Adoption Services - Value Stream Map DRAFT Implementation Plan Recommendations
RECOMMENDATIONS
RESP DUE PERCEIVED EST. GAINS /
NFP
KIN
(italics are those only from current
FP
STEP #
PERSON DATE BARRIERS OUTCOMES
state mappings)
1 - Pre-TPR
meetings/planning
activities (who will
subsidy.
System-6 Training &
subsidy.
Training & Best
< Enhance staff training.
Practices
< Provide new Adoption workers and
supervisors formal training for accurate
completion of paperwork.
< Increase time for assuring/supporting
worker consistency.
< Develop clear understanding of process
steps (by staff, parents, child & others
involved)
< Provide new Adoption workers and
supervisors formal training for accurate
completion of paperwork.
< Increase time for assuring/supporting
worker consistency.
< Develop clear understanding of process
steps (by staff, parents, child & others
involved)
System-7
Improve Fingerprint
Process
< Work with police departments to improve
fingerprinting process in relation to
adoption process.
< Obtain fingerprints as early as possible in
adoption process.
< Work to standardize fingerprint process
across police departments -- currently not
consistent (some are even giving
fingerprints to parents to mail in).
< Work to improve wait time -- shorten
time to process fingerprints.
< Waive fingerprinting process for FP
adoptions
mentation Plan Recommendations
DUE PERCEIVED EST. GAINS / EST
DATE BARRIERS OUTCOMES DAYS EST $ ACT.
SVD/YR SAVED/YR GAINS
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
Need Legal input. Reduce time to permanency. To be
Move Jurisdiction for Legislative Issues. Meet federal requirements. addressed in
Adoption Legalization to Virginia Marriner 9/30/06 Promote better consumer next Leg.
District Court responses. Session
< Ensure support by Commissioner and Director
< Assemble Team
< Talk with folks who submitted this legislation
in the last session. See if they would co-
sponsor.
< Identify District and Probate Court judges who
would agree to be involved.
Concerns of Bar Reduced Cost. In Process
Allow DHHS Staff to help
Reduced Time.
families complete (Comment: Item # 1 would eliminate need for this.) Bob Glidden 9/30/06
legalization paperwork
< Engage AAG Office Virginia Marriner
-- Determine through AG's office (obtain New Will contact Matt.
decision) if Adoption Wkrs. can clarify
Virginia Marriner 2/16/07
questions/ statements on the forms to pros.
parents. (12/12)
< Paralegal Involvement
< Involve Chris Lyng
< Assign one person to do legal clearance and
set timeframe
Meet with Theresa, Lisa to determine what Bob Glidden
paperwork to provide to family, what checklist. Theresa Nadeau 12/12/06
(10/24) Lisa Valliere
Check with Bangor Probate Court to see if they
have a booklet/instructions already assembled. Lisa Valliere 12/12/06
(10/24 )
Legalization paperwork process to reflect
parent choice of A) Worker-Assisted
paperwork completion (child is the
Re-write legalization paperwork process to
customer ) in which can use dept.notary or
reflect parent choice for legalization paperwork Bob Glidden 2/16/07 New
B) Lawyer-Assisted paperwork completion
completion. (12/12 )
(parent is the customer ) particularly re: child
is non-US citizen, ICWA, or conflicted
cases.
Some of language/statements on the forms
Develop standard, simple explanations of are complex. Simple, uniform explanatory
language on the forms. Have this reviewed by 2/16/07 New material will assure that all workers and
AG's office. parents have the same basic explanations
and language.
Develop sample packet of legalization
Steve Conley 2/16/07 New
paperwork. (12/12)
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
Develop specialized training for parents re:
2/16/07 New
completing the legalization paperwork. (12/12)
Explore standardizing/defining who (parent or
dept.) picks up and/or pays for the forms and 2/16/07 New Including getting forms ahead of time.
under what circumstances. (12/12)
Need New State Lines. Timeliness in adoptive
Cost. placements.
Seamless record.
Accurate Legal records.
Develop standardized legal
Standardized practice.
clearance and legal record Pat Beaulieu 9/30/06
Free up CaseWorker time.
processes
Improved Audit Results.
< Develop paralegal position for each office & Not in budget
fill positions.
New See discussion above re: color-coding. No
Explore use of color-coded form/folders/record concensus in group.
2/16/07
process. (12/12)
New A) Checklist is "traveler" that moves with
record. B) Add signature lines. C)
Add/Identify "change" lines. D) Separate
Re-design/format structured checklist to show into three sections to reflect points of
Pat Beaulieu 2/16/07 responsibility. E) State purpose of checklist
flow & responsibility. (12/12)
at top of form. F) Add that relatives/foster
parents don't need waiver.
