Early Intervention Monthly Statistical Report Definitions

Definitions for Report

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) office. This report is used as a tool for the Bureau of Early Intervention (EI) and CFCs 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 CFCs, 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. 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, ex. January
SFY 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 SFY 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 they are 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 they 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 because the 6 month average is used ending with that month that matches the time period outlined in the contract language.
Funded relates only to caseload ratio measures. Prior to FY 03, there was a different funded caseload ratio for each CFC. From FY 03 through FY13, all CFCs were funded at the rate of 43:1, except for CFC 24, which was grandfathered in at 39.4:1. Effective FY14, all CFCs are funded equally at 43:1.
Change compares the two most recently completed year averages.
Rank indicates where each CFC falls in comparison to its peers. Since there are 25 CFCs 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 a CFC with a comparison of its situation to its peers on measures that the Bureau sees as mostly out of its control, such as the proportion of their caseload on Medicaid. 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

(The Bureau waits until the ninth of the following month to count cases, to minimize the possibility that late entries will be missed due to downloading.)

# 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)
# New Initial IFSPs: The count of all new, initial IFSPs with recorded dates during the reporting month or period. (Source: EI - Monthly Enrollment Report/HSPR1072)
# 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)
# Active IFSPs: 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)
# Active Cases: All cases in intake plus all active IFSPs (#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)
% New IFSPs to Referrals Ratio: Divides the new initial IFSPs (#2) by the number of referrals (#1). This can be seen as the chance 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)
% Intake/Active: 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)
# 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. (Source: Cornerstone Entry by CFC)
- 8b. # 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.
- 8c. % of Vacancy Rate: Formula calculated as the (Actual - Funded)/Funded. (A penalty will be assessed against the following quarterly payment in an amount equal to the value of the number of FTE service coordinators below an 82% staffing level.)
Avg. Caseload (Funded Ratio): Divides the total number of all active cases (#5) by the number of staff onboard. As noted, CFCs are funded base on the number of IFSPs, 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 CFCs to work though problems and get families through the system quickly. (Source: Calculated)
- 9a. Avg. Caseload (Active IFSPs): Divides the number of active IFSPs (#4) by the number of staff onboard (#8). CFCs are funded based on active IFSPs. (Source: Calculated)
- 9b. Avg. Caseload (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.
No longer in use
% 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. Family Exceptional Circumstances or Unable to Obtain Consent are not counted as over 45 if documented and reported. (Source: EI - Monthly Enrollment Report/HSPR1072) (A 1% reduction will be made to the quarterly base payment if the proportion of cases in intake over 45 days exceeds 5% over the most recently completed quarter. A 2% reduction will be assessed if the percent over 45 days exceeds 7.5%).
% Intake Past 75 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. (Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)
No longer Used.
% Participation Rate (Active IFSPs): 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 IFSPs (#4) by the number of births within the CFC boundaries for the most recent three-year period available from the United States Census Bureau. 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 census data and EI - Monthly Enrollment Report/HSPR1072)
% with Medicaid: Divides the number of children with active IFSPs who have Medicaid (not including Expansion eligibility) recorded in Cornerstone by the total number of children with active IFSPs at the end of a given reporting period. (Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)
% with Fees: Divides the number of children with active IFSPs who have fee requirements recorded in the Cornerstone by the total number of children with active IFSPs at the end of a given reporting period. (Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)
% with Insurance: Divides the number of children with active IFSPs who have insurance recorded in the Cornerstone by the total number of children with active IFSPs at the end of a given reporting period. (Source: Calculated from EI - Monthly Enrollment Report/HSPR1072)
Closed w/o Refer. or Spec. Ed.: (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(Special Ed Not Determined…) and 39 (Special Ed Ineligible - No Referrals) divided by the sum of reasons 16 (Auto Term), 36 (Eligible Special Ed), 37 (Special Ed Not Determined…), 38 (Special Ed Ineligible - Other Referral) and 39 (Special Ed Ineligible - No Referrals. 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) (A 1% incentive will be granted for having one of the 12 highest rates of closures at age 3 being either special education eligible or receiving a referral to other appropriate services if they are found ineligible for special education over the designated six-month period.)
Avg. Age of Active IFSPs: 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)
% Cases Over 2 1/2: (INCENTIVE): 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) (A 1% incentive will be granted for having one of the 12 lowest percentages of cases over 2 1/2 year of age, over the designated six-month period.)
Term. from Intake for Family Rsns.: (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) (A 1% incentive will be granted for having one of the 12 lowest percentages of program terminations prior to IFSP for family reasons over the designated six-month period.)
Term. from IFSP for Family Rsns.: (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) (A 1% incentive will be granted for having one of the 12 lowest percentages of program terminations from an active IFSP for family reasons over the designated six-month period.)
Avg. 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) (A 1% incentive will be granted for having one of the 12 lowest average number of days between referral and initial IFSP over the designated six-month period.)
% 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 unless allowable family exceptional circumstances or consent for initial evaluations is not received from family. 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 ) (A 1% incentive will be granted for having one of the 12 highest rates of IFSPs completed within 45 days over the designated six-month period.)
Avg. Age at Initial IFSP (days): (PENALTY): Counts the days between a participant's birth and their new initial IFSP date and provides an average for all new initial IFSPs 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) (A 1% reduction will be made to the quarterly base payment if the average age of children entering the system with new initial IFSPs for the designated six-month period exceeds 630 days. A 2% reduction will be made if the average exceeds 640 days.)
% Initial IFSPs Under 1: (INCENTIVE): Divides the number of children whose initial IFSP comes on or before their first birthday by the total number of new initial IFSPs 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) (A 1% incentive will be granted for having one of the 12 highest percentage of service plans (IFSPs) initiated before a child's first birthday over the designated six-month period.)
% Occurrences in Nat. 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 is a monthly calculation of the same federal reporting measure. 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) (A 1% incentive will be granted for having one of the 12 highest percentages of service occurrences delivered in natural settings over the designated six-month period. Occurrences are measured as all services reported to the Central Billing Office, including those paid by insurance. Natural environment is defined as services delivered in the home, child care settings, or other settings. It primarily excludes services delivered at provider facilities or in early intervention classes or programs. A 1% reduction will be made to the quarterly base payment if less than 85% of children with open service plans have their services authorized predominately in a natural setting (home or day care and other community settings on the last day of each quarterly data period.)
% Race & Ethnicity Data Missing, Unknown or Other - No longer used.
% of Cases Under 1: 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)
% Cases Participation Rate Under 1: (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 United States Census Data. 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: census data & HSPR1072) (A 1% incentive will be granted for having one of the 12 highest average participation rates for children under age 1 over the designated six-month period. Under 1 participation rates are calculated by dividing the number of active IFSPs under age 1 by the number of live births in that area in the most recent year for which data is available from the Illinois Department of Public Health.)
% 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 months 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) (A 1% incentive will be granted for having one of the 12 highest rates of transition meetings for Special Education recorded for children who leave Early Intervention at 30-months of age or older, excluding terminations for death, moves out of state and because the plan of care was complete prior to age 3, during the designated six-month period.)
% 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. 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)

Rev. 08/2018