BHSOAC
DCR Csus UEI Deliverable 3 2 TrainingPptForUsers
Read the report at Behavioral Health Services Oversight & Accountability Commission ↗
This training was funded by the MHSOAC.
1. FSP Assessment Forms
2. FSP DCR Data Dictionary
3. FSP DCR User Manual for Users
FSP DCR Data Dictionary (9/15/2011)
FSP DCR User Manual (1/17/2012)
FSP Data Collection Forms
FSP Age Groups
FSP Outcome Domains
FSP DCR Data Hierarchy
Data Collection Example
FSP data collected on assessment forms:
Partnership Assessment Form (PAF)
Ø A history of the partner
Ø Current status of the partner
Quarterly Assessment Form (3M)
Ø Collection of current partner status every 3 months
Key Event Tracking Form (KET)
Ø Tracks the dates of major events (e.g., arrests, graduation,
etc.)
Separate forms exist for each age group:
o Child / Youth (Ages 0-15)
o Transition Age Youth (Ages 16-25)
o Adults (Ages 26-59)
o Older Adults (60+)
Type A – Collected on PAF & KET
Type B – Collected on PAF and 3M
Data Dictionary Overview
Complete Variable Index
Assessment Form Crosswalks
Data Field Definitions
Three main elements:
1. Complete Variable Index (CVI)
Ø Table of all fields, organized by domain
2. Crosswalk between form fields and variable names
Ø Annotated forms with data variable numbers
3. Variable definitions
Ø Field types, sizes and permissible values
Provides definition of variable name, form question,
and permissible values
Example:
o Introduction to the FSP DCR
o Online System Interface
o Establishing Partners
o Working with KETs
o Working with 3Ms
o Managing Partners
o Data Correction
Tracks Partnership Outcomes
Partners associated with one:
o Program
o Partnership Service Coordinator (PSC)
o Provider (optional)
Partner Demographics:
o Name & Date of Birth
o CSI number links all other demographics from CSI
database
Categories of Data:
1. General Partnership Information & Administrative
Data Fields
2. Internally Generated Fields
3. CSI-linked Fields
4. Partner’s History Fields (collected only on PAF)
5. Domain Type A Fields (collected on PAF & KET)
6. Domain Type B Fields (collected on PAF & 3M)
General Partnership Info. & Admin. Fields:
o County*
o Partner’s FSP Program ID*
o Partner’s Partnership Service Coordinator (PSC) ID*
o Partner’s First Name and Last Name*
o Partnership Date*
o Partner’s Date of Birth*
o CSI County Client Number (CCN)
o County Partner ID
o Provider Number / NPI
o Who Referred the Partner
o Other Programs (FORMER AB2034, GHI, MHSA)
o Discontinue Reason (only when a partner is discontinued)
Data quality rules designed to prevent incorrect data
PAF completion status alerts when missing PAF data
o Validation reports identify missing data pieces
Notification lists alert users for
o 3Ms due
o Partners in temporary residence >30 days
Online web interface
ITWS secure data submission and extraction
o ITWS System Requirements
o Adding the ITWS website as a Trusted Site
o Configuring Pop-up Blocker
o Enabling Cookies in Internet Explorer
o Navigating to the ITWS website
o ITWS What’s New
o ITWS Utilities Menu
o ITWS Support Menu
o MHSA Information Menu
o Accessing the FSP DCR Application
o Using the DCR Interface
o DCR Menu Options
o Support
1. Microsoft Windows Operating System using
Internet Explorer version 6 or later
2. Minimum 1024 x 768 recommended resolution
3. The ITWS system should be added as a Trusted
Site
4. Pop-ups must be allowed for the ITWS system
5. Cookies must be enable for the ITWS website in
Internet Explorer
Enter the ITWS website,
https://mhhitws.cahwnet.gov/
as a Trusted Site in you
browser Internet Options
menu.
Enter the ITWS website,
https://mhhitws.cahwnet.gov/
as a site to allow pop-ups
through your browsers
Internet Options menu
Error Messages When
Cookies Are Disabled:
o Access to ITWS is denied
o Cookies must be enabled
o Please login before trying to
enter ITWS
Go to browser’s Internet
Options and go to the
Privacy tab and enter ITWS
website
1. Navigate directly: https://mhhitws.cahwnet.gov/
2. Navigate to www.dmh.ca.gov and select Providers
& Partners tab and then the ITWS link.
ITWS Utilities Menu Options:
o Change Password
o User Preferences
o User Profile
o Request Additional Membership
o Approver Management
ITWS Support Menu Options
o Comment Form
o Contact ITWS
o Online Technical Support
o Message History
1.
2.
Click on Functions menu and select the DCR
Application
FSP DCR System Main Menu Options:
o Home
o Partnerships
o Transfers
o Admin
o Help
POQI.Support@dmh.ca.gov.
Methods to Collect PAF Information from Partner at
Intake:
1. Print PAF forms and fill out answers with pen/pencil
2. Fill in PAF form fields through the online FSP DCR
application
3. Enter data into another application to later be
uploaded to the FSP DCR via XML batch submission
OR
http://www.dmh.ca.gov/POQI/Full_Service_Forms.asp
Partnerships > Add New Partner (PAF)
Enter date of partnership and select Get Form
Fill in Partnership Information domain on form
Some
Administrative
Information fields
are required or link
to other databases
The Validation Report link only appears after
selecting Submit and then Cancel
PAF stored successfully
Use 3rd party application to store FSP data
Export PAF records as XML and upload to DCR
Methods to Collect KET Information from Partner at
Intake:
1. Print KET forms and fill out answers with pen/pencil
2. Fill in KET form fields through the online FSP DCR
application
3. Enter data into another application to later be
uploaded to the FSP DCR via XML batch submission
OR
http://www.dmh.ca.gov/POQI/Full_Service_Forms.asp
Partnerships > Manage Active Partners
Enter Date Completed and select Get Form
Fill in KET domain information on form
Use 3rd party application to store FSP data
Export KET records as XML and upload to DCR
Methods to Collect 3Ms Information from Partner at
Intake:
1. Print 3M forms and fill out answers with pen/pencil
2. Fill in 3M form fields through the online FSP DCR
application
3. Enter data into another application to later be
uploaded to the FSP DCR via XML batch submission
OR
http://www.dmh.ca.gov/POQI/Full_Service_Forms.asp
Performed from Partnerships > Manage Active Partners
Enter Date Completed and select Get Form
Fill in domain information on the form
Use 3rd party application to store FSP data
Export 3M records as XML and upload to DCR
Areas of the FSP DCR with Links to a Partner’s Information:
1. Home menu and DCR Home submenu webpage
Ø Pending Partnership Assessment Form(s) Table
Ø 30 Day Key Event Notification(s) Table
Ø Quarterly Assessment(s) Due Table
2. Search for box results webpage
Ø For Active Partners
Ø For Inactive Partner
3. Partnerships menu and Manage Active Partners submenu webpage
Ø Active Full Service Partners with Pending & Complete Status Table
Ø Active Full Service Partners with Deleted Status Table
Ø Active Full Service Partners with All Status Table
4. Partnerships menu and Inactive Partners submenu webpage
5. Report menu and Assessment Counts submenu report (for SSA role only)
Pending Partnership Assessment Form(s) Table
30 Day Key Event Notification(s) Table
Quarterly Assessment(s) Due Table
Displays partnerships with incomplete PAF information
“Pending” PAF Status
FSP DCR Temporary Residential Settings:
4. Psychiatric Hospital
1. Emergency Shelter
5. State Psychiatric
2. Homeless
6. Juvenile Hall / Camp
3. Medical Hospital
7. Department of Juvenile Justice (DJJ)
Displays partnerships 3M due (-15 to +30 days of due
date)
Enter Last Name or CCN/FSP ID
Enter Last Name or CCN/FSP ID
Summarizes all PAF, KET and 3Ms for partnership
Actions Performed from the ACTIVE Full Service Partners
Webpage:
1. Print PAF Validation Report
2. Certify a PAF is Complete
3. Review / Correct / Update PAF Information
4. Review / Correct / Update KET Information
5. Review / Correct / Update 3M Information
6. Add a New KET
7. Complete the 3M Currently Due
8. Complete a Missing 3M
9. Discontinue a Partner
10. Delete a Partner
Partnerships > Manage Active Partners
Select “Pending” PAF status link
Partnerships > Manage Active Partners menu
Select partner & select Decertify
Partnerships > Inactive Partners menu
Select partner to reveal summary table below
Actions Performed from the INACTIVE Full Service
Partners Webpage:
1. Print PAF Validation Report
2. Review / Correct / Update PAF Information
3. Review all KET Information / Correct some KET
information
4. Review / Correct / Update 3M Information
5. Complete a Missing 3M
6. Reactivate a Partner
Delete Partnership –
o To remove partnership created in error
o To replace partnership with false information
Discontinue Partnership –
o To record date when partners stop participating in FSP
o To halt the collection of 3Ms and KETs
Reactivate Partnership –
o To record the date when partner begins participating in
FSP after a lapse of participation
o To reinstate collection of future 3Ms and historic/future
KETs (if partner lapse < 1 year)
o To collect new PAF information and future 3Ms and KETs
(if partner lapse >= 1 year)
Performed from original PAF
Performed in new KET
Performed from Inactive Full Service Partners webpage
Performed from Admin Menu
User must have SFG role
Can share partners with another DCR group
Sharing is specific to an individual partner
Correct, Update and Delete a PAF Online
Correct, Update and Delete a KET Online
Correct, Update and Delete a 3M Online
Correct Data through XML Batch Upload
Understand Business Rules for Data Correction
Return to original PAF and make corrections
Return to existing KET form under KET History
KETs with a discontinuation cannot be altered
Return to 3M form under Quarterly Assessments
Update by overwriting existing information on:
o PAF records
o KET** records
o 3M records
Ø A KET** with a partnership status change cannot be
overwritten
PAFs:
o Can be updated for active or inactive partners
o Can be deleted, which will delete the entire partnership
o Partnership date cannot be updated
o Changes to most partnership info. & admin fields will
perpetuate across KETs & 3Ms
o Date of birth should be updated with caution
All KETs:
o Existing KETs cannot be deleted
o New KETs can be added for active partners
o New KETs cannot be added for inactive partners (except for
reactivation)
Existing KETs without deactivation/reactivation:
o Can be updated for active or inactive partners
Existing KETs with deactivation/reactivation:
o Cannot be updated or altered
o In the case of incorrect deactivation or reactivation, the
partnership must be deleted and recreated with the correct
information
3Ms
o Cannot be deleted
o Can be updated for active or inactive partners
o In the case that 3Ms exist outside of allowable range:
Ø These cannot be deleted
Ø The partnership must be deleted and recreated
Getting data in – Users have the following resources:
o FPS DCR Administrator and User Training Curriculum
o FSP DCR Forms
o FSP DCR Data Dictionary (9/15/2011)
o FSP DCR User Manual (1/17/2012)
Getting data out – Users have the following resources:
o FPS DCR Data Analysis Training Curriculum
o FSP DCR User Manual – Data Extraction Instructions
o FSP DCR Partner-Level Templates
o FSP DCR Application Notes