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The Social Service Information System (SSIS) will deploy a statewide sub-service code on March 24, 2020 allowing for statewide tracking of work and activities related to COVID-19.
Department of Human Services and MNIT staff are aware that Leech Lake Band of Ojibwe, White Earth Nation and individual county agencies may have implemented agency-specific sub-service codes for tracking purposes; however a statewide code will ensure data consistency, and the ability to gather and report statewide COVID-19-related costs in the future. There is precedent for this; SSIS released a sub-service code for Hurricane Katrina victims to allow agencies to document and track any response to victims that came to Minnesota for relief and support.
The statewide code is designed to ensure ease of use for agency staff, flexibility for unanticipated changes, and complete and accurate data collection at the county and tribal agency level as well as across the state. The sub-service code will be available for each BRASS service code. Instructions for using the sub-service code, when deployed, are published in DHS Bulletin 20-68-11.
The statewide sub-service code has an effective date of March 12, 2020. If your agency had implemented an agency specific sub-service code prior to receiving this statewide sub-service code, please contact the SSIS Help Desk, as a data fix may be required. Please include “COVID-19 tracking” in the subject line of emails regarding this topic.
Policy modification to monthly caseworker visits to ensure foster children’s well-being and help stop the spread of COVID-19.
As we navigate through the process of getting Certified Residential Facilities in compliance with the enhanced background check process, our Financial Operations Division has become aware that there are missing updated 2825–Notice of Contracted Per Diem Rates forms, 6634–Title IV-E Checklist and a copy of the license for 2020 from host agencies for the CRF locations. If our Financial Operations Division does not receive an updated Notice of Contracted Per Diem Rates form, they are unaware of any potential rate changes. If you are a host county to a Certified Residential Facility, please complete the 2825–Notice of Contracted Per Diem Rates form and return to the address on the form.
The Help Desk occasionally receives requests to determine if private data has been viewed or changed by a user that did not need the 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 or Workgroups display in the treeview and in the grid. The date and time the screen was viewed is displayed as well. Supervisors and managers requested this capability. Use this handout for further information about the User View Log.
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 Tableviewer.
If neither of the above options work, an agency can request SSIS to run queries for additional information. These requests can be sent to the Help Desk. Please include the following details when making a request:
- Staff User ID
- Dates in question
- Details of what they are looking for – person records, workgroup records, etc.
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