Summary

The following are definitions of each of the items found on the monthly Early Intervention Statistical Report used to summarize recent and historical performance statewide and for each Child and Family Connections (CFC) agency. This report is used as a tool for the Early Intervention (EI) Bureau and CFC's to help improve services to children and families. Caseload and performance data in this report are also used to determine quarterly service coordination grants to CFC, including incentive payments and penalties, if any are assessed, in accordance with the performance contracting system.

The descriptions of each measure are individual to that particular set of information. However, there are some general conventions you may have questions about as follows:

  • This Report means that data for either the total or the average for the most recently completed month, which is noted at the top of the page, ex. End of February.
  • Last Report reflects the total or the average for the previous month. This is intended to help show movement in the most recent month.
  • FY XX Average takes all of the data for the year and divides it by the number of months. For instance, the number of referrals through December is divided by six and totals for past year are divided by 12.
  • End of FY XX tells you what the situation was on June 30 of a particular fiscal year. This is used when a point-in-time comparison is more meaningful than an average for the year.
  • Recent measures performance for the most recent 6 months, unless otherwise specified, regardless of fiscal years, ending with "This Report". In each case the method used to calculate the monthly measure is used. Six-month measures are particularly important because that is the basis on which most incentive funding and penalties are determined. Although extra checks are always done before final determination of incentive funding and penalties are made, CFCs can assume the will receive incentive funding if they rank in the top 12 of an item on the reports they receive for the following months: March, June, September and December.
  • Funded relates only to caseload ratio measures. Prior to FY 03, there was a different funded caseload ratio for each CFC. Since FY 03 all CFCs have been funded at the rate of 43:1, except for CFC 24, which was grandfathered in at 39.4:1.
  • Change compares the two most recently completed year averages.
  • Rank indicates where each CFC falls in comparison to their peers. Since there are 25 CFC's the scores range from 1 to 25. A score of 1 is an indication that the CFC has the best performance in that area. A score of 25 is an indication of the lowest score. Although, some measures should not be viewed as performance related. Rather they provide CFC's with a comparison of their situation to their peers on measures that the Bureau sees as mostly out of their control, such as the proportion of their caseload on Medicaid. This is provided to help CFC's understand their caseloads but the NP. Where there is no ranking at all it is an indication that the Bureau does not think a ranking will be of any help to a CFC in its management.

Definitions

Measure 1. Number of Referrals

The count of all new referrals received during the month, even if they have already been closed. Reopened cases are counted again. Transfer cases are not counted.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 2. New Initial IFSP's

The count of all new, initial IFSP's with recorded dates during the reporting month or period. The Bureau waits until the ninth of the month to count cases, to minimize the possibility that late entries will be missed.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 3. # Cases in Intake

All cases that have intake starting dates prior to the end of the reporting month which are still open on the last day of the month and for which there is no record of an initial IFSP as of the last day of the month.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 4. Active IFSP's

The count of all children who have had an IFSP opened and the case remains open on the last day of the reporting month. Children are counted even if there are no service authorizations recorded in Cornerstone. While the number of active IFSPs is not a direct performance measure, caseload size is used as the base number to calculate many performance measures. It also is the number used to calculate each CFCs base grant level, by far the largest amount of funds received by CFCs.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 5. All Active Cases

All cases in intake plus all active IFSP's, #3 plus #4. This is the measure of the total number of children with whom a CFC is currently involved.

(Source: Calculate but also on the EI - Monthly Enrollment Report/HSPR1072)

Measure 6. New IFSP's to Referrals Ratio

Divides the new initial IFSP's, #2, by the number of referrals, #1. This can be seen as the chances that any given referral will eventually be found eligible and receive ongoing services through an IFSP. It helps in projecting the caseload for the next few months, identifies regional differences, and, in combination with a review of reasons for terminations from intake, it helps assess customer service to families.

(Source: Calculated)

Measure 7. Intake % of Active Cases

Divides the number of cases in intake, #3, by all active cases, #4. This helps assess how well a CFC is helping families through the system. A low percent is considered better and is an indication of good work with families and the minimization of system delays. Although, seasonal and local factors can create high and low rates of referral which impact this measure.

(Source: Calculated)

Measure 8. Staffing Levels - Actual

PENALTY

This is the count of the number of full-time equivalent (FTE) staff onboard and carrying cases as of the end of the reporting period. This is based on reports submitted by CFCs each month but those reports are primarily based on coordinators with cases who are enrolled in Cornerstone on the last day of the month.

(Source: CFC self-reported from HSPR0792)

Measure 8.b Staffing Level - Funded

The number of positions based on the 43:1 ratio on a six-month average caseload that ends a quarter (three months) prior to the funded quarter.

Measure 8.c Vacancy Rate

Formula calculated as the (Actual - Funded)/Funded. Agencies funded for at least 14 funded coordinators cannot have an average vacancy rate for a quarter of greater than 15%. If they do they will be penalized the amount of funding they were paid to fill the vacant positions in excess of the 15% limit. Agencies with fewer than 14 funded coordinators cannot average a vacancy rate of greater than 20%.

