Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• SACWIS Statewide User Group Meeting
• July 20, 2007

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Agenda

• Welcome
• Project Status Update
• SIS Data Clean-up
• Address Broker Report
• Financial Team Update
• Provider Module
• Wrap-up

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Project Status Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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New Staff

• Jennifer Justice Implementation Manager
• Heather Hinzman Helpdesk Support
• Diana Christy Helpdesk Support
• Carol Rentler Helpdesk Support
• Roger Ward Data Quality Assurance
• Betty Lee

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SACWIS Roll Out Schedule

• SACWIS live in 35 counties!!
• Franklin County went live on July 16th
• Waves 11 14 scheduled for August which includes
  17 more counties
• On schedule for all counties to be live by
  January 2008

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Project Support Model

• New Project Support Model
• Home Team
• Linda Ferguson
• Matt McElver
• Cheryl Wolfe
• Sharon Graham
• Metro Team
• Kevin Bullock
• Mark VanHoose

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Project Support Model

• Financial Team
• Kathy Taylert
• Kristin Wood
• Stan Hollingshead
• Samaad Sells
• Ivan Fleenor
• Lisa Hornyak
• Elorah Jackson
• Amy Zone

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Project Support Model

• Road Team
• Genia Dickinson
• Pete Dupigny
• Manijeh Hadjarpour
• Jeff Jaynes
• Shane Oberlin
• Kim Starr
• Colleen Tucker
• Althea Walker
• Provider Team
• Michael Thompson
• Tim Doyle-Wenger

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Implementation

• Waves 15-17 contact home team to set up weekly
  meetings
• Indicate Morning or Afternoon and days available
• Home team will work to find a time that meets
  both Home Team and County schedules
• Waves 19 20 contact will be made soon

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Performance

• Vantage Analyzer utilized to look into the
  performance of Java code
• Daily review of CPU and memory utilization
• Prior to going live in SACWIS
• BNS captures how well the county T1 network
  connection is performing
• If Bandwidth utilization exceeds 80 - BNS
  install T1 Probe

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CAUTION!!

• Users should never have more than one SACWIS
  window open. We believe that the practice is
  used to copy data that has already been entered
  in SACWIS (Case Plan, Assessment, Home Study,
  Activity Log, etc.) into a similar work item that
  is being created.
• This practice WILL lead to corrupted, or
  erroneous data in the case, provider, etc. in
  both windows.
• If a user wishes to copy existing SACWIS data for
  reuse, they should copy the data to a Word file,
  then paste from the Word file into the new entry
  in SACWIS.

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CAUTION!!!

• Never merge a childs biological case record with
  the childs adopted case record

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System Outages

• SIS outage
• Reorg database
• Saturday, July 21st
• 6 AM 2 PM
• SACWIS outage
• Deploy hot fix and increase memory setting on
  report generation
• Friday, July 20th
• 7 PM 9 PM

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Third Party Access

• Review of current legislation 5101.132 and
  5101.134 to determine if broad enough to include
  Courts, Prosecutors, etc.
• Until final determination third parties will not
  be able to access SACWIS.

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Training Update

• Gyrus Training Wizard Update
• Inaccessible Until New PO Processed Via OAKS New
  Financial Component
• Registration Phase PCSAs (Waves 9 18a)
  Notified of June 21st Wizard Cutoff Date
• Training Team Processing Registrations Via Manual
  Interim System
• PCSA Notification when Wizard Access Regained

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Training Update

• Interim Training Registration Information
• ANY Training Registration, Cancellation,
  Substitution, etc
• E-mail SACWIS Training Instructors Associated
  with RTCs
• Akron RTC Susan Phillips, PHILLS07_at_odjfs.state.o
  h.us
• Bowling Green Cincinnati RTCs Carol Thompson,
  THOMPC05_at_odjfs.state.oh.us
• Columbus RTC Crystal Ufferman,
  UFFERC01_at_odjfs.state.oh.us
• Zanesville RTC Jack South, SOUTHJ01_at_odjfs.state.
  oh.us
• Hamilton Co. Alternate Trg. Sites
  HIGGIM_at_odjfs.state.oh.us

