CPCMS Power Point Slide Presentation in PDF format

Texas Office of Court Administration (OCA)
Child Protection Case Management System
(CPCMS)
• Designed from Requirements set forth by the 17 OCA Child
Protection Specialty Courts Judges & Coordinators (Map shown on
Next Slide)
• Specifically Designed for Child Protection Cases per Texas Statutes
• Production Implementation September 2009
• Currently Does Not Interface or Share Data with Any Other Case
Management , Calendar or Docketing System

Basic Organization

My Page
My Page shown upon log in.
The Tickler panel displays system generated case messages. The entire list may
be exported to Excel.
The Open Cases Summary displays summary information about case count in the
user’s court.
Broadcast messages are Administrator generated and meant to provide relevant
system information in a timely manner. It may contain messages about newly
released functionality or system outages for example.

Search
The Search screen gives the ability to Search for Cases by case fields and to Search for Cases by person fields.
Case and Person searches are independent of each other. Each completed field will constrain the results of the
search. The Cause Number in the results panel has a hyper-link to the selected case‘s Case Summary screen.

Navigation & Preferences
The Pop Out Case Navigation window shows cases organized
in a hierarchical layout.
Use the small plus and minus signs to expand or collapse the
tree. The view options are Open, Closed, or All cases.
The Previously Viewed Cases only remembers cases viewed
during the current working session.
Court Preferences allows the court‘s users to set the default
calendar display, Day, Week, or Month view.

Case Detail (1 of 3)
Many fields are set by your login profile, such as court and judge. Red fields system required.

Case Detail (2 of 3)
The Persons panel displays basic Person fields and has a hyperlink in the name field to the Person Detail screen. From
here you can add Persons with the function buttons and manually relate them. Displayed relationships are limited to the
Child-Parent and Client-Attorney on this particular panel.

Case Detail (3 of 3)
The Consolidation panel allows you to consolidate another case into the case you are opening. It records the case
consolidation data and is informational only—in other words, entering information here will not affect calculated
deadlines or other information related to either case.
Case Notes are displayed on the bottom of every Case screen. The panel is designed to accommodate two different
practices of keeping notes. You may save each notation as an individual note or keep a running commentary in the note
on the left. The most recent note (determined by Note Date) is displayed in the larger half panel on the left. The remaining
notes are displayed on the right in a shortened display, newest at the top to oldest at the bottom. Only the most recent
note, the on displayed on the left, can be edited. The other older notes may only be deleted. Some processes add notes to
the right panel automatically, such as Remanding a case. To delete a note on the right use the small red X. This operation
is consistent throughout the system

Case Types, Case Functions & Case
Relationships
Case Types
CPCMS distinguishes case types by the fields that are available on the Case Information panels. The Non-
Conservatorship panel is the same as the Conservatorship panel except the Dismissal Date, Days Until Dismissal, and
Earliest TMC Date fields have been removed. The Adoption panel is the same as the Non-Conservatorship panel with Pre-
Case fields removed.
Person Types are also different between Case Types, such as an Adoption Case having no Respondents.
Case Functions
The Sever Case screen is used to Sever one or more children from an existing case to manage the child or children‘s
future independently of the family. Specific fields are copied into the new case following the child or children. It
establishes a relationship between the original Conservatorship case and the new case.
The Copy Case screen copies an existing case into a new one. This is provided as an easy method for creating a case that
is very similar to another one. The function copies all the person and case information except any Actions.
The Adoption Case screen creates a new case after the child or children are identified. It establishes a relationship
between the original Conservatorship case and the new Adoption case.
Case Relationships
Cases can be manually related at the Case Relationship fields on the Case Detail panel by typing in the Cause Number
and using the Add function button. There are hyper-links at the Cause Number that will take you directly to the Case
Summary page of the Related Case selected. You can return to this case using the same hyper-link on that case.

