Component: Child welfare - community and prevention supports

Legislation: Child, Youth and Family Services Act, 2017 (CYFSA)

Service objectives

To coordinate and lead service activities to enable the implementation of consistent, integrated business practices (business harmonization) across the child welfare sector. To develop and maintain Child Protection Information Network (CPIN) training resources that augment the standard core training materials provided by the ministry and align with legislative changes and system enhancements. To provide leadership in the implementation of the CPIN sustainment framework for the sector, promoting sector collaboration, consistent practices, and sharing of resources and expertise.

Service description

The transfer payment recipient will use funds to

  • Provide leadership in the establishment of harmonized business practices to support the consistent use of CPIN, the coordination of child welfare field input and liaising with the Ministry to enhance the CPIN application
  • Deliver business harmonization processes and training resources in response to needs identified by the child welfare sector and the Ministry’s policy goals and objectives, as required; agreed upon between the Ministry and transfer payment recipient staff and as per agreed upon service objectives and budgets
  • Co-lead training development working groups and coordinate sector created training materials that build on Ministry core training materials and as agreed upon between the Ministry and the transfer payment recipient staff
  • Lead the implementation of the sector CPIN sustainment framework
  • Coordinate and facilitate prioritization of incoming change requests from the sector and sector initiatives

Program/service features

The services are directed at Child welfare direct service workers and management (supervisors, managers and Executive Directors) using CPIN.

Program goals

  • To provide leadership in the prioritization, creation and implementation of business harmonization processes to support the consistent use of CPIN across societies
  • To provide child welfare staff (frontline workers, supervisors, managers) with the required knowledge, skills and learning tools that support the consistent use of CPIN across societies, build on Ministry core training materials, align with legislative changes and system enhancements, and promote child safety
  • To provide leadership in the creation of the CPIN sustainment model for the sector, where there is sector collaboration, consistent practices, issues prioritization and sharing of resources and expertise

Ministry expectations

The transfer payment recipient will

  • Identify, prioritize, facilitate and coordinate development and implementation of harmonized business processes and supplementary training resources using various sector subject matter experts
  • Integrate business harmonization with policy change activities, technical/system change activities, including those that integrate to/impact CPIN such as modernized FastTrack Information System (mFTIS), Serious Occurrence Reporting and Residential Licensing (SOR-RL), and other integrated modules. and training material development, and update activities in collaboration with the ministry through the Child Welfare Operations Branch (CWOB)
  • Monitor, maintain and update approved business practices and processes and associated training materials
  • Attend training support network meetings and provide input and support to agenda items and presentations
  • Be responsible for the CPIN Sustainment Working Group and the completion of a CPIN sustainment framework for the Sector, which incorporates all major, enduring CPIN activities and the conditions by which these can be maintained on a long-term basis
  • Lead and facilitate the implementation of the sector CPIN sustainment framework, where recommendations are based on the prudent use of financial, service and resource viability and efficiency
  • Coordinate and facilitate prioritization of incoming change requests from the sector and sector initiatives
  • Maintain a change request list for approval by the CPIN Operations and Strategy Committee and ensure it is published on the ministry SharePoint site
  • Maintain the current technical, reporting, training and finance issues distribution groups, which will include CWOB team members
  • Coordinate/Facilitate/Maintain sector initiatives such as the zone duplicates initiatives and zone infrastructure
  • Consult regularly with key stakeholders (Sector, Ministry of Children, Community and Social Services (MCCSS), including child welfare Operations Branch, child welfare Secretariat, Business Intelligence and Practice Division, Legal Services, MCCSS leadership), Association of Native Child and Family Services Agencies of Ontario, etc.)
  • Be actively involved in communication and dialogue with the sector and ministry
  • Be accountable to the ministry and consult the ministry on the success of the program in meeting the stated service objectives
  • Deliver the services in accordance with the ministry approved budget
  • Meet with the ministry at a minimum of once-bi-monthly to review progress and provide relevant updates that may impact ongoing The schedule will be established to meet the needs of OACAS and ministry partners
  • Respond to any supplementary reports’ questions from the Ministry

Note: It is recognized that some of OACAS’ activities will be dependent on preceding ministry activities.

