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The Alerts and Reminders Log is a useful tool for workers. It not only describes required events (alerts) but reminds workers of things that are important to note (reminders). Workers are shown in advance things that need to be accomplished within a certain time frame. They also are shown things that have been done on behalf of the workgroup described. Each evening at midnight SSIS reviews system requirements and places them on each primary worker’s log. For example, an Out of Home Placement plan is due within 30 days of placement, an alert begins to display on the 21st day after the Placement start date to alert the worker of the needed timeframe to complete it.
Reminders can be deleted by the worker. Alerts are requirements that must be satisfied. Once completed, even if it was late, an alert will leave the log after the midnight system review.
How to deal with a large number of alerts and reminders on a log:
- First, review reminders for ones to be deleted:
- Add the column header of Alert type and sort the grid by that column.
- Review the list of reminders and determine if they can be deleted.
- Take care that reminders of automatic accessing of another agency's database for a workgroup are included here. Workers may not want to delete these as they are the easiest way to long into the other agency's database. This kind of reminder is the exception to the rule of the midnight system review; they are put on the log immediately if automatically approved, and if they are awaiting approval.
- ‘New assignment received’, ‘case notes’ or ‘contacts’ created on date can be deleted easily.
- Use the multi-select feature on the grid, access the Action menu and select Delete Reminder.
- For alerts, sort by date column to see which of the current SSIS alerts that can be accomplished within the required time frames.
- First, complete actions for current alerts. Access the Action menu, select View Workgroup Detail and complete the required task.
- For out of date Alerts, these can still be accomplished and will fall off the log after the nightly SSIS system review.
- All alerts are required even if they are past the designated timelines. This may be frustrating for newly assigned workers who face a long list of alerts that were not taken care of. Work with your supervisor on prioritizing your workload.
- In this case, sort the Alerts and Reminders log by date so that the oldest alerts stay at the bottom of the log.
- There is not a way to clear the old Alerts out of the log. They are requirements of the workgroup and, therefore, must stay until completed.
The best use of the Reminders and Alerts Log is to select ‘Yes ‘every morning when a worker logs on to view new reminders and alerts. Keeping up on the log requirements is the best way to manage it in the long term.
For further information on the timing of the Reminders and Alerts, see the attached document for date references. It is an older document, and there are new reminders and alerts, but it gives general knowledge of current ones on the log.
SSIS Reminders and Alerts Log Definitions
An alert Mentor noticed that a background studies document was included in the release notes for V19.2. She noted that the Licensing workers no longer use this letter. They are directed by the Background Studies unit to use a different system. Background studies issues the final letter. The Background Study Clearance letter will be deactivated in a future release.
Thank you to SSIS users who participated in the SSIS Training and Mentor Program Survey. Over 580 agency staff provided valuable feedback that will be used to inform our ongoing efforts in developing and enhancing SSIS trainings and resources for Fiscal and Worker Mentors.
Your feedback is extremely important to us. As the next step, DHS SSIS staff will be conducting mentor focus groups based on information provided during the survey. We will be reaching out to SSIS Fiscal and Worker Mentors who volunteered to participate in the focus groups in the near future and will follow-up with meeting information. SSIS Mentors who have not expressed interest in participation, but would like to do so, should contact Heide Moris at heide.moris@state.mn.us.
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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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