Prepared by: Program Policy Implementation Branch Ministry of Community and Social Services March 23, 2017 Version 1.0

Transcription

1 DSCIS V6 SERVICE CONNECTIONS PROJECT Go-Live Resource Document for Phase 1 Service Agencies, Passport Agencies, Urgent Response Committees, Specialized Service Agencies and APSW Agencies Prepared by: Program Policy Implementation Branch Ministry of Community and Social Services March 23, 2017 Version 1.0

2 TABLE OF CONTENTS SECTION 1: DSCIS V6 SERVICE CONNECTIONS PROJECT IMPORTANT CONTACT INFORMATION... 2 SECTION 2: DSCIS IMPLEMENTATION HELP DESK HOURS AND CONTACT INFORMATION SERVICE STANDARDS REPORTING AN ISSUE... 3 SECTION 3: THE PROJECT ROLL OUT PROCESS PREPARING FOR GO-LIVE GO-LIVE (MARCH 27, 2017) POST GO-LIVE... 6 SECTION 4: Qs and As for PHASE 1 SERVICE PROVIDERS... 7 SECTION 5: RESOURCES...10 SECTION 6: APPENDICES

3 SECTION 1: DSCIS V6 SERVICE CONNECTIONS PROJECT This document contains information related to the implementation of the Developmental Services Consolidated Information System (DSCIS) v6 Service Connections Project for Phase 1 Service Providers from Service Agencies (SA), Passport Agencies (PA), Urgent Response Committees (URC), Specialized Service (SS) Agencies and APSW Agencies. DSCIS v6 will be launched on March 27, All Phase 1 Service Providers will be on-boarded at this time. 1.1 IMPORTANT CONTACT INFORMATION Service Agency (SA) IM Lead The SA IM Lead is the single point of contact for all agencies to facilitate access to the new portals, help build local technical readiness, ensure that DS agency users have optimal use of the DSCIS portal applications and support system testing. For the Francophone Phase 1 agency, any issues should be reported through the SA IM Lead. Kirstyn Amyot Ph x Toll Free: F: E. kamyot@handstfhn.ca Your Regional Office Program Supervisors will be able to support you for programrelated questions (outside of the technical use of DSCIS where you should refer to the technical supports). 2

4 SECTION 2: DSCIS IMPLEMENTATION HELP DESK The DSCIS v6 Helpdesk analyst will be the single point of contact for the Phase 1 Service Providers reporting technical issues, except for the francophone Service Agencies who should contact the IM SA Lead identified above. The Help Desk will: Record and triage all incidents and requests related to DSCIS v6 for resolution. Document and escalate any unresolved incidents and/or issues as needed. 2.1 HOURS AND CONTACT INFORMATION The DSCIS V6 Helpdesk will be available Monday to Friday to receive calls and s. Help Desk Contact Information Hours of Service Monday to Friday 8:00 am 5:00 pm Contact Numbers Local: Toll Free: DSCIS.Support@Ontario.ca 2.2 SERVICE STANDARDS During business hours, users have the option of waiting in a queue or leaving a message. Calls will be returned within one business day. Messages left outside of hours of service will be returned the following business day. 2.3 REPORTING AN ISSUE The DSCIS Help Desk is intended to support in the implementation of the DSCIS v6 Service Connections Project and for DSCIS issues in general. It is not intended to help resolve local Service Provider IT issues. A Help Desk Reporting template has been provided to Phase 1 participants so they can log issues through the Help Desk. All issues are to be reported using this template. If the issue cannot be resolved by the DSCIS Help Desk, it will be escalated to business, technical SMEs through OPS & I&IT Service Desk and an update provided to the person who reported the issue. 3

5 SECTION 3: THE PROJECT ROLL OUT PROCESS 3.1 PREPARING FOR GO-LIVE Registration will be completed for Phase 1 Service Providers. If you any queries regarding this process, please contact the SA IM Lead. Pre Go-Live Checklist Activity Y/N Confirm Information Technology (IT) standards have been met. e.g. you are using Chrome as a Browser. See Appendix 1. All processes regarding user access and login have been reviewed. See Appendix 2 for User Registration Form. All training has been completed. Connect with your local DSO to ensure that local processes in place during the Go-Live period to minimize any disruption to the delivery of developmental services. 4

