Call to Order ISSG MEETING MINUTES Wednesday, November 5, 2014 Microsoft Links Virtual Meeting 10:00 am 3:00 pm Chair Kyle Jerviss called the meeting of the ISSG Group to order on Wednesday November 5 at 10:05 am. Introductions were made of all present. Attendees shown below: Introductions Introductions were made of all present. Attendees shown below: Brain Frederick Blue Earth County Dayle Moore Nicollet County Greg Floren Blue Earth County Sharon Robinson Stearns County Rich Meyer Brown County Deal Hanson Stearns County Lisa Wu Carver County Kyle Jerviss Wabasha County Jon Eckel Chisago County Mark Anderson Winona County Michael Nelson Chisago County Randy Johnson Goodhue County Travis Marttila Isanti County Corey Survis Martin County Steve McDonald Martin County Lisa Meredith MCCC Amy Herold Morrison County Mike Disher Morrison County Agenda Approval Motion by Jon Eckel of Chisago County, seconded by Rich Meyer of Brown County, to approve the minutes; motion carried. Approval of Minutes Motion by Rich Meyer of Brown County, seconded by Randy Johnson of Goodhue County, to approve the minutes; motion carried. User Group Liaison Reports A. DHS Report: Cory Survis w/co liaison Vince Traver Not able to attend, no updates. B. Correction: Randy Johnson of Goodhue County (See attachment) C. PIUG: Steve McDonald of Martin County a. Continue contract discussion with Pictometry Moving ahead slowly. ISSG AUGUST 2014 MEETING MINUTES Page 1 of 13
D. County Attorneys: Dayle Moore of Nicollet County (See attachment) E. MCCC Update: Rich Meyer of Brown County a. The board is looking into some hosting solutions b. Some discussion about the support and enhancements to the MCCC website. They are reviewing the new logo and mission statement. They are also looking at a RFI or RFP options to support website. c. They continue to look for ideas for the Security Workshop, but have come up with theme. d. Over the next week weeks there will be some meetings/discussion about strategic planning. e. The board has reviewed the policy on Open Meetings. F. Law Enforcement: Judy Hiller of Waseca County (See attachment) G. Tax Tax Thomson: Mike Nelson of Chisago County (See attachment) Tax Xerox: Kyle Jarviss of Wabasha County i. Nothing new to report, but there will be a pre-user group meeting and user group meeting this month to discuss what is happening and what it may mean to the counties involved. CAMA: Sharon Robinson of Stearns County i. Nothing new to report - Next meeting is planned for November 10, 2014. H. Community Health Service: Amy Herold of Morrison County (See attachment) I. Finance and General Government IFS: Jon Eckel of Chisago County (See Attachment) OSI: Tim Dent of Clay County i. Nothing new to report. Xerox: Jon Eckel of Chisago County (See Attachment) J. JIC: Jon Eckel of Chisago County (See Attachment) Financial Report Lisa Meredith Motion by Mike Disher of Morrison County, seconded by Dayle More of Nicollet County, to approve the minutes; motion carried. Committee Reports There was some discussion about how are the chairs for the following committees, Lisa checked into this and reported that the Standard Committee would be the ISSG vice Chair and that the ISSG Chair would be the chair for the By-Laws Review and the Training Committee. Standards Committee. a. Jon reported that he has attended several meetings. b. Lisa reported that she is waiting on a check list for the contract(s). ISSG OCTOBER 2014 MEETING MINUTES Page 2 of 13
By-Law Review Committee a. Nothing new tor report. Training Committee a. Looking for a speaker to the MCCC Conference for next June. b. Looking at 4 or 5 session for the work shop in January 2015, Lisa is firming this up. Roundtable Discussion No meeting in December 2014 and the January ISSG meeting is the IT Security Workshop at MCCC. Other Business Stearns County is looking for some feedback about what other counties are using for their external website contact management. A survey will be sent out to collect this information. Randy asked about setting up a presentation from INFO Tech at one of our upcoming ISSG meeting (maybe March 2015 meeting). Lisa stated that at least one county needs to be a sponsor Mike Disher said that he would be willing, but would like to wait for the development of the PLC done first. A question was asked about how this virtual meeting went today. Most agree that the Microsoft Link option worked out very well. The group thought that it would be good to send out a survey to all of ISSG on what went well and what did not. Adjourn Meeting Motion by Rich Meyer of Brown County, seconded by Mike Disher of Morrison County, to adjourn the meeting at 11:45 pm; motion carried. Submitted by: Michael Nelson of Chisago County, ISSG Recording Officer. ISSG OCTOBER 2014 MEETING MINUTES Page 3 of 13
