Workers Compensation \ Occupational Safety Health Management Information System

1
Workers Compensation \ Occupational Safety Health
Management Information System
3rd Annual Federal Workers Compensation
Conference
21-24 August 2001
Prepared By Rocco A. DiFronzo Sr.
Program Manager, Client Server Section
Austin Automation Center,
Austin Texas 78772
2
Remedy for Scalability Issues

• Organizational Structure differences had to be
  addressed.
• The agencys organizational structure allows us
  to identify how the agency is broken down and
  what level of granularity can be identified.
• Changes to the database enable developers to
  identify
• Organizational Structure
• Fiscal Responsibility
• Reporting Responsibility
• The structures are easily applied which reduces
  time in setting up new agencies.
• The software only grows with added functionality,
  not when new agencies are added.
• The new screens are more appealing, consolidated
  when necessary and when it makes sense and the
  functionality reduces the number of keystrokes.
• Software standards are instituted along with
  standardized screens. Specific code groups are
  isolated, screens identified by number and
  routines referred to by screen number and
  location. This simplifies the maintenance process
  immensely.

3
Software Requirements Identified

• Software scalability.
• Reduce the degree of difficulty in bringing new
  agencies on line.
• Ensure software growth does not affect
  performance and reliability.
• Graphical User Interface must be User friendly.
• Software standards must be established to ease
  maintenance.
• Modifications needed to accommodate new agencies,
  and the level of granularity for existing WC\OSH
  MIS customers.
• Organizational structure differences must be
  anticipated and accommodated.
• Agency differences must be addressed along with
  agency specific terminology.
• Customers with unique access needs must be
  addressed and resolved.
• Granularity of information must be addressed and
  resolved.
• Technology changes.
• Antiquated software and outdated technology must
  be changed to speed up system operation.
• Software life cycles must be in place.

4
Modifications Defined

• Organizational structure is defined with
  Hierarchy design tool.

5
Modifications Defined (continued)

• Agency differences are addressed by adding an
  Agency Tool. This identifies the agency specific
  terminology that it applies to that structure.
  This way, the agency can get reports that make
  sense to them.
• Customers who dont quite fit in a set structure
  can be given the access they need. This adds
  another level of flexibility which expands the
  softwares functionality.
• Information provided by the software can be
  broken down to the lowest level by the addition
  of an organization table. This will list all the
  individual entities and allow for fiscal and
  reporting responsibility to be identified. It
  will also identify entity groupings.

6
Technology Changes Addressed

• Visual Basic 3.0 and 4.0 16 bit code is replaced
  with 32 bit 6.0 code.
• Duplication in code is eliminated and like
  routines located in one place versus several.
• The database tables will be streamlined and
  indexed, taking advantage of newer technological
  advances which increase speed.
• The software life cycle is defined and includes
  version control. This ensures that maintenance
  and development classification and reporting is
  accurate.
• Object Oriented Programming (OOP) is instituted
  which ensures that the process is repeatable,
  maintainable and economic with regards to cost of
  new development.
• The OOP utilizes a self documenting design which
  institutes standardization of code and coding
  components.

7
(No Transcript)
8
WC\OSH MIS Logon Screen

• The Agencys logo has been added along with the
  name of the agency.
• The Federal Computer System warning is still on
  the logon screen.
• The Privacy Act has been added which reduces the
  number of keystrokes encountered when logging on
  to the system.
• The title bar identifies which agency Workers
  Compensation Program is being used.
• The standard Microsoft menu standards are still a
  part of the logon screen and additional toolbar
  buttons have been added.
• The standard screens include screen name current
  system date and time. This will ensure that if an
  error occurs and the users session is
  terminated, that this information is relayed back
  to Austin. Upon notification, a help desk
  attendant can call the user back and attempt to
  remedy the problem if it is caused by the
  software.

9
Security

• There are three levels of security.
• Server sign on.
• Application sign on.
• Internal Oracle roles.
• The ability to change passwords exists only on
  the logon screen.
• Passwords are encrypted and new security rules
  are in place as listed below
• Cannot use or resemble your last three
  passwords.
• Cannot use proper words or you user id.
• Double characters are not allowed, like the
  word willing.
• Must use a combination of upper case, lower
  case and numbers.
• Must change the password every 90 days.
• Users are inactivated after 90 days of
  inactivity.

10
(No Transcript)
11
(No Transcript)
12
WC\OSH MIS Alerts Screen

• This screen allows the System Administrators to
  go right into the Users table without having to
  go through all the other screens.
• There is a programmers button only available to
  those tasked with maintenance of the system and
  software. This was developed for agencies who
  want to run their own system. In this case,
  maintenance and upgrades are not included.
• Mail Message Alerts are unread messages. A red
  check will appear on the button face when there
  are unread messages, otherwise the check will be
  black.
• Incident Log Alerts will appear when there CA-1s
  or CA-2s that have been rejected by DOL.
• The greeting and system update / sign-on
  information was added on this screen which
  eliminates another keystroke.

