Minnesota Department of Human Services (department) staff are issuing this revised program update to reflect new information and activities occurring in Family First Prevention Services Act (FFPSA) program areas.
Please note changes in the timelines in the prevention services program and expanded update for the qualified individual treatment program.
Many efforts are underway and planned for the coming months to support the implementation of prevention services and to support ongoing implementation of qualified residential treatment program. These updates are summarized below.
The PAT implementation team met from Jan. 2023 to Nov. 2023. The team consists of partners from the Minnesota Child Welfare Training Academy (MNCWTA), Tribal Training Certification Program (TTCP), the department’s FFPSA prevention services team, the Minnesota Department of Health, current PAT providers, county partners and the PAT National Center. The team was co-led by the department a PAT National Center staff. Separate Tribal engagement and consultation have been occurring throughout the implementation process and are ongoing.
This team identified areas of implementation that will be necessary to meet FFPSA requirements and began mapping out documentation, claiming and billing processes. This team is on pause pending the PAT request for proposals (RFP) that was published on Mar. 11, 2024.
The PAT RFP will use Family First Transition Act funding, a one-time federal funding source that supports FFPSA implementation. The RFP will be used to support the expansion of PAT, establish, or strengthen partnerships between PAT providers and child welfare agencies, and implement the FFPSA requirements for a limited number of PAT sites and local child welfare agencies. The department is seeking Proposals from qualified Responders to implement and expand the evidence-based service, Parents as Teachers (PAT), to support the goals of Minnesota’s Family First Prevention Services Act (FFPSA) Five-year Prevention Plan which is aimed at preventing children from entering foster care. There was an RFP Responders’ Conference held on Mar. 27, 2024 from 1:00 pm to 2:00 pm via WebEx. Questions must be submitted on or before April 5, 2024, by 4 p.m. Answers will be submitted by April 12, 2024, by 4 p.m. Questions must be submitted to via email:
PAT FFPSA RFP Question--Attention: Sarah Barth
Sarah.barth@state.mn.us
The Proposal must be submitted electronically on April 19, 2024, by 4:00 p.m. Central Time to be considered. The RFP must be emailed to:
Questions must be submitted to via email:
PAT FFPSA RFP Proposal--Attention: Sarah Barth
Sarah.barth@state.mn.us
Motivational Interviewing (MI) implementation team update: MI Overview
The MI implementation team met from Jan. to Nov. 2023 and has concluded. The team consisted of partners from the Minnesota Child Welfare Training Academy (MNCWTA), Tribal Training Certification Program (TTCP), Center for Practice Transformation, the department’s FFPSA prevention services team and county partners. The team was co-led by department staff and a MACSSA representative. Separate Tribal engagement and consultation have been occurring throughout the implementation process and is ongoing.
The team developed recommendations for how MI will be implemented, ensuring that FFPSA requirements are met, including:
- Training and certification requirements
- Three pathways in which agencies can become certified, and
- The fidelity monitoring tool that will be utilized: Lyssn.
In the future, the TTCP will offer training and certification that include an American Indian culturally focused lens. Development is in process.
Lyssn is a fidelity monitoring tool that will be used to support the ongoing implementation of MI. Lyssn uses artificial intelligence technology to automatically assess if individuals are utilizing MI skills. The state will be funding the tool and is currently developing the contract with Lyssn. More information is forthcoming. An overview of how the tool will be used is below:
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Purpose: To monitor the implementation and use of MI on a statewide scale. The tool will ensure that continuous quality improvement and fidelity monitoring federal FFPSA requirements are met. Most importantly, the tool will help inform implementation and practice, and will provide a tool to continuously improve MI skills. The results from this tool will not be used for punitory purposes.
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Expectation of supervisors and caseworkers: The department will ask individuals to engage in role-play within their agencies and to record conversations in which they are utilizing MI at least once every quarter. The conversations will then be automatically coded within Lyssn. Supervisors will use the results for supervision and coaching purposes.
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How Lyssn results will be used: The state will use the results to inform overall implementation. Supervisors and caseworkers will use the tool to inform and improve practice.
- The state is not permitting agencies to record conversations with families in Lyssn where MI skills are being utilized, instead mock interviews will be utilized initially. The use of mock interviews for fidelity is due to concerns of data privacy and retention of the recorded interviews. This will remain in effect during the implementation phase of MI and will be reviewed at a future date.
