COUNTY INTAKE AND DIVERSION PROCESS - Lean Ohio Black Belt.pptx.pdf · PROJECT GOALS • STREAMLINE...

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

COUNTY INTAKE AND DIVERSION PROCESS

LEAN SIX SIGMA PROJECT REPORT OUT

REGINA M. LURRY

OHIO DEPARTMENT OF YOUTH

SERVICES

FEBRUARY 15, 2018


CUYAHOGA COUNTY JUVENILE COURT INTAKE AND DIVERSION PROJECT

Ohio Department of Youth Services

� Regina M Lurry, Black Belt Candidate

� Rachel Griffin, Green Belt Candidate


KAIZEN TEAM MEMBERS

Wayne Drummond Deputy Chief Cleveland Police Department

Sam Amata

Assistant Public Defender Supervisor for Juvenile Division,

Office of the Public Defender, Cuyahoga County

Office of the Public Defender,

Cuyahoga County

Jackie Gould LISW-S Social Worker Supervisor

Sarah Baker Program Planner CCJC

Melisa McDaniel Grants and Quality Improvement Specialist CCJC

Cynthia Weiskittel Director

Children and Family Services

Department

Jennifer Dodd , Ph.D Director of Operations and Development ESC of Cuyahoga County

Cheryl Mays Community Member The Parent Engagement Center

Elise Tompkins

Deputy Director, Specialized Dockets, Supervision and

Services CCJC

Heather Corcoran Deputy Director, Intake and Diversion CCJC

Linda Torbert Children's Projects Administrator ADAMHS Board of Cuyahoga County

Bridget Gibbons

Deputy Director, Programming, Training and Quality

Assurance CCJC

Van Ward Director of Probation Services CCJC

Greg Mussman

Juvenile Division Chief, Office of the Prosecutor, Cuyahoga

County

Office of the Prosecutor, Cuyahoga

County

Dana Chavers Deputy Court Administrator CCJC

Tim McDevitt Deputy Court Administrator CCJC

Tess Neff Court Administrator CCJC

Renee Edel CIP Manager CCJC

Dr. Amy Justice Clinical Psychologist, Juvenile Court Diagnostic Clinic CCJC


BACKGROUND- SCOPE

� STREAMLINE INTAKE & DIVERSION PROCESS, INCREASE PROSECUTORIAL

INPUT, CENTRALIZED INTAKE

� SCOPE:

FIRST STEP: COMPLAINT FILED

LAST STEP: PROGRAM COMPLETION

6


PROJECT GOALS

• STREAMLINE INTAKE & DIVERSION

• INCREASE ACCOUNTABILITY OF COMMUNITY

DIVERSION PROGRAMS

• INCREASE OBJECTIVITY OF DIVERSION ELIGIBILITY

• INCREASE EARLY INTERVENTION/ SCREENING

• EARLY IDENTIFICATION OF TREATMENT/SERVICE NEEDS

• COMMUNITY ASSESSMENT CENTER

7


BASELINE DATA

8

• LIMITED DATA AVAILABLE

• CALM PROGRAM DATA

• TRUANCY DATA

• COMMUNITY DIVERSION PROGRAM

• COURT UNRULY PROGRAM (COURT DIVERSION)

• NEED TO DEFINE OUTCOMES/ SUCCESS


HIGH LEVEL PROCESS - SIPOC DIAGRAM

Suppliers Inputs Process Outputs Customers

Filing Decision Referral Adjustment Program

Completion

Parents

Law Enforcement

Schools

Citizens

Agencies

Jurists

Intake guidelines

Prosecutor

Guidelines

Child’s Age

Available

Programming

Police Report

Fact Sheet

Prior History

Adjudication Report

Degree of Offense

Well Adjusted

Youth

No More Charges

No additional

court contact

Need additional

program/services

Linkage to more

appropriate

services

Failure

Official Filing

Increased skill for

parent

Parents

Youth

Community

Court

Neighboring

Systems

Businesses


CURRENT STATE Cuyahoga County Juvenile Court Intake and Diversion Flow Chart

Cour

t Int

ake M

anag

erCo

urt I

ntak

e Offi

cer

Intak

e Offi

cer

Pros

ecut

ors O

ffice

Supp

ort S

taff

Intak

e

Pros

ecut

or

Majo

r Tria

l Pro

secu

tor

Prog

ram M

anag

er

Ohio

Guide

stone

Ju

rist

Review Bypass Packet

for Closure Send to Clerks Office

Packet

Complete

Complete

Electronic

Intake Form

Review

Referral

Packet

Review Prior

History

Review

Police Report

Consider

Intake

Guidelines

Unruly

Everything Else

F1, F2, Gun Sex

Case stays

with ID O

DCFS or Other Agen cy

Involved

Yes

Investigate and call for

other open services

In Need of More

Appropriate Services Send Letter to Parent

Send Case to Intake

Manager

Refer to tapestry

Determine Appropriate

Diversion Program

Based on Referral

Source, Type of charge,

Location of Crime or

Home

Review appropriate CDP

Options

Appropriate CDP

Available Yes Make Referral to CDP Send Packet to CDP

Receive Referral and

Start Program

(up to 30 day delay)

Engaged Conduct CDP Hearing

Magistrate

Availability

Youth Deny Charge Complete Successfully

Bad Mailing Address?

