DEPARTMENT OF CHILDREN AND FAMILIES RFQ Title:

Develop, Build, and Deploy Early Learning and Post Secondary Education Report Card, Dashboard Management Reports, Trend Reports, and continued support for the K-12 Education Report Card, Dashboard Report, and Trend Report.

ADDENDUM #1 1. Page 1, Section 2. Description of Services bullets are hereby amended to read:  





Facilitate the development of Early Learning and Post Secondary Education Report Cards and related Dashboard Management and Trend Reports for At-Risk Youth target groups and provide technical assistance. Develop Training Materials needed to train CBC and DCF affected staff for the Early Learning, K-12 and Post Secondary Report Cards and Dashboard Management Reports deployment. Conduct “Train the Trainers” workshops for DCF and CBC trainers in each Region. Facilitate the DCF Headquarters Lead Team in the review of the K-12 Development and training workshops. Agendas for the meeting can include a status update on progress of Plan tasks and roll-out, review of current Report Card and Dashboard Management Report design, emerging barriers to successful implementation and actions taken to address barriers. Facilitate the development of business requirements for a DCF Information Technology (IT) team to build the Early Learning and Post Secondary Report Cards and Dashboard Management Reports and ready the Community Based Care agencies in the state to conduct “Beta” testing for Early Learning and Post Secondary Report Card submissions and Dashboard Management Report creation; and facilitate the support of the K-12 Education Report Card and finalization Dashboard and Trend Reports.

2. Page 2, Section 3. Tasks and Deliverables, is hereby amendment to read: Task 1: Facilitate the development of the Early Learning and Post Secondary Education Report Cards and related Dashboard management reports. Meet with the Regional DCF/CBC task team and develop Early Learning and Post Secondary Report Cards, Dashboard Management Reports, and process for statewide submissions of Report Cards for Early Learning and Post Secondary at-risk youth target populations. Utilize work completed to date by the team and complete pilot activities, collect data and finalize the K-12 Report Card, Dashboard Management Report and process. Provide results to DCF Headquarters Lead Team. Deliverables: Deliverables include: 1) Early Learning and Post Secondary Report Cards (Microsoft Word template) and continued support for the K-12 Report Card; 2) Dashboard Management and Trend Reports for Early Learning, K-12, and Post Secondary Report Cards; 3) Process Flowchart with Process Outcome indicators for Case Managers’ submission of Early Learning, K-12, and Post Secondary Report Cards and use of Dashboard Management Reports; 4) Attendee Rosters for all team meetings held;

5) Supporting Report Card documentation (e.g. Likert scale explanations, etc.); 6) PowerPoint Executive Summary describing the developed components. Task 2: Develop Training Materials and Train DCF and CBC Trainers statewide. Develop training presentation, training handouts and other documentation for the Early Learning, K-12, and Post Secondary Report Cards and Dashboard Management Reports roll-out. The Roll-out will include a one (1) day workshop for each region for DCF and CBC identified trainers. Workshops will include instruction to trainers on how to train DCF and CBC staff in the Report Card Submission Process and Dashboard Management and Trend Reports access and utilization. Trainers will be supported during their training period via conference calls and email assistance. Deliverables: Deliverables include: 1) Early Learning and Post Secondary Report Cards and continued support for the K-12 Report Card; 2) Dashboard Management and Trend Reports; 3) Process Flowchart with Process Outcome indicators for Case Managers’ submission process and use of Dashboard Management Reports; 4) Handout Material Originals for trainers’ workshops; 5) Supporting Report Card documentation (e.g. Likert scale explanations, etc.); 6) Workshop Attendee Rosters; 7) PowerPoint Executive Training Presentation for Trainers’ workshops. Task 3: Review RDC Development and Finalize RDC Education Components: K-12 Report Card/ Dashboard/ Procedures/ Training Materials. Prepare agenda and progress documentation for the Headquarters Lead Team meeting. Facilitate review of RDC development and assist team in finalizing RDC Education Components: K-12 Report Card/Dashboard Management Report/Procedures/Training Materials. Deliverables: Deliverables include: 1) 2) 3) 4)

Agendas for meeting; Attendee roster; Meeting Handout Material Originals; Other materials needed for Headquarters Lead Team to review and finalize training roll-out decision.