Persons

Child Data (1 of 7)
The Child screens capture all the detail on the child in many different panels. The panels are organized from top to bottom
with the most used at the top and the least used at the bottom. Panels with no data entered come up collapsed while the
ones with data come up expanded.
The Child Demographics panel contains basic Child information that does not change from case to case. The Race and
Ethnicity fields have drop down lists. It (and most Demographics panels) contains a Related Case link, if the person is in
another case.
The six checkboxes on the bottom right side of the panel create an indicator on the Calendar and Judge‘s Docket.
The Apply to All checkbox only affects EXISTING children. It will cause the specific field information in existing children to
be OVERWRITTEN. It will not cause children added after the checkbox is used to have the same information as existing
children.

Child Data (2 of 7)
The Child Case panel has
several drop down lists to
assist in entering data in the
fields. Date fields can be
entered in standard format or
the calendar icon can be
selected to bring up a
calendar. Several fields are
display only and can not be
edited. They are derived from
other fields and rules.
The Attorney ad litem / CASA /
GAL set of fields can be
entered if known. The lists are
constrained from the
Practicing Counties list
defined in the Manage
Advocates screen.
The Mother and Father TPR
date can be entered here and
will trigger a set of questions
on screens designed to
record the Order that
established the TPR date.
The Re-Entry into the Child Protection System set of fields is used for important reporting. The Final Order and Discharge
Reason fields should be completed as the case moves through the judicial process.
Two function buttons, Case Remanded and Motion to Modify Filed, will only appear when specific fields are completed. Case
Remanded requires that all four fields be completed while Motion to Modify Filed requires that only the Final Order fields be there
and NOT the Discharge Reason fields. Both these functions clear fields and move the data into a Case Note. You are then free to
enter new data and create the appropriate records to complete the process, such as a Motion record with a Motion Type of
Motion to Modify. Motions will be discussed in a future lesson in detail. Enter a Note if desired and always use the Save Person
function button to save any changes. Of course, this panel will be visited and updated several times during the life of the case.

Child Data (3 of 7)
The Placement panel tracks data about a child‘s location and changes to those locations. It is meant to keep all placement
changes with the Change Reason completed.
The Permanency Plan panel collects data on three possible concurrent permanency plans in a prioritized order, A, B, and
C. Each time there is a change, each plan will need to be entered in the right priority
The Independent Living & 16 Yrs of Age panel displays in the open state when both of the following two conditions are met: 1) The child has a
Permanency Plan A of Independent Living as the current Permanency Plan, and 2) The child‘s age exceeds 16 years old. An exception is the
overriding rule to display the panel in the open state when one or more data field (checkbox) has been populated. There is a system rule that gives a
child a Discharge Reason of Aged Out automatically when they reach eighteen years old. This also generates a Tickler. All the fields in the panel are
helpful checkboxes only except for the Override Age Out checkbox. It will override the Age Out Discharge Date function.

Child Data (4 of 7)
The Medications panel tracks snapshots of prescribed medications for a child. This panel follows the guidelines set forth
by the Texas Department of State Human Services. There are many dosage rules that use the child‘s age and some that
calculate based on the child‘s weight. The basic goal of the panel is to automatically indicate if the guidelines have been
broken so that a judge may request a review of the medications.
Only three medications are shown as default on the panel, but more can be added with the More Medication function. The
Delete and Add Snapshot function are straight forward. The Copy Snapshot function button will create a duplicate of the
most recent record and then it can be updated as required. The rules for warning messages are complicated, so please
refer to the User Guide for details. To effectively delete a medication, choose the ―- Select –― from the list.

Child Data (5 of 7)
The Continuing Jurisdiction / Transfer / Consolidation / UCCJEA panel is divided into four quadrants for each set of fields.
These fields are data capturing only and have no further business rules associated with them.

