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SSIS Data Cleanup Efforts: Clearing Log Trends & What’s Ahead
Statewide Clearing Log totals continue to trend in the right direction. The number of uncleared clients on the log for 30 days or more decreased from 29,240 in March to 25,522 in April, a reduction of 3,718 records (12.7%). This progress reflects the continued attention agencies are giving to data reconciliation and long-standing items.
To help support continued progress, the 15 agencies with the highest number of uncleared clients as of April 27 have now been contacted directly. These outreach efforts ensure agencies have the information, clarity, and support they need as we work together to strengthen statewide SSIS data quality.
To better understand agency‑level trends across the state, we also reviewed March‑to‑April changes in Clearing Log totals for all agencies. A strong majority showed improvement:
58 agencies decreased their number of uncleared clients
18 agencies increased
3 agencies saw no change
The chart below shows this distribution and highlights how widespread the progress has been:
Clearing Resources:
NEW – SSIS Data Cleanup – Strengthening our Data for What’s Next(4 minutes) – This short video provides context on why this effort matters, how improved data quality supports modernization, and what agencies can expect moving forward.
NEW - 2026 April SSIS to CCWIS FAQ.pdf - Google Drive – developed from agency questions raised during the April Coffee Talk. This resource provides clarifications, examples, and guidance to help agencies navigate common clearing log scenarios along with additional Q&A topics covered during the Coffee Talk.
What’s Coming
We will continue to track Clearing Log trends, monitoring progress and supporting agencies working through larger backlogs.
In June, we will begin the Intakes Needing Action cleanup phase. More information, tools, and support materials will be shared ahead of that launch.
Thank you for your continued partnership and dedicated work towards improving SSIS data quality across Minnesota. Every resolved item strengthens our systems, prepares us for modernization, and ultimately supports better outcomes for the children, families, and communities we serve.
SSIS Data Cleanup Efforts: Clearing Log Trends & What’s Ahead
Statewide Clearing Log totals continue to trend in the right direction. The number of uncleared clients on the log for 30 days or more decreased from 29,240 in March to 25,522 in April, a reduction of 3,718 records (12.7%). This progress reflects the continued attention agencies are giving to data reconciliation and long-standing items.
To help support continued progress, the 15 agencies with the highest number of uncleared clients as of April 27 have now been contacted directly. These outreach efforts ensure agencies have the information, clarity, and support they need as we work together to strengthen statewide SSIS data quality.
To better understand agency‑level trends across the state, we also reviewed March‑to‑April changes in Clearing Log totals for all agencies. A strong majority showed improvement:
58 agencies decreased their number of uncleared clients
18 agencies increased
3 agencies saw no change
The chart below shows this distribution and highlights how widespread the progress has been:
Clearing Resources:
NEW – SSIS Data Cleanup – Strengthening our Data for What’s Next(4 minutes) – This short video provides context on why this effort matters, how improved data quality supports modernization, and what agencies can expect moving forward.
NEW - 2026 April SSIS to CCWIS FAQ.pdf - Google Drive – developed from agency questions raised during the April Coffee Talk. This resource provides clarifications, examples, and guidance to help agencies navigate common clearing log scenarios along with additional Q&A topics covered during the Coffee Talk.
What’s Coming
We will continue to track Clearing Log trends, monitoring progress and supporting agencies working through larger backlogs.
In June, we will begin the Intakes Needing Action cleanup phase. More information, tools, and support materials will be shared ahead of that launch.
Thank you for your continued partnership and dedicated work towards improving SSIS data quality across Minnesota. Every resolved item strengthens our systems, prepares us for modernization, and ultimately supports better outcomes for the children, families, and communities we serve.
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SSIS Data Cleanup Efforts: April Kickoff
Minnesota is preparing for the transition from SSIS to the state’s future CCWIS‑compliant child welfare information system. A major part of this work is early, consistent data cleanup. As this work begins, we will share early steps agencies can take to strengthen the data that will move into the new system. Selecting the Category on the Sentiments and Feedback page labeled “Data Cleanup Efforts” will bring you to the articles that provide monthly priorities, statewide progress updates, and helpful resources.
