A.C.O.R.N. Joint Progress Report
Information Technology Division & ESIT State Leadership Office
Background:
The ESIT Transitional Data Management System (T-DMS) currently lives on the Silverlight platform, which is sun setting in October 2021. Given that (a) Silverlight will no longer be a supported platform, (b) there continue to be clearly articulated unmet data entry, collection, tracking, reporting, and data exchange needs identified by stakeholders, and (c) the planned transfer of the state 0-3 special education funding from OSPI to DCYF, the agency has committed considerable resources to migration of the ESIT T-DMS, to a new system dubbed “ACORN” by stakeholders.
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Active and fluid migration activities have been underway since early 2018 and have been accelerated throughout the 2020-2021 program year. The launch date for the new Access to Child Online Records Network (A.C.O.R.N.) is currently under review and is expected to be confirmed within the next 30 days. Current T-DMS users will be able to register for training and technical assistance sessions that will be available for a 90-day window prior to the establishment of the final migration date to the new A.C.O.R.N. system. The final migration date will be a minimum of 90 days out from the confirmed launch date.
Stakeholder Engagement
Deepening levels of stakeholder engagement activities continue to be implemented as part of the migration project. Representatives from the contracted consulting firm Substantial, Inc., engaged extensively with stakeholders across the state in the late winter and early spring of 2020 and presented their results to the State Interagency Coordinating Council (SICC) on April 15, 2020. This information augmented and confirmed stakeholder voice and influence solicited in earlier convenings during the 2018-2019 program year.
Currently, stakeholders are actively engaged in Targeted Focus Groups to provide critical feedback on new features moving through the various stages of design and development in preparation for the initial launch. This expanded level of stakeholder engagement will continue to influence the interactive, intuitive design of A.C.O.R.N.
Data Exchange Agreements
The ability to send and receive required child/family data, including service delivery data and reports both to and from the new DMS and local child/family data management systems, including internal electronic medical records (EMR) systems has been defined as an integral component of the new A.C.O.R.N. system. The ability to maintain existing Data Exchange Agreements has been identified as part of the “minimum viable product” necessary for the initial launch. Resources necessary to meet industry standards at both the local and state levels to expand the existing number of Data Exchange Agreements is actively being explored.
These types of Data Exchange Agreements help ensure non-duplication of required data fields including service delivery data into both the new DMS and local internal EMR systems. For example, service data will be entered only once in the local EMR system and then it will be automatically scheduled to be sent to the new DMS where it is received. In addition, the need for a system acknowledgement of receipt of any messages from the local EMR system and a robust error correction routine recommended by stakeholders has been noted.
A.C.O.R.N. Enhancements
Currently, the ESIT T-DMS housed on Silverlight can only be accessed on a personal computer using Internet Explorer. The new A.C.O.R.N. system will have significant enhancements and expanded accessibility for ESIT DMS users.
Here is a bulleted list of a few of the new features:
- Accessible on all common operating systems including iOS, Windows, and Android
- Industry standard mobile compatibility including Macs, tablets, and cells
- Expanded browsers options including Edge, Firefox, Safari, and Chrome
New Features/Modules in the Testing Environment/Sandbox
There are several modules already through the initial design and development stages that are currently being explored, reviewed, and critiqued by actual users in testing environments. Further refinements and adjustments will be made as a direct result of the input from users.
- Services Delivered Module – Access by all users with built-in experience feedbacks
- Child Information Dashboard – targeted focus group of users
- Referral & Eligibility – targeted focus group of users
Next Set of Features/Modules Heading to the Sandbox
There are also several modules nearing completion of the initial design and development stages that will be targeted to move to the testing environment next.
- Initial or Interim Individual Family Service Plans
- Child Outcome Summary Data Entry and Exit
Migration Project Management & Supports
Project management is being provided by Christian Doran, IT Project Manager, in collaboration with Kim Hopkins, ESIT Data Manager and Product Owner. Both Christian (christian.doran@dcyf.wa.gov) and Kim (kim.hopkins@dcyf.wa.gov) value and appreciate stakeholder input and feedback. They are responsive, open, and available to listen and record strengths, challenges, and recommendations.
Summary Statement
The primary purpose of the new Access to Child Online Records Network is to provide practitioners, Family Resources Coordinators, and other authorized users a DMS that facilitates efficient data entry, navigation, data integrity, and data exchange and reporting processes, so more time can be focused on providing services to children and families and less time on data entry, system maintenance, and error resolution.
This message was sent to County Lead Agency Representatives, DCYF Direct Contract ESIT Provider Agency Representatives, Data Management System Technical Assistance and ESIT Weekly subscribers.
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