Task 4: Facilitate the development of business requirements for a DCF Information Technology (IT) team to build the Early Learning and Post Secondary Report Cards and Dashboard Management Reports and ready the Community Based Care agencies in the state to conduct “Beta” testing for Early Learning and Post Secondary Report Card submissions and Dashboard Management Report creation; and facilitate the support of the K-12 Education Report Card and finalization Dashboard and Trend Reports. Deliverables: Deliverables include: 1) Business Requirements for Early Learning and Post Secondary report cards 2) Business Requirements for Early Learning and Post Secondary Dashboard and Management reports

3) Review and Finalize Business Requirements for K-12 Report Card Dashboard and Trend reports with DCF reporting group

Response to Inquiries (Questions are presented in exact manner received)

Questions received from Terry Williams (ASD) _________________________________________________________________ Question #1: An “attached Timeline” is referred to in the middle of P. 1 and top of P. 2, but I don’t see a timeline attached. Is the language correct as written? Please clarify.

Response to Question #1: See attached Timeline.

Question #2: There are 5 bullets on P. 1 and 3 tasks listed and described on PP. 2-3 of the RFQ. It seems that either there are too many bullets or too few tasks (or I am not following well how the tasks map to the bullets). Please clarify. Response to Question #2: See revised Description of Services and Tasks and Deliverables on pages 1 and 2 of this addendum.

Question #3: Are the Subject, Title, and “short title” above the date correct as stated? Please clarify Response to Question #3: Yes, the Service Tasks have been corrected to correspond with the Subject and Titles of this RFQ.

Question #4: Do the deliverables for Task 1 and 2 include Early Learning, K-12, and Post Secondary Report Cards (as written)? Note that the K-12 report card is not in the short title above the date. Please clarify. Response to Question #4: Yes, The deliverables for Task 1 and 2 include Early Learning, Post Secondary and Support for K-12 Report Cards.

Questions received from Johnson Consulting Services Question #5: In the RFQ you request training for each region. Are you referring to the following six regions: Central, Northeast, Southeast, Southern and Suncoast? If not what are they? Response to Question #5: The Department is requesting training in all six regions: Central, Northeast, Northwest, Southeast, Southern and Suncoast.

Question #6: Can the training be scheduled in a two week timeframe, e.g. every other day? Response to Question #6: Yes, (schedules permitting).

Question #7: What information do you currently get from the local schools and how is it received, e.g. hard copy, online survey (Survey Monkey), electronic data file, etc? Response to Question #7: DCF does not receive any information from the local schools. All information is currently received from Case Managers for K-12.

Question #8: Would you provide us with a copy of the survey? Response to Questions #8: Yes, please see attached K-12 Report Card Detail Report.

Question #9: In section 2, paragraph 1 you reference pre-existing K-12 dashboard and trend reports, would you please expand on what you mean by “continued support” for them with respect to the consulting activities? Response to Questions #9: The K-12 Dashboard and Trend Reports shells are already developed. “Continued support” means working with Department staff to determine if we are presenting the appropriate data to analyze and develop the report with FSFN.

Question #10: Would you provide us with a copy of the current K-12 dashboard and trend reports? Response to Question #10: Yes, see attached FSFN business objects reports.

Question #11: Have you created a draft early learning and post secondary report card and report? If so, may we see a copy of it? Response to Questions #11: No, the Department has not created a draft early learning and post secondary report card.

Question #12: In section 2, bullet 2, states “facilitate the development of business requirements for the DCF information technology team to build EL & PS report cards & dashboard management reports” What platform will they be using, e.g. a commercial educational performance management system, a database (Oracle), development language (.net/SQL, visual BASIC, C++), etc. Response to Questions #12:

Question #13: What level of design specifications is required, e.g. data table, data definitions, flowcharts, screens, reports, etc? Response to Question #13: The level of design specifications will be as follows; Data table, data definitions, and reports.

