In January 2020, the Department of Public Health and Human Services (DPHHS) established the Early Childhood and Family Support Division (ECFSD). The ECFSD includes the programs housed in the Family and Community Health (FCHB) and Early Childhood Services (ECSB) Bureaus, Child Care Licensing, No Kid Hungry, Montana Milestones/ Part C Early Intervention, Family Education and Support Program, and the Montana Children’s Trust Fund.  The Division Administrator (DA) oversees the FCHB, ECSB, Fiscal and Operations Bureau (FOB), Children’s Trust Fund, and No Kid Hungry programs.

The ECFSD mission to better coordinate existing services for children and families remains strong.  The ECFSD structure continues to evolve as DPHHS and Division programmatic needs are identified.  On August 9, 2021, DPHHS leadership announced that the agency had completed an overall organizational health assessment that will guide the agency’s restructuring plan.  The new DPHHS structure is included as an Organizational Attachment.   https://dphhs.mt.gov/News/2021/08/DPHHSAnnouncesagencyrestructuring

In its first year, the ECFSD experienced some turnover and continues to assess the most effective organizational structure, especially related to fiscal and operations as support for the programmatic bureaus.  Divisions within the department have support through centralized human resources, budget management, fair hearings, and public information. 

The DPHHS Human Resources (HR) Office assists with the recruitment and hiring processes and provides onboarding training for all new hires.  In addition to the HR training, an employee engagement committee within ECFSD, developed an ECFSD New Employee Manual, which expands on the DPHHS HR training.

Annually, all employees are required to complete refresher trainings from DPHHS HR and Technology Services Division on topics such as: HIPAA; safety in the workplace; and, internet safety.  Additionally, DPPHS HR has offered monthly supervisory-focused online trainings, with topics selected from a DPHHS formal survey.  Topics have included “How Managers Can Use the Employee Assistance Program (EAP)”, What You Need to Know About the Human Rights Bureau and Discrimination Laws,” and “COVID 19 Management.” 

The ECFSD Leadership Team created the ECFSD Workforce Development Policy and Procedure (WDPP). Currently, in draft form, the WDPP outlines expectations for all the ECFSD positions and encourages individualized professional development.  A draft version is included with the supporting documents for this submission.

The Title V MCHBG State Action Plans are overseen by the Title V Director/Maternal and Child Health Coordination (MCHC) Section Supervisor and CSHCN Director/ Children’s Special Health Services (CSHS) Section Supervisor. The MCHC Section’s staff increased to six program specialists in March 2021, which includes the addition of an Adolescent Health Program Specialist (PS), enhancing a focus on NPM 9 and bullying prevention.  This has allowed for plans to expand the reach of Title V services beyond County Public Health Departments to youth-based organizations, such as Boys & Girls and 4-H Clubs.  The PS has identified an evidenced-based Title V/SRAE curriculum which includes bullying prevention.  Beginning with FFY 2022, the PS will promote and recruit additional entities interested in expanding their adolescent reach.

The CSHS Section, now a six-person team, experienced changes in the past year.  In October 2021, the CSHS Director/ Supervisor will complete her first year in the position and have hired: the CSHS Nurse Consultant; a Program Specialist to administer the MAPP-Net Grant; a CSHS Program Assistant; and a Title V/CYSHCN Program Specialist. 

The CSHS and MCHC staffs’ job descriptions, at a minimum, reflect the necessary skills, knowledge, abilities, and experience to bring to their positions on day one.  New employees to state government are required to have a probationary performance evaluation, which includes SMART goals to be completed within the six-month probationary period.   This evaluation, when combined with the staff member’s annual performance review and their reflective supervision meetings, are opportunities to identify their professional development needs.

COVID-19 required the MCHC and CSHS Supervisors to adapt to how they conduct their bi-monthly reflective staff supervision meetings and weekly-scheduled staff meetings.  

Staff are encouraged to avail themselves of training from the State Professional Development Center (PDC), housed in the Department of Administration.  The PDC offers training on topics such as: Excel for Beginners to Advanced; planning and organizing; writing clearly and concisely; and in response to COVID-19, Telework Made Easy.   Other opportunities include participating in the Public Health and Safety Division training opportunities; attending federal grantee online trainings, i.e., HRSA and CDC sponsored which are attended by the Title V/CSHS Directors and Program Specialists; and participating in section and bureau specific trainings, such as the MCHC Section received on specialized GIS Mapping.  ECFSD managers participated in Collaborative Safety Science training together as a team.

ECFSD staff were queried on their immediate and emerging training needs, and in response, bi-monthly Lunch & Learns were established.  The Lunch & Learns have featured updates from these ECFSD standing committees: Diversity, Equity, Inclusion; and Employee Engagement.  ECFSD subject and program matter experts have also been featured in areas such as: budget creation; and, Federal/State-funded services and programs, such as Children’s Trust Fund and No Kid Hungry.

The CSHS staff have also participated in trainings specific to Diversity, Equity and Inclusion, and Budget Management, which have been offered through a partnership with a state university. Additionally, CSHS staff have applied to be part of the AMCHP CYSHCN New Director and emerging professional leadership academies. CSHS staff is currently in the process of applying for technical assistance specific to CYSHCN Standards of Care. All CSHS staff will participate in this training and identify specific elements within the standards of care for additional study. As part of the effort to improve the section's competency and practice around health and racial equity, the CSHS team spends 15 to 30 minutes at every staff meeting reviewing readings on health and racial equity topics.

The Title V and CSHCN Directors have expanded their working relationship to include their respective MCHBG Program Specialists.  Monthly meetings include topics such as: collaboration on NPMs; cross-training on programs; financial/budget discussions and block grant application logistics. CSHS seeks to take on a more active role in supporting the BG application and working with local public health entities.  Title V and CSHCN Directors hosted a team-building meeting with activities for all MCH and CSHS staff, with the goal of building relationships to support program collaboration.

ECFSD staff were involved in planning the 9th Annual Great Beginnings, Great Families Conference (GBGF), held virtually August 17 -18, 2021 The conference aims to connect programs, providers, and partners in early childhood and maternal, child and adolescent health (MCAH) systems and serves as a training andworkforce development opportunity for state and local staff.  The keynote address featured “This is Us-A Story of Resilience.”   Several ECFSD staff, including CSHS, Lead MCH Epidemiologist; and MT No Kid Hungry Program Director, are among the presenters.  For more information, go to: https://www.umt.edu/ces/conferences/gbgf/2021-agenda-breakout-sessions.php.