The WWU

More High Quality Casework in May

On behalf of the Commissioner, myself, and the rest of the High Quality Casework Team, I would like to congratulate May's nominees and their Team Leaders:

 From Southwest, Domica Young and her Team Leader, Patricia Wiley; from South Central, Candi Glasscock and her Team Leader, Elaine Russell; from Shelby, Keisha Watson and her Team Leader, Senetra Williams; from Mid Cumberland, David Novak and his Team Leader, Tobi Young, from Upper Cumberland, Wes Stevens and his Team Leader Kim Jackson, and finally, from Davidson, Tammy Kelly, and her Team Leader, Georgianna Hooker.  Each case was spectacular and definitely showed each person's dedication to their children and families. 

After careful consideration, Domica Young was chosen as May's winner.  As the winner she will be receiving a $50.00 gift certificate and be given the opportunity to work with the High Quality Casework Team to share her techniques that led to such high quality work. 

Again, congratulations to all of the nominees and stay tuned for June's winner. 

Thomas Jones

June 30: Information on Voluntary Buyout Program

Last week we held 10 information sessions across the state for eligible employees to learn more and ask questions about the Voluntary Buyout Program (VBP). Thank you to all those employees who participated. We have also received more than 3,000 calls to the VBP Call Center and more than 1,000 emails from employees with questions about the VBP.

There are two issues and concerns in particular that have been raised repeatedly that I would like to take this opportunity to address.

The first issue pertains to retirement. Specifically, we have been asked if participating in the VBP affects retirement benefits, timing or conditions. The answer is no. The VBP does not affect the level of retirement benefits, either now or in the future. For more information, please review the Frequently Asked Question regarding retirement benefits found at the top of the page. (Note: If you have visited a Web page previously, you may need to click “refresh” to view its updates.)

We have also learned that some retirement-eligible employees do not want to retire until they can be certain they will be accepted in the VBP. Those employees may delay that decision without fear of jeopardizing their ability to retire. For more information, please see the Frequently Asked Question related to waiting to file retirement papers on this page.

For information regarding returning to state employment after two years and the effect on TCRS service and salary credit, longevity credit, sick leave balance and other issues, please see the Frequently Asked Question on this subject on this page.

The second question repeatedly asked is: “If an employee received the VBP packet, will they necessarily be subject to an involuntary reduction in force either immediately after the VBP or in the future?”  The answer again is no.

One of the sources of this confusion, we have learned in talking with employees, was the wording used in the agency Eligibility Summary documents found on the agency plan pages on the VBP Web site. 

The final column in each agency’s Eligibility Summary document indicates the number of VBP offers that an agency will accept, not the number of positions that will be necessarily be eliminated.

To be clear: Under the VBP, a position will be eliminated only after the following occurs:  (1) an employee applies for the buyout, (2) the employee is accepted into the program, and (3) the employee voluntarily separates from the State. These eliminations will result in an ongoing cost saving for the agency and the State.

The wording on the Eligibility Summary documents has been changed to more accurately reflect this. For information on any future reductions in force, please see the Frequently Asked Question about any reduction in force (RIF) that might occur in the future here.

As we have stressed through out the VBP program materials and our meetings with employees this week, if the VBP is not in your best interest, you should not take it. But if you feel it is in your best interest, you should strongly consider it. Remember that the program is voluntary, and the decision about whether it is right for you is one that only you can make.

We are making a number of resources available, however, to allow you to have as much information as possible in making your decision.

VBP Web Site - Go to www.tn.gov and click on the gold button that says “Voluntary Buyout Program.” Frequently Asked Questions are updated often, and you can view the same video used in the employee information sessions.

VBP Call Center - Call 615-253-9980 or toll free 1-866-252-7954 from 7 a.m. to 7 p.m. Central time Monday through Friday or 9 a.m. to noon Central time on Saturday.

Email your questions to:  Voluntary.Buyout@tn.gov

I would like to thank you all for your service to the State of Tennessee, and I hope you find this information helpful.

