Child Outcomes Lean Process: Marie Ostoyich & Katherine Reksc: - PowerPoint PPT Presentation

NYSAC Fall Seminar Child Outcomes Lean Process: Marie Ostoyich & Katherine Reksc: Bureau of Early Intervention: September 13, 2017

September 13, 2017 2 Thank You! • Lean Partners- Bob Schmidt and Team • Niagara County- Lisa Chester- Early Intervention Official & NYS Early Intervention Coordinating Council (EICC) Member • NYSACHO- New York State Association of Counties • NYSAC- New York Association of Counties

September 13, 2017 3 So What’s Early Intervention Got To Do With Lean ? • Child Outcome Summary (COS) Form Submissions

September 13, 2017 4 Why are Child Outcomes Important? • Central to the Early Intervention Program’s Mission – Serve children with developmental delays and their families • Accountability – US Office of Special Education Programs – Federal Annual Performance Report Indicators – State’s Annual Determination Process – Municipalities’ Annual Determination Process 4

September 13, 2017 5 History of COS Form Processing: • Previous Method of Processing • NYSDOH Bureau of Early Intervention • Certified Mail • Health Commerce ( December 2016- present) 5

September 13, 2017 6 Bureau Challenges: • Missing Forms • Incomplete Forms • Tracking • Certified Mail Signatures • Mailroom • County Transfers

September 13, 2017 7 COS Entry & Exit Forms • Should be Completed at IFSP Meetings • Include Parent Whenever Possible • Discussion of Scoring • Consensus • Submit to NYSDOH- BEI via HCS – Secure file transfer upload 7

September 13, 2017 8 8

September 13, 2017 9 11/7/2016

September 13, 2017 10 11/7/2016

September 13, 2017 11 11/7/2016

September 13, 2017 12 NEW & IMPROVED COS ENTRY FORM

September 13, 2017 13 NEW & IMPROVED COS EXIT FORM

September 13, 2017 14 Steps to Improvements: • Calls to Counties Requesting forms • Lean Project to Optimize Work Process • New Internal Tracking Tools • Electronic Only Submissions via Secure Upload • Health Commerce System (HCS) • Monthly All County Call Updates • Lean Project- November 2016- July 2017 • Resources: Early Childhood Technical Assistance Center (ECTA) Individuals with Disabilities Education Act (IDEA) Early Childhood Data Systems (DaSy) Session 8 (Entry vs. Exit Rating Resource)

September 13, 2017 15 Other Improvements: Updated COS Entry & Exit Forms: • New Vendor • Sent to Counties June 2017 • No Address Updates • County Sample Size Correct • Online Instruction Package Only

September 13, 2017 16 Recent Changes in COS Forms Submissions (July 1, 2017) • Cohort Sample Counting Changes • Initiated with Initial Individualized Family Service Plan (IFSP) Meeting • Not at the Time of Referral (as previously) • No Ineligible Children in the Sample

September 13, 2017 17 Lean Project Charter Problem Statement:

September 13, 2017 18 EI Lean Map # 1: 18

September 13, 2017 19 EI Lean Map # 2:

September 13, 2017 20 Voice of the Customer: Counties

September 13, 2017 21 VOC: Survey Monkey Questions • • Q1: What region of the state is your county in? Q7: What are the challenges of submitting forms? • • • Q2: How would you describe your county? • Q8: Are there any other sources of difficulty or • challenges in the Child Outcomes process? • Q3: What is working best with the process in • your county? Why? • Q9: What could make the Child Outcomes • process easier? • Q4: What do you like LEAST about the • process? Why? • Q10: What part of the process do you think • could be eliminated or stream lined? • Q5: What are the challenges in engaging • parents in the process? • Q11: What would you like us to start doing? • • • Q6: What are the challenges in engaging • evaluators and providers in the process? Q12: If you could have a magic wand, what would the perfect process look like? •

September 13, 2017 22 Survey Monkey Responses: 41 out of 58 Counties Let’s Review….

September 13, 2017 23 Voice of the Customer: Focus Group

September 13, 2017 24 Voice of the Customer: Focus Group

September 13, 2017 25 Thank You: VOC Focus Group Participants : • Six Counties : • Niagara County- Lisa Chester • Ulster County- Rita Wood & Linda Duval • Rensselaer County- Ann Hansen • Essex County- Lucianna Celotti • Albany County- Deirdre Romanski • Westchester County- Marina Yoegel & Jo- Ann Rongo • NYSACHO: • Robert Viets, Cheryl Gerstler, Cristina Dyer-Drobnack & Linda Wagner

September 13, 2017 26 Executive Report Out:

September 13, 2017 27 Lean Ideas for Improvement:

September 13, 2017 28 Lean Implementation Plan:

September 13, 2017 29 Screen Shots of Online COS Entry Form

September 13, 2017 30 Weekly Team Huddles @ the White Board:

September 13, 2017 31

September 13, 2017 32 Activities to Date: • Kaizen July 26-28, 2017 • List of Ideas for Improvement from Lean • Lean Check-Ins- 30 day • NYSAC Presentation

September 13, 2017 33 Next Steps: ➢ 60 day Lean Check-in ➢ 90 day Lean Check-in ➢ EI- LEAN-COS Webinar for NYSACHO- September 2017 ➢ Continuous County Reports

September 13, 2017 34 Questions:

September 13, 2017 35 Thank You! Bureau of Early Intervention: Phone: (518) 473-7016 Email: marie.ostoyich@health.ny.gov katherine.reksc@health.ny.gov kirsten.siegenthaler@health.ny.gov