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The Children and Family Services Business Readiness Unit at DHS has posted an open position for a Human Services Program Representative 2: Business Readiness Specialist.
The person in this role will serve as the business systems modernization Business Readiness Specialist for the Children and Family Services Division focusing on Child safety and Permanency programs. They will be responsible for assisting in the development of proposals to simplify business processes across multiple state and federal programs. With this position you will have the opportunity to help restructure key elements of the Human Services delivery system in Minnesota for the next generation. You will have the opportunity to work in a positive team environment, identifying both the positive attributes of the current human services delivery model as well as identifying and pursuing concrete opportunities for improvements through the upcoming system modernization efforts. Minimum qualifications include three (3) years of advanced professional experience working with social service programs, policies and delivery systems and their effect on recipients.
To view the post and apply, visit the State of Minnesota Job Search site and search for Job ID 32892. The positon is open from 05/17/2019 - 05/31/2019. If you have questions about the position, contact Jenna Penfield Law.
A valid ICWA record for each active client under age 18 will be required to close Assessment and Case Management Workgroups with a start date on or after 01/01/2019 when the WG Program is one of the following ICWA-related programs:
- Adolescent Independent Living Skills
- Adoption/Guardianship
- Chemical Dependency (General)
- Child Protective Services
- Child Welfare (General)
- Children's Mental Health
- Developmental Disabilities (General)
- Minor Parents
- Parent Support Outreach
Additionally, a valid ICWA record is required for each child in a Continuous Placement with a start date on or after 01/01/2019. This data cleanup message is not required to close any workgroup, but is required for AFCARS reporting purposes and the Child Foster Care Report. (The “Qualifies under ICWA” indicator on the Person screen is still used on the Child Foster Care report for Continuous Placements with a start date before 01/01/2019.)
One ICWA record can be valid for multiple Workgroups and Continuous Placements that are open during the same dates, or nearly consecutive dates, as long as there has not been a gap in ICWA-related services of more than 7 consecutive days since the ICWA record was created.
A valid ICWA record is one that:
- has a Calculated ICWA Determination, and
- the worker on the ICWA status tab is not “ZZ-Help Desk, SSIS/DHS X”, and
- when evaluating for Workgroups (not Continuous Placements), there has not been a gap in ICWA-related services of 7 or more days since the ICWA create date (excluding Intakes).
If a user does not know any information on a client, they have the option of entering them as an Unknown client, with a clearing status of Uncleared Client – Do Not Clear. This status should be used extremely rarely. Uncleared Client – Do Not Clear status clients are in no way searchable through the county or statewide database. They are only viewable in the workgroup that they are entered in. The expectation is that the client information will be added as well as this clearing status be changed.
It may be necessary to enter an Unknown client at intake as a Participant is required to open an assessment workgroup. The task of the assessment worker is to locate the unknown client and gather the demographic information, including the full name. Once this is completed, workers return to the Client Demographic screen and enter the client’s name and additional pieces of client information, such as date of birth, etc. The clearing status at this point needs to be changed from Uncleared Client – Client Do Not Clear to Uncleared Client. This puts the client’s name on the Clearing Log so they can be cleared to the county and to SWNDX.
The other example of a client having the clearing status of Uncleared Client – Do Not Clear is when they come over as an unknown unknown client from MAARC. Once the victim of maltreatment or the perpetrator is identified, workers should enter their names and change the clearing status to Uncleared Client. This puts their names on the Clearing Log so they can be cleared to the county and to SWNDX. The majority of client names coming through MAARC have the status of Uncleared Client. These need to be accomplished prior to closing a workgroup.
The Help Desk receives requests to determine if private data has been viewed and/or changed by a user not needing this information to complete their job functions. There are three successive levels to respond to these requests.
The first, and quickest, way to determine which screens in SSIS a worker may have accessed is through the User View Log. The User View Log allows the selection of the worker’s name and possible data customization/time period for viewing records. This log displays all screens that a user looked at in the course of their daily work. The Primary Key displays either an SSIS Worker # or an SSIS Workgroup #. The screens accessed from the Persons and/or Workgroups display in the treeview and in the grid. The date and time the screen was viewed displays as well. Supervisors and Managers requested this capability.
Use this handout for further information about the User View Log: User View Log PowerPoint
The second way to view information about screen access is through the Tableviewer application. Tableviewer is a behind the scenes look at SSIS records. The difference between Tableviewer and the User View Log, is that Tableviewer can only identify the last changed date by a user. It is possible for a worker to view a screen or workgroup and not have it register on Tableviewer. This displays only if the user changed something or clicked into a screen and selected Save upon leaving. Also, there is not a historical record kept. Another user may have changed the screen after the viewer of concern.
Use this handout for further information about the Tableviewer: Tableviewer
Lastly, if neither of the above options work an agency can request SSIS to run queries for additional information. These can be sent to the Help Desk.
Details of what data they need is required. Examples listed below, but not limited to:
- Staff User ID
- Dates in question
- Details of what they are looking for – person records, workgroup records, etc.
When a Contact/Actvity (time record) is created a corresponding Time:Note is created as well. This met the federal requirement of having all records be in a Case Note format.
