User Kickoff meeting:
ALR Incident Reporting Automation Pilot
Monday February 11, 2013
ALR Incident Reporter * http://alrir.800ageinfo.com
Agenda
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Introductions
Objectives
What is a Pilot?
Communications
Project Timeline
Workflow
– Reporting an Incident
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New paper form
Demonstrate new QuickBase system
ALR Incident Reporter * http://alrir.800ageinfo.com
Objectives
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Broad objective: automate Incident Reporting for all ALRs statewide
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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.
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Administration, user management, operations, training, communications, support
Today’s objective:
– Overview of our pilot
– collect user info
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deadline close of business Thurs Feb 14
– Review new Incident Report form
– First look at QuickBase
ALR Incident Reporter * http://alrir.800ageinfo.com
What do we mean by “pilot”
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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)
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Identify issues (things that don’t work as expected)
– Not just the computer program, QuickBase
– Any of the new processes
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Communicate to Project team
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Revisit the issue after an improvement (or workaround)
ALR Incident Reporter * http://alrir.800ageinfo.com
Communications (for the Pilot & beyond)
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Project Website
– http://alrir.800aageinfo.com (no www)
– Content will include Job Aids, how-to's,
announcements, forms, schedule
updates
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Questions, comments, issue reporting,
how do I ...?
– Email, not phone please
• James.ospenson@state.ma.us
• Duamarius.stukes@state.ma.us
• Peter.antonellis@state.ma.us
ALR Incident Reporter * http://alrir.800ageinfo.com
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:
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Paper form version 1.1 released
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QuickBase updated with version 1.1 codes
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Userids released to users
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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.
ALR Incident Reporter * http://alrir.800ageinfo.com
Who are the Users?
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Anyone who logs into the system to create
QuickBase Incident Reports
– Must have an email address, indicating
their name
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Two (2) or more Reporters per ALR
– Large facilities may require additional
users.
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For each User, we need
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Name
Email 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 email address
ALR Incident Reporter * http://alrir.800ageinfo.com
Issue Reporting
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Issue reporting is not the same as Incident Reporting
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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
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Write it up! Send it via email to ELD-CU Project Team.
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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
– Email to Peter, Jim, Duamarius
– Instructions on website : http://alrir.800ageinfo.com
ALR Incident Reporter * http://alrir.800ageinfo.com
Lifecycle of an Incident Report
This high-level flow fits
Incident Reporting for
both the current faxbased process, and the
future QuickBase
reporting process.
ALR Incident Reporter * http://alrir.800ageinfo.com
Incident Report Lifecycle with QuickBase automation
(1) Create Incident
Reports using QuickBase
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(2) Follow-up RFI may
come via fax, phone, or
email
• Not QuickBase
• no change from
today
(3) ALRs will supply
Follow-up info via fax (no
change from today)
• Not QuickBase
• no change from
today
ALR Incident Reporter * http://alrir.800ageinfo.com
New Incident Report form
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Paper form closely matches QuickBase
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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
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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)
ALR Incident Reporter * http://alrir.800ageinfo.com
New Incident Report Form – next steps
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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, voicemail) 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
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Feb 20: Pilot Group Training Webinar 1. All pilot users please attend.
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Webinar instructions on http://alrir.800ageinfo.com
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, email)
Feb 25 (target): All ALRs statewide
– begin using new paper form version 1.1 for all Incident Reporting (current process via fax, vmail)
ALR Incident Reporter * http://alrir.800ageinfo.com
Review Paper form 1.0
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Identify the reportable Incident
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Select the most appropriate 1 out of 7
pages
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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
ALR Incident Reporter * http://alrir.800ageinfo.com
QuickBase Demo
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Show login to QuickBase
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Security questions
ALR view
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Summary screen
Point out Individual Irs, Facility Irs
Create new individual IR
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Create new Facility IR
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Show save before submit
Print
Email
Receive RFI from ELD-CU
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Key data elements: record ID
No edits once submitted
Request comes via email, may show
QuickBase information
Mention but don’t demo:
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Follow-up information provided by ALR
after an ELD-CU RFI *must* be sent via
fax
ALR Incident Reporter * http://alrir.800ageinfo.com