ACORN Joint Progress Report - Information Technology Division & ESIT State Leadership Office

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ESIT HEADER

ACORN Joint Progress Report

Information Technology Division & ESIT State Leadership Office


Setting the Scene

As described in the first ACORN Joint Progress Report issued in late March 2021, the ESIT Transitional Data Management System (T-DMS) currently lives on the Silverlight platform, which is sun setting in October 2021. ESIT received consistent stakeholder input regarding:

  • Unmet data entry, collection, tracking, and reporting needs
  • User demands related to increased access to Data Exchange Agreements necessary to help ensure non-duplication of existing data entry and expansion of service delivery data
  • Legislative expectations related to stewardship of the state 0-3 special education funding
  • Federal data reporting requirements

As a result, the agency has continued to commit considerable resources to migration of the ESIT T-DMS, to a new system dubbed “ACORN” by stakeholders.

New Aspirational Roll-Out Plan

A new ACORN Aspirational Roll-Out Plan was developed and vetted by DCYF senior leadership. The new plan has three distinct, developmental segments that build one on the another, and include key milestones, descriptors, and timelines. 

Grahic of ESIT's New Aspirational Roll-Out Plan for ACORN, from May 1, 2021 to Jan. 3 2022

Click on the image above to view a full size version of the graphic

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Segment One: Soft Launch on May 1, 2021

This first segment focuses on usability testing implemented through an open invitation to all ESIT Provider Agencies to engage in and navigate the ACORN Staging Environment. New modules and system features are continuously being designed, developed, and launched while existing modules and features are being explored, reviewed, and critiqued by actual users. Further refinements and adjustments will continue to be made as a direct result of the input from these critical testers. Please reach out to Casey Jabbour if you have any questions about the staging environment or to leave feedback.  

To date, the following modules have been or are in the queue for launching: 

  • Services Delivered Module
  • Child Information Dashboard
  • Referral & Eligibility
  • Initial or Interim Individual Family Service Plans
  • Child Outcome Summary Data Entry and Exit

Usability testing will continue until Oct. 1, 2021. It is important to understand that the new ACORN Data Management System is not in operation during this first segment, rather the legacy T-DMS operating on Silverlight is live and serving as the active operational system.  

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Segment Two: Formal Launch & Release on Oct. 1, 2021

The next segment is the actual release of the “minimum viable product” which includes maintenance of the existing Data Exchange Agreements, all of the current data elements in Silverlight, and the addition of the Services Delivered module. Now that the basic features are completed, a three-tiered Training & Technical Assistance Series will be provided beginning October 1 and will continue through December 31, with holiday breaks factored into the training schedule. The training and technical assistance will be provided by members of the ESIT Data Systems & Analysis Team (D-SAT) under the leadership of Kim Hopkins, ESIT Data Manager and DMS Product Owner.  

Universal, targeted, and tailored training and technical assistance will be provided as planned throughout the second segment, with additional supplemental support made available upon request. As noted under Segment One, the new ACORN Data Management System is still not in operation during this second segment, rather the legacy T-DMS operating on Silverlight continues to be live and serving as the active operational system.

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Segment Three: Transfer & Cut Over Date on Jan. 3, 2022

The third and final segment completes the transfer and official migration to the new ACORN Data Management System. On Jan. 3, 2022, all ESIT Provider Agencies will be operating synchronously in ACORN. A virtual “switch” will be activated, resulting in all current child and family data being transferred, along with historical data needed to meet record retention requirements, and active users will be operating live in ACORN. The legacy Silverlight system will be archived and no longer accessible by local users.  

Targeted activation of additional Data Exchange Agreements will be available to local ESIT Provider Agencies whose local systems can meet industry standards. There is a direct correlation and dependency between the new service delivery data entry, collection, tracking, and reporting requirements and the availability of expanded Data Exchange Agreements.

ACORN Start-Up Funding

To support local ESIT Provider Agencies as they prepare for the transition to the new system, supplemental federal funding has been set aside from IDEA Part C funds. Each local ESIT Provider Agency will have the opportunity to access ACORN Start-Up funds in the next 12-month contract cycle that starts July 1, 2021.

The Finance Committee operating under the State Interagency Coordinating Council (SICC) is advising and assisting the ESIT State Leadership Office with the distribution calculation options, specific timelines, and associated requirements. In addition, the Center for Social Sector Analytics and Technology (CSSAT) will be developing and administering a comprehensive survey to identify each ESIT Provider Agencies in-house data management system for child and family records, including electronic medical records system information, if applicable. The results of the survey will help inform both local leaders of potential upgrade needs and DCYF leaders of the business requirements related to the development of expanded Data Exchange Agreements. 

Anticipated American Rescue Plan Act (ARPA) funding may also be used by local agencies to support related costs associated with the transition to the new ACORN Data Management System. Guidance from the federal Office of Special Education Programs regarding the exact amount, availability, and spending timelines for the supplemental ARPA funds is expected within the next week or two.   

Migration Project Management & Supports

Project management is being provided by Christian Doran, IT Project Manager, in collaboration with Kim Hopkins, ESIT Data Manager and DMS Product Owner. Both Christian and Kim continue to value and appreciate stakeholder input and feedback. They are responsive, open, and available to listen and record strengths, challenges, and recommendations. 

Overarching Purpose Statement for ACORN Data Management System

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.

Strategies involve new ACORN system enhancements and expanded accessibility features including:

  • Accessible on all common operating systems including iOS, Windows, and Android
  • Industry standard mobile compatibility including Mac, tablets, and cellphones
  • Expanded browsers options including Edge, Firefox, Safari, and Chrome

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.