(B) and 1442)

Measurement:

Percent = [(# of eligible infants and toddlers with IFSPs for whom an evaluation and assessment and an initial IFSP meeting was conducted within Part C's 45-day timeline) divided by the (# of eligible infants and toddlers evaluated and assessed)] times 100.

Account for untimely evaluations.

FFY: 2006 (2006/2007)
Measurable and Rigorous Target: 100% of eligible infants and toddlers with IFSPs will have evaluations and assessments and an initial IFSP meeting within 45 days of referral.

Actual Target Data for FFY 06/SFY 07:

NOTE: Illinois utilizes its Cornerstone data system to measure the time in intake of every child. All of the tables utilized in this indicator reflect 100% of all cases going through the intake process. However, for purposes of identifying non-compliance, and informing service coordination agencies of non-compliance in writing, performance for the month of April is utilized. Also, in the tables below, the first table showing the distribution of reasons for going past 45 days excludes reenrollments. The history tables that follow include reenrollments. That is why the percent within 45 days is slightly higher in the history tables.

During FFY 06/SFY 07 Illinois continued to reduce the number of instances where it takes more than 45 days to initiate an IFSP. For the year, 96.62% (15,851/16,406) of all IFSPs were initiated within 45 days. That is a new record for the state. A total of 399 cases took more than 45 days due to family reasons, accounting for 2.43% of all cases. A total of 90 cases went beyond 45 days for CFC reasons and 66 were due to provider delays. Cases overdue for system reasons accounted for 0.95% of new initial IFSPs during the year. When delays for family reasons are removed from the calculations, 99.03 of initial IFSPs were initiated within 45 days (15,851/16,007).

The program does not exclude family delays from its reporting or its calculations for performance contracting incentives. However, below performance for the year is reported on what is referred to as the federal definition, which allows the exclusion of cases delayed for family reasons.

For the year, all of the three larger geographic groupings (Cook, collar counties and downstate) completed more than 95% of cases within 45 days, even by the state definition. Downstate experienced more problems than the other two areas, which had almost identical performance. Seventeen CFCs completed more than 95% of initial IFSPs within 45 days under the stricter state definition and eight of those exceeded 99% under that definition.

Under the federal definition, excluding family delays from the calculations, all 25 agencies completed more than 95% of initial IFSPs within 45 days. Nineteen completed 99% or more within 45 days, including five that had no cases go past 45 days for a system reason for the entire year.

With such small number, most delays were created by unusual situations in the individual case or short-term problems for an individual Service Coordinator or provider. However, four of the six agencies that experienced more than 1% delays for service reasons had understaffing problems during the year severe enough to result in a funding penalty in at least one quarter: 11 (North Chicago), 16 (Bloomington/Champaign/Danville), 20 (Effingham) and 21 (Metro East). The other two, CFC 3 - (Freeport/Northwest Illinois) and CFC 4 (Kane & Kendall Counties near Chicago) both had above average problems finding enough providers during FFY06/SFY 07. CFC 4 is in a rapidly growing suburban area and CFC 3 has problems in more rural areas that create coordination challenges.