New
Enlist support of PAs in re-inforcing that this is
Virginia Marriner 2/16/07
the responsibility of the worker. (12/12)
New
Identify person in each unit who has final/overall
responsibility for legal paperwork completeness. 2/16/07
(12/12)
New
Explicate/Assure education of workers and
supervisors in understanding this responsibility. 2/16/07
(12/12)
Vendors' Values and More adoptions of teens. Not present/No update
Attitudes. Hard to place.
Increase committed Treatment Foster Care. Fewer Moves.
Becky Bolstridge 10/31/06
resource families Managed Care.
E-mail list, Pat O'Brien article (10/24) Becky Bolstridge ???
< Assemble a team Completed
< Work with CWTI
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
< Work with AFFME
Kin families resistant to Caseworker going in the right
going thru process. direction.
Requires cooperation with Moving kids to Permanency
Improved compliance with CS. faster.
Jayme Dennis 10/31/06
current Kinship policy Cost of making changes in Access IVE funds.
kin homes. Program improvement plans.
< Assure that Relatives are already explored,
assessed/studied, and documented.
Promote looking for kin immediately and on an New "We never stop looking."
ongoing basis as an every day best practice. 2/16/07
(12/12)
< Refer Relative for Home Study & training
< Explore connecting with group looking into
Kinship Services - Diane T.
Identify methodology & dedicate time for review
of chn's placements/ situation re: relative 2/16/07 New
search, permanency, licensing. (12/12)
This was a special week-long event (similar
Provide description of review process done in to a Lean Kaizen?). Will repeat in April but
Bob Glidden 2/16/07 New
DO #8 to rest of team. (12/12) have already noticed carryover into daily
work.
Start earlier to license if permanent. (12/12) 2/16/07 New
Support other Children Services workers to
2/16/07 New
identify/get relative resources early on. (12/12)
IVE Audit - if incorrect,
Federal fines.
Simplify (signature)
Steve Conley 10/31/06
approval process.
< Require only Supervisor signature for
Adoption Assistance approval.
< Eliminate C.O. signing off on legal packet --
have it approved in district.
< Provide new Adoption workers and Reduce rework and errors
supervisors formal training for accurate
completion of paperwork.
< Consider involving other CW programs -
awareness.
(Comment: Might want to bring in Diane Poulin, who
has some expertise w/ this )
Cover Checklist ready to go out
Steve Conley
Distribute revised AA Checklist. (10/24)
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
12/18/06 Due Date changed from 11/15/2006 to
Steve Conley 12/18.
Begin using new checklist. (10/24)
Delayed
Monitor & track packets for errors/accuracy,
Diane Poulin
documentation. (10/24)
Refer tested checklist/process for District New
Virginia Marriner
Approval. (12/12)
Special Service = service whose absence
would cause a significant barrier to adoption.
Develop step in process for e-mail request for Examples: specialized/costly day care,
special service approval in advance. (10/24) therapeutic horse-back riding, etc.
Increase child's anxiety, Children moving to
sense of rejection. Permanency earlier.
Enable families to meet Treatment home policies. Improves the chance of
child earlier, before having successful match.
Julie McShane 11/30/06
to make commitment/AA More reflective of current
agreement. practice.
Discussion: Represents a key philosophical
shift to allow families to meet child before
commitment/AA agreement. Strong support
within group for this. Has often been based
< Explore and modify current policy to allow on child's picture which does not show
families to meet child prior to committing/AA personality/etc. or special needs that the
agreement, especially with older children to family may not be able to handle. Also has
determine if it's a match ( respite, pre-place not allowed for potential siblings to "test" the
visits, etc.). relationship. Blind visits discussed but some
disagreement re: these (perceived deceit?).
Send out a memo for feedback & incorporate
Julie McShane
feedback. (10/24)
Schedule meeting to formulate a plan/proposal.
Julie McShane
(10/24)
New
Hold "Kaizen" at 2/16 mtg. re: the policy to
2/16/07
formulate recommendations for change. (12/12)
Assure the development of solid practice New Assure that older youth have a say in
guidelines. (12/12) selection of family; ask for their opinion.
Challenging group to work Increased adoption of teens. Not present/No update.
with. Reduce residential
Funding. placements.
Improve teen-specific Martin Smith 10/24 - "It's not my job" Empowerment of kids.
recruitment efforts / Barbara Goossens. 10/31/06 attitude Increase resource base as a
commitment 'side effect.'
More funds.
< Develop teen-specific recruitment
efforts/commitment, including informational
meetings, trainings, etc. specifically for families
Martin Smith
looking for teens.
(Comment: YLAT Media campaign )
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
Solicit ideas (for recruitment methods) via e-mail.
