Transforming Child Welfare Program Compliance and Efficiency with SAM
Client Overview
A Michigan-based child welfare agency providing foster care, licensing, and adoption services sought to improve compliance tracking, audit preparation, and data analysis across multiple programs. The organization works under the oversight of the Division of Child Welfare Licensing (DCWL) and the Michigan Department of Health and Human Services Private Agency Compliance Unit (MDHHS PACU).
Challenge
Before implementing SAM, the agency faced significant inefficiencies in preparing for annual state and contract audits.
Manual Processes: Audit data was tracked in Excel spreadsheets shared across numerous staff or hand-counted from paper files.
Time-Consuming Preparation: Each audit required hundreds of staff hours to compile, verify, and format data.
Limited State Reporting: Although the State of Michigan’s MiSACWIS database housed the necessary data, it lacked the capability to extract and report on compliance metrics needed for audits.
Data Accuracy Risks: Manual handling and decentralized data management increased the likelihood of human error and inconsistent reporting.
Solution
The agency partnered closely with Stefanie and the SAM team to customize the SAM case management system to meet their specific program and audit requirements.
Key Actions:
Custom Reports Developed: SAM reports were tailored to generate data for DCWL and MDHHS PACU audits for foster care, licensing, and adoption programs.
Automation Implemented: Manual data compilation was replaced by automated, on-demand reporting in SAM.
Compliance Tracking Tools: SAM was configured to track key compliance dates and send alerts to supervisors to prevent missed deadlines.
Performance Monitoring: Quarterly reports were created to monitor departmental goals and inform annual budget projections.
Communication Enhancement: SAM was used to streamline communication and surveys with child welfare families, a key component of compliance.
Results
| Outcomes | Before SAM Customization | After SAM Customization |
|---|---|---|
| Audit Preparation Time | Hundreds of staff hours | Reports generated in minutes |
| Data Accuracy | Manual, error-prone | Automated and highly reliable |
| Compliance Tracking | Reactive, deadline-driven | Proactive with alerts and reminders |
| Staff Efficiency | Time lost to data entry and review | Time redirected to service quality and analysis |
| Performance Monitoring | Inconsistent, delayed reporting | Real-time KPI tracking and quarterly updates |
“SAM has definitely helped our child welfare programs track and analyze compliance, resulting in consistently exceptional performance outcomes on Key Performance Indicators for our staff.”
Long-Term Impact
Since adopting and customizing SAM nearly a decade ago, the agency has achieved:
Sustained compliance excellence during annual state audits
Greater data transparency and accountability across programs
Integration of data analysis into leadership and quality improvement meetings
Ongoing system growth, led by a dedicated data and compliance associate added in 2021
Conclusion
Through strategic collaboration with SAM, this child welfare agency transformed complex, manual compliance tracking into an efficient, data-driven process. SAM’s flexibility and customization enabled the organization to achieve audit readiness, operational efficiency, and superior performance outcomes — setting a benchmark for excellence in child welfare program management.
“When I began in 2016 as the Executive Director, I immediately recognized that SAM could significantly improve our processes. Today, SAM is an integral part of how we operate, plan, and ensure compliance across all our programs. ”
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