Statute Expired?

No

Review Other Options CUP Suitable? Yes Refer to CUP Create Electronic

Referral

IT Delay

No Yes

Unruly

Waiting for

Responses

from Other

Providers

No

Refer to Informal

Conferencing/

Mediation if returning

from CUP

Scheduling

Conduct Informal

Conferencing Go to or Return to CUP

Yes

No Official Filing

No

Enter As Bypass Send to Clerk’s Office

Prepare Complaint

Receive Electronic

Referral

Initial contact with

family within 24 hours Schedule Appointment

5-7 Day

Delay

Complete Assessment

Review Assessment Refer to Case

management

Develop Case Plan Service Coordination

Successful Completion

of CUP

Update and code fact

sheet

Yes

Send to Clerk’s Office

No

Yes

No

No

No

Delinquency

Discuss with Intake

Prosecutor Compare Case Packet Official?

Yes

Decision Based On

Guidelines

CDP

Refer to Informal

Conferencing Resolved?

CDP

Prosecutor

Closure

No

CDP

Make Referral to CDP

Refer to Prosecutor

Closure

Receive Referral Check for Accuracy Packet Complete? YESComplete Electronic

Referral Stays with Manager

No

Send Hard Copy to IDO

Complete Same steps as

ID O

Send Back to Referral

Source

No

Send Back to Referral

Source

Receive Referral Enter R eferral into Case

Management Set up Matter ID

Put on Shared Workflow

of Prosecutor/ IDO

Sex Case? Probable Cause? No Review Report F1, F2, Gun?

NO

Conference IDO Official?

Yes

No Print Case File Deliver to IDO

Yes Request any evidence Talk with Victims Review Evidence Charge and file Officiall y

Issue Letter to Referring

Agency

Yes

Probable Cause?

No

Sexting?Yes BDE

Sexting

Review Evidence

No Recommend/Refer to

Court Diversion

Diversion is an Option Yes

Order to Diversion

(Court Ordered is 6

Mos)

No

Court Disposition

Talk with Victims Request Additional

Evidence Confer with IDO Sexting Diversion

No

Goes Official

Yes

Review BDE Guidelines BDE?

Behavioral Diversion

Education

Yes Refer to BDE Send to Intake Manager

for Tracking

Official?

No

Review Evidence Talk with Victims Request Additional

Evidence

Search Region

Worrkflow

Receive Referral

Form

Check for

accuracy

(demographic

information

10


SCORE CARD

Steps 101

Decisions 30

Handoffs 9

Loopbacks 8

Delays 8


CONTROL

IMP

AC

THigh Impact/High Control

• Centralized intake place – 17 votes• Validated risk/needs assessment for diversion decisions – 5 votes• Parent education qualified sanctions – 3 votes• Open up tapestry to all diversion - 5 votes• Create a document showing all CDP programs including criteria for acceptance

– 9 votes• Standardized language for CDP letters – 5 votes• Address racial and ethnic disparities throughout – 3 votes• Eliminate or rework the approval by Program Manager for CUP – 0 votes• Formalize and share case management process across the system – 0 votes• Strengthen partnership with schools to deal with truancy issues –4 votes• Training for court staff on the intake process – 2 votes• Parent input on needed services – 2 votes• Parent and family feedback – 4 votes• Seek input frequently from those that are doing the work – 4 votes• Simplify the process – 6 votes• System should own up to mistakes and fix them – 0 votes• Reduce length of diversion – 7 votes• QA for diversion programs including outcomes – 8 votes• Provide services earlier and more community outcomes – 10 votes• Create a map of the process to be available for the court and parents – 9 votes

High Impact/Low Control

• More diversion services –6 votes

• Find a way to involve DCFS in solving and developing a solution – 4 votes

• Have a pool of volunteermagistrates that can hearCDP cases

o Use Mayor’scourts if possible –4 votes

Low Impact/Low Control

• Give Juvenile Prosecutor a big raise – 6 votes and 1 No Way

Low Impact/High Control (funding issues)

• Offer and fund the parent project – 2 votes• Parenting classes – 2 votes• Parent navigator position – 2 votes• Go paperless – 0 votes

