Case Planning & Service Matching (Across the Pipeline)

Pipeline 04A

Transparency note: plans can change mid-case; comparisons use the most recent plan in effect for each month/quarter and mark series breaks when assessment tools or scoring thresholds change.

Overview

Case planning translates assessed risks and needs into concrete goals, services, and supervision expectations. Plans usually begin at intake or shortly after disposition, then evolve as youth engage with diversion programs, probation, residential placement, or reentry supports. This page outlines common elements of plan creation, service matching, progress monitoring, and step-down or closure decisions.

What We Track

Assessment → Plan Translation

Map risk/needs domains to goals & services
- Education (attendance, credits, IEP/504)
- Substance use (screen/assessment → level of care)
- Family functioning & caregiver engagement
- Peer/behavioral, skill-building, prosocial activities
Identify protective factors to strengthen (mentors, school ties, clubs)

Dosage & Matching

Set expected service intensity (sessions/week, total weeks or hours)
Specify provider type (EBP vendor, community org, school-based)
Record wait times & capacity constraints (with date placed on list)

Plan Quality & Documentation

Youth/caregiver participation in planning (signatures/acknowledgments)
SMART goals with review dates and responsible parties
Overrides documented when plan departs from tool guidance (rationale & approver)

Progress & Adjustments

Scheduled reviews; goal status (on track / revised / met)
Attendance & dosage delivered vs. planned; missed/attended sessions
Change supervision level or services as needed; note reasons

Step-down & Closure Criteria

Criteria for reduced dosage or step-down supervision
Closure when goals met; document outcomes & any remaining conditions
Handoffs to community supports post-supervision (school, BH, mentoring)

Typical Flow

Assess risks, needs, and strengths using validated tools & interviews
- Confirm instrument version; capture protective factors
Plan goals, services, and contact standards; record roles & review dates
- Write SMART goals; set cadence; identify responsible parties
Match to providers with expected dosage and start dates; note waitlist if applicable
- Escalate when capacity constraints delay start beyond target window
Monitor engagement, attendance, and goal progress; adjust dosage/services as needed
- Use scheduled reviews to revise plan or supervision level
Step down / close when goals are met; document outcomes & community supports
- Initiate warm handoffs and set optional post-closure check-in