FFY 06/SFY 07 IFSPS Initiated* within 45 Days
Reasons for Delay
Total * Not
Delayed
CFC
Delay
Family
Delay
Provider
Delay
On Time On Time Less
Family Delay
#1 - ROCKFORD 505 497 - 7 1 98.42% 99.80%
#2 - LAKE COUNTY 730 721 6 2 1 98.77% 99.04%
#3 - FREEPORT 329 309 3 10 7 93.92% 96.87%
#4 - KANE-KENDALL 835 764 10 48 13 91.50% 97.08%
#5 - DUPAGE COUNTY 1,152 1,144 3 5 - 99.31% 99.74%
#6 - N. SUBURBS 1,315 1,296 7 7 5 98.56% 99.08%
#7 - W. SUBURBS 906 898 1 5 2 99.12% 99.67%
#8 - S.W. CHICAGO 638 636 - 2 - 99.69% 100.00%
#9 - CENTRAL CHICAGO 954 946 7 1 - 99.16% 99.27%
#10 - S.E. CHICAGO 750 747 1 2 - 99.60% 99.87%
#11 - N. CHICAGO 1,741 1,579 13 135 14 90.70% 98.32%
#12 - S. SUBURBS 927 925 1 - 1 99.78% 99.78%
#13 - MACOMB 372 365 2 5 - 98.12% 99.46%
#14 - PEORIA 545 505 2 35 3 92.66% 99.02%
#15 - JOLIET 1,192 1,166 9 16 1 97.82% 99.15%
#16 - BLOOMINGTON 590 538 10 33 9 91.19% 96.59%
#17 - QUINCY 262 261 1 - - 99.62% 99.62%
#18 - SPRINGFIELD 296 287 1 8 - 96.96% 99.65%
#19 - DECATUR 353 353 - - - 100.00% 100.00%
#20 - EFFINGHAM 377 345 8 22 2 91.51% 97.18%
#21 - METRO E. ST. LOUIS 591 534 4 46 7 90.36% 97.98%
#22 - CENTRALIA 336 334 - 2 - 99.40% 100.00%
#23 - NORRIS CITY 173 171 - 2 - 98.84% 100.00%
#24 - CARBONDALE 134 132 - 2 - 98.51% 100.00%
#25 - MCHENRY 403 398 1 4 - 98.76% 99.75%
Statewide 16,406 15,851 90 399 66 96.62% 99.03%
% of Total 100.0% 96.62% 0.55% 2.43% 0.40% na na
Cook County (6-12) 7,231 7,027 30 152 22 97.18% 99.27%
Collar (2, 4, 5, 15, 25) 4,312 4,193 29 75 15 97.24% 98.96%
Downstate (All Others) 4,863 4,631 31 172 29 95.23% 98.72%

* Table does not include reenrollments. Except for average days to initial IFSP, all other tables includere-enrollments. Most reenrollments take only a few days and almost never more than 45 days.

Illinois has continued to improve its compliance with the 45-day rule. Regular monthly reporting introduced initially in January 2002 and the related introduction of performance contracting effective July 1, 2002 produced a rapid improvement in performance. This was reinforced by the insistence of the program that it would not consider delays for family reason any differently than other delays. Even accounting for delays for family reasons, the proportion of cases started within 45 days sometimes now exceeds 98% in some months. As noted previously, taking family delays out of the equation, 99% of cases were completed within 45 days in FFY 06/SFY 07.

Tabular Representation of Chart: Illinois Early Intervention Program Monthly 45-Day Compliance Does Not Exclude Terminations for Family Reasons
Year January February March April May June July August September October November December
2001 na na na na na na 31.90% 28.30% 25.70% 24.40% 23.80% 24.20%
2002 18.10% 32.50% 33.40% 36.20% 49.10% 52.10% 50.80% 65.30% 74.10% 79.10% 80.00% 82.30%
2003 74.90% 86.30% 86.20% 87.60% 85.70% 88.70% 86.30% 91.00% 89.40% 92.50% 91.50% 89.80%
2004 87.40% 91.30% 92.00% 91.30% 91.20% 91.70% 90.70% 94.60% 94.70% 94.20% 94.20% 93.40%
2005 93.50% 95.80% 96.50% 96.50% 96.60% 96.70% 95.40% 95.40% 96.20% 96.50% 96.90% 96.20%
2006 95.70% 97.70% 96.40% 96.70% 96.70% 96.80% 95.90% 97.50% 98.20% 97.80% 97.00% 96.00%
2007 96.20% 98.10% 97.10% 97.80% 97.10% 97.80% na na na na na na

Immediately after regular monthly reporting was introduced and the outline of performance contracting was introduced, the percentage of IFSPs initiated within 45 days began to improve. However, only 31.3% of IFSPs started within the mandated timeframe in SFY 02 and three CFCs completed less than 20% of IFSPs in time. (NOTE: These statistics include reenrollments and do not exclude delays for family reasons.) There was a dramatic improvement in SFY 03 but more than 20% of IFSPs still took more than 45 days. In SFY 04, the program initiated more than 90% of IFSPs within 45 days for the first time. That was also the first year in which individual CFCs completed 100% of IFSPs within 45 days. In FFY 06/SFY 07 half of CFCs (13) completed more than 99% of IFSPs within 45 days, even when taking family delays into account.

