Advocare and BDDS Portal Information Technology System Changes Update

The Bureau of Developmental Disabilities Services provided the following information about Advocare and BDDS Portal Information Technology system changes update:

As BDDS continues to move forward with enhancing its focus on a strength-based person centered approach to supports and services we are making changes to the information technology systems to better reflect the needs of the individuals it supports. This is a long term effort which will be rolled out in several steps.

The initial steps will be initiated January 1, 2018 with the following changes:

Changes to usage of Advocare:
o Advocare will continue to support the following general areas:

• Case Notes
• Transitions
• On-Boarding
• Living Arrangements
• Document Library
• Demographics
• Individual search

o Advocare will no longer support the following:

• Training for case managers (will transition to a new site)
• Help Desk (see below for new process)
• Home Review Guide (discontinued)
• Message Center
• Person-Centered Plan (to be imbedded and supported within the PCISP)
• Wellness Assessment (will be supported via upload in Document Library)

Help Desk System:
o A web-based system called JIRA Help Desk Support will be utilized
o Providers and case managers will be expected to utilize JIRA for all systems and billing issues
o Case Managers who currently have the ability to submit tickets to Advocare will be able to submit tickets to JIRA
o Instructions for using JIRA are being sent to CMCO’s

Future BDDS Information Technology Plans
Based on stakeholder feedback, BDDS will be implementing case management system functions in a phased, or staged, approach. BDDS is targeting phase one of the staged approach will for the first quarter of 2018. At the time of the rollout all BDDS systems will be unavailable for a period of time as data is transferred from existing systems to the BDDS Portal. Case Management Companies will be given adequate advance notice to plan for system interruption.

At the time of the initial stage of implementation (tentatively planned for February 2018), Advocare will cease to be utilized and the BDDS Portal (which currently houses the Monitoring Checklist) will support the following functions:

• Individual profile (demographics, basic information, living arrangements, relationships, diagnosis, and waiver information)
• Case Notes
• Document Library
• Transitions
• Onboarding

INsite will continue to be utilized in its current manner and data will flow between INsite and the BDDS Portal. There will be little, if any, overlap of tasks being performed in the BDDS Portal and INsite.

The second stage of implementation (scheduled for the Spring of 2018) will include:

• Refinements to the Monitoring Checklist into a pre and post meeting tool
• Implementation of the Person Center Individual Support Plan (PCISP)
• The PCISP guide, webinar trainings, and a system user guide will be made available to CMCOs prior to implementation

For questions regarding systems changes or implementation questions, you can enter a JIRA Helpdesk ticket under ‘BDDS Portal’ ‘General.’ Please see the link in the instructions for JIRA tickets (https://dmha.fssa.in.gov/helpdesk/?div=ddrs).

Jira Help Desk Web Portal Instructions_CM