2021 ANNUAL REPORT
2021 ANNUAL REPORT
TABLE OF CONTENTS
4 6
We Are TRC A brief description of the Training Resource Center.
Program Highlights Public Child Welfare Certification Program (p.8) Credit for Learning (p.10) Masters of Social Work Stipend (p.11)
TRC.EKU.edu
12
Training Projects In the Spotlight Regional Training Coordinators: Driving Positive Outcomes (p.14)
24
Systems + Technology In the Spotlight The Integration of Multiple Systems into One: The TRC Portal (p.26)
Division of Family Support (p.18)
TRC Information Technology (p.28)
Division of Protection and Permanency (p.20)
Training Records Information System (p.30)
Residential Workers Competency Program (p.22)
Same Team, New Name: e-Learning (p.34)
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Developing the Workforce: 2022 Initiatives Underway A brief look into some of the Training Resource Center’s goals.
EASTERN KENTUCKY UNIVERSITY
TRAINING RESOURCE CENTER We are here to serve through our investment in the future of Kentucky’s children. For 38 years, the Eastern Kentucky University Training Resource Center (EKU TRC) has proudly collaborated with the Cabinet for Health and Family Services’ Department for Community Based Services to develop and deliver a system of high quality, impactful human services training, development, and support. We are a team of multi-disciplinary professionals with expertise in areas of human services, organizational development/effectiveness, human resource development, information systems design, instructional design, facilitation, evaluation, and fiscal management. The EKU TRC is nationally recognized for the development of learning models for public human services staff including pre-service, in-service, advanced leadership, and career employee development.
WE VALUE
COLLABORATION
4
We are inclusive and interact openly, honestly, and cooperatively.
CRITICAL THINKING
We demonstrate and promote critical thinking and informed decision-making.
CULTURAL COMPETENCY
We include, respect, and celebrate diverse people and ideas.
Watch our company video.
EXCELLENCE
We continuously pursue professional excellence.
HONESTY, INTEGRITY, PROFESSIONALISM
We exhibit high standards of personal, ethical, and professional conduct.
INNOVATION
We encourage innovation through evolving technology and creative needs.
QUALITY SERVICE
We provide the highest quality product and timely service. 5
FY 21 | TRC ANNUAL REPORT
PROGRAM HIGHLIGHTS
Enhancing our communities by equipping our workforce with well-trained college graduates.
FY 21 | TRC PROGRAM HIGHLIGHTS
PUBLIC CHILD WELFARE CERTIFICATION PROGRAM EKU Training Resource Center works in partnership with the Kentucky Cabinet for Health and Family Services (CHFS), Department for Community Based Services (DCBS), and eleven university undergraduate social work programs to administer Kentucky’s Public Child Welfare Certification Program (PCWCP). PCWCP is a pre-service education and training program designed to support the recruitment and retention of public child welfare workers. These students, chosen through a rigorous application and interview process, commit to work for DCBS for at least two years after graduation and receive tuition assistance and a stipend for educational expenses for up to their last four semesters of school. While in PCWCP, students are required to take two academic courses related to child welfare, complete specialized training, attend bi-annual retreats, and participate in a practicum experience in a local DCBS office. This creative partnership serves as a national model for pre-employment preparation for workers to help improve child welfare services. The goal for the PCWCP is to fill the ranks of child welfare with the most competent and well-trained workers who can provide high-quality services immediately following their completion of the program. In addition to the social work foundation and practical, real-world experience, PCWCP graduates bring established connections with a support system of peers, practicum supervisors, university faculty, program administrators, and coordinators. This combination of special preparation and support results in positive outcomes for PCWCP graduates and the agency, as indicated in ongoing evaluation results. 8
122
(unduplicated)
PCWCP participants Between July 1, 2020 and June 30, 2021
Due to the extra classes, trainings, and being required to complete practicum with the Cabinet, I feel that I was much more knowledgeable than new employees who did not participate in the program. PCWCP Graduate
58
PCWCP graduates Between July 1, 2020 and June 30, 2021
1,163
PCWCP graduates
since the program’s inception in 1997.