6 3.2 GO-LIVE (MARCH 27, 2017) On March 27 th, all registered DSCIS Phase 1 Service Providers will receive a Web Access Code (WAC) and PIN numbers and enroll in DSCIS through ONe- Key. Service Providers will test and validate that the portals work. (See Application Testing Form and Guidelines in Appendix 3). Service agencies should not enter any data in the resource declaration portal until they have received the relevant communication to do so. Service agencies will receive communication from the Ministry of Community and Social Services (MCSS) regarding use of the portal for resource declaration. Service agencies can begin declaring resources/monitoring referrals through the portals once ALL DSOs sign off on data conversion and application validation. This would include any available resources (i.e. unfilled, open vacancies existing as at the Go-Live date and any new vacancies after Go- Live). Please refer to the User Guides at Go-Live Checklist Activity Y/N Enroll in DSCIS through ONe-key Test and validate the use of the portal using the form provided (See Appendix 3) and the sign-off to DSCIS.Support@ontario.ca Attend Daily De-brief session 5

7 3.3 POST GO-LIVE Once they have received communication from MCSS about the use of the portal, Phase 1 Service Providers registered for the Referral process (UR, APSW, SS, PA) can start monitoring the DSCIS referral portal for new referrals. DSOs will be able to review and confirm or reject resource declarations, make a referral and/or reservation. Remember - Determining and communicating the proposed match to Service Agencies will continue to be done in an off-line process until the DSO has successfully completed the data migration process. Once data migration is successfully completed for each DSO, MCSS will communicate to Service Providers that the process has been completed for their respective DSOs. Full use of the portal to connect persons to available services can commence. Post Go-Live Checklist Activity Y/N UR, APSW, SS and PA monitor referral portals for new referrals Attend Daily De-Brief sessions 6

8 SECTION 4: Qs and As for PHASE 1 SERVICE PROVIDERS Project Roll-Out 1. How is the implementation of DSCIS v6 happening? What are Phase 1 and Phase 2? The DSCIS v6 Service Connections project is a phased rollout. This means that the rollout is happening successively, with the Phase 1 launch on March 27, The remaining agencies will come onboard later. 2. Will there be any disruption to the DSCIS system or agencies ability to connect people to service? No. DSOs and Agencies will still be able to connect individuals to service during the implementation timeframe. During the first phase of implementation, agencies that are part of successive phases will continue using existing processes in their work with DSOs to connect people to their available services and supports. 3. What if Go-Live does not happen on March 27 th, 2017? If for any reason, there is a delay in Go-Live of the new system, all Phase 1 Service Providers will be notified via . You should continue business as usual until notified of the resumption of Go-Live activities. 4. When will I know if I can access and start declaring resources through the portals? To access the portal, all registered Phase 1 Service Providers will receive WAC and PIN numbers and enroll in DSCIS through ONe-Key. This will be done on March 27 th, You will be notified by about when you can begin accessing the portal to declare resources. 5. Do I need specific technology to use the portals? You will only need an internet-connected computer with Google Chrome as your browser. Google Chrome is available to download for free on the internet. 6. How will agencies access the new portals / what is a token? Access to each of the two DSCIS v6 portals requires a separate token. A token is a piece of hardware that acts like an electronic key and is about the size of a small keychain. It gives a constantly updated series of random numbers that will form part of the login process. This is called a ONe-key service. The assigned token will need to be used to access each portal every time an agency user logs in to the system. A token is assigned to an individual and cannot be used by anyone else. 7

9 7. Do staff members in agencies that would need to use the Resource Connections Portal and the Referral Portal need separate tokens to access the portals? Yes. If your organization declares residential resources but also engage with DSOs on referrals for urgent response, you will need a separate token to use each portal. Your SA IM lead can provide further details about the process and requirements for tokens and registration. General 8. What is DSCIS v6 Service Connections project? DSCIS is an IT system for collecting client information related to intake, eligibility and application packages for individuals with developmental disabilities in Ontario. It is used by DSOs. Service connections refers to the process through which individuals are connected to access available Ministry-funded adult developmental services and supports. This latest upgrade to DSCIS 6.0 being launched on March 27, 2017, has new features and navigational tools that will help the developmental services sector improve the process of connecting people to services. This includes the introduction of two webbased portals. 9. What are portals? The two portals are web-based applications that allow for the secure transmission of information between organizations. 10. How do these changes affect Service Agencies? Relevant to service delivery partners, the project includes the introduction of two new portals. There is a portal for declaring resources and a portal for receiving referrals. Agencies will make use of the portal that is relevant to the type of service delivered. Agencies that are expected to use these portals are Service Agencies, Urgent Response Committees and Passport Agencies. The referral portals will also be used by Specialized Services and APSW. For more details refer to the chart below. The use of these new portals will help to support improved consistency, efficiency and security of information being shared between agencies and the DSO in the process of connecting people to available services and supports. 8

10 Portal Name Portal Functions Agency Users (service detail code) Resource Connections Portal Referral Portal Service Agencies Declaring available service and support resources to the DSO using a new Resource Declaration function; DSOs and Service Agencies sharing information and tracking decisions as part of the process of considering and confirming individuals as matches to be connected to available service and support resources DSOs referring individuals and sending their information to relevant agencies to be considered and connected to available services and supports Residential Service Agencies: o Group Living (8847) o Intensive Support (9110) o Host Family (9111) o SIL (9112) CPS Service Agencies: o CPS (9131) o Employment Supports (8871) Caregiver Respite Service Agencies (9130) Passport Agencies (9134) Local Urgent Response Committees APSW Agencies (8888) DS Professional and Specialized Services (9132) DS Specialized Accommodation (8886) 9

11 SECTION 5: RESOURCES To support staff, the following documents are available at Training Materials ELearning Videos User Guides Data Dictionary Qs and As 10

12 SECTION 6: APPENDICES 11

13 APPENDIX 1- GOOGLE CHROME INSTALLATION GUIDE FOR DSCIS System Requirements To use Chrome on Windows, you'll need: Windows 7, Windows 8, Windows 8.1, Windows 10 or later An Intel Pentium 4 processor or later that's SSE2 capable Install Chrome To install Chrome for your user account: 1. Download the installer file from Google 2. ( ) 3. If prompted, click Run or Save. Enter the admin credentials if required. 4. If you chose Save, double-click the installer file to start the installation process. 5. Start Chrome: Windows 7: A Chrome window opens once everything is set up. Windows 8 and 8.1: A welcome dialogue appears; click Next to select your default browser. Windows 10: A Chrome window opens once everything is set up. Page 1 of 5

14 Installation Guide for Google Chrome Version 53 PLEASE NOTE that the following is documented to serve as an example. Other version of Chrome may have minor differences in the installation process. 1. Press Accept and Install to accept the license agreement and proceed with the installation. Page 2 of 5

15 2. Downloading Screen. 3. Installing Screen 4. Press Close to start Google Chrome Page 3 of 5

16 5. If the machine has a touch screen interface, disable the touch events a. Open Chrome and type chrome://flags as the address and hit enter b. Find Enable touch events flag and update it as Disabled if not disabled already c. Hit Relauch Now at the bottom of the screen. Page 4 of 5

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18 APPENDIX 3 - APPLICATION TESTING FORM AND GUIDELINES Scenario # SA-PAT-001 SA-PAT-002 Business Scenario Service Agency has a new staff who needs to declare resources Service Agency has an available resource to declare - New Resource Test Cases Service Agency adds a provider member Declaring a permanent Resource Declaring a temporary Resource Declaring a flexible hours resource Decision Points/Process Steps Days Per Week Hours Per Week Days Per Month Hours Per Month Functionality Being Tested new provider member resource declaration - permanent, everyday resource declaration - days per week resource declaration - hours per week resource declaration - days per month resource declaration - hours per month resource declaration - flexible hours Pre Requisite Test Case Scenario # SA-PAT- 001 SA-PAT- 002A SA-PAT- 002B SA-PAT- 002C SA-PAT- 002D SA-PAT- 002E SA-PAT- 002F Pass/Fail Description of Issue (if Fail) Severity of the issue (High, Medium, Low) Refer to criteria for determining the severity of issues Instructions: For all Phase1 Service Providers: Test that you are able to log into the portals. For Service Agencies who have a resource to declare and submit Test with the scenarios above and complete form. Any issues should be reported to the DSCIS Help Desk. Completed reports and sign off should be ed to dscis.support@ontario.ca For all Service Providers, please indicate your sign off in the body of the .

19 APPENDIX 4 - RESOURCE DECLARATION FORM Screen Shots of the Resource Declaration Form New Resource Declaration New Resource Wizard Step 1 Select Service, Service Centre and Service Location Step 2 Enter Place Details

20 Step 3 Select Availability For Frequencies other than Everyday Days per Week Flexible hours per week Hours per week 2

21 Days per Month Hours per month 3

22 Step 4 Enter Resource Characteristics 4

23 5

24 6

25 Drop down menus in the Resource Declaration Form ( drop down menus where the responses are yes/no or all the responses can be seen in the screen shots are not included in this list) Physical Accessibility - Does the location provide an accessible environment? o o o Not Accessible Partially Accessible Totally Accessible Type/Style of Location o Apartment Building o Single Story House/Granny flat o Multilevel house o Other 7

26 Medical Supports Available or Accessible Equipment Feeding Assistance Oral stimulation or jaw positioning Feeding Assistance Parenteral feeding (e.g. IV) Feeding Assistance Tube feeding (e.g. nasogastric) Other Medical Blood Testing Other Medical - Bowel Care Other Medical - Catheterization Other Medical - Dialysis Other Medical - glucometer Testing Other Medical - IV Care Other Medical - Inhalers Other Medical - Injections of Medications Other Medical - Lifting and/or Transferring Other Medical - Ostomy Care Other Medical - Other(S) specify Other Medical - Protection from infectious diseases Other Medical - Seizure management Other Medical - Therapy services Other Medical - Chest PT Other Medical - Inhalation or Oxygen Therapy Other Medical - Postural drainage Other Medical - Suctioning Skin Care - Dressing of open wounds Skin Care Turning or positioning Clinical or Medical Support Capacity Feeding Assistance Oral stimulation or jaw positioning Feeding Assistance Parenteral feeding (e.g. IV) Feeding Assistance Tube feeding (e.g. nasogastric) Other Medical Blood Testing Other Medical - Bowel Care Other Medical - Catheterization Other Medical - Dialysis Other Medical - glucometer Testing Other Medical - IV Care Other Medical - Inhalers (puffers or vapour masks) Other Medical - Injections of Medications Other Medical - Lifting and/or Transferring Other Medical - Ostomy Care Other Medical - Other(S) specify Other Medical - Protection from infectious diseases Other Medical - Seizure management Other Medical - Therapy services Other Medical - Chest PT Other Medical - Inhalation or Oxygen Therapy Other Medical - Postural drainage Other Medical - Suctioning Skin Care - Dressing of open wound(s) Skin Care Turning or positioning Behavior Management Support Available or Accessible Prevention of assaults or injury to others Prevention of property destruction (e.g. fire setting...) 8

27 Prevention of stealing Prevention of self-injury Prevention of Pica (ingestion of inedible substances) Prevention of suicide attempts Prevention of sexual aggression Prevention of nonaggressive but inappropriate behaviour Prevention of tantrums or emotional outbursts Prevention of wandering Prevention of substance abuse Maintenance of mental health treatments Prevention of other serious behavior problem(s) Prevention of perseverative / compulsive behaviours Prevention of food seeking/food binging behaviour Prevention of extremely impulsive behaviour Overnight Support Is overnight support provided? o o o o Awake No Remote Monitoring Sleep Residential Accommodation Details Bedroom type o Separate o Shared Location Area Type o Urban o Rural o Suburban Availability of Day Supports o Always (9 am to 5 pm) o Part time o None SIL In an Agency s Apartment o Individual Residential Unit o Shared Residential Unit o No Existing Host Family Details Home Provider is Single Male Home Provider is working out of Home Home provider is a Couple Home has Children Home has fenced Yard Home has pets Non-smoking 9