Dave Goetz
Commissioner
Department of Finance & Administration

Details on the Voluntary Buyout Program

I wanted to follow up on the May 30 email message from Human Resources Commissioner Deborah Story and express my thanks for your continued patience in waiting for details about the Voluntary Buyout Program (VBP). While preparations are being made to mail letters to the employees who will be eligible to participate in the plan, I wanted to share some additional information with you.

As you know, the State’s goal in establishing the program is to reduce $64 million in recurring expenses from the annual budget. As the Governor requested, departments and agencies are reorganizing to achieve greater efficiency and effectiveness. Our department has done an outstanding job of responding to this call to look closely at our practices.

The week of June 16, about 12,000 state employees in the Executive Branch will receive program materials informing them they are eligible to participate in the VBP. Those employees who receive this letter will have until August 5, 2008 to consider the offer and submit an application to participate in the program. The VBP will be offered to Executive Branch employees in job classifications in each agency within certain business units and/or office locations that have been determined to be eligible by each department or agency. The VBP will not be offered to all state employees, and will only be available only to those identified as eligible for the buyout.

Approximately 2,000 employees will be accepted into the program. If more employees in a classification in a designated unit apply than are needed to achieve our target for that classification in that unit, acceptance will be based on seniority. Most voluntary separations will occur on August 15, 2008.

To be eligible, an employee must also be either:

• Actively employed in a full-time Career Service position; not be in an interim, seasonal or emergency appointment; and be past the probationary period that follows initial hire by the state; or
• Actively employed in a full-time Executive Service position and have six or more years of service as of June 10, 2008.

The Voluntary Buyout Package includes the following benefits:

•  Four months of base salary at the greater of the rate of pay in effect on June 2, 2008, or the employee’s voluntary separation date, plus $500 for every year of state service through the employee’s voluntary separation date (partial years will be rounded up).
• Advanced payment of the next scheduled longevity payment, calculated according to normal State practice (accrued through June 30, 2009).
•  Subsidized medical care coverage for the first 6 months of COBRA health coverage, if the employee is eligible to and elects to participate in COBRA.  After that, participants will be responsible for the full COBRA premium for 12 additional months.  Participants 65 years of age and older as of their voluntary separation date will receive a one-time $2,400 cash payment to assist in the transition to Medicare.
•   Tuition assistance of up to $10,800 ($5,400 per year) at the schools, institutions and entities governed by the Tennessee Board of Regents and the University of Tennessee Board of Trustees, as well as state certified apprenticeship programs. GED classes will also be available through the Tennessee Department of Labor and Workforce Development’s Career Centers, and testing fees will be covered under the tuition assistance benefit.  
•  Normal payment for accrued, unused annual leave and compensatory time, as of the employee’s voluntary separation date.

 

People who are accepted into the VBP – and are therefore participants in the program – generally cannot, for a period of two years from their separation date, work in any capacity, including as an employee, independent contractor, or consultant, for any executive branch entity that participated in the VBP. 

We believe the attractive package the state is offering will appeal to enough employees to achieve the budget reductions required. While I know everyone is eager to learn more, I want to express once again my appreciation for your patience and my gratitude for your service to the State of Tennessee.

More details of the Voluntary Buyout Plan are here:

Download 060508_vbp_update.doc

Sincerely,
Dr. Viola P. Miller
Commissioner
Tennessee Department of Children's Services

Johnson City Boys Group Home Volunteer Luncheon

JCBGH and the O&A Center director, Betsey Brown, along with assistant directors Jane Pack and Davina Maltsburger, and Jamie Cox and Rose Kraft, volunteer coordinators, hosted their annual ‘Volunteer Appreciation Luncheon’ on March 14, 2008.  Emily Brown, Volunteer Coordinator from Nashville, attended the event to present a Starfish lapel pin and gift to the volunteers and  CIC board members. Lasagna with accompaniments was prepared and served by the two group home food stewards, Richard Bowers and Robert Moseley.  All attendees enjoyed the successful event. 