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Training Update

• Planned Training Environment Upgrade
• Acquire Next Stable Build/Version to Support
  Classroom Training/Exercises
• Affects ALL training environments (10 Trg. DBs,
  Practice DB, Sandbox)
• Choreographed with
• Amendment 11 Modifications Applied to Exercises
• Any Training DB Modifications, New Snapshot,
  Replication
• Printed Material Production/Delivery
• Practice DB and Sandbox Refresh Schedule
• Modified Classroom Exercises to be Posted on
  SACWIS Website

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Training Update

• SACWIS Web-Based Training
• Accessed Via SACWIS Website
• Module 1 Required Prior to Super User End
  User Classroom Trg.
• Module 1 Post-test Printable for Completion/Score
  Verification
• Modules 2 3 Optional at Any Time

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Practice Database vs Sandbox

• Practice Database
• Available upon completion of training
• Receive ID at training
• Sandbox
• Same set up as Practice Environment
• Available prior to going live and prior to
  training per county request
• Set number of IDs per agency from your
  implementation liaison

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Ad hoc Reporting

• Currently have 8 counties that have access to Ad
  hoc Reporting Environment
• New Refresh Schedule
• 15.5 hours to Refresh
• Tuesday, Thursday and Saturday evenings
• Start at 845 PM 1215 PM
• Ad Hoc Reporting Group
• Contact Joan Denman
• denmaj01_at_odjfs.state.oh.us
• 614-387-8908

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SIS Data Clean-up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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SIS Clean-up

• Any Intake that is not dispositioned in SIS prior
  to conversion, CAPMIS tools will have to be
  completed.
• All open children must be linked to a family
  prior to conversion or data will not convert

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SIS Data Clean-up

• Problem The first event for a case is a closing
  event
• Solution Delete the closing event

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SIS Data Clean-up

• Problem First opening / closing event for case
  is a closing event and case has incidents prior
  to the closing event
• Solution Create a case opening event on the
  same day as the first incident after the incident

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SIS Data Clean-up
Problem Case has an extra opening
event Solution Convert the case opening
event into case status, case
category, and case assignments events. These new
events get created only if the
values on the extra opening
event differ from those on the previous opening
event
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SIS Data Clean-up
Problem Case has an extra closing
event Solution Delete the first extra
case closing event. In the example
above, the highlighted event on 08/02/1989 is the
second closing event. The solution
will delete the event on 06/26/1989
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Address Broker Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kelly Kildow

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AddressBroker Report
AddressBroker Process Defined

• In the development of SACWIS, functionality
  exists to promote the standardization of
  addresses using a tool called AddressBroker An
  objective of the data conversion is to do the
  same
• AddressBroker is a third-party tool that
  standardizes and verifies addresses using U.S.
  Postal Service data
• In using AddressBroker as part of the SACWIS data
  conversion process addresses converted from SIS
  are validated against standard U.S. Postal
  Service addresses. (Going forward referred to as
  "converted addresses").
• The AddressBroker Report contains the results of
  that validation process.

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AddressBroker Report
AddressBroker Report Defined

• There are 4 parts to the AddressBroker Report,
  each serving a unique purpose
• Scenario A One, and only one, match found
• Scenario B Two or more matches found
• Scenario C No match returned
• Address Cross-reference to Source ID
• Each of the 4 parts will be provided as separate
  Microsoft Excel files named respectively as
  follows
• - Address_Broker_Report_Scenario_A.xls
• - Address_Broker_Report_Scenario_B.xls
• - Address_Broker_Report_Scenario_C.xls
• - Address_Broker_Report_Adress_XREF.xls
• Note Each part may be broken into multiple files
  named, for example, as follows
• - Address_Broker_Report_Scenario_A_01.xls
• - Address_Broker_Report_Scenario_A_02.xls

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AddressBroker Report
Scenario A