Child Data (6 of 7)
The Extension & Monitored Return panel tracks specific data related to a general extension, and monitored return to home
and a subsequent removal from a failed monitored return. There are several rules that manage the correct process for
recording these events related to length of extension or return and recalculating the dismissal date.
• A single general extension may be granted to a case. The extension can be no more than 180 days.
• A monitored return may extend the case for up to 180 days from the monitored return date.
• A child may be removed from monitored return and the case can be extended for up to 180 days from the removal date.
• The Current Dismissal Date is calculated as the greater of:
• Current Dismissal Date
• Original Dismissal Date + General Extension Days Extended
• Monitored Return Date + Monitored Return Days Extended
• Monitored Return Removal Date + Removal Days Extended

Child Data (7 of 7)
The Substance Abuse Testing panel tracks multiple instances of substance abuse tests and what drugs resulted in a
positive (dirty) return or if no positives were found. The panel is present on the Respondent screen as well as here.
The ICPC (Interstate Compact on the Placement of Children) panel has the fields necessary to follow the progress of the
possible relocation of a child or children.
The ICWA (Indian Child Welfare Act) panel displays information about tribal affiliation, contact with the tribe, and jurisdiction.

Respondent / Individual (1 of 3)
The Respondent Demographics panel is straight forward and contains data that will always relate to a person regardless
of the case. Only the First Name and Sex fields are required. However, in the Respondent Case panel that will be
discussed next, the Person Type field can complete the name fields under special circumstances. The Age field is display
only and calculated based on the birth date and today's date.

Respondent / Individual (2 of 3)
The Respondent Case panel tracks case specific data and begins with the required Person Type field.
If the Person Type 'Unknown Father' is selected, the system will automatically populate First Name with 'Unknown' and
Last Name with 'Father'. Unknown Mother and Volunteer Advocate operate the same way. These names can be changed at
any time.
The drop down list for Counsel Status contains three options and is meant to be a part of tracking attorney changes
during the case. The Date selection field is located to the right of the ‗Counsel Status‘ selection field.
If an Attorney is withdrawn, removed or dismissed from a case, it is important to populate the
‗Withdrawn/Removed/Dismissed Date:‘ field on the Case Attorney screen for that particular attorney. This completes the
data necessary to track attorney changes.

Respondent / Individual (3 of 3)
The Service Plan panel tracks the data for individual services required of the respondent. The services may grow as the
case moves forward. It is common for a Service Plan to begin with a Psychological Evaluation and then be expanded
when the results of the evaluation is learned.

Manage Advocates
The Manage Advocates menu item provides a drop down list to manage attorneys, CASAs, and GALs. The CASA and GAL
screens operate in the same manner as the Attorney screen. The initial panel is an Attorney Search set of fields that will
assist in finding the specific record you wish to work with.
If you are creating a new record use the Add Case Attorney or Add Petitioner‘s Attorney function buttons. Case Attorneys
are simply the Attorneys that may represent children or respondents. In CPCMS ―Attorneys‖ represent respondents and
―Attorney ad litems‖ represent children.
By using the County of Practice fields that activate the record on the CASA and GAL drop down lists on the children
screens, each court has the flexibility to manage the records as they choose. The panel was designed for a person record,
so the ―sex‖ field is required, but in the case of an entity, select male or female as desired and ignore it thereafter.

Merge Persons
The Merge Persons panel is designed to help correct duplicate person records in the system.
An initial search will limit the list of names that is available in the Person field. After that, select the two records, A and B,
decide which record to keep and which will go away by selecting the Keep A or Keep B radio buttons and the Merge
Persons function button.

Case Summary (1 of 3)
The Case Summary page consists of 5 panels; the Case Summary information at the top, basic Children data next, all
Persons (including children, but with a different set of fields), the Register of Actions, and Case Notes. With the exception
of the Case Notes panel, nothing can be edited on this screen. Adding or Updating data is done in other screens that are
usually hyper-linked.
The Case Summary panel displays a wide variety of information. There are hyper-links at the Cause Number that will take
you to the Case Detail screen and one at the Related Case(s) field that will take you directly to the Case Summary page of
the Related Case selected. You can return to this case using the same hyper-link on that case.

