Time Entry Transformation

Sprint 14 Goal (10/1/25 – 10/21/25)

•Round 2 pilot testing with Brown, Freeborn, Meeker, Nicollet, Scott and remediate reported defects, encourage more Stearns County users to try the web app. Complete QA functional testing and PDM testing of activity log, including searching for records, sign-off toggle, navigation from log to create new record, new actions menu. Start design on how drafts are listed and selected from the grid and how time records will be viewed. Auto-populate the Regarding section for single-client participant workgroups. Design and frontend development work for the system downtime banner to alert users of scheduled maintenance work.

•Actual: Round 2 of pilot testing was completed and more users have been trying the web app. Activity log functionality for basic search is completed with searching for records, sign-off toggle, and navigation. The design of drafts were worked through and discussion on how records will be viewed, with validation needed as part of user experience research. Auto-populate single-client workgroups completed.

Sprint 15 Goal (10/22/25 – 11/11/25):

•New goal: Add action button to activity log so users can Sign Off and View records, make the activity log the landing page, complete the system downtime banner development work and QA functional testing. All activity log work completed and through QA functional testing, ready for UAT deployment with the next sprint.

Click the link to watch the lasted training video.

Web App Training Video

SSIS Time Entry Transformation

Sprint 13 Goal (9/10/25 – 9/30/25): Complete Activity Log development work and begin QA functional testing. Design draft records and finalize storage approach. Validate backend APIs (adding blocks on the end points), complete API documentation, and consistent error handling for backend. Continue dev work on auto-populating child participants in the Regarding section, and a system maintenance/communications banner. Pilot with 125 Stearns County users with production data and remediate any reported defects.

Actual Results:

• Activity log development work was completed and QA functional testing started. Some PDM testing began, and some defects are being worked through. All dev items were completed that were assigned for sprint 13.
• Draft version designs were started, drafts will be stored in a table in the web app. Request submitted through SSIS for backend table in 25.4 release. Table exists in dev and QA environments for the web app.
• For the validation of backend APIs, we set up daily automated tests (the only automation at this point is on the service calls). This is only in the QA region so there is no UAT testing. Validation on all endpoints was merged into master; one field of the form submission doesn't have the maximum (because SSIS didn't have it). We still want to add a limitation, but the team will need to set this since there isn't one to follow from SSIS for max number of people in a workgroup. Design needed with Regarding and Contact With sections for maximum number of clients allowed in the list.
• Development merged a story for the consistent error handling piece on the backend and is still working through documentation that continues into sprint 14.
• Auto populate regarding section - Development and some QA work completed, this was an ask by users and is feasible to do, but we brought this to the county-led workgroup with Health Care Administration and they flagged this as a compliance issue. They have asked that only single-client workgroups move forward (one client participant exists in the regarding section and can be checked by the system because there is no one else available to select).
• System Downtime Banner - Backend development completed and some successful testing through email notifications. The software piece that does the changes is done, dev had to make a special endpoint to say the app is down, and once this is merged it should be complete for the backend. Design and front-end development still needed for this with sprint 14.
• Piloted with access granted to 125 Stearns County workers using Production Data and successfully remediated reported defects. Not as many users have piloted the application as expected so more communication and encouragement to onboard users is needed. The TET Product Team emailed users directly to encourage more participation and provided the EHQ survey that we want them to take to continue guiding our efforts.

We are excited to share the next phase of the Time Entry Transformation (TET) web app pilot. After the successful completion of Round 1 with Stearns County, we are moving forward with Round 2 starting October 1st.

• Pilot Counties: Brown, Freeborn, Meeker, Nicollet, Scott

• Users Added: ~700

• Total Access: 825 workers across 6 agencies

The TET web app allows users to:

• Log in/out securely

• Switch databases (if multiple are available)

• Create and submit new time records

Round 1 Highlights (Stearns County – 125 users)

Enhancements in Progress

Currently in Development

• Activity log view

• Auto-select client in Regarding section when only one exists

• Hours auto-increment to 1 when 60 minutes is reached

In Quality Assurance (QA)

• Activity dropdown organized in alphabetical order

In Design

• Borders for text box fields

• Autosave records

• Draft/incomplete time record or case note option

• “Quick Entry” form with Duration and Date/Time alignment

• View a record directly in the web app

In Analysis

• Improve spellcheck and autocorrect

• Move Note section placement on form

• Placement of Reset Form button (may be replaced by browser refresh)

• Service dropdown with info icons

• Client sort order (children first)

• Regarding section improvements (help text and rules for adult/child selection)

What’s Next

• October 1st: Kickoff of Round 2 with 700 new users across 5 additional counties.

