CCWIS Webinar CCWIS Updates UX DX CONNX Enhancements
CCWIS Webinar CCWIS Updates: UX, DX, CONNX Enhancements, Multiple PID February 26, 2020 Comprehensive Child Welfare Information System Strengthening CONNECTIONS for caseworkers, children, and families September 18, 2021 Call-In Details: US Toll Free: 844 -633 -8697 Local: 518 -549 -0500 Access Code: 643 590 800
September 18, 2021 Agenda v User Experience (UX) workgroups update v Data Quality (DQ)/Data Exchange (DX) workgroup update v CONNECTIONS enhancements update v Multiple PID workgroup update v General CCWIS activities update 2
September 18, 2021 3 User Experience (UX) workgroups update Ø 10/23/19 CCWIS Webinar - discussed UX workgroups, asked for interest Ø 12/4/19 CCWIS Webinar and Email – invited volunteers to participate; followed up with an email to all LDSS’ and VAs (Directors of Services, Commissioners and Exec Directors, CCWIS Liaisons) Over 175 end users responded Ø 1/21/20 UX Workgroup Intro Meeting • 3 -Pronged Approach, Goals, MURAL tool, Preparation
September 18, 2021 User Experience (UX) workgroups, con’t Ø 2/4/20 FAD UX Workgroup ü 24 staff from 12 local districts and 7 VAs volunteered ü 13 users actually participated Ø 2/6/20 Sec/Adm UX Workgroup ü 27 staff from 12 local districts and 11 VAs volunteered ü 16 users actually participated Ø 2/10/20 INV/FAR UX Workgroup ü 41 staff from 20 local districts and 3 VAs volunteered ü 26 users actually participated Ø 2/10/20 FC/Services UX Workgroup Ø 85 staff from 25 local districts and 25 VAs volunteered Ø 32 users actually participated Approximately 15 state OCFS and ITS staff also participated in each session. 4
September 18, 2021 5 User Experience (UX) workgroups, con’t • More than 125 ideas were submitted in all • Which covered over 40 categories or themes • Based on end user voting, 9 of those 40 themes are of notably high interest Business Functions Landing Page/ Notifications Slowness FASP Open Multiple Spell Check Windows/Workloads Historical Info Prefill known data User-Unit set up
September 18, 2021 6 User Experience (UX) workgroups, con’t Next steps: • ITS and OCFS internal review (in progress) • 2 nd meeting with each workgroup to review results, vote on top priorities (scheduled for early March) • Change Requests submitted • Sub-committees for further requirements, where needed. Ex: • • Landing Page (re-vamp To. Do’s, Notifications, etc) FASP Business Functions List Detail • Prioritized against planned and future CONNX work • Tentative build schedule communicated
September 18, 2021 7 Data Quality (DQ)/Data Exchange (DX) workgroup update Ø 12/2018 –Local Systems Survey Ø 2/2019 – Began monthly meetings with COFCCA/CCWIS sub-committee and NYC ACS – 8 functional areas were presented in detail: Foster Care Placement/ Movements/Billing Homefinding and Resource Management Permanency Hearings and Legal Tracking Organizational Hierarchy and Staffing Adoption Medical Data Update Educational Data Update Progress Notes
September 18, 2021 8 Data Quality (DQ)/Data Exchange (DX), con’t Ø 12/2019 CCWIS Webinar – COFCCA presented the above; all LDSS’ and VAs invited to participate in monthly meetings Over 70 county and agency staff responded from 18 local districts and 21 voluntary agencies Ø 01/2020 DQ/DX Monthly Meeting • CCWIS bi-directional data exchange reqs, CCWIS data def, message API’s, goals Ø 02/2020 DQ/DX Monthly Meeting • Scope – local systems dup data (now), state systems (later) • Brainstorming activity
September 18, 2021 9 Data Quality (DQ)/Data Exchange (DX), con’t Ø 2/4/2020 Brainstorming activity • More than 60 ideas were submitted in all • • • Foster Care/General – 11 Health – 8 Progress Notes – 6 Activities – 6 Organizational Hierarchy – 5 Permanency Hearings – 3 Education – 3 Trafficking – 3 CPS – 3 Legal – 1 Preventive – 1 Still to be categorized - 13
September 18, 2021 10 Data Quality (DQ)/Data Exchange (DX), con’t Next steps: Ø 3/3/2020 DQ/DX Monthly Meeting • Categorize remaining ideas • Review MURAL board • Dot-Vote Then: • Finalize prioritization tool • Rank suggestions • Start requirements for top request • Sub-committees as needed
September 18, 2021 11 CONNECTIONS enhancements update The past year has featured the most significant system enhancements in 10 years! Recent Deployments • Oct 2019 – Placements Phase 3 • Dec 2019 – Fixed latency issues (Placement Dashboard, Progress Notes scroll arrows) • Feb 2020 – Document and Photo Uploads DOH Medicaid Claims Info – development complete; awaiting signed agreement between OCFS and DOH
September 18, 2021 12 CONNECTIONS enhancements update, con’t Planned for 2020 v Build 1 (April) - changes to Adoptive Parent window for AFCARS 2. 0 compliance; ability for the SCR to change line numbers at Intake, a division priority for the SCR paperless project; enhancements to the Placement Module; Criminal Clearance type in progress notes; and several smaller improvements requested by users. v Build 2 (est July) – Family First driven changes to Activities and foster home licensing modules; changes to INT and INV related to handling of previously investigated fatalities; other CPS Intake dialog enhancements for the SCR; requiring person search upon name or other demographic info updates in INV to help reduce Multiple PIDS. v Build 3 (est Oct) – possible first phase of Eligibility Determinations; workgroup requested modifications to Family Relationship Matrix; improve Help by adding tip sheets and other materials to relevant windows.
September 18, 2021 13 v Multiple PID workgroup update • 33 local district staff have been given access to the CONNECTIONS Multiple Person Report (MPR) in the last four months. • Local districts have been adding Multiple PID Specialists-the hope is to have two for each district. • A Web. Ex meeting is planned for 3/3/20 for Multiple PID Specialists around merging and other person maintenance topics. • Plan on having more trainings with this topic including a formal Web. Ex training on merging and person maintenance. • We are working on developing more training and reference materials around person maintenance to develop consistency and stress the importance of a single PID. • Improving process for ACS and their voluntary agencies. COMING SOON in Build 2 (July 2020): Required Person Search when Name/DOB is changed during INV/FAR stage
September 18, 2021 14 General CCWIS activities update q Annual Advance Planning Document Update (AAPDU) – due 5/1/2020 for CCWIS Year 7/2020 - 6/2021 Plan to bring in additional resources to do Data Exchange development and Progress Notes Mobile App q Mobile Device Survey q Data Quality Plan update – due 5/1/2020 q Automated Function Checklist – how to confirm each is “not duplicated” q Planning for Biennial Data Quality Review (2021) q Family First Prevention Services Act (FFPSA) system changes being defined q IES collaboration – payment data exchanges (2023) q Financial reconciliation requirement
September 18, 2021 Questions? Ideas, suggestions, questions, general feedback: Email us! CCWISTeam@ocfs. ny. gov 15
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