Case Summary (2 of 3)
The Child Information Panel shows fields specific to each child in the case. The child‘s name is hyper-linked to the
editable Child Detail screen. In addition to the continuous fields at the top of the child‘s information, many data items will
appear if they exist in the child‘s detail panels. They are Permanency Plans A, B and C, Continuing Jurisdiction, Person
Notes, Medication Warnings, T P R, ICWA, I CP C, P A L, and U C C J E A. Children are displayed in ascending order by
birth date.
The Person Information panel shows general person information with an emphasis on Service. Relationships are in the far
right column. Relationships are reciprocal, so you will see the same Child-Mother relationship next to the child and a
Mother-Child relationship next to the mother. Again the names are hyper-linked and will take you to the person detail
screen.

Case Summary (3 of 3)
The Register of
Actions panel
displays
information on all
Actions, an action
being a Hearing, a
Motion, an Order,
a Settlement, or a
Document.
Actions are listed
in chronological
order, oldest at
the top. A red line
separates the past
from the future
actions.
The action name
is hyper-linked
and will take you
to the detail page
of the action
selected.
A filter function is at the top left of the panel and will show only the selected actions if desired. Actions are Associated with
an Association ID. This is meant to help in case review by grouping them together. The system will automatically associate
actions that are started from another action, such as when a motion is created from the hearing page and an order is
created from the motion page. The Attachment column has a document icon present when an e file is attached to the case.
Double clicking on the icon will retrieve the file in its native format, Word, Excel, etc. All five add action function buttons are
presented across the top of the panel.
Hearings, Motions, Orders, Settlements and Documents make up the five Action Types. Only Hearings show up on the
Docket and Calendar.

Schedule Hearings
The Schedule Hearing
Information manages the
basic hearing
information and when it
is scheduled. It displays
read only case summary
information at the top for
reference.
The Current Hearings
field group shows
hearings scheduled for
the Hearing Date
currently in that field.
This is meant to assist
with workload, county
location, and any
Hearing Type grouping
requirements you might
have.
Hearing Type is a drop down list and many types have scheduling rules associated with them. For example, if you try to schedule a
Permanency Hearing, a message will come up if you have not already scheduled an Initial Permanency Hearing. The system will suggest a
date based on TMC Granted Date plus 300 days and use the earliest TMC Granted Date when there is more than one child on the case. The
system will take into account if the calculated date falls on a weekend or holiday and move back to the previous Friday. You are free to
change the date to an earlier date to accommodate the county docket schedules. If there is a previous Permanency Hearing Date, the
system will calculate 120 days from that hearing date using the same rules.
You must set the Docket for Morning or Afternoon using the two radio buttons and you may set the time as well. Morning and Afternoon
Docket setting is independent of the time and will be explained further in the Calendar lesson.
The system defaults to having all the Case Attorneys in the case on the Docket, but they can be removed as desired.
A hearing note may be added now or at any time.

Hearing Information
The Hearing Information panel tracks specific information about items in the hearing itself such as who is present with
fields for entering specific people‘s names, such as Caseworker, if desired.
A Continuance Granted For list and a Disable Days Until Dismissal checkbox is present and can be completed as
appropriate.
The Adoption Checklist panel is present only when the Hearing Type of Adoption is chosen. It is a helpful list to be
checked off while the hearing proceeds.
The Appellate Checklist panel is present only when the Hearing Type of Appellate is chosen. As with the Adoption
Checklist panel, it is a helpful list to be checked off while the hearing proceeds.

Motions
The Motion Information panel has a basic case header set of fields as well as an editable set of fields for capturing
specifics. The fields are straight forward with a date and type as well as a Motion Made By list of Respondents and
Attorneys in the case. Enter a note if desired .