Clearing is the first statewide priority. Uncleared clients create major conversion risks, and statewide backlogs remain high.
Agencies should:
Resolve uncleared or mismatched clients, including “ZZ Help Desk SSIS/D” entries
Use Reconcile when needed
Address existing Clearing backlogs and create a plan to prevent new ones
Statewide baseline (March 2026): 29,234 uncleared clients Targeted support for agencies with continued high numbers will begin in May. Below is the agency breakdown – in the future we will post agency names along with percent of improvement for each.
Note:Intakes Needing Action will be the statewide cleanup focus next month.
Ongoing Support
Agencies can expect monthly cleanup guidance, direct outreach when needed, and access to job aids, Coffee Talks, training links, and documentation through the SSIS Update, Sentiment & Feedback platform, and SSIS technical meetings.
Get Started This Week
Clear overdue clients
Identify staff responsible for Clearing
Set weekly or biweekly cleanup routines
Review available Clearing resources
These early steps will help reduce future workload and support a smoother transition to the new CCWIS system.
Minnesota is preparing for the transition from SSIS to the state’s future CCWIS‑compliant child welfare information system. A major part of this work is early, consistent data cleanup. As this work begins, we will share early steps agencies can take to strengthen the data that will move into the new system. Selecting the Category on the Sentiments and Feedback page labeled “Data Cleanup Efforts” will bring you to the articles that provide monthly priorities, statewide progress updates, and helpful resources.
Clearing is the first statewide priority. Uncleared clients create major conversion risks, and statewide backlogs remain high.
Agencies should:
Resolve uncleared or mismatched clients, including “ZZ Help Desk SSIS/D” entries
Use Reconcile when needed
Address existing Clearing backlogs and create a plan to prevent new ones
Statewide baseline (March 2026): 29,234 uncleared clients Targeted support for agencies with continued high numbers will begin in May. Below is the agency breakdown – in the future we will post agency names along with percent of improvement for each.
Note:Intakes Needing Action will be the statewide cleanup focus next month.
Ongoing Support
Agencies can expect monthly cleanup guidance, direct outreach when needed, and access to job aids, Coffee Talks, training links, and documentation through the SSIS Update, Sentiment & Feedback platform, and SSIS technical meetings.
Get Started This Week
Clear overdue clients
Identify staff responsible for Clearing
Set weekly or biweekly cleanup routines
Review available Clearing resources
These early steps will help reduce future workload and support a smoother transition to the new CCWIS system.
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Timeline and Federal Regulations Update
As we move forward with our upcoming procurement, we want to take a moment to share what to expect around federal review requirements and how they affect our timeline. This is meant to build shared understanding and set realistic expectations for the work ahead.
Why this matters
Because this project involves federal funding, we are required to follow a specific review and approval process with the Administration for Children and Families (ACF). These reviews are not optional, and they shape how quickly we can move from planning to contracting to implementation.
Understanding the “why” and the “when” helps all of us plan our work, communicate clearly with partners, and reduce frustration.
The Big Picture: Two Required Federal Reviews
For large procurements, ACF conducts two formal review periods, each with a minimum timeline of 60 days:
Initial ACF Review (before the Request for Proposal (RFP) is released) ACF reviews:
The Implementation Advance Planning Document (IAPD)
The RFP requirements
A sample contract
This step ensures we are asking vendors for the right things and meeting federal rules before we go to market.
Secondary ACF Review (after a vendor is selected) ACF reviews:
The final negotiated contract
Any related or supportive service contracts
This step confirms that what we negotiated matches what was approved earlier and remains federally compliant.
Important note: If ACF requests changes at either stage (which is common), the 60-day review clock restarts after we resubmit.
What This Means for Our Timeline
Based on experience across states and large system procurements:
Re-submissions are normal, especially for complex or first-of-their-kind projects
Even in a “best-case” scenario, federal review alone can add several months
Delays are often about compliance, not performance or quality of staff work. This is part of the process, not a sign that something has gone wrong.
