ESIT Data Management System (DMS) Known Issues March 2021

Having trouble viewing this email? View it as a Web page.

ESIT HEADER

ESIT Data Management System (DMS) Known Issues March 2021


GovDelivery Notifications

Please ask your staff and coworkers to sign up for our GovDelivery notifications. This will ensure that they receive the latest updates about the ESIT DMS system, as well as our monthly Known Issues Document.


Help Desk Fun Facts and Tips

In February 2020, ESIT Help Desk staff processed 34 data fixes and 227 administrative changes in the DMS. We also processed 212 requests to give school districts access to IFSPs. 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.

When reporting errors to the Help Desk, please include the child ID or the child’s DOB and the first two initials of the child’s first and last name in the subject line of your email. Screenshots are also helpful to problem-solve issues where error messages are displayed. Inquiries to the Help Desk email and messages through the DMS have the fastest turnaround.

Please note that our average turnaround time for your request is 24 business hours. As always, we appreciate your patience.


Accessing the Monthly Enrollment Report and A19 Billing Report

We successfully deployed our monthly enrollment report and A19 billing report to the ESIT.Web application. Our contractors will receive an email with instructions on how to access and use these new reports. We will also provide a micro-recording that demonstrates the process. All contractors will begin to use these reports in April.


ESIT.Web School District Portal

We successfully updated the ESIT.Web school district portal and school district users are now able to see all children who are at least 2 years and 3 months old and residing in their district that are receiving Part C services and the IFSP Team has determined that the child is potentially eligible for IDEA Part B services.

Please note that children in referral status, children who are eligible and not yet receiving services, and children who have been determined by the IFSP Team to not be potentially eligible for IDEA Part B services are not displayed on this list. The “View IFSP” feature is available to allow school districts access to a child’s most recent IFSP.

If the “View IFSP” hyperlink is not visible in the school district portal, please contact the child’s FRC to request access to the child’s information.  

To grant a school district access to a child’s IFSP, the FRC will contact the ESIT Help Desk with the following message:

Subject: ChildID 123456 – grant SD access

Body: Please grant Happy Hearts School district access to the IFSP for child ID 123456. ROI is on file.”

The Special Education Contact will continue to receive the monthly notifications of children potentially eligible for Part B services (LEA Notification report). The Special Education Contact will also be able to access the reports previously available under the “School” tab if the ESIT Headquarters Office receives a request for the staff to access these reports. Please note district access to confidential child/family information is only accessible when written informed parent consent is on file with the ESIT Provider Agency.


ACORN Migration Fun Fact

Did you know that our new ACORN platform will be accessible on all major operating systems and browsers? You will be able to work in our new application from your MAC, tablet, mobile phone, and PC!


Early Intervention Provider Reports

Early Intervention Provider Agencies (EIPAs) receive a quarterly Early Intervention Provider Report from the ESIT State Leadership Office. EIPAs use this report to validate the providers listed in their service area in the DMS. If you are verifying these reports, we kindly ask that you do not delete any users in the system. Please highlight the user that should be deleted in red and return the form back to DCYF. The Data Systems and Analysis Team (DSAT) will verify the submissions and delete users as needed.


Statewide Agencies Restored Access to the DMS

We have successfully restored access to the DMS for all of our statewide providers. If you are experiencing difficulties accessing the DMS, please contact the ESIT Help Desk at esit.help@dcyf.wa.gov.


Adding School Districts to the Child Record   

In September 2020, we moved all school district staff to the ESIT.Web School District Portal and changed their roles accordingly. All service provider roles were removed from school district user accounts. If an FRC wants to annotate the district’s participation in the transition conference, we ask that a progress note is added to the child’s file to make note of the staff who participated.


Turnaround Time for Correcting Data Entry Errors and/or Other Data Fixes

Our lean but effective team works on data fixes once a week and releases the script into our production environment after we have tested it to make sure the changes are correctly implemented. Some data fixes can take our developer multiple hours to complete. We try to be mindful to schedule all data fixes in priority order and our goal is to complete them within seven business days of receipt. The FRC will receive an email or DMS message once the data correction is visible in our system.


Need Assistance?

For Assistance with ESIT DMS, email esit.help@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