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"You can have data without information, but you cannot have information without data."
-Daniel Keys Moran (DKM), American computer programmer and science fiction writer
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 March 2024 ESIT Help Desk staff processed:
- 158 data fixes,
- 358 administrative changes,
- 372 requests to give school districts access to IFSPs.
2024 Help Desk 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 2024
The Helpdesk will be processing requests Monday through Thursday with limited support on Fridays. Most Friday requests will be assessed in the order received on Mondays. Thank you for your patience with our team during this time.
We kindly request that users review their referral tab and remove any referrals that did not progress to record creation or may have been duplicated. This action will assist us in achieving accurate reporting and smooth data migration.
- If you have reactivated a record and there is not an issued IFSP in the record, you must reach out to the helpdesk to have the referral date reset. This is what creates an updated IFSP timeline.
- If there is an issued IFSP in the record, you will need to issue an annual IFSP to re-establish an IFSP timeline. An annual IFSP is required regardless of the date of the last IFSP in the record as this establishes the updated timeline.
The Helpdesk can support resetting a timeline, but users need to reactivate records on their end. Please follow these Steps:
- Click Create New Referral on the Referrals tab of the Main Dashboard.
- Use the date the child was referred as the initial contact date.
- If you belong to more than one agency, select the applicable one from the Agency list.
- Choose a Referral source of Parent.
- Select a Contact method
- Select a Reason for referral.
- Enter data in the Primary Contact and Child sections.
Important: In the Primary Contact Section, make sure you select something for Relation to Child.
- Click Continue to Match.
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The Child Match screen now displays a possible duplicate that has been transitioned out. You can tell by the Reactivate icon next to it.
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Rather than continuing with the current referral and creating a duplicate, simply click the Reactivate icon next to the child’s name.
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Click OK on the resulting screen. The system closes the window, saves the record, and takes you to the Child Info tab of the Child Dashboard.
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Close the dashboard tab for that child.
If the child does not have an IFSP on file, please contact the Helpdesk to update the referral date and reset the timeline.
If the child does have an IFSP on file, please issue an annual IFSP to re-establish the timeline.
Are you having difficulty having a transfer request approved? The Helpdesk can assist after the following steps have been completed by the requesting agency/FRC:
- It is the responsibility of the requesting agency FRC to communicate with the approving agency/FRC prior to requesting assistance from the helpdesk.
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Please wait at least 3 business days prior to reaching out to the help desk for assistance with approval. Please provide the helpdesk with the child’s name and DOB if child ID is not available.
Some records are attached to an inactive FRC or intake coordinator in the system; for those transfers, the help desk must approve or decline those requests.
We have noticed a rise in requests for data fixes to reopen IFSPs. We appreciate the hard work you put into supporting families in various ways, and we are happy to assist you. However, reviewing your work in print preview format before issuing it can help you avoid the need for a fix. This will ensure that the full IFSP document is accurate before issuing. Once your data is entered and you have the green checkmark, we encourage that you click print IFSP for one final read through to check for any potential errors such as missing services or incorrect services listed.
For Assistance with ESIT DMS, email dcyf.esithelp@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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