Orders (1 of 3)
The Order Information
panel has a basic case
header set of fields as
well as an editable set
of fields for capturing
order specifics. It has
the required Order
Rendered Date and the
Order Signed Date,
which is optional but
will create a Tickler
after five days.
The Order Type field is
a category list
consisting of Case
Order, Person Order,
Parent to Child Order,
and Child Final Order.
Each one of these
choices will change
the list of Orders and
the ―Order Directed
To‖ and ―Order
Directed On Behalf Of‖
fields.
Case Order Types are not directed to a person and therefore the ‗Order Directed To‘ and ‗Order Directed on Behalf Of‘
fields are not applicable with a Case Order Type. Person Order Types are directed to a person and the Order Directed To
field is available. Parent To Child Orders are directed to a parent on behalf of a child, therefore the parent(s) associated
with the Order should be selected in the ‗Order Directed To‘ field and the associated Child name(s) should be selected in
the ‗Order Directed On Behalf Of‘ field. Child Final Order is for children only and only children will show up in the Order
Directed To field.

Orders (2 of 3)
Case Order Types are not
directed to a person and
therefore the ‗Order
Directed To‘ and ‗Order
Directed on Behalf Of‘
fields are not applicable
with a Case Order Type.
Person Order Types are
directed to a person and
the Order Directed To field
is available. Parent To
Child Orders are directed
to a parent on behalf of a
child, therefore the
parent(s) associated with
the Order should be
selected in the ‗Order
Directed To‘ field and the
associated Child name(s)
should be selected in the
‗Order Directed On Behalf
Of‘ field. Child Final Order
is for children only and
only children will show up
in the Order Directed To
field.
There are Smart links from the TPR Parent To Child Orders and the TPR dates for the Mother and Father on the Child Detail
screen. A Parent To Child Order of ‗Termination of Parental Rights‘ will trigger auto-population of the TPR date on the
associated Child screen(s) with the Order Rendered Date under the following conditions:
1) An existing Relationship is established on the Relationship screen between the parent and child
2) The parent name(s) is/are selected as ‗Order Directed To‘ and the child name(s) is/are selected as ‗Order Directed on
behalf Of‘ and
3) The order is saved.

Orders (3 of 3)
If the Order Rendered Date
is changed, the TPR date
will change accordingly. If
the Order is deleted, the
TPR date will revert to
blank. The auto-population
is a one-way relationship
from the Order to the TPR
Date field. Manual entry of
the TPR Date overrides the
auto-population of this
field. If a TPR Date is
entered without a
corresponding Parent To
Child Order of Termination
Of Parental Rights, then a
notification message will
appear when the Child
record is saved providing
a means to quickly
navigate to the Order
screen.
A Smart link also exist between the Child Final Order on the Order screen and the Final Order fields on the Child screen. A
validation check is added to prevent entry of duplicate Child Final Orders on a single Child record via the Order screen. If a
duplicate Child Final Order entry is attempted, a message appears stating ―Child Final Order already exists for one or more of the
selected child name(s). You must use Motion to Modify to clear the existing Final Order‖. The ‗Motion to Modify‘ button is located
in the Case section of the Child screen. An additional validation check is added to ensure that a Child name is associated with
Child Final Order entered via the Order screen. If a Child Final Order is entered without an associated Child name, a message will
appear stating ―Please select child or children for Child Final Order‖.
Four Final Orders, PMCs and PJMCs will automatically change the Conservatorship Status for that Child to PMC Department. A
checkbox to record De Novo Review is present as well as a Note field.

Settlements
The Settlement panel displays basic case information and contains data for a Settlement record. Referral and Settlement
dates are available depending on what process is used, an Informal Conference or a Mediation. These are the two
Settlement Types listed in that field. The Agreement field has three choices, Full Agreement, Partial Agreement and
Impasse. Enter a note if desired.

Documents
The Document panel displays basic case information and contains data for a document record. This panel also contains
the function necessary to attach a document file into the system. Select the Document Date and Type. All the types are
available with the exception of when this function is selected from the Case Detail screen Attach Original Petition and the
Attach Original Affidavit. Then only the document selected is shown. The Document to Upload field can be completed by
hand or you may use the Browse function to search for it on your computer.