Over $2,200 Raised for Mountain View Volunteer Activities

The annual Mountain View Youth Development Center Golf Tournament was held on Saturday, May 24, 2008 at Dandridge Golf and Country Club in Dandridge.  As in years past, the tournament is the primary fund-raiser for our Volunteer Services Community Involvement Council, which is aptly named the “Friends of Mountain View”.  All proceeds from the tournament are governed by elected board members and are used to supplement numerous volunteer-based services and activities for the students at Mountain View.  Our staff and students are very grateful and appreciative for all that our volunteers do.

This year’s tournament raised $2200, bringing the five-year total to over $11,300.  The continued generosity of area businesses and organizations, along with a lot of hard work made this year’s tournament the best ever.  Special recognition goes out to the staff in Central Office who contributed to the “Friends of Mountain View”.  Their donations were delivered in person by Mandy Lewis and will greatly help CIC in their volunteer efforts.  Superintendent Phil Ellis also demonstrated his support and appreciation for the “Friends of Mountain View” by attending pre-tournament activities (and eating lunch).     

 A huge thanks to CM 3/Volunteer Services Supervisor Roxanne Bowen, Volunteer Coordinator David Bugg, Case Manager 3’s Don Burnette and Dwane Powers, and many others for their help with this year’s tournament. 

Steve Collier
Program Coordinator

AP: Goetz says buyout plan to be sent later than planned

By LUCAS L. JOHNSON II
Associated Press Writer

NASHVILLE, Tenn. (AP) -- More than 11,700 state employees will have to wait almost two weeks longer to receive a buyout plan expected to save nearly $64 million amid a shortfall in the upcoming budget year, Finance Commissioner Dave Goetz said Friday.

He told reporters the informational packets are now targeted go out the week of June 16 instead of June 6.

"This is a very complex process," Goetz said. "So in order to make sure that we're going to do it right, it requires significant legal review and quality control. To do that, we've had to delay slightly when the information will go out to employees."

Continue here

All We Want Is The TFACTS, Ma'am

This just in from the SACWIS Communications Committee:

With an unavoidable wink to a particular no-nonsense detective, the committee charged with coordinating a new name for Tennessee's statewide automated child welfare information system has announced a winner.

TFACTS. As in Tennessee Family and Child Tracking System.

The winning entry was coined by South Central Family Service Worker Morgan Rogers, a selection that nets this Tullahoma  FSW a $100 gift card. Congratulations, Morgan! Of the 633 votes cast, 324 went to TFACTS.

This announcement coincides with the kick-off of the Rapid Requirements Definition  phase of the TFACTS project. RRD orientation for project Subject Matter Experts will be on Monday May 19th. The actual RRD sessions begin on May 20th. Make sure to look for updates as DCS moves forward with the development and implementation of TFACTS.

Way to Go!: Highest GED Pass Rate in State for 2007

The Tennessee Department of Children's Services led the state with the highest passing rate for the General Equivalency Development test, a ranking that includes community colleges and technical schools from around the Volunteer State.

The GED program is an alternative educational route that leads to an equivalent regular educational credential and a means by which eligible Youth Development Center students can achieve academic success. 

According to the 2007 GED Statistical Report for the Department of Children’s Services, 101 students out of 116 students that were tested during the period January 1- December 31 2007, earned their GED credential. 

That represents an 87 percent pass rate and the highest in the state!  Of those 116 students, 110 took the GED for the first time.

Past pass rates, according to the GED Testing Services Statistical Reports, were 84 percent in 2005 and 78 percent in 2006.

Through the hard work and dedication of the school system’s GED instructors and correctional principals, our GED program ranks among the best in the state.  Moreover it provides our Juvenile Justice youth the opportunity to obtain a valuable credential as they work towards becoming productive members of our society.

