1	Using the Family Matrix to Maintain & Secure Funding ___________________________________________________________________________________________ Presented by: Rosemary Baez Assistant Director, RFC
2	Brief Agency History In 1994, during the 1^st Bush Administration, Congress passed the Family Preservation and Support Act. The Act created state block grants to fund the development of preventative programs that through family preservation would help lower the risk of child abuse and out of home placement. In 1996, Santa Clara County’s Social Service Agency spearheaded a Steering Committee of over 130 multi-disciplinary representatives who collectively decided to develop a new nonprofit community based organization to implement the County’s plan.
3	Adopting the Family Matrix In 1998, the Family Matrix Model is selected as the agency’s primary evaluation tool. Steps Required: Acceptance by Management Acceptance by our Board of Directors Acceptance by the Family Advocates who would use the tool on a regular basis Introduction & Training Opportunity to provide input & help design the tool Testing period
4	How the Agency Uses the Data To establish a baseline of information from which to evaluate the family as they enter and exit our services To demonstrate how our programs are improving the lives of children and their families To track outcomes To identify emerging trends To identify gaps in services To monitor service delivery To justify the need for continued funding (leverage) To present the need for the development of new programs or program components
5	How Workers Use the Matrix Engage the Family To communicate & build a positive relationship with the family Evaluate the Family To assist the family identify & acknowledge their strengths Develop a Work Plan To jointly become more aware of each family’s goals Follow Up To continue communicating with the family by sharing where the status levels represent success & where support is needed for continued improvement Document the Family’s Success To assist the family develop their decision making skills
6	Implementing the Family Matrix From 1999 to 2001, the Family Matrix was tested by staff, yearly training was provided, and data was collected. In May of 2002, a comparative analysis of the Family Advocacy data for 2000 and 2001 was completed and the Lucile Packard Foundation for Children’s Health funded a 2 year project to re-design the client database and revise the Family Matrix with an emphasize on tracking injury prevention of children under the age of five. The following data was used in the analysis: 6 categories 932 cases 3 periods (baseline + two additional evaluations)
7	Identifying a Best Practice Social Emotional Health and Community Relations had lower baseline but showed the great improvement? Factors Considered were that Family Advocates: Sought to connect families to at least 3 other community based resources, services or programs. Assisted families in navigating systems and encouraged them learn how to access resources on their own. Were able to relate to their families because they had personal experience with the same systems. Explanation: Relationship building and time spent with families gave them ‘hope’ that they can resolve their issues, find someone to connect them with other resources, or assist them in building a support network.
8	Identifying an Emerging Trend Transportation & Immigration scores were lower than expected? Factors Considered: Large number of families were immigrants Large percentage of families were low-income Family Advocates were knowledge in the area of immigration Family Advocates were bicultural and bilingual Explanation: Dip in score seemed to coincide with the timing of the Implementation of a new California state law requiring a social security number for eligibility to receive a drivers license.
9	Recommendations from Analysis Address issues of Transportation, Health and Safety, and Immigration/Resettlement. Re-assess the role of the Family Advocate to provide additional support to handle large caseloads and allow for time required to develop a positive relationship between the Family Advocate and the family. Continue working on the development of the Matrix and provide on-going annual training to existing staff and to new staff.
10	Using the Data for Funding Transportation, Health and Safety, and Immigration Purchased three 7-passenger vans City of San José HNVF Received funding to transport seniors using the vans Kaiser Permanente Child Passenger Safety Program was developed and two staff members became Certified Passenger Safety Technicians Public Health Department – Traffic Safety Produced Annual Health Fairs in 2002, 2003 & 2004 Corporate & City of San José sponsorships Partnered with community clinics & other health care providers
11	Using the Data for Funding Role of the Family Advocate Staff Development Certification for enrolling families in health care plans Certification in 40 hour Domestic Violence training series Extensive training on Judicial and Child Welfare systems Two additional staff became Certified Passenger Safety Technicians New Programs Care Management Program (added 8 FTE’s) Regional Partnership Program (added 16 FTE’s) Family Advocacy Model is used a foundation for new programs Strength based approach Bicultural/bilingual staff who had could relate to their clients Relationship building between staff and clients is key
12	Agency Milestones In 2003, FIRST 5 Santa Clara County provided over $1.4 million in funding. Added 24 FTE’s under two new programs Provided a Supplemental Services Fund to pay for child care, & emergency services Provided funds for Transportation Subsidies Provided funds to purchase Car Seats Developed a partnership with Family Court Services On July 1, 2004 the redesigned Client database and revised Family Matrix was launched. Track indicators and categories across programs Correlate demographic data with Family Matrix data
13	Revising the Family Matrix These categories will provide a benchmark or baseline from which to measure and compare three distinct Family Support programs. Steps Required: Agreement on a strength based approach Agreement on the categories that would act as the universal factor for comparison Children’s Care and Safety Health Parent Child Relations
14	Core Categories Core categories are used to track ALL families by individual program. Core categories were selected to: Establish a solid reference point based on specific objectives Track expected outcomes by a specific program Document program results required by funding sources Help guide the future direction of the program
15	Secondary Categories Categories not considered ‘Core’ were labeled ‘Secondary.’ Secondary categories are used as needed as determined by individual workers based on their interaction with the family and the presenting issues. Secondary categories help identify: Unexpected barriers Emerging trends or issues Flaws in program design Systemic flaws
16	Family Advocacy Program Family Advocates work with the Social Services Agency. The following 10 Core categories: Adult Education* Basic Needs Children’s Care and Safety Family Relations Financial Stability Health Immigration and Resettlement Parent Child Relations Shelter Transportation and Mobility *The Adult Education category is only tracked by the FA program.
17	Care Management Program Care Managers work with Family Court Services. The following 6 Core categories: Children’s Care and Safety Children’s Education and Development Family Relations Health Parent Child Relations Substance Abuse * The Substance Abuse category is only tracked by the CM Program.
18	Regional Partnership Program Resource Coordinators work with elementary schools and at the grassroots community level. The following 10 Core categories: Basic Needs Children’s Care and Safety Children’s Education and Development Community Engagement Financial Stability Health Immigration and Resettlement Parent Child Relations Shelter Transportation and Mobility * The Community Engagement category is only tracked by RP Program.
19	Accomplishments In 2002-03, the categories of Children’s Care and Safety received the second highest score of all categories after Children’s Education and Development. The Child Passenger Safety Program continues to provide classes in English & Spanish that include one-on-one fittings & installation using the families own vehicle, and continues to distribute free car seats for eligible families. Car seats and transportation subsidies are incorporated into new contracts when possible.
20	Acknowledgements Founding RFC Executive Director Jesus L. Orosco Spearheaded Client Database and Family Matrix Redesign Rosemary Baez Family Advocates Rosemary Carranza Mohammed Hassen Ruth Salazar Community Liaison (IT Support) Mohammed (Shariff) Mohammed