ISSG User Group Liaison Report Attachments 9/16/14 Law Enforcement meeting with CIS Mike Yefsky announced new website www.cis.com is new site (looks identical to www.cisusa.com) Replacing MOC codes with State Mapping improvements in CIS Improved messaging to Dispatch Mike went thru many changes, too many to list. Law Enforcement report provided by Judy Miller of Waseca County. ISSG AUGUST 2014 MEETING MINUTES Page 4 of 13
ISSG User Group Liaison Report Attachments Report for October 15, 2014 Corrections Executive Meeting The beta version of CSTS 3.1 is available for testing. It includes the code for the web interface for smartphones (officially called CSTS Mobile Web Edition). Included documentation will describe how to create the secure website required for the interface but ISSG has been asked to create a document that describes different ways to connect to that website remotely since there are numerous methods possible. Randy Johnson will head that up but needs input from the counties that are going to beta test that interface. It looks like the following counties have agreed to test the mobile web edition: Pope, Pine, Hennepin, DFO (Dodge, Fillmore, and Olmsted group), Rice, Chisago, Todd/Wadena, and Goodhue. Testing of the CSTS3.1 beta version will end on Nov. 10 and the final release is set for Dec. 1. The documentation on the web edition will not be required until a bit later (date to be determined) so there will be some time to gather all the remote access info, but the goal is to have it out by YE. Randy mentioned the issues with Office 365 and BCA and that started discussion about many problems with the migration to O365. Ramsey County in particular was not happy with it at this point and there are a couple issues with it working with CSTS. Carl Thelen of STI mentioned that a small non-profit company is interested in buying the rights to use CSTS, which is owned by MCCC. There was a long discussion about this since it could create problems such as a possible obligation to offer it to other non-profits. What would we charge? Would they be able to request enhancements? The topic was tabled until the December meeting. After the meeting the group had their annual discussion of strategic planning. Corrections Report provided by Randy Johnson of Goodhue County. ISSG AUGUST 2014 MEETING MINUTES Page 5 of 13
ISSG User Group Liaison Report Attachments CHS User Group met on October 24th @ Xerox. CHS Update to ISSG Committee 11/3/2014 Submitted by Amy Herold During the CHS User Group meeting discussion was held on Rapid Inspection Software. This is a free software program that MDH provides to counties to use if they choose for their Environment Health (EH) Program. Some counties are wondering what MDH s plans are for supporting this product as some users believe they have no support while other counties believe MDH does have a new support person for this. It was suggested that we possibly start an EH Workgroup to see if we need to make changes in PHDOC to accommodate EH and updating data when disconnected from the database like nurses do for Client Visits. More discussion was had on how many agencies this would effect and possibly send out a survey on this. The Enhancement Committee reported that they are encouraging counties to think about moving to a SQL platform. This would alleviate the need for Xerox to program for 2 platforms. HIE Update was given to the CHS User group. There is a contract with CHIC however, at the time of the meeting this was not yet signed. This is the vendor that will be used to have the DIRECT integration within PHDOC. Wabasha County has submitted a request to have SANDLOT integration for PHDOC. There is not a formal contract yet with this vendor. The plan would be for SANDLOT to have a Private network between the agencies and the SANDLOT repository by the end of 2014, then take advantage of the DIRECT programming be done for CHIC to utilize DIRECT technology, and by the end of the summer of 2015 have an auto sign-on to the SandLot Portal within PHDOC. The expenses are to be covered by Southern Prairie and South County Health Alliance. Discussion was held on the Family Home Visiting changes. Lots of discussion on sending or not sending identified data to the State and what the purpose of sending this data will or will not do for an agency. Discussions are still being held with the State for clarification. However, if programming needs to be done we need some answers sooner than later. On November 3rd there is to be a small group meeting with MDH to get some clarification on what they will be needing come 2015. We have had interest from Carlton, Cook, Lake, St. Louis, Scott, St. Paul-Ramsey, Wright, and Washington Counties to demo PHDOC. The next CHS Enhancement Committee meeting is November 21st @ 10:00 am at Xerox. The next CHS User Group Meeting is January 30th, 2015 @ 10:00 am via Conference Call. Community Health Service report provided by Amy Herold of Morrison County. ISSG AUGUST 2014 MEETING MINUTES Page 6 of 13
