ESIT Data Management System (DMS) Known Issues September 2021

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ESIT Data Management System (DMS) Known Issues September 2021


GovDelivery Notifications

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.


Help Desk Fun Facts and Tips

In August, ESIT Help Desk staff processed 59 data fixes and 353 administrative changes in the DMS. We also processed 191 requests to give school districts access to IFSPs. If your program is implementing changes and you can 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 inbox 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.


Database Outages

In the past week, we have experienced multiple database outages. Our database was restored on Sept. 1 and users should not be experiencing any difficulties logging in and entering data into the DMS. We are not yet able to deploy any data fixes but expect to be able to do so by Sept. 6. Users will receive notification when requests for changes in the DMS are completed.


Currently in ACORN Training

We have some new features available for preview in the ACORN training environment!

Screen shot of the 'Overview' tab, a new feature available for preview in the ACORN training environment

You can now access the Overview and Assessments tab and subtabs.

Screen shot of the Assessments tab, a new feature available for preview in the ACORN training environment

Please take a moment to log in and explore these new features and provide feedback through the Feedback button, in the bottom right corner of the screen.


New Reports

When you log into ESIT.Web, you will notice several new reports available to users:

Screenshot of a list of new reports available in ESIT.Web

The Annual Average FTE Running Enrollment report shows the running averages by month starting in July 2021.

The Single Monthly Enrollment and Billing reports replace the Monthly Enrollment and Monthly A19 Billing report that were previously required to be signed and certified by contractors.

The Monthly Enrollment Exception report lists all children that are not on the Single Monthly Enrollment and Billing report and provides the reason why these children could not be counted.


Forms in the DMS

There are many forms linked as PDF documents in the DMS. Please ensure that you are accessing the most recent version of these forms. We are unable to make any changes to the DMS as it is nearing its end of life. You can find all updated forms on ESIT's Forms & Publications webpage.

Screen shot of list of Procedural Safeguard forms available on ESIT's Forms & Publications webpage

ACORN Migration Fun Fact

The ACORN system is going to be released in several phases. The first release will be a “lift and shift” of the current DMS functionalities with a few enhancements. The two new features in ACORN are the services delivered module and the access to data exchanges for all contractors. Further enhancements will be made during the subsequent releases.


Turnaround Time for Correcting Data Entry Errors and/or Other Data Fixes

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.


Need Assistance?

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