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

Helping Families. Supporting Communities. Empowering Individuals.

Overview of the Annual Performance Report Development: See Indicator 1.

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:

  1. Submitted on or before due dates (February 1 for child count, including race and settings; and November 1 for dispute resolution); and
  2. 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).

FFY 2009 Measurable and Rigorous Target

?FFY Measurable and Rigorous Target
2009 (7/1/09-6/30/10) 100 percent of state reported data will be timely and accurate.

Actual Target Data for FFY08/SFY09:

Indicator 14

From Part C Indicator Data Rubric-Percent of timely and accurate data =(C /70) X 100

FFY09/SFY10 Result: 70/70 X 100 = 100%

FFY09/SFY10 Target = 100%

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.

All 618 data tables and APR data used in responses to Indicators 2 through 9 meet computational and logic edit checks. An electronic database is used to track complaint, mediation and administrative hearing status and outcomes used in response to Indicators 10 - 13. On a monthly basis, CFC offices use an electronic reporting system to submit service delay data for Indicator 1. For Indicator 8A, data are pulled from the EI Monitoring Program's database that includes information from on-site monitoring visits of CFC offices.

All 618 and APR data were accurate to the best knowledge of the lead agency. All reports were submitted in a timely fashion.

Discussion of Improvement Activities Completed and Explanation of Progress or Slippage that occurred for FFY08/SFY09:

Progress/Slippage for Indicator 14:

In FFY08/SFY09 and in FFY09/SFY10, Illinois demonstrated 100% compliance with data accuracy and report submission.

Improvement Activities Completed: Previous improvement activities continue, such as distribution of monthly statistical reports, CFC office capacity to run its own reports, Cornerstone edit rights, onsite monitoring visits, service coordination training, data sharing with Illinois State Board of Education/Part B, security for protected health information, CFC Procedure Manual updates, Cornerstone system updates, submission of required federal reports, and maintenance of Bureau staffing.

No new improvement activities were identified for FFY09/SFY10, but several steps were taken during this time period to ensure timely and accurate data. These steps include the following:

  • In addition to offering an online child outcomes training module, the Early Intervention Training Program has provided eight training sessions statewide entitled, "Team Discussions on Child Outcomes: How, When and Where." These training efforts will help EI providers and service coordinators improve their skills in determining child outcomes scores.
  • The data logic for pulling matched pairs data to measure child outcomes was reviewed and revised to address identified problems. Data had been lost if exit data were entered within 120 days of the child's third birthday, but not within 120 days of the case closure date. Another problem arose when the final IFSP and the termination dates were the same day. Both of these issues have been corrected, allowing additional matched pairs to be included in child outcome data. An issue with the use of an old termination code has also been addressed, with the old code for "moved out of state" being replaced with the correct, current code.
  • An edit was added to the Cornerstone system to allow CFC offices to add child outcome data to the system up to 90 days so that missing data can be entered or corrections made by the CFC office.
  • In April 2010, the CFC #2 manager volunteered to conduct a file review on the files of children with "unmatched pairs" for child outcome data in her CFC. At a May 2010 CFC managers meeting, the CFC manager presented her analysis of the review. Her presentation was followed by a facilitated discussion among the CFC managers about issues and strategies to improve compliance.
  • On June 17, 2010, a meeting of CFC managers from the Chicago area CFC offices was held to further discuss strategies for improving compliance with completing and entering the child outcome data. These CFC offices represent the area of the state with the lowest percentage of children whose electronic files contain matched child outcome pairs.
  • Sharing additional child outcomes data with CFC managers and subsequent steps taken by the managers to ensure compliance with completing the process and entering the data have dramatically increased the number of matched pairs available for analysis of child outcomes.
  • Illinois utilized the revised version of the Family Outcomes Survey (FOS-R) for the first time this year to collect the data for this indicator. The FOS-R uses a 5-point rating scale (versus a 7-point scale used in previous versions) to assess the helpfulness of early intervention, ranging from 1 = Not at all, 2 = A little, 3 = Somewhat helpful, 4 = Very helpful, and 5 = extremely helpful. Also new with the FOS-R are 17 new helpfulness indicators (5 for "Know their rights"; 6 for "Effectively communicate their children's needs; and 6 for "Help their children develop and learn"). These additional indicators have been added with the belief that the data collected would be more informative and valid than data collected from the previous version of the FOS.
  • In the past, Illinois EI Program has used birth data to calculate participation rates reported in Indicators 5 and 6. These birth data have been provided by the IL Department of Public Health (IDPH) and have included births to Illinois residents who travel to birthing centers in neighboring states. Information about births in neighboring states is no longer available to the program, as data sharing agreements between IDPH and neighboring states do not allow IDPH to share these data with IDHS. Beginning with the FFY09/SFY10 APR, census data has been used to calculate participation rates for CFC offices. It is believed that census data will allow Illinois to accurately and consistently calculate participation rates, particularly for those CFCs that border large metropolitan areas in another state.
  • The Cornerstone data input screen for transition data has been streamlined to eliminate unneeded data items, support documentation of information collected in the Early Intervention to Early Childhood Tracking Form, and ensure that transition data can be easily and accurately entered into the Cornerstone system by CFC office staff.
  • Beginning in April 2010 methods were developed to provide CFC managers with child specific data for Indictor 1. Each month, CFC managers receive a list of cases that appear as "lost cases, " which are cases that have been reported as having service delays but appear to be removed from the list without reporting a resolution. CFC offices are asked to respond back with the disposition of each case, to either resolve the case or correct any data errors. Each CFC office is also given a list of children with service delays and must report each month on the status of these cases, as either resolved or still delayed.

Revisions, with Justification, to Proposed Targets / Improvement Activities / Timelines / Resources for FFY10/SFY11:

The State Performance Plan (SPP) has been revised to specify, for each indicator, annual targets and improvement activities for each year through FFY2012 (July1, 2012 through June 30, 2013).

FFY Measurable and Rigorous Target

?FFY Measurable and Rigorous Target
2011 (2011-2012) 100 percent of state reported data will be timely and accurate.
2012 (2012-2013) 100 percent of state reported data will be timely and accurate.

The improvement activities described in the SPP are ongoing efforts. The following are new improvement activities to be implemented through FFY12/SFY13.

New Improvement Activity Timelines & Resources

?New Improvement Activity Timelines & Resources
Access to Early Intervention Cornerstone data will be improved to expedite the process of generating reports. Currently, Cornerstone is not a stand-alone system for EI, but is inclusive of other community health programs, which make it less flexible. By July 1, 2011, Business Objects will be implemented, which will provide a more efficient way to access EI Cornerstone data directly. The process will create a "universe" that will consist of only EI data. EI data can then be queried from information specific to EI, rather than querying the entire Cornerstone system and then sorting EI data from other program data. Resources include the Bureaus of Early Intervention and Performance Support Services.
Additional data will be provided to CFC offices so they can monitor compliance with Indicators 1, 7 and 8C and address child-specific and system issues in a timely way. Beginning in January 2011 and on an ongoing basis, a system will be implemented that will provide a monthly list to each CFC office of all children that have not had transition meetings Resources include the Bureaus of Early Intervention and Performance Support Services. Beginning in July 2011and on an ongoing basis, "mini APR tables" will be provided to CFC offices on a quarterly basis, so that they can monitor performance on Indicators 1, 7, and 8C. Resources include the Bureaus of Early Intervention and Performance Support Services.

Resources include the Bureaus of Early Intervention and Performance Support Services.