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Incident Management State-wide Implementation Overview May/June 2007

Incident Management for the Office of Children, Youth and Families. Incident Management State-wide Implementation Overview May/June 2007. Agenda. Overview. What Are We Doing?.

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Incident Management State-wide Implementation Overview May/June 2007

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  1. Incident Management for the Office of Children, Youth and Families Incident Management State-wide Implementation Overview May/June 2007

  2. Agenda

  3. Overview

  4. 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

  5. Why Are We Implementing A New System?

  6. It’s All About The Benefits… An online incident management system will bring many 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

  7. 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

  8. 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

  9. 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)

  10. 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

  11. System Demonstration

  12. State-wide Implementation Plan

  13. Implementation Overview OCYF Incident Management implementation will occur in two major phases: • Pilot • 10 providers and 40 provider facilities Northeast Region • GO-LIVE date: May 7th • State-wide • Target GO-LIVE date: mid-July

  14. 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

  15. State-wide Implementation Scope By the numbers… • 4 Regions • 67 Counties • 400 Provider (Legal Entities) • 1200 Provider Facilities • 1000 Incident Management Liaisons • 500 Business Partner Administrators Estimated State-wide User Base: 3,000-5,000 users Note: Estimated numbers, based upon aggregated, state-wide data from DPW databases.

  16. Estimated Timeframes Milestone 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

  17. 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

  18. State-wide Implementation Approach

  19. State-wide Implementation Model The implementation model has three tiers: DPW / OCYF Tier 1: State Associations ODP OMHSAS OMAP 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 (Site) 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

  20. 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 Tier 1: State Level

  21. 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

  22. 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

  23. Key Players

  24. 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

  25. Incident Management Liaison - Checklist

  26. 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

  27. Business Partner Administrator - Checklist

  28. Communications

  29. 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

  30. Next Steps Organizations will need to complete the following steps during the State-wide implementation:

  31. Feedback and Questions

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