Question #14: What will the role of the “regional development team” be?

Response to Question #14: The Regional Development Team will analyze data at the regional level with support from the consultant.

Question #15: Do you currently have data that identifies the “At Risk” youth target groups and individuals? Response to Question #15: No, the Department does not currently have this data; however, all foster children are considered “At Risk”.

Question #16: Where will the training take place, at training center? Response to Question #16: Training will take place at Training Centers based on availability.

Question #17: Is online training an option? Your Website refers to online training. Response to Question #17: Online training is an option, however, Train the Trainer trainings shall be held in person.

Question #18: On page 3, Task 3 you require the consultant to “Review RDC Development and Finalize RDC Education Components”. I assume you are referring to the “Remote Data Capture” software that is interfaced to Florida’s SACWIS system. Is that correct? Response to Question #18: Yes, RDC refers to the “Remote Data Capture” software that is interfaced to Florida’s SACWIS system.

The below are the Data fields for the Proposed Dashboard. User will import data from a FSFN Dashboard Detail report to produce the below spreadsheet. User can select filters from FSFN Business Objects including Date Range, Placement Settings Types, Primary Goal Types and Child Age Range. Note: Indicators in Gold columns W,X, Y and Z have not yet been selected. Once a DCF/CBC Task team selects the appropriate indicators, those indicators will be displayed similar to columns W, X, Y and Z.

K-12 Report Card Dashboard

In-Progress Draft

(Each Row is a OHC Student Aged 5 through 17 in an Active FSFN Case)

%Leon 10.0

%FH 50.0

Gadsden y Learning Gadsden b Gadsden h

Post, Tami 02BBEDISC DISC 4Residential GADSDEN Post, Tami 02BBEDISC DISC 4Parent GADSDEN Reunifn Post, Tami 02BBEDISC DISC 4Foster GADSDEN Home

4/18/12 5/13/11

5/3/12 6/8/11

6/13/11 6/13/11

4 1 5

5 NA

5 2 4

AU

AT

Performance: Pass All Courses

5 5 5

AS

7

8

9

1a

1b

2

3a

3.90 60.0

3.90 70.0

4.10 70.0

-8.9%

188.0%

-12.5%

-4.8%

P1b

P2

P3a

5 4 2

5 2 2

5 4 3

0% 0% NA

300% 0% 400%

0% 0% -40%

NA -60% 0%

P1a

U 2 5

AR

Attendance

AP

School Stabilty: Enrolled in 2 Dys

4 5 3

AO

School Stabilty: Same School

4 1 5

3a 3b 4 5 6 AVERAGE (BELOW ROW) ; % 4 OR 5 (2ND BELOW ROW) 3.78 4.20 3.40 4.88 3.60 66.7 80.0 60.0 100.0 70.0

AN

Mentor

5 5 U

AM

AQ

Behavior

4.00 70.0

0

0.3

12

11.3

0.1 11.1 11.1

28 9 45

3b 4 Avearge Percent Improvement -2.0% 0.0% P3b

0% 0% 0%

AW

AX

1a

1b

2

3a

1.67 0.0

4.67 100.0

5.00 80.0

5 5 5

1 3 1

4 5 5

5 5 5

AC

AY

AZ

BA

5

6

7

8

9

38.5%

41.7%

41.3%

-6.3%

5 5 5

4 1 5

BC

BD

3 5 3

5 1 U

AG

AH

AI

7

8

9

5.00 66.7

4.33 90.0

3.00 0.0

5 5 5

3 5 5

NA 3 3

BE

BF

BG BI

OHC Students 3- OHC 6 Mo LOS Students with >6 Mo Stable or LOS with Improved Improved Outcomes Outcomes 50.0%