If a time record is entered in error, for example in the wrong workgroup, it is possible for the worker to delete the time record within 30 days of entry. However, the Time:Note remains in the wrong workgroup if it also is not deleted. It may take some effort to locate the Time:Note as it is dated as the entry of the time record, not the time of the actual activity as in the time record. It is best practice to use the Contact: Purpose line for an explanation of what the contact was about. This then displays in the Subject line of the Time:Note case note. The deleted time record can then be recreated in the correct workgroup.
If the time record is over 30 days and has been finalized by the SSIS system, a datafix is required. Include the information on both the time record and the Time:Note case note so they can be deleted jointly. The Time Record # is available as a column header in the Chronology grid to assist you.
 Reconciliation is the agency process of reconciling differences between the SWNDX database and the agency database. When Reconcile displays on the clearing log for county and state cleared clients, it means that MAXIS or another agency has changed information in SWNDX on a cleared client. These changes include adding or removing the client’s SSN or Person Master Index (PMI #) number and changes in the spellings of names. These records display automatically and do not unclear clients.
 Aside from the word Reconcile in the Reconcile column, there is a Reconcile button that displays when a Reconcile record is highlighted in the grid. Click the Reconcile button to display the Reconcile Data With SWNDX Data screen. It is similar to the client merge screen but only displays county records and SWNDX records. The SWNDX Information column contains the changed information. The County Information column displays the original cleared information. The MAXIS database only has a middle initial instead of a complete middle name. On the Reconcile screen, the option button on the County Information is enabled to allow a choice to keep the full Middle name or keep the Middle initial from MAXIS.
If for some reason the local agency believes the SWNDX information is incorrect, they can cancel the Reconciliation. Rejected changes from the agency must be reviewed by SSIS. MAXIS or MMIS may need to correct data in their systems before a datafix can be done in SWNDX. It is also possible that another agency has different data requiring both agencies to resolve whose data is ‘correct.’
Once Reconcile is completed, the word Reconcile no longer displays in the column next to the client and the Reconcile button is disabled. The Cty Clr and State Clr columns will be checked. When the Clearing Log is refreshed, the record no longer displays in the grid.
Best Practice: Accept SWNDX information as correct. If you believe the information on SWNDX is incorrect, please contact the SSIS Help Desk for assistance.
Aside from the word Reconcile in the Reconcile column, there is a Reconcile button that displays when a Reconcile record is highlighted in the grid. Click the Reconcile button to display the Reconcile Data With SWNDX Data screen. It is similar to the client merge screen but only displays county records and SWNDX records.The SWNDX Information column contains the changed information. The County Information column displays the original cleared information. The MAXIS database only has a middle initial instead of a complete middle name. On the Reconcile screen, the option button on the County Information is enabled to allow a choice to keep the full Middle name or keep the Middle initial from MAXIS.
The SSIS Help Desk team has put together a MAPCY Tip sheet that combines both important general and specific questions and answers. Use this as a front-line reference tool when dealing with MAPCY issues. Link to MAPCY tip sheet
SSIS Version 19.2 will be released Statewide on Tuesday and Wednesday of this week. See the SSIS Pilot and Release Training page for release training materials.
Be on the lookout for SSIS staff at this year’s MCHHSA conference June 24 – 26 at Madden’s Resort. SSIS Fiscal Subject Matter Experts, Molly Koehler and Melissa Meger will be presenting two SSIS sessions:
SSIS – 10 Tricky SSIS Help Desk Fiscal Questions, Tuesday, June 25th, 8:00-9:15a.m.
This session will cover a collaboration of the top ten tricky fiscal questions received by the SSIS Help Desk. Topics will include MAPCY adjustments, CFC Report issues, service arrangement problems, time records, healthcare claiming and proofing reports.
SSIS: Child Foster Care Report; Wednesday, June 26th- 9:30-10:45 a.m.
This session will cover everything new (and old) about the Child Care Foster Care Report, claims and payment proofing, child counts ratios & details, recoveries and how to read the IV-E Remittance Advice.
Tuesday, June 25, 1:00 – 3:15, Resource Session
Molly and Melissa will be joined by Eric Kratt, SSIS Training Lead, and Heide Moris, SSIS Mentor Program Coordinator at the SSIS Resource Booth. This will be a great opportunity to ask questions about SSIS technical support, SSIS Release Management, and schedule Onsite Technical Assistance for your agency. Information related to upcoming training, new healthcare claiming job aids and the SSIS Mentor Program Focus Groups will also be available.
If you have any questions or comments prior the conference please contact us at:
Melissa Meger- SSIS Fiscal SME- Melissa.meger@state.mn.us or 651-431-2785
Molly Koehler- SSIS Fiscal SME- molly.koehler@state.mn.us or 651-431-2501
Eric Kratt- SSIS Lead Trainer – Eric.kratt@state.mn.us or 651-431-4739
Heide Moris- SSIS Mentor Coordinator– Heide.moris@state.mn.us or 651-431-5938
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The next SSIS Repository upload will be June 25, 2019 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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