Check out our 2021 May PCWCP Graduates
59 PCWCP graduates were hired by DCBS workforce between July 1, 2020 and June 30, 2021.
The map below displays the location of PCWCP hires by county and region.
The Lakes
Salt River Trail
Northern Bluegrass
Northeastern
» Christian (1)
» Anderson (3)
» Boone (1)
» Elliott (2)
» Hopkins (1)
» Bullitt (2)
» Campbell (5)
» Mason (2)
» Daviess (2)
» Kenton (6)
» Franklin (2)
» Pendleton (1)
Two Rivers » Barren (1) » Ohio (1) » Warren (3) Jefferson » Jefferson (2)
» Hardin (3) » Henry (1) » Meade (1) » Nelson (1) » Oldham (1) » Shelby (2)
Southern Bluegrass » Fayette (3) » Jessamine (2) » Madison (2)
Eastern Mountain » Breathitt (1) » Magoffin (2) » Pike (2) Cumberland » Rockcastle (1) » Taylor (1)
» Trimble (2) 9
FY 21 | TRC PROGRAM HIGHLIGHTS
CREDIT FOR LEARNING Credit for Learning (CFL) is a collaborative training/ educational initiative of the DCBS comprised of University of Kentucky (UK), University of Louisville (UofL), and Western Kentucky University (WKU). The program is designed to enhance the professional development of DCBS staff through the provision of graduate credit for job-related learning.
1,068 students
The data listed on this page represents the number of participants and CFL hours earned through the Protection + Permanency (P+P) Academy for new staff.
participants from UK, UofL and WKU earned a total of
3,204 credit hours
through the CFL initiative for the 2021 FY.
864 705
759
876
This graph shows how
many credit hours where
earned for the following P+P Academy courses for new staff:
Introduction to Child Welfare Child Sexual Abuse Case Management Collaborative Assessment + Documentation
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FY 21 | TRC PROGRAM HIGHLIGHTS
MASTERS OF SOCIAL WORK STIPEND PROGRAM The Masters of Social Work (MSW) Stipend Program emerged to meet agency staffing requirements for the Council on Accreditation (COA) certification, Child & Family Services Review (CFSR) standards, and enhancement of workforce professionalism. In response to the workforce development challenges of DCBS, TRC and DCBS reestablished the program in 1996 as an innovative education and workforce development model that supports the learning organization of DCBS. The following universities participate in the MSW Stipend Program; Campbellsville University, Northern Kentucky University, Spalding University, University of Kentucky, University of Louisville, and Western Kentucky University.
69 current MSW participants
The graph below shows the percentage of current MSW participants either taking classes (not including the Fall 2021 semester) or paying time back.
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Graduates Between July 1, 2020 and June 30, 2021
503
total graduates since the program’s inception in 1996.
46%
are taking classes.
54%
are paying back time.*
*The obligation payback period is a commitment from the participants to payback time to the Cabinet in a Protection and Permanency, child welfare-related position for a specified period depending on their tuition and stipends received.
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FY 21 | TRC ANNUAL REPORT
TRAINING PROJECTS
Strengthening our communities by strengthening our workforce.
