11/17/10: Data Users Group Conference Call- During this call, the list of changes to the data system that will be rolling out during this fiscal year were discussed. The following key points were made:
- All information about the Enhancements will be available through the UF Web-Site. Information will also be shared through the Weekly memo, through Director/Coordinator calls, and through email, but everything will end up here.
- There is a list of item involved in the enhancements. Each item has a number that will be used as the standard reference for that item. For example, ES 75 refers to the request to collect either Yes or No instead of a simple checkbox for the question "Is the child Hispanic/Latino." ES Items are grouped into 4 stages that will be rougly implemented at the end of each quarter during FY 1011:
- Changes to the existing data system and reporting
- Creation of an IFSP Table to capture all IFSP dates, including each Periodic Review.
- Modifying the existing Demographic record into "Enrollment Records" that will be very similar to the Demographic record but allow LES Centers to record multiple participation periods (referral through a discharge) and accomodate the need to restart timelines for re-referrals
- Creating custom Service Coordinator Reports to assist LES Centers in identifying trigger dates and due dates in advance instead of always reporting after the due dates are past.
- There will not be much training time prior to implementation of the first section. An agreement was made during the call to roll-out the new IFSP table at the end of January, and to have training materials available to users no later than 01/15/10.
- meeting's agenda
- meeting's minutes (available as a link once ESSO finalizes them)
- The next users group meeting will be 01/19/11 at 10am.
11/12/10 The Project Plan was submitted in its final form to ESSO
12/09/10 - ESSO had some concerns about the design in 2 - New IFSP Table and are making modifications to the design plan. Once these changes are understood, a comment will be added to the 2 - New IFSP Table document and the documents for the individual ES Items referenced will be updated. This will obviously affect projected timelines for this phase.
12/09/10 - ESSO approved proposed changes in 1 - Changes to the Existing Data System. ES Items in 1 - Changes to the Existing System will roll out between 12/13/10 and 12/17/10.
12/15/10 - ESSO is deferring implementation of ES items in 1 - Changes to the Existing Data System pending close review of the document. These will NOT be rolled out until the Review Team completes a more thorough review, probably in January, 2011.
12/17/10 - ESSO requested that linked documents for each individual ES Item be removed until the Review Team approves the specifications.Once these changes are understood, the documents for the individual ES Items referenced will be updated and a link provided on this page. Each ES Item's document will include specific notes for any change from what was specified in the larger document. For example, ES 04 (Printer Friendly option for View Only Users) is included in the section called 1 - Changes to the Existing Data System document. Once the Review Team finishes, the document for ES 04 will be re-posted with all changes noted as link here.
01/14/11 - CMS-ESSO approved implementation of system changes in 1 - Changes to the Existing Data System with several revisions:
(ES 05)The range of dates for the Transition Conference Due Date is dependent upon the child's age at his/her initial IFSP:
- If no Initial IFSP has been entered, no date range will be displayed.
- If initial IFSP is prior to 27 months of age, then window is from 27 months old to 90 days before third birthday.
- If initial IFSP is on or after 27 months of age, but before 90 days before third birthday, then window is from initial IFSP date to 90 days before third birthday.
- If initial IFSP is 90 days or less from third birthday, no transition window applicable. Screen displays Not Applicable.
(ES 12) "LEA Notification Due Date" is to be re-labeled as "LEA Notification Goal Date."
(ES 58) Usage of Eligibility Category Codes representing Established Conditions (ECD1, ECD2, ECD4, ECDA, ECDH, ECDP, ECDV) will be locked down to selected ICD9s representing diagnoses on the ESSO Policy Established Condition List.
- This means that the system will not allow users to save a demographic record with an Established Condition Eligibility Category Code (ECD1, ECD2, ECD4, ECDA, ECDH, ECDP, ECDV) unless an appropriate ICD9 has been entered.
- Also, the data system will implement rules to prevent users from saving a demographic record if an invalid ICD9 is used. ICD9s are invalid if the code has been terminated as of the child's date of referral, or if ESSO has determined that it is an inappropriate diagnosis for the Early Steps population.
01/14/11 - (ES 62) - The documents have been updated with specifics regarding changes in labeling for report set-up and output.
