Ohio Statewide Automated Child Welfare Information System

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Ohio Statewide AutomatedChild Welfare
Information System

• User Group Meeting
• August 25, 2006

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Agenda

• Welcome and Housekeeping
• SACWIS Update
• Review of data clean up reports
• Review data conversion reports
• Wrap Up / Next Meeting

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Pilot Implementation Status Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

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Pilot Implementation

• Pilot Implementation Successfully Initiated In
  Muskingum PCSA On August 7th
• On-site Project Team Working Hand In Hand With
  Muskingum Staff
• Overall Good Progress And A Positive Morale From
  The County
• Twice Daily Conference Calls With On-site Pilot
  Team
• OCF Training Complete (Pilot) 8/11/06
• On-Site Team at OCF during Week of 8/14

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Tickets by Area
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UAT and SACWIS Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

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User Acceptance Test (UAT)

• Functional Testing
• 139 of 154 UAT scenarios have passed
• Outstanding scenarios report dependent
• Using Muskingum data
• Functional Defects
• 12 Critical / High
• 81 Medium / Low
• System Is Stable And Number Of Open Defects Has
  Declined Significantly

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SACWIS Reports

• 81 Priority One Reports Delivered Into Pilot On
  8/7/06
• 6 Priority One Reports On Hold Due To Financial
  Interfaces Or Undergoing Additional Testing
• Reports Are Being Utilized In The Day To Day
  Workflow At Muskingum
• Continued

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SACWIS Reports

• Testing Of 60 Priority 2 3 Reports Remains A
  Priority For All UAT Teams
• 20 Priority 2 3 Reports Have Passed In UAT
• 18 Of The 20 Passed Reports Are Being Made
  Available To Pilot
• The Remaining Reports Will Be Moved Into Pilot No
  Later Than 45 Days Into The Pilot Period

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SACWIS Reports

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Data Clean-Up Reports
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

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Data Clean-up Reports

• Duplicate Persons
• Duplicate Families
• Duplicate SSN
• Facility ID
• Duplicate Provider

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Duplicate Report Q A

• Q What do we need to do with a person who has
  Events attached to both people who we have
  identified as being duplicate
• A The events would need to be combined (where
  appropriate) on the Person record which the
  county wishes to retain. The events should be
  deleted from the person record which the county
  does not want to retain. Only the record which
  the county has chosen to retain should be
  maintained in the system. Counties should then
  change the name of the record that they do not
  want to be converted (where the Events have been
  deleted) to the state standard of Duplicate in
  the first name field and Client in the last
  name field or their chosen standard naming
  convention. These unwanted records will then
  be skipped during the countys conversion.

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Duplicate Report Q A

• Q What does it mean when we find Convert
  entered in the first and last name fields on the
  report?
• A For the person IDs with first and/or last
  names of Convert, this is an indication that
  there was a partial record in MicroFACSIS that
  did not have a home when the data was converted
  to SIS. Review these records to determine if the
  converted information should be attached to a
  known individual. (cont)

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Duplicate Report Q A

• If it can Attach the information to the correct
  individual and change the name of the person ID
  in question to your standard naming convention
  that it will not be converted.
• If it cant It should be determined whether
  this information was of value and worth keeping.
  If it is, do nothing. If it isnt, change the
  name to the standard naming convention and the
  data wont be converted.

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Duplicate Report Q A

• Q What happens if the duplicate family names
  are connected to Case Plans, Risk Assessments and
  SARs and they occurred on different dates.
• A This would be an instance where you would
  identify the names on the spreadsheet. Since
  these families cannot be combined without losing
  data, we will have to merge them outside of SIS.

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Duplicate Report Q A

• Q When a person is listed in SIS as an alleged
  perpetrator and a resource, what should the
  county do?
• A Even though a person may be associated with
  multiple cases, the person should only be
  registered once. In conversion from MicroFACSIS
  to SIS, separate persons were created because the
  system was not able to determine if individuals
  were the same. It is suggested that counties
  link one person to all resource records and cases.

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Duplicate Report Q A

• Q Several of the families listed are really
  different families. What do we do with those.
• A If you identify two families with the same
  name that are really different families, you can
  do one of two things. You can further specify
  the families name or you can leave the names as
  they are.

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Duplicate Report Q A

• I.E. Two families exist with the name of Smith
• Differentiate between the two families by
  including the head of household.
• Now the families will exist as Smith, April and
  Smith June
• If no changes are made, these names will
  continue to appear on the report as duplicate
  even though you have determined that they are not.

