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SSIS discovered an intermittent issue affecting some agencies when they are processing adjustment reversals and correcting entries in SSIS. Agencies are seeing a pop-up error box indicating that a space is being added on the vendor names when no changes were made to that vendor by the agency. This issue blocks you from doing the reversal/correcting entry. Currently there is no workaround. You will need to submit a ticket to the SSIS Help Desk for a data fix. Please include a screenshot of the error along with other identifying information such as the SSIS person ID number and payment number along with permission for the data fix. We are also asking you to please submit a separate ticket for each occurrence.
Example:
Service Vendor (XXXXX) does not match the original payment (XXXXX ).
SSIS has discovered a problem with clearing that was caused by the new MnCHOICES Revision project work. MnCHOICES is now allowing new gender fields and is not requiring a gender to be added when a new client is added to that system. As a result, clients added to SWNDX from MnCHOICES can be added as an existing client from state detail in SSIS, allowing them to be cleared to the county with a PMI number and no gender selected.
This is a problem for the healthcare claiming batches in SSIS because MN-ITS and MMIS require a client gender to be associated to the claim. Without a gender selected and cleared to the county client, a claim batch including this client will result in a "Transmission Error". This will require a manual data fix to set the batch back to draft status and the client must be re-cleared with the gender selected before MMIS will accept the batch.
We are recommending that the gender field is added to the Clearing Log so that the staff clearing in your agency can review. If the gender is missing, be sure it is is added to the client record before clearing to the county database.
There is a current known defect in the CP Reports tab of State Detail. The Determination After Appeal field displays “Yes” even if there has not been an appeal or a determination after appeal. This has been noted in multiple agencies. If agencies have an immediate concern about incorrect data, it is recommended to request access to the workgroup in question to verify the determination information. Of note, the Offender tab in State Detail is accurately reporting maltreatment determination records. There is work being done to fix this defect and there is not currently a workaround. We will provide an update in two weeks in the next SSIS Update.
The Family Conditions tab should be completed after meeting with the family, not based solely on what is alleged in the intake. This tab is not required entry in the Intake CMR but is required in the Assessment CMR. However, if contact is not made with the family and a workgroup is closed with the reason "unable to conclude", the Family Conditions tab is not required and should not be filled out.
We are closing in on the final days to update or add missing SSIS data required for the final re-submission for AFCARS reporting period 24A (which includes data for children in out of home care for one day or more between 10/1/23-3/31/24) as well as the initial submission for AFCARS 24B (which includes children in out of home care for one day or more between 4/1/24-9/30/24). All updated or missing AFCARS requirements pertaining to these submissions must be entered into SSIS no later than 10/31/24 to be included in these AFCARS submissions.
Over the course of the past summer, we have worked to assist agencies with identifying missing required information, and agencies have typically responded with timely updates to the information – Thank you! This has improved Minnesota’s compliance greatly over the last few months. We are on the home stretch and very close to being able to have our first Out of Home Care Compliant file for AFCARS 2020! Please be sure to follow up on any emails you receive from the SSIS Business Operations team regarding AFCARS errors as soon as possible. We are down to just a couple of elements we are still needing agencies to work on, these include:
- Element 4 – child record number – duplicate error – this element results in an error when two agencies both have a continuous placement entered for the same client during the same days in the reporting period. This results in data integrity issues and even one error for this element will result in a non-compliant AFCARS submission.
- Element 71 – Child’s Removal Environment – this is still our number one error due to missing data. The field was added in recent years to the Continuous placement screen and while it is now a required field when creating a continuous placement, many continuous placements already existed and were open when it was added – so agencies still need to go back and ensure this field is complete. To assist agencies in identifying the missing field we are continuing to send out emails to agency mentors with lists of the clients from the current reporting period that are missing the field currently. Our error rate for this has improved from 29.4% non-compliant this past July to 12.2% non-compliant as of 10/4/24. We must have an error rate of less than 10% for this element to be considered “compliant”. We are so close!! Please keep up all your efforts!
