Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• SACWIS User Group Meeting
• March 30, 2007

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Agenda

• Welcome
• Project Status Update
• Update from Production Counties
• Training Update
• Helpdesk Expectations
• Geo Code Overview
• Ad Hoc Reporting
• Wrap-up

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Project Status Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Statewide Roll-Out Schedule

• Statewide Roll-Out Schedule has been Finalized
• Two Counties were Moved at their Request
• Wave 2 Split into Two Waves
• Butler went Live on 3/5
• Wave 2B (Ashtabula, Athens, Portage Scioto)
  went Live 3/26
• Wave 3 on Schedule for this Weekend
• Montgomery go live 4/23
• All other Waves on Schedule

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County Contact

• Kick-off Meetings
• Kick-off Meetings Schedule Through Wave 11
• Bi-Weekly Phone Conference until 8-12 Weeks
  before Go-Live
• Weekly Thereafter
• All Remaining Waves Kick-off Scheduled by mid
  June

6
Staffing

• County Liaison Assignments
• All Liaisons Assigned
• Every County has Assigned Liaisons
• A Few Assignments may be Tweaked based on Project
  Needs
• Target Population List (TPL) Spreadsheet
• Initial TPL Distributed to all SIS Counties
• Update with correct information
• Return 2 weeks prior to dry run

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Financial Cut Over

• First month continue to process from FACSIS or
  paper
• Process all under/over payments
• Process backlog of 1925
• Process backlog of AA
• 2820 valid for SAMS backlog
• Data clean up and preparation in SACWIS

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Financial Cut Over

• All information converted at go live
• Dual entry in both SIS and SACWIS
• AA
• New
• Changes
• Payee information
• Amount
• Terminations

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Financial Cut Over

• Dual entry in both SIS and SACWIS
• FCM
• Placement changes
• Legal status changes
• Daily rates
• New removals
• Discharges
• Initial Eligibility
• Redeterminations

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Amendment 11

• Signoff obtained and work has begun
• Activity Log
• Current
• User required to select from several drop down
• Aid worker regarding documentation requirements
• Aid supervisor in monitoring case activity
• Proposed
• Several drop downs will default
• User Friendly
• Case Services
• Current
• Paid and non-paid service category and type are
  identified for each case member
• Cumbersome to complete
• Proposed
• Non-paid service category and type can be cmbined
  for case members receiving same service
• User Friendly

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Amendment 11

• Characteristics
• Current
• Child characteristics table is being used for
  child acceptance criteria, maintain person and
  the matching function for the foster/adoptive
  child with the service provider
• Some values should only be displayed in person
• Some values should only be displayed in provider
• Proposed
• Create new table to house characteristic values
• Value can by classified as person, provider or
  both

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Amendment 11

• Custody Episode
• Current
• Child becomes involved in a new custody episode
  prior to determining eligibility
• Only current custody information pulls forward to
  eligibility
• Proposed
• Automatic creation of eligibility record at point
  Agency Legal Status is recorded

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Amendment 11

• Ohio Administrative Knowledge System Interface
  (OAKS)
• County Conversion Enhancements
• Smart Numbers

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Functional Enhancements

• SB 238 Functional Changes
• Work Has Begun
• High Level Work Plan Under Development w/OCF
• High Level Requirements to DRC for Review
  Initiation of Impact Analysis
• Project Implementation first quarter 2008

15
Federal Reporting

• Five AFCARS/NCANDS Reports in Ohio SACWIS that
  satisfy federal reporting needs
• Reports are currently in Production

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Federal Reporting

• Representatives from National Resource Center
  made site visit to Ohio in late Feb. to review
  Ohios AFCARS work
• A formal report of findings is expected in about
  six weeks

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Error Reports

• AA Cases Missing a 362 Event 
• 370 event without 362
• Eligibility record will not convert
• Adoption Finalized without PC
• Custody termination of Adoption Finalized
• Custody type is not Permanent Custody or
  Permanent Surrender

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Error Reports

• Adoptive Parent Name Missing for AA
• Person identified in 372 must have one and only
  one person record
• Person record must be linked to a resource

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Error Reports

• Prevention of Duplication of Providers (PDP)
• new spreadsheet
• Preliminary match identified

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IV-E Court

• Meeting with Court Personnel held 3/28
• IV-E Courts Implementation on hold
• Required to record case information and
  eligibility on all children that are IV-E
  Eligible
• Contract with PCSA

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Production County Updates
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Butler, Columbiana, Licking and Muskingum

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Training Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Griffith

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Practice Database

• Practice Database Modifications
• Enhance Performance
• Environment Migrated to New Server
• Agency Selection Screen Modified
• Monthly Refresh Commences April 7th
• 3/23/07 Weekend Upgrade to 1.24.1
• Current System Reports/Forms Applied

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Training Schedule

• Training Schedule Published
• 3/29/07 Waves 8 9
• Publications include
• Cover E-Mail
• User Friendly Training Schedule
• Informational Training Packet
• Classroom Exercise Listing
• PDF Files 9 Groups of Classroom Exercises

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Wizard

• Gyrus Training Wizard
• Class Registration confine to Agency Designated
  Classes/Dates/Locations ONLY
• Do not Exceed Agency Training Slots per Class
• Request Additional Training Slots
• E-Mail Sharon Griffith
• New Employees Post-Implementation Training
• E-Mail Sharon Griffith

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Training Materials

• Training Materials
• Future Posting on the SACWIS Website
• Classroom Exercises (9 Groups)
• Classroom Exercise List
• Job Aids
• Exercises Supplementals

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User Support Tools

• Reminder
• Additional User Support Tools
• Web-Based Training
• Module 1 - Mandatory Prior to Super User and End
  User Training Sessions
• Modules 2 3 Optional at Any Time
• Online Help

