Transcript HCSIS Background - Welcome to PCCYFS

Incident Management for the
Office of Children, Youth and Families
Incident Management
State-wide Implementation Overview
May/June 2007
Agenda
• Overview
• System Demonstration
• State-wide Implementation Plan
• State-wide Implementation Approach
• Key Players
• Feedback / Questions
2
Overview
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
Why Are We Implementing A New System?
5
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
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Who Has Helped Get Us This Far?
• Department of Public Welfare
–
–
–
–
Office
Office
Office
Office
of
of
of
of
Policy Development
Children, Youth and Families
Mental Health and Substance Abuse Services
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
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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
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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)
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OCYF Incident Management Workflow & Structure
Incident is
Identified
Provider Submits
Incident Report to
County & Region
Licensing Region
contacts provider
or child if needed
May trigger
licensing action or
site visit
Region documents
results of incident
review
Close Incident
Funding County
contacts provider
or child if needed
May trigger followup and/or site visit
County documents
results of incident
review
Close Incident
We understand that provider agencies are different; some will have a
person who identifies the incident report it, others will centralize the
process
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System Demonstration
State-wide Implementation
Plan
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 7th
• State-wide
– Target GO-LIVE date: mid-July
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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
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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.
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State-wide Implementation Plan
April
Week of
4/2
4/9
4/16
May
4/23
4/30
5/7
5/14
5/21
June
5/28
6/4
6/11
6/18
July
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
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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
understanding of training materials found on
LMS
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State-wide Implementation
Approach
State-wide Implementation Model
The implementation model has three tiers:
DPW / OCYF
Tier 1: State
Associations
Region IM
Liaison
Tier 2: Region
Tier 3:
County /
Provider
ODP
OMHSAS
OMAP
County IM
Liaison
Provider IM
Liaison
County C&Y,
JPO IM
Liaisons
Provider IM
Liaisons
(Site)
Regional
Staff
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
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State-wide Implementation Model: State Level
DPW / OCYF
ODP
OMHSAS
OMAP
Associations
Region IM
Liaison
County IM
Liaison
Provider IM
Liaison
County C&Y,
JPO IM
Liaisons
Provider IM
Liaisons
(Site)
Regional
Staff
Tier 1: 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
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State-wide Implementation Model:
Regional Level
DPW / OCYF
ODP
OMHSAS
OMAP
Associations
Region IM
Liaison
County IM
Liaison
Provider IM
Liaison
County C&Y,
JPO IM
Liaisons
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
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State-wide Implementation Model:
County / Provider Level
DPW / OCYF
ODP
OMHSAS
OMAP
Associations
Region IM
Liaison
County IM
Liaison
Provider IM
Liaison
County C&Y,
JPO IM
Liaisons
Provider IM
Liaisons
(Site)
Regional
Staff
Tier 3: 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
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Key Players
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
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Incident Management Liaison - Checklist
#
Task
Start by
Complete
by
1
Schedule / Participate in regular IM Liaison status calls to discuss
implementation topics, monitor progress, etc.
5/25/2007
7/27/2007
2
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.
5/28/2007
6/1/2007
3
Coordinate / Monitor the completion of Role Mapping activities, with
assistance of Business Partner Administrator
5/29/2007
6/18/2007
4
Send 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
5
Instruct users to access, download and review training materials on the
Learning Management System (LMS)
7/2/2007
7/13/2007
6
Verify users have been able to access, download and review training
materials on the Learning Management System (LMS)
7/5/2007
7/13/2007
7
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)
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
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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
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Business Partner Administrator - Checklist
#
Task
Start by
Complete
by
1
Verify 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
3
Work 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
5
Ensure all end users identified in the Role Mapping activity complete
and fax the HCSIS User Agreement to the HCSIS Help Desk at 717540-0960
6/11/2007
6/22/2007
6
Review Business Partner Administrator Training on the LMS
6/11/2007
6/15/2007
7
Set 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
9
Distribute User IDs and passwords to new HCSIS users and confirm all
users have received the HCSIS password guidelines
7/13/2007
7/13/2007
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Communications
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
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Next Steps
Organizations will need to complete the following steps during
the State-wide implementation:
#
Task
Start by
Complete
by
5/2/2007
5/25/2007
1
Complete OCYF IM User Survey to identify the
Incident Management Liaisons and Business
Partner Administrators
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
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Feedback and Questions