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Conversion Error Report
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

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Conversion Error Reports

• 092 ACV For Adults
• No 216 For ACV In 092
• I00 With No 092 Or 092 With No I00
• Events Outside Of 010/090
• Future Dates
• Intake Role Of OIP With No DOB
• Invalid SSN
• Case Opening Prior To DOB

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Conversion Error Reports

• Informational Case Report
• Resource Name Missing
• Resource Type Status
• Resource Address Error
• Resource Contact Information
• Resource Marital Status
• Resource Marital Status Effective Date

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SACWIS Conversion Report

• 092 Acv Events Occurring For Adults
• 092 (Central Registry Event)
• ACV 18 and older
• Impact to Case Status
• Correct role in 092 or DOB

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SACWIS Conversion Report 092 ACV Events
Occurring for Adults Informational Report
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SACWIS Conversion Report

• Person Event Error Report 092 216
• 092 (Central Registry) Event
• ACV identified
• No corresponding 216 Event (Disposition/Finding)
• Add 216 Event to correspond with the 092

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SACWIS Conversion Report Person Event Error
Report 092 216
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SACWIS Conversion Report

• Incidents Missing I00 and/or 092 Events
• I00 (Report of Child Abuse and Neglect Received)
  and/or 092 Event (Central Registry Registration)
  do not exist
• No allegation in SACWIS
• No ACV or AP
• Enter missing I00 or 092

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SACWIS Conversion Report
Incidents with Missing I00 and/or 092 Events

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SACWIS Conversion Report

• Person Event Error Report 010 090
• Events occur outside of 010 (Case Opening) and
  090 (Case Closing Event)
• Exceptions
• 092 Central Registry Registration
• 128 Emancipated Youth Information
• 216 Disposition/Finding
• 218 Note of Disposition Sent
• 226 Physical Exam Completed
• All County Events

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SACWIS Conversion Report

• Person Event Error Report 010 090
• Re-Enter identified event with correct date
• Event data will convert as is
• Violates Business Rule
• Unable to view converted data
• Unable to complete business process

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SACWIS Conversion Report Person Event Error
Report 010 090
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SACWIS Conversion Report

• Events with future dates
• Enter the event with the correct date
• Accept the date as is
• Violates Business Rule
• Unable to view converted data
• Unable to complete business process

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SACWIS Conversion Error Report Future Event
Dates Error Report
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SACWIS Conversion Report

• Person Error Reports
• IP1 Intake Participant Role
• SIS Role in Incident
• Other Involved Person
• SACWIS Role in Intake
• Other Involved Adult
• Other Involved Child
• Date of Birth used to determine role
• Default
• Other Involved Adult

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SACWIS Conversion Report Person Error Report
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SACWIS Conversion Report Person Error Report

• SSN1 Invalid Social Security Number Error
• A SSN is invalid if
• The first three digits are above 770, and
• If any of the three groups of digits are all
  zeroes
• Correct SSN or convert as is

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SACWIS Conversion Report Person Error Report
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SACWIS Conversion Report

• COEBB Case Opening Event Before Birth Error
• The 010 (case opening) event is occurring prior
  to a persons date of birth

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SACWIS Conversion Report Person Error Report
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SACWIS Conversion Report Person Error Report

• HFN Invalid Host FACSIS Number
• SETSCASE Invalid SETS Case Number
• 10 digit number
• MEDN Invalid Medicaid/Medicare Number
• 12 digit number
• PERPHN Invalid Person Phone Number
• PROPHN Invalid Provide Phone Number
• XXX-XXX-XXXX

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SACWIS Conversion Report Person Error Report

• IV-EN Invalid Title IV-E Number
• 12-digit number following 1 of the 2 formats
  listed below
• First two digits representing the county
• Third digit is either 7 for FCM or 8 for AA
• Last two digits are 03 29
• ------------------------------------------
• First three digits are 0 followed by two digit
  county number
• Next 7 digits are identified by the county
• Last two digits 80

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SACWIS Conversion Report
Invalid Formats Informational Report
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SACWIS Conversion Report

• Person Event 080, 082 168 Error Report
• 082 Change in custody event and/or 168 extension
  of Temporary Custody exists with no 080 Initial
  Custody
• Add missing 080 Event
• Delete invalid 082 and/or 168

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SACWIS Conversion Report
Person Event Error Report 080, 082 168
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SACWIS Conversion Report