Martin Smith
(10/24)
Pam Cote. Cooperation with Update: Kristi Poole
Improve Transfer Protocol
Kristi Poole 10/31/06 Children's Services.
and adherence to it
Shannon Burns
< Review/Evaluate Transfer Protocol
(KAIZEN/RIE?)
Combine/design new standard form after
examining all 'what are you using now?'
submissions. (10/24)
Distribute new form for comment/feedback. Update: Team did not receive. Pam will re-
(10/24) send.
New
Feedback provided by Team members. (12/12) 1/8/07
Submit "final" version to PAs as New
1/31/07
revised/recommended. (12/12)
< Develop and conduct statewide training in the
Protocol
< Invite CS staff to be involved
< Require that cases/files be complete when
sent to Adoption Unit -- cannot transfer unless
complete and thorough.
Expand 'Lifebook' so all children have one -
even if in Foster Care. (10/24) Shannon Burns
FUNDS - Bigger the Reduce Duplication. Met with Robin Bickford, Matt Galetta, Tom
Improve MACWIS change, higher the price Better access to information. (? - Programmer). Talked about how to
Bob Glidden.
functionality to reflect tag. change system to support 'Family Homes.'
Becky Bolstridge.
seamless, integrated 11/30/06 Becky needs to be included.
Steve Conley.
services & decrease
Robin Bickford (CO).
redundancies.
< Define requirements
< Adapt MACWIS - 'Split' and Resource Module.
(Comment: More information/functions need to carry
over from the base case to the split case.)
< "Fix" MACWIS Split: Carryover -- Placements. -
-case plan. -- child narratives. -- GAL. --Address
Book window for case. -- Med hx. (KAIZEN?)
< Develop single resource module in MACWIS so
don't have to recreate whole case in Adoptions.
Define how 'Family Homes' IT structure will support
current Business (AS/CS) Structure. (10/24)
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
Treatment Foster Care/ Improved timelines to
Therapist not wanting the Permanency
child exposed More eligible families
Improve timeliness of photo Case not being
Virginia Marriner 8/31/06
listings transferred in timely
manner
Scheduling the photo
< Assure follow-up by supervisor with
caseworkers on photo listing within, at most, 90
days of TPR. (Comment: Discuss reducing to <
90 days)
< Improve preparation of child for adoption and
readiness of child for recruitment.
District Offices to Identify specific agencies.
(10/24)
Develop capacity and process for District Offices to
take their own child photos to distribute within office.
(10/24)
Appeal process could be
prolonged Update: This will be a decision made
between the Commissioner and the
Reduce anxiety - Adoptive
Improve timeliness from Governor. Aiming for:
Virginia Marriner 10/31/06 Family.
filing TPR to hearing. Petition
Reduce time to permanency.
45 days to hearing
30 days to signing
< Improve timeframe/timeliness from filing TPR
to hearing. TPR should be signed within 14
days.
(Comment: May be legislation about this. Grp might
want to work with Karen Grossman, who is also
exploring this.)
< Establish priority (within 45 days) for judges
hearing appeal cases.
Review contractor(s)
performance & act on
findings
Contract. Quicker adoptions. Update: Has contacted supervisors, families
Pat Beaulieu. Locked in for a year w/ Customer satisfaction. Suggestions:
< Review vendor contract: getting new studies current contractor. Encourage people to make themselves
Cynthia Lapointe.
8 completed and completed in a timely way is a 11/30/06 (Districts having available
Pam Cote.
problem. problems: 7, 8, 3, 5 ) Ideentified
< New criterion has been added - ?Assess
Contract performance
< See if there are geographical differences
< Include fingerprinting as part of the study.
7
(Comment: In process)
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
Encourage people to make themselves
available. (10/24)
Identify Follow-up person in each office. (10/24)
Explore tracking tool for barriers. (10/24)
$$ for Cross-training.
Jay Economy Joy Not enough resources.
Explore different Service Pottle. High worker turnover.
11/30/06
Delivery Models Cynthia Lapointe.
Barbara Goossens.
< Explore different Service Models: One case:
one child: one worker all the way through
system --or-- another model, such as CS worker
continuing to provide ongoing services for child
with adoption worker providing specialized
service. (KAIZEN?)
< Research different models:
NACAC - Monitors states' policies.
Nat'l Resource Centers.
Ginny has contact info.
< Identify Pros/Cons/Outcomes
Establish & implement a
management /follow-up Virginia Marriner
process to implement plan
< Distribute Implementation Plan Virginia Marriner 8/14/06
< Review & Comment on Imp. Plan All participants 8/28/06
Team Leads (Resp.
< Assemble Action teams 8/24/06
Persons)
Biweekly,
< Report status of change actions/activities via Team Leads (Resp.
starting
conf. call Persons)
8/28/06
< Complete project plans for accomplishing Team Leads (Resp.
