SSIS Data Clean-Up Efforts: Focus Area Update – Unassigned Intakes & Workgroups

As 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 across the state.

New Focus Area: Unassigned Intakes & Workgroups

This month, agencies are encouraged to prioritize resolving unassigned intakes and unassigned workgroups. These items represent important workflow handoffs and are essential for:

• Maintaining accurate worker history
• Ensuring timely progression from intake → assessment → case management
• Reducing gaps that complicate data mapping during CCWIS conversion.

As of early June, there were 1500 (775 intakes, and 725 Assess/CM) unassigned intakes/workgroups – all open for 30+ days.

What Agencies Can Expect

Outreach:

Over the next several weeks, the SSIS/CCWIS data clean‑up team will

• Continue to review statewide trends within this new focus area
• Monitor agency-level reductions
• Offer support to agencies with rising or persistent totals (for earlier efforts), and proactively contact agencies with the highest totals in the new focus area
• Continue to track Clearing and INA progress alongside this new effort

Resources:

• Intake Searches
• Workgroup Searches

These tools can assist in identifying and resolving unassigned items. Agencies are encouraged to review the above job aids for how to utilize the Unassigned Intakes and Unassigned Workgroups grids.

Ongoing Updates:

Updates will continue to be posted at least monthly on the Sentiment & Feedback site. Progress will also be shared at Coffee Talks, Technical Meetings, through SSIS Update articles and other communication opportunities.

Looking Ahead: Recognizing Agency Efforts

To support momentum, we are exploring some friendly competition or recognition ideas as part of cleanup efforts. Agencies vary widely in size and starting points (some are just starting to clean up large backlogs, and some have no backlogs and are working on maintenance), we welcome creative ideas from agency mentors. We hope to roll out our first initiative by the end of summer.

Thank you for your continued engagement in strengthening statewide data quality. Your efforts are making a noticeable difference. For questions or support, please contact dcyf.ssishelp@state.mn.us.