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HomeMy WebLinkAboutC12-409 The Southern Institute on Children and Families First Amendmentf 1 FIRST AMENDMENT TO AGREEMENT BETWEEN EAGLE COUNTY AND THE SOUTHERN INSTITUTE ON CHILDREN AND FAMILIES THIS FIRST AMENDMENT is made and entered into this , day of December, 2012, between Eagle County, by and through its Board of County Commissioners (hereinafter referred to as "County ") and The Southern Institute on Children and Families, (hereinafter referred to as "Contractor" or "Consultant" or "SICF "). RECITALS WHEREAS, County and Contractor entered into an Agreement dated April 17, 2012 Original Agreement "); and WHEREAS, County and Contractor wish to extend the term of the Original Agreement and desire to add additional Services to be performed by Contractor and additional compensation to be paid to Contractor. FIRST AMENDMENT NOW, THEREFORE, County and Contractor agree that the Original Agreement is hereby amended as provided herein: 1.Section 1.1 of the Original Agreement is hereby replaced and amended to read as follows: The Contractor will provide the services in the manner more particularly set forth in the attached Exhibit "A" and Exhibit `B" labeled Scope of Services and Supplemental Scope of Services respectively (hereinafter collectively called Contractor's Services" or the "Services ") each exhibit is incorporated herein by reference. The Contractor's Services are generally described as analyzing the current business process used by County in order to develop improvement strategies to maximize efficiencies in Health and Human Services service delivery model." 2.Section 2.1 of the Original Agreement is hereby amended to extend the term of the Original Agreement to December 31, 2013. 3.Section 4.1 of the Original Agreement shall be replaced and amended to read as follows: For the Contractor's Services provided hereunder, County shall pay to the Contractor a fee as set forth in the Contractor's proposal attached here to as Exhibit "A" and for Services as set forth in the Supplement Scope of Services C:\ Users\ nredwards .THESOUTHERNINST\Desktop \Southern Institute on Children and Families Amendment.docx C000, I attached hereto as Exhibit `B ". Contractor will not be entitled to bill at overtime and/or double time rates for work done outside normal business hours unless specifically authorized to do so by County. Fees for any additional services will be as set forth in an executed addendum between the parties. The compensation agreed to and set forth in Exhibit "A" and Exhibit `B" shall be paid by County in monthly progress payments equal to the percentage complete for each task performed by Contractor and any pre- approved out -of- pocket travel expenses that are included in Exhibit "A" or Exhibit `B ". The compensation for the performance of the Services and allowable travel expenses described in Exhibit A" shall not exceed twenty five thousand dollars ($25,000) and the compensation for the performance of Services set forth in the Supplemental Scope of Services described in Exhibit `B" shall not exceed fifty seven thousand one hundred dollars ($57,100) absent an amendment to this Agreement signed by both parties." 3.All other terms and provisions of the Original Agreement shall remain in full force and effect during the modified term. 4.This First Amendment shall be binding on the parties hereto, their heirs, executors, successors, and assigns. SIGNATURE PAGE TO FOLLOW // C:\ Users \ nredwards .THESOUTHERNINST\Desktop \Southern Institute on Children and Families Amend ment.docx t . IN WITNESS WHEREOF, the parties hereto have executed this Amendment the day and year first above written. COUNTY OF EAGLE, STATE OF COLORADO By and through is :::. d of Co,..." 6 issioners ATTEST:By Peter F. Runyon, Chairman' By: Clerk to the Board of County Commissione SOUTHERN INSTITUTE ON C LDREN AND FAMILIES B t 1 President and STATE OF ecr9 1 cu SS. COUNTY OF The foregoing instrument was acknowledged before me by 1`li e°L 1 . d ward this Siel day of Recur, e a -2012. My commission expires: .1-tcri 2 0 I 4 1/ 0/y. Notary Pu r is W KAREN R DUFFEY Notary Public Heard County State of Georgia My Commission Expires Jun 29, 2014 C:\ Users \nredwards.THESOUTHERNINST \Desktop \Southern Institute on Children and Families Amendment.docx Eagle County Scope of Work Business Process Analysis and Improvement Issue: Decline in budget, new regulations, increase in demand for services and caseloads Plan: Eagle County has implemented some modifications and improvements. The desire is to take the effort to the next level in preparation for managing varied work due to budget declines and workload increases anticipated with health care reform. The county wants to build internal capacity for continuous analysis and improvement. Initial Project Planning and Preparation Hold a conference call to obtain background information such as reviewing improvement activities already begun and reviewing program information. Clarify project goal and Southern Institute on Children and Families (SICF) role o Identify appropriate Eagle and Pitkin County contact people Identification and further definition of the problems with the current system/process o Departments to be included: Economic Services (Food Stamps, Works, Child Care, Child Support, Medicaid, Adult Financial and Leap) Children, Family and Adult Services (Child Welfare and Adult