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Data Integrity Reports, used to identify inconsistent data on clients within SSIS, have been sent to local agencies in January and July for several years. Soon each local agency will be able to run them directly and on their own timeline, without waiting for the state to send them. We recommend local staff run each of the reports from Tools/General Reports on a monthly schedule to avoid any buildup of problematic Person, Placement or Child Maltreatment records. This should make the process easier and improve timeliness, efficiency and accuracy of data at local and state levels and improve federal reporting.
The following reports are currently in testing and are scheduled for release in SSIS V18.4, available statewide in early December:
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SWNDX Records w/ Same Name and DOB
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Determined Offenders Not In SWNDX
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County Client Records With Duplicate SSN Numbers
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CP Victims Not Cleared to SWNDX
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SWNDX Records --Hispanic Code is Null
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Records with Hispanic Codes in SWNDX but not in County
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Clients with Deceased Date in SWNDX but not in County
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Gender Code in County is Different Than Gender Code in SWNDX
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DOB in County is Different Than DOB in SWNDX
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Children in Continuous Placements – Not Cleared to SWNDX
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Clients Age 12 and Under as Offenders in Intakes or Workgroups Where the Victim is Age 18 or Younger
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CP Workgroups Created Before Victim is Born
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Clients Over Age 10 With Potentially Invalid Hispanic Codes
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Clients in Continuous Placement – Hispanic Code is Null
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Race Code in County is Different Than Race Code in SWNDX
Once the reports are available, send any questions or problems to the SSIS Help Desk.
The SSIS claiming interface will be unavailable November 1–2, 2018 for MNITS annual password updates which will allow claiming interfaces to continue between SSIS and MMIS. The effect on agencies should be minimal. Normal operation of the claiming interface will resume Monday, November 5. If issues arise after that time, the SSIS Helpdesk should be consulted for assistance.
Please note: this process only changes SSIS user accounts for county MN-ITS mailboxes. Agency users have their own user IDs and passwords to access their MN-ITS mailboxes that are not affected by the SSIS password change.
There is a known issue with the current “Create upload file” Repository Read process that is used by non-centralized local agencies to complete the required monthly SSIS Repository Upload. There is a limit on the size of a database table record that can be included in the upload file. If that limit is exceeded, the user will receive an error message during the “Create upload file” Read process.
The error will be similar to the following, but could mention a different table name:
“Error on table, ICWA_ACTIVE_EFFORTS; could not run AUTO-COPIER stored procedure”, and will also contain the words “character string buffer too small”.
Once the user running the Repository Read receives an error similar to this, the agency will no longer be able to complete the monthly SSIS Repository uploads using this process. The agency should contact the SSIS Help Desk and report the error. The agency will be switched to the new upload process that is handled by state staff.
Once an agency is switched to the new upload process (whether the agency database has been centralized or not), the process is as follows:
- The local agency still uses the “Validate only” Repository Read process to check for and correct errors prior to the 25th of each month (or the first working day after the 25th), which is the Repository Upload due date.
- The local agency will no longer be required to run a “Create upload file” Repository Read or complete the Upload process.
- State staff will complete the new upload process after the 25th of each month (or the first working day after the 25th).
- The new upload process does not use the County/Tribe Repository application, so the dates of the uploads by state staff are not displayed in the County/Tribe Repository application.
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The next SSIS Repository upload will be November 25, 2018 for agencies that are not yet centralized.
Note: Agencies no longer need to email the DHS Help Desk or other MNIT staff when monthly uploads have been completed. If an upload is not completed by the deadline, MNIT staff will reach out individually.
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