Associate Actions
The Associated Actions panel allows actions to be
associated, but these associations have no business rules,
but cause an Association ID to be displayed on the Register
Of Actions. These associated IDs are in some cases
automatically system generated when a process is followed,
such as creating a motion using the Create Motion button in
the Hearing screen. The Associate Action function buttons
change depending on the current action page. The other four
actions appear on the panel.
The small Associate (Actions) panel displays a list of the specific Action you wish to associate. Select the existing Action
and use the Associate function button to complete the process.

Calendar (1 of 5)
The calendar shows
hearings on their
scheduled days that
comprise a docket.
The calendar has 3 views:
month, week and day. The
month view limits the
number of hearings shown
per day to two. Clicking on
the ―more…‖ at the bottom
of the day switches to the
day view to display all the
hearings. Moving the
mouse over the first two
hearings shown in the day
column will trigger display
of the day‘s total hearing
count.
The ‗Go To‘ field can be
used to quickly navigate to
a particular date by simply
entering a date and
clicking the GO button
located to the right of the
‗Go To‘ field.
To use the Allow Update Time function, check the checkbox and refresh the display by clicking on the Day view. This will
allow you to update the Hearing Time directly from the calendar without having to go to each individual hearing.
The Schedule Hearing function button is only present when an existing case is in memory at the Case Summary screen and
will take you directly to the Schedule Hearing panel of the case.

Calendar (2 of 5)
The Manage Days Off allows days to be reserved the same as Saturday and Sundays are excluded from hearing scheduling
calculations by Court. Days can be reserved by entering the date and a note. No other action is necessary. Entire Morning
or Afternoons can be reserved by checking the boxes and adding a note. Two appointments per day may be entered by
entering a start and end time and a note. The system will not permit an end time before the start time and the end time is
required.

Calendar (3 of 5)
In the Week and Day views, Hearings that are
checked as AM (see the Schedule Hearing
Information panel) appear in the upper (early) section
of the day. 24 hearings rows are available on this
display. The PM hearings start at the 25 th row and
there are 20 rows available in the afternoon (lower)
section.
Drag and drop the hearings to reorder them WITHIN
THE SAME TIME. The system will not allow hearings
to be moved outside the same time ―group‖. Enter
the time by 15 minute increments. The time field is
the same field on the hearing screen and can be
entered there as well. AM/PM is set on the Hearing
panel.

Calendar (4 of 5)
The Copy Selected Hearing(s) to Date function is for
scheduling another Placement Review Hearing. There
are three rules associated with it. They are:
The Note at the top of the panel appears only when a
Placement Review Hearing is on the Calendar.
A checkbox appears next to the Placement Review
Hearing row. A ―Copy to Date‖ is suggested by the
system and calculated from the calendar day
displayed plus 180 days taking into account weekends
and holidays.
The hearings are ordered by:
• AM or PM first and time is independent and not
adjusted by this checkbox,
• then by Time.
• And then finally by the
Order number.
The display indicates cases in the day‘s docket that
have special person flags in the person record. These
include SR (Security Risk), Db (Disability), In
(Incarcerated), NI (Needs Interpreter), CH (Criminal
History), De (Deceased) and TPR (Termination of
Parental Rights). Cases that have one or more of
these flags set have a red asterisk. The Weekly view
does not have the alpha indicator flags, but still has
the red asterisk. The Day view has the Indicators on
the Case line.

Calendar (5 of 5)
The Additional Hearing Functions panel allows for a batch move of hearings to a new date. It is constrained by the Dismissal
Date rules, except if the Ignore Dismissal Validation checkbox is checked.
After a date is entered into the ‗Move Current Date Hearing(s) to Date:‘ field, click the ‗Move All Hearings‘ button to move all
hearings to the new date.
A notification message will appear at the top of the screen stating the number of hearings moved. The notification message
also states that hearings having a case dismissal date prior to the requested move date will not be moved unless the ‗Ignore
Dismissal Validation‘ box is populated.