02/03/11 - An Email was sent to data users announcing the load out for ES Items defined in 1 - Changes to the Existing Data System. This load out is scheduled for Monday, February 7th between 12-1pm EDT. During this hour, no users will be able to access the data system. Glitches and known issues will be posted to this page and the ES Data Home Page. Please check here before you call us, but contact us immediately if you have a problem we don't know about.
02/07/11 - Known Implementation Issues
- 4:30 pm - Resolved - printer friendly version of the Demographic is showing bad date formats from "See record"
- 3:15 pm - Resolved - Radio buttons are not moving when using "Copy to New" features in FSPSAs and Interventions. Users can use the "Copy to New" buttons without concerns. We will resolve the problem with the radio buttons in the 2nd frame.
- 2:15 pm - Resolved - Date issues (invalid strings) with saving FSPSA records
- 2:15 pm - Resolved - Issues regarding reserved character strings (META) in Find By and Child's Name- other kids should not be affected.
- 1:50 pm - Resolved - Printer friendly version of Demographic is showing bad date formats for Transition Conference due dates from "Add/Change record".
- 1:50 pm - Resolved - Printer friendly version of Demographic is showing bad date formats for LEA Notification Goal Date from "Add/Change record".
- Newer versions of the FSPSA Reports will NOT be loaded out on 02/07/11. The existing report should function normally.
- Documentation is still being revised for:
- Handbook: Reports-Child Count Overview-Updated 03/30/11
- Handbook: Reports- Excel Output - Updated 02/16/11
- Handbook: Reports- Fiscal/Billing - Updated 03/16/11
- Handbook: FSPSA Reporting - Updated 02/17/11
- Handbook: FSPSA Data Entry - Updated 02/10/11
02/08/11 Known Implementation Issues
- 2:50 pm - Hopefully resolved - more issues with dates in Demographic - users are getting an error about invalid date string when they click "Change", error references line 1998, line 272 when the button for the printer friendly version is clicked.
- 1:30 pm - Resolved - Kids with an event date (IFSP Date, DOB, etc.) that falls on a leap day (February 29th) cannot be edited due to the system trying to calculate the 3rd birthday as 02/29/11, which does not exist. Calculated dates falling on an invalid date should be rolled back 1 day.
- 10:30 am - Resolved - Users cannot save records due to reserved word "update" in Notes fields in Demographic, Intervention, FSPSA.
- 10:00 am - Resolved - Demographic print is running to 2 pages.
02/09/11 Known Implementation Issues
- 9:15 am - Resolved - Flag with P Fiscal Billing Reports have an error regarding "FLOC1" line 755.
- 9:00 am - Resolved - Demographic print version is still running to 2 pages on some printers.
- 8:30 am - Resolved - Some records with reserved words in the Notes field are still getting a "Call Gainesville" error message. Semicolons (;) are the main culprit - users should use commas (,)or colons (:) instead of semicolons until this is fixed.
02/10/11 Known Implementation Issues
- 3:00 pm - Updated 02/10/11 - The documentation for Handbook: FSPSA records has been updated an posted to the web-site.
- 3:00 pm - Specific known problems resolved - “Call Gainesville” error messages in Demographics. Please continue to notify us if you encounter these messages, and tell us EXACTLY what the error message says and what data they were trying to enter when the message appeared.
- 3:00 pm - Resolved - Demographic print version should now be on one page for all printer
02/15/11 Known Implementation Issues 12:30 pm - Resolved - Tabbing issues in FSPSA records have been fixed. Users should be able to tab and shift-tab to move through the record.
02/16/11 Known Implementation Issues
1:00 pm - Handbook: Reports- Excel Output has been updated and re-posted on the Documentation - ES Handbook page. This shows side-by-side lists of Excel output for all standard reports in the data system.
12:10 pm - Resolved - The year displayed for the reporting period in HTML summary and list output is incorrect.
12:00 pm - Resolved - The newer version of the FSPSA Reports has been loaded out.
02/17/11 4:30pm - Documentation has been updated - Handbook: FSPSA Reporting - Updated 02/17/11
02/27/11 - CMS-ESSO approval for creation of an IFSP Table recieved.
03/02/11 - Updated documents for creation of IFSP Table and the Communcations Plan posted to the web-site.