FY 21 | IN THE SPOTLIGHT REGIONAL TRAINING COORDINATORS:
DRIVING POSITIVE OUTCOMES All of Kentucky’s approximately 4,000 DCBS staff depend on 11 Regional Training Coordinators (RTCs) for their training registration needs. The RTCs are the vital link between the new employee and the training systems. The RTCs are responsible for training new staff in New Employee Orientation and providing an Introduction to Community-Based Services. For the most recent fiscal year, under the RTCs instruction, 510 new team members joined the DCBS. In March 2021, RTCs became Administrators in the CHFS MyPurpose/CommonwealthU talent management system. This new role required the RTCs to complete the training and meet the rigorous security standards of the Kentucky Personnel Cabinet. With this additional responsibility, RTCs will coordinate and facilitate DCBS required trainings for new staff, regardless of the learning management system used. While each service region serves a common purpose, each also has unique service demands. Equipped with the skills, RTCs can address their region’s particular needs. They assist with assessing their region’s needs, provide local just-in-time trainings, and support regional initiatives. RTCs are involved in several initiatives that are part of the Commissioner’s 21st Century Organizing Pillars including, Secondary Traumatic Stress and Racial Equity work groups. In addition, many RTCs serve on regional committees, including Employee Recruitment and Retention and Continuous Quality Improvement (CQI). Additionally, all RTCs are responsible for training DCBS First Aid and Safety Teams (FAST) in CPR and First Aid. This training became a challenge due to COVID restrictions prohibiting all in-person meetings. However, the Salt River Trail RTC, a certified trainer 14
for the American Red Cross (ARC), was vigilant in his efforts to learn new virtual training offerings presented by ARC. He was quick to share all information with other RTCs, who then implemented the options. Offering this training virtually is a challenge, and RTCs continue to watch closely to resume in-person training. RTCs have encountered the same challenges as many others have as result to the COVID-19 pandemic and shift to virtual work, training, and education. RTCs transitioned from in-person training to creating and facilitating virtual trainings. This change necessitated that they become acquainted with numerous virtual platforms for teaching and training creation. The New Employee Orientation and Introduction to DCBS training provided them an opportunity to use their new knowledge. One area all RTCs miss is the opportunity to meet and have conversations with new staff, something not present when teaching through web-based trainings. To remedy this situation, the RTCs have developed a unique training entitled “Welcome to Community Based Services.” This training will be a live Zoom/Teams session where staff will learn about employee expectations, what it means to be a DCBS professional, training requirements, and self-care. By offering this as a “live” session, other pertinent DCBS leadership in the region will have the opportunity to join. This training will closely resemble the NEO/ Intro trainings before the shift to the virtual format as DCBS Management, including SRAs, and other Regional Staff will be encouraged to attend the sessions. (cont.)
Assisting Projects
Here are several ongoing pilot projects where the RTCs stepped up to ensure smooth implementation and oversight of the pilots.
The Salt River Trail, Two Rivers, and Northern Bluegrass Regions participated in the Field Training Specialists (FTS) pilot project. This pilot paired DCBS FTS with DCBS new employees to create a mentorship program for newly hired employees. RTCs in these 3 regions are working diligently to ensure the success of this program. While maintaining their day-to-day workload, the RTCs serve as the communication conduit for 48 DCBS employees and their supervisors by coordinating meetings and creating status reports.
The RTC from Salt River Trail and one RTC from The Lakes accepted the responsibility to become trainers of the Youth Mental Health First Aid (YMHFA) curriculum. Partnering with UofL, the RTCs completed the required coursework to become certified to train the curriculum. To date, they have trained fifteen DCBS staff who focus on working with aging out youth. Training sessions scheduled for September will result in an additional 20 DCBS staff trained.
All RTCs are responsible for training
DCBS First Aid and Safety Teams (FAST) in CPR and First Aid. This training
became a challenge due to COVID
restrictions prohibiting all in-person
meetings. However, the Salt River Trail RTC, a certified train trainer for the
The Lakes region was the pilot region for the KHRIS ESS Self-Time Entry. The pilot transitioned all regional staff from a paper “hard copy” time reporting system to the state’s online time/payroll system. The Lakes RTC has provided continual reporting on over 400 staff while identifying areas to streamline the roll out process.
American Red Cross (ARC), was vigilant in his efforts to learn of any new virtual
training offerings presented by ARC. He was quick to share all information with other RTCs, who then implemented the options. The training is an
ongoing issue, and RTCs continue to watch closely to resume in-person training.
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The Northeastern, Eastern Mountain, and Cumberland regions RTCs assist with the ongoing National Adoption Competency Training Initiative pilot. RTCs in these regions provide monthly data reports to leadership on the completion rates of staff in the pilot and have collectively tracked 56 DCBS staff for a minimum of 4 months.
