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"Passion provides purpose, but data drives decisions."
-Andy Dunn, American entrepreneur and the co-founder of Bonobos Inc. (apparel)
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.
Where to find our ACORN trainings and publication.
In the month of September, ESIT Help Desk staff processed a total of 793 requests:
- 130 data fixes,
- 355 administrative changes,
- 256 requests to give school districts access to IFSPs,
- 52 ACORN Support related requests.
2024 Help Desk Data Fixes
Data Migration
The second migration of DMS data into the training and production environment has been successfully completed. A third data migration will take in November, and the final dataset will be migrated from the DMS to ACORN immediately prior to go-live. During the final migration, 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. Please ensure that all agency information and user information are correctly entered in the DMS, this will ensure accurate data being available in ACORN.
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Training Plans and Timeline
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:
Beginning in November, we will be offering 2-3 hours trainings every Tuesday, Wednesday and Thursday on a rotational schedule. The training schedule and the topics will be announced in the Tuesday Training Tidbits publication. These trainings are not mandatory, but users are encouraged to attend topic specific trainings that speak to their respective roles. An updated User Guide-Handbook will be available prior to the go-live date of ACORN.
Mandatory Training Completion
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.
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).
Preparation for Go-Live
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 week. 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 overview is available here:
Passcode: 1!iT?m1?
2024 ACORN Roll-Out Summary
ACORN Roll-Out Summary Chart
- Customizations | July - August
- Data Migration (2nd round) | September
- Data Exchanges
- ACORN Data Exchange Integrity Checklist | October
- Training Plans
- Training Webinars and Training Documents | July - October
- ACORN User Handbook | November
- Final Preparations for Go-Live
- ACORN Readiness Verification Checklist | October
Questions?
If you have questions or suggestions, please contact ESIT Data Systems and Analysis Manager, Kim Hopkins, at kim.hopkins@dcyf.wa.gov.
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!
We have found that users who have both a manager and FRC role in one DMS account are experiencing an increased number of ‘glitches’ with creating or transferring in house records. This includes a duplication of the FRC role in a record that prevents the issuance of an IFSP. If you have a DMS account with both a manager and FRC role, we recommend that you reach out to the helpdesk so that we can discuss a workaround while we continue to use this DMS system.
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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