ONSITE Compliance Monitoring 20072008

1
ON-SITE Compliance Monitoring 2007-2008
2
Contract Monitoring 2007-08

• Purpose
• Provide accountability information on programs
  impact, efficiency, service delivery and
  activities
• Fine-tuning of existing programs by reappraising
  objectives, goals and execution
• Assess management and administrative structure to
  evaluate appropriateness
• Provide on-site TA in an effort to resolve
  programmatic or operational problems
• Contribute to the development of new
  methodologies and ways to improve service
  delivery

3
On Site Visits

• General Administrative
• Property and Facility
• Invoicing and Reporting
• Outcomes and Outputs
• Staffing and Training
• Client Services

4
General Administrative

• DJJ QA Peer Reviews (request to participate
  varies)
• DJJ QA Reviews (DJJ CAPS required for min. status
  agencies)
• QIC attendance
• Financial audit (no financial irregularities)
• Additional Funding Sources

5
Property and Facility

• Property and Inventory List (1000)
• Information Resources Request (IRR)
• Shelter Environment (clean, safe, egress plan,
  chore list maintenance check list)
• Safety and Security (Camera Surveillance/Heat
  Index)
• Fire Drills (2 mins or less, documentation, Mngt
  review)
• Quarterly Emergency Drills (Documentation)

6
Property and Facility

• Health Group Care (Inspections, Documented
  follow up-Violations etc.)
• Food Service (Handling, Temp, Storage,
  Certification)
• Knife for Life (multiple locations)
• Chemical Storage (inventory, MSDS)
• General Alert (list youth w/major conditions)
• Medication (storage, date, time, dosage, photo,
  signatures, notices, training, etc.)

7
Property and Facility

• Infection Control
• Room Searches
• Youth Searches
• Bio Hazard waste handling practices
• Vehicle Safety Security
• Daily Schedule (Groups Structured Activities)

8
Invoicing and Reporting

• Incidents (2 hrs or less)
• Arrests (72 hrs or less)
• Logbook (consistency and Supervisory review)

9
Staffing

• Staff Retention Rates (varies)
• Staffing Schedules (Male and Female Staffing
  Ratios and Patterns)

10
Training

• Agency Training Plans (submit to FNYFS)
• In accordance with DJJs Training Policy (First
  Aid, SP, CORE, CIT)
• Training Hours (80hrs yr 1, 24hrs more than 1 yr,
  8 Supervisors-Gen. vs. Mngt?)
• Documentation Organization (varies)

11
Background Screening

• Live Scan (14-21 days)
• Agencies have fully incorporated Screening
  Protocols
• Screen date vs. hire date

12
Service Delivery

• File Organization (confidential, section
  dividers, uniformity, etc.)
• Screenings (7 days, CINS Elig., Revw. by
  Supervisor)
• Assessment (SA, MH, other)
• Psycho-Social (72 hrs, 2-3 Sessions, etc.)
• Service Plan (7 days, Individualized)
• Risk Factors (less than 3 or none)
• Case Notes (types, legibility, supporting info.)
• Case File Review Form

13
Corrective Action

• CAP plans must be submitted with in 14 days of
  receipt of report
• Reviewed by Monitor
• Agency completion of CAP Items usually w/in 30
  days or less items are reviewed via documents
  or upon next on site

14
Policy and Practice

• Policy must drive Practice
• Confident and Better informed Staff
• Review staff competency
• Ensure that staff are competent at the point of
  service delivery
• Testing of systems and practice