(cont.) RTCs have full days that go long into the evening at times. Regardless of the notification of a new hire, it is up to the RTC to ensure all new staff personnel are added into the training systems and ready to start training on their first day of employment. RTCs have a range of responsibilities, including facilitating trainings in TRIS and MyPurpose, ensuring all staff receive mandated training, monitoring web-based trainings (WBTs) for completion, and providing progress reports to participants. RTCs track all personnel changes and ensure all records are up-to-date. They attend DCBS meetings for P+P and Family Support, providing updates and answering growing or upcoming training questions.
Perhaps, the most crucial aspect of their job is the approachable nature of their position. The RTCs create a safe space for any employee. RTCs are frequently the first communication after hire, and new employees who feel intimidated to contact a supervisor will often reach out to their RTC to receive calm reassurance. Once forged, that relationship will sustain throughout the employee’s career at DCBS, as many of the current RTCs have served over 20 years in their position. While leadership may change and supervisors come and go, RTCs may be the only constant in an employee’s career. Awareness of that reality creates a vigilance in the RTC to serve their population to the best of their ability and ensure that all DCBS employees fulfill their most essential jobs armed with all necessary training and skills to succeed. 17
FY 21 | TRC TRAINING PROJECT HIGHLIGHTS DIVISION OF
FAMILY SUPPORT This year launched Family Support Training entirely into the virtual world. All training pieces conducted previously in a computer lab have switched to Microsoft Teams. Microsoft Teams gives the ‘feel’ of the computer lab— giving trainers full capabilities to provide the same interactive training. The new virtual setup consists of the participant having two monitors, one to see their screen and the other to see the trainer’s screen. The trainer leads the participants through the training just as they did in the computer lab. Trainers altered activities to suit the virtual world better; however, the objectives and goals are much the same. The trainer is also in view mode and available to chat privately at any time if needed. Having a separate chat to assist the participant with any case issues they may have or provide one-on-one assistance is the virtual approach to having the participant walking to the trainer’s desk in a computer lab.
NEW Web-based Trainings Launched
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In addition to switching to a virtual platform, Family Support continues to launch new web-based trainings. During the 2021 year, we successfully launched 13 new web-based trainings. As we collect feedback on these new courses, we continue to utilize the evaluations and data from pre and post-testing to update previous courses through continuous quality improvement. Updates to trainings are always constant, from Worker Portal release notes (updates) to new policy changes from the Division of Family Support or Division of Child Care; Family Support remains busy and continues to strive to improve the growth of our division. Family Support continues to support the Deloitte initiatives for KiHiPP Phase 2020, Kynect Ability for Providers and DCBS Staff, Kynect Benefits Awareness, Kynect Benefits Awareness 2021, and Kentucky Resources Awareness WBT. These initiatives required the posting of products, assisting of participants, post-test, and evaluation of data.
+ Worker Portal: System Matches + CCAP Enrollment + Copays + SNAP Refreshers: FS-103 + CCAP: DCC-94 + KTAP: Deprivation + KTAP: Eligibility + KTAP: Resources
+ Introduction to Supervision + KWP: Components + SNAP + Child Care: Technical Eligibility + Medicaid: QIT + Medicaid: Life Estate + Practicing Self-Care
3,494 Family Support employees significantly improved their knowledge and skills through 130 trainings across the following 9 different courses via Microsoft Teams: + + + +
This graph below shows the
Medicaid Series KTAP Series Medicaid Vendor Payment SNAP + Child Care: Practice + Coaching
Pre-Test: 51%
Spend
during FY 21.
Post-Test: 85%
Pre-Test: 30%
Medicaid:
classroom trainings provided
Post-Test: 83%
Pre-Test: 49%
15%
tests for our larger virtual
Post-Test: 84%
Pre-Test: 44%
10%
as measured by pre-post
Post-Test: 79%
Pre-Test: 40%
5%
significant knowledge gain
Post-Test: 74% 20%
25%
30%
35%
Medicaid: Medicare
40%
45%
50%
55%
80%
85%
90%
95%
Child Care:
Child Care:
Child Care:
Enrollment
Policy
Services
Benefits
44%
36%
39%
Across 10 cohorts of Medicaid: Medicare Savings + Health Benefits trainings, 167 participants completed both the pre and post test; showing a 36% significant knowledge gain.
