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Agency users can identify missing or incomplete information by utilizing the Repository, data clean up errors, or General Reports within SSIS.
The SSIS Repository should be reviewed by agency staff monthly, at minimum, to ensure errors are corrected prior to the May and November AFCARS federal report. New Repository errors will be added in upcoming releases to assist agencies in identifying missing or incomplete AFCARS data.
Several reports have been created in SSIS to assist users in finding and correcting missing or incomplete data. A complete list of reports can be found in SSIS under Tools>General reports. AFCARS specific reports can be found in the Placement folder under General reports.
For the current 24B reporting period (including children in continuous placement for one day or more between April 1, 2024 and September 30, 2024):
- Many children do not have the required Professionally Determined Conditions screen completed or the screen has not been updated. This screen must be updated anually if there is an open continuous placement. If changes have not been made to existing information the Last Updated Date on the screen should be completed.
- Information related to foster parent race or tribal enrollment information is missing. Placements with a setting of Family Foster Care, relative or non-relative, pre adopt or pre kinship, that spanned one day or more during this reporting period, should
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- have foster parents listed on the foster parent tab of the placement,
- have each foster parent listed as an individual provider in the Bus org, and
- have one or more race entered in the race tab for each foster parent listed.
- if American Indian/Alaskan Native has been entered, the tribe and membership fields must also be completed. Users should review and update this information when missing.
SSIS Business Operations is continuing to work on additional repository errors to assist agencies in identifying errors.
When a youth turns 18 and enters extended foster care (EFC) a new continuous placement should not be entered. The Supervised Independent Living (SIL) setting should only be used if the youth is in a non-licensed home and receiving all or part of the foster care maintenance payment. The EFC-SIL MAPCY template is only used in conjunction with the SIL setting and not when an EFC youth is in a licensed foster home. BRASS code 188, Supervised Independent Living (18-21), should be used when creating a service arrangement in a SIL setting. BRASS code 181- Child Family Foster Care, should be used when an EFC youth is placed in a licensed family foster home. Refer to the EFC Best Practice Guide for Youth Ages 18 up to 21 under the Placement/Permanency section on the SSIS Worker Documentation Page for additional information.
- Adding phone numbers and addresses from a closed workgroup
A defect has been identified in SSIS allowing workers to add and update client phone numbers and addresses in closed workgroups. This information should be entered in the Person record and not a closed workgroup. If workers select the options New Address, Add Existing Address, New Phone, or Add Existing Phone in SSIS, they are unable to make changes and an error message will appear. This will require a forced shut down of SSIS. MNIT is aware of the defect.
- Chronology grid filter defect and workaround
Another defect has been identified in SSIS affecting the ability to filter data within the Chronology grid. When filtering the grid by the Staff column, grid print results display as No Data Found. This defect will be resolved in an upcoming release. In the meantime users can refer to the Workaround for Chronology Grid Filter Defect job aid for guidance using the SSIS User ID to filter data instead. Questions can be directed to the SSIS Help Desk.
SSIS mentors, coordinators, and agency users are encouraged to visit the SSIS Resource page regularly for self-help/discovery, training, and SSIS related topics.
Resources available on the SSIS Resource page:
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Mentor program information:
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- The SSIS Mentor Manual provides an overview of mentor/coordinator roles and responsibilities as well as technical guidance for administering SSIS at the local agency level. Technical guidance includes, but is not limited to, resetting passwords, enhancement requests, Stream read errors, printing issues.
- SSIS agency contact lists are updated quarterly and include fiscal and worker mentor/coordinator contacts from all Minnesota Tribes and counties.
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SSIS Worker Documentation: Seeking policies or procedures for worker related tasks? This page contains an A-Z library of worker documentation including:
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- SSIS Admin
- Adoptions
- Adult Maltreatment
- Court Actions
- IV-E
- Workgroups
- Northstar Kinship; and more
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SSIS Fiscal Documentation: This page contains an A-Z library of SSIS fiscal documentation to guide agency fiscal workers through a wide variety of fiscal tasks:
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- SSIS Admin
- Clearing
- Healthcare Claiming
- Payments
- Service Arrangements and Agreements
- State Reports; and more
- SSIS Statewide Release information: Annual release dates, release notes, and general release information are located on the General SSIS Release Information
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SSIS Update Archive: Issues of the SSIS Update are archived for two years and posted here. Use the CTRL + F feature to search for topics included in previous issues. SSIS users are welcome and encouraged to subscribe to the Update by using the link provided on this page.
- SSIS Training includes web-based eLearning including Essentials, Adult Protection, Child Protection Permanency, and Fiscal New Worker. The SSIS Coffee Talk Archive can be found here as well.
- Azure and Horizon VMWare, located at the top of the SSIS Resource page, includes SSIS installation instructions, known SSIS/Horizon issues, tips, and more.
November’s SSIS coffee talk topic will be SSIS Statewide Release v24.4. The webinar has been scheduled for Tuesday, November 19 at 9:00 a.m. Registration is required and will remain open until the event begins. Statewide Release v24.4 is scheduled to occur Wednesday, November 20 at 6:00 p.m. Visit the SSIS Resource page Release Notes section to view what’s new in this release, release notes, as well as the known defect report.
This event will be recorded and posted, along with a copy of the PowerPoint presentation, to the Minnesota Child Welfare Training Academy website within seven to ten business days.
- 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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