03/02/11 - CMS-ESSO Approval received for 2 - New IFSP Table with changes to the proposed design. Web-pages updated to reflect these changes (ES 16, ES 19, ES 43). Communication Plan updated as well.
03/09/11 - Data Users Group - Review of Enhancement Phase I rollout and Phase II design.
03/21/11 - CMS-ESSO approval for creation of the "enrollment record" that will allow users to enter more than one referral date per child per center.
03/28/11 - Document for 4 - Service Coordination Reports submitted to ESSO for review and approval within 5 days if possible..
03/30/11- Updated documents for the creation of the "enrollment record" have been posted to the web-site.
03/30/11-Updated documentation for the Child Count Report was posted to the web-site and finishes all the deliverables under the first phase (Changes to the Existing Data System).
05/19/11 - ESSO Weekly Memo announces training on IFSP data entry for May 31st and June 3rd.
05/26/11 - Implementation of IFSP data system changes announced for 06/15/11. The system will be down for an hour while the IFSP data in the Demographic Record is transferred to the new IFSP table.
06/15/11 - Phase II IFSP Table loaded out.
06/16/11 - Small data workgroup reviewed specs for SC reports; deadline extended to 08/30/11
06/28/11 - Implementation of Phase III Enrollment Records announced for July 11th.
07/11/11 - Phase III Enrollment records loaded out
07/15/11 - SC Reports have been defined and finalized: ES 49 Demographic Report, ES 50 Case Management Activity Report, ES 51 Due Date/ Calendar Report, ES 52 Supervisor Report, ES 53 - Supervisor Fixes Report
07/15/11 - Phase III - Enrollment Records Resolved Issues: Unresolved and recently resolved issues are still posted on the main page while we are still working on them, but older ones are listed below:
Pending Issues with Enhancement changes:
- Re-label the SC in the IFSP to “Provider” in the browse and in the data entry screen. SC will remain the designation for the assigned SC in the enrollment record
- In the drop down list, show only SCs (Providers) open or active after the system edit date
- Alphabetize the SC list (Provider)
- Allow users to type more than one letter of the code if possible
- All types of IFSPs should be allowed before the referral date if the referral source code shows the child is a transfer from another center
Next - Data entry elements will be re-arranged for better usage of space.Referral information that is currently at the top of the form will be moved down and consolidated with the Program Participation/Eligibility Section. Race/Ethnicity will be changed to fit as simple data entry elements (green background, no special emphasis) in the BIRTH INFORMATION - CHILD section.
- Resolved - for new enrollments prior to 07/01/11, the Add Sibling and Add Twin functions were not working properly. These should now work correctly.
- Implemented Friday 07/29- Fields for Name, DOB, Birth weight, Gest. Age, Sex, Race/Ethnicity, Number of Births, Birth Order, Birth County and Country, Birth Hospital and Birth Hospital Discharge Date, and SHINE flag will update ALL of the same fields in all of the child's enrollment records with the values in the saved form. An alert box will pop up when the Change/Add button is clicked.
- Rules for Opt Out and LEA Notification dates have been restored 07/29- Opt Out Dates will be prevented if they are before the child's earliest referral date; LEA Notification Dates will be prevented if the child does not have a Part C Initial IFSP date on or before the LEA Notification Date.
- Resolved - Re-enrollments say "Closed before must be Y,N or blank" or other data that is not there is being counted as if it is there and incorrect.
- Resolved - Everything except for items in the referral information section, and the disposition date and code need to be "copied" from the previous enrollment record when RE-ENROLL is selected.
- Resolved - problem with a child with a DOB on leap year with rules regarding disposition date before the age of three.
- Resolved (E5 exceptions)- Current rules about services being within an enrollment period are clashing with old rules that allowed services after the disposition date with an E5 exception. Per the 07/13/11 Data Users Group call, E5 will allow these services to go through.
- Resolved- Disposition code of "C -DEI-only child identified as potentially eligible for Part C." has been added to the data system, only to be used for disposition dates after 07/01/11.
- Resolved, but may need further work - All References to Demographic need to be revised to Enrollment.
- Clarification - Part C Transition Conferences cannot be entered (with or without dates) unless a Part C Initial has been entered. Only children with initial IFSPs are evaluated in the Matrix measure related to Transition Conference.
- Resolved - Session timeout has been restored so that users will need to re-login after a period of time with no activity.
