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Incident Management State-wide Implementation Overview
May/June 2007
Incident Management for the Office of Children, Youth and Families
2
Agenda
• Overview• System Demonstration• State-wide Implementation Plan
• State-wide Implementation Approach• Key Players
• Feedback / Questions
Overview
4
What Are We Doing?
• Utilizing one of the DPW’s current systems (HCSIS) to support on-line reporting of reportable incidents within the OCYF
• Taking the base system (HCSIS) and modifying it to meet OCYF needs for reporting:– Workflow– Language/field labels– System roles
• Capturing Self-Reported incidents for Foster Family Care Agencies & Residential Facilities (Regulations 3130, 3700 & 3800)
The goal is to use HCSIS to replace our manual, paper-based process for incident reporting
5
Why Are We Implementing A New System?
6
It’s All About The Benefits…
• Decreased duplication of reporting
• Increased efficiency • Standardized processes• Improved ability to provide
technical assistance to counties
• Improved ability to provide technical assistance to our provider network
Implementing this system is a critical step in supporting our ability to assure the safety of the children and youth we serve
An online incident management system will bring many benefits:
7
Who Has Helped Get Us This Far?
• Department of Public Welfare– Office of Policy Development– Office of Children, Youth and Families– Office of Mental Health and Substance Abuse Services– Office of Administration
• Juvenile Court Judges Commission• County Commissioners Association
– Pennsylvania Children and Youth Administrators– Juvenile Detention Centers Association
• Pennsylvania Council of Children, Youth and Families Services• Pennsylvania Community Providers Association• Allegheny Department of Human Services
Stakeholder participation is critical to the success of this process
8
What Is HCSIS?
• The Department of Public Welfare’s Home and Community Services Information System supporting PA’s HCBS Programs and MA Waivers
• Web-enabled System: The system can be accessed by authorized users from any computer with access to the internet.
• Access is crafted based on need: Access to the system is based on defined roles and need.
• Central Information System: Information entered into the system from the field is accessible in real-time at the central office as required
9
Who Currently Uses HCSIS For Incident Management?
• Office of Developmental Programs (ODP)– The on-line automated system supports Incident Management for
individuals in State Centers, ICF/MR’s and in the community
– All county MH/MR programs and Supports Coordination entities are currently using system and has been operational for 3 1/2 years
– The Incident Management module contains demographic information for 56,000 individuals and 800 provider records
• Office of Mental Health and Substance Abuse Services (OMHSAS)– OMHSAS is live as of 11/1/2006– 83 LTSR and CRR Providers (Adults)
10
OCYF Incident Management Workflow & Structure
We understand that provider agencies are different; some will have a person who identifies the incident report it, others will centralize the
process
Funding County contacts provider or child if needed
Provider Submits Incident Report to County & Region
County documents results of incident
reviewClose Incident
May trigger follow-up and/or site visit
Licensing Region contacts provider or child if needed
Region documents results of incident
reviewClose Incident
May trigger licensing action or
site visit
Incident is Identified
System Demonstration
State-wide Implementation Plan
13
Implementation Overview
• Pilot– 10 providers and 40 provider
facilities Northeast Region– GO-LIVE date: May 7th
• State-wide – Target GO-LIVE date: mid-July
OCYF Incident Management implementation will occur in two major phases:
14
State-wide Roll-out Strategy
• Using the “Big Bang” approach– Giving operational access to all
Regions, Counties, Providers at the same time
• Implementation activities:– Communications– Readiness Activities– Training– Support
Implementation activities focus on properly preparing organizations to set themselves up to use the OCYF IM system
15
State-wide Implementation Scope
Note: Estimated numbers, based upon aggregated, state-wide data from DPW databases.
