ESIT Data Management System (DMS) Known Issues November 2022

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ESIT Data Management System (DMS) Known Issues November 2022


GovDelivery Notifications

Please ask your staff and coworkers to sign up for our GovDelivery notifications. This will ensure 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 the month of October, ESIT Help Desk staff processed 118 data fixes and 354 administrative changes in the DMS. We also processed 274 requests to give school districts access to IFSPs, based on written parent consent retained on file in the local provider agency. 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. Please send Help Desk requests directly to esit.help@dcyf.wa.gov to ensure that we can answer your questions as soon as possible. Emails sent to our staff directly may go unanswered if staff is away from their computer or out of the office. 


FFY 2022 Compliance Period is Coming Up

The compliance period for FY 2022 is from January 1 to March 31, 2023. During this time, we will pull reports from Indicator 1, 7 and 8 (compliance indicators) from the DMS and vet them for accurate data entry. Users can be proactive in anticipation of the upcoming compliance period and ensure that all data is entered accurately and in a timely manner. If data fixes are needed, these should be requested as soon as possible to allow time for the work to be completed prior to the beginning of our compliance monitoring work. Users have access to the federal indicator reports in the DMS and can pull the data at any time. For assistance with accessing the reports, please contact the ESIT Help Desk.


Special Characters and the DMS

There are many sections in our data management system that require users to enter text. To save time, many users copy and paste the text they need to enter from Word documents. This can create errors in the DMS because the system cannot process the paragraphs and special characters used in Word documents. Here are a couple of tips to avoid errors in the system:

  1. Copy from your Word document to Microsoft Notepad before copying to the DMS. The Word text will show as a plain text in Notepad and make it “safe” for the DMS.
  2. Avoid using special characters like bullet points, emojis, and the following signs “, @, #, $, ^, &, *, /

Checks and Re-Checks

We absolutely understand that mistakes happen! Data entry often happens at the end of the month and often times we have to rush to get the work completed on time. The Help Desk tries to be very responsive but certain data entry errors require data fixes from our program developer which can sometimes take several days to complete. To avoid inaccurate billing counts or other challenges, we suggest Users take a couple of extra minutes to double check your data entry for accuracy. Here are some common data fields  you may want to double-check before submitting any data in the DMS:

1) Child Name
2) Correct IFSP issue date
3) Correct Address
4) All providers added to the IFSP and Evaluation Team?
5) All services and outcomes included?

If you do initially overlook a needed correction, please contact the Help Desk as soon as possible to request the data fix.


Creating User Accounts in the DMS

Users with administrative roles in the DMS (Lead FRC, Agency Manager, Lead Agency Manager) can create new user accounts in the DMS. Once the account is created in the respective organization, please contact the Help Desk to activate the account. The Help Desk Coordinator will send out a temporary password to the email associated with the new account and the new user will be able to access the DMS production environment immediately. If you need guidance on how to create user accounts, please contact the Help Desk.


Sequence of Events in a Child’s File

When a child referral is received, it should be entered in the system before an evaluation takes place. Once the child is evaluated, the evaluation should be entered in the DMS, regardless of the eligibility decision. An initial IFSP has to be issued within 45 days from receipt of the referral. A review IFSP is issued every 6 months, and an annual IFSP is due 1 year after the initial IFSP was issued. Review IFSPs can be issued as needed throughout the year but the annual IFSP requirement does not change.

Issuing a review IFSP multiple times throughout the year could lead to glitches in the DMS that will overwrite the annual IFSP task. Please create a manual task reminder for the annual IFSP due date to avoid missed deadlines.


Reports in ESIT.Web

If you are accessing reports in the ESIT.Web application and you have two roles assosciated with your DMS account (for example the FRC role and the agency manager role), the reports you are able to view may contain duplicate children. This is only an issue if you have more than one eligible role in the data system. If you are noticing inaccuracies, please reach out to the Help Desk for further assistance.


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.