IFSPS Initiated within 45 Days by CFC, Not Excluding Family Reasons
CFC # & Name SFY 02 SFY 03 SFY 04 SFY 05 SFY 06 SFY 07 Rank
#1 - ROCKFORD 34.5% 74.7% 89.5% 95.7% 98.0% 98.5% 16
#2 - LAKE COUNTY 11.9% 72.1% 91.7% 97.7% 99.1% 99.2% 10
#3 - FREEPORT 30.0% 65.9% 85.0% 90.4% 93.5% 95.0% 19
#4 - KANE-KENDALL 20.1% 71.7% 85.1% 93.5% 91.2% 92.4% 23
#5 - DUPAGE COUNTY 33.2% 87.5% 97.2% 99.2% 99.1% 99.6% 7
#6 - N. SUBURBS 17.0% 88.6% 96.2% 97.4% 97.6% 99.1% 12
#7 - W. SUBURBS 41.4% 68.1% 94.4% 97.7% 99.3% 99.4% 9
#8 - S.W. CHICAGO 44.5% 98.7% 100.0% 100.0% 100.0% 99.9% 5
#9 - CENTRAL CHICAGO 42.1% 93.0% 100.0% 99.7% 99.9% 99.7% 6
#10 - S.E. CHICAGO 30.0% 93.5% 98.3% 98.4% 99.1% 100.0% 1
#11 - N. CHICAGO 34.3% 81.2% 90.7% 92.5% 91.3% 91.2% 25
#12 - S. SUBURBS 28.2% 73.7% 89.0% 98.2% 99.8% 99.9% 4
#13 - MACOMB 32.3% 83.0% 89.6% 92.0% 96.3% 98.7% 14
#14 - PEORIA 26.6% 69.9% 77.7% 90.1% 93.9% 94.6% 20
#15 - JOLIET 35.9% 70.2% 76.1% 92.7% 93.4% 98.5% 17
#16 - BLOOMINGTON 19.3% 70.5% 76.4% 76.6% 92.9% 92.7% 22
#17 - QUINCY 31.0% 63.4% 90.8% 93.8% 98.4% 100.0% 1
#18 - SPRINGFIELD 37.3% 77.1% 89.7% 93.2% 95.8% 97.8% 18
#19 - DECATUR 44.3% 93.9% 100.0% 100.0% 100.0% 100.0% 1
#20 - EFFINGHAM 38.1% 90.9% 95.6% 98.0% 97.3% 93.5% 21
#21 - METRO E. ST. LOUIS 33.6% 69.1% 88.6% 91.1% 93.1% 91.7% 24
#22 - CENTRALIA 25.8% 79.3% 93.4% 95.7% 96.7% 99.2% 11
#23 - NORRIS CITY 31.1% 79.6% 86.4% 87.0% 94.1% 99.0% 13
#24 - CARBONDALE 35.0% 70.7% 96.3% 90.4% 97.5% 98.6% 15
#25 - MCHENRY 40.7% 82.0% 92.1% 94.9% 97.5% 99.5% 8
IFSPS Initiated within 45 Days by Region, Not Excluding Family Reasons
CFC # & Name SFY 02 SFY 03 SFY 04 SFY 05 SFY 06 SFY 07
Statewide 31.3% 79.4% 90.9% 95.0% 96.4% 97.2%
Cook County (6-12) 33.0% 84.3% 94.6% 97.0% 97.3% 97.6%
Collar (2, 4, 5, 15, 25) 28.2% 76.2% 88.1% 95.7% 95.9% 97.9%
Downstate (All Others) 31.9% 75.7% 88.2% 91.3% 95.6% 96.2%

The average time it takes to move children from referral to IFSP is not a federal measure. In fact, it is not reported at all and many states probably do not even track it. However, the 45-day principle is based, at least in part, on the same principles that guide Early Intervention in general. The sooner you get to a child the better. So, if 45 days is good then fewer than 45 days would be better. The program also views it as a measure of customer service. Including the average time to IFSP as a performance contracting incentive measure reinforces the importance of the 45-day rule and assures that the process does not uniformly complete eligibility determinations in 40-45 days when they can be finished sooner.

In SFY 02, when reporting and performance contracting were introduced, all 25 CFCs averaged more than 45 days to process IFSPs. The best performer was CFC 19 (Decatur) in 48.94 days. The high was CFC 6 (Northern Cook County) at 87.36 days. The statewide average was 65.3 days. It would have been worse but reforms were introduced in the middle of the year and they had an immediate positive impact. The next year, with performance contracting in place, only one CFC averaged more than 45 days and the statewide average fell to 35.88 days. The average has continued to fall and was 27.7 days for FFY 06/SFY 07, as each individual CFC has found ways to fine tune their systems to improve the eligibility determination process. 