Across 11 cohorts of SNAP for Child Care: Eligibility + Enrollment trainings, 224 participants completed both the pre and post test; showing a 39% significant knowledge gain.
Source: Training Evaluation Findings Quarterly Report, FY 21
75%
SNAP for
Through
Across 12 cohorts of Medicaid: Spend Down + Pass Through trainings, 192 participants completed both the pre and post test; showing a 44% significant knowledge gain.
70%
SNAP for
Savings + Health
65%
SNAP for
Down + Pass
60%
Eligibility +
System +
44% Across 11 cohorts of SNAP for Child Care: System + Policy trainings, 281 participants completed both the pre and post test; showing a 44% significant knowledge gain.
Support
28% Across 12 cohorts of SNAP for Child Care: Support Services trainings, 275 participants completed both the pre and post test; showing a 28% significant knowledge gain.
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FY 21 | TRC TRAINING PROJECT HIGHLIGHTS DIVISION OF
PROTECTION + PERMANENCY The Central Office Training Branch, Division of Protection and Permanency (P+P), continues to remain busy updating existing trainings, creating new trainings, and collaborating with various offices within the Cabinet to support new initiatives. At the end of FY20, P+P transitioned in-person trainings to a virtual platform. Since then, the training system has fully adapted to online learning and provides new components for participants and P+P team morale. For the CFL Academy participants, P+P currently implemented approximately twenty synchronous Zoom sessions through the four courses of the Academy. These sessions are required and allow the participants to demonstrate skills they have learned through their training. In addition to these synchronous Zoom sessions, trainer Zoom office hours are available to enable participants to receive one-on-one assistance. P+P Training Branch leadership holds a monthly FSOS Academy meeting (via Zoom) that includes basic Academy information, an outline of scheduled Zoom sessions, a live Moodle demonstration, and Q&A opportunities. The virtual platform has also allowed flexibility in the trainer schedule to meet alternate work schedules for Cabinet employees. As the pandemic has severely impacted everyone’s mental health, P+P has initiated four opportunities to help boost team morale. The first is the monthly
Pre-Test 66.6%
Post-Test 75.5%
CPS Academy Hybrid (Pre-COVID format) Training Results 20
staff meetings. These meetings cover relevant topics for the month, along with birthday and anniversary celebrations. The meeting also includes a challenge to incorporate self-care; these include the move challenge, finding peace challenge, and thankfulness challenge. The second opportunity is WaterCooler Wednesdays. These gatherings are held one Wednesday per month for staff to network with guests or Regional Training Coordinators (RTCs). Each meeting has a theme and covers topics like “your first car” to learning more technical skills. The third is the Mocktail ShakeUp event. This voluntary event is held for trainers on the last Monday of each month to allow co-workers to catch up and show support. Lastly, P+P held an Each Other’s Boat self-care training to acknowledge that everyone is dealing with something, but everyone’s boat looks different. Staff identified what they need to make 2021 a productive year. Finally, there was an opportunity to have a “self-care buddy” randomly assigned to help with accountability in taking care of one’s mental health. As we strive in the virtual platform, we are always learning ways to boost morale and improve the CFL Academy. 2021 has been the perfect opportunity to reflect on the P+P division and seek ways to make it more vital than ever.
Pre-Test 66.6%
Post-Test 79%
CPS Academy All-Online Training Results
New Course Builds
» Supporting LGBTQ+ in Out of Home Care: This training better equips Foster Parents in meeting the needs of children who identify as LGBTQ+. The training contains several videos from previous and current youth in foster care and foster parents. » Relative and Fictive Kin Service Array: The micro-training was created out of a request from Division of Protection and Permanency (DPP) to focus on the Service Array regarding the least restrictive placement. » Professional Documentation: The Commissioner requested the micro-training to refresh all P+P staff on the purpose and importance of case documentation. » CQI: Training portal built by e-Learning to make new and existing trainings accessible to CQI staff. » Family Court Procedures + Protocols: The
purpose of this training will be to offer both new and tenured P+P staff a virtual look at court and the players within Kentucky’s Family Court System. The training will contain videos from various court officials.