Measure 9. Caseload (All Active Cases)

Divides the total number of all active cases, #5, by the number of staff onboard. As noted, CFC's are funded base on the number of IFSP's, not based on "all active cases". While cases in intake do constitute significant, important work, including cases in intake in the funding formula would create a disincentive for CFC's to work though problems and get families through the system quickly.

(Source: Calculated)

Measure 9a Average Caseload (Active IFSP's)

Divides the number of active IFSP's, #4, by the number of staff onboard, #8. CFC's are funded based on active IFSPs.

(Source: Calculated)

Measure 9b Average Funded Ratio

Since funding is based on actual caseloads in a prior period, the actual average caseloads differ. The funded ratio divides the number of open IFSPs at the end of the month by the number of funded slots. This shows what the workload would be if the agency were fully staffed.

(Source: Calculated) The gap between the average caseload and the funded ratio is the net result of vacancies.

Measure 10. No longer in use

Measure 11. % Intake Past 45 Days

PENALTY

Divides the number of cases that are open in intake status at the end of a reporting period that have been in intake more than 45 days by the total number of cases in intake at the same point. Even though the penalty level has been reduced to a six-month average of just 5%, it has been several years since a CFC has been penalized.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 12. % Intake Past 75/90 Days

Same as #11 above but for a longer period. Initially, the measure was 90-days and there was a floor over which a penalty would have been applied but CFCs almost completely eliminated instances of cases going past 90 days. In fact, many cases going past 90-days were often data issues. Effective with the August 2003 report this was changed to report cases over 75-days so that CFCs can find them sooner. The Bureau has provided a retrospective list cases that were still open in intake on the 9th. As of May 2007 the Bureau has been able to provide a prospective list of cases that will be over 45-days if action is not taken before the close of business on the last day of the month.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 13. Unassigned Cases

No longer in the monthly report. Instead, a grid of case numbers is sent to each CFC. Research has started to look into the nature of these cases. For most CFCs there are only one or two cases at any time. One theory is that a large percentage of these cases are transfers.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 14. Participation Rate (Active IFSP's)

INCENTIVE

This is intended to be the percentage of children between birth and their third birthday who currently participate in the EI program. We simply divide the number of active IFSP's, #4, by the number of births within the CFC boundaries for the most recent three-year period available from the Department of Public Health. This is a measure on which Illinois is ranked against other states by OSEP. It is not appropriate to count the children in intake because about half of those will not be found eligible and thus will never receive ongoing services. The state must set participation rate goals in its State Performance Plan and must report on progress in its Annual Performance Reports. Cases in intake are never included in any OSEP count.

(Source: Calculated with Illinois Department of Public Health birth data and EI - Monthly Enrollment Report/HSPR1072)

Measure 15. % With Medicaid

Divides the number of children with active IFSP's who have Medicaid numbers recorded in Cornerstone by the total number of children with active IFSP's at the end of a given reporting period.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 16. % With Fees

Divides the number of children with active IFSP's who have fee requirements recorded in the system by the total number of children with active IFSP's at the end of a given reporting period.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 17. % With Insurance

Divides the number of children with active IFSP's who have insurance recorded in the system by the total number of children with active IFSP's at the end of a given reporting period.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 18. % IFSP's Terminations at 3 Without Special Ed. Determination or a Referral

INCENTIVE

Divides the number of closures at age 3 for whom special ed. eligibility is not determined or who do not receive a referral if they are found ineligible and compares that to all children leaving at age 3, all terminations from IFSP for reasons16 (auto termination), 37 and 39 divided by the sum of reasons 16, 36, 37, 38 and 39. This measure is related to federal reports submitted each year. Cases are compared and rated in a similar way. The state is required by federal law to assure that all children in the program are made known to special education and that all have a transition conference.

(Source: Access query Cornerstone at the end of the month)

Measure 19. Average Age in Days of Active IFSP's

Averages the age of children, in days, with an active IFSP as of the end of the reporting period. The program goal is to reach children sooner. So, it is considered better to have a lower average age.

(Source: Access query Cornerstone at the end of the report period)

Measure 20. % Cases Over 30 Months of Age

Divides the number of children with active IFSPs who are at least 30-months old by the total number of IFSPs at the end of a reporting period. The intent is to help CFCs track the number of kids who should be in the transition process. It also is intended to help CFCs project the size of their caseload in the next six months, since every child in this count will age-out of the program within six months.

(Source: EI - Monthly Enrollment Report/HSPR1072)

Measure 21. Termination from Intake for Family Reasons

INCENTIVE

Divides the terminations from intake for family reasons (voluntary, 13, and failure to cooperate, 40) by the total number of terminations from intake for a reporting period, less moves and terminations that constitute data corrections. Almost all terminations from intake are for family reasons or are due to ineligibility. Lower percentages are considered a sign of good customer service.