Estimated State-wide User Base: 3,000-5,000 users
By the numbers…•4 Regions•67 Counties•400 Provider (Legal Entities)•1200 Provider Facilities•1000 Incident Management Liaisons•500 Business Partner Administrators
16
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
Conduct Regional Information Sessions
Complete Readiness Assessment / Role Mapping
Complete User Registration (LMS)
Complete User Registration (HCSIS)
Complete Training Requirements
GO-LIVE
Post GO-LIVE Support
Ongoing Communications
MilestoneEstimated TimeframesKey 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
17
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 understanding of training materials found on LMS
State-wide Implementation Approach
19
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)
20
State-wide Implementation Model: State Level
Key Responsibilities:• Overall Project Management• Develop key communications/support
materials• Communicate with Associations and
other DPW stakeholders• Support Regional IM Liaisons during
implementation • Provide Policy Advice to Regions
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
County C&Y, J PO IM Liaisons
County C&Y, J PO IM Liaisons
Tier 1: State Level
21
State-wide Implementation Model: Regional Level
Key Responsibilities:• Primary Liaison with Program Office/
Implementation Team• Oversee completion of Implementation
activities at Regional Level• Disseminate key communications/
support materials within Region and to County / Provider IM Liaisons
• Monitor progress of County/Provider Liaisons IM Liaisons
• Provide Policy Advice to Providers/ Counties
Tier 2: Regional Level
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
County C&Y, J PO IM Liaisons
County C&Y, J PO IM Liaisons
22
State-wide Implementation Model: County / Provider Level
Key Responsibilities:• County / Provider IM Liaisons
disseminate communications and materials to their respective organizations
• Provider IM Liaisons (Legal Entity) to disseminate communications and materials to Provider IM Liaisons (Site)
• Provide Regional IM Liaisons with progress updates, questions, issues during Implementation
• Monitor completion of Implementation activities at local/site level
Tier 3: County / Provider Level
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
County C&Y, J PO IM Liaisons
County C&Y, J PO IM Liaisons
Key Players
24
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
25
Incident Management Liaison - Checklist
# TaskStart by
Complete by
1Schedule / Participate in regular IM Liaison status calls to discuss implementation topics, monitor progress, etc.
5/25/2007 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.
5/28/2007 6/1/2007
3Coordinate / Monitor the completion of Role Mapping activities, with assistance of Business Partner Administrator
5/29/2007 6/18/2007
4Send completed Role Mapping information to the OCYF Implementation Team at [email protected] (This step applies to Regional / County IM Liaisons Only)
5/29/2007 6/18/2007
5Instruct users to access, download and review training materials on the Learning Management System (LMS)
7/2/2007 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
7GO-LIVE - Instruct users to begin using HCSIS/OCYF IM system to enter and finalize incident reports, consumer demographic data, in HCSIS (County / Provider); review and approve incidents (County / Region)
7/16/2007 7/16/2007
8 Establish process to gather user questions and issues 7/9/2007 7/13/2007
9 Participate in post-implementation support efforts 7/16/2007 8/17/2007
26
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
27
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)
5/25/2007 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)
5/28/2007 6/1/2007
3Work with your organization's Incident Management Liaison to help identify the roles needed for all staff who be using HCSIS
5/29/2007 6/18/2007
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
6/4/2007 6/8/2007
5Ensure all end users identified in the Role Mapping activity complete and fax the HCSIS User Agreement to the HCSIS Help Desk at 717-540-0960
6/11/2007 6/22/2007
6 Review Business Partner Administrator Training on the LMS 6/11/2007 6/15/2007
7Set up users for your organization in Learning Management System (LMS)
6/19/2007 7/2/2007
8 Set up users in HCSIS / Unified Security (USEC) 6/25/2007 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
Communications
29
How Will We Communicate?
Communications will be via:
• Emails through Regional IM Liaisons• Regular status calls with IM Liaisons• Regional Information Sessions• Presentations at Association
meetings/conferences
Proper communications will facilitate stakeholders awareness of implementation activities and their role and
responsibilities during implementation
30
Next Steps
Organizations will need to complete the following steps during the State-wide implementation:
# Task Start byComplete
by
1Complete OCYF IM User Survey to identify the Incident Management Liaisons and Business Partner Administrators
5/2/2007 5/25/2007
2 Attend Regional Information Session 5/30/2007 6/15/2007
3 Conduct Role Mapping Activities 5/29/2007 6/18/2007
4 Set up users in Learning Management System 6/19/2007 7/6/2007
5 Set up users in HCSIS/OCYF IM System 6/25/2007 7/13/2007
6 Complete recommended training requirements 6/25/2007 7/13/2007
7 Start using OCYF IM System in July! 7/16/2007
Feedback and Questions