Pending Course Builds
» P+P Leadership Training Series: (Pilot Oct. 2021) This training series will replace the previous Supervisory Series. » PCWCP: All university material updated. » Elder Abuse WBT: Updating this training to an online format with current and relevant information. » Structured Decision Making/Evident Change Tool: This training(s) supports the DCBS change in the assessment tool. Trainers will be receiving a Training of Trainers (TOT), and the training(s) will incorporate the material into the new training system.
2022 New Training System: P+P Workforce Training System This training system will replace the current CFL Academy with enhancements around targeted skill-building, certification, virtual engagement options, and a shorter duration of training time.
New Initiatives The graphs to the left show the CPS
Academy results in comparing hybrid
to all-online administration of training.
Behavioral Anchors/Field Training Specialist Program: This program is currently in the pilot stage in Northern Bluegrass, Two Rivers, and Salt River Trail. Plans are in the making to offer it statewide.
Motivational Interviewing This training is currently in the pilot stage in the Salt River Trail region. Current plans are being finalized to offer this training state wide.
Baseline test scores are similar;
however, there is a significant increase
Implicit Bias and Racial Equity
training administrations.
In the developmental stage, this will be a series of trainings developed by a Cabinet-wide work group to address racial equity and the implicit impacts biases have on decision making.
in post-test scores between two
Source: Training Evaluation Findings Quarterly Report, FY 21
21
FY 21 | TRC TRAINING PROJECT HIGHLIGHTS
RESIDENTIAL WORKER COMPETENCY PROGRAM As of July 1, 2021, The Residential Worker Competency Program (RWCP) re-branded with a name change to The Out-of-Home Care Private Agency Program (OHCPAP). OHCPAP amply reflects the audience this program serves through its services and supports. Private childcare providers continue to serve as an out-of-home care resource for the DCBS. OHCPAP’s role is to provide quality and timely training designed to improve the private childcare workers and foster parent’s abilities to counsel and care for the state of Kentucky’s troubled, neglected, and abused children and youth.
49
trainings administered to private childcare staff during FY 21.
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FY 21 | TRC ANNUAL REPORT
SYSTEMS + TECHNOLOGY
Developing the workforce. Facilitating change. Improving outcomes.
FY 21 | IN THE SPOTLIGHT
THE INTEGRATION OF MULTIPLE SYSTEMS INTO ONE:
THE TRC PORTAL The TRC Portal is a hub for organizations (public and private) to meet their training compliance and regulation needs. The system features training tracking, record keeping, automated notifications, training access (in-person, virtual, and e-Leaning), registration, and so much more. The system is a very robust platform that addresses specific business needs for audiences while using one hub. Our goal (with the TRC Portal) is to make the user’s experience simpler while assisting organizations with critical needs. Some features included in the TRC Portal to simplify the user’s experience are a self-serve password reset, a self-serve training record, and the ability for users to access multiple applications from their dashboard depending upon their permissions. Apps currently available in the TRC Portal are the R&C Worker Portal (serving the FAP-TRIS audience), Respite Care Provider, Critical Incident Reporting, Training Record, and a link to TRC Learn.
Uniting our Audiences into One Training Tracking System Foster + Adoptive Parents (FAP) During FY 21, FAP-TRIS migrated fully into the TRC Portal. FAP-TRIS experts worked closely with the Recruitment and Certification (R&C) staff and TRC programmers to plan and test continuous enhancement features. As a result, over 60 DCBS regional R&C team members received training on the new system, and 3,389 users have fully migrated into the new TRC Portal (R&C workers, DCBS Foster Parents, etc.) by creating an account. R&C workers can view parent training records, create training events, register parents for training events and submit attendee’s records for
26
training credit. In addition, TWIST (the state system used to track DCBS cases) data has been integrated into FAP-TRIS, preventing duplicate work for our R&C Workers. Workers enter their parents’ data into TWIST, and in real-time is sent through a data service for inclusion in our system.
