Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• SACWIS User Group Meeting
• January 19, 2007

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Agenda

• Welcome
• Project Status
• Duplicate Clean-Up Work
• SACWIS Canned Reports Overview
• Trouble Shooting
• Geo Code Overview
• Muskingum Workflow

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Agenda

• Training Update
• Rumor or Fact?
• Wrap-up

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Project Status
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Staffing

• OCF SSA effort
• Child Welfare Automated Systems Training Unit
• Sharon Griffith
• Jack South
• Michael Higgins
• Sue Phillips
• Crystal Ufferman
• Carol Thompson

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Staffing

• Data Reporting Analysis Quality Assurance
  Unit
• Dave Hubble
• Senarath Abeyratne
• Sileshi Dijan
• Michael Thompson
• Bill Culver

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Staffing

• New Hires
• John McKibben, Project Manager
• Data Reporting Analysis, Quality Assurance, New
  Business Automation
• Gary Stought, Helpdesk Manager
• SIS/SACWIS Helpdesk

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Staffing

• New Hires
• Colleen Tucker, Business Analyst
• Kim Starr, Business Analyst
• Promotion
• Joan Denman, Project Manager
• System Implementation User Support

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Functional Application Changes

• CAPMIS 2
• Work On Emerging Dangers Completed
• Will Be Implemented 1/25/07
• Remaining Changes Will Complete mid-Jan
• Case Plan Report
• Implemented 12/21/06
• Additional Enhancements
• Case Activity Log
• Case Services
• Custody Episode
• Service Authorization
• Characteristics

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SACWIS Interfaces

• -CRIS (COMPLETED)
• -CRIS-E (COMPLETED)
• -MMIS (COMPLETED)
• -AOS (COMPLETED)
• -CAS (COMPLETED)
• Muskingum Implementation Readiness Work Underway
  to Accept Interfaces 1/22/07

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Statewide Roll-Out Schedule

• Statewide Roll-Out Schedule has been Finalized
  and is Ready for Release
• All county requested changes have been
  accommodated
• Statewide Roll-out of SACWIS will Begin January
  29th with the last Wave Beginning 11/02/07
• Columbiana Licking Are the Wave 1 Counties
• Weekly status meetings occurring with early Wave
  counties

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Statewide Roll-Out Schedule

• Roll-out extended from 35 weeks to 43 weeks
• Wave 1 Will be 5 Weeks in Duration
• Waves 2 Will Be 4 Weeks In Duration
• Waves 3 4 Will Be 3 Weeks in Duration
• Waves 5 6 Will Be 2 Weeks in Duration
• Weekly Waves Begin for SIS Counties Thereafter

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Statewide Roll-Out Schedule

• The First Metro (Montgomery) Will Be Rolled-Out
  4/23
• Lucas Summit Will Be in Two Week Waves
• Montgomery, Franklin, Hamilton Cuyahoga Will Be
  In 3 Week Waves

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Wave 1 County Prep

• SACWIS Team made site visits to both Licking and
  Columbiana Counties 1/09/07
• All implementation readiness items completing on
  schedule
• Conversion Dry-Run occurred for these counties
  with data validation concluding 1/19/07

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Federal Reporting

• AFCARS and NCANDS Testing is Coming to Closure
• All Five AFCARS NCANDS Reports
• Will Pass UAT this Month

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Cube Reporting/DART Re-Point

• CPOE/CFSR
• Cube Development Underway
• Target Completion Date March 2nd
• Management Reports
• 22 Reports/ 8 new cubes
• County Participants Participated in Confirmation
  of Requirements
• Target Completion Date Feb. 1st

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Ad-Hoc Reporting/Metro Data Access

• Ad-Hoc Reporting
• Work from Read Only Copy of SACWIS production
• Create technical sheet to describe connectivity
  to database
• Allow counties to query with their tool of choice
• Offer COGNOS tool suite (free to counties on
  network) and suggested training
• Metro Data Access
• Currently on a 24-hour basis
• Allow county to access data for ancillary
  applications

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CCRB

• Change Control Review Board
• Subcommittee's have completed the prioritization
  (except financial)
• 500 total enhancements
• CCRB Steering Committee will re-convene in
  February

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Conversion Support and Dry Runs
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Topics

• Purpose
• Conversion Process Overview
• Dry Run Activities
• County
• State
• Conversion Team
• Post-implementation conversion activities
• Schedules
• Note The activities that occur during conversion
  are similar for the Metro counties, but the
  schedule is different.

