The Ohio Department of Job and Family Services (ODJFS) is working diligently to build utilities in SACWIS that will allow agency staff, with the required security access, to edit data, correct errors, and fix information in the system resulting from human error and inaccurate or incomplete data converted from child welfare legacy systems. The data utilities will include an audit trail to record changes and ensure the integrity of SACWIS records when changes are made. ODJFS will incrementally release the utilities and enhancements to the existing screens and workflows over the next several months.

During this temporary period, ODJFS will continue to accept requests for corrections submitted by PCSAs through the SACWIS Help Desk. Authorized requests to change conversion errors, human data entry errors, and duplicated records will be made by authorized ODJFS staff. All requests must be submitted in conjunction with the procedure included with this correspondence and all requests will become part of the audit trail for changes made.

Requests to change intake screening decisions will follow the attached procedure and will include a review by policy staff in the ODJFS Office for Children and Families (OCF). OCF policy staff will determine whether OCF Field Office staff will provide technical assistance, to ensure the agency is complying with Administrative Code rules. The PCSA's technical assistance manager will facilitate technical assistance, as appropriate.

ODJFS will honor requests to delete records that are duplicates. Requests to delete other records will not be honored. This will ensure compliance with any applicable records retention schedules adopted under Section 149.34 of the Revised Code.

Below is the procedure for authorizing requested changes to SACWIS data. The procedure allows agency directors to authorize designees to submit SACWIS change requests. The number of designees is based on county size in relation to CPOE designations. Large metropolitan counties may designate up to six persons within the agency to submit data change requests and small to medium counties may designate one or two persons.

Process for Submitting Sensitive SACWIS Data Corrections

The following steps define the process to modify sensitive data within the SACWIS application.

1.The county executive director must determine if sensitive corrections will be authorized by an authorized delegate.

2.For those county executive directors who want to delegate authorization of sensitive data corrections, the JFS 01669 "Delegation of Authority for Sensitive SACWIS Data Corrections" must be submitted to the SACWIS Help Desk.

3.For each Sensitive SACWIS Data Correction request, the county executive director or delegate must complete and submit a JFS 01671 "Sensitive SACWIS Data Correction Request."

4.After a form is completed, a scanned copy must be emailed to the SACWIS Help Desk.

5.The form can also be faxed to the SACWIS Help Desk at 614-728-9678

INSTRUCTIONS:

The following chart depicts what materials should be removed from and what material should be inserted into the Family, Children and Adult Services Manual (FCASM).