9/11/06
change actions/activities Persons)
< Establish & hold regular Action Team Team Leads (Resp.
???
meetings. Persons)
< Report status/progress of change
Sup's./ Team
actions/activities at the monthly unit staff Monthly
Members
meetings
< Reconvene VSM team for VSM Plan
Checkpoint (9 - Noon, 442 Civic Center Drive, Virginia Marriner 10/24/06
SETU Training Room )
Adoption Services Implementation Plan 12/12/06
DHHS Adoption Services - Value Stream Map Implementation Plan
Priority
DATE STEPS TAKEN - 12/12/06 & New
CHANGE ACTION STEPS / ACTIVITIES RESP PERSON DATE DONE PERCEIVED BARRIERS EST. GAINS / OUTCOMES STATUS
PLANNED Task Notations
< Reconvene VSM team for VSM Plan Review &
re-Work of Actions/Activities: (9 - Noon, 442 Virginia Marriner 12/12/06
Civic Center Drive, SETU Training Room )
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Decision that this will be addressed in the following legislative session rather
than the current session.
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Communications with Janice Stuver regarding the necessary papers needed
for an adoption clearance packet- attached list. Clarified when we can send for
ado clearance on non-consent cases - Janice says 42 days.
Lewiston created check list with necessary papers listed - check box and put
the form in a yellow file. that file (actually an accordion file) eventually comes
to the adoption unit after the TPR is granted. Use yellow file as easy to see
and discern from other files. We use a red one for the base case legal papers.
10/24 - Need a 'next step' Now that we have the 'yellow file' methodology.
? Solicit comments?
? Pilot?
Looking at PR, Awareness opportunities
Developing a plan with 'media'
Met w/ CWTI Trainer
Suggestion to include Pat O'Brien article with initial info packet.
Will be meeting with _____
10/24 - Becky will e-mail list, Pat O'Brien article
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Identifying unlicensed placements - work going on.
AA Checklist distributed / Suggestion to attach checklist to each packet /
Training is needed. Steve has worked on discussion and follow up meeting
with Diane Poulin and Sue Harris of the AA Program. Will need more
commitment from supervisors to sign off on accuracy and completeness of
packet.
10/24 - AA Checklist revised.
Steve will distribute for comment (please include comments on clarity). Also
will be distributed to workers
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
10/24 - Start using checklist by Mid-November.
10/24 - Diane will monitor packets for errors and document
10/24 - Will there be a standard process in place to ensure that people are on
the same page with this, and know how to handle 'special services', for
example? How/when will this be done? (I.e. e-mail Ginny in advance).
Forwarded an e-mail to supervisors with pros/cons to open up a dialogue.
Need to have group meet. Feeling is that certain children, like older and
special needs kids, need an early meeting. Question was raised about using
respite for this, and there were feelings on both sides.
No update. Have been trying different forums:
Presentation at a local church
Bangor - Forums @ the mall
Informational meetings for DHHS staff
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Ginny will provide distribution lists (Diane will produce a 'master')
Pam Cote has sent a draft protocol - have received no additional comments.
Next step to invite CS to review. Susan Hanson will be invited to next meeting.
Pam would like feedback in the form of 'what are you using now ?' within 1
week.
CS Supervisor is part of this team
10/24 - 'Flesh out'.
What will the 'product' be? (Referral form, Transfer form - with summary
suggested)
What are the steps to get there?
10/24 - 'Flesh out'.
Need to work out the 'kinks'
Mechanics - how will this be operationalized?
Steve will schedule meeting to include Robin Bickford.
10/24 - In partnership with OIT.
Will Business Processes change?
Will model serve needs of
Adoption Services,
Children's Services,
Protective Services, etc. ?
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Question developed on TA re: Lifebooks.
10/24 - Suggestion for District Offices to take their own pix to distribute within
office. This should be developed into a task statement with a due date and
desired outcome (for example, a procedure and rules)
Pending Legislative proposals.
Emails were sent out and there did not appear to be as much of a problem with
timeframes as had been reported. Will be some follow up with families to
determine if they are going at speed they need. IASC report provided.
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06
Note: What is the deliverable here? Will there be interoffice policy,
procedures? How will you know if it is being followed? (measures). A sample
task statement might read:
Develop interoffice procedure for encouraging prospective families/contractor
cooperation with the process
Develop checklist with timelines
Bangor has implemented a permanency unit with no adoption unit, but 3
adoption specfic specialists who work with the staff not individual children.
Research completed in different states (NH). Transitioned 10/2. All studies
are done in-house.
NEEDED !
Call in to:
1-800-394-6604
Passcode: 968014
Individual project plans with examples, tips will be distributed to team leaders.
Completion/monitoring of these plans is an expectation.
Adoption Services Implementation Plan 12/12/06
STEPS TAKEN - 10/24/06