42.9%

P4

P5

P6

P7

P8

P9

P10

P11

Q1

Q2

0% 0% 0%

67% NA NA

0% 100% NA

0% -20% -60%

67% -60% -60%

NA 33% 0%

N Y N

Y Y Y

NA NA NA

NA N N

FSFN_Business Objects Report_4_K-12 Report Card Dashboard_View Only_5-17-12

OUTCOMES AF

OVERALL STUDENT OUTCOMES

Percent Yes 33.3% 80.0% 60.0%

CARD AE

3b 4 5 6 AVERAGE (BELOW ROW) ; % 4 OR 5 (2ND BELOW ROW) 5.00 3.33 3.67 3.00 90.0 60.0 60.0 66.7

Submissions Most Recent Report Card Submitted:

REPORT AD

Mentor

AB

Behavior

I N I T I A L

5.00 100.0

FROM INITIAL REPORT CARD AV

AA

On Schedule to Grad/GED

Z

ESE

Y

Parent Involvement

X

AVG Months # Past Due 5.3 17.9 1 % Past Due==> 33.3%

5/1/112

I M P R O V E M E N T

On Schedule to Grad/GED

3.20 60.0

AL

ESE

4.44 88.9

W

OUTCOMES

Parent Involvement

2

AK

5/2/12 4/1/12

V

# of Days # of # of Since Months Months Last in Since Report Length Current Initial Card of Place- Report Submitted Stay ment card (or Rml) (Months) 15.9

REPORT CARD OUTCOMES

Student Involvement

1b

AJ

Performance: Reading/Math

1a

AI

Performance: Pass All Courses

Attendance

AH

School Stabilty: Enrolled in 2 Dys

AG

School Stabilty: Same School

AF

R E C E N T

U

T

Most Date of Initial Recent Discharge Most Report Report from Recent Card Card Removal Date of Place- Survey Survey Episode Rml ment Date Date Date

O U T C O M E S M O S T

S

Student Involvement

R

Performance: Reading/Math

Discharge from Removal Episode Reason % Reunif 33.3%

Q

Performance: Pass All Courses

N Y N

DisCase Placeability Case Care- Case Mgmt ment Type County giver Mgr Unit Org'n Settings

P

Timely?

F F M

4 7/23/94 2 5/29/94 8 3/25/04

O

Attendance

17.8 18.0 8.1

1 Pri CM 2 Pri CM 3 Pri CM

N

Complete?

%Y 33%

M

School Stabilty: Enrolled in 2 Dys

%F 60.0

L

Mentor

AVG 12.8

K

Behavior

%Pri 100.0

J

On Schedule to Grad/GED

Cur Age

I

ESE

Rater Child's Date of Type Name Birth

H

Parent Involvement

G

DURATION

Student Involvement

F

Disability?

E

MILESTONES

Performance: Reading/Math

D

C

Gender

Line #

B

DEMOGRAPHICS

School Stabilty: Same School

CASE

BCB

Reunified Students with Stable or Imporved Outcomes

% OF % OF MOST IMPROVE RECENT -MENT REPORT FROM CARD INITIAL DOMAINS REPORT ACHV'G CARD 4 OR 5

AVG 87.2% 3.7% % Students at 100%==> Q3

Y NA NA

18% -24% -19%

AVG 71.7% 33.3% Q4

100 50 56

Most Recent Review COMMENTS

The below are the Data fields needed for the "CBC Circuit Report Card Trend Report" to be accessed from FSFN BOE by authorized users and this report will provide a data set for a selected Case Manager, Unit, CMO, CBC, Circuit, Region. Also, User can select Other filters including Case Status, Report Card Date Range, Placement Settings Types, Primary Goal Types and Child Age Range.

CBC Circuit Report Card Trend Report for: Region: NW; Circuit: ALL ; CBC: ALL CMO: All; Unit: All; Case Manager: ALL Case Status: Active; Report Cards Between 8/31/12 and 4/30/13 ; Placement Settings: ALL; Primary Goal : ALL; Child Age from 5 through 17 Report Run Date: 4/30/12

(Each Row is a Month)

23.0%

21.8%

19.7%

23.0%

24.8%

7

8

9

Timely?