• One, and only one, match found
• No data cleansing needed
• Explanation of report content
• Each converted address ran through the process
  gets an Address ID
• For each ADDRESS ID, two addresses are listed
  The converted address and the address returned by
  AddressBroker
• The IMAGE_INDEX with a value of 0 designates the
  address converted to SACWIS from SIS This is the
  address that was validated against AddressBroker
• The IMAGE_INDEX with a value of 1 designates the
  address returned by AddressBroker and is used to
  update the converted address in SACWIS
• By comparing the two addresses for a single
  ADDRESS ID, you can see what was changed in the
  converted address, and the county code and school
  district inserted into SACWIS

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AddressBroker Report
Scenario B

• Two or more matches found
• Some data cleansing needed
• Explanation of report content
• Each converted address ran through the process
  gets an Address ID
• For each ADDRESS ID, three or more addresses are
  listed The converted address and those
  addresses returned by AddressBroker
• The IMAGE_INDEX with a value of 0 designates the
  address converted to SACWIS from SIS This is the
  address that was validated against AddressBroker
• The IMAGE_INDEX with a value of 1 or higher
  number designates the addresses returned by
  AddressBroker
• No part of the converted address is updated by
  the AddressBroker process
• The addresses returned by AddressBroker will
  hopefully provided the information needed for the
  county to cleanse the address in SIS

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AddressBroker Report
Scenario C

• No match found
• Some data cleansing needed
• Explanation of report content
• Each converted address ran through the process
  gets an Address ID
• For each ADDRESS ID, only the converted addresses
  are listed
• No part of the converted address is updated by
  the AddressBroker process
• The county is to cleanse the addresses in SIS

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AddressBroker Report
Address Cross-reference

• Cross-references the Address ID of the converted
  address with a SIS ID
• For example, if a converted address came from a
  provider in SIS, then the SIS Provider ID will be
  displayed in the report
• This cross-reference information what the county
  uses to find the SIS record and cleanse the data
  in SIS

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AddressBroker Report
Report Instructions

• Instructions will be provided along with the
  AddressBroker report
• Contains details that speaks to each of the
  slides in todays presentation
• In addition, the instructions include definitions
  for each of the columns in each of the files
  making up the report
• The instructions also include a translation of
  the error messages found in the report

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Financial Team Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kristin Wood

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Provider Module
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tim Doyle-Wenger

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Private Agency Network Provider - Placement
Contracts

• Search, Provider Directory
• Provider Type Network Provider
• Agency Type Private
• Agency Name of Private Agency

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Private Agency Network Provider - Placement
Contracts

• From the Service Credentials verify that the
  ODJFS Services display

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Private Agency Network Provider - Placement
Contracts
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Private Agency Network Provider - Placement
Contracts

• Access the Contracts Link

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Private Agency Network Provider - Placement
Contracts

• Enter all required Contract information
• Mark the Contract as Active
• Then Save

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Private Agency Network Provider - Placement
Contracts

• On the new contract, Select Contract Services

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Private Agency Network Provider - Placement
Contracts

• From the Agency Service Description dropdown,
  select the Private Agency service which display.
  Note here we have 3 Agency services, so we will
  repeat this process 3 times
• IV-E rate setting table

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Private Agency Network Provider - Placement
Contracts

• Enter All Cost Type and Cost information,
  then select the Calculate. The Total unit cost
  will display in the Unit Cost field.
• Enter Cost Begin and Cost End dates then
  select Save
• Note You will repeat this process for each
  Private Agency Service our Agency purchases

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Private Agency Network Provider - Placement
Contracts

• Completion of this process will allow for the
  selection of available Private Agency Providers,
  during the Search in the Childs Placement
  within the Childs Record.
• If a provider does not display, then
• From the Providers record assure the that all
  Acceptance Criteria is current and correct. Note
  The assignment Flag has been deactivated at this
  time so you will be able create a new Acceptance
  Characteristics record and Usage Placement
  Criteria for the provider if required.
• When completed the New record will display as In
  Progress however the system will accept the new
  information for placement selection.
• A Hot Fix was deployed into Production on July
  19, during the evening which removed the
  duplicate value in the Acceptance
  Characteristics.
• In an attempt to enhanced system performance, the
  Acceptance Characteristics will no longer all
  display when adding a new Acceptance
  Characteristics record. This should prevent the
  system from timing out during the Creation
  Appling of a new Acceptance Characteristics
  record.

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Wrap Up
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM