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The SSIS section has developed a process for a systematic and comprehensive review of the application from the point of view of a child protection worker from intake through permanency including all possible service paths. This review will address the needs of the Child Protection Paperwork Reduction legislation drafted by Pine and Scott Counties, and the Minnesota Association of County Social Service Agencies. The review will document areas of SSIS that could be immediately addressed on three dimensions: 1) excessive data entry requirements or burdensome rules built into the application 2) parts of the application that could be made more user-friendly and 3) application performance. This review will be done first by SSIS Subject Matter Experts. Secondly, Child Safety and Permanency and current end users from around the state will review the findings for accuracy and provide further input. Lastly, MNIT will be consulted to prioritize changes to address the findings. The plan has been approved by the Child Safety and Permanency Division, the American Indian Child Welfare Initiative as well as MACSSA representatives. Cynthia Shypulski will present a final plan and timeline to the MACSSA Children’s Committee January 3, 2024. The review will be a permanent feature in each SSIS Update through completion.
An external vendor is being contracted by MNIT@DHS using legislative funds obtained to have a technical review of the existing system as well as recommendations for a modernized platform. Information will be shared on this Request for Proposal soon.
Contact Alex Mentes or Cynthia Shypulski with questions.
The SSIS Business Section at DHS is seeking three agencies to pilot SSIS Version 24.1 (V24.1) January 21 – February 20, 2024. V24.1 Statewide Release is scheduled for Wednesday, February 21, 2024. Piloting is an integral part of SSIS releases.
Piloting responsibilities include having an agency SSIS coordinator or mentor to:
- coordinate the pilot test checklist (provided when pilot begins) then attend and provide feedback on tested items during a weekly pilot call (the checklist is mostly tested through day-to-day work by agency SSIS users)
- coordinate pilot specific communications/questions/feedback between SSIS Business Operations and the agency when needed outside of weekly pilot calls
Piloting provides agencies an opportunity to check out what’s ahead prior to statewide release and allows time for feedback to ensure changes will work for SSIS users. Additional benefits to participating during pilot include receiving priority SSIS Help Desk assistance and virtual and/or onsite pilot visits.
For more information regarding piloting V24.1 or future pilots, contact Marcia Ryss, SSIS Change & Engagement Consultant.
Interactive video is now claimable with activity 15 (CW-TCM eligible contact 60+ miles from county border) as a CW-TCM telephone contact with HCPCS/Modifiers T2023 U3 U4. The place of service on these claims will generate based off the location entered on the time record.
An ITV with TCM job aid has been posted on the SSIS Fiscal Documentation page that includes the billing detail for SSIS claim categories that allow ITV. As a reminder, your agency must have the TCM ITV Assurance Statement on file with MHCP to bill these claim types with ITV as the place of service, found on DHS eDocs here: https://edocs.dhs.state.mn.us/lfserver/Public/DHS-8398-ENG.
As a reminder, the contact status for claimable time records must be marked as “Completed,” and not “Attempted” in SSIS. Interactive Video and Phone contacts are not claimable when a client is in placement or when claiming from a Child Protection workgroup. Allowed exception for CW-TCM is with activity 15 (CW-TCM eligible contact 60+ mi. from cnty border) with Interactive Video and Phone contact methods. Please contact the SSIS Help Desk with any questions.
Reminder for agencies to update their yearly settings in SSIS Admin under Tools > County Preferences. Yearly settings must be entered before workers can create service arrangements for the new year. Below are items to review in each tab of these settings.
General Tab
- County Director
- Purge Process
- Number of previous months to display in time log
- Default intake unit
- Default intake access restriction
- Whether a bus org service is required
- Whether a county accounting system batch owner is required
- EPS email notifications
Retention Period Tab
- Set the retention period for each Workgroup Type (or Object Type).
Yearly Settings Tab
- Using the Action menu, create New Yearly Settings for the fiscal year.
- Set the GL close date
- Set unit and amount increase tolerance percentage
- Set COA Maximum Options (encumber service arrangements, require COA maximums, exceed maximums)
Agreement Language Tab
- Default service agreement language is located here. Agencies may determine that other service agreement language is necessary and can create that here using the Action menu.
Title IV-E Tab
- Enter or edit Foster Care Maintenance agreements (with Corrections or Tribe), indicate the Tribe, and effective dates
- Enter or edit Corrections Umbrella County and effective dates
- State level agreements with Tribes are also documented here
County Claim Control Tab
- Use the Action menu to create new County Claim Control, if required
- Claim control editable fields include MMIS provider number, NPI/UMPI, and federal tax ID
Please reference the County Preferences job aid on the SSIS Fiscal Documentation page and email the SSIS Help Desk with any questions.
The SSIS Help Desk is hiring! Click here to learn more about the opportunity to be part of this amazing team. Applications will be accepted until the end of the business day, January 8, 2024. Note: This is one posting for two vacant telework eligible positions.
Questions can be directed to Eric Kratt, SSIS User Support Supervisor, Business Integration Division.
The Find Panel is used to filter and search for keywords within a grid’s search results. This feature allows the user to filter records based on keywords, and highlights the keywords included in the search area.
Turn this feature on by clicking Find Panel from the Grid Action Menu or using Ctrl F.
All visible columns in the grid are searched for the keyword/s entered. If a column intended for search is not visible, add it to the grid. To exclude a column from the search, remove the column from the grid.
General rules to remember when using the “Find Panel” feature:
- A space must exist between each word
- Enter a plus (+) sign in front of the keyword if it MUST be in the record
- Enter a minus (–) sign in front of the keyword to exclude the records included with the keyword
- Use the percent (%) sign as a wildcard for an unlimited number of characters
- Example: John% will find both Johns and Johnson
- Use the underscore (_) as a wildcard for a single character
- Example: Anders_n will find both Anderson and Andersen
- Searching for common words such as “the” and “and” may generate larger results than anticipated
The Find Panel remains in the grid until it is removed by the user. Turn the feature off by clicking Find Panel from the Grid Action Menu, which removes the checkmark, or by clicking the red x in the Find Panel. If a Manage Grid Setting with the Find Panel active is saved, the Find Panel remains part of the users saved Setting.
Child Welfare - Targeted Case Management (CW-TCM) is a Medicaid-reimbursable service available to certified counties, Tribes and their contracted vendors.
A new CW-TCM resource page has been added to the DHS Program Resources site on PartnerLink.
You will find:
- A new CW-TCM training module: This on-demand training module has two focus paths; one for county partners and one for Tribal partners. You will be prompted to choose the path best for your needs. The training is not required; it is designed to assist case managers and other agency personnel in enhancing their knowledge of CW-TCM services.
- Other related CW-TCM resources: PowerPoint presentations, links to policy bulletins and the MHCP Provider Manual.
Questions related to CW-TCM policies should be directed to dhs.csp.cwtcm@state.mn.us or Luke Simonett at 651-431-4528.
The Adult Protection SSIS User Guide December 2023 edition is now available on the SSIS Resource Page. There are several updates and additions in the user guide.
For more information about these changes, refer to the Adult Protection User Guide Changes (v23.4).
Registration is now open for January and February SSIS coffee talk sessions. All agency and state SSIS users are welcome to attend.
Tuesday, January 23, 2024, at 9:00 a.m. the SSIS Business Section at DHS will be hosting a SSIS open discussion event. This is an opportunity for users to ask SSIS related questions, share ideas and openly discuss various SSIS topics. Questions are appreciated in advance and should be submitted to Heide Moris, SSIS Mentor Program Coordinator, by end of day Monday, January 15. Registration is required and will remain open until the webinar begins.
Join the SSIS Business Section at DHS Tuesday, February 20 at 9:00 a.m. as they share what’s ahead in SSIS Statewide Release v24.1. Visit the SSIS Resource page for more specific Release information. Registration is required and will remain open until the webinar begins.
All coffee talk webinar recordings and related materials are posted on the Minnesota Child Welfare Training Academy website seven to ten business days following each event.
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 MCWTA site.
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