(Source: Access query Cornerstone at the end of the report period)

Measure 22. Termination from IFSP for Family Reasons

INCENTIVE

Divides the terminations from an active IFSP for family reasons (voluntary, 13, and failure to cooperate, 40) by the total number of terminations from an active IFSP for a reporting period. This measure is indirectly related to federal performance monitoring. Lower percentages are considered a sign of good customer service.

(Source: Access query Cornerstone at the end of the report period)

Measure 23. Average Days from Intake to Initial IFSP

INCENTIVE

Measures the average number of days between the beginning intake date and the new initial IFSP during a period. This measure is related to the 45-day requirement and recognizes that if 45-days is good, taking even less time is better.

(Source: Access query Cornerstone at the end of the report period)

Measure 24. % Initial IFSP Within 45-Days

INCENTIVE

Counts the number of new initial IFSPs started within the reporting period that were completed within 45-days of the beginning intake date and divides by all new initial IFSPs for the period. Federal rules require that every IFSP be started within 45-days of referral. The state must report on cases that are not completed within 45-days and explain how it will minimize cases that take longer in its Annual Performance Reports.

(Source: EI - Monthly Enrollment Report/HSPR1072 )

Measure 25. Average Age at Initial IFSP

INCENTIVE, PENALTY

Counts the days between a participant's birth and their new initial IFSP date and provides an average for all new initial IFSP's for a reporting period. This measure is indirectly related to federal focused monitoring. The focused monitoring measure relates to the participation rate of children under age 1. However, the basic principle of the program is to reach children as early as possible, regardless of their age.

(Source: Access query Cornerstone at the end of the report period)

Measure 26. % Initial IFSP's Under Age 1

Divides the number of children whose initial IFSP comes on or before their first birthday by the total number of new initial IFSP's for a reporting period. This measure is indirectly related to federal focused monitoring. While this measure is similar to the average age at intake good performance on one does not guarantee good performance on the other.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 27. % Occurrences in Natural Settings

INCENTIVE, PENALTY

Federal focused monitoring measures the state's performance in delivering services in natural settings by counting each child on with an active IFSP based on whichever setting they receive the most service in. For instance, if the state paid for 60 hours of service in the home and 40 hours in a rehabilitation facility, the child will be counted as being served primarily in the home. State and federal rules state that all services must be delivered in natural settings, meaning the home or off-site community settings, unless it is in the best interest of the child to deliver service in a non-natural setting. This measure duplicates that measure on a monthly basis. Children who do not have any services from an IFSP authorized in Cornerstone when the report is run cannot be factored into these calculations. The state must set goals for improving the proportion of children served predominately in natural settings in its State Performance Plan and must report on progress in the Annual Performance Report.

(Source: CBO MGR93)

Measure 28. % Race & Ethnicity Data Missing, Unknown or Other

Measure no longer used because the level of problem data had been reduced to a reasonable level and the options for reporting in Cornerstone were changed to allow for recording multiple races.

Measure 29. % Cases Under Age 1 & Under 1 Participation Rate

Calculates the percentage of cases under age 1 by dividing the number of children with IFSPs who are under age 1 on the last day of a report period by the total number of children with IFSPs. the Under 1 Participate Rate, #30, is used as an incentive because it mirrors how the state is compared to other states but it is somewhat dependent on the overall participation rate. This measure lets CFCs know how it does in reaching the youngest children, even if their overall participation rate is lower.

(Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)

Measure 30. % Cases Under Age 1 & Under 1 Participation Rate

INCENTIVE

The under age1 participation rate divides the number of active IFSPs under 1 by the number of births in the most recent year for which we have data from the Department of Public Health. The under age 1 participation rate is the federal monitoring measure that is reported on annually and the state has goals to increase it in its State Performance Plan.

(Source: IDPH birth data & HSPR1072)

Measure 31. % Transition Meetings Completed

INCENTIVE

Compares the number of cases that exit within six-months of age three who have documentation that a transition meeting was held to all program exits within six-month of turning age three. Federal rules require that all children who exit who are potentially eligible for special education must have a transition meeting completed. The state must report on its performance on this and several other transition measures each year in its Annual Performance Report. It must explain how it will address any failures to hold meetings with action steps in its State Performance Plan. This measure is intended to mirror what the state must report on.

(Source: Access query Cornerstone at the end of the report period)

Measure 32. % Service Delays

Measures the unduplicated number of kids with IFSPs for which there is a service delay divided by all open IFSPs at the end of a period. For this purpose, delays include any of the following: 1) no provider can be found for at least one service, 2) less service is available than is recommended in the child's IFSP, or 3) there is a delay in at least one service due to a family reason. Federal rules require that there be no delay in starting services as outlined in an IFSP. However, for federal reporting purposes we will report only delays on June 30 of each year that have already taken more than 30-days to resolve and the only delays counted will be those for which no service can be found. The state must report on service delays annually in the Annual Performance Report. We use a wider definition for state purposes because we want to reflect all cases for which the CFC faces a problem.

(Source: CFC self reports merged into a state report and summarized with Access queries)