Transition to adulthood workflow

Background

This article describes implementation of the 'Transition to adulthood' (TTA) service within Kotahi.

Referral/intake

Prior to Kotahi implementation, the intake process was already managed independently within the TTA team. This process will be shifted over to Kotahi, so that case review, allocation and setup is all handled by the TTA team. This means that there will be no referral or case/client information in Aiga from 2025 onwards.

Referral source for this service is Oranga Tamariki. Referrals are sent via email directly from OT Social Workers to our team.

The draft workflow for new TTA cases is shown below, and also includes process derived from desk file (version dated July 2022). Note that the start point of this process is the incoming OT email referral.

flowchart LR subgraph F0[<b>OT] direction TB F1[Social worker] end subgraph ADM0[<b>TTA team] direction TB subgraph CM0[<b>Case manager] CM5[<h4>Kotahi setup</h4><br>Create client<br>Add to service<br>Assign staff]:::kotahi-.-> CM1[<h4>Initial contact</h4><br><b>Within 48hrs]:::kotahi-.-> CM2[<h4>Setup goal plan</h4><br>Define goal plan from referral info<br>and/or Life skills assessment<br><b>Within 1 week]:::kotahi-.-> CM3[<h4>Ongoing Talanoa</h4><br>Review and update goal plan<br><b>Monthly]:::kotahi-.-> CM4[<h4>Requisition for support</h4><br><b>As needed]:::kotahi end ADM3[Review referral]:::kotahi-.Accept.-> ADM2[Allocate]:::kotahi end F1-.Email referral.->ADM0 ADM2-.->CM0 ADM3-.Decline.->F0 classDef kotahi fill:#99cc99 classDef aiga fill:#0d1348,color:white

Considerations

TTA funder reporting is very specific and requires some additional data capture/entry to improve efficiency:

CYRAS No.

CYRAS number field visible on 'Personal' page of test client.

This is the Client ID from Oranga Tamariki. Similar to Whanau ora, we therefore need to record this against the client record. The CYRAS ID is numeric and can be entered as a 'custom field' for a client. This is visible under 'Personal' in the client record.

Client details

The below items are part of the compliance reporting for this contract.

In Kotahi, they can be used in the 'Assessment & Goal plan' activity only. Maintaining currency of these values for each client is obviously important to ensure accurate reporting to funder, and this activity is configured to be completed monthly. The specific items required are:

• Is a parent
• Is in custody
• Engaged in training/education
• In stable accommodation
• Opted out.

Naturally these are only a part of the regular 'goal plan review' process - the substantive content being the client goals themselves.

Requisition pathway

Draft diagram specific for requisition detail shown below.

Workshop/group requisition

Draft workflow for workshop or group activities. A 'Group activity' should be set up in Kotahi, with all the invitees specified.

Finance will then work out the spread cost to be allocated to families.

This should still be added as a 'requisition', even though it is obviously a bit different. In this case, the requisition should be completed as usual and relevant details and amount entered.

Supporting documents won't be required, and the request only needs a Team Lead approval for reference. It obviously does not need to be notified to Finance either.

flowchart TB subgraph N0[<b>Case Manager] direction TB N1[Group activity set up]:::kotahi-.-> N2[Clients added]:::kotahi GM1[Requisition for spread cost]:::kotahi-.-> GM4[Save requisition form]:::kotahi end subgraph TL0[<b>Team Lead] direction TB WA1[Review requisition]:::kotahi-.-> WA3[Save approval form]:::kotahi end subgraph F0[<b>Finance] direction TB F1[Spread cost]:::none-.-> F2[Report back spend per family]:::none end N2--Email RSVP-->F0 F2--Email-->GM1 GM4--TL Notification-->TL0 classDef kotahi fill:#99cc99 classDef penelope fill:#eb4910,color:lightgrey classDef none fill:#ffffff