13
(No Transcript)
14
WC\OSH MIS Administrators Screen

• The System Administrators Screen allows the
  individual user to assign access to new users
  quickly and easily.
• Updating or changing a users access is as easy
  as checking a box.
• Activating a user after they have been
  deactivated is just as easy.
• There is no complicated access combinations to
  remember.
• In addition, the Administrators will be able to
  sort by user id or by name. He/she will be able
  to find an individual user by user id or last
  name.
• Database roles are assigned as follows
• Agency Administrators
• No Data Entry
• Data Entry
• System Administrators

15
(No Transcript)
16
(No Transcript)
17
(No Transcript)
18

• When the red check mark is pressed, (as shown on
  the next slide) a listing appears at the button
  of the alerts screen. If the user double clicks
  the individual mail message, it will cause that
  message to be displayed.
• It must be noted that most users of the system
  will only see the mail and incident log buttons.
  (as shown in the second of the next two slides)
• If there are no alerts and a black button is
  pressed, a message will appear. (see the third of
  the next 3 screens)
• When the user is done with the alerts listing the
  can either press the done button or the WC logo
  button on the toolbar to continue.

19
WC\OSH MIS Gateway Screen

• This screen is named the gateway because it
  activates the different modules. The reason for
  splitting the WC\OSH MIS into individual modules
  is to ease development and to eliminate portions
  of the software that are not desired or required
  by the individual agency.
• This also pairs the program down into functional
  areas. Improves performance of the system and
  makes development efforts more concise in
  accountability.
• It must be noted, that everyone will not have all
  the buttons. But depending on the needs of the
  agency, all applicable buttons will be provided.
• Another reason for separate modules in the OOP
  design, is for future portability to a web
  environment.

20
(No Transcript)
21
WC\OSH MIS Select/Sort Screen

• This screen will identify to the user, his/her
  access in hierarchy form. This that it is built
  once when the user logs on to the system. This
  enforces the security level granted by the System
  Administrator to the individual user.
• The new design includes OWCP and Safety sides in
  one presentation. Duplication was eliminated but
  not functionality.
• Four different dates are available. The Fiscal
  Year, Chargeback Year, and a date range from and
  to which can be used for Calendar Year or
  specific dates for reports.
• The most useful addition is the three different
  views that the software now accommodates. The
  Statistical or Summary View the Detailed View and
  where appropriate, the Graphical view.
  Administrator and Executive and Mid level
  Managers can get Summary and Graphical data.
  Administrative and Data Entry level users can get
  the detailed data.

22
(No Transcript)
23
WC\OSH MIS Reports Selection Screen

• The Reports Selection Screen lists all the
  reports available to the user. It is an extensive
  list of report groups and they are
• Analysis Reports
• Case Listing Reports
• Cost Reports
• Employee Count Report
• Excluded Provider Report
• Federal Worker 2000 Initiative Reports
• Code Listing Reports
• Custom Query Download
• Frequency Distribution By Category Report
• Organization Listing Report
• The following shows how they are selected.

24
(No Transcript)
25
(No Transcript)
26
(No Transcript)
27
(No Transcript)
28
(No Transcript)
29
(No Transcript)
30
(No Transcript)
31
WC\OSH MIS Incident Log

• The incident log is provided as a tool for
  documenting incidents as they occur, and for
  filling out CA-1 and CA-2 Forms which are sent
  electronically to the Department of Labor.
• The forms are displayed as an actual form and
  filled out on screen. Once it is complete, it can
  be saved, printed and sent.
• NOTE Forms that have been sent to DOL cannot be
  changed in the system unless they are rejected by
  DOL. Once the form has been accepted, any changes
  must be done by DOL.
• Other forms are available, and they can be
  filled in on screen, but the save and transmit
  functionality is not yet available.

32
(No Transcript)
33
(No Transcript)
34
(No Transcript)
35
(No Transcript)
36
WC\OSH MIS Closing Remarks

• The WC\OSH MIS is a valuable tool that gives Case
  Managers access to a wide range of case
  information and reports.
• The changes in the software, the process by which
  it is developed and maintained ensures that
  future enhancements will be easier and cost
  effective.
• By design, it is portable to any agency, and
  scalable to fit any organizational structure. It
  also reduces the time required to get new
  agencies up and running.
• The system incorporates a proactive posture with
  regards to system failures and is more intuitive
  with regards to the users.
• It re-enforces security and enhances control of
  access.
• It includes a tutorial for using the system.
• Finally, a tool is only as good as the operator.
  We are committed to meeting the needs of the
  user, and welcome new ideas and criticism.

37
QUESTIONS ?