Indicator 14: State reported data (618 and State Performance Plan and Annual Performance Report) are timely and accurate

Illinois Department of Human Services
Division of Community Health & Prevention
Bureau of Early Intervention

Revised on 02/01/07
Second Revision on 02/01/08
Third Revision on 02/02/09
Fourth Revision on 02/01/10

State reported data (618 and State Performance Plan and Annual Performance Report) are timely and accurate.


Part C State Performance Plan (SPP) for 2005-2010

Overview of the State Performance Plan Development:

See Indicator 1 for a description of this process.

(The following items are to be completed for each monitoring priority/indicator.)

Monitoring Priority: Effective General Supervision Part C / General Supervision

Indicator 14:
State reported data (618 and State Performance Plan and Annual Performance Report) are timely and accurate.
(20 U.S.C. 1416(a)(3)(B) and 1442)

Measurement:
State reported data, including 618 data, State performance plan, and annual performance reports, are:a. Submitted on or before due dates (February 1 for child count, including race and settings; and November 1 for dispute resolution); andb. Accurate, including covering the correct year and following the correct measurement.States are required to use the "Indicator 14 Data Rubric" for reporting data for this indicator (see Attachment B).

Overview of Issue/Description of System or Process:

  1. Submitted on or before due dates (February 1 for child count, including race and ethnicity, settings and November 1 for exiting, personnel, dispute resolution)
    Records indicate full compliance with submitting the above-mentioned reports on the required dates of February 1 and November 1. State reported data reports are submitted electronically, via E-mail.
  2. Accurate (describe mechanisms for ensuring accuracy)

With the exception of two measures (i.e., reasons for delays in intake past 45 days and delays in one or more services), which are manually reported by CFCs, Illinois' Cornerstone and EI Central Billing Office (EI-CBO) systems include almost all client data and billing information. Few data elements are housed only locally. These systems allow CFC staff to record client demographic, assessment, family fee, and provide service authorizations. To be accepted by the system, data must pass a series of edits. Authorizations are processed for payment by the EI-CBO, which also verifies and enters insurance information.

A variety of edit rules require data to be internally consistent or coordinators are required to take additional steps to correct it. CFCs are limited to how much the system information can be altered to correct errors. There is a HEAT ticket system that requires CFC to request data changes to address specific data entry errors. The CFC manager must approve these requests. Service coordinators take laptops into family's homes to conduct intake and IFSP meetings, when appropriate. This means that data related to the case is entered immediately, minimizing various data retention and entry errors.

The Illinois EI Program uses analysis of data from its management information systems to support accurate and timely data entry. Monthly, the Department monitors and provides to CFCs data on 29 performance measures. These data are discussed at quarterly CFC managers' meetings. In SFY 05, nine measures were used to establish incentive payments as part of performance contracts, with payments made to CFCs that fall in the top 12 for each measure. Basic minimum performance standards are established on four measures that may result in a penalty adjustment if basic performance is not met.

The monthly statistical reports, combined with the performance-contracting framework, create an environment that foster attention to detail in regards to data entry. Most measures carry a 1-25 ranking of the CFCs against each other. No CFC wants to be near or at the bottom, even of if it is a measure that does not carry incentive funding. This requires CFCs to make sure data is entered in a timely and accurate way.

The Statewide Data Manager reviews statistics each month to find oddities that merit further review. He forwards questions to the Program Coordinator and her staff, to Cornerstone staff, to the EI Monitoring Program, or to CFCs, as appropriate. Rapid changes in performance by particular CFCs raise questions, as does performance that is out of line with that of similar CFCs. This attention is intended to help identify and address downward trends early, to help highlight successful changes in practice, and to identify possible data manipulation. Questions to Cornerstone in particular help find problems in the data or help make refinements in how reports are calculated and used.

Implementation of the EI Monitoring Program has given the program another level on which it can review data for accuracy. EI Monitoring has reviewed all CFCs and checked a variety of details in the paper files to determine if they agree data entered in the Cornerstone system. For instance, IFSP dates were checked for consistency between the paper file copy and entries in the system.

All new service coordinators must apply for an Early Intervention credential, which is granted based upon the applicant holding an appropriate degree, as defined in state rule. A new employee is not issued a Cornerstone ID, which allows data entry into the system, until an Early Intervention credential is awarded, initiating a 90-day period in which the service coordinator must attend two three-day training sessions. The first session is a systems overview. The second provides instruction on the use of the Cornerstone system in context with the policies and procedures for service coordination. Additional training activities for new service coordinators occur onsite at the CFC. When any changes to the Cornerstone system are made, service coordinators are notified of these changes through on-line notices and explanations.

The Illinois Cornerstone system is a statewide database application that is used by all Child and Family Connections (CFC) offices. The application includes a number of edit checks on numeric data, character data, and data fields, as well as content-specific edit checks and logical consistency checks. The design of the Cornerstone system, including all of the edit and logical consistency checks help ensure the quality and consistency of the data.

Several other controls and checks have also been implemented.