Reporting requirements

The transfer payment recipient is expected to

  • Monitor and evaluate program performance and to confirm that program objectives and deliverables are being met
  • Provide timely reports displaying progress on data elements and expenditures to the satisfaction of the ministry
  • Submit the following documents as an attachment for each reporting period unless otherwise specified
  • Ensure all Business Harmonization Committee meeting agendas and minutes are posted to the ministry SharePoint site
  • Provide a prioritized list of business harmonization work items with short description and status: pending, in-progress, ongoing, deferred, or complete
  • Provide a list and number of endorsed harmonized business practices and their associated training resources and published to the ministry SharePoint site
  • Provide a list and number of all required additional training resources, which are not associated with a harmonized business process, with short description and status: pending, in-progress, ongoing, deferred, or complete
  • Provide a list and number of the additional training resources published to the ministry SharePoint site
  • Provide a list (name, version, date, scope) and number of all updated harmonized practices and training materials
  • Project plan (once approved by Operations and Strategy) and associated progress report and/or other documents for CPIN training initiatives related to alignment with the Child welfare professional (new worker) series and associated e-learning CPIN modules; activities supporting regional training/help desk initiatives, provincial competency assessment, etc
  • A copy of the CPIN Sustainment framework (interim reporting and if updated)
  • If applicable, any other workplans developed in addition to Training, that address the critical areas required for sustainment of CPIN as outlined in the framework
  • Master list of change requests received by OACAS (with date received, change request details, category, status, and any other criteria agreed upon between ministry and OACAS)
  • Publish list of approved change requests and their prioritization to the ministry SharePoint site following endorsement by CPIN Operations and Strategy
  • Provide names of sector individuals on the following distribution lists: CPIN Leads; CPIN Technical Issues, CPIN Reporting Issues, and CPIN Training Issues distribution lists
  • Provide a copy of the CPIN Operations and Strategy Committee Project Plan (interim reporting and whenever updated)

Reporting requirements

The following service data will be reported on at an Interim and Final stage. Please refer to your final agreement for report back due dates and targets.

Service Data Name Definition

# of unique general inquiry instances

Unique number of general inquiries OACAS CPIN Operations receives during the reporting period.

# of BH meetings facilitated

Total number of Business Harmonized working group meetings facilitated in the reporting period.

# of new and updated endorsed BH practices

Total number of new and updated endorsed harmonized business practices in the reporting period.

# of new CR endorsed by CPIN Operations and Strategy and submitted to the ministry

Total number of new change requests endorsed by the CPIN Operations and Strategy Committee (and forwarded to the ministry) in the reporting period.

# of Additional training sub-group meetings facilitated

Total number of additional training subgroup meetings, including associated consultations, related to the development of new or updated training resources NOT included in the above BH measure, facilitated in the reporting period.

# of monthly Training Support Network meetings supported

Total number of monthly CPIN Training Support Network meetings supported and provided input into during the reporting period.

# of Additional training resources released and published

Total number of additional training resources, not counted as part of the BH measure, released to the sector and published on the ministry SharePoint site in the reporting period (includes both new and updated).

# of BH and associated Training sub-group meetings facilitated

Total number of Business Harmonization and associated training subgroup meetings, including associated consultations, related to the development of new and updated processes, facilitated in the reporting period.

# of released and published BH practices and associated training materials

Total number of harmonized business practices and associated training resources released and published to the ministry SharePoint site in the reporting period (includes both new and updated).

# of in-progress BH practices

Total number of in-progress and ongoing harmonized business practices in the reporting period (includes development of new and updated HBP’s and all supplementary training resources).

# of in-progress Additional training resources

Total number of in-progress training resources in the reporting period (includes new and updated, NOT included in the above measure).

# of additional training presentations made (not related to a new BH process)

Total number of training presentations not counted in the above BH measure, delivered in the reporting period.

# of CR received by OACAS

Total number of change requests (CR) received by OACAS in the reporting period. Includes all integrated requests (business harmonization, training, reporting, finance and system change requests).

# of CR prioritization meetings

Total number of prioritization meetings and associated consultations held within the reporting period.

# of Zone meetings coordinated

Total number of Zone meetings coordinated in the reporting period.

# of Sustainment Committee meetings

Total number of Sustainment Committee full group meetings facilitated during the reporting period.

# of subgroup meetings related to Sustainment work

Total number of Sustainment subgroup meetings facilitated during the reporting period.

CPIN sustainment and harmonization: Ministry-funded agency expenditures

Total ministry-funded expenses for the transfer payment recipient to administer and/or deliver this service in the reporting year (cumulative).