Workers Compensation \ Occupational Safety Health Management Information System

1. Workers Compensation \ Occupational Safety Health Management Information System 3rd Annual Federal Workers’ Compensation Conference 21-24 August 2001 Prepared By: Rocco A. DiFronzo Sr. Program Manager, Client Server Section Austin Automation Center, Austin Texas 78772

2. Remedy for Scalability Issues: • Organizational Structure differences had to be addressed. • The agency’s organizational structure allows us to identify how the agency is broken down and what level of granularity can be identified. • Changes to the database enable developers to identify : • Organizational Structure • Fiscal Responsibility • Reporting Responsibility • The structures are easily applied which reduces time in setting up new agencies. • The software only grows with added functionality, not when new agencies are added. • The new screens are more appealing, consolidated when necessary and when it makes sense and the functionality reduces the number of keystrokes. • Software standards are instituted along with standardized screens. Specific code groups are isolated, screens identified by number and routines referred to by screen number and location. This simplifies the maintenance process immensely.

3. Software Requirements Identified • Software scalability. • Reduce the degree of difficulty in bringing new agencies on line. • Ensure software growth does not affect performance and reliability. • Graphical User Interface must be User friendly. • Software standards must be established to ease maintenance. • Modifications needed to accommodate new agencies, and the level of granularity for existing WC\OSH MIS customers. • Organizational structure differences must be anticipated and accommodated. • Agency differences must be addressed along with agency specific terminology. • Customers with unique access needs must be addressed and resolved. • Granularity of information must be addressed and resolved. • Technology changes. • Antiquated software and outdated technology must be changed to speed up system operation. • Software life cycles must be in place.

4. Modifications Defined: • Organizational structure is defined with Hierarchy design tool.

5. Modifications Defined (continued): • Agency differences are addressed by adding an Agency Tool. This identifies the agency specific terminology that it applies to that structure. This way, the agency can get reports that make sense to them. • Customers who don’t quite fit in a set structure can be given the access they need. This adds another level of flexibility which expands the software’s functionality. • Information provided by the software can be broken down to the lowest level by the addition of an organization table. This will list all the individual entities and allow for fiscal and reporting responsibility to be identified. It will also identify entity groupings.

6. Technology Changes Addressed: • Visual Basic 3.0 and 4.0 16 bit code is replaced with 32 bit 6.0 code. • Duplication in code is eliminated and like routines located in one place versus several. • The database tables will be streamlined and indexed, taking advantage of newer technological advances which increase speed. • The software life cycle is defined and includes version control. This ensures that maintenance and development classification and reporting is accurate. • Object Oriented Programming (OOP) is instituted which ensures that the process is repeatable, maintainable and economic with regards to cost of new development. • The OOP utilizes a self documenting design which institutes standardization of code and coding components.

8. WC\OSH MIS Logon Screen • The Agency’s logo has been added along with the name of the agency. • The Federal Computer System warning is still on the logon screen. • The Privacy Act has been added which reduces the number of keystrokes encountered when logging on to the system. • The title bar identifies which agency Workers Compensation Program is being used. • The standard Microsoft menu standards are still a part of the logon screen and additional toolbar buttons have been added. • The standard screens include screen name current system date and time. This will ensure that if an error occurs and the user’s session is terminated, that this information is relayed back to Austin. Upon notification, a help desk attendant can call the user back and attempt to remedy the problem if it is caused by the software.

9. Security • There are three levels of security. • Server sign on. • Application sign on. • Internal Oracle roles. • The ability to change passwords exists only on the logon screen. • Passwords are encrypted and new security rules are in place as listed below: • Cannot use or resemble your last three passwords. • Cannot use proper words or you user id. • Double characters are not allowed, like the word willing. • Must use a combination of upper case, lower case and numbers. • Must change the password every 90 days. • Users are inactivated after 90 days of inactivity.

12. WC\OSH MIS Alerts Screen • This screen allows the System Administrators to go right into the Users table without having to go through all the other screens. • There is a programmers button only available to those tasked with maintenance of the system and software. This was developed for agencies who want to run their own system. In this case, maintenance and upgrades are not included. • Mail Message Alerts are unread messages. A red check will appear on the button face when there are unread messages, otherwise the check will be black. • Incident Log Alerts will appear when there CA-1’s or CA-2’s that have been rejected by DOL. • The greeting and system update / sign-on information was added on this screen which eliminates another keystroke.

14. WC\OSH MIS Administrator’s Screen • The System Administrators Screen allows the individual user to assign access to new users quickly and easily. • Updating or changing a user’s access is as easy as checking a box. • Activating a user after they have been deactivated is just as easy. • There is no complicated access combinations to remember. • In addition, the Administrators will be able to sort by user id or by name. He/she will be able to find an individual user by user id or last name. • Database roles are assigned as follows: • Agency Administrators • No Data Entry • Data Entry • System Administrators

18. When the red check mark is pressed, (as shown on the next slide) a listing appears at the button of the alerts screen. If the user double clicks the individual mail message, it will cause that message to be displayed. • It must be noted that most users of the system will only see the mail and incident log buttons. (as shown in the second of the next two slides) • If there are no alerts and a black button is pressed, a message will appear. (see the third of the next 3 screens) • When the user is done with the alerts listing the can either press the done button or the WC logo button on the toolbar to continue.

19. WC\OSH MIS Gateway Screen • This screen is named the gateway because it activates the different modules. The reason for splitting the WC\OSH MIS into individual modules is to ease development and to eliminate portions of the software that are not desired or required by the individual agency. • This also pairs the program down into functional areas. Improves performance of the system and makes development efforts more concise in accountability. • It must be noted, that everyone will not have all the buttons. But depending on the needs of the agency, all applicable buttons will be provided. • Another reason for separate modules in the OOP design, is for future portability to a web environment.

21. WC\OSH MIS Select/Sort Screen • This screen will identify to the user, his/her access in hierarchy form. This that it is built once when the user logs on to the system. This enforces the security level granted by the System Administrator to the individual user. • The new design includes OWCP and Safety sides in one presentation. Duplication was eliminated but not functionality. • Four different dates are available. The Fiscal Year, Chargeback Year, and a date range “from and to” which can be used for Calendar Year or specific dates for reports. • The most useful addition is the three different views that the software now accommodates. The Statistical or Summary View the Detailed View and where appropriate, the Graphical view. Administrator and Executive and Mid level Managers can get Summary and Graphical data. Administrative and Data Entry level users can get the detailed data.

23. WC\OSH MIS Reports Selection Screen • The Reports Selection Screen lists all the reports available to the user. It is an extensive list of report groups and they are: • Analysis Reports • Case Listing Reports • Cost Reports • Employee Count Report • Excluded Provider Report • Federal Worker 2000 Initiative Reports • Code Listing Reports • Custom Query Download • Frequency Distribution By Category Report • Organization Listing Report • The following shows how they are selected.

31. WC\OSH MIS Incident Log • The incident log is provided as a tool for documenting incidents as they occur, and for filling out CA-1 and CA-2 Forms which are sent electronically to the Department of Labor. • The forms are displayed as an actual form and filled out on screen. Once it is complete, it can be saved, printed and sent. • NOTE: Forms that have been sent to DOL cannot be changed in the system unless they are rejected by DOL. Once the form has been accepted, any changes must be done by DOL. • Other forms are available, and they can be filled in on screen, but the save and transmit functionality is not yet available.

36. WC\OSH MIS Closing Remarks • The WC\OSH MIS is a valuable tool that gives Case Managers access to a wide range of case information and reports. • The changes in the software, the process by which it is developed and maintained ensures that future enhancements will be easier and cost effective. • By design, it is portable to any agency, and scalable to fit any organizational structure. It also reduces the time required to get new agencies up and running. • The system incorporates a proactive posture with regards to system failures and is more intuitive with regards to the users. • It re-enforces security and enhances control of access. • It includes a tutorial for using the system. • Finally, a tool is only as good as the operator. We are committed to meeting the needs of the user, and welcome new ideas and criticism.

37. QUESTIONS ?