BTOTS Web Beta Testing Kickoff Meeting

1. BTOTS Web Beta TestingKickoff Meeting February 2, 2012

2. Welcome Parent Infant Program to the exciting world of BTOTS!

3. BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 BTOTS Web Beta Testing Basics • Purpose • Goals • Timeline • Using BTOTS Web during beta testing • Major controls • User interface in BTOTS Web • Data verification • Data migration clean-up

4. Purpose Validate that the system is right Validate that the system is capturing the right information (i.e., is it capturing the right data in the right way) Verify the system is correct Verify the system is working as designed (i.e., is it allowing you to enter and work with the data as intended by the developers) Capture system performance information Is the system usable with the intended load of users Confirm compatibility with EI program processes Ensure that each program’s internal processes are compatible BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

5. Beta Testing Goals Beta Testing Goals Identify and prioritize defects Defects vs. bugs Over 370,000 lines of code (~7,400 single spaced pages) Resolve critical defects before release Ensure that critical issues have been resolved Have a plan for resolving non-critical issues Improve system usability Identify areas of confusion or slow data entry Have a plan for improving trouble spots BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Project Goals • Complete • High Quality • Maintainable • Usable • High Value

6. Timeline BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

7. Timeline BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

8. Timeline Beta Testing Through first of April Pre-deploy First of April Beta checklists complete Critical issues resolved Critical reports in place Data verification passes Load testing passes Data Entry Training BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 DeploymentMid-April • Data clean-up complete • Provide support Provider TrainingDeploy + 2 Months • Non-critical issues resolved • Additional online help • Additional staff training * Estimated dates based on pre-conditions being met

9. Getting Started Provider Beta Testing List of beta tester emails and reset codes will be provided Beta Tester Accounts “Password Reset” Email will be sent to each beta test account Follow the instructions to enter a new password BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Password Reset Email Reset Password Page

10. Getting Started https://btots.health.utah.gov Login to your account Dashboard (successful) Account not verified (contact support) Beta Test User Accounts Administrator Accounts Data Entry Accounts Browser Support Firefox, Chrome, Safari, Internet Explorer (preferably IE 9.0) If unable to continue try one of the other preferred browsers (bold above) BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Dashboard after Login Account not verified message

11. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Account Information – account links and logout

12. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 SectionTabs – dropdown menus for major actions

13. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Quick Links – common actions and quick child locator

14. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Child Identifier – identifying information for the child

15. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Child Actions – next steps for the child (previously on the left)

16. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Edit Links – click to edit child information

17. Navigating BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Family Units – family groupings or households Family 1 a b c Primary Family Additional Family Other Contact Family 2 f d e

18. Navigating BTOTS Web Multiple Tabs Each child folder is opened in a new tab (or window) Keyboard Use Press “Alt” key for shortcuts(Firefox, Chrome, Safari) “Spacebar” for checkboxes and radio buttons Privacy Screen Displayed after no activity BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Multiple Tabs Shortcuts Privacy Screen

19. Major Controls Auto-complete Partial matches Sortable Tables Click table header to sort Date Picker Arrow keys Today’s date (“t”) Default date Pop-up BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 Auto-complete Sortable Tables Date Picker

20. Major Controls Person Picker Matches with existing people in the system Mechanism to add a new person to the system BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012 1 2 3

21. Data Verification & Data Cleanup Data Verification Data Cleanup A few children from each program are in an invalid state (e.g., activation dates don’t line up correctly due to multiple transfers) We will be providing you with child ID’s to fix in BTOTS Classic during beta testing BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

22. Beta Testing Procedures Three tracks: Admin [early intervention (EI) and Parent-Infant Program (PIP)] EI data entry PIP data entry How beta testers will communicate with BWEIP How BWEIP will communicate with beta testers Compatibility of internal program processes with BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

23. Admin Beta Testing Track BWEIP point-of-contact is Chris Wnek Focus will be on areas/tasks that EI and PIP administrators will use Some examples: Setting up user accounts Entering employee records Comprehensive System of Personnel Development BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

24. EI Data Entry Beta Testing Track Assigned BWEIP point-of-contact or BTOTS Helpline Focus on areas/tasks that EI data enterers and non administrative staff will use Some examples: EI-only referrals PIP referrals Assessments IFSPs Service visits Exits and deactivations BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

25. PIP BVI/PIP DHH Data Entry Beta Testing Track Assigned BWEIP point-of-contact or BTOTS Helpline Focus on areas/tasks that non administrative PIP staff will use Examples: PIP referrals PIP-specific vision and hearing information PIP visits BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

26. Beta Testing Schedules Six-week schedule for each beta testing track Schedule for each week will be posted Monday morning as an Excel file on the BWEIP website and also emailed to beta testers utahbabywatch.org > For EI Providers > BTOTS > BTOTS Web beta Each week, the beta tester will: Attempt each activity in the schedule and add information to the Excel file such as child IDs and notes/comments Save the Excel file as his or her name, e.g., “JohnDoe,” on his or her computer Email the Excel file to the program’s assigned BWEIP point-of-contact BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

27. Beta Testers’ Communication with BWEIP Support link on beta test site Use for reporting bugs, software problems, misspellings, incorrect drop-down lists Email or call your BWEIP point-of-contact Use if you have procedural questions BTOTS Helpline (1-801-584-8222) Use the helpline if your BWEIP point-of-contact is unavailable when you need assistance BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

28. Compatibility of Program Processes with BTOTS Web During beta testing, programs will be able to assess how changes in the user interface in BTOTS Web (compared to that in BTOTS Classic) may affect their internal processes For example, the data entry process for parent/guardian vs. non parent/guardian referrals will differ in BTOTS Web (whereas it was identical in BTOTS Classic) How will this data entry change impact how programs handle parent/guardian vs. non parent/guardian referrals? There may be no change for some programs but not others Programs will need to determine whether internal processes will be affected by how data entry occurs in BTOTS Web BTOTS Web Beta Testing Kickoff Meeting, February 2, 2012

29. Provider Questions? Provider Concerns?