1User Kickoff meeting: ALR Incident Reporting Automation Pilot Monday February 11, 2013
2Agenda Introductions Objectives What is a Pilot? Communications Project TimelineWorkflowReporting an IncidentNew paper formDemonstrate new QuickBase system
3ObjectivesBroad objective: automate Incident Reporting for all ALRs statewideNarrow objective: pilot a small group before going statewide10 ALR’s: roughly 5% of 220 ALRs statewideRefine & optimize with small group before deploying to the larger group.Administration, user management, operations, training, communications, supportToday’s objective:Overview of our pilotcollect user infodeadline close of business Thurs Feb 14Review new Incident Report formFirst look at QuickBase
4What do we mean by “pilot” Run through a complete deployment process with a small groupDeployment is not just computersConversion to new processes (from fax/paper incident reports to online)Also, new methods and processes for communications (website), issue reporting, training (webinars)Identify issues (things that don’t work as expected)Not just the computer program, QuickBaseAny of the new processesCommunicate to Project teamRevisit the issue after an improvement (or workaround)
5Communications (for the Pilot & beyond) Project Website(no www)Content will include Job Aids, how-to's, announcements, forms, schedule updatesQuestions, comments, issue reporting, how do I ...?, not phone please
6Project Timeline Pilot Statewide Item Feb 11 Kickoff, use paper form 1.0Feb 15Deadline for feedback on form 1.0Feb 20Training Webinar 1:Paper form version 1.1 releasedQuickBase updated with version 1.1 codesUserids released to usersAll incident reports submitted via QuickBase (use paper/fax as fallbackFeb 25All non-pilot ALRs use paper form 1.1 for Incident ReportingFeb 27Training Webinar 2Mar 4Training Webinar 3 (if needed)Mid-march (target)Statewide kickoff (webinar) . Date TBD after ELD-CU internal readiness review.If necessary, paper form version 1.2 released, QuickBase updated with version 1.2 codes.1 week laterTraining webinars 1, 2. QuickBase Userids released to users who have attended webinar, or reviewed recorded webinars.ongoingTraining webinars scheduled as neededMid-AprilImplementation complete: after ELD-CU readiness review. All processes are normalized, standardized and routine.
7Who are the Users? Technical Requirements Each User must have Anyone who logs into the system to create QuickBase Incident ReportsMust have an address, indicating their nameTwo (2) or more Reporters per ALRLarge facilities may require additional users.For each User, we needNameaddressPhoneTitleALR nameALR townTechnical RequirementsEach User must haveAccess to basic Windows or a Mac computer (new within the last 3 years)Any web browserInternet connectionan address
8Issue Reporting Issue reporting is not the same as Incident Reporting An issue is anything that doesn’t function as expected:E.g. you get a Software “bug”, application does not function properly, a process is unclear, data is lost, IR codes don’t make senseWrite it up! Send it via to ELD-CU Project Team.Need clearly written step-by-step narrative of what happened leading up the issueWhat were you trying to do? Be specific.Need steps to reproduce, screenshots for technical troubleshootingThe name of the user, date and time, ALR name, IR numberHow to report an Issueto Peter, Jim, DuamariusInstructions on website :
9Lifecycle of an Incident Report This high-level flow fits Incident Reporting for both the current fax-based process, and the future QuickBase reporting process.
10Incident Report Lifecycle with QuickBase automation (1) Create Incident Reports using QuickBase(new)(2) Follow-up RFI may come via fax, phone, orNot QuickBaseno change from today(3) ALRs will supply Follow-up info via fax (no change from today)
11New Incident Report form Paper form closely matches QuickBaseStrategy for both Pilot & Statewide DeploymentsELD-CU releases new Paper Incident Report form to closely match QuickBase data elementsALRs use the new paper form to report incidents using the current fax-based process for a time period before starting with QuickBaseAfter ALRs are trained on QuickBase and receive their userids, it is easier to be successful with QuickBase, since they are already familiar with the new data elements describing reportable incidentsExpect minor updates to the form.Version 1.0: used by pilot group (fax-based only) between kickoff and webinar 1Version 1.1: used by Pilot Group (QuickBase) and Statewide Group (fax-based only)Version 1.2: used by everyone (QuickBase and backup fax-based)
12New Incident Report Form – next steps Feb 11: Pilot group Kickoff meetingeffective immediately, Pilot Group to use the new paper form (version 1.0) for all incident reports.Use current process (fax, voic ) but with the most appropriate page out of seven to fit your reportable IncidentPlease provide feedback (if any) on paper form 1.0 by Friday Feb 15Feb 20: Pilot Group Training Webinar 1. All pilot users please attend.Webinar instructions onPaper Incident Report form version 1.1 releasedQuickBase application adjusted if necessary to match IR form version 1.1QuickBase Userids released.Effective Feb 20 (anticipated), all Pilot-group Incident Reports submitted via QuickBaseFallback: After Webinar 1, if you have difficulty using QuickBase to make a timely Incident Report, your fallback is to use new form version 1.1 for current process (fax, )Feb 25 (target): All ALRs statewidebegin using new paper form version 1.1 for all Incident Reporting (current process via fax, vmail)
13Review Paper form 1.0 Identify the reportable Incident Select the most appropriate 1 out of 7 pagesProvide Incident InformationCheckboxes to code & describe the IncidentCheckbox clusters: select one and only one checkbox in any groupingException for Outside Parties: check all that applyAll fields are required
14QuickBase Demo Show login to QuickBase ALR view Security questions Summary screenPoint out Individual Irs, Facility IrsCreate new individual IRKey data elements: record IDNo edits once submittedCreate new Facility IRShow save before submitPrintReceive RFI from ELD-CURequest comes via , may show QuickBase informationMention but don’t demo:Follow-up information provided by ALR after an ELD-CU RFI *must* be sent via fax