"To harness data, the world needs information: more information, better information, more complex and more nuanced understanding, and better narratives that can show ways for all to flourish."
- Info We Trust: How to Inspire the World with Data, by RJ Andrews
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.
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.
Check out our ACORN trainings and publications.
In the month of November, ESIT Help Desk staff processed a total of 721 requests:
- 110 data fixes which were 15% of the total requests fielded this month,
- 150 ACORN support related requests which were 25% of the total requests fielded this month,
- 611 administrative requests,
- 143 requests to give school districts access to IFSPs.
2024 Help Desk Admin and Data Fixes
Top 10 Data Fix Requests 2024
The compliance period for FFY 2024 is from January 1 to March 31, 2025. During this time, we will pull reports from Indicator 1, 7 and 8 (compliance indicators) from the DMS and vet them for accurate data entry. Users can be proactive in anticipation of the upcoming compliance period and ensure that all data is entered accurately and in a timely manner. If data fixes are needed, these should be requested as soon as possible to allow time for the work to be completed prior to the beginning of our compliance monitoring work. Users have access to the federal indicator reports in the DMS and can pull the data at any time. For assistance with accessing the reports, please contact the ESIT Help Desk.
What is happening?
The DSAT Team will take a snapshot of our data for a point in time (December 1). We will use this data to report on Child Count and Settings (Indicator 2) as part of the IDEA Part C 618 Data Reporting Requirements.
Who will be impacted?
There will not be any impact on the availability of the ESIT DMS. We do ask that users enter all data in a timely manner (within 10 business days) to help us generate the most accurate reports possible.
How can you help?
DMS users can help us achieve our goal of accurate data reporting by entering all data into the DMS at their earliest convenience, but no later than 10 days after the event occurred. It is important to try to avoid data entry errors (for example selecting the wrong service setting or start date). If you notice a data entry error, please contact the Help Desk as soon as possible so we can make the needed corrections.
When is this happening?
The DSAT Team will save the December 1 Count data on December 16, 2024. All data should be entered by COB December 15, 2024.
We continuously release data fixes from Monday through Thursday. However, there may be instances that delay the release, such as database accessibility issues, server outages, or planned leave. Our goal is to provide daily updates, but this is not always possible. We kindly ask you to submit your data fix requests as soon as you identify an issue, rather than waiting until the end of the month or accumulating multiple cases. For urgent requests, we will prioritize them accordingly, although we cannot guarantee completion by a specific date, such as the end of the month.
The Help Desk Team tries to be responsive to your inquiries. There are some things you can do to reduce wait times:
- Start your email subject with “ESIT DMS request” or “ACORN request” so we know what data system you need help with,
- Include details and all requested information in your initial email,
- Send emails rather than using the DMS messaging option,
- Send requests for reports directly to Kim Hopkins hopkins@dcyf.wa.gov,
- Mark urgent requests with “URGENT” in the subject line of the email.
DMS requests are prioritized above all ACORN requests, which will be addressed in the order they are received. Each request is assessed, and you'll be given resources and training options to help you troubleshoot independently. If you're unable to resolve your ACORN issues using these resources, we will then schedule a Microsoft Teams meeting to provide further assistance.
We appreciate your understanding of these processes, which help us avoid delays and reduce prolonged wait times.
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:
- If you are requesting assistance with a DMS record, please include:
- The child ID, or
- The initials of first and last name and the DOB of the child in your request.
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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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