DSCIS V6 SERVICE CONNECTIONS PROJECT

LAUNCHGuide

for

Phase II 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

June 15, 2017

Version 1.0

TABLE OF CONTENTS

SECTION 1: DSCIS V6 SERVICE CONNECTIONS PROJECT

1.1 IMPORTANT CONTACT INFORMATION

SECTION 2: DSCIS PORTALS IMPLEMENTATION HELP DESK

2.1HOURS AND CONTACT INFORMATION

2.2 SERVICE STANDARDS

2.3REPORTING AN ISSUE

SECTION 3: THE PROJECT ROLL OUT PROCESS

3.1PREPARING FOR YOUR LAUNCH

3.2LAUNCH (Week of JUNE 26, 2017)

3.3POST LAUNCH

SECTION 4: Qs and As for PHASE 1 SERVICE PROVIDERS

SECTION 5: RESOURCES

SECTION 6: APPENDICES

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 was launched on March 27, 2017. As part of Phase II of the implementation the following document is to support the onboarding of all additional users.

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 II agencies, any issues should be reported through the SA IM Lead.

Kirstyn Amyot

Ph. 705-476-2293 x. 1257

Toll Free: 1-800-668-8555

F: 705-495-1373

Your Regional Office Program Supervisors will be able to support you for program-related questions (outside of the technical use of DSCIS where you should refer to the technical supports).

SECTION 2: DSCIS PORTALS 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 SA IM 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.

2.1HOURS AND CONTACT INFORMATION

The DSCIS V6 Helpdesk will be available Monday to Friday to receive calls and emails.

Help Desk Contact Information
Hours of Service / Monday to Friday / 8:00 am – 5:00 pm
Contact Numbers / Local: 416-325-6655 / Toll Free: 1-844-804-7020
Email :

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.

2.3REPORTING AN ISSUE

  • The DSCIS Help Desk is intended to support the implementation of the DSCIS v6 Service Connections Project and for DSCIS portal 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.

SECTION 3: THE PROJECT ROLL OUT PROCESS

3.1PREPARING FOR YOUR LAUNCH

  • Registration will be completed for Phase II 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 launch period to minimize any disruption to the delivery of developmental services.

3.2LAUNCH(Week of JUNE 26, 2017)

  • During the week of June 26th, all registered DSCIS Phase I Service Providers will receive a Web Access Code (WAC) and PIN numbers and enroll in DSCIS through ONe-Key. Any questions related to this process should be directed to the Help Desk during this week.
  • Service agencies can begin using the respective portal once they have received their WAC (web access code) and PIN and they have enrolled in ONe-key. At this point, a Service Agency will “Go-Live”.
  • ACTION: Service Providers users who willusing the Resource Connection portal will be required to validate the service locations and detail codes in the Resource Connection portal and confirm their accuracy by e-mailing the Help Desk with a cc to Tracey Seabrook at by Friday, June 30th. (Refer to Rollout Presentation more details).
  • The Service agency (the LRA or designated user) should send an e-mail to the corresponding DSO once their organization is ready to begin using the portals.
  • Once the DSO has been alertedthe Service Agency can begin to declare resources and receive referrals through the portals. This would include any available resources (i.e. unfilled, open vacancies existing as of the launch date—i.e., the point at which a user has their WAC and PIN-- and any new vacancies after Go-Live).

Please remember that all the processes are outlined in the User Guides at

Launch Checklist

Activity / Y/N
Enroll in DSCIS through ONe-key
Validate your service detail codes and service locations and email the sign-off to with a cc to
LRA or designate has notified the DSO you will begin using the portal.
Attend De-brief session

3.3POST LAUNCH

  • Users can commence using the portal(s) to connect persons to available services.

Post Launch Checklist

Activity / Y/N
UR, APSW, SS and PA monitor referral portals for new referrals
LRA or designate has notified their DSO(s) they can begin to receive referrals
Attend Scheduled De-Brief session

SECTION 4: Qs and As for PHASE 1 SERVICE PROVIDERS

Project Roll-Out

  1. How is the implementation of DSCIS v6 happening for Phase II?

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, 2017. The remaining agencies are being onboarded in waves. The first wave will include agencies with a high frequency of declarations followed by each DSO region in subsequent waves.

  1. 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 each wave of implementation, agencies that are part of successive waves will continue using existing processes in their work with DSOs to connect people to their available services and supports.

  1. When will I know if I can access and start declaring resources through the portals?

To access the portal, all registered Phase II Service Providers will receive WAC and PIN numbers and enroll in DSCIS through ONe-Key. This will be done the week of June 26th, 2017. Once you have received your WAC and PIN, have enrolled in ONe-key and notified your local DSO you can begin using the portals.

  1. 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.

  1. 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 key-chain. 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.

  1. 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 engages 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

  1. What is the DSCIS v6 Service Connections project?

DSCIS is a case management 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 web-based portals to facilitate communication between the DSOs and Service Providers.

  1. What are portals?

The two portals are web-based applications that allow for the secure transmission of information between organizations.

  1. 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.

Portal Name / Portal Functions / Agency Users (service detail code)
Resource Connections 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
/
  • Residential Service Agencies:
  • Group Living (8847)
  • Intensive Support (9110)
  • Host Family (9111)
  • SIL (9112)
  • CPS Service Agencies:
  • CPS (9131)
  • Employment Supports (8871)
  • Caregiver Respite Service Agencies (9130)

Referral Portal /
  • DSOs referring individuals and sending their information to relevant agencies to be considered and connected to available services and supports
/
  • Passport Agencies (9134)
  • Local Urgent Response Committees
  • APSW Agencies (8888)
  • DS Professional and Specialized Services (9132)
  • DS Specialized Accommodation (8886)

SECTION 5: RESOURCES

To support staff, the following documents are available at

  • Training Materials
  • ELearning Videos
  • User Guides
  • Data Dictionary
  • Qs and As

SECTION 6: APPENDICES