• Ongoing: Monitor feedback, track defects, and release enhancements iteratively.

• Engagement: Counties will continue to play a critical role in shaping design and functionality.

Thank you to Stearns County for leading the way in Round 1. We look forward to partnering with Brown, Freeborn, Meeker, Nicollet, and Scott Counties to continue shaping the TET experience!

After many months of planning, we are piloting the new web-based time entry application with Stearns County starting September 10th!

The pilot will use production data and integrate with the SSIS desktop and backend databases.

Features will include:

• Log-in/Log-out

• Select or change database (for users with multiple database access)

• Create and submit new time records

Testing update:

Our first round of User Acceptance Testing (UAT) included 35 testers from 19 agencies. A few issues were reported:

• Resolved: “Interviewed Alone” question (from ‘Contact With’ section) could not be deselected – reported by 3 agencies, retested by 1.

• Resolved: UAT site not loading – reported and retested by 6 agencies.

• In progress: Microsoft Entra SSO may auto-log in with agency email credentials – reported by 3 agencies, under review.

Below are the reported defects and the noted current status or workaround for the Time Entry Web App

Below are the Enhancement requests and current solution or workaround

Sprint 11 Goal (8/13/25 – 8/26/25):

• Team focus is on completing all open development and testing tasks to prepare for UAT external user testing and kick-off for sprint 12 starting 8/27/25. Process documentation for how to manually update the UAT environment, last items for business rules filtering, and error handling will move forward to Sprint 11 from Sprint 10 to complete.
• Actual Results: All tasks were completed with development and testing for UAT, and we successfully completed the last items for business rules filtering. We have some error handling backend documentation moving to sprint 12. We kicked off UAT today and have some testers already accessing the site to provide feedback!

Sprint 12 Goal (8/27/25 – 9/9/25)

• Validation on the backend for the APIs and Service Calls in all environments. Fine tune session state (log-in, log-out). Auto-populate with respect to the regarding section, activity log, design the draft and discuss where the drafts will be stored. Continue to work through UAT defects and build updates. Plan for Sprint 13 to Pilot in Production with internal county workers first, which is approximately 115 users. Big thanks to Cassie for helping coordinate and to Stearns County for agreeing to be our first pilot agency!
• Actual Results: Fine tune session state (log-in, log-out) completed, dev work started on auto-populating the regarding section, activity log design and dev work underway. UAT had a successful kick-off, we completed a round of testing with external users, worked through defect remediation, and build updates. We prepared for pilot with Stearns County users for sprint 13.

Sprint 13 Goal (9/10/25 – 9/30/25):

•New goal: Complete Activity Log development work and begin QA functional testing. Design draft records and finalize storage approach. Validate backend APIs (adding blocks on the end points), complete API documentation, and consistent error handling for backend. Continue dev work on auto-populating child participants in the Regarding section, and a system maintenance/communications banner. Pilot with 125 Stearns County users with production data and remediate any reported defects.

Here’s what we’re working on right now in Sprint 11, as we get ready for Sprint 12, which starts on August 27^th with the UAT kick-off:

Final MVP1 Items with DEV

• Fixing the last few defects

Final Testing, Security, and Analytics

• QA Functional Testing
• Accessibility Testing
• Performance Testing
• SiteImprove Analytics
• Finalizing OKR (Objectives & Key Results) Baselines and Goals

UAT Prep Work

• Finalizing test instructions and test cases
• Creating email templates to send out access info to testers

Pilot Prep Work

• Thanks to Stearns County - our first pilot agency!
• Communications and confirming list of users with Stearns for our first pilot rollout planned for sprint 13.

Welcome, Summary of Progress, and What’s Next

•Sam Breidenbach – Product Manager - Time Entry Transformation

Sprint 10 Goal (7/30/25 – 8/12/25):

•Team focus on the build (create new time record) with business rules and filtering completed and ready for QA testing. Complete user access to the Training environment, complete the process documentation for how to manually update the UAT environment and create new branches for UAT, Training, and Production.

•Actual: The Create New Time Record build is complete, with business rules and filtering very close as of end of sprint yesterday. New branches were created, and internal state user access was completed for UAT. The Training environment is not needed going forward by the Learning & Development Team and can use UAT for their purposes.