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Purpose

• The Conversion Team is charged with moving data
  from the legacy system (SIS or Metro County case
  management system) to SACWIS production
• The Dry Runs are the avenue for the County
  Agencies to validate their data and cleanse it
  before its ultimate move to production
• A solid data conversion is instrumental to
  success in SACWIS

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Conversion Process Overview

• From the County perspective the conversion
  process is divided into five phases
• Initial Error Report Review and Data Clean-up
• Preparation for the Dry Run
• Data Validation and Cleansing during the Dry Run
• Final preparation for conversion into SACWIS
  production
• Data is converted into SACWIS Production

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Initial Error Report Review and Data Clean-up

• Initial Error Reports have been distributed to
  all SIS counties
• The User Group has reviewed the reports and the
  priority each should receive
• Counties should dedicate time to reviewing and
  understanding the reports as well as beginning
  data clean-up as soon as possible
• Data corrections made in SIS up until one week
  before the Dry Run will be reflected in the data
  in the Dry Run environment

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Preparation for the Dry Run Week 1

• The preparation phase for the Dry Run begins 2
  weeks before the data will be available to the
  counties for review
• Activities for the first week are primarily
  completed by the County with support from the
  Implementation Team
• The primary activity for the county is to plan
  for the Dry Run by
• Identifying and preparing those who will validate
  data
• Scheduling time for the validation activities
• Communicating the data validation strategy, and
• Continuing with data cleansing activities
• Additionally, the county will submit the
  following to their implementation team liaisons
• Target Population Spreadsheet
• Security Matrix
• Provider Cross Reference Spreadsheet
• Confirming whether Case Plan data has been
  entered in SIS

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Preparation for the Dry Run Week 2

• Activities for the second week are completed
  primarily by the Conversion Team with support
  from the Implementation Team
• The County Team should continue with the planning
  and data cleansing activities during Week 2
• The Implementation Team will submit the following
  inputs to the conversion team
• Target Population Spreadsheet
• Security Matrix
• Provider Cross Reference Spreadsheet
• Confirming whether Case Plan data has been
  entered in SIS
• The State Technical Team will deliver data
  extracts from the source system and generate the
  source Business Object Control Reports (BOCs) and
  deliver to the Conversion Team
• The Conversion Team will convert county data,
  generate target BOCs, and generate error reports
  from the conversion

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Dry Run Data Validation and Cleansing

• For SIS counties, data will be available for
  review for two weeks.
• During the Dry Run period, the primary activities
  for the county are the following
• Review converted data
• Cleanse data per Error Reports
• Report data issues and defects
• The Project Team will provide assistance to the
  counties in completing these tasks. In addition,
  the project team will reconcile business object
  control report counts.
• The conversion team will complete the following
  activities
• Deliver converted data and Error Reports for
  distribution to the county
• Deliver source and target Business Object
  Control reports to State
• Resolve data issues and defects
• The Implementation team will distribute error
  reports to the counties.

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Final preparation for conversion into SACWIS
production

• The final preparation tasks begins following the
  Dry Run period. It will last one to three weeks
  depending upon the schedule for the countys dry
  run and go-live.
• The first week following the dry run the
  following activities occur
• The conversion team will convert the countys
  data again and prepare a final set of error
  reports.
• The implementation team will distribute the error
  reports to the county.
• The county will review the error reports and
  begin final data cleansing activities. This will
  last until the Wednesday before the countys
  go-live date.
• Two weeks before the countys go-live date, the
  following activities occur
• The County will submit their final Target
  Population, Provider Cross reference, and
  security matrix spreadsheets to the
  Implementation Team.
• The Implementation Team will send these inputs to
  the conversion team.
• The final week before the countys go-live date,
  the following activities occur
• The State Technical Team will deliver source
  extracts to the conversion team.
• The State Technical Team will generate and
  deliver the source BOCs to the conversion team.
• The Conversion Team will convert the countys
  data and generate the target BOC reports.
• The State Project Team will reconcile the BOCs.