Training implementation team update
The training implementation team has been meeting since Jan. 2023 and is actively meeting. The team consists of partners from the MNCWTA, TTCP, Center for Practice Transformation, county partners and the department’s FFPSA team. The team is co-lead by the department and a MACSSA representative. This team is responsible for developing recommendations for general FFPSA training for initial implementation and ongoing child welfare workforce training. This team:
- Developed a FFPSA overview
- Developed and published of two short videos that provide an overview of child welfare practice transformation in Minnesota, the purpose of FFPSA and how Motivational Interviewing supports practice transformation; to view these videos, please visit the following web pages:
- Is currently developing a communications strategy that will focus on the practical application of MI and the benefits of using MI; this will highlight St. Louis County’s experience in implementing MI
- Will help develop a desk guide for FFPSA-related documentation, case planning and Social Services Information System (SSIS) changes in the future.
Minnesota Child Welfare Training Academy updates
The MCWTA has been working on implementing recommendations made by the MI Implementation team. Since last fall, the MCWTA has developed and launched all MI course components and pathways to certification. Child welfare professionals from agencies across the state are participating in all components of the MNCWTA-led Motivational Interviewing (MI) certification pathway pilot course, intended for child welfare professionals, also known as certification pathway 1. The first cohort of fully trained learners began completing the skills demonstration for initial certification in late February. As of the end of March, 206 child welfare professionals have registered for the initial introductory training to begin the certification process, and participants are making their way through instructor led workshops and coaching circles.
Professionals who have been, or are in the process of, successfully completing the Motivational Interviewing (MI) training course will be able to qualify for prevention services Title IV-E claiming when that becomes available. There are open seats available in MI training cohorts and courses will continue to be added. Minnesota county and Tribal workers and supervisors can register for these courses through the MNCWTA training portal.
In addition to pathway 1, alternative MI certification pathways are now available. Alternative pathways allow learners who are MI trained according to criteria established by the training implementation and governance committees. Pathway 2 is for professionals previously trained in MI. Pathway 3 provides processes for certification for agencies independently hosting their own qualifying MI training.
A survey has recently been released for county and Tribal agencies to notify the department of interest in training Pathway 3. This was sent via email to social service directors and supervisors on Mar. 11, 2024. The survey closed on Mar. 29, 2024, after receiving numerous requests for pathway 3. Department staff will be in communication with agencies regarding their requests in the coming weeks.
These pathways will include staff and agencies providing documentation of training via the MNCWTA website in cooperation with MNCWTA staff. Alternative pathway courses and steps, along with information and announcements can be found on the MNCWTA MI web page.
Continuous Quality Improvement (CQI) implementation team
Planning for a CQI implementation team has been underway. This team will work on further outlining fidelity monitoring requirements, as outlined by FFPSA, and as recommended by previous implementation teams. Recruiting for members is underway and this team is officially set to begin in March.
While preparing for the external CQI implementation team, the department:
- Developed a fidelity checklist to be adapted for all fidelity monitoring processes for future services under FFPSA
- Began developing a MI-specific fidelity implementation plan, communications plan and evaluation plan for FFPSA CQI implementation
- Developed a thorough, intentional charter draft for the CQI Implementation Team workgroup
- Engaged counties and supervisors for valuable feedback on their experiences with fidelity monitoring
- Developed informative resources to introduce fidelity monitoring using feedback
- Presented fidelity monitoring information in recent supervisor forums
- Began organizing an external information sharing platform, Engagement HQ, to house all information related to CQI FFPSA fidelity monitoring.
In the coming months, the CQI implementation team plans to:
- Begin meeting with the external CQI Implementation workgroup; this workgroup will develop an overall CQI plan for the services selected in Minnesota’s FFPSA prevention plan and further inform fidelity monitoring implementation
- Distribute detailed resource materials to the workforce about fidelity monitoring
- Finalize Engagement HQ platform to tentatively launch in July 2024.
FFPSA allocation
The Updated FFPSA Prevention Services Allocation Bulletin 24-68-02 was published on Feb. 6, 2024, and outlined the uses, formula, reporting requirements and payment of the FFPSA Prevention Services allocation. This new allocation will begin to support efforts related to the development and/or expansion of prevention services related to the implementation of the Family First Prevention Services Act (FFPSA). Funds will be allocated to counties and federally recognized Tribes in Minnesota to provide prevention and early intervention services. Funds may be used to implement or expand services to support children and families, and to prevent involvement with the child welfare system. Funds are allocated on a calendar year (CY) basis beginning in CY2024. The allocation will stabilize in CY2025 and continue at that amount in future years.
There were two webinars held on Feb. 27, 2024, and Feb. 29, 2024, to cover information on the FFPSA Prevention Services Allocation. The Power Point and a Q&A from those webinars is posted on the Family First Prevention Services Act section on Partnerlink.
Plan submissions were due no later than Mar. 31, 2024. They are only required at the onset of the allocation and do not require yearly submission. However, a new plan must be submitted if substantial changes are made to the agency’s use of the funds. The agency plan must be submitted by Mar. 31, 2024. Please submit them to Sarah.Barth@state.mn.us.
For more information or question regarding FFPSA Allocation, contact Sarah.Barth@state.mn.us.
Future prevention services planning
Department staff, along with MACSSA representatives, have been working on future process development. Most recently, this team drafted a future services process map that will assist in guiding and directing the work of FFPSA future planning. Using this mapping process, the team identified the key steps and the critical consultants in selecting future services to be included and implemented in the five-year prevention plan. Within this process, the team also identified key data and evaluation needs as well as a statewide need for engagement that will offer support in services selection. The team has also developed a decision-making matrix, a tool used to help analyze multiple services, to be used within the future services selection process.
The team plans on working closely with the department’s research and evaluation team to look at state child welfare data to help assess and identify statewide needs. Future plans also include collaboration with community and statewide partners to help develop working groups that will operate as subject matter experts (SMEs) to help further the services selection process.
Claiming update
Aligning work to develop successful claiming mechanisms for Minnesota is a complex process, involving multiple factors including federal review and response. The goal is a successful process for claiming prevention services Title IV-E funding to support and reinvest in statewide prevention services for families. The department has many efforts underway to support the eventual claiming of Title IV-E for prevention services, which includes Motivational Interviewing (MI) and Parents as Teachers (PAT). These efforts are outlined, along with a status update. Many of these efforts rely on one another for the full claiming process to come together. While it may be possible to claim prevention services beginning in late 2024, actual claiming may depend upon federal cost allocation approval and other factors. This work will transition to the state’s newly created Department of Children, Youth, and Families, beginning July 1, 2024. See a more detailed update on PartnerLink under “Claiming.”
For more information or questions regarding prevention services implementation contact, dhs.csp.safety@state.mn.us
Department staff, along with MACSSA partners, selected a model to recommend to the Governance Team for further review in July 2023. The Governance Team reviewed the recommendation and approved moving forward with the Foster Kinship model originating from Nevada. See Foster Kinship - Help Keep Home in the Family.
The Foster Kinship navigator program is designed to serve kinship caregivers, both relatives and non-relative kin, who are raising children in non-parental care. The Foster Kinship navigator program aims to strengthen kinship caregivers’ capacity to provide safe, stable, nurturing homes for children who cannot live with their parents. The program’s targeted support focuses on reducing uncertainty for new caregivers and enabling them to understand and access available resources.
Implementation of the Foster Kinship model will create grant opportunities between the department and external partners. The department has been working to align this opportunity with the Community Resource Center implementation that will more broadly support families in accessing supports across the state. Department staff plan to issue request for proposals (RFPs) soon and execute grant contracts in state fiscal year 2025.
To support implementation and technical assistance, the department will be entering into contract with Foster Kinship Nevada.
Outside of the implementation of Foster Kinship, the department seeks input from Tribes on what additional supports may be beneficial to support Tribal kin families.
Ongoing Kinship Navigator updates can be found on PartnerLink. Questions regarding kinship navigator may be directed to nichole.taylor@state.mn.us.
State sponsored QI program
Department staff want to thank and acknowledge the tremendous work state contracted QIs have been doing for the past two and half years to provide QRTP assessments for county and Tribal agencies.
Retired child welfare directors, licensed therapists, school counselors and community members have contracted with the state to provide 475 QRTP assessments.
Since Sept. 30, 2021, the state sponsored qualified individual (QI) program has contracted with 49 people who have become trained and certified QIs and have accepted QRTP assessment requests.
The state sponsored program is continually contracting, training and certifying people to meet the demand. Currently, 18 QIs are trained and certified. Seven can accept assessment requests while 9 have already expended the annual contract amount and 2 are not accepting assessments at this time. Seven new state contracted QIs will attend training in April.
Although we have a limited number of active state contracted QIs, department staff are diligent in assigning requests based on QI availability.
There are several factors that impact the need for ongoing recruitment and contracting. One is related to a funding cap on how much a QI can earn in one year which limits the number of QRTP assessments they can complete. At times QIs are willing to accept more than one request at a time due to county and Tribal agency need which means funding is expended more quickly. It’s also important to note that most of the QIs have full-time jobs so there will be times it does not work for them to accept a request.
To address the contracting issues noted above, Department staff are exploring contracting options to increase the grant award amounts and improve QRTP assessment best practices to ensure statewide demands for a QI can be met.