Fields

Field	Type	Required	Codeset	Description
pipeline_place_id	uuid	✅	—	Unique identifier for this pipeline place row.
pipeline_stage_id	enum	✅	stages.yml#stage_key(8) intake detention adjudication disposition supervision commitment_and_placement reentry closure	One of the 8 canonical stages.
pipeline_place_key	enum	✅	pipeline_places.yml#place_key(45) intake pre_petition_diversion_and_deflection diversion youth_assessment_tools prosecutorial_screening status_offenses adjudication case_planning family_engagement case_timeliness language_access restorative_justice detention_screening community_atds electronic_monitoring court_appearance_and_fta initial_hearing pretrial_supervision probation intensive_supervision …and 25 more	Canonical key for this place (maps to route/slug).
youth_id	string	✅	—	Salted/hashed or state UID. No plaintext PII.
staff_id	string		—	Staff primarily responsible for plan action (PO, planner).
occurred_datetime	datetime	✅	—	Timestamp of plan creation/update/review/closure.
jurisdiction_code	string	✅	—	County/parish/circuit or standardized local code.
legal_case_id	string		—	Case/docket identifier.
source_system	string	✅	—	Origin system name.
source_file	string		—	Source batch/file id if flatfile.
extract_run_id	string		—	ETL run id for lineage.
series_break_flag	boolean		—	Comparability break applies to this row.
series_break_reason	enum		series_breaks.yml#reason(4) definition_change vendor_change coverage_change policy_change	Reason for break when flagged.
assessment_tool_code	enum		assessment_tools.yml#tool(5) yasi pcra-youth pux craft state_local_other	Validated instrument used (with version fields below).
assessment_tool_version	string		—	Instrument version text (e.g., v3.2).
risk_need_domain_codes	array<string>		risk_need_domains.yml#domain(9) education family peers substance_use mental_health attitudes aggression_behavior leisure_prosocial living_situation	Domains informing goals/services; semicolon-delimited.
protective_factor_codes	array<string>		protective_factors.yml#factor(6) caring_adult/mentor school_bonding extracurriculars/clubs prosocial_peers stable_housing cultural/spiritual_assets	Strengths to leverage (mentors, school ties, clubs).
school_plan_type_code	enum		school_plan_types.yml#type(4) iep 504 none unknown	IEP, 504, or none/unknown.
education_status_code	enum		education_status.yml#status(6) in_school alt_edu withdrawn graduated ged unknown	In_school, alt_edu, withdrawn, graduated, ged, unknown.
substance_use_screen_code	enum		screen_results.yml#result(4) positive negative inconclusive not_done	Positive, negative, inconclusive, not_done.
level_of_care_code	enum		level_of_care.yml#level(5) none_indicated outpatient iop residential detox	Outpatient, IOP, residential, detox, none_indicated.
plan_action_code	enum	✅	plan_actions.yml#action(5) create review update step_down close	create, review, update, step_down, close.
goal_count	integer		—	Count of active goals on the plan after this action.
goal_status_codes	array<string>		goal_status.yml#status(4) on_track revised met not_met	Aggregate status tags present (on_track, revised, met, not_met).
plan_review_datetime_next	datetime		—	Next scheduled plan review date/time.
youth_acknowledgment_code	enum		acknowledgment_types.yml#type(5) signed verbal refused not_present not_required	signed, verbal, refused, not_present, not_required.
caregiver_acknowledgment_code	enum		acknowledgment_types.yml#type(5) signed verbal refused not_present not_required	signed, verbal, refused, not_present, not_required.
override_applied_flag	boolean		—	Plan departs from tool guidance.
override_reason_code	enum		override_reasons.yml#reason(7) clinical_judgment safety_risk youth_choice caregiver_request capacity_constraint data_error other	Rationale category when override_applied_flag = true.
override_approver_role_code	enum		roles.yml#actor_role(7) Intake_Officer Prosecutor Defender Probation_Officer Case_Manager Facility_Staff Coach_Reentry	Approver role for override.
service_type_codes	array<string>		service_types.yml#type(9) cognitive_skills mentoring family_therapy individual_therapy substance_use_treatment education_support vocational/employment prosocial_activities restitution_support	Planned service categories (skills, mentoring, therapy, etc.).
expected_dosage_unit_code	enum		dosage_units.yml#unit(4) sessions_per_week hours_per_week total_hours total_weeks	sessions_per_week, hours_per_week, total_hours, total_weeks.
expected_dosage_value	number		—	Numeric dosage amount paired with expected_dosage_unit_code.
provider_type_code	enum		provider_types.yml#type(4) ebp_vendor community_org school_based government	ebp_vendor, community_org, school_based, government.
waitlist_flag	boolean		—	Youth placed on a waitlist for any planned service.
waitlist_date_placed	date		—	Date added to waitlist (if waitlist_flag = true).
waitlist_reason_code	enum		waitlist_reasons.yml#reason⚠️ using waitlist_reasons.yml#level(6) minimal standard enhanced intensive electronic_monitoring custody	Capacity_full, staff_shortage, eligibility_pending, other.
attended_sessions	integer		—	Sessions attended in the review window attached to this event.
missed_sessions	integer		—	Sessions missed in the same window.
delivered_dosage_value	number		—	Delivered amount in the same unit as expected_dosage_unit_code.
supervision_level_code	enum		supervision_levels.yml#level(4) minimal standard enhanced intensive	Level at time of this plan event (if applicable).
change_reason_code	enum		change_reasons.yml#reason(8) progress_good progress_poor attendance_issue risk_change provider_change family_request court_order other	Reason for changing services or supervision level.
step_down_criteria_met_flag	boolean		—	Criteria documented as met for a step-down action.
closure_reason_code	enum		closure_reasons.yml#reason(6) goals_met transferred moved noncompliance withdrew other	Goals met, transferred, noncompliance, moved, other.
handoff_type_codes	array<string>		handoff_types.yml#type(7) school_counselor bh_provider mentor_program workforce_program community_center faith_org other	Community supports arranged post-closure (school, BH, mentoring).
Download CSVwhat_we_track.csv

Data & Methods

Plan metrics use disposition- or referral-based denominators with time-at-risk adjustments. Engagement is measured as the proportion of expected contacts or sessions completed per interval. Overrides are binary flags with reasons. When assessment tools or scoring cut points change, we annotate series breaks. Small-n suppression and documentation standards follow Suppression & Small-n, Metadata & Documentation, and Risk Assessment Tools. Cross-provider comparisons rely on harmonized service taxonomies described in Data Interoperability & Architecture.

EDORA • Learn