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Post-implementation conversion activities

• Post-implementation support for conversion begins
  on the countys go-live day and lasts for that
  week.
• During the go-live week, the Implementation Team
  will provide on-site support to the county and
  aid the county in the review of potential data
  issues and defects.
• Once identified, the county will forward
  potential data issues and defects to the Help
  Desk.
• The Help Desk will triage the issues and make the
  conversion team aware of potential problems.
• The conversion team will review defects with the
  State project team and make changes to conversion
  scripts to prevent the issue from occurring in
  future countys.
• Where deemed appropriate, the conversion will
  provide fixes to production data through the
  production update process.

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Conversion Schedules - SIS
Note Activities start the week of the date shown
above
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Conversion Schedules Metros
Note Activities start the week of the date shown
above
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Duplicate Clean-Up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Duplicate Clean-Up

• Prevention of mass Duplication of shared
  Providers (PDP)
• All shared providers will be mapped to the
  licensed record from Host
• DOB and SSN for resource member 1 and member 2
  added to spreadsheet
• Information will be updated from licensed agency
  during conversion
• Process for continued updates will be manual
  until statewide implementation

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Duplicate Clean-Up

• Removal of Duplicate Persons and Families
• Contact SIS helpdesk
• Validate naming convention
• Script can be run multiple times

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IV-E Court Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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IV-E Court

• IV-E Courts will implement with their county PCSA
• Required to record case information on all
  children that are IV-E Eligible
• Contract with PCSA
• Meeting with Court Personnel in near future

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SACWIS Canned Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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CLIENT CHARACTERISTICS REPORT

• Parameter selection
• Report Type
• Children in Custody
• Open Cases Child
• Open Cases Adults

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(No Transcript)
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CLIENT CHARACTERISTICS BY WORKER REPORT

• Parameter selection
• Report Type
• Children in Custody
• Open Cases Child
• Unit Name
• Supervisor
• Worker

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(No Transcript)
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CASE OPENING ANALYSIS REPORT

• Parameter selection
• Start Date
• End Date

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(No Transcript)
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CASE LOAD SUMMARY REPORT

• Parameter selection
• From Date
• To Date
• Agency Unit
• Supervisor
• Employee

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(No Transcript)
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CASELOAD DATA REPORT

• Parameter Selection
• Agency Unit
• Supervisor
• Employee

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(No Transcript)
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PROGRAM AREA MONTHLY STATISTICAL REPORT

• Parameter selection
• Agency Name
• Supervisor
• From Date
• To Date
• This is a management report that looks at the
  statistics for specific program areas.

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(No Transcript)
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TIMELINESS OF SUPERVISORY ACTION FOR PIECES OF
WORK

• Parameter Selections
• Unit Name
• Supervisor
• Start Date
• End Date
• This is a management report that looks at the
  amount of time it takes a Supervisor to assign a
  cases and approve work items.

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(No Transcript)
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WEEKLY FLASH REPORT

• Parameter selections
• From Date
• To Date
• This is a management report that looks at the
  weekly statistics for specific program areas.

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(No Transcript)
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• Outcomes of Dispositional Hearings Report
• This report is modeled after the Outcomes of
  Dispositional Hearings report and Adjudication
  Results Report in SIS. The report can be
  generated by agency and within a selected time
  frame and displays either Dispositional Hearing
  Results or Adjudicatory Hearing Results,
  depending on the parameters selected. The report
  shows the ruling received and then lists each
  person with that ruling.

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(No Transcript)
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• Post TPR (Termination of Parental Rights) Summary
  
• This report is designed to help management staff
  track the completion of tasks once parental
  rights have been terminated. It is able to list
  post Termination of Parental Rights (TPR)
  activities that are approaching their due date or
  past their due date, or both, by worker. The
  activities that are displayed on this report are
  Objection/Appeal filed Ruling not Recorded
  First Pre-Adoptive Staffing Conference Date Not
  Scheduled 1689 Child Profile Review and
  Schedule Child for Match Presentation.