Protection) Public Health (WIC, Family Planning, Immunizations, Healthy Aging) Fiscal and Operations Others that Eagle County identify Available data the county has initially gathered o of applications for each program o of customer contacts (Economic Services) o of renewals due for each program o of clients seen in day, week, month, year (PH) o of meals and exercise programs offered at three locations (HA) o Active caseload for each program o Approval and denial rate for each program o Reasons for denial/closure /not accepted o Backlogs of applications and renewals o Workforce analysis (staffing allocation) o Current department policies /procedures o Review of worker caseload/client appointment ratios o of child abuse and neglect referrals received (CW) o of child abuse and neglect referrals accepted for assessment (CW) o of child abuse and neglect referrals investigated (CW) o of child abuse and neglect investigations that are founded o of children receiving case management services (CW) by type of services o Caseload size by type of case (voluntary, non - voluntary) per caseworker o of family centered meetings held (CW) 10 Agreement between Eagle County and Southern Institute on Children and Families Exhibit o of court- involved cases by caseworker o Time spent per worker, per client conducting monthly face to face visits (CW /APS) o of adult protection referrals received (APS) o of adult protection referrals assessed/investigated (APS) o of adults receiving case management services (APS) Additional data o Application processing time o Applicant/recipients covered by multiple programs or receiving services from multiple programs o of caseload by primary language Improvements /strategies that have been implemented o Identify the impact of the improvement/strategies and measurement used to assess impact o Refocusing staff in some units as specialist vs generalists o Reorganization of agency to better align programs, resources o Realignment of work duties in some units to balance workloads o Caseworkers realigned from generalists to specialists o Use of new technologies for caseworkers to document information and enter into state database including Dragon Speak software, use of laptops in the field. Deliverable(s): Agenda for onsite training and technical assistance, including meeting locations for visual walk - throughs and staff who will participate Identification of items and instructions for pre -work for onsite training and technical assistance On -site Training and Technical Assistance SICF will develop and present business process analysis and improvement strategies to be used by staff at Eagle and Pitkin County Human Services. The meeting material will include process improvement methods and concepts, with a focus on Lean and the Model for Improvement. Specific activities include: Creating a current state and future state value stream map Visual and physical walk - through of a process Identifying problems — causes and prioritizing which problems to target Developing and testing strategies to generate improvements — small scale testing (PDSA) o Learning from positive and negative test results o Importance of sharing lessons learned Collecting and analyzing data Analyzing and interpreting test results Spreading improvements Sustaining improvements IINAgreement between Eagle County and Southern Institute on Children and Families Teams should be prepared to perform the following activities: Visual and Physical walk- through of the Eligibility Process Visual and Physical walk - through of the Referral /Screening /Case Assignment Process (for CW /APS). Walk- through participants should include someone who knows and understands each business process from beginning to end. This could be a manager or lead worker. If available, managers who have responsibility for the different departments should participate in the walk - through. o A typical walk- through includes the following: Beginning with signage in the parking lot, on the building and in the lobby Reception Area/Call Screening Observations: Volume of calls, people, wait time, scheduled appointments or walk -ins accepted, types of questions asked, directions (verbal or written- signs), what is normal and what is the ideal? CW /APS Observations: Volume and type of referrals (CW and APS), screening process, determination of department's level of response (no action, immediate, 3 day, 5 day). Application/Renewal Interview Process /Screening and Assessment Process Observations: Questions asked, explanations given, verification/information requested, length of time spent on interview, environment (privacy for interview), is it a joint application? What is the normal interview time of a new application versus a renewal? CW /APS Observations: Same as above for referral/screening process except "joint application" does not apply. How is case determined as voluntary vs. non - voluntary court- involved)? How are voluntary vs. non - voluntary cases assigned? What is process for working voluntary vs. non - voluntary cases? Flow of electronic /paper applications /assignment of cases /other case related materials and actions Observations: Where does the paper trail begin? Process for moving from one step to the next, including time between steps. How long does work remain in one spot before being moved to the next stage? Does this hold up the application process? When is the application recorded in the