User Kickoff meeting:

fanaticalpumaMechanics

Nov 5, 2013 (3 years and 9 months ago)

90 views

ALR Incident Reporter *
http://
alrir.800ageinfo.com


User Kickoff meeting:


ALR Incident Reporting Automation
Pilot

Monday February 11, 2013

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Agenda


Introductions


Objectives


What is a Pilot?


Communications


Project Timeline


Workflow


Reporting an Incident


New paper form


Demonstrate new QuickBase system

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Objectives



Broad objective:
automate Incident
Reporting for all ALRs statewide



Narrow objective:
pilot a small group before going
statewide


10 ALR’s: roughly 5% of 220 ALRs statewide



Refine & optimize with small group before deploying to the larger group.



Administration, user management, operations
, training, communications, support



Today’s objective:


Overview of our pilot


collect
user
info


deadline close of business Thurs Feb 14


Review new Incident Report form


First look at QuickBase


ALR Incident Reporter *
http://
alrir.800ageinfo.com


What do

we mean by “pilot




Run through a complete deployment process with a small group


Deployment is not just computers


Conversion to new processes (from fax/paper incident reports to online)


Also, new methods and processes for communications (website), issue reporting, training (webinars)



Identify issues (things that don’t work as expected)


Not just the computer program, QuickBase


Any of the new processes



Communicate to Project team



Revisit the issue after an improvement (or workaround)

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Communications (for the Pilot & beyond)



Project Website



http://alrir.800aageinfo.com

(no www)


Content will include Job Aids, how
-
to's
,
announcements, forms, s
chedule
updates



Questions, comments, issue reporting,
how do I ...?



Email, not phone please


James.ospenson@state.ma.us


Duamarius.stukes@state.ma.us


Peter.antonellis@state.ma.us


ALR Incident Reporter *
http://
alrir.800ageinfo.com


Project Timeline


Pilot

Statewide

Item

Feb 11

Kickoff, use paper form 1.0

Feb 15

Deadline for feedback on form

1.0

Feb 20

Training

Webinar 1:


Paper form version 1.1 released


QuickBase updated with version 1.1

codes


Userids released

to users



All

incident reports submitted via QuickBase (use paper/fax as fallback

Feb 25

All

non
-
pilot ALRs use paper form 1.1 for Incident Reporting

Feb 27

Training

Webinar 2

Mar

4

Training

Webinar 3 (if needed)

Mid
-
march
(target)

Statewide kickoff (webinar) . Date TBD after ELD
-
CU internal readiness review.

If necessary, paper form version 1.2 released, QuickBase updated with version 1.2 codes.

1 week
later

Training

webinars 1, 2. QuickBase Userids released to users who have attended webinar, or reviewed recorded
webinars.

ongoing

Training webinars scheduled as needed

Mid
-
April

Implementation complete: after ELD
-
CU readiness review. All processes are normalized, standardized and
routine.

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Who
are
the Users
?


Anyone who logs into the
system to create
QuickBase Incident Reports


Must have an email address,
indicating
their
name



Two (2)
or more Reporters
per ALR


Large facilities may require additional
users.



For each User, we need


Name


Email address


Phone


Title


ALR name


ALR town



Technical Requirements



Each User
must have



Access
to basic Windows or a
Mac computer (new within the
last 3 years
)


Any web browser


Internet connection


an
email
address

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Issue Reporting



Issue reporting is not the same as Incident Reporting



An issue is anything that doesn’t function as expected:


E.g. you get a Software “bug”, application does not function properly, a process is unclear, data is
lost, IR codes don’t make sense



Write it up! Send it via email to ELD
-
CU Project Team.


Need clearly written step
-
by
-
step narrative of what happened leading up the issue


What were you trying to do? Be specific.


Need steps to reproduce, screenshots for technical troubleshooting


The name of the user, date and time, ALR name, IR number



How
to
report an Issue


Email to Peter
,
Jim, Duamarius


Instructions on website :
http://alrir.800ageinfo.com



ALR Incident Reporter *
http://
alrir.800ageinfo.com


Lifecycle of an Incident Report

This high
-
level flow fits
Incident Reporting for
both the current fax
-
based process, and the
future QuickBase
reporting process.

ALR Incident Reporter *
http://
alrir.800ageinfo.com


Incident Report Lifecycle with QuickBase automation


(1) Create Incident
R
eports using QuickBase


(new)


(2) Follow
-
up RFI may
come via fax, phone, or
email


Not QuickBase


no
change from
today


(3) ALRs will supply
Follow
-
up info via fax (no
change from today)


Not QuickBase


no change from
today

ALR Incident Reporter *
http://
alrir.800ageinfo.com


New Incident Report form


Paper form closely matches QuickBase



Strategy for both Pilot & Statewide Deployments


ELD
-
CU releases new Paper Incident Report form to closely match QuickBase data elements



ALRs use the new paper form to report incidents using the current fax
-
based process for a time
period before starting with QuickBase



After ALRs are trained on QuickBase and receive their userids, it is easier to be successful with
QuickBase, since
they are already familiar with
the new
data elements describing reportable
incidents



Expect minor updates to the form.


Version 1.0: used by pilot group (fax
-
based only) between kickoff and webinar 1


Version 1.1: used by Pilot Group (QuickBase) and Statewide Group (fax
-
based only)


Version 1.2: used by everyone (QuickBase and backup fax
-
based)

ALR Incident Reporter *
http://
alrir.800ageinfo.com


New Incident Report Form


next steps


Feb 11: Pilot group Kickoff meeting


effective immediately, Pilot Group to use the new paper form
(version 1.0
) for all incident reports.


Use current process (fax, voicemail) but with the most appropriate page out of seven to fit your
reportable Incident


Please provide feedback (if any) on paper form 1.0 by Friday Feb 15



Feb 20: Pilot Group Training Webinar 1. All pilot users please attend.


Webinar instructions on
http://alrir.800ageinfo.com



Paper Incident Report form version 1.1 released


QuickBase application adjusted if necessary to match IR form version 1.1


QuickBase Userids released.


Effective Feb 20 (anticipated), all Pilot
-
group Incident Reports submitted via QuickBase


Fallback: After Webinar 1, if you have difficulty using QuickBase to make a timely Incident Report,
your fallback is to use new form version 1.1 for current process (fax, email)



Feb 25 (target): All ALRs statewide


begin using new paper form version 1.1 for all Incident Reporting (current process via fax,
vmail
)


ALR Incident Reporter *
http://
alrir.800ageinfo.com


Review Paper form 1.0



Identify the reportable Incident



Select the most appropriate 1 out of 7
pages



Provide Incident Information


Checkboxes to code & describe the
Incident


Checkbox clusters: select one and only
one checkbox in any grouping


Exception for Outside Parties: check all
that apply


All fields are required


ALR Incident Reporter *
http://
alrir.800ageinfo.com


QuickBase Demo


Show login to QuickBase


Security questions



ALR view


Summary screen


Point out Individual
Irs
, Facility
Irs


Create new individual IR


Key data elements: record ID


No edits once submitted


Create new Facility IR


Show save before submit


Print


Email


Receive RFI from ELD
-
CU


Request comes via email, may show
QuickBase information


Mention but don’t demo:


Follow
-
up information provided by ALR
after an ELD
-
CU RFI *must* be sent via
fax