Working with Reports (1 of 2)
The Case Summary Report can be
printed for a single case from the
Case Summary window. It prints the
same fields, with the same rules as
the system window.
It can also be printed from the
Reports page in batch mode for an
entire docket. Again, it prints the
same fields, with the same rules as
the system window.
The Posting Docket is a
representation of the days docket
calendar and is meant to be printed
and posted at the Courtroom for the
public to use.
Reports may be viewed from the
screen, printed, or exported to an
application format, such as Excel or
Word.
The Judge‘s Docket is a representation of the days docket calendar, but contains more case specific material and is typically
meant to be used by the Judge as a reference case summary. There is also a version that has page breaks after each hearing.
The Workload Measures for A Court by County report has a wide variety of data. It begins with Case based information and ends
with Child based items. The Snapshot Start Date and Snapshot End Date should be a date range from an older to a newer date.
The two dates are presented as singular dates at some times and used to calculate over the range of the dates at other times. The
data is presented in small tables, one after another. Many of the data tables show data in ―Open Cases‖ as of a specific date. This
means that as of the specified date all cases are queried by the system as to their open or closed status and only open ones are
included in the data. Open cases are cases without a case closed date, which is generated when all children in a case have been
given a Discharge Reason and Discharge Date. The Snapshot Start Date and Snapshot End Date are Inclusive. The first day of a
month and the last day of a month will show all data for the month. If the report is run from the first day of a month to the first day
of the next month, it will show the entire month AND the first day of the next month, which would typically be an error.

Working with Reports (2 of 2)
The Children in PMC w/o Termination
report shows all children in a court
with 3 specific types of Final Orders
and no Discharge Reason.
Children where there is final order of
• PMC-DFPS w/o Termination
• Or PJMC-Department & Parent
• Or PJMC-Department & Other
And discharge reason is blank.
The report is grouped by each of the 3
types of Final Orders (the example
data only has one type of Final Order).
This report does not take into
consideration Conservatorship Status
or TPR Orders.
The Workload Measures by Court – LBB report shows Hearing and Child Final Order counts per month per Court and is used
for LBB reporting. It is a subsection of the Workload Measures by Court report.
The Workload Measures by Court Detail – LBB report shows the Cause Number, Child Name and Order Date for each Child
Final Order existing within the specified date parameters.
The ICPC Status In Progress Report by Court shows the status of active Interstate Child Placements.
The Workload Measures by Court report is the same as the Workload Measures for A Court by County except it is broken
down and summarized by the 17 OCA CP Courts and not counties.
The two bottom panels address the specifics of two types of Measure reports and their User Defined configuration.

Court Performance & Workload Measures Reports
The displayed Configuration panel
shows User Defined reports.
It works in conjunction with the
lower Configuration Detail panel.
Each report can be recalled and
will set the parameters, such as
sub-report selection and a type
(either Court by County or All 17
Courts).
Users may define as many reports
as desired. Users may also recall a
report, make changes and resave
the new configuration.
Reports can contain any configuration of sub-reports, but the concept of grouping sub-reports, such as Safety or Timeliness
is how the sub-reports are organized.

Court Performance & Workload Measures Reports
The left side listing or sub-reports are the Court
Performance Measures in Child Abuse and
Neglect Cases from the DOJ Office of Justice
Programs Office of Juvenile Justice and
Delinquency Prevention Toolkit.
The Texas Office of Court Administration
identified 20 out of the 30 measures where the
data was managed by the courts and focused on
these measures. The data in the remaining 10
measures is managed by the Child Protective
Services department of the Texas Department of
Family Protective Services.
These sub-reports are shown in a tablized format
and then in charts and graphs as appropriate as
shown in the 2 included examples.
Several reports contain a statistical data
inclusion bar chart that shows if required data is
recorded by the court or not. The final charts will
only use data that is included, of course, but
these charts are also meant to be used to identify
good and poor data entry practices.
The right side listing of sub-reports are Workload
Measures and used by the individual courts to
assist in not only managing workload, but data
quality as well.

