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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

Incident Management for the

Office of Children, Youth and Families

Incident Management


June 27, 2007

implementation overview
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
state wide implementation plan

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

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
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 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
business partner administrator
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
progress check
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
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 Wednesday 10:30-11:30am
what we are hearing questions concerns
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?