DMHSAS Numbered Memo 2011-01
DLTC / DMHSAS Numbered Memo Series index page
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
