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Incident Management PCCYFS June 27, 2007

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

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  1. Incident Management for the Office of Children, Youth and Families Incident Management PCCYFS June 27, 2007

  2. 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

  3. 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

  4. 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

  5. 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

  6. 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

  7. Incident Management Liaison - Checklist

  8. 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

  9. Business Partner Administrator - Checklist

  10. 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

  11. Weekly IM Liaison Calls Purpose: • Implementation update • Review implementation activities and issues • Q&A: Questions submitted in advance to Regional IM Liaison Schedule: 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

  12. 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?

  13. Feedback and Questions

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