Example #1 - Measure 1A - Child Safety While Under
Court Jurisdiction (1 of 3)
This report uses a Placement
Change Reason of Abuse or
Neglect as it‘s core method
of measurement since they
typically result in Placement
Changes.
The data is first reviewed to
only include children with
recorded placements. And
then only complete data is
used in the final analysis.
For example, in Caldwell
county, 77 out of 78 children
in Open Cases had
placements recorded in the
child record. This is probably
due to a case that has just
been started at the time the
report was run.
Then 32 out of the 77
children had at least 2
placements recorded and
therefore a Placement
Change Reason.
Of the 32 children with
Placement Change Reasons,
2 incidents of Abuse or
Neglect occurred while
under the court‘s
jurisdiction.

Example #1 - Measure 1A - Child Safety While Under
Court Jurisdiction (2 of 3)
As previously discussed,
this chart shows the data
that will be included in the
final analysis.
Process Improvement and
Best Practices
identification can only be
successful using data that
is complete and entered
correctly.

Example #1 - Measure 1A - Child Safety While Under
Court Jurisdiction (3 of 3)
This chart represent s the
final analysis after the data
is qualified for inclusion.

Example #2 - Measure 2A - Achievement of Child
Permanency (1 of 4)
This report charts positive
permanency outcomes for
children. And uses
Discharge Reasons as the
recording of positive and
negative outcomes
The entire list of Discharge
Reasons is shown on the
next slide with a clear
definition of which ones are
considered positive.

Example #2 - Measure 2A - Achievement of Child
Permanency (2 of 4)
The ones marked as
Selected are considered
positive with the Not
Selected ones being
negative.
3 were excluded because
they are administrative and
neither positive or negative.

Example #2 - Measure 2A - Achievement of Child
Permanency (3 of 4)
This chart shows a quick
reference for positive
outcomes.
However, it is important to
remember the counts of
children per county. For
example the fact that
Lavaca county has 0 % of
positive outcomes must be
viewed in context
considering that only 2
children received
Discharge Reasons during
the one year reporting
period.

Example #2 - Measure 2A - Achievement of Child
Permanency (4 of 4)
This chart shows the same
data as in the previous
chart but highlights both
positive and negative
outcomes in different
colors.

Help
The Help function brings up two
complete copies of the User Guide, one
in a PDF Print version and one in an
HTML version organized by chapters.
You can get around in the HTML User
Guide by selecting a chapter and in the
PDF version by using the Find function.
Use the Find Next or Find Previous
functions to move along in your search.
The Full Utilization Guidelines are written directives on how to use the system to capture the minimum data necessary to
complete present and expected future reporting requirements. Please read and follow these guidelines as they are mandated
by the Regional Presiding Judges. The highlights are:
• Enter into the system all Necessary Parties and Attorneys.
• Enter all Hearings, Motions, Orders, and Settlements.
• Complete and keep up to date all Children information as grouped by panels in the system.
The Outcome Measure Matrix is an
informational matrix document
designed to give familiarity to the
Outcome Measures published by the
U.S. Department of Justice and
CPCMS‘s data fields used to report on
the Measures.
The Medication Chart & Notes is a
worksheet of the breakdown of the
Medication details as published by the
Texas Department of State Health
Services. It includes an added Notes
column showing the rules used to
calculate dosages.
The Document Library contains court
forms files submitted to the project by
courts to share with our other courts.

Texas Office of Court Administration (OCA)
Child Protection Case Management System
(CPCMS)
CPCMS is available for distribution to any Texas counties for its courts that hear child
protection cases. Distribution of the CPCMS system will be available at no charge since the
development of the CPCMS was federally funded through the Court Improvement Program
(CIP). Some counties may qualify for the CIP grants to fund a portion of implementing the
software in their county (see below for more details).
Inquiries to obtain a copy of the software or to learn more about CPCMS may be directed to:
Tim Kennedy
TexDECK Project Manager
Office of Court Administration
PO Box 12066
Austin, TX 78711
(512) 463-6057
(512) 463-1648 fax
Tim.kennedy@courts.state.tx.us