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“Data that is loved tends to survive.”
-Kurt Bollacker, American computer scientist
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 August, ESIT Help Desk staff processed a total of 683 requests:
- 110 data fixes,
- 327 administrative changes,
- 198 requests to give school districts access to IFSPs,
- 48 ACORN Support related requests.
2024 Help Desk Data Fixes
Top 10 Data Fix Requests 2024
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.
The Data Systems and Analysis Team (D-SAT) has been collaborating with our vendor, the Public Consulting Group (PCG) on the customization of ACORN, the caseload management system that will replace the ESIT Data Management System and ESIT.Web platforms. As part of the customizations, we have developed a new role for our school district partners that allows the district full access to child files in ACORN that meet the following criteria:
- The child is at least 2 years, 3 months old.
- The child is potentially eligible for Part B services.
- The child has an IFSP.
- The parent has provided informed, written consent to sharing their child’s information with the district.
The “Transition Service Partner” role in ACORN is an innovative way to further support local collaboration between ESIT Provider Agencies and School Districts. It aims to give school districts independent access to all information needed to support families in the transition from Part C to Part B, as well as access to reports that summarize data about the children identified by the IFSP Team as potentially eligible for Part B services.
D-SAT invites you to join us for the “ACORN Introduction for Transition Service Partners” training. We are hosting a voluntary 2-hour webinar to introduce the school district role and functionalities in ACORN. There will be an opportunity to ask questions at the end of the training. This training is optional, but strongly encouraged for school district staff.
Please sign up for one of the two training opportunities:
Tues., September 17 | 1 p.m.
Or
Thurs., September 19 | 9 a.m.
This training will be recorded and posted on ESIT's ACORN Data Management System page, under ACORN Training Resources. For questions, please contact ESIT Data Systems and Analysis Manager, Kim Hopkins, at kim.hopkins@dcyf.wa.gov.
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To help us address the challenges you’re facing with ACORN, please send us a screenshot within your helpdesk service ticket. The more details you provide in your initial request, the faster and more efficiently we can assist you with logging in and/or navigating the system. We look forward to helping you!
As we continue with our transition from the current data system to the ACORN system, users can still use DMS messaging to reach the helpdesk team. However, we recommend using direct email for prompt responses. Your patience is greatly appreciated when using DMS messaging!
Our data fix schedule has shifted to a weekly release. Data fix requests will be addressed every Thursday morning. To ensure timely resolution, kindly submit your data fix request by Wednesday at 4 p.m. We’ll notify users once the data fixes are released, unless the fix is removing overdue or duplicate notifications. For those requests, please look at the record to see removed notifications.
We are fielding a high yield of reopening IFSP requests, so we kindly ask that you check and recheck your work before clicking that issue button. You can review your work by clicking “print IFSP” button prior to clicking the issue IFSP button. This will pull up a PDF copy for you to look closely at your work. Common reopen IFSP requests include: one or more services were not added, added an incorrect service by mistake, issued the IFSP with the wrong issuance date, changing end dates for outcomes and/or services, and spelling/grammatical errors.
Writing a good service ticket is not only helpful for the Helpdesk staff, but also for yourself. It can save you time and frustration by getting you the right solution faster. Here are some key points to remember when emailing the help desk:
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Provide relevant details: The more information you can provide about the issue, the easier it will be for the help desk to identify and fix it. For example, include the ChildID when available, or child name/dob when necessary. Also, mention the steps you took before encountering the issue, and the expected and actual outcomes.
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Use screenshots: A picture is worth a thousand words. Sometimes, a screenshot can show the issue more clearly than words. You can use the Snipping Tool or the Print Screen button on your keyboard to capture a screenshot of your screen. Then, attach it to your service ticket using the Attach File option.
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Avoid jargon: Try to use simple and clear language that anyone can understand. Avoid using acronyms or technical terms that might confuse the help desk staff. If you have to use them, make sure to explain what they mean.
We hope these tips will help you write effective service tickets that can get you the best possible response. Remember, details matter! The more details you provide, the faster and better the Helpdesk can help you.
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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