SSIS Data Clean-Up Efforts: Focus Area Update – Intakes Needing Action

As 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 1^st
• 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.