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“Without data you’re just another person with an opinion.”
- W. Edwards Deming, American engineer, statistician, professor, author, lecturer, management consultant and known as the father of the quality movement.
We are nearing the completion of Phase 1 of the DMS Migration Project. The projected go-live date for ACORN is August 1.
One important step to successfully switch to our new platform is the data migration. We will be migrating four years of DMS data to ACORN. This migration will start July 27 and will conclude on July 31. The ESIT DMS will not be accessible for data entry during this time and the Help Desk will not be able to assist with data fixes.
We are finalizing our training schedule and will publish it this week. Training will take place in June and July. Beginning Aug 1, you will enter all data into ACORN.
Please contact ESIT Data Systems and Analysis Manager, Kim Hopkins, at kim.hopkins@dcyf.wa.gov with any questions or concerns you have.
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.
In the month of May 2023, ESIT Help Desk staff processed:
- 134 data fixes
- 443 administrative changes
- 268 requests to give school districts access to IFSPs
2023 Help Desk Admin and Data Fixes
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.
Top 10 Data Fix Requests, 2019 through 2023
We consistently receive “Unable to Issue” IFSP contacts in the helpdesk. We are finding more often the child records are either Created, Reactivated, Accidentally Transitioned, or Transferred to New FRCs after the Eligibility Date has been determined, or FRCs are attempting to issue IFSPs for a date prior to when an FRC is assigned to a child’s record.
The DMS will not accept any date prior to when an FRC is assigned to a record. The DMS will either not allow an FRC complete the Eligibility Determination tab or will not allow the FRC to issue the IFSP.
We cannot stress enough the importance of Creating, Reactivating, or Transferring to a New FRC a child’s record promptly before the Eligibility Determination Date and the IFSP Issuance Dates.
If you receive the "Unable to Issue IFSP" error or you are not able to Complete the Eligibility Determination Tab, please check the records timeline dates to ensure the Eligibility and Issue Dates are after the date the record was Created, Reactivated, or Transferred to a New FRC.
If you find the record was Created, Reactivated, Accidentally Transitioned, or Transferred to New FRC is showing after the date of the determination or IFPS issue date, please contact the helpdesk, and provide the dates the record should have been Created, Reactivated, or Transferred to a New FRC, we will request a data fix to move the dates back for a successful issuance.
Example: DMS unable to accept the Eligibility or IFSP issues dates.
ESIT’s Fiscal Year ends Fri., June 30. Our data team will take the annual snapshot of the database on Mon., July 17. This data is used for federal reporting, specifically the annual performance report (APR). Our goal is to report accurate data to our federal partners, legislators, county governments and other stakeholders. To ensure accuracy of our reports, we ask that all data to be entered into the ESIT DMS by Fri., July 14.
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 turn-around.
Please note that our average turnaround time for your request is 24 business hours. As always, we do appreciate your patience.
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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