Harold V. Myers
GED Chief Examiner

High Quality Casework Yields April Nominees -- and a Winner

The Commissioner,  along with the rest of the High Quality Casework Team, wish to extend a big CONGRATULATIONS to all nominees of April's Gold Standard High Quality Casework Contest: Bailee Welch and her Team Leader Rebecca Woods, Rebecca Riley and her TL Sara Cate, Rachel Sullivan and her TL Lisa Starkey, Heather Sulok and her TL Carol Lee, Jennifer Morales and her TL Barbara Sawyer, and Amanda Hatcher and her TL Angela Smith. 

This month was an especially tight competition with all the nominees going above and beyond in their cases.  After careful consideration and deliberation, Heather Sulok from the Southeast Region was declared the winner. 

For the first time, a prize was given for first runner up to Rachel Sullivan from the Hamilton Region.  All six elements of the Practice Wheel were exemplified when working their cases.  Heather will receive a $50.00 gift certificate to the place of her choosing and Rachel will receive  $25.00 gift card.  Please join me in congratulating the winners, nominees, and their Team Leaders for their hard work! 

Thomas Jones
Director of Assessments

The Root: Becoming My Own Advocate

Becoming My Own Advocate | Views | TheRoot.com via kwout

May 14, 2008-- I was first placed in foster care at the age of 6 after my mom gave me away to a friend who abused me physically, mentally and emotionally. That was the beginning of a painfully long relationship with the foster care system, marked by 11 different placements, nine different schools and countless attempts to find a true "home." My story is not unlike those told by many tens of thousands of foster youths every year.

Read on.

Edison, Illuminated

A faithful reader of the Weekly Wrap Up writes:

"Would it be possible to post information about the purpose of Project Edison and to follow the progress on WWU?  Several of my coworkers have made the statement, 'I don't know anything about Edison. What's it for?'

Charlotte R.

Certainly, Charlotte.

According to our colleagues at the Tennessee Department of Finance and Administration,
"Project Edison is the State of Tennessee’s Enterprise Resource Planning (ERP) system. ERP systems use an integrated software package to perform administrative business functions, such as financials and accounting, procurement, payroll, benefits, and personnel administration. The ERP Division within the Department of Finance and Administration was created in May of 2005 to effort a plan, design, develop and implement the correct ERP solution for the State of Tennessee, and was given the name Project Edison."

The best place to track Project Edison is its very own home on the web. This includes a timeline of Edison's progress.

Delta Sigma Theta Comes Calling at New Visions

On Wednesday, April 16, 2008, Senator Thelma Harper and some members of her sorority Delta Sigma Theta, Incorporated, came to visit the young ladies of New Visions Youth Development Center.  During her visit, she had each of the young ladies to introduce themselves and discuss what they wanted to do for a living.  The responses ranged from pediatricians and nurses, to social workers and police officers.  Senator Harper and other members of her sorority also discussed their careers and how the girls can achieve anything as long as they stay focused on their goals.  Many of the young ladies asked several questions about career options and what it takes to accomplish particular goals.  Once this discussion was completed, the girls received a book, a gift bag with snacks and other reading materials from Senator Harper and her sorority sisters.  The young ladies and staff member were very appreciative of the time Senator Harper took to spend at New Visions Youth Development Center.

Carlton S. Burton
CSC ACA Manager
New Visions YDC

Quality Is The Top Priority

The North Highland Company is the Quality Assurance / Independent Verification and Validation (QA / IV&V) vendor for Tennessee’s Statewide Automated Child Welfare Information System project.  You might ask, “What does this mean to me?”  What this means is that the state of Tennessee has put in place safeguards to ensure that our SACWIS is successful in that it will not only reflect and support the business practices of DCS, but that the system will also be federally compliant. 

As the QA/IV&V vendor, North Highland will help ensure that Federal requirements are efficiently captured, documented and tracked through Tennessee’s SACWIS solution.  The focus of North Highland will be on “Total Project Success.”  North Highland is responsible for providing the most accurate, timely, unbiased information to effect good planning and decisions by the project team, while achieving compliance as a means of achieving success.