Not only are we very close to getting the Out of Home Care portion of the AFCARS 2020 file into compliance for the first time, but we also can now report that the AFCARS 2020 Adoptions file has had its first compliant submission! Once we have both parts, the Out of Home Care file and the Adoptions File, submitted timely and within the allowable error rates for a reporting period, Minnesota will not receive additional fiscal penalties.
Stay tuned for more AFCARS updates!
Commissioner Tikki Brown, new Chief Business Technology Officer Ty Spratt and Business Integrations/DCYF Modernization Director Rachel Grimes presented to the Governor’s Technology Advisory Council on Friday, October 11. This Council is made up of senior leaders in the executive branch of Minnesota government and information technology leaders in the private and non-profit sector. Commissioner Brown presented around the DCYF transition and vision; Ty presented on the digital strategy; and Rachel about where business needs meet technology. Although MAXIS, PRISM, MEC2 and SSIS were discussed, a deeper look at child protection work and the data entry requirements in SSIS made a special impact on Council members and legislators. We are excited to leverage the desire for legislators to advocate for their constituents at the local social services agencies. DCYF is asking the legislature for a significant amount of money for modernization. This is a critical time for agencies to reach out to legislators to create awareness for this urgent need.
- Monday, November 4th and Thursday, November 7th, 2024
- Monday, February 3rd and Thursday, February 6th, 2025
- Monday, March 3rd and Thursday, March 6th, 2025
- Monday, April 7th and Thursday, April 10th, 2025
- Monday, May 5th and Thursday, May 8th, 2025
The SSIS Adult Protection Worker course follows the life of an adult vulnerable to maltreatment case starting with the intake received from the Minnesota Adult Abuse Reporting Center (MAARC) through the assessment and closing of a case. This is a technical training designed to provide overview of data entry as related to Adult Protective Services (APS) into SSIS. Adult Protection policy staff are also available during each class. Training is offered in two half-day virtual classes and is designed for new Adult Protection workers, SSIS mentors, and for those seeking a refresher. Individuals will need to take both days for credit of course completion. New workers are encouraged (not required) to take the online SSIS Essentials eLearning prior to taking the course.
- The SSIS Essentials eLearning includes two APS specific courses:
- SSIS APS Essentials 104A: Exploring APS Intakes
- SSIS APS Essentials 104B: Exploring APS Assessments
APS workers should take these two courses instead of SSIS 104: Creating an Intake. APS Essentials courses and other APS eLearning resources can be found on the APS eLearning Suite site.
SSIS Adult Protection Training Day 1 9:00 a.m. - 1:00 p.m. includes:
- Adult Maltreatment Report (AMR) in Intake
- AMR Bounce procedure (discussion only)
- Structured Decision Making ® Tools in an APS Intake
- Agency Report Action Options
- Assigning the AMR
- Initial Disposition Letters
- Closing the Intake and transitioning to an Assessment Workgroup
SSIS Adult Protection Training Day 2 9:00 a.m. - 1:00 p.m. includes:
- Chronology Case Notes and Activities
- Structured Decision Making ® Tools required during the APS Assessment
- Participant Folder Entry
- Adding Collaterals
- Updating the AMR
- Data Cleanup
- Closing the AMR and the Assessment Workgroup
- Notice of Findings, Case Closure Communication, and Vulnerable Adult Maltreatment Summary of Investigation
- Transitioning the Assessment to Case Management
- Appeals
To register for SSIS Adult Protection Training navigate to TrainLink Home Page and sign in using your Unique ID.
- Navigate to Children’s Services
- Select Upcoming Webinars/Live Training
- Choose “All SSIS Classes”
- Type in a Date Range, if needed
- Select the SSIS Adult Protection Training of your choice and enroll
Training opportunities for new SSIS users or those seeking a refresher are now available to SSIS users. Courses are great for those new to SSIS or those seeking a refresher. Click the topic below for course descriptions, schedules, and registration information.
SSIS webinar materials and previous recordings can be found on the Minnesota Child Welfare Training Academy (MCWTA) website.
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