Incident management pccyfs june 27 2007
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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

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Incident Management PCCYFS June 27, 2007

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Incident Management for the

Office of Children, Youth and Families

Incident Management


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

Estimated Timeframes


State-wide Implementation Plan

  • 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

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

State-wide Implementation Model

The implementation model has three tiers:


Tier 1: State





Region IM Liaison

Regional Staff

Tier 2: Region

County IM Liaison

Provider IM Liaison

Tier 3: County / Provider

County C&Y, JPO IM Liaisons

Provider IM Liaisons


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

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

Incident Management Liaison - Checklist

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

Business Partner Administrator - Checklist

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

Weekly IM Liaison Calls


  • Implementation update

  • Review implementation activities and issues

  • Q&A: Questions submitted in advance to Regional IM Liaison


    Weeks of 6/25, 7/9, 7/16

    Days and Times:

    • Western Monday 1:30pm-2:30pm

    • Southeast Tuesday 10:30am-11:30am

    • Central Tuesday 1:30pm -2:30pm

    • Northeast Wednesday10:30-11:30am

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?

Feedback and Questions

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