North Highland is partnering with Tennessee’s project management team to maximize the probability of project success.  How do they do that?  During the life of the project, North Highland will provide quality assurance services from the beginning of the project through statewide implementation.  They will provide DCS with fact-based project status reports (weekly, monthly and quarterly) so that DCS project leadership is aware of the project status and all outstanding issues.  During each project phase, North Highland staff will be present to participate as observers in meetings, will be interviewing project stakeholders and staff and will be reviewing key project deliverables and documentation ( i.e. use cases, requirements, test plans, project schedules, etc.) to ensure completeness, high quality and alignment with requirements.

The goal of North Highland is to ensure the system is built from day 1 to be a fully compliant SACWIS.  They will ensure that all requirements are present and functional, and that Tennessee readily achieves federal ACF approval of a SACWIS compliant system.

Ed Bennett
SACWIS Quality Assurance Manager

AP: House Challenges Administration on Medicaid Rules

House Challenges Administration on Medicaid Rules

By JIM ABRAMS
The Associated Press
Wednesday, April 23, 2008;  5:14 PM

WASHINGTON -- The House voted Wednesday to block the Bush administration from cutting federal spending on Medicaid health care for the poor by $13 billion over the next five years. President Bush has threatened a veto, but supporters have more than enough votes in the House to override him, and maybe in the Senate, too.

Two thirds of the Republicans joined every voting Democrat in the 349-62 vote to impose a one-year moratorium, through next March, on seven rules changes that the administration argues are needed to rectify waste and abuse in the state-federal partnership to provide health care to the poor.

A Google-AP version continues here.

 

Governor Bredesen's statement Wednesday night to The Associated Press:

 

"Today’s vote is an encouraging sign and we’re cautiously optimistic, but we’re certainly not out of the woods yet. We hope cuts won’t be necessary, but we will be prepared in the event the federal government does not block the implementation of these rules."

Here's the roll call for the vote.

Commissioner Viola Miller's Letter to DCS employees last week.

The New SACWIS Work Is Gearing Up

The time has finally arrived.  The contract with Tennessee’s Statewide Automated Child Welfare Information System implementation vendor, Dynamics Research Corporation, has been signed.  Federal approval of the contract has been secured and the first of the DRC team will begin arriving in Nashville on Monday, April 21.  Its GO time!!   (For those of you just joining us, TN’s SACWIS will eventually replace not only TNKIDS, but several other DCS legacy systems as well.)

DRC’s winning proposal involves a transfer of a SACWIS system they have developed and are in the process of implementing in the State of Ohio.  What this means to us is that instead of starting completely from scratch with all brand new development, we will keep and use the existing functionality from that system where it meets DCS’ needs.  There will be some existing functionality that will require modification to meet our needs. Some components, such as functions to support Juvenile Justice, will require new development.

In preparation for DRC’s arrival, the SACWIS Business Analysts have been reviewing our SACWIS requirements and comparing those to DRC’s response in order to begin identifying any gaps that exist between our needs and the transfer system.  The first phase of the project, Rapid Requirements Definition, ‘RRD’ for short, will involve state and vendor analyst staff along with state Subject Matter Experts verifying that documented workflows and requirements are accurate and determining whether the transfer system meets those requirements.

About 50 SACWIS SMEs have been selected for participation on the SACWIS project.  SMEs represent Family Service Workers, Team Leaders, DCS Facilities staff, Health and Education staff, Central Office staff and Private Providers….the real users of the SACWIS.  Their role in the project will be to provide the knowledge of policy and procedure that will guide the design and function of the new system.  Orientation activities for the SME’s and OIS Business Analysts are being planned and will take place within the next few weeks. 

ODJFS Online | Statewide Automated Child Welfare Information System via kwout

If you are interested in getting a sneak peek at the system that is being transferred to TN, we encourage you to visit Ohio’s SACWIS website.  Use cases, screen designs and project documentation are available from links on this site.  You can even try out the web-based training modules  to see how to navigate the system, record an intake or a family assessment, and other activities.

The work is just beginning…  As the project moves forward, we will regularly provide progress updates.  We encourage dialog and any questions you might have as we move forward.  Tennessee’s SACWIS is your system. 

Laurie Baker