High Impact/High Control – need higher approval

• Initial decision at the Prosecutor’s office – 11 votes

• Split case between Court and Prosecutor’s office

o Court – unruly and misdemeanor

o Pros. – felony, sex and guns

• Reduce/remove discussion between IDO and prosecutors – 5 votes

• Reduce duplicate reviews –8 votes

• Increase use of Medicaid

funds to increase available services – 3 votes


CLEAN SHEET REDESIGN

Group A

Group B


FUTURE STATE

Future State

Wo

rker

#1

Wo

rker

#3

Pro

se

cuto

rB

eh

avio

ral

He

alt

h –

Wo

rker

#2

Wo

rker

#4

Su

pe

rvis

or

Police bring in a

youth

Police referral

* receive fact sheet

and incident report

Review Information

Review Pre-

determined

diversion list

(automatic vs

discretionary)

Contact Parent

Use script

Inform parents of

next steps and

expectations

Send info to

prosecutor

electronically

Meet with youth –

discuss incident

Complete

assessment checklist

Complete Initial

MAYSI-2 and OYAS

Diversion tool

Review the MAYSI-2

and OYAS results

2nd

MAYSI-2

screener needed

Is further court

involvement needed?

Verify diversion eligibility

and consult criteria

Review law

enforcement reports

or other

documentation

(school,parent,com

munity)

Draft complaintConsult Prosecutor’s

matrixOfficial EndYes

Refer to diversion –

notify “intake” to

proceed for non-

automatic cases

No

No

MAYSI-2 2n d

ScreenerClinical Concern?

Conduct brief

behavioral health

assessmentYes

Provide referral to

non-clinical/non-

legal community

services (ex.

Parenting classes,

job aid) Info only

No

Provide or refer to

Mental/Behavioral

health services

Review Screening

resultsOYAS High needs

Assess compliance

Yes

CompliantEnd

Contact/re-engage

familyRefer to Supervisor

Yes

No

Review service

matric

Refer to diversion

program

CDP/CUP/Other

Assess compliance Compliant End

Review case

progress and other

information

Notify prosecutor’s

office

Give direction for

next steps

Refer to appropriate

worker

Refer to Worker #4

Yes Yes

No

Review service

matric

Monitor linkage to

services

CDP/CUP/Other

Assess compliance Compliant EndYes

Refer to Supervisor

No

Refer to worker #3

No

No

Parent/School

referral start here

Store security

complaint – need to

contact family

Wait for Parents to

respond/come to

assessment center


SCORE CARD

Steps 42

Decisions 8

Handoffs 4

Loopbacks 3

Delays 1


PROJECT METRICS

Measure ResultStreamlined ProcessDecreased Handoffs & LoopbacksDecreased LOS Measure Before After DifferenceSteps 101 42 -58.4%Decisions 30 8 -73.3%Handoffs 9 4 -55.6%Loopbacks 8 3 -62.5%Delays 8 1 -87.5%

18


IMPROVEMENT SUMMARY

Current Key Issues

Prosecutorial Approval Prosecutorial Approval

Customer Satisfaction Customer Satisfaction

Length of Supervision Period Length of Supervision Period

How We Improved

Reviews all filings Reviews all filings

Streamlined Process.

Clear Roadmap

Streamlined Process.

Clear Roadmap

Decreased for Diversion CasesDecreased for Diversion Cases

19


IMPLEMENTATION PLAN

20

ACTION/TASK WHO TARGET DATE COMPLETION DATE

Communication Renee Edel

Mary Davidson

Court Program Resource Guide for Parents

Staffing Plan and Training Van Ward

Police Field Card

Resource Analysis Linda Torbert

CDP Resource Ledger

Schools (HB 410)

Parent Script Cheryl Mays

Amy Justice

Youth Script Amy Justice

Assessment Checklist Jackie

Amy Justice

Pre-Determined Diversion List MOU Workgroup

(Prosecutor’s Office & Court)

Court Involvement Decision Guidelines

Service Matrix Bridget

Prosecutor Diversion Matrix

Intake/Diversion Process Map

Summons Renee Edel

QA Process Bridget and Melissa

IT Renee Edel

CDP Completion Form or Checklist

Logistics/Location Linda Torbert

CDP Letters Standard


SPECIAL THANKS TO…

HARVEY REED , DIRECTOR

RYAN GIES, DEPUTY DIRECTOR PCC

ANTHONY PANZINO, BUREAU CHIEF,

COURTS & COMMUNITY

SPONSOR: TIM MCDEVITT, DEPUTY

COURT ADMINISTRATOR

TEAM LEADER: RENEE EDEL, CIP

MANAGER

KRISTEN SWEENEY, JUDGE

GREG MUSSMAN, JUVENILE

PROSECUTOR

TESS NEFF, COURT ADMINISTRATOR

BRIDGETT GIBBONS, DEPUTY

DIRECTOR

HEATHER CORCORAN, DEPUTY

DIRECTOR

ANGELA MILLER, INTAKE &

DIVERSION MANAGER

LINDA TORBERT, CC ADAMH BOARD

21


QUESTIONS/COMMENTS

22

COUNTY INTAKE AND DIVERSION PROCESS - Lean Ohio Black Belt.pptx.pdf · PROJECT GOALS • STREAMLINE...

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