Incident Management State-wide Implementation Overview

May/June 2007

Incident Management for the Office of Children, Youth and Families

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Agenda

• Overview• System Demonstration• State-wide Implementation Plan

• State-wide Implementation Approach• Key Players

• Feedback / Questions

Overview

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What Are We Doing?

• Utilizing one of the DPW’s current systems (HCSIS) to support on-line reporting of reportable incidents within the OCYF

• Taking the base system (HCSIS) and modifying it to meet OCYF needs for reporting:– Workflow– Language/field labels– System roles

• Capturing Self-Reported incidents for Foster Family Care Agencies & Residential Facilities (Regulations 3130, 3700 & 3800)

The goal is to use HCSIS to replace our manual, paper-based process for incident reporting

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Why Are We Implementing A New System?

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It’s All About The Benefits…

• Decreased duplication of reporting

• Increased efficiency • Standardized processes• Improved ability to provide

technical assistance to counties

• Improved ability to provide technical assistance to our provider network

Implementing this system is a critical step in supporting our ability to assure the safety of the children and youth we serve

An online incident management system will bring many benefits:

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Who Has Helped Get Us This Far?

• Department of Public Welfare– Office of Policy Development– Office of Children, Youth and Families– Office of Mental Health and Substance Abuse Services– Office of Administration

• Juvenile Court Judges Commission• County Commissioners Association

– Pennsylvania Children and Youth Administrators– Juvenile Detention Centers Association

• Pennsylvania Council of Children, Youth and Families Services• Pennsylvania Community Providers Association• Allegheny Department of Human Services

Stakeholder participation is critical to the success of this process

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What Is HCSIS?

• The Department of Public Welfare’s Home and Community Services Information System supporting PA’s HCBS Programs and MA Waivers

• Web-enabled System: The system can be accessed by authorized users from any computer with access to the internet.

• Access is crafted based on need: Access to the system is based on defined roles and need.

• Central Information System: Information entered into the system from the field is accessible in real-time at the central office as required

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Who Currently Uses HCSIS For Incident Management?

• Office of Developmental Programs (ODP)– The on-line automated system supports Incident Management for

individuals in State Centers, ICF/MR’s and in the community

– All county MH/MR programs and Supports Coordination entities are currently using system and has been operational for 3 1/2 years

– The Incident Management module contains demographic information for 56,000 individuals and 800 provider records

• Office of Mental Health and Substance Abuse Services (OMHSAS)– OMHSAS is live as of 11/1/2006– 83 LTSR and CRR Providers (Adults)

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OCYF Incident Management Workflow & Structure

We understand that provider agencies are different; some will have a person who identifies the incident report it, others will centralize the

process

System Demonstration

State-wide Implementation Plan

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Implementation Overview

• Pilot–10 providers and 40 provider

facilities Northeast Region–GO-LIVE date: May 7th

• State-wide–Target GO-LIVE date: mid-July

OCYF Incident Management implementation will occur in two major phases:

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State-wide Roll-out Strategy

• Using the “Big Bang” approach– Giving operational access to all

Regions, Counties, Providers at the same time

• Implementation activities:– Communications– Readiness Activities– Training– Support

Implementation activities focus on properly preparing organizations to set themselves up to use the OCYF IM system

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State-wide Implementation Scope

Note: Estimated numbers, based upon aggregated, state-wide data from DPW databases.

Estimated State-wide User Base: 3,000-5,000 users

By the numbers…•4 Regions•67 Counties•400 Provider (Legal Entities)•1200 Provider Facilities•1000 Incident Management Liaisons•500 Business Partner Administrators

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State-wide Implementation Plan

April May June July

Week of 4/2 4/9 4/16 4/23 4/30 5/7 5/14 5/21 5/28 6/4 6/11 6/18 6/25 7/2 7/9 7/16 7/23

Implementation Planning for State- wide roll-out

PILOT GO-LIVE

Provider Data Load

Identification of IM Liaisons / BP Administrators

Conduct Regional Information Sessions

Complete Readiness Assessment / Role Mapping

Complete User Registration (LMS)

Complete User Registration (HCSIS)

Complete Training Requirements

GO-LIVE

Post GO-LIVE Support

Ongoing Communications

MilestoneEstimated TimeframesKey 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

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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 understanding of training materials found on LMS

State-wide Implementation Approach

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State-wide Implementation Model

DPW / OCYFDPW / OCYF

County IM Liaison

County IM Liaison

Provider IM Liaison

Provider IM Liaison

Region IM Liaison

Region IM Liaison

Provider IM Liaisons (Site)

Provider IM Liaisons(Site)

Regional Staff

Regional Staff

AssociationsAssociationsODP

OMHSASOMAP

ODPOMHSAS

OMAP

The implementation model has three tiers:

Formal Link

Informal Link

County C&Y, JPO IM Liaisons

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)

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State-wide Implementation Model: State Level

Key Responsibilities:• Overall Project Management• Develop key communications/support

materials• Communicate with Associations and

other DPW stakeholders• Support Regional IM Liaisons during

implementation • Provide Policy Advice to Regions

DPW / OCYFDPW / OCYF

County IM Liaison

County IM Liaison

Provider IM Liaison

Provider IM Liaison

Region IM Liaison

Region IM Liaison

Provider IM Liaisons(Site)