Average Time in Intake by CFC
CFC # & Name FY 02 FY 03 FY 04 FY 05 FY 06 FY 07 Rank 5 Year
Change
#1 - ROCKFORD 65.52 39.27 35.51 32.46 29.59 26.61 10 (38.91)
#2 - LAKE COUNTY 87.30 47.16 33.69 30.82 32.15 30.17 18 (57.13)
#3 - FREEPORT 64.70 43.53 35.71 32.47 32.15 31.90 17 (32.80)
#4 - KANE-KENDALL 78.03 37.66 38.41 32.83 34.96 34.59 24 (43.44)
#5 - DUPAGE COUNTY 76.30 33.32 33.90 33.48 34.45 33.53 23 (42.77)
#6 - N. SUBURBS 87.36 38.41 34.40 30.29 31.38 29.14 16 (58.22)
#7 - W. SUBURBS 53.53 37.84 30.90 26.53 27.99 25.67 6 (27.86)
#8 - S.W. CHICAGO 57.45 28.44 21.11 18.00 17.61 16.89 2 (40.56)
#9 - CENTRAL CHICAGO 59.10 28.11 25.66 26.04 24.17 21.98 4 (37.12)
#10 - S.E. CHICAGO 79.74 20.14 20.65 16.33 16.56 17.12 1 (62.62)
#11 - N. CHICAGO 56.78 35.12 31.60 29.91 31.22 31.40 14 (25.38)
#12 - S. SUBURBS 62.94 35.51 32.15 24.14 21.98 20.95 3 (41.99)
#13 - MACOMB 55.23 35.83 35.91 33.58 29.23 28.53 8 (26.70)
#14 - PEORIA 64.56 44.03 39.91 34.14 30.76 29.45 12 (35.11)
#15 - JOLIET 59.46 39.45 39.81 31.34 33.36 22.68 20 (36.78)
#16 - BLOOMINGTON 64.22 41.69 38.76 37.34 29.34 31.95 9 (32.27)
#17 - QUINCY 55.04 40.80 34.25 32.74 31.14 29.46 13 (25.58)
#18 - SPRINGFIELD 58.41 40.76 38.70 34.45 31.26 30.22 15 (28.19)
#19 - DECATUR 48.94 30.23 30.00 28.21 29.12 26.65 7 (22.29)
#20 - EFFINGHAM 57.51 35.11 32.73 33.04 33.84 33.80 22 (23.71)
#21 - METRO E. ST. LOUIS 52.94 41.70 38.01 36.62 36.21 35.67 25 (17.27)
#22 - CENTRALIA 59.87 37.23 32.45 28.72 26.83 24.72 5 (35.15)
#23 - NORRIS CITY 51.82 38.32 36.91 36.21 33.48 29.68 21 (22.14)
#24 - CARBONDALE 57.43 41.58 35.08 34.82 33.24 32.66 19 (24.77)
#25 - MCHENRY 57.13 39.13 33.63 30.39 30.19 28.86 11 (28.27)
Average Time in Intake by Region
CFC # & Name FY 02 FY 03 FY 04 FY 05 FY 06 FY 07 5 Year
Change
Statewide 65.30 35.88 33.07 29.78 29.54 27.70 (37.60)
Cook County (6-12) 65.49 32.77 29.15 25.58 25.87
Collar (2, 4, 5, 15, 25) 72.31 39.08 36.02 31.96 33.42
Downstate (All Others) 59.20 37.22 34.35 33.73 31.27

Discussion of Improvement Activities Completed and Explanation of Progress or Slippage that occurred for FFY 06/SFY 07:

During FFY 06/SFY 07 Illinois' EI program continued its aggressive approach of treating all instances where it takes more than 45 days to initiate an IFSP the same, even if for family reasons. This creates a heightened sense of the importance of getting families answers on eligibility as quickly as possible in all situations and the need to find ways around problem. Even where family issues present a problem CFCs are encouraged to help families overcome their problems. There also is a protection from closing cases just to avoid going over 45 days due to problems because there also is a performance contracting element based on which CFCs do the best job of limiting terminations from intake due to family reasons. This framework has created a continuous quality improvement environment that encourages all CFCs to find new ways to make the eligibility determination process work better for all families.

Revisions, with Justification, to Proposed Targets / Improvement Activities / Timelines / Resources for FFY 2007-2010/SFY 2008-2011

No changes in targets, improvement activities or timelines are proposed through the remainder of the SPP period.