- Resolved - Calculation of barrier codes for Transition Conferences needed to be adjusted by 1 day.
- Resolved - Disposition Code is missing from the Enrollment Browse
- Resolved -SERVICE and AGENCY filters in the 2nd part of the screen will be combined on the same line.
- Resolved - Birth Mother will be removed as a filter as it no longer exists as a data field.
- Resolved - Problem adding interventions with services before DOB rule. System is garbling the child's DOB when the day is after 12....
- Resolved - Printer Friendly Version is not displaying DOB correctly and has error when pulled from See" mode (MONTH)
- Resolved - Session timeout has been restored so that users will need to re-login after a period of time with no activity.
- Resolved - Calculation of barrier codes for Transition Conferences needed to be adjusted by 1 day.
- Resolved - Printer-Friendly is missing SHINE flag, CAPTA flag, Email and PHCP phone need to be added to the Enrollment printer friendly version
- Resolved- Problem deleting interventions and FSPSAs as system rules are improperly invoked under DELETE.
Known IFSP Table Implementation Issues: Most of this list has been moved to the Enhancement web page 2. Remaining non-urgent issues were forwarded to ESSO for consideration during the 07/13/11 data users group conference call. During that call the following items were considered and approved:
In IFSP Data entry:
- Done - Re-label the SC in the IFSP to “Provider” in the browse and in the data entry screen. SC will remain the designation for the assigned SC in the enrollment record
- Done -In the drop down list, show only SCs (Providers) open or active after the system edit date,
alphabetize the SC list (Provider), and allow users to type more than one letter of the code if possible
- Done -All types of IFSPs should be allowed before the referral date if the referral source code shows the child is a transfer from another center
IFSP reporting:
- Done -Change the report output to include only the IFSP Type code for all fields displaying an IFSP Type
- Done -Strategize how to have the Next IFSP Due Date sort as a date in Excel, while also having text output in the same column. If the data type must be one or the other, the date value is more important.
URGENT:
- Resolved: Child Count HTML report is not reporting data from IFSP Table sut is still looking at data from teh Demographic record.
- Resolved: Initial IFSP barriers aren't showing up in Child Count report for kids who have a barrier code and no date.
- Resolved: Transition IFSPs - PR or Annual that is late is accepted without Barriers as long as it is within 6 mos of Transition. If it's late based on last Annual, PR, or Initial, it needs a barrier, regardless of transition IFSP.
- Resolved: Transition conference barriers now fixed in Child Count - The child Count report Excel output is omitting Transition Conference barrier codes if there is no date in the 'T' IFSP record. Your data entry is fine - this is a reporting problem only.
- Resolved: mm/dd/yy issues when adding IFSP records with blank dates.
- Resolved: Initial IFSP barriers aren't showing up in Child Count report for kids who have a barrier code and no date.
- Resolved: Transition IFSPs - PR or Annual that is late is accepted without Barriers as long as it is within 6 mos of Transition. If it's late based on last Annual, PR, or Initial, it needs a barrier, regardless of transition IFSP.
- Resolved: Transition conference barriers now fixed in Child Count - The child Count report Excel output is omitting Transition Conference barrier codes if there is no date in the 'T' IFSP record. Your data entry is fine - this is a reporting problem only.
- Resolved: mm/dd/yy issues when adding IFSP records with blank dates.
- RESOLVED: Demographic Print for users with "See" access was not working correctly (MONTH).
- RESOLVED: Problem saving demographics - "Variable IFSP_BEGIN is undefined."
- RESOLVED: When updating a Part C undefined IFSP to either an annual or period Review the “gap” between the Part C Initial and the Most Recent IFSP may be interpreted as "late" by the system and require a barrier code. ESSO has allowed the use of a new Barrier Code (X=IFSP Data Transition Issues) that may be used only until all Part C undefined IFSPs are updated to either Annuals or Periodic Reviews. This week's Weekly Memo will have more information but this code is available now.
- RESOLVED - Problems with INTV and FSPSA entry are being caused because the system is not correctly identifying the Initial IFSP date (**Service**(*CPT*)"must be on or after initial IFSP"). Intervention and IFSP Rules regarding Initial IFSPs also need to consider DEI ONLY IFSPs.