Provider IM Liaisons(Site)

Regional Staff

Regional Staff

AssociationsAssociationsODP

OMHSASOMAP

ODPOMHSAS

OMAP

County C&Y, JPO IM Liaisons

County C&Y, JPO IM Liaisons

Tier 1: State Level

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State-wide Implementation Model: Regional Level

Key Responsibilities:• Primary Liaison with Program Office/

Implementation Team• Oversee completion of Implementation

activities at Regional Level• Disseminate key communications/

support materials within Region and to County / Provider IM Liaisons

• Monitor progress of County/Provider Liaisons IM Liaisons

• Provide Policy Advice to Providers/ Counties

Tier 2: Regional Level

DPW / OCYFDPW / OCYF

County IM Liaison

County IM Liaison

Provider IM Liaison

Provider IM Liaison

Region IM Liaison

Region IM Liaison

Provider IM Liaisons(Site)

Provider IM Liaisons(Site)

Regional Staff

Regional Staff

AssociationsAssociationsODP

OMHSASOMAP

ODPOMHSAS

OMAP

County C&Y, JPO IM Liaisons

County C&Y, JPO IM Liaisons

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State-wide Implementation Model: County / Provider Level

Key Responsibilities:• County / Provider IM Liaisons

disseminate communications and materials to their respective organizations

• Provider IM Liaisons (Legal Entity) to disseminate communications and materials to Provider IM Liaisons (Site)

• Provide Regional IM Liaisons with progress updates, questions, issues during Implementation

• Monitor completion of Implementation activities at local/site level

Tier 3: County / Provider Level

DPW / OCYFDPW / OCYF

County IM Liaison

County IM Liaison

Provider IM Liaison

Provider IM Liaison

Region IM Liaison

Region IM Liaison

Provider IM Liaisons(Site)

Provider IM Liaisons(Site)

Regional Staff

Regional Staff

AssociationsAssociationsODP

OMHSASOMAP

ODPOMHSAS

OMAP

County C&Y, JPO IM Liaisons

County C&Y, JPO IM Liaisons

Key Players

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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

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Incident Management Liaison - Checklist

# Task Start byComplete

by

1 Schedule / Participate in regular IM Liaison status calls to discuss implementation topics, monitor progress, etc. 5/25/2007 7/27/2007

2Review 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.

5/28/2007 6/1/2007

3 Coordinate / Monitor the completion of Role Mapping activities, with assistance of Business Partner Administrator

5/29/2007 6/18/2007

4Send completed Role Mapping information to the OCYF Implementation Team at c-mallison@state.pa.us (This step applies to Regional / County IM Liaisons Only)

5/29/2007 6/18/2007

5 Instruct users to access, download and review training materials on the Learning Management System (LMS)

7/2/2007 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

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GO-LIVE - Instruct users to begin using HCSIS/OCYF IM system to enter and finalize incident reports, consumer demographic data, in HCSIS (County / Provider); review and approve incidents (County / Region)

7/16/2007 7/16/2007

8 Establish process to gather user questions and issues 7/9/2007 7/13/2007

9 Participate in post-implementation support efforts 7/16/2007 8/17/2007

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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

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Business Partner Administrator - Checklist

# Task Start byComplete

by

1Verify staff who will be using HCSIS have PCs, printers and internet/network access. (Refer to the OCYF IM User Survey for Technology Requirements)

5/25/2007 6/14/2007

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)

5/28/2007 6/1/2007

3 Work with your organization's Incident Management Liaison to help identify the roles needed for all staff who be using HCSIS

5/29/2007 6/18/2007

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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

6/4/2007 6/8/2007

5Ensure all end users identified in the Role Mapping activity complete and fax the HCSIS User Agreement to the HCSIS Help Desk at 717- 540-0960

6/11/2007 6/22/2007

6 Review Business Partner Administrator Training on the LMS 6/11/2007 6/15/2007

7 Set up users for your organization in Learning Management System (LMS)

6/19/2007 7/2/2007

8 Set up users in HCSIS / Unified Security (USEC) 6/25/2007 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

Communications

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How Will We Communicate?

Communications will be via:

• Emails through Regional IM Liaisons

• Regular status calls with IM Liaisons

• Regional Information Sessions• Presentations at Association

meetings/conferences

Proper communications will facilitate stakeholders awareness of implementation activities and their role and

responsibilities during implementation

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Next Steps

Organizations will need to complete the following steps during the State-wide implementation:

# Task Start by Complete by

1Complete OCYF IM User Survey to identify the Incident Management Liaisons and Business Partner Administrators

5/2/2007 5/25/2007

2 Attend Regional Information Session 5/30/2007 6/15/2007

3 Conduct Role Mapping Activities 5/29/2007 6/18/2007

4 Set up users in Learning Management System 6/19/2007 7/6/2007

5 Set up users in HCSIS/OCYF IM System 6/25/2007 7/13/2007

6 Complete recommended training requirements 6/25/2007 7/13/2007

7 Start using OCYF IM System in July! 7/16/2007

Feedback and Questions