automated system? CW /APS Observations: How are accepted referrals assigned to caseworkers? Length of time for assessment/investigation (intake)? How are cases transitioned from intake to ongoing case management? Ending with the final decision or case closure (CW /APS). Design and review of the current process and plan for the future Value Stream Map may include multiple teams working concurrently on different processes within the Agreement between Eagle County and Southern Institute on Children and Families HHS departments (Public Health, Children, Family& Adult Services and Economic Services)) Team Composition Front line manager for workers Front line worker, caseworker (at least one, 2 preferred) Clerical/administrative worker Clerical manager (desired, not critical if small role in workflow) Director /manager (person with authority to allocate resources and make decisions) Drawing an Application Value Stream Map A value stream map is a picture of a service from end to end. It is similar to, although not the same as a process map or a flow chart. A value stream encompasses all of the steps in a process, those steps that add value to delivering a service and those steps that do not add value to delivering the service. The value stream is how work flows and it is about the movement of people and information. The major activity of the site visit will be to develop a current and a future state value stream map to guide your work during the upcoming year. The goal of value stream mapping is to learn about your system from the customer's perspective and from the perspective of your colleagues in the system. You will be able to highlight problems to address in developing your future state value stream map. Because a value stream map is a learning tool, do not become paralyzed by searching for the perfect data or designing a perfect value stream map. Although it is not required, it would be helpful if the team could begin thinking about its current value stream map. The instructions for drawing a current state value stream map are below. 1. The first box to draw is for the applicant who is the supplier of the request for an eligibility determination and also the customer. 2. Next draw the process boxes for application determination (not redetermination). You should have from four to 12 boxes. (You will not need to draw decision diamonds.) 3. Draw an inbox that immediately precedes each process box. 4. Draw arrows for process direction. 5. Draw arrows for information flow. 6. Draw the process as it is, not how it should be. InAgreement between Eagle County and Southern Institute on Children and Families o Chunking and problem identification — Teams will use the current state value stream map to review and identify problems Getting to future state Improvement methodologies o Lean Identifying and eliminating waste in the process Improving customer service (internal and external) o Model for Improvement What are you trying to accomplish Developing aim statements Identifying and Testing strategies Planning and testing strategies (PDSAs) Measuring results Analyzing results Collecting appropriate data Planning next steps based on results Spreading success Who is responsible Readiness Communication Sustaining Improvements Deliverable(s): Technical assistance and guidance during three full -days onsite Assessment memo from SICF that includes business process observations, recommendations for improvement and assessment of available data and potential data gaps Current state process maps prepared by teams Future state process maps prepared by teams Additional Technical Assistance In addition to this onsite work, SICF will provide continuous technical assistance developing tests, reviewing and analyzing results collecting appropriate data as needed until the end of projectperiod. Whether the continuous technical assistance occurs onsite or remotely will be decided in collaboration with Eagle County and the SICF. Pricing Initial Project Planning and Preparation (prep and participation) -- $3,600 On -site Training and Technical Assistance (Prep, onsite time and follow up) -- $11,200 Additional Technical Assistance -- $5,200 Travel Expenses -- $5,000 14 Agreement between Eagle County and Southern Institute on Children and Families Development of a Charter o Clearly defined problem statement o Specific goals o Expectations for each component involved o Approved and authorized by senior leadership Development of a Project Plan o What tasks need to be completed When do they need to be completed Who is responsible o Project timeline schedule Timeline for achieving the project goal Milestones Identification of Strategies to Address Problems o Develop, execute and analyze tests of the strategies o Plan for implementation of successful strategies o Communicate with staff o Track progress Documentation of the new Process o Document and make available the new process to make sure all are aware of how the new process is expected to be implemented Development of a Communication Plan o Who needs to know o What do they need to know /type of information or purpose of communication o Why o How often o How will information be communicated o Who is responsible for communication Fee(s): Consultation - $41,600 Travel (three onsite trips) - $7,500 This quote is for Eagle County Department of Health and Human Services only. This offer is firm for a period of 60daysfromthedateofreceipt.