On the Horizon Private Childcare Placement (PCP) During FY 21, the PCP-TRIS team worked closely with TRC Information Technology (IT) to develop a new app in the TRC Portal specifically for the Private Childcare Placing (PCP) audience. System experts provided input, testing, and import validation for PCPs in the new portal system. Pilot agencies are currently testing the use of the TRC Portal. In the coming fiscal year, all PCP agencies will begin using the new system. This initiative will assist private childcare agencies with tracking training in one system across the state. Formerly, each private agency independently tracked training within its organization. This change will facilitate the documentation and monitoring of foster and adoptive training to ensure that all Kentucky foster and adoptive parents meet state training regulations and baseline standards. Additionally, the TRC Portal will allow private childcare agency foster parents to have the same tools as DCBS foster and adoptive parents. Some of the features are a link to the e-Learning platform and self-serve training records which will include training activities that the agency conducts as well as training that the Cabinet or other contractors provide.
Learn more about the CIR App
FY 21 | TRC SYSTEMS + TECHNOLOGY
TRC INFORMATION TECHNOLOGY NEW! The Respite Care Provider App was added as an audience in the TRC Portal to track providers’ training who can give temporary relief for the care of children in foster or adoptive placements. Our e-Learning system offers the Respite Care Provider training through a virtual platform, while the TRC Portal captures the training records and data.
NEW + IMPROVED! Expanding on the new TRC Portal platform was the addition of a new and improved DCBS Critical Incident Reporting (CIR) App that State employees use to document and report dangerous occurrences they experience on the job. The system allows workers to enter incidents thoroughly and document any safety remediations to help prevent future incidents of a similar nature. In addition, the new CIR App requires the worker who experienced the incident to enter the information, which helps improve the accuracy of the data. These new processes are a change from the previous CIR App. Please refer to the Featured Story: TRC Worker Portal: The Integration of Multiple Systems into One on page 26 to read more about the TRC Portal where the CIR and Respite Care Provider App are accessed.
TRC PORTAL APPS
R&C Worker Portal (FAP-TRIS)
Training Record
Respite Care Provider
Critical Incident Reporting
TRC Learn (Linked)
700+ users
have created an account to use the functionality provided in the CIR App to make reports 29
FY 21 | TRC SYSTEMS + TECHNOLOGY
TRAINING RECORDS INFORMATION SYSTEM The Training Records Information System (TRIS) provided countless hours of 1:1 support to DCBS workers, foster and adoptive parents, private childcare placing agencies, PCWCP students, early childcare educators, and more. More specifically, TRIS system experts assisted users with everyday tasks such as training questions, system navigation, credit issuance and validation, and more. (cont.)
DCBS Staff 76,604 (duplicated) participants trained 4,796 (unique) participants trained
number of unique and
duplicated participants
completing any number of trainings provided during FY 21.
Private Childcare Placement (PCP) 17,956 (duplicated) participants trained 3,122 (unique) participants trained
Foster + Adoptive Parents (FAP)
Early Care + Education (ECE)
53,741 (duplicated) participants trained
176,627 (duplicated) participants trained
7,136 (unique) participants trained 30
This block shows the total
24,423 (unique) participants trained
DCBS-TRIS
PCP-TRIS
377 training titles
436 training titles
attended by DCBS staff during FY 21, with a total of
attended by PCP staff and parents during FY 21, with a total of
FAP-TRIS
ECE-TRIS
553 courses
78,111 sessions
201,271 training hours
completed by DCBS foster and/or adoptive parents during FY 21, with a total of
103,116 training hours
32
31,123 training hours
attended by ECE professionals with a total of
308,894 training hours
(cont.) Over the past FY, the demands and support of TRIS staff increased with the organizational shift of complete virtual (synchronous, asynchronous, and blended) training. In the coming FY, TRIS will continue with quality improvement to shift older, paperdocumented processes to a more virtual and ecofriendly method. TRIS was heavily involved in the launch of the new TRC Portal. Please refer to the Featured Story: TRC Worker Portal: The Integration of Multiple Systems into One on page 26 to read more about the portal system and the TRIS integration. One of the first apps developed in the TRC Portal was the FAP-TRIS app. FAP-TRIS experts and R&C Central Office staff worked closely with the TRC IT team to identify needs for the app. After identifying system requirements, the development and testing started until full implementation. Next, the legacy and TWIST data services systems were successfully integrated into the portal, and the FAP-TRIS app was officially released! Additionally, during this fiscal year, TRC IT and TRIS ensured that needed functionality is in place to add private childcare-providing agencies (PCP) to the TRC portal. ECE-TRIS continued collaborations with partners to streamline processes electronically. For example, this
Implementing New Health + Safety Regulations WBT was launched in June 15, 2021.
fiscal year, scholarship and grant applications became a new area in ECE-TRIS. Working with the Child Care Aware (CCA), Professional Development (PD) Coaches, and Division of Child Care staff, the scholar, can now use their ECE-TRIS account to submit their application electronically. This new feature enhanced system usability for ECE professionals by having one system to store their training record, education, scholarships, and credentials all in one location. This year, Division of Child Care regulation changes and federal requirements for professional development necessitated strategic planning on presenting new content to as many teachers in the most cost-efficient manner. Through a collaboration with the TRC e-Learning team, a one-hour course was developed and launched to meet the needs of all users of ECE-TRIS. In addition, subject matter experts and the TRC e-Learning team built a new WBT: Understanding and Implementing New Health and Safety Regulations, offered free of cost to early care and education professionals. In addition, TRC’s IT team improved system integrations that allow credit for completion to seamlessly transfer onto each participant’s ECE-TRIS training record from completing WBTs hosted on TRC’s e-Learning platform.
1,026
early childcare + education professionals
have completed this WBT as of June 30, 2021.
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FY 21 | TRC SYSTEMS + TECHNOLOGY SAME TEAM, NEW NAME:
e-LEARNING
During FY 21, the TRC e-Learning (formerly the Curriculum Media Group) re-branded with a new departmental name and the launch of an updated [look + feel] e-Learning system. Having many new team members on board, the e-Learning group used FY 21 to improve the overall user experience, incorporating new tools and techniques to enhance online (synchronous and asynchronous training) and continuous quality improvement.
Improving the User Experience TRC’s Learning Management System (LMS) integrates with TRC’s Worker Portal system, allowing for complete employee workplace training and tracking. In addition to the new system integrations, the LMS updates now allow training pathing and autoenrollment features for several audiences served (Foster Parents, DCBS P+P, and Family Support Workers, Early Childhood Educators, and Community Partners). Additionally, upgrading the system’s organizational elements by creating portal pages, improving consistent messaging, and removing enrollment keys for non-restricted courses allowed us to enhance the performance of our approach to serve each audience better.
Continuous Quality Improvement During FY 21, e-Learning, in collaboration with Subject Matter Experts (SMEs), worked to improve e-Learning modules focused on engagement, interactivity, and customization. With feedback results from over 80k web-based trainings completed, e-Learning collaborated with SMEs to update and improve many administered training portions. These
updates include accessibility, adding audio and visual components, increasing ADA compliance (specifically through closed-captioning), and most recently, the beginning stages of a microlearning platform to enhance our services to all audiences in our training system. With the steady advancements in technology, TRC e-Learning continues to grow and meet workforce education and training demands, explicitly serving the front-line child welfare and family support workers, foster parents, and early childhood educators of Kentucky.
26,000+
unique users during FY 21.
15,241 new accounts
accessed Moodle for the first time in FY 21.
Help Desk tickets
decreased 10.14% during FY 21.
34
courses software
documentation tracking
system
education
e-Learning management
FY 21 | ON THE HORIZON DEVELOPING THE WORKFORCE:
2022 INITIATIVES UNDERWAY
36
1
2
3
Protection + Permanency Training System
Protection + Permanency Supervisor Series
Microlearning
4
5
6
Training Portals + Auto-Enrollment for specific user groups
Updating old websites using a new platform
ECE Non-Certified First Aid and CPR sent to e-Learning on July 27 and finalized on 8/23.
37
TRC.EKU.edu
Proud partners with Cabinet for Health and Family Services since 1983. PRINTED WITH STATE FUNDS. M/D/F. EQUAL OPPORTUNITY EMPLOYER.