  • Monthly, CFC offices receive an Early Intervention statistical report, which includes 32 data elements. These reports are reviewed and analyzed by each CFC office and by the lead agency. These reports have been used to identify and quickly resolve data problems.
  • Quarterly, CFC offices receive other data reports from the lead agency that are used to facilitate data review for accuracy. For example, CFC offices receive a report which lists the names of children in the program that are not enroll in the state Medicaid/Child Health Insurance Program and do not have a family fee. CFC office are asked to research each case to ensure that an application to the state Medicaid/Child Health Insurance Program is submitted or a family fee is assessed, when appropriate.
  • CFC offices have the capacity to establish and run data reports directly from the system to meet their own quality assurance needs.
  • Cornerstone provides a series of edit rights so that a service coordinator or his/her supervisor can correct data under specified circumstances. Corrections that fall outside these guidelines must be address through the HEAT ticket process, with each request reviewed and approved by Bureau staff. These requests are monitored and technical assistance is provided to CFC staff, when indicated.
  • Each CFC office received an on-site monitoring visit during which monitoring staff reviewed both electronic and hard-copy files to verify that required data elements were correctly entered/documented.
  • All new service coordinators receive training on use of the Cornerstone system. Training on system modifications or procedure clarifications are provided to all service coordinators, when needed.

Baseline Data for FFY 2004 (2004-2005):

Submitted on or before due dates (February 1 for child count, including race and ethnicity, settings and November 1 for exiting, personnel, dispute resolution)

Report For Date Due Date Sent Mechanism for Assuring Deadlines were met
December 1, 2004
Child count, including race and ethnicity, settings
February 1, 2005 January 31, 2005 E-mail Confirmation
December 1, 2003
Exiting, personnel, dispute resolution
November 1, 2004 October 29, 2004 E-mail Confirmation, Overnight delivered & Fax Confirmation
December 1, 2002
Exiting, personnel, dispute resolution
November 1, 2003 October 30, 2003 E-mail Confirmation
December 1, 2001
Exiting, personnel, dispute resolution
November 1, 2002 October 31, 2002 Overnight delivered & E-mail confirmation

Discussion of Baseline Data:

a. Submitted on or before due dates (February 1 for child count, including race and ethnicity, settings and November 1 for exiting, personnel, dispute resolution

The Bureau of Early Intervention was able to document through E-mail confirmations that required information was submitted on or before due dates (February 1 for child count, including race and ethnicity, settings and November 1 for exiting, personnel, dispute resolution) during the 2004 - 2005 time-period.

FFY: 2005 (2005-2006)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

FFY: 2006 (2006-2007)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

FFY: 2007 (2007-2008)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

FFY: 2008 (2008-2009)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

FFY: 2009 (2009-2010)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

FFY: 2010 (2010-2011)
Measurable and Rigorous Target: 100 percent of state reported data will be timely and accurate.

Improvement Activities/Timelines/Resources:

  1. Submitted on or before due dates (February 1 for child count, including race and ethnicity, settings and November 1 for exiting, personnel, dispute resolution)
    • A system will be established and maintained to track State reported data, including 618 data, State performance plan, and annual performance reports.
  2. Accurate (describe mechanisms for ensuring accuracy)
    • Two new staff joined the Bureau of Early Intervention in May 2005, with the addition of a third staff person in July 2005. The additional staff resources brings the Bureau to its full staffing level (9 staff) and will improve the Bureau's capacity to provide technical assistance and support to CFCs to maintain data integrity and to follow-up any issues identified during monthly data analysis and reporting.
    • Strategies are being considered to reformat the required service coordination training, including the use of the Cornerstone system. Methodologies, including online, rather than face-to-face, training sessions are being considered. Use of this technology may be used to address future MIS system training needs for current service coordinators.
  3. By March 31, 2010, a quarterly data reporting system will be established to provide child-specific information to CFC offices so that they can follow-up and report on correction of noncompliance for Indicators 1 and 8C.
Plans #
SECTION A: Signed, written complaints
  • (1) Signed, written complaints total
29
    • (1.1) Complaints with reports issued
27
      • a) Reports with findings
12
      • (b) Reports within timeline
13
      • (c) Reports within extended timelines
14
    • (1.2) Complaints withdrawn or dismissed
1
    • (1.3) Complaints pending
1
      • (a) Complaints pending a due process hearing
0
SECTION B: Mediation requests
  • (2) Mediation requests total
0
    • (2.1) Mediations
      • (a) Mediations related to due process
0
        • (i) Mediation agreements
0
      • (b) Mediations not related to due process
0
        • (i) Mediation agreements
0
    • (2.2) Mediations not held (including pending)
0
SECTION C: Hearing requests
  • (3) Hearing requests total
0
    • (3.1) Resolution sessions
0
      • (a) Settlement agreements
0
    • (3.2) Hearings (fully adjudicated)
0
      • (a) Decisions within timeline SELECT timeline used {30 day/Part C 45 day/Part B 45 day}
0
  • (b) Decisions within extended timeline
0
    • (3.3) Resolved without a hearing
0