Common Problems with SACWIS Systems

... and how to avoid them!

According to U.S. Department of Health and Human Services, Administration for Children and Families, Children's Bureau (ACF), who is responsible for reviewing and assessing the relevancy of each state’s SACWIS system… there are problems that exist within SACWIS systems that are common to each state. 

In order to ensure you continue to receive funding on your SACWIS project - these issues need to be tackled.  Obviously, knowing up front what some of the more common problems are - will help drive you in the right direction.

When does ACF review systems?  What does ACF look at when it does a review?

• A SACWIS assessment review is conducted by ACF after a system in a State is implemented across all agencies using the system.  
   
• ACF comes out with a team to:
  o    Evaluate conformance to federal requirements
  o    Identify system deficiencies
  o    Determine improvement /correction action plan (budget)
  o    Offer technical assistance via ACF resources
       

Common Issues Found: 

Based on many reviews - the following issues have been reported as common areas / difficult areas of implementation.    Special attention is required in these areas.
 

• Automation of Title IV-E eligibility determination – because it’s a federal program (not a state program), ACF has very specific guidelines as to how this functionality needs to occur.  So, conforming to the federal guidelines for Title IV-E should be a design and functionality priority.
     
  
• Required optional interfaces / How SACWIS interfaces with other systems (missing or one-way only) examples include:
  o    TANF
  o    Medicaid or Title 19 system
  o    Child Support or IV-D system
  o    Education
  o    Courts, Police, sex offender registry
  o    Social Security administration
  o    Medical
    
• Financial component (missing or not working properly) – in most cases – States have an interface to an existing financial system not a SACWIS-incorporated one. It is recommended that your SACWIS system have an internal payment and billing system and needs to include:
  o    Accounts payable
  o    Accounts receivable
  o    Provider claims
   
• Paper processes – all paper processes need to be replicated in SACWIS so that all data is correlated correctly.
  o    Replace all paper processes with electronic forms
  o    Must be automated / System should do the work
  o    Many of the decisions should be made by the system
      
• Redundant data entry
  o    ACF doesn’t want to see “double-work”.  
  o    Get in the habit of entering data directly into the system
  o    Avoid re-entering same data elements multiple times on different forms
  o    SACWIS system should reduce the amount of work a caseworker has
  o    System must be easy enough to use, user-friendly, intuitive and obvious (no hunting around without direction)
      
• A complicated "intake" process
  o    Intake form for child abuse and neglect must be intuitive and easy to use.  No flipping around from screen to screen to add intake information
  o    Must be able to use the system while they are talking on the phone, gathering information and entering info directly into INTAKE screen/form.
   
• Working off-line
  o    It’s not acceptable to work offline unless a SACWIS system is tied to a caseworker’s desktop (in their office) and the caseworker spends most of their time in the field…
  o    Without access to wireless device – laptop, PDA, etc.,  - it is acceptable to work offline for recording contacts, various notes, updates to a case plan – may be recorded with a pad and paper.

Your enterprise and statewide child welfare information system must be relevant or it won't pass an inspection.

Here are some other areas and topics worth mentioning.   

(To download a file right click on a link and choose 'save file as'. - come back soon!).
    

• SACWIS - System Security Aspects & Common Security Problems  
• SACWIS - The Improper Use of Ticklers, Alerts and Notifications (new)
• What it Means to be "Statewide" and the Problems That Have Been Observed 
• How to Ensure Continued Funding - Flexibility Issues as they Relate to System Functionality, Design Planning Changes and Ongoing Maintenance and Upgrades 
• Expectations When Working With Private Providers and Pitfalls to Avoid
• Third-Party Systems Usage and Problems to Avoid 

The Keys to Avoiding These Issues...

• KNOW THE MOST COMMON PITFALLS TO AVOID - there are many issues listed here and on the accompanying documents that are common problems to most SACWIS systems.  Read them, understand them and incorporate solutions to these problems into your plan.
   
• FORMING A STRONG, SUBJECT MATTER TEAM (ADVISORY BOARD) - it's important to form a team of internal and external "experts" when designing your system.  Your staff must be experts in SACWIS or have a close relationship with experts in SACWIS policy, regulations and requirements.  Your development team must be experts in web-based, enterprise-level case management design (5,000 or more users).  An expert development team can help guide you in system interaction and workflow, but more importantly help to ask the right questions - how should this work, how the fields and forms relate to each other, If/Then scenarios... if this happens, then what should happen next..., for example.
   
• DON'T START FROM SCRATCH - leverage a vendor with a development platform that allows for rapid configuration and development to occur - and that allows for end-user staff to easily collaborate with other members of the project team and development/vendor staff.  Starting with a development platform like the Visions Server Development Framework will save many hours of development over using raw Java and HTML, which can equate to thousands of dollars in savings.