The Planning for Case Managers


The Planning

Planning is a continuation of the conversation between individuals, families, providers, and case managers to finalize the technology solutions that will increase the independence and safety of the person supported.

During the planning phase, a formal exploration of possible technology solutions occurs. Case managers will work to help individuals identify and express their goals and desired lifestyle. Once goals have been established, the case manager will also help individuals express these ideals to other members of the team, making sure their voices are heard.

Getting Started

Though securing funding for technology supports will come as a next step, it is important to begin seeking information, finding out what resources are available, and planning for the options that will be pursued during the planning phase. Begin by working with coworkers, supervisors, and local and state agencies to identify possible and appropriate funding options and requirements associated with those options. Service providers and/or technology vendors may also be good resources to assist in gathering this information.

Pulling It All Together

Expand the Team

IF A SERVICE PROVIDER IS INVOLVED: clarify the responsibilities of each party. Elect who will:

  1. Identify sources, technology solutions, and possible vendors
  2. Gather additional information, interviews, and provider demonstrations for team members
  3. Identify applicable regulatory and funding requirements

IF THERE IS NO SERVICE PROVIDER CURRENTLY INVOLVED: case managers may need to take the lead in identifying regulatory and funding related items and work with family members to source technology vendors. IF the future plan anticipates a service provider role, assist family members and person served in identifying potential providers who will be willing to work with technology to support the person and his/her goals.

ARRM and the Arc Tech Toolbox™, a resource developed by The Arc to find, rate, and review available technology options, are good starting points.

Case managers should continue to ask clarifying questions regardless of provider involvement. These questions should be more in-depth so you fully understand for yourself and the person served which options are going to produce the desired results.


Assess Roadblocks

If you hit a roadblock with families and self-advocates and/or providers, there are still options available to help move the plan forward.

If the family or self-advocate is not on the same page:



  • Go back to the conversation and have a deeper discussion regarding fears and concerns.
  • Share success stories showing how technology has worked for others.
  • Walk them through technology options, teaching them more about specific tools that could assist them with their goals.

If the provider is not on the same page:


  • Share success stories and/or case studies that are relevant. This may include referring them to others who have been successfully using technology, resources at the Department of Human Services (DHS), or the Resource Library.
  • Reach out to technology vendors directly to team up with the provider.
  • Find a provider that specializes in the area of technology you feel may best meet the goals of the person served and their family members.

Evaluate Options

During the conversation an evaluation was made as to what person centered problem needed to be solved. Now is the time to find and source the correct technology to achieve the desired outcome(s).

Using the identified goals, work with family members, current service providers, coworkers, and supervisors to identify which potential technology supports and technology sources/providers have the potential to assist in achieving the goals.


Get Approvals

Case managers need to be educated on what will be needed of them to approve the use of technology. Case managers not familiar with the process should consult with their supervisor or other county resource, DHS RSS for the county, or directly with the DHS technology policy lead or DHS Policy Center.

Case managers will need to be prepared to work with providers and families to come to an agreement that best meets the needs and goals of the individual. If those two entities are not in agreement, the case manager may need to work as a negotiator or mediator to move the planning forward. Additionally, case managers will work to approve/develop the CSSP which incorporates the use of technology, assures all necessary consents are completed, and approve any use of monitoring technology.

Learn more about informed consent and individual privacy—how it works and what is needed.

Next Steps

Get started on the paperwork and requirements. If the individual will be moving to a new apartment, it can be helpful to work through a checklist to help assess various needs and steps to take before move in. View a sample checklist in the Resource Library.

If you have additional question about Planning, ask one of our Mentors.

Once the plan is set and approvals have been obtained, find and secure funding.

Seek funding


Monitoring Technology: Informed Consent and Individual Privacy When utilizing monitoring technology, the issues surrounding informed consent and individual privacy

Though experiencing health issues that would ultimately require her to need more intensive care, including possible round-the-clock assistance, Angie wanted to maintain her independence and continue to live on her own without being reliant on a staff person constantly in her home.

This checklist is to be used when a client/team feels an apartment setting would be an option for a client.

A proven way to increase both independence and privacy of the person served, this newer monitoring practice is called Alternate Overnight Supervision and can be utilized following a formal assessment of the individual and once informed consent has been given by the person served. Along with obtaining an AOST (Alternate Overnight Supervision Technology) License, defined policies and procedures must be in place.

For people looking for assistive technology resources to help them, or those they care for, live more independently, Pacer Simon Technology Center (STC)  is one gr

Technology advances in the last decade have had an unprecedented, positive impact on the daily lives of most Americans; however, the world of support for Americans with disabilities has remained largely untouched by the use of emerging technologies. That is poised to change.

Technology 101: The Planning walks students through the planning phase of the technology implementation process, including how to create a technology implementation plan; where to find technology solutions to match individual goals; how to handle privacy and consent; and how to obtain licensing, among other considerations.