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DMHSAS Numbered Memo 2011-01

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State of Wisconsin
Department of Health Services
Division of Mental Health and Substance Abuse Services

Date: May 3, 2011

DMHSAS Numbered Memo 2011-01

Index Title: Human Services Reporting System (HSRS) Mental Health and AODA Technology Changes Update

To:     DMHSAS Listserv

For:   
Directors, Departments of Human Services
Directors, Departments of Community Programs
County Mental Health Coordinators
County Substance Abuse Coordinators
Area Administrators and Assistant Area Administrators

From: Linda A. Harris, Administrator, Division of Mental Health and Substance Abuse Services

Subject:  Human Services Reporting System (HSRS) Mental Health and AODA System Technology Changes and Optional Encounter-Level Reporting

Document Summary

This is an update to numbered memo 2010-11 issued November 29, 2010 concerning changes in architecture, platform and database components of the HSRS mental health and AODA client data reporting system. County capacity and readiness plans for these changes have been reviewed and the changes in the Department's plans to transition off of the HSRS technology for mental health and AODA reporting are put forth in this document.

Background and New Information

State and federal client data reporting requirements are met through the Human Services Reporting System. Sixty-seven County agencies currently report HSRS data through Department-sponsored systems as follows:

- 31 County agencies enter HSRS data via the current state Host On-Demand direct data entry screens which will be replaced with a new direct data entry system by December 2012.
- 17 County agencies enter HSRS data via the current state on-line screens and also have their data extracted to the WISSIS system by a private IT vendor. New direct data entry with WISSIS contractor access to the data or batch file submission approaches will be available.
- 14 County agencies enter HSRS data into their own local database and submit batch files to the state via the current HSRS File Transfer System which will be replaced with a new batch file submission system by December 2012.
- 5 County agencies are transitioning from the current state Host On-Demand direct data entry to entering the HSRS data into their own local database (CMHC) and submitting the HSRS data to the state using the Encounter XML batch file submission system.

A review of County capacity and readiness plans for these changes in HSRS has been completed and the following modifications in the HSRS transition project will be made:

1. Improved technology will be used to offer two approaches to submitting HSRS data including direct data entry and batch file upload.

2. The Encounter XML batch system will migrate to a new batch file upload system that permits both encounter-level and summary service data. No new Counties will added to the Encounter XML batch system beyond the 4-5 that currently use it. Current Encounter XML batch system users may continue to do so until they can transition to the new batch system.

3. Counties who planned to submit data in batch mode can participate in the new batch system. The new batch system will permit encounter level or summary service data. Details on this new batch system will be available by August, 2011. The new batch system will not require a "record reversal" record adjustment process and batch system users may also use the direct data entry system if desired.

4. A special batch process will be developed so that County reporting agencies can obtain the Master Client Index number (MCI#) without having to manually enter client name, date of birth, gender, and SSN into the Program Participation System (PPS).

5. If County agency resources are not sufficient to use the batch file submission approach, the new on-line direct data entry system will be available to them well beyond 2012 until they can transition to the batch system. The state, within its own workload and resource limits, agrees to provide technical assistance to any County agency regarding the development of the batch file submission approach.

We appreciate the input County agencies have provided and we always welcome suggestions.

Action Summary

County reporting agencies are requested to review this numbered memo and adjust their plans to transition off of HSRS accordingly by December 2012. If you would like further clarification or details about the changes or if you have any suggestions about the design of the two replacement systems then please contact Mike Quirke and Tim Connor using the information under the 'Central Office Contact' heading below or you may contact the HSRS SOS Desk for IT questions (contact information below).

For additional information and questions regarding this memo:

Regional Office Contact:

Not applicable

Central Office Contact:

Mike Quirke
Division of Mental Health and Substance Abuse Services
Bureau of Prevention Treatment and Recovery
1 W. Wilson St., Room 851
Madison, WI 53703
Telephone: (608) 266-7584
E-mail: Michael.Quirke@wisconsin.gov 

Tim Connor
Division of Mental Health and Substance Abuse Services
Bureau of Prevention Treatment and Recovery
1 W. Wilson St., Room 851
Madison, WI 53703
Telephone: (608) 261-6744
E-mail: Tim.Connor@wisconsin.gov 

Human Services Reporting System (HSRS)
SOS Help Desk
Telephone: (608) 266-9198
E-mail: dhssoshelp@wisconsin.gov
Human Services Reporting System (HSRS) webpage

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Last Revised:  July 05, 2011