How This Informs Our Project Schedule
At a high level, the timeline looks like this:
Now : Planning, readiness, and RFP development
Spring/Summer 2026: RFP and IAPD submitted for initial federal review (60 days minimum)
Mid-to-Late 2026: Procurement, proposal evaluation, and vendor selection
Early 2027: Contract submitted for second federal review (60 days minimum)
2027: Design, configuration, testing, and implementation beings
This timeline assumes:
No major re-designs requested by ACF
A competitive procurement with a qualified vendor
Steady progress through negotiations
What We’re Doing to Support Success Right Now
To keep things moving as smoothly as possible, the project team is:
Engaging federal partners early and often
Building in time for questions, revisions, and re-submissions
Aligning internal teams so policy, program, legal, fiscal, and IT voices are coordinated
Your work and expertise are essential to this process and your patience is, too.
What You Can Expect Going Forward
Clear updates when we enter and exit federal review periods
Transparency when timelines shift and why
Ongoing opportunities to ask questions and surface concerns
Thank you for the work you do every day to support children, youth, and families. Large system changes take time, but they are stronger and more sustainable because of it. If you have questions or would like a deeper walk-through of any part of this process, please reach out.
Timeline and Federal Regulations Update
As we move forward with our upcoming procurement, we want to take a moment to share what to expect around federal review requirements and how they affect our timeline. This is meant to build shared understanding and set realistic expectations for the work ahead.
Why this matters
Because this project involves federal funding, we are required to follow a specific review and approval process with the Administration for Children and Families (ACF). These reviews are not optional, and they shape how quickly we can move from planning to contracting to implementation.
Understanding the “why” and the “when” helps all of us plan our work, communicate clearly with partners, and reduce frustration.
The Big Picture: Two Required Federal Reviews
For large procurements, ACF conducts two formal review periods, each with a minimum timeline of 60 days:
Initial ACF Review (before the Request for Proposal (RFP) is released) ACF reviews:
The Implementation Advance Planning Document (IAPD)
The RFP requirements
A sample contract
This step ensures we are asking vendors for the right things and meeting federal rules before we go to market.
Secondary ACF Review (after a vendor is selected) ACF reviews:
The final negotiated contract
Any related or supportive service contracts
This step confirms that what we negotiated matches what was approved earlier and remains federally compliant.
Important note: If ACF requests changes at either stage (which is common), the 60-day review clock restarts after we resubmit.
What This Means for Our Timeline
Based on experience across states and large system procurements:
Re-submissions are normal, especially for complex or first-of-their-kind projects
Even in a “best-case” scenario, federal review alone can add several months
Delays are often about compliance, not performance or quality of staff work. This is part of the process, not a sign that something has gone wrong.
How This Informs Our Project Schedule
At a high level, the timeline looks like this:
Now : Planning, readiness, and RFP development
Spring/Summer 2026: RFP and IAPD submitted for initial federal review (60 days minimum)
Mid-to-Late 2026: Procurement, proposal evaluation, and vendor selection
Early 2027: Contract submitted for second federal review (60 days minimum)
2027: Design, configuration, testing, and implementation beings
This timeline assumes:
No major re-designs requested by ACF
A competitive procurement with a qualified vendor
Steady progress through negotiations
What We’re Doing to Support Success Right Now
To keep things moving as smoothly as possible, the project team is:
Engaging federal partners early and often
Building in time for questions, revisions, and re-submissions
Aligning internal teams so policy, program, legal, fiscal, and IT voices are coordinated
Your work and expertise are essential to this process and your patience is, too.
What You Can Expect Going Forward
Clear updates when we enter and exit federal review periods
Transparency when timelines shift and why
Ongoing opportunities to ask questions and surface concerns
Thank you for the work you do every day to support children, youth, and families. Large system changes take time, but they are stronger and more sustainable because of it. If you have questions or would like a deeper walk-through of any part of this process, please reach out.