23.0%

6

Complete?

20.6%

4 5 A V E R A G E

Student has a Community Connection

3b

Stdnt Has Age Approp Schl Behv'r/Partic'n.

3a

Sched'd to Graduate or obtain GED

2

ESE

OVERALL STUDENT OUTCOMES

Student has Cur IEP or NO ESE needs

1b

PAR INV

GRAD PRGRS

Caregiver Partic w/Tchrs/schl evnts.

1a

Student involved in at least 1 extra program.

STU INV

Student at Age-Approp Reading/Math Level

3,222

PERFRMNC

ATNDC

Student Passing ALL Courses.

TOTAL 6,413 3,191

SCHOOL STABILITY

Student Free of Absences /Tardiness.

G

Enrolled in 2 school days.

F

Enrolled in same school

E

# OHC Cases in LOS > 6 Mo

Outcomes as of :

O U T C O M E S Submissions Most Recent BEHVR MENTR Report Card Submitted:

EDUCATION DESIRED OUTCOME IMPROVEMENT FROM INITIAL REPORT CARD

# OHC Cases in LOS6 Mo LOS with Improved Outcomes

Reunified Students with Stable or Imporved Outcomes

Percent Yes 90.1%

% OF IMPROVE -MENT FROM INITIAL REPORT CARD AVG

AVG

94.7%

577.8%

% Students at 100%==> 1 2 3 4 5 6 7 8 9

August 31, 2012 September 30, 2012 October 31, 2012 November 30, 2012 December 31, 2012 January 31, 2013 February 28, 2013 March 31, 2013 April 30, 2013

654 709 709 987 709 600 987 654 404

234 360 360 450 360 432 450 234 311

420 349 349 537 349 168 537 420 93

12% 26% 26% 18% 11% 23% 23% 15% 31%

45% 26% 26% 18% 11% 23% 12% 15% 31%

45% 26% 26% 18% 11% 23% 12% 15% 31%

45% 15% 15% 18% 11% 14% 32% 15% 31%

15% 26% 26% 18% 11% 23% 12% 15% 31%

45% 26% 26% 18% 11% 23% 12% 15% 31%

45% 23% 23% 18% 11% 12% 45% 15% 31%

45% 26% 26% 18% 11% 23% 12% 15% 31%

45% 26% 26% 18% 11% 23% 12% 15% 31%

12% 26% 26% 18% 11% 23% 23% 15% 31%

45% 45% 45% 18% 15% 23% 12% 15% 12%

FSFN_Business Objects Report_3_CBC Circuit Report Card Trend Report_View Only_5-17-12

89% 87% 87% 90% 89% 96% 99% 95% 79%

% OF MOST RECENT REPORT CARD DOMAINS ACHV'G 4 OR 5

33.3%

Q3

Q4

99% 99% 99% 98% 89% 89% 93% 90% 96%

1 1 1 4 11 11 8 10 5

K-12 Report Card Detail Report A. Child’s (First and Last) Name:

Child's Age: 15

Date Report Accessed: 8/15/12

B. Primary Case Manager:

Primary Unit:

C. Most Recent Rater's Name:

Rater's Most Recent Role: Child Case Manager

Ratings based on Rater's observations and experience with the student over the previous month.

1.School Stability

2.Attendance 3.Performance

4.Student Involvement 5.Parent Involvement

6.ESE

7.Graduation Progress 8.Behavior

9.Mentor

K-12 Desired Outcomes a. Child has been enrolled in same school during school year. b. If child changed schools during school year, he/she was enrolled; The child is free of absences and tardiness. b. Age-appropriate level for Reading and Math. The child scored: a. Passing courses. The child is: Involvement in extra-curricular programs. Parent or caregiver actively communicates with teacher(s) of the child and participates in school events. The Parent or caregiver: Exceptional Child Education (ESE) needs OR Individual Education Plan (IEP). The child: On schedule to graduate from High School or obtain a GED Exhibits age appropriate school behavior and participation. The child: Child has a connection to the community. Average

07/31/12

Report Card Rating and Survey Date Most Initial In-Between Report Cards Recent 7/31/12 2

Improvement from Initial Rating

3 3 4 2 1 3

NA

4 1

NA 2.56

-100%

The child had two placement changes due to behavior in the foster home. The child was expelled from school for fighting and hitting a teacher. The child is capable of doing the work and is enrolled in services to address the behavioral problems.

