ACORN Migration Project Update
DCYF ESIT and the Public Consulting Group (PCG) are continuing their collaborative work on the ACORN (Access to Child Online Records Network) migration project. The project is happening in multiple phases, beginning with the release of the case management module. This first release focuses on the replication of current functionality in Silverlight and data migration from Silverlight to ACORN. The goal is the customization and adoption of the PCG product “EI Hub”, a comprehensive data system that features several modules, to include service logging, billing and claiming, and workforce management. This system is an off-the-shelf solution for serving Early Intervention Programs under IDEA Part C consistent with federal regulations and has been successfully implemented in several other states, to meet the data entry and reporting needs of Washington State’s Early Intervention Providers.
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The Data Systems & Analysis Team has spent several weeks identifying requisite customizations to the EI Hub to meet specific Washington State criteria necessary to ensure initial User navigation. This customization includes the implementation of language used in ESIT Practice Guides, the development of a state specific IFSP document, the implementation of the new Qualifying Diagnosis list as well as an updated list of tools, tests and assessments. Customizations have been released in priority order and are still ongoing. This work will continue for several months, and we will update our registered Users prior to any releases into the live environment.
The initial migration of DMS data into the training and production environment has been successfully completed. We are currently working on a second migration which will update the data available in the ACORN training environment, to include new registered User accounts that were created in the DMS after March 5. A final data migration will take place immediately prior to the launch of ACORN. During this time, the ESIT DMS will not be accessible to ensure a clean cut-over to ACORN. Data migration will require a 3–4-day window where no data is entered and/or changed in the DMS. We will adjust all reporting timeframes and contractual requirements accordingly.
We are partnering with our current data exchange holders to replicate the six existing data exchanges in the new system. The initial development work has concluded, and we have moved on to testing, identifying and correcting bugs. All identified bugs have been fixed and we expect that testing will be completed by the end of September. Data exchange holders will be required to complete a Data Exchange Integrity Checklist and submit written confirmation that the local system is ready for the cut-over to ACORN. The data exchanges will serve as a model for future data exchanges with all local Part C provider agencies who wish to enter such an agreement prior to the launch of the service logging module (Phase 2).
In anticipation of the go-live date, we are cross-teaming with PCG and DCYF IT Training to develop the ACORN Training Plan for the new system. Based on User feedback, we will be using a three-tiered approach to training including Universal (statewide for all), Targeted (i.e. regional or User-type), and Tailored (i.e. individualized based on unique needs).
DSAT launched a series of mini training webinars in July and August. You can find these micro-lessons on our website. Micro-lessons are available for the following topics:
In addition to the ACORN micro-lessons, we have also published a series of training documents on our website, to include an ACORN FAQ document that is being updated frequently to add new topics and answers to questions we have received in the ESIT Help Desk or during our training sessions. The following training documents are available to users:
Our next step is the launch of the ACORN training for school districts on September 17 and September 19. This voluntary two-hour webinar is designed for school district staff working with Part C provider agencies to support families during the transition from Part C to Part B. After the live webinars, we will make a recording of this training available on our website and in the LMS. After the launch of this first training, we will be launching 2-3-hour trainings on the following topics:
- Adding users to child’s file that are not providing a Part C service,
- Developing the IFSP,
- Entering a Referral and Child Match/Lookup,
- Entering an initial Evaluation/Assessment,
- Entering a re-evaluation,
- Eligibility Determination,
- COS (Entry and Exit),
- Transition Planning,
- Exiting a child and reactivating a child record,
- Requesting and approving a referral,
- Reviewing an IFSP and creating a review or annual IFSP,
- Assigning user roles/ creating new accounts in ACORN,
- Running reports,
- Monitoring caseloads within an agency. Admin functions.
An updated User Guide-Handbook will be available prior to the go-live date of ACORN.
If you have access to ACORN, you will need to complete training according to your role in the system. You are considered an ACORN User if you have a login and password tied to a registered account in ACORN.
All FRCs, Lead FRCs, Agency Managers, Lead Agency Managers and Intake Coordinators should have completed either the ACORN Webinar series or the self-guided training modules in the LMS by October 31.
School District Liaisons are strongly encouraged to complete the ACORN training for school districts by October 31.
Service Providers should at a minimum complete the self-guided modules applicable to their role. All Service Providers will be required to access ACORN with the roll-out of the service logging module (Phase 2).
In preparation of the ACORN go-live, we will be sending a “ACORN Readiness Verification Checklist” to Local Lead Agency Managers and CLA partners. This checklist will be used to verify that all Users within the agency have successfully registered and accessed the ACORN training environment and have verified their role in ACORN.
The checklist also serves as a tracker for the completion of ACORN self-guided training and/or the ACORN comprehensive training webinars. Local Agency Managers will be responsible for completing and signing this checklist and submitting it to the Data Systems and Analysis Team for verification. Verifying these crucial readiness steps will allow us to determine a feasible go-live date.
The ACORN Readiness Verification Checklist will be sent out to our partners by the end of September.
ACORN Roll-Out Summary
If you have questions or suggestions, please contact ESIT Data Systems and Analysis Manager, Kim Hopkins, at kim.hopkins@dcyf.wa.gov.
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