1. User Kickoff meeting: ALR Incident Reporting Automation Pilot
Monday February 11, 2013

2. Agenda Introductions Objectives What is a Pilot? Communications
Project Timeline
Workflow
Reporting an Incident
New paper form
Demonstrate new QuickBase system

3. Objectives
Broad objective: automate Incident Reporting for all ALRs statewide
Narrow objective: pilot a small group before going statewide
10 ALR’s: roughly 5% of 220 ALRs statewide
Refine & optimize with small group before deploying to the larger group.
Administration, user management, operations, training, communications, support
Today’s objective:
Overview of our pilot
collect user info
deadline close of business Thurs Feb 14
Review new Incident Report form
First look at QuickBase

4. What do we mean by “pilot”
Run through a complete deployment process with a small group
Deployment is not just computers
Conversion to new processes (from fax/paper incident reports to online)
Also, new methods and processes for communications (website), issue reporting, training (webinars)
Identify issues (things that don’t work as expected)
Not just the computer program, QuickBase
Any of the new processes
Communicate to Project team
Revisit the issue after an improvement (or workaround)

5. Communications (for the Pilot & beyond)
Project Website
(no www)
Content will include Job Aids, how-to's, announcements, forms, schedule updates
Questions, comments, issue reporting, how do I ...?
, not phone please

6. Project Timeline Pilot Statewide Item Feb 11
Kickoff, use paper form 1.0
Feb 15
Deadline for feedback on form 1.0
Feb 20
Training Webinar 1:
Paper form version 1.1 released
QuickBase updated with version 1.1 codes
Userids released to users
All incident reports submitted via QuickBase (use paper/fax as fallback
Feb 25
All non-pilot ALRs use paper form 1.1 for Incident Reporting
Feb 27
Training Webinar 2
Mar 4
Training Webinar 3 (if needed)
Mid-march (target)
Statewide kickoff (webinar) . Date TBD after ELD-CU internal readiness review.
If necessary, paper form version 1.2 released, QuickBase updated with version 1.2 codes.
1 week later
Training webinars 1, 2. QuickBase Userids released to users who have attended webinar, or reviewed recorded webinars.
ongoing
Training webinars scheduled as needed
Mid-April
Implementation complete: after ELD-CU readiness review. All processes are normalized, standardized and routine.

7. Who are the Users? Technical Requirements Each User must have
Anyone who logs into the system to create QuickBase Incident Reports
Must have an address, indicating their name
Two (2) or more Reporters per ALR
Large facilities may require additional users.
For each User, we need
Name
address
Phone
Title
ALR name
ALR town
Technical Requirements
Each User must have
Access to basic Windows or a Mac computer (new within the last 3 years)
Any web browser
Internet connection
an address

8. Issue Reporting Issue reporting is not the same as Incident Reporting
An issue is anything that doesn’t function as expected:
E.g. you get a Software “bug”, application does not function properly, a process is unclear, data is lost, IR codes don’t make sense
Write it up! Send it via to ELD-CU Project Team.
Need clearly written step-by-step narrative of what happened leading up the issue
What were you trying to do? Be specific.
Need steps to reproduce, screenshots for technical troubleshooting
The name of the user, date and time, ALR name, IR number
How to report an Issue
to Peter, Jim, Duamarius
Instructions on website :

9. Lifecycle of an Incident Report
This high-level flow fits Incident Reporting for both the current fax-based process, and the future QuickBase reporting process.

10. Incident Report Lifecycle with QuickBase automation
(1) Create Incident Reports using QuickBase
(new)
(2) Follow-up RFI may come via fax, phone, or
Not QuickBase
no change from today
(3) ALRs will supply Follow-up info via fax (no change from today)

11. New Incident Report form
Paper form closely matches QuickBase
Strategy for both Pilot & Statewide Deployments
ELD-CU releases new Paper Incident Report form to closely match QuickBase data elements
ALRs use the new paper form to report incidents using the current fax-based process for a time period before starting with QuickBase
After ALRs are trained on QuickBase and receive their userids, it is easier to be successful with QuickBase, since they are already familiar with the new data elements describing reportable incidents
Expect minor updates to the form.
Version 1.0: used by pilot group (fax-based only) between kickoff and webinar 1
Version 1.1: used by Pilot Group (QuickBase) and Statewide Group (fax-based only)
Version 1.2: used by everyone (QuickBase and backup fax-based)

12. New Incident Report Form – next steps
Feb 11: Pilot group Kickoff meeting
effective immediately, Pilot Group to use the new paper form (version 1.0) for all incident reports.
Use current process (fax, voic ) but with the most appropriate page out of seven to fit your reportable Incident
Please provide feedback (if any) on paper form 1.0 by Friday Feb 15
Feb 20: Pilot Group Training Webinar 1. All pilot users please attend.
Webinar instructions on
Paper Incident Report form version 1.1 released
QuickBase application adjusted if necessary to match IR form version 1.1
QuickBase Userids released.
Effective Feb 20 (anticipated), all Pilot-group Incident Reports submitted via QuickBase
Fallback: After Webinar 1, if you have difficulty using QuickBase to make a timely Incident Report, your fallback is to use new form version 1.1 for current process (fax, )
Feb 25 (target): All ALRs statewide
begin using new paper form version 1.1 for all Incident Reporting (current process via fax, vmail)

13. Review Paper form 1.0 Identify the reportable Incident
Select the most appropriate 1 out of 7 pages
Provide Incident Information
Checkboxes to code & describe the Incident
Checkbox clusters: select one and only one checkbox in any grouping
Exception for Outside Parties: check all that apply
All fields are required

14. QuickBase Demo Show login to QuickBase ALR view Security questions
Summary screen
Point out Individual Irs, Facility Irs
Create new individual IR
Key data elements: record ID
No edits once submitted
Create new Facility IR
Show save before submit
Print
Receive RFI from ELD-CU
Request comes via , may show QuickBase information
Mention but don’t demo:
Follow-up information provided by ALR after an ELD-CU RFI *must* be sent via fax