Articles
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November Data Cleanup Focus & Progress Updates
Share November Data Cleanup Focus & Progress Updates on Facebook Share November Data Cleanup Focus & Progress Updates on X (formerly Twitter) Share November Data Cleanup Focus & Progress Updates on Linkedin Email November Data Cleanup Focus & Progress Updates linkOverall data cleanup momentum remains strong. October showed a slight increase in partially inactivated users. Please remember to remove Active Directory access when changing an SSIS Admin role to "<NONE>" to prevent unnecessary costs.
Progress Update
November Focus: RE-Rolling Out the Inactive Open Workgroups Cleanup Effort
This month's cleanup effort focuses on Inactive Open Workgroups (WGs), including Assessment and Case Management workgroups that have been open for 12 or more months with no activities, contacts, or case notes entered within the past year. Following resolution of an issue identified during the October rollout, corrected agency-specific lists are being re-distributed. Statewide, more than 33,000 inactive open workgroups have been identified for review.
This effort supports data quality improvements and preparation for future data transition and archiving activities. Open or recently closed workgroups are expected to transition to the new system environment, while older closed workgroups may be archived while remaining accessible when needed. Reducing unnecessary open workgroups helps limit future and ongoing storage and maintenance costs and reduces the volume of information that must be maintained and converted in the future.
The SSIS Data Cleanup Team is providing agency-specific Excel lists to assist with review. Agencies should evaluate each workgroup and take appropriate action. If a workgroup should remain open, documentation should be brought up to date and reflect ongoing work.
Reminder: When SSIS is not the system of record, agencies should evaluate whether workgroups are needed/need to remain open – WG’s should not be created solely to associate payments (which are usually not required to have WG associated) nor as passive tracking lists where no documentation occurs.
When SSIS is the required system of record, in most instances, documentation within a WG would be expected at least annually (for those where that is not the case, agencies should review but can disregard if documentation history is within the expected timelines for that program). For Programs/Services that are not required to be in SSIS but that agencies use WGs in SSIS for documentation purposes, while this is acceptable – agencies should be aware that there are current and future costs associated to these additional open WGs.
Resources
Agencies can use the following resources to assist in reviewing/dispositioning Inactive Open Workgroups:
- Refer to the email received by the agency SSIS Coordinator (if no SSIS Coordinator then the agency SSIS Worker Mentors will be emailed) for the agency specific list of inactive open workgroups identified.
- DCYF Comprehensive Child Welfare Information System Project | Minnesota Engage DCYF – this is the Sentiment and Feedback site, Data Cleanup Effort articles.
- SSIS Essentials eLearning – SSIS Essentials 108 – Data Clean-up eLearning (via TrainLink Home Page)
- NEW: Data Clean-up: Quick Reference - one page reference for where/when/how to use Data Clean-up Looking Ahead to November.
As with previous cleanup efforts, 100% completion is not expected during November. The goal is to continue progress while reinforcing good data management practices and ensuring that active, relevant information is maintained within SSIS.
Engagement & Communication Updates
Along with this month’s emailed lists of inactive open workgroups, ongoing outreach will continue for agencies still carrying major backlogs in other focus areas.
Thank you for your continued engagement in strengthening statewide data quality. For questions or support, please check out resources and information shared in this and previous data cleanup posts, and when needed, contact dcyf.ssishelp@state.mn.us for additional assistance.
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October Data Cleanup Focus & Progress Updates
Share October Data Cleanup Focus & Progress Updates on Facebook Share October Data Cleanup Focus & Progress Updates on X (formerly Twitter) Share October Data Cleanup Focus & Progress Updates on Linkedin Email October Data Cleanup Focus & Progress Updates linkAlthough progress slowed somewhat in September, overall momentum remains strong.
Progress Update
October Focus: Continued Work on Previously Rolled-Out Cleanup Efforts
The Data Cleanup Team has determined that we need to pause the planned cleanup effort focused on Inactive Open Workgroups. A data issue was identified showing that the report used to generate agency-specific lists is inaccurate, and we are actively working to resolve it. Because of this, the Inactive Open Workgroups cleanup will be pushed to November, when corrected lists will be distributed to agencies.
October Priority
For October, agencies are asked to continue working on previously rolled-out cleanup efforts, especially where backlogs remain. This includes:
- Clearing
- Intakes Needing Action
- Unassigned Intakes and Workgroups
- Inactive/Partially Inactivated Users
These efforts continue to support data integrity, security and readiness for data transitioning and archiving in the new system.
Looking Ahead to November
Once our report/data issue is resolved, agencies will receive corrected lists of Inactive Open Workgroups. The formal cleanup effort for this focus area will roll out in November, accompanied by additional guidance and resources.
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Celebrating Collaboration in BPM/BPR Sessions
Share Celebrating Collaboration in BPM/BPR Sessions on Facebook Share Celebrating Collaboration in BPM/BPR Sessions on X (formerly Twitter) Share Celebrating Collaboration in BPM/BPR Sessions on Linkedin Email Celebrating Collaboration in BPM/BPR Sessions linkRepresentatives from 30 counties across the state have been busy in July, August, and September after the CCWIS Modernization team kicked off their Business Process Mapping/Redesign (BPM/BPR) sessions. In these sessions, the 66 workers from those agencies have spent time mapping out the current business processes, identifying pain points and discussing hope for the future system in the form of a To-Be Process map. The important work being done during these sessions will have direct influence on the development work for the new system.
These BPM sessions will occur monthly through December with a new topic area covered each month. If you are interested in more information or participating in one of these sessions, please contact Cassie Navarrete at cassie.navarrete@state.mn.us.
How will BPR work be used
The To‑Be BPR maps developed through recent collaboration will be presented to DCYF leadership for review and approval. We will also continue hosting monthly BPM sessions through December, each dedicated to a different functional area. As each To‑Be process is finalized, we will complete an alignment review to ensure all functional areas are working together effectively and consistently.
Once the Design, Development and Implementation (DDI) vendor selection is complete, the approved To‑Be BPR maps will be reviewed and leveraged during discovery and design sessions to inform the configuration of the new system. The processes that we align today will directly impact on the functionality of the new system.
The ongoing engagement and insights from the experts at each agency are directly shaping the future CCWIS system by ensuring it reflects the needs and priorities of those who know the work best. Agencies from across the state are encouraged to continue to participate in these sessions and to keep providing feedback so that we can build a system that truly supports our shared vision and operational goals.
RFP Evaluation
Progress continues in the procurement for the DDI vendor. Questions from vendors on the RFP content were due to the state in mid-August, and the DCYF and MNIT teams worked diligently to answer the vendor questions. Proposals are due from vendors in early October, at which point a team of state, county, and tribal evaluators will begin the process of scoring proposals.
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Data Cleanup Efforts Update
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August Data Cleanup Focus and Progress Updates
Share August Data Cleanup Focus and Progress Updates on Facebook Share August Data Cleanup Focus and Progress Updates on X (formerly Twitter) Share August Data Cleanup Focus and Progress Updates on Linkedin Email August Data Cleanup Focus and Progress Updates linkAs we transition into August, agencies continue to make strong progress across cleanup focus areas.
Progress Update
August Focus: Inactive SSIS User Access Cleanup
This month’s cleanup priority is an important one for both system security and IT resource management. Inactive User Access Cleanup should focus on users with 90+ days since last login who still have an active SSIS role or temp role and/or Active Directory access setup.
Agencies should review SSIS access for all staff who have not logged in for 90 days or more. Currently, over 4,000 agency users, statewide, still hold an active SSIS role despite being inactive for 90 or more days, including many who have never logged into SSIS.
To assist with this review, SSIS Admin’s User Search grid includes optional grid columns for Last Logon Date and Days Since Last Logon, each of which was added last year to assist agency administrators with effective user management.
Why this cleanup matters
Inactive accounts pose security concerns as well as monthly costs. DCYF is charged $17 per user per month for SSIS Active Directory access—regardless of whether the user logs in. Cleaning up inactive accounts ensures that IT dollars are being used effectively and not lost on users that don’t need current SSIS access.
Resources
Agencies can use the following resources to assist in reviewing/inactivating inactive SSIS user accounts:
User (Search, Add, Edit, Inactivate) – Guidance for searching, adding, editing and inactivating users.
SSIS Administration Overview – Overview of SSIS Admin features.
- SSIS Coffee Talk Archive –the April 21, 2026 Coffee Talk archive - slides 31-32 shows how to set up the User Search Grid in SSIS Admin to quickly identify inactive users. When reviewing the grid, filter out blanks, State Employee, and External Placement Case Manager from the Employee Type column, since these staff are not included in inactive user counts. Then sort or filter by either the Days Since Last Log On or Last Log On Date column to locate users who may need access review. A more detailed reminder on adjusting the grid for this use will also be included in the next SSIS Update.
NEW: SSIS User Inactivation One‑Page Reference SSIS User Inactivation
Engagement & Communication Updates
Outreach will continue to agencies with high totals of inactive users and to agencies still carrying significant backlogs in earlier clean up focus areas.
Thank you for your continued engagement in strengthening statewide data quality. Your efforts are making a noticeable difference. For questions or support, please check out resources and information shared in this and previous data cleanup posts, and when needed contact dcyf.ssishelp@state.mn.us for additional assistance.
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SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups
Share SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups on Facebook Share SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups on X (formerly Twitter) Share SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups on Linkedin Email SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups linkAs we continue our statewide data clean-up work, the SSIS/CCWIS data cleanup team will maintain regular tracking and monitoring of agency progress on Clearing and Intakes Needing Action. While these remain key metrics, this month we are expanding our efforts with a new focus area: Unassigned Intakes and Unassigned Workgroups.
Quick Update on Cleanup Progress Thus Far
Statewide efforts continue to show strong momentum with significant decreases in clearing and Intake Needing Action backlog totals.
More than half of agencies have made measurable progress in reducing backlogs. Thank you for your continued work—your efforts are making a noticeable impact acrossContinue reading
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Data Cleanup Efforts Update
Share Data Cleanup Efforts Update on Facebook Share Data Cleanup Efforts Update on X (formerly Twitter) Share Data Cleanup Efforts Update on Linkedin Email Data Cleanup Efforts Update linkSSIS Data Cleanup Efforts Continue to Show Strong Progress Across Minnesota
Minnesota’s SSIS data cleanup efforts continue to show strong, measurable progress. Counties and tribal nations have significantly reduced both the Clearing Log and Intakes Needing Action (INA) backlogs through sustained focus and collaboration.
Statewide Highlights (as of June 9):
• Clearing Log Backlog: Now at 15,236 records — a 48% reduction since March.
• Intakes Needing Action: Down 37%, now at just under 14,000 statewide.
Agency Level Progress
Agencies across the state continue to make steady improvements in both Intakes Needing Action and Clearing work:
• 52 agencies reduced their Intakes Needing Action between March and June 9.
• 68 agencies reduced their Clearing Log totals during the same period.
These reductions reflect your dedicated cleanup work and strong collaboration—both within agencies and between agencies and SSIS state staff. This progress also demonstrates a shared understanding that quality data supports better outcomes for children, families, and workers.
Thank you for your continued engagement and partnership in these cleanup efforts. Your work is making a real, measurable difference.
For questions or support, please email dcyf.ssishelp@state.mn.us.
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SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action
Share SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action on Facebook Share SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action on X (formerly Twitter) Share SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action on Linkedin Email SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action linkAs we continue our statewide data clean-up work, SSIS/CCWIS will maintain regular tracking and monitoring of agency progress on Clearing. While Clearing remains an important metric, this month we are expanding our efforts with a new primary focus area: Intakes Needing Action.
Quick Update on Clearing Progress
Agencies across the state continue to make measurable progress in reducing the number of uncleared clients and workgroups. Over 50% of agencies statewide saw significant reductions in clearing log totals this past month. Though we did see some increases in totals for around 10 agencies, some of the increases may be related to inaccurate counts of reconcile records on the clearing logs in previous months so may not actually constitute an increase in clearing log totals.
Moving forward these will be included in the total clearing log counts and should be reconciled timely along with uncleared clients.
The chart below highlights the top 10 agencies contributing to statewide clearing‑log reductions. These agencies collectively reduced their clearing totals by 4,168 clients, representing most of the statewide progress from March to May. Showing the percentage of contribution of each agency helps illustrate their impact on overall improvement.
Thank you for your ongoing focus and efforts—your work is making a noticeable difference.
New Focus Area: Intakes Needing Action
This month, agencies are encouraged to prioritize reviewing and resolving Intakes Needing Action, with an emphasis on reducing backlogs and improving timeliness.
Addressing these older intakes supports accuracy throughout the entire child welfare workflow — from intake to assessments and case management — and helps ensure that children, families, and adults do not fall through the cracks due to incomplete or delayed information.
Over the next several weeks, the SSIS/CCWIS data clean up team will:
- Review statewide Intakes Needing Action trends and progress
- Monitor agency-level reductions
- Reach out/offer support to agencies with high or persistent backlogs
- Continue to track and report Clearing progress alongside this new focus area
What Agencies Can Expect
- Outreach: Agencies with high numbers of uncleared clients and/or high volumes of Intakes Needing Action will be contacted before June 1st
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Resources:
- SSIS Data Cleanup – Strengthening Our Data for What’s Next (4 minutes), is a short video that can be shared with agency staff. It provides a brief, high‑level look at the cleanup effort for mentors, agency staff, and others supporting this work.
- Intakes needing Action job aid
- Intake Module
- Ongoing Updates: Updates are posted at least monthly on the Sentiment & Feedback site. Short updates will also be provided at various coffee talks, Technical mtgs as well as SSIS Update articles.
Thank you for your continued engagement and leadership in improving data quality statewide. Your efforts are making a noticeable difference. For questions or support, please email dcyf.ssishelp@state.mn.us.