Audit of the Department of Youth Services

This is a Massachusetts State Auditor performance audit of the Department of Youth Services covering July 1, 2017 through June 30, 2019.

“This report details the audit objectives, scope, methodology, findings, and recommendations for the audit period, July 1, 2017 through June 30, 2019.”

Auditors checked whether DYS caseworkers met with youths as required, whether caseloads were reasonable, whether new employees got gang-related training, and whether DYS took steps after supported abuse or neglect reports.

“The purpose of this audit was to determine whether DYS caseworkers met with their assigned youths with a frequency and method that were in accordance with applicable policies in the DYS Case Management Practice and Procedure Manual, whether DYS assigned caseloads in accordance with the recommended caseload standards of the Child Welfare League of America, whether DYS administered a gang training program for its employees in accordance with the United States Department of Justice Office of Juvenile Justice and Delinquency Prevention’s “Best Practices to Address Community Gang Problems,” and whether DYS prevented the reoccurrence of abuse and/or neglect of youths in its care or custody in accordance with Section 4.47 of Title 110 of the Code of Massachusetts Regulations.”

DYS works with young people in the juvenile justice system, so weak oversight can affect public services, youth safety, privacy, and caseworker effectiveness.

“Under Chapter 18A of the Massachusetts General Laws, the Department of Youth Services (DYS), within the Executive Office of Health and Human Services, is the Commonwealth’s juvenile justice agency, which provides educational, psychological, and health services to juvenile offenders.”

For ordinary residents, the report is about whether a state agency responsible for youths in custody or care is managing staff workloads, protecting sensitive information, and responding properly to abuse or neglect concerns.

“As a result, JJEMS information could have been vulnerable to unauthorized access, including youths’ personal health information and personally identifiable information.”

The auditor found DYS needed better written rules for caseworker caseloads and faster removal of computer access for terminated employees.

“DYS should establish written policies and procedures for assigning, managing, and monitoring caseworker caseloads that ensure that, to the extent possible, its caseworkers manage 12 to 15 cases at a time.”

The report recommends that DYS create caseload policies and change procedures so human resources immediately alerts technology staff when an employee is terminated.

“DYS should amend its policies and procedures to require that its HR Department notify EOHHS’s IT Department immediately when an employee has been terminated.”

The most serious concerns were that some caseworkers carried more cases than DYS officials considered reasonable, and that DYS needed stronger follow-through on abuse and neglect resolution processes.

“Excessive caseworker caseloads can result in poor-quality services.”

JJEMS is DYS’s case management computer system, used to track information and reports about youths in DYS care and custody.

“The Juvenile Justice Enterprise Management System (JJEMS) is a case management system designed for DYS to provide comprehensive youth-centered information and reports about youths in its care and custody.”