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(No Transcript)
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Certification Activity Report/Provider Summary
Requirements
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Children Needing Permanency
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Inquiry Outcome Report
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JFS 04262 - Children Receiving Child Welfare
Services Provided By Public Agencies
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Maintain Licensing Activities
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Placement Not Accepted Report
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Recruitment Plan
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Provider Characteristics Report
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Provider Directory Report
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Tickler Report

• The tickler report provides the user the ability
  to generated a report to view his/her System
  Generated and Ad-Hoc Ticklers. Supervisor are
  only allowed to view ticklers for their assigned
  units and workers. Workers can also generate
  this report for themselves.

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SACWIS Reports
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Troubleshooting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tom Heilman

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Troubleshooting

• Help Desk Contact
• Goal Assist users in reaching self-sufficiency
• Must complete up-front research prior to contact
• SIS
• Control-D
• Steps to recreate
• Screen shots
• Glossary and Usage Document
• SACWIS
• On-line Help
• Problem Report
• Super Users
• FAQs

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Troubleshooting

• Practice Database Issues
• Call Help Desk
• 1-800-686-1580 Options 3, 5, 1
• Even if you havent been converted
• Must say Practice Database
• Create SACWIS Problem Report
• Innerweb
• Knowledge Base http//www.webetools.com/drc/users/
  kb.php
• Link Inside SACWIS

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ODJFS Innerweb
SACWIS
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SACWIS Home Page
FAQs
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FAQ Page
8,450 Hits in Q4 2006
Knowledge Base Link
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Knowledge Base Home
Submit a Question
Release Notes
Problem Report
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SACWIS Problem Report
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Troubleshooting

• Practice Database Issues (cont.)
• Hardware
• Testing
• Add if needed
• Data
• Data was added when system was young
• Direct entry into database
• Business Rules have been added
• Application functionality has changed
• Security has changed

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Troubleshooting

• SIS Issues
• Concurrent Users
• 650 Anticipated (under review)
• Spikes of 1200
• Network Expansion
• Some Counties 10MB
• All being upgraded to 100MB
• Database Re-organization
• Last Weekend
• Any improvement?
• Duplicate Record Removal
• Standard Naming Convention
• All your work is paying off

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Troubleshooting

• SIS Issues (cont.)
• County Assistance
• Refined searches
• No Wild Card searches if you can help it
• Oracle 9i Upgrade
• SIS to Oracle 8
• 32-40 Hrs.
• Risk to data clean-up
• Might break SIS Report Gen
• SIS Reporting on Oracle 8
• Level of effort unknown
• Results unknown

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Troubleshooting

• Password Reset
• Novell, GroupWise, SACWIS, Etc
• Passwords will be synchronized
• Currently one-way
• Change Novell
• GroupWise, SACWIS, Etc will change
• Change SACWIS
• Novell, GroupWise, Etc remain the same
• SACWIS Password Reset Functionality
• Have GroupWise open
• Enter new password
• Uncheck checkbox

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Password Reset
Remove check before logging in
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Control D
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kathy Taylert
• Sharon Graham

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Description

• What is CONTROL-D and what does it do?
• Control-D is a Web based application that allows
  users to routinely view crucial county reports.
• Enables faster access to reports and documents.
• Provides a convenient method for accessing
  reports through online connectivity.

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Advantages

• Cost savings
• More effective use of time
• Immediate access to reports
• Reports can be viewed, saved and/or printed

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Access

• You all ready have access if you have a Mainframe
  User ID and password.
• If you do not have access to CRIS-e, SETS, or
  MMIS, you will need to contact MIS Customer
  Service for Control-D access.
• Counties not on the network can still access
  Control-D by using HSDVIEW via a Rumba session.

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Available Reports

• Counties have access to all their own reports.
• Reports are sent to three areas in the county
• CRIS-E and Benefits Issuance Reports are sent to
  County Jobs Family Services
• SETS Reports are sent to the County CSEAs
• SIS/FACSIS Reports are sent to the County PCSAs

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Available Reports

• PCSA Reports
• 1659 Error Report
• 1925 Exception Report
• Interim Error Report
• Disbursement Journal
• Detail Report

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Available Reports

• How do I determine which reports I am able to
  access in Control-D?
• Enter the Report ID of CTD001RA
• Contact CONTROLD via GroupWise to request a copy
  of the report.

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CONTROL-D Login Screen
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CONTROL-D Filter Window
045
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Training
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Griffith

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Wrap - Up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman