Behavioral Health

Enterprise Information System (EIS) - EIS Communicator - March 27, 2003

EIS - The Maine Documentation
March 27, 2003

ISSUE 9 3/27/2003

A Break in Good Faith
Normally it is not good policy to start a newsletter with an apology, but I feel I must apologize for the break in communication between we EIS developers and you. We have made major progress and are ready to open most of the MR Processes for use. Below you will see what processes are opening and on what dates. With this issue of the Communicator, information regarding the EIS expansion and development will resume its flow to you.

Rack, Ruin and Wreck Cruise
April 15 to June 15
Beginning April 15, 2003, MR Services is launching the next expansion of the EIS. This expansion is the shakedown cruise of the EIS. The program is quite stable at this time and with the additional hardware that has been added it is improving in speed. On the 15th, most of the MR processes will be working and released to staff for use.

The general attitude our adopted for this shakedown cruise is that we want to identify any operational issues or concerns that may exist. Knowing that staff will be using the program full time and in almost all its capabilities, we will learn whether the program and its hardware can take use and abuse that will occur between April 15th and June 15th. Forgiveness for mistakes and errors will be generously given to everyone as we observe the functioning and responsiveness of the program.

During this time everyone should work straightforwardly with the program and not fear any problem that may arise. All that we ask is that problems be reported to the BDS Helpdesk with a copy to me. The BDS Helpdesk will help if possible or triage your problem and refer it to the appropriate staff member.

While the shakedown cruise is underway, there will be releases of new solutions to problems as well as updates to processes that may demonstrate some limitation. Watch your e-mail for updated information, and most importantly watch for alerts on the EIS Login Page.

The Data Center has a limited number of staff who appreciate your patience as they work to solve operational problems. They have the challenge of getting Children Services online at the same time, plus prepare for Mental Health Services later in the summer.

Coming Attractions
The following processes are being opened as follows:

Week of April 7, 2003
MR Intake and Eligibility
MR Public Guardianship Annual Plan Review – Week of April 7, 2003
MR Public Guardianship Notification – Week of April 7, 2003
MR Public Guardianship Petition Request and Initial Plan – Week of April 7, 2003

April 15, 2003
MR Crisis Contact
MR Crisis Residential Admission
MR Funding Request
MR Waiver Process
Action Note Printing
MR Services and Supports Individual Report
MR Services and Supports Summary Report

May 1, 2003
Reportable Events – Restraint Reporting Only

July 1, 2003
Person Centered Action Plans
Reportable Events – All Other Types

April 15, 2003 – July 1, 2003
Numerous Reports and Printer Friendlies come on line

Important Note:
EIS Logon from the Maine State Homepage is active. This logon is outside the state firewall and only requires your user ID and password. The website address is: Check EIS at bottom of index.

Most Important
When working from your home computer, you must not save any confidential information on your computer. This would be considered a major breach of security and subject to appropriate discipline.

Reminder Notes:
Relationship addresses and contact information are still not available. We realize the significance of not having this information available. This information is in the program but opening it for use and editing is a critical concern. A proposal has been put together Again stay tuned to the alerts prior to login and future editions of the MR EIS Communicator.

Operation Dates:
1. We are completing Phase 2 training this week. A make-up training session will be announced soon for all new MR BDS employees and other non-employees who need both Introductory and Advanced EIS Training.
2. April 8 – MR Management Team, Regional Supervisors and Resource Coordinators Mgt. to discuss the impact of the Rancourt Settlement and Community Consent Decree Certifications on regional operations and information system management.
3. April 23 1:00 – 4:00 pm – Human Services Aide 3 Meeting to review data management issues
4. April 24 9:30 – 3:30 – MR Expert Users, HAS 3’s, MR co-trainers to review support and ongoing training issues for MR staff.
5. April 29 9:30 – 12:30 MR Management Team and Regional Supervisors Mgt. to discuss report needs from EIS.

Other information
Hardware Upgrade: The Bureau of Information Services (BIS) has been going through a series of equipment upgrades that will help EIS operations. They are installing a separate storage unit that will offload the EIS data from the operations servers. This change in storage should bring about a substantial increase in speed, maybe as much as 30 percent. Also on Thursday of this week, BIS and CNSI will relocate the reports component to separate server to reduce the current conflict between the reports module and program servers. This conflict slows the servers and knocks them offline occasionally. This should further stabilize and speed up the system.

Program Upgrade:
This past weekend another significant program release occurred. One of the major corrections is the prevention of the entering duplicate clients. Recently, adding duplicate clients has become quite a problem. There are several other improvements made to correct or add to the program.

Report Development:
There are now 79 reports published to the three service population leads to test and review. There are a total of 114 reports in the queue for testing and release all three service populations. A number of these are MR reports. The current published MR list for testing includes the following:

Master File Card Report
Current Assessment Instruments
Notes Detail
Client List New
Reportable Events Summary #24
Total Events by Reportable Event
Total Number of Events by Level and Resolution
Reportable Events by Level by Region
Reportable Events by Provider Type
Reportable Events Summary #34
MR Waiver Claims by Procedure Code
MR Waiver Authorizations by Provider by Client
MR Waiver Authorizations by Total Authorizations
Procedure Code by Provide Procedure Code and by Provider
Restraints by Month by Region
ISC Caseload Report
Plans: PCP’s – Forecast #46
MR Services and Supports Individual Report
MR Services and Supports Summary
MR Medication Errors
MR MIS Part One Report #72
Organization Location Address Report

(Note: These reports will be available from the Reports Component on the EIS Main Menu, however employee groups will be authorized as to which reports they will be able to access. Not all reports will be open to all employees, but for example, all ISC’s will be able to see those reports designed for ISC use.)

Documentation Development:
A major challenge has been the development of working documentation for all staff. Right now everyone should have their original Introductory Training Package and with the completion of Phase 2 training their Advanced Training Package. We do know that this is not completely adequate and are developing materials around the People Component and its list of values. Also a combined Case Management and EIS Manuel is being developed. There have been many moving targets that we have attempted wrestle down in order to write the manual. Many of these targets are related to our two major court actions that have been going through negotiations for a long time with almost weekly change. The goal is to have this documentation completed by June.

Remember Notify the Helpdesk of any problems – Each problem will be sent to the appropriate OIS staff for resolution. It is fine to copy me since I receive all MR related problems.

That’s ALL Folks – Do write, call or send smoke signals