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Helpdesk Expectations
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Gary Stought

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SACWIS Help Desk

• 800 a.m. 500 p.m., Monday Friday, excluding
  State Holidays
• Plans in development for extended hours
• Phone Dial 1-800-686-1580, or 614-466-0978,
  select option 3, then option 5
• Voicemail Dial same numbers as above. After
  business hours, you will automatically be
  directed to voicemail.
• Email sacwis_help_desk_at_odjfs.state.oh.us

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• Todays Topics
• Help Desk Ticket Flow
• Password Change vs Reset
• Creating Problem Reports for Tickets
• Knowledge Base
• Build release notes

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• Help Desk Ticket Flow

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Problem Flow
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Defect Flow
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Password functionality

• Password Change vs Reset
• Change The password is created by the user.
  Used when user has the current password.
• Reset Password is issued by the system via
  email. Used when the password is unknown to the
  user.

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Changing Your Password

• Changing Your Password
• Open the SACWIS application, SACWIS login page is
  displayed.
• On the Assistance Menu, click the Change Password
  link
• The Password Reset window is displayed.
• Enter your Username and Old Password.
• Enter the New Password and Retype the New
  Password.
• Click Save.

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Changing Your Password

• SACWIS displays confirmation that the password
  has been changed
• Click Close Confirmation link.
• Password has been changed.
• Close the SACWIS application
• Open the SACWIS application and log in using the
  new password value.

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Resetting Your Password

• Resetting Your Password
• Open the SACWIS application, SACWIS login page is
  displayed.
• Enter your SACWIS Username and check the Reset
  my password checkbox.
• Click Log In.
• SACWIS displays Password reset message.
• Click Close Confirmation link.
• Close SACWIS application.

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• SACWIS displays Password reset message.
• Click Close Confirmation link.
• Close SACWIS application.

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Resetting Your Password

• Review your email to retrieve your new password.
• After retrieving new password from email, open
  SACWIS application.
• On log in window enter Username and new password
  from email.
• CAUTION Be sure to review Reset my password
  checkbox. Make sure it is NOT checked. Click
  Log In.
• After successful log in, you may change your
  SACWIS password to another value. See Steps for
  Changing the SACWIS password for details

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Knowledge Base

• http//www.webetools.com/drc/users/kb.php
• Contents
• General Info
• TRAINING
• SACWIS Application
• CONVERSION
• SACWIS Help Desk
• Defects/Approved Workarounds
• Tips Helpful Hints
• Build Release Notes

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Knowledge Base
Build Release Notes
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Knowledge Base

• Build Release Notes

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Knowledge Base
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Knowledge Base
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• Creating Problem Reports

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Creating Problem Reports

• http//www.webetools.com/drc/users/kb.php

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Creating Problem Reports
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Creating Problem Reports

• Before Emailing the Problem Report
• Must be a select super user
• Screenshots, Screenshots, Screenshots!
• Title attachments according to the problem
• Detailed description
• What are you attempting to do?
• Problems Encountered
• Priority level in the email subject line
• Critical/High issues followed up by a call.

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Creating Problem Reports

• Normal business hours for the SACWIS Help Desk
  are
• 800 a.m. 500 p.m., Monday Friday, excluding
  State Holidays
• You can contact the SACWIS Help Desk by the
  following methods
• Phone Dial 1-800-686-1580, or 614-466-0978,
  select option 3, then option 5, then follow the
  phone menu options.
• Voicemail Dial same numbers as above.  During
  business hours, if no agents are available, you
  may take the voicemail option.  After business
  hours, you will automatically be directed to
  voicemail.
• Email sacwis_help_desk_at_odjfs.state.oh.us
• Fax  (To be determined)

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Geo Code Overview
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Graham

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Geographical Designations (GEO Codes)

• GEO Code functionality in SACWIS
• A geographical designation is an agency
  specific unique description of an area within the
  state that is serviced by the agency in a
  particular fashion that the agency wishes to plan
  for and/or track over time and at specific points
  in time. For more efficient service provision to
  children and families, agency workers can be
  associated to the defined geographical
  designation(s) based upon proximity or existing
  community specific factors

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GEO Codes

• SACWIS has three areas in determining GEO
  assignments.
• Can only select one
• there are not interchangeable
• Zip Codes
• School District
• Census Tract

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GEO Codes

• Zip Code
• A Zip Code is a five or nine -digit code assigned
  by the U.S. Postal Service to a section of a
  street, a collection of streets, an
  establishment, structure, or group of post office
  boxes, for the delivery of mail.
• School District
• Geographic entities within which state, county,
  or local officials provide public educational
  services for the area's residents. The boundaries
  and names are provided by state officials.

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GEO Codes

• Census Tract
• A small, relatively permanent statistical
  subdivision of a county delineated by a local
  committee of census data users for the purpose of
  presenting data. Census tract boundaries normally
  follow visible features, but may follow
  governmental unit boundaries and other
  non-visible features in some instances they
  always nest within counties. Designed to be
  relatively homogeneous units with respect to
  population characteristics, economic status, and
  living conditions at the time of establishment,
  census tracts average about 4,000 inhabitants.
  They may be split by any sub-county geographic
  entity.

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GEO Codes

• Navigating to Geographical Designation
• Click Administration tab
• Select Utilities
• Select Geographical Designation from the left
  hand navigation
• Worker must have GEO Designator User group
  assignment.

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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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GEO Codes
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Ad Hoc Reporting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Brian Bontrager

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Wrap-Up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Wrap - Up

• Next Meeting
• Monday, July 9th
• 930 100
• 4020 E Fifth Avenue
• Room A118/A119
• Live meeting and videoconference