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TO: County Directors of Social Services
ATTENTION: DSS Child Welfare Services Program Administrators
DSS Child Welfare Services Supervisors
DSS Child Welfare Services Workers
DSS Data Entry Supervisors and Operators
SUBJECT: Changes to MRS Database
DATE: June 29, 2007
Recently there have been several modifications to the Multiple Response Database. These changes are intended to capture the information that counties and the Division need to evaluate the effectiveness of Multiple Response while lessening the data entry burden on workers. Many of the minor changes which eliminated previous data fields have already been implemented, however beginning July 2, 2007 there will be fields added to the database. Finally, there will be a modification in the functionality of the database allowing for the “Common Edit” to be used repeatedly in the data entry process.
An updated DSS-5106 reflecting these changes has been posted on the web. Please begin using the updated DSS-5106 immediately. The DSS-5106 will no longer be located in the MRS County Resource Information section of the MRS web site. It may now be found on the DSS On-Line Publications Forms page (http://info.dhhs.state.nc.us/olm/forms/forms.aspx?dc=dss).
The MRS database User’s Guide is currently being updated. As soon as those updates are complete, it will be posted on the Manuals section of the DSS On-Line Publications website. Until that time, the current guide is located in the MRS County Resource Information Section of the MRS web site. With the exception of the Common Edit feature, the mechanics of data entry in the MRS Users Guide 2.3 are still applicable.
The changes to the system are as follows:
The following fields have been eliminated from the MRS database:
210-12 Assignment of Accepted Reports
210-20 If Petition filed with Juvenile Court, Date Petition Filed
210-22 Previous CPS Contact
210-25 Criminal Disposition
210-31 Services Complete
215-25 Criminal Disposition
215-31 Services Complete
109-31 Services Complete
The following fields have been added to the MRS database:
215 – 6a & 6b: Reasons for Transfer to a different Social Worker
If the case is transferred to a different worker for in-home services after the assessment, please indicate where the case was transferred and the reason for the transfer.
109 – 6 & 7: Name of Social Worker and Supervisor
As with 210 and 215, the 109 portion of the database now includes fields for social worker and supervisor. This will allow reports to be run by worker in the DataWarehouse.
109 – 6a & 6b: Reasons for Transfer to a different Social Worker
If the case is transferred to a different worker for Foster Care after the most recent service, please indicate where the case was transferred and the reason for the transfer.
109 – 33: Social Worker visits with the Child
As part of new Federal requirements for Title IV-B II, we will be tracking monthly social worker visits with children in foster care, and whether those visits occurred in the place of the child’s residence. Indicate the date of each monthly visit, and check the appropriate box to indicate whether each visit occurred in the child’s place of residence or elsewhere.
The following modification has been made to the MRS database:
Previously the feature allowing entry for multiple children simultaneously was only possible during the initial data entry. When updating cases, information for multiple children had to be entered for one child at a time. This is no longer the case for portions of the 215 and 109 sections of the database. This feature does not apply to the 210 section, therefore all information for 210 should be entered during the initial data entry.
The initial entry for multiple children will be made in the same way (selecting the children for common edit by checking the boxes next to their names under the service – 215 or 109 – you wish to enter). However, after the initial entry, a button will appear at the bottom of the screen allowing update all children for 215 or 109.
This update button will only allow updates to fields 26 through 32 (services and meetings). Should you need to change another field (such as Collaboration with Work First) after the initial data entry, changes will need to be made for each child individually. In addition, when the case is ready to close, question 33 – Data Entry Complete will have to be answered for each child individually.
Per Dear County Director Letter FSCWS-45-07, dated June 29, 2007 counties should begin entering data regarding monthly Social Worker visits with children in care for all children in care as of July 1, 2007. The structure of the MRS database will not allow access to children in the 109 section unless information on their 210 assessment case has been keyed into the system. Therefore, if your county has not been entering data in the MRS database, or if there are children in care as of July 1, 2007 that came into care before you began using the MRS database, you will need to first enter information from the assessment portion of the case so that you may access the 109 portion of the database for those children.
If you have any questions, please contact Heather Bohanan at (919) 733-7831 or Heather.Bohanan@ncmail.net
Sincerely,
Hank Bowers, Chief
Performance Management/Reporting & Evaluation Management Section
HB/hb
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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