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

3 State-wide Implementation Plan AprilMayJuneJuly Week of 4/24/94/164/234/305/75/145/215/286/46/116/186/257/27/97/167/23 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 Milestone Estimated 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

4 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

5 State-wide Implementation Model DPW / OCYF County IM Liaison Provider IM Liaison Region IM Liaison Provider IM Liaisons (Site) Provider IM Liaisons (Site) Regional Staff Associations ODP OMHSAS OMAP ODP OMHSAS OMAP The implementation model has three tiers: Formal Link Informal Link 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)

6 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

7 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. 6/25/20077/27/ 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. 6/11/20076/15/ Coordinate / Monitor the completion of Role Mapping activities, with assistance of Business Partner Administrator 6/11/20076/22/ Regional / County IM Liaisons Only: Send completed Role Tracking Spreadsheet to (OCYF IM Implementation 6/11/20076/29/ Instruct users to access, download and review training materials on the Learning Management System (LMS) 6/25/20077/13/ Verify users have been able to access, download and review training materials on the Learning Management System (LMS) 7/5/20077/13/ 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/ Establish process to gather user questions and issues during post GO- LIVE timeframe. 7/9/20077/13/2007 9Participate in post-implementation support efforts7/16/20078/17/2007

8 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

9 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) 6/1/20076/14/ 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) 6/18/20076/22/ Work with your organization's Incident Management Liaison to help identify the roles needed for all staff who be using HCSIS 6/11/20076/22/ 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 /22/20076/29/ Ensure all end users identified during the Role Mapping activity complete and fax the HCSIS User Agreement to the HCSIS Help Desk at /11/20076/29/ Set up users for your organization in Learning Management System (LMS) 6/22/20077/6/2007 8Set up users in HCSIS / Unified Security (USEC)7/2/20077/12/ Distribute User IDs and passwords to new HCSIS users and confirm all users have received the HCSIS password guidelines 7/13/ GO-LIVE! 7/16/2007

10 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

11 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 Wednesday10:30-11:30am

12 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