- RESOLVED - If the user changes the IFSP Type of a Part C Initial to another type, or attempts to delete that Initial IFSP record (for children who have other "Part C IFSP types"), the system will throw an error. Rules have been put in place to prevent users from removing a Part C Initial IFSP record by deletion or edit.
- RESOLVED - The above rule was preventing an edit to any field in the record (like changing the SC on the Initial IFSP), but is now corrected.
- RESOLVED - When a Part C child's only IFSP is a Part C Initial IFSP with no date, the system is having trouble generating the record header in all forms and no data entry can be done at this time for these kids. (ERROR: Variable INITIAL_DATE is undefined).
- RESOLVED - Barrier Codes disappeared when changing IFSPs.
- RESOLVED -System was allowing blank IFSP types. Now throws an error when user fails to select a type.
- RESOLVED - Rules for Race/Ethnicity (50) need to only consider IFSP records that have dates. This is fixed when saving Demographics and IFSPs.
- RESOLVED - Rules regarding IFSPs on the child's third birthday need to be adjusted by one day.(26)
- RESOLVED -Rules regarding intervals between A1 and A2 need to be adjusted by one day (41)
- Resolved - Child Count Report Summary needs to have its IFSP data revised. Ignore information in the summary regarding IFSPs.
Non-URGENT:
- RESOLVED - Users needing permission to delete IFSP records should have their Data Custodians fax a revised User Agreement (access level 5 in IFSP column).
- Moved to issue for Data Users Group consideration-When adding an IFSP record, it seems like the SC pull down is not working correctly, it only looks for first letter and then will not allow you to continue typing the additional letters to find the person. This is how this particular seach method works.
- Will work on it - Can the list be in alphabetical order by code, and can it be limited to recent SCs?
- Moved to issue for Data Users Group consideration-A check IFSP/TCON interventions button has been suggested to assist with updating Most Recent IFSPs that were converted to Part C Undefined IFSPs (U).
- Moved to issue for Data Users Group consideration-In the IFSP record, the Service Coordinator assigned in the Demographic Record should be relabeled to differentiate from the SC denoted in the IFSP record.
- Moved to issue for Data Users Group consideration- Only the Part C Initial IFSP is allowed to be before the referral date; other types are not allowed to be before the referral date.
- Will work on it -Button is not moving from change to add during a copy to new in Interventions or FSPSAs. This does not affect the ability to perform the operation, but is confusing if you are expecting to see the button move to add.
- Moved to issue for Data Users Group consideration-Next IFSP Type due displays the Next IFSP Type that was due prior to the child's disposition date. We will evaluate with user feedback.
08/30/11 - Load out of Service Coordinator Reports!
10/07/11 - Errors and corrections for SC Reports - Please recognize that these reports, especially the ones calculating compliance and due dates, will need your field-testing and feedback before they can be reliably used to represent your actual performance.
Reports function overall
- Print button - This function requires the download of an ActiveX control for SQL Server 2008 R2. You may need assistance from your IT staff if you do not have sufficient permissions to install software. Otherwise, click the export and select either MHTL for all the pages in your report to display in a web page, or Word for it to go to a Word document.
- Excel output - clicking on the Excel output option will copy the report to excel, but in an ugly, non-useful fashion. Use the export option of CSV, which puts the data more into rows and columns, although some labels appear in the cell instead of the column heading etc.
Demographic Report - Completed and available
Case Management Activity Report - Working on corrections to this one next.
Due Date/ Calendar Report - next after the Case Management Activity Report.
- There are some misspellings and labeling problems.
- The Y/N flag for EI FSPSAs Ending during the period is missing its value.
- There is a calculation error in the values for Quarterly Contact Event date (all reading 07/31/11 for some reason).
- There is a calculation error in the values for the Part C Periodic Review event date.
Supervisor Report - This one is done and out there with several specific items intentionally omitted due to the complexity that occurs when the report period exceeds a month or quarter:
- Calculations for PRs due during the period
- Calculations for Overall IFSPs due during the period
- Calculations for TCMs Due during the period.
Please check in with your data custodian or SC supervisor before running these reports!
Supervisor Fix It Report - This one has the front end cloned from the Supervisor report (above) and we are now working on getting the output correct.
We are working diligently to correct these glitches as quickly as possible.
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