Page 1 of 1

RATING LEGEND 1a. School Stability 5 Remains in same school attended at removal 4 Has changed schools once during removal episode but not during school year 3 Has changed schools once during school year, but changed occurred at end of grading period 2 Has changed school 1 time during grading period or has had 2 changes 1 Has changed schools 3 or more times U Unknown NA Not Applicable 1b. School Stability 5 Within one day 4 Within two days 3 Within three days 2 Within five days 1 Over five days U Unknown NA Not Applicable 2. Attendance 5 Zero absences and zero tardies 4 One excused absence, rare tardies 3 Two or more excused absences, occasional tardies 2 One unexcused absence, occasional tardies 1 Two (2) or more unexcused absences, frequent tardies U Unknown NA Not Applicable 3a. Performance 5 Passing all course and excelling in majority of classes 4 Passing all courses with average scores/grades 3 Passing, but struggling 2 Failing, but in only one or two courses 1 Failing majority of courses taken U Unknown NA Not Applicable 3b. Performance 5 Above the appropriate level in both reading and math 4 At the appropriate level in both reading and math 3 At/above in one but below in the other 2 Marginally below in both 1 Significantly below in both U Unknown NA Not Applicable 4. Student Involvement 5 Has been consistently involved in an activity for more than 3 months 4 Became involved in an activity within the prior 3 months 3 There are plans for the child to begin an activity or child recently completed one 2 Caregiver/child are willing to explore an activity but no plans are made 1 There is no willingness to participate U Unknown NA Not Applicable 5. Parental Involvement 5 Has frequent, active communication with child’s teacher and often participates in school events 4 Has regular, active communication and occasionally participates in school events 3 Has regular communication but does not participate in school activities 2 Rarely communicates with the child’s teach and does not participate

1 Has had no communication U Unknown NA Not Applicable 6. ESE 5 Has been assessed (or functions such that clearly no formal assessment is needed) and has no ESE needs OR a current IEP is in place 4 Current educational setting appears to be appropriate 3 Is in the process of being assessed for educational needs or it is known that an IEP should be developed 2 Has known ESE needs that are not being addressed but someone is advocating 1 Has known ESE needs and there is no plan or action steps to address U Unknown NA Not Applicable 7. Graduation Progress 5 Has been assessed (or functions such that clearly no formal assessment is needed) and has no ESE needs OR a current IEP is in place 4 Current educational setting appears to be appropriate 3 Is in the process of being assessed for educational needs or it is known that an IEP should be developed 2 Has known ESE needs that are not being addressed but someone is advocating 1 Has known ESE needs and there is no plan or action steps to address U Unknown NA Not Applicable 8. Behavior 5 models positive behaviors and often assumes leadership role to positively influence peers and others 4 Receives all positive feedback from the school for behavior and participation (home notes or citizenship scores on report card) 3 Receives occasional, minor comments/intervention related to behavior or participation 2 Receives frequent teacher comments or occasional disciplinary action 1 Requires frequent teacher comments/disciplinary action and/or parent/teacher conferences or is suspended or expelled from school or becomes involved with Law Enforcement for school or school related actions. U Unknown NA Not Applicable 9. Mentor 5 Child has connection thru tutor, surrogate parent for education, big brother/sister, mentor from formal mentoring program, adult vol. in a svc learning project, etc. 4 Child referred and on waitlist for appropriate connection program. 3 Child in process of being referred for appropriate connection program. 2 Child not yet been referred to a connection program. 1 Child has no connection AND appropriate program does not exist U Unknown NA Not Applicable