Incident Management for the Office of Children, Youth and Families

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1 Incident Management for the Office of Children, Youth and Families Incident Management State-wide Implementation Overview May/June 2007

2 Agenda Overview System Demonstration State-wide Implementation Plan State-wide Implementation Approach Key Players Feedback / Questions 2

3 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 4

5 Why Are We Implementing A New System? 5

6 It s All About The Benefits An online incident management system will bring many 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 6

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 7

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 8

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/ LTSR and CRR Providers (Adults) 9

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 10

11 System Demonstration

12 State-wide Implementation Plan

13 Implementation Overview OCYF Incident Management implementation will occur in two major phases: Pilot 10 providers and 40 provider facilities Northeast Region GO-LIVE date: May 7 th State-wide Target GO-LIVE date: mid-july 13

State-wide Roll-out Strategy Using the Big Bang approach Giving operational access to all Regions, Counties, Providers at the same time Implementation activities:

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 14

15 State-wide Implementation Scope By the numbers 4 Regions 67 Counties 400 Provider (Legal Entities) 1200 Provider Facilities 1000 Incident Management Liaisons 500 Business Partner Administrators Estimated State-wide User Base: 3,000-5,000 users Note: Estimated numbers, based upon aggregated, state-wide data from DPW databases. 15

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 Statewide 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 Estimated Timeframes Milestone 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 16

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 17

18 State-wide Implementation Approach

19 State-wide Implementation Model The implementation model has three tiers: Tier 1: State Associations DPW / OCYF ODP OMHSAS OMAP Tier 2: Region Region IM Liaison Regional Staff Tier 3: County / Provider County IM Liaison County C&Y, JPO IM Liaisons Provider IM Liaison Provider IM Liaisons (Site) Formal Link Informal Link * 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) Incident Management (IM) Liaison Business Partner (BP) Administrator 19

20 State-wide Implementation Model: State Level Associations DPW / OCYF ODP OMHSAS OMAP Region IM Regional Liaison Staff County IM Provider IM Liaison Liaison Tier 1: State Level County C&Y, JPO IM Liaisons Provider IM Liaisons (Site) 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 20

21 State-wide Implementation Model: Regional Level Associations DPW / OCYF ODP OMHSAS OMAP County IM Liaison County C&Y, JPO IM Liaisons Region IM Liaison Provider IM Liaison Provider IM Liaisons (Site) Regional Staff Tier 2: 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 21

22 State-wide Implementation Model: County / Provider Level Associations DPW / OCYF ODP OMHSAS OMAP Region IM Liaison Regional Staff County IM Liaison Provider IM Liaison Tier 3: County / Provider Level County C&Y, JPO IM Liaisons Provider IM Liaisons (Site) 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 22

23 Key Players

24 Incident Management Liaisons Incident Management (IM) Liaison is the primary contact person for an organization 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 24

25 Incident Management Liaison - Checklist # Task Schedule / Participate in regular IM Liaison status calls to discuss implementation topics, monitor progress, etc. Review 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. Coordinate / Monitor the completion of Role Mapping activities, with assistance of Business Partner Administrator Send completed Role Mapping information to the OCYF Implementation Team at c-mallison@state.pa.us (This step applies to Regional / County IM Liaisons Only) Instruct users to access, download and review training materials on the Learning Management System (LMS) Verify users have been able to access, download and review training materials on the Learning Management System (LMS) GO-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) Start by Complete by 5/25/2007 7/27/2007 5/28/2007 6/1/2007 5/29/2007 6/18/2007 5/29/2007 6/18/2007 7/2/2007 7/13/2007 7/5/2007 7/13/2007 7/16/2007 7/16/ Establish process to gather user questions and issues 7/9/2007 7/13/ Participate in post-implementation support efforts 7/16/2007 8/17/

26 Business Partner Administrator Business Partner Administrator sets up and maintains users in LMS and HCSIS 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 26

27 Business Partner Administrator - Checklist # Task Verify staff who will be using HCSIS have PCs, printers and internet/network access. (Refer to the OCYF IM User Survey for Technology Requirements) 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) Work with your organization's Incident Management Liaison to help identify the roles needed for all staff who be using HCSIS 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 Ensure all end users identified in the Role Mapping activity complete and fax the HCSIS User Agreement to the HCSIS Help Desk at Start by Complete by 5/25/2007 6/14/2007 5/28/2007 6/1/2007 5/29/2007 6/18/2007 6/4/2007 6/8/2007 6/11/2007 6/22/ Review Business Partner Administrator Training on the LMS 6/11/2007 6/15/ Set up users for your organization in Learning Management System (LMS) 6/19/2007 7/2/ Set up users in HCSIS / Unified Security (USEC) 6/25/2007 7/12/ Distribute User IDs and passwords to new HCSIS users and confirm all users have received the HCSIS password guidelines 7/13/2007 7/13/

28 Communications

IM Liaisons Regional Information Sessions Presentations at Association

29 How Will We Communicate? Communications will be via: s 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 29

30 Next Steps Organizations will need to complete the following steps during the State-wide implementation: # Task Start by 1 Complete OCYF IM User Survey to identify the Incident Management Liaisons and Business Partner Administrators Complete by 5/2/2007 5/25/ Attend Regional Information Session 5/30/2007 6/15/ Conduct Role Mapping Activities 5/29/2007 6/18/ Set up users in Learning Management System 6/19/2007 7/6/ Set up users in HCSIS/OCYF IM System 6/25/2007 7/13/ Complete recommended training requirements 6/25/2007 7/13/ Start using OCYF IM System in July! 7/16/

31 Feedback and Questions

PAR Mail October 1, 2007

PAR Mail October 1, 2007 October 1, 2007 To: PAR Members and Associates From: Shirley Walker, President and CEO HCSIS Project Update The Department of Public Welfare issued the following HCSIS Project Update last week. HCSIS Project