Incident Management PCCYFS

June 27, 2007

Incident Management for the Office of Children, Youth and Families

2

Implementation Overview

OCYF Incident Management implementation will occur in two major phases:

•Pilot (Northeast Region)– Providers: 10 providers and 40

provider facilities– Counties: All County C&Y, JPO– GO-LIVE date: May 7th

•State-wide – All Providers and Counties– Target GO-LIVE date: July 16th

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State-wide Implementation Plan

April May June July

Week of 4/2 4/9 4/16 4/23 4/30 5/7 5/14 5/21 5/28 6/4 6/11 6/18 6/25 7/2 7/9 7/16 7/23

Implementation Planning for State-wide roll-out

PILOT GO-LIVE

Provider Data Load

Identification of IM Liaisons / BP Administrators

Regional Information Sessions

Readiness Assessment / Role Mapping

User Registration (LMS)

User Registration (HCSIS)

Complete Training Requirements

GO-LIVE

Post GO-LIVE Support

Ongoing Communications MilestoneEstimated Timeframes Key Dependencies:

• Role Mapping completed in allotted timeframe• Provider data (FEIN#) loaded into Unified Security (USEC) on-time• User ID Creation and Dissemination completed in allotted timeframe• Training Requirements completed prior to GO-LIVE• Effective information dissemination throughout implementation

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Key Implementation Activities

Key implementation activities from the Implementation Plan:

Role Mapping: Identification of who needs access to HCSIS and what their role will be in the system

User Registration: Set up of users in HCSIS and the Learning Management System (LMS)

Training Requirements: Review and understand training materials available on LMS

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State-wide Implementation Model

DPW / OCYFDPW / OCYF

County IM Liaison

County IM Liaison

Provider IM Liaison

Provider IM Liaison

Region IM Liaison

Region IM Liaison

Provider IM Liaisons

(Site)

Provider IM Liaisons

(Site)

Regional Staff

Regional Staff

AssociationsAssociationsODP

OMHSASOMAP

ODPOMHSAS

OMAP

The implementation model has three tiers:

Formal Link

Informal Link

County C&Y, JPO IM

Liaisons

County C&Y, JPO IM

Liaisons

Tier 1: State

Tier 2: Region

Tier 3: County / Provider

Incident Management (IM) Liaison

Business Partner (BP) Administrator

* Associations include: • Juvenile Court Judges Commission (JCJC)• County Commissioners Association (CCA)• Pennsylvania Children and Youth Administrators (PCYA)• Juvenile Detention Centers Association (JDCAP)• Pennsylvania Council of Children, Youth and Families Services (PCCYFS)• Pennsylvania Community Providers Association (PCPA)

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Incident Management Liaisons

• Responsibilities: – Communicating with / disseminating information to

employees in their organization and other IM Liaisons– Responding to requests for information– Soliciting /questions and issues from employees regarding

HCSIS/OCYF Incident Management System– Ensuring their organization has completed the necessary

steps for a successful implementation

• Each Region, County and Provider Legal Entity must have a primary IM Liaison

Incident Management (IM) Liaison is the primary contact person for an organization

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Incident Management Liaison - Checklist

# TaskStart by

Complete by

1Schedule / Participate in regular IM Liaison status calls to discuss implementation topics, monitor progress, etc.

6/25/2007 7/27/2007

2Review Role Mapping materials with Business Partner Administrator to understand the process for identifying individuals requiring access to and assign them the correct role in the HCSIS / OCYF IM system.

6/11/2007 6/15/2007

3Coordinate / Monitor the completion of Role Mapping activities, with assistance of Business Partner Administrator

6/11/2007 6/22/2007

4Regional / County IM Liaisons Only: Send completed Role Tracking Spreadsheet to c-mallison@state.pa.us (OCYF IM Implementation Team)

6/11/2007 6/29/2007

5Instruct users to access, download and review training materials on the Learning Management System (LMS)

6/25/2007 7/13/2007

6Verify users have been able to access, download and review training materials on the Learning Management System (LMS)

7/5/2007 7/13/2007

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GO-LIVE! Instruct users to begin using HCSIS/OCYF IM system to enter and finalize incident reports and consumer demographic data in HCSIS (County / Provider); review and approve incidents (County / Region)

7/16/2007 7/16/2007

8Establish process to gather user questions and issues during post GO-LIVE timeframe.

7/9/2007 7/13/2007

9 Participate in post-implementation support efforts 7/16/2007 8/17/2007

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Business Partner Administrator

•Responsibilities:– Assisting Incident Management Liaison with Role

Mapping activities– Setting up users in the Learning Management

System (LMS) in their organization – Setting up users in HCSIS for their organization – Conducting other technology-related activities – Ensuring individual computers are configured to

use HCSIS

Business Partner Administrator sets up and maintains users in LMS and HCSIS

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Business Partner Administrator - Checklist

# TaskStart by

Complete by

1Verify staff who will be using HCSIS have PCs, printers and internet/network access. (Refer to the OCYF IM User Survey for Technology Requirements)

6/1/2007 6/14/2007

2

Review OCYF IM Business Partner Administrator training learn how to assign staff in your organization the proper roles in:1) Learning Management System (LMS)2) HCSIS (via Unified Security – USEC)

6/18/2007 6/22/2007

3Work with your organization's Incident Management Liaison to help identify the roles needed for all staff who be using HCSIS

6/11/2007 6/22/2007

4

Complete the HCSIS User Agreement for yourself and indicate on the agreement that you will serve as the Business Partner Administrator for your agency. Once complete, fax it to the HCSIS Help Desk at 717-540-0960

6/22/2007 6/29/2007

5Ensure all end users identified during the Role Mapping activity complete and fax the HCSIS User Agreement to the HCSIS Help Desk at 717-540-0960.

6/11/2007 6/29/2007

7Set up users for your organization in Learning Management System (LMS)

6/22/2007 7/6/2007

8 Set up users in HCSIS / Unified Security (USEC) 7/2/2007 7/12/2007

9Distribute User IDs and passwords to new HCSIS users and confirm all users have received the HCSIS password guidelines

7/13/2007 7/13/2007

10 GO-LIVE! 7/16/2007 7/16/2007

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Progress Check

You should have received: Role Mapping Materials LMS User ID and Passwords for

Business Partner Administrators

You should be working on: Completing Role Mapping activities for

your organization Setting users up in the Learning

Management System (LMS) Submitting HCSIS User Agreements for

all users

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Weekly IM Liaison Calls

Purpose: Implementation update Review implementation activities and issues Q&A: Questions submitted in advance to

Regional IM Liaison

Schedule: Weeks of 6/25, 7/9, 7/16

Days and Times: Western Monday 1:30pm-2:30pm Southeast Tuesday 10:30am-11:30am Central Tuesday 1:30pm -2:30pm Northeast Wednesday 10:30-11:30am

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What we are hearing – Questions/Concerns

• Will paper forms still be required in the child’s file?

• How many staff can be given access to HCSIS?

• How do I change the person I designated as my IM Liaison?

• How are counties notified that an incident report has been filed by a provider?

• Are reports available for providers?• Can providers record optionally

recordable events in HCSIS?

Feedback and Questions