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Engagement Across Tribal Nations and Counties
Focus Group Participation Highlights
Intake / Screening Focus Group Engagement Across Tribes and Counties
At-a-Glance Summary
Across six functional focus groups, counties participated 52 times (with several counties attending multiple functional areas), generating more than 1,245 challenges and enhancement criteria over 15 days of engagement.
Follow-up sessions included 55 participants representing 38 county participation instances, focused on clarifying and validating initial themes.
This breadth and repeat participation across intake, investigation, case management, fiscal, administration, and permanency highlights that system challenges span the full child welfare lifecycle.
Prevention: 5 state staff; enhancements and challenges finalized
AICWIT: Engagement with Red Lake Nation and Leech Lake Band of Ojibwe to identify Tribal-specific system needs
This level of engagement demonstrates both the need for change and the collective will to shape it together.
Engagement Across Tribal Nations and Counties
Focus Group Participation Highlights
Intake / Screening Focus Group Engagement Across Tribes and Counties
At-a-Glance Summary
Across six functional focus groups, counties participated 52 times (with several counties attending multiple functional areas), generating more than 1,245 challenges and enhancement criteria over 15 days of engagement.
Follow-up sessions included 55 participants representing 38 county participation instances, focused on clarifying and validating initial themes.
This breadth and repeat participation across intake, investigation, case management, fiscal, administration, and permanency highlights that system challenges span the full child welfare lifecycle.
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These steps set the foundation for a modular, CCWIS compliant system that makes work easier and supports better outcomes for families.
These steps set the foundation for a modular, CCWIS compliant system that makes work easier and supports better outcomes for families.
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Engagement With Counties:
- Attending all the county leadership meetings
- SSIS Partnership
- MACSSA Modernization and Children’s combined chair regular meetings
- Governance seats at decision making level
Engagement with Tribes:
- Attending AICWIT leadership meetings
- Tribal Consultation
- Planning input sessions
- Governance seat at decision making level
Other engagement:
- Attending ombudsmen meeting this fall
- Discussions with leaders in Supreme Court Council on Child Protection
- Presentations to child protection task force, Tech Advisory Council
- Hiring engagement coordinator to own engagement coordination
- Future plans for public dashboards for transparency
Engagement With Counties:
- Attending all the county leadership meetings
- SSIS Partnership
- MACSSA Modernization and Children’s combined chair regular meetings
- Governance seats at decision making level
Engagement with Tribes:
- Attending AICWIT leadership meetings
- Tribal Consultation
- Planning input sessions
- Governance seat at decision making level
Other engagement:
- Attending ombudsmen meeting this fall
- Discussions with leaders in Supreme Court Council on Child Protection
- Presentations to child protection task force, Tech Advisory Council
- Hiring engagement coordinator to own engagement coordination
- Future plans for public dashboards for transparency
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Vendor selection for the planning phase will be completed in 2025.
Planning and partner engagement will continue through 2026.
A public project roadmap will be shared once planning begins.
Updates will be posted regularly on this page to keep partners and community members informed as the project moves forward.
The project is captured as the Child Welfare Information System, but the final name of the new system itself will be chosen later in the process.
Vendor selection for the planning phase will be completed in 2025.
Planning and partner engagement will continue through 2026.
A public project roadmap will be shared once planning begins.
Updates will be posted regularly on this page to keep partners and community members informed as the project moves forward.
The project is captured as the Child Welfare Information System, but the final name of the new system itself will be chosen later in the process.
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We are improving technology and systems to better support state program and delivery partners. These projects enhance Minnesotan's access to vital services, reduce staff's administrative burdens, and support equitable outcomes by ensuring that all Minnesotans can navigate and benefit from programs with dignity and ease. To view the projects, go to Technology and System Modernization | Minnesota Department of Children, Youth, and Families .
We are improving technology and systems to better support state program and delivery partners. These projects enhance Minnesotan's access to vital services, reduce staff's administrative burdens, and support equitable outcomes by ensuring that all Minnesotans can navigate and benefit from programs with dignity and ease. To view the projects, go to Technology and System Modernization | Minnesota Department of Children, Youth, and Families .