• Event 368 (Adoption Assistance Special Needs)
  exists without a 370 Event (AA Initial
  Determination)
• Add missing 370 Event
• Delete 368 Event

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SACWIS Conversion Report
Person Event Error Report 368 370
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SACWIS Conversion Report

• Person Event 162 170 Error Report
• Event 170 (Additional Adjudication) exists
  without corresponding 162 Event
• Re-enter 170 with same date as 162

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SACWIS Conversion Report

• RNM - Resource Name Missing error
• Resource will not convert
• Impact to placements

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SACWIS Conversion Report

• RCTS - Resource Current Type Status error
• Provider Type Default Status
• ADOPTIVE CARE - Closed
• CHILDREN RESIDENTIAL CENTER - Closed
• FOSTERCARE - Closed
• GROUPHOME - Closed
• HOSPITAL - Active
• INDEPENDENT LIVING - Active
• JUVENILE DETENTION FACILITY - Active
• KINSHIPCARE RELATIVE - Closed
• OTHER - Closed
• RESIDENTIAL PARENTING FACILITY - Closed
• KINSHIPCARE NONRELATIVE - Closed

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SACWIS Conversion Report

• Resource Event List
• 861 Active Resource
• 826 Relative Home Approved
• 746 List Family with OAPL
• 867 Close Resource
• 828 Terminate Relative Home
• 816 Certificate Terminated
• 760 Close Adoptive Home
• 800 Completed Application Received
• 804 License Issued
• 808 Application Denial/Withdrawal
• 740 Approved Application Received
• 742 Adoptive Home Study Approved
• 744 Adoptive Home Study Not Approved

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SACWIS Conversion Report

• Informational Note
• If a Provider does not have an active status
  based on the above events, the conversion team
  will look at the 060 Initial placement and 062
  Subsequent placement to identify an Active
  placement, in order to determine a Provider
  status.

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SACWIS Conversion Report Provider
Error Report

• RAM Resource Address Error
• RCIM Resource Contact Information Error
• Active and Inactive Providers
• Required in SACWIS
• Payments to providers affects

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SACWIS Conversion Report Provider
Error Report

• RMSEDM Resource Marital Status
• Effective Date Missing Error
• Exceptions
• Group Homes
• Residential Centers
• Valid data required
• Resource Members Person Record
• Default date 01/01/1900

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SACWIS Conversion Report Provider
Error Report

• RCE Resource Capacity Excessive Error
• Capacity exceeds 99
• Informational only
• Improve data integrity

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SACWIS Conversion Report Provider
Error Report
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SACWIS Conversion Report

• Resource Missing Recommending Agency Error Report
• ARRAM - Adoptive Resource Recommending Agency
  Missing error
• FCRRAM - Foster Care Resource Recommending Agency
  Missing error
• OTHRAM - Other Resource Recommending Agency
  Missing error
• 20 - DHS Licensed GH
• 30 - Licensed Public CRC
• 31 - Licensed Private CRC
• 54 - Maternity Home

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SACWIS Conversion Report Resource Missing
Recommending Agency Error Report
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SACWIS Conversion Report

• Active Home Providers Informational Report
• Non Foster (01) providers
• Enter 867 (Close Resource) event for non-adoptive
  resources
• Enter 760 (Close Adoptive Home) event for
  adoptive resources

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SACWIS Conversion Report Active Home Providers
Informational Report
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SACWIS Conversion Report

• Adoptive Events Posted for Non-Adoptive Resources
• Adoptive Events generate Adoptive Home Study
• Remove Adoptive Events from record that is not 40
  or 41

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SACWIS Conversion Report
Adoptive Events Posted for Non-Adoptive Resources
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SACWIS Conversion Report

• Adoptive Parent Name Missing for Adoption
  Assistance Error Report
• Payee Information required in SACWIS
• 372 (Payee Name) determine
• Report identifies two scenarios
• Payee has no Person Record
• Provider Member does not match Person Record

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SACWIS Conversion Report
Adoptive Parent Name Missing for Adoption
Assistance Error Report
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SACWIS Conversion Report

• Worker Assignment Error Report
• Assignment begin date must be greater than or
  equal to the position begin date in SIS (for
  historical employees) or the Target Population
  spreadsheet (for current employees)
• Historical Assignments will not display

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SACWIS Conversion Report
Worker Assignment Error Report
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SACWIS Conversion Report

• Worker Comments Informational Report
• No target location for data
• Data will not be converted
• County will have to manually track

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Wrap-Up/Next Meeting
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM