November Data Cleanup Focus & Progress Updates

Overall 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:

1. 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.
2. DCYF Comprehensive Child Welfare Information System Project | Minnesota Engage DCYF – this is the Sentiment and Feedback site, Data Cleanup Effort articles.
3. SSIS Essentials eLearning – SSIS Essentials 108 – Data Clean-up eLearning (via TrainLink Home Page)
4. 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.