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Please ask your staff and coworkers to sign up for our GovDelivery notifications. This will ensure that they receive the latest updates about the ESIT DMS system, as well as our monthly Known Issues Document.
In the month of May, ESIT Help Desk staff processed 76 data fixes and 265 administrative changes in the DMS. We also processed 271 requests to give school districts access to IFSPs. If your program is implementing changes and you anticipate that administrative changes in child records will be required, please notify the ESIT Help Desk ahead of time so we can anticipate the influx in requests.
When reporting errors to the Help Desk, please include the child ID or the child’s DOB and the first two initials of the child’s first and last name in the subject line of your email. Screenshots are also helpful to problem-solve issues where error messages are displayed. Inquiries to the Help Desk email and messages through the DMS have the fastest turnaround.
Please note that our average turnaround time for your request is 24 business hours. As always, we appreciate your patience.
Some of our users have reported that numbers on our monthly reports are duplicative. After doing some research and troubleshooting with our IT team, we identified that users with multiple roles (Agency Manager, LLA Manager, Data Entry) will see duplicated counts on the reports. If you have the LLA Manager role, the other two roles are obsolete. If you are an Agency Manager, the Data Entry role is not needed in addition to that. Please contact kim.hopkins@dcyf.wa.gov if you have further questions or need to make changes to your accounts.
An FRC may request access for school district staff to a child’s IFSP. Before the child’s IFSP is visible to the user, the following criteria must be met:
- The child has to be at least 2 years and 3 months of age
- There must be an active IFSP in place
The FRC must check the “potentially eligible for Part B services” checkbox on the transition tab.
You can request access for the school district by contacting the Help Desk with the child’s ID. If possible, we ask that FRCs send one email per day for all children they are requesting this access for. This helps save the Help Desk staff time and allow us to process your request faster.
The ACORN system is available in a training environment. You will be asked to create and validate your own account for Secure Access Washington (SAW). This is an account specifically for the training environment. Please consider leaving feedback on your experience by using the Icon in the bottom right corner which will lead you to a Google Doc. Our partners with Substantial will receive your suggestions and accolades.
We are working on the ACORN Migration Progress Report 2.0 as we speak and will release it via GovDelivery in the next week. Please keep an eye out for this informative document. If you do not receive the update via GovDelivery, we kindly ask that you reach out to us so we can ensure that your email address is updated on our recipient list.
In September 2020, we moved all school district staff to the ESIT.Web School District Portal and changed their roles accordingly. All service provider roles were removed from school district user accounts. If an FRC wants to annotate the district’s participation in the transition conference, we ask that a progress note is added to the child’s file to make note of the staff who participated.
Our lean but effective team works on data fixes once a week and releases the script into our production environment after we have tested it to make sure the changes are correctly implemented. Some data fixes can take our developer multiple hours to complete. We try to be mindful to schedule all data fixes in priority order and our goal is to complete them within seven business days of receipt. The FRC will receive an email or DMS message once the data correction is visible in our system.
For Assistance with ESIT DMS, email esit.help@dcyf.wa.gov.
- This is the most efficient way to get in the queue for assistance
- Send a description of your problem and include the child ID
- In some cases, it may be helpful to send a screenshot
- You may send a message directly through ESIT DMS if you do not need to attach screenshots to resolve the issue
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