Incident Management for the
Office of Children, Youth and Families
Incident Management
PCCYFS
June 27, 2007
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
2
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
Regional
Information
Sessions
Readiness
Assessment / Role
Mapping
User Registration
(LMS)
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
3
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
4
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
5
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
6
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.
6/25/2007
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.
6/11/2007
6/15/2007
3
Coordinate / Monitor the completion of Role Mapping activities, with
assistance of Business Partner Administrator
6/11/2007
6/22/2007
4
Regional / County IM Liaisons Only: Send completed Role Tracking
Spreadsheet to c-mallison@state.pa.us (OCYF IM Implementation
Team)
6/11/2007
6/29/2007
5
Instruct users to access, download and review training materials on the
Learning Management System (LMS)
6/25/2007
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
7/16/2007
7/16/2007
GO-LIVE!
7
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)
8
Establish process to gather user questions and issues during post GOLIVE timeframe.
7/9/2007
7/13/2007
9
Participate in post-implementation support efforts
7/16/2007
8/17/2007
7
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
8
Business Partner Administrator - Checklist
#
Task
Start by
Complete
by
6/1/2007
6/14/2007
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)
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)
6/18/2007
6/22/2007
3
Work with your organization's Incident Management Liaison to help
identify the roles needed for all staff who be using HCSIS
6/11/2007
6/22/2007
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
6/22/2007
6/29/2007
5
Ensure all end users identified during the Role Mapping activity
complete and fax the HCSIS User Agreement to the HCSIS Help Desk
at 717-540-0960.
6/11/2007
6/29/2007
7
Set up users for your organization in Learning Management System
(LMS)
6/22/2007
7/6/2007
8
Set up users in HCSIS / Unified Security (USEC)
7/2/2007
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
GO-LIVE!
7/16/2007
7/16/2007
10
9
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
10
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
Southeast
Central
Northeast
Monday
Tuesday
Tuesday
Wednesday
1:30pm-2:30pm
10:30am-11:30am
1:30pm -2:30pm
10:30-11:30am
11
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?
12
Feedback and Questions