The 2023 legislature partially funded the state sponsored program. Federal Family First Transition Act funds are being used to fill the gap but those are onetime dollars and must be spent by Sept. 30, 2025. State funding was approved so staff issued a request for proposal (RFP) to contract with a community agency to manage a statewide pool of QIs but received no responders. Planning is underway to maintain the state sponsored QI program.
Recruitment efforts
The department’s QI recruitment efforts include a recruitment video, resource materials and community outreach to encourage people to apply. QI recruitment information is distributed to various networks and, since implementation, the state-sponsored QI program has received numerous applications for consideration.
Supporting county and Tribal implementation of Qualified Individual Treatment Program requirements
Training, resources and engagement
The department provides a 2-day QI training at no cost to counties or Tribes. This training is required for all QIs in Minnesota whether a QI is contracted with a county, Tribe or department or a county or Tribal employee who meets criteria under a federal waiver.
Upcoming QI training will be held April 23 - 24, 2024.
The cost of certification and re-certification of QIs on the MN Brief Child Strengths and Needs Assessment (CANS) for state, county and Tribal contracted QIs is paid for by the department. For counties or Tribes that have selected one of the two approved federal waivers and have assigned QI role to an employee, they are responsible for cost of certification and ensuring staff maintain annual certification. QIs selected for the state sponsored program also have the cost of a background check and their time spent in training paid for by the department.
Department staff have developed a series of documents and resources for QIs and agencies to support their implementation of FFPSA residential placement requirements. Such as:
More resources for social service agencies and caseworkers will be available this summer. Department staff are planning to host an informational meeting for QI program county and Tribal agency points of contacts and supervisors regarding QI best practices later this year.
QI/QRTP policy staff participate in individual meetings with Minnesota’s 11 Tribes and attend the American Indian Child Welfare Advisory Council meetings for information sharing and program updates. Department staff meet monthly with representatives from Minnesota Association of County Social Service Directors (MACSSA).
New automated process for completing QRTP assessments
Department staff along with MNIT staff are finalizing a web-based QI portal qualified individuals will use to complete documentation for QRTP assessments. This secure portal will be used by trained and certified QIs to enter required documentation with an interface to SSIS. This process eliminates need for using email, streamlines the process and meets federal requirements for QRTP documentation.
Automating the QRTP assessment process means checks and balances are in built into SSIS to reduce human error and reduce risk for federal disallowance. Training for QIs on the new process is being developed in collaboration with QI policy staff, SSIS Operations, Child Welfare Training Academy and Minnesota IT Services (MNIT) staff.
QI portal is scheduled to be included in the 24.3 SSIS Release in August.
Survey to QRTP certified facilities
Staff from Child Safety and Permanency and Licensing Divisions recently sent a survey to QRTP certified facilities to clarify what programs have been certified as a QRTP. Department staff is using the survey to address confusion they have heard from agency placing workers and facility intake staff as to the QRTP status of programs when making placements.
The survey was sent to facility leadership to verify and confirm which program(s) in their residential facility are certified as QRTPs.
Results of this survey will be shared so agency placing workers are clear if they are placing a child in a certified QRTP facility. Facility staff are expected to know which programs are certified QRTPs. This is important so FFPSA placement requirements are followed.
Extended QRTP placement case reviews
Since Sept. 30, 2021, over 245 quality assurance case reviews have been completed.
Child Safety and Permanency Division staff conduct quality assurance case reviews when QRTP placements have been extended per federal timelines. Data entered in Social Services Information System (SSIS) is reviewed according to MN Statute 260C.714. Department staff review cases to determine if counties and Tribes are:
- Implementing QRTP placement requirements and
- Accurately documenting QRTP placement and extended placement requirements in SSIS.
During the review process staff offer feedback, consultation and technical assistance to improve understanding of the overall QRTP placement process and requirements for extended QRTP placements.
Department hosting state-to-state roundtable discussions
Beginning in Jan. 2024, department staff have been hosting state-to-state meetings to discuss implementation of various components of the qualified residential treatment program requirements with six other states. MACSSA representatives, who are members of the QI Project Team, are participating. The round table discussions have provided a space for state staff to share policies, practices, resources and learnings for implementing federal requirements. This has been a positive experience and at this point the group plans to continue to meet.
Minnesota received positive feedback on issuing comprehensive best practice standards for qualified individuals. Department staff are now working to develop best practice standards for agency case workers for implementing QRTP residential placement requirements.
For more information regarding QI/QRTP:
Family First Prevention Services Act PartnerLink
Qualified individuals: ffpsa.qualifiedindividual.dhs@state.mn.us
Residential placement: dhs.csp.fostercare@state.mn.us
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