ISSG User Group Liaison Report Attachments JIC Meeting @ Eagle Trace in Clearwater Did a test of Lync Meeting, with 4 other counties prior to the start of the JIC meeting (Clay, Goodhue, Wabasha, and Nicollet), worked good with 2 full video and audio feeds performance dropped with all 5 active with full video and audio. A speed test of the bandwidth at the site showed.63 MB up load and 2.86 download. This site should provide more bandwidth for a better performance, or we would need to limit video to just the meeting site, or 1 remote site at a time. There is only 1x Verizon data due to low signal coverage inside the conf room so that is not a viable option. Winona Co is now live on IFS pi, Mower County will be going live the week of 10-27. That completes install at all counties. Reviewed enhancement requests many were deferred to the new committees to take care of the detail and make official recommendations. Committees formed and committee reports: Contract, has not meet Training and Communications, The need for brown bag 1 day trainings to share info. Users to write a user guide. Knowledge base for all users about IFS. TriMin to do year end training- part of a 1 day training. IT Advisory Has not meet, will be meeting very soon via Lync. Best Practices / Enhancements Has not meet, will include the creation of many sub committees including Cash Drawer, and includes a Reports sub committee Jon will do basic training on the MCCC PLC at the next meeting. All committees to meet before the next meeting and do: Review task list and make any ads / changes required Produce 90 day goals, and 1 year goals for work to be completed by committee December meeting will be in Clearwater on the 19 th. IFS, Xerox and JIC report provided by Jon Eckel of Chisago County. ISSG AUGUST 2014 MEETING MINUTES Page 7 of 13
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ISSG User Group Liaison Report Attachments County Attorneys Exec meeting notes: 10-24 Agenda, Minutes approved. Introductions. Minutes approved, two meetings have occurred. A regular and special meeting on how items are proceeding with the vendor. Docutech update: County Attorneys Exec meeting notes: Introductions. Minutes approved, two meetings have occurred. A regular and special meeting on how items are proceeding with the vendor. Docutech update: Docutech is moving ahead with updates and final rollouts. They are working with a couple of issues speed and bug fixes. Development team update: Approved 5 development requests to the system. They also approved minor enchantments, printing feature, attaching items and chips. They did approve the 2 nd quarter enhancements over the allotted amount so they were requesting approval to go over the budgeted amount. Questions on certain updates/bug fixes/enhancements were discussed with all on the call. Voting was approved for the enhancements with discussion and amended to yes with bug fixes MCAPS4 Update on Previous approved Enhancements: Carrie reported that they are in The alpha testing stage and hope to deploy to beta testers late-october to early November and have in new release in mid-november the following enhancements: Automatically add lead officer to Involved Persons Edit subpoenas in a case Print envelope from person record Edit subpoena date Ability to modify override language Add warrant to all case types echarge amended complaints from MCAPS4 Beta test counties: Hubbard, Roseau and Otter Tail Monthly MCAPS4 New Use Conference Call Update: Carrie reported last call was largest attended. Some had to be turned away. Going back to ReadyTalk as it allows for unlimited number to join call. Demo ed the website and predictive search and discussed the 7 developments being tested. ISSG AUGUST 2014 MEETING MINUTES Page 9 of 13
Monthly MCAPS4 New User Conference Call update: Nothing from the training committee they are working on getting together. Talks included doing live round tables around the state Other items of note: Group is still working through updates/bug fixes/speed issues so every work order came with some discussion, I grabbed the notes from the meeting showing that not all the work orders were approved. Sue asked Mark about CVO statute issue. It is a recodification issue at the State level and once addressed there, MCAPS statutes will be updated. Sue also indicated that Lisa has been in contact with the State Courts (Linda Emeott) and BCA (Kent Therkelson) and hopes to have these contacts attend the County Attorney s Executive meetings in the future. Work Order 2014-10-1: Additional Reports in New Reporting Program. Much discussion. Diane made a motion and Stephanie seconded to pay Docutech half the amount ($4,500) with the caveat that there will be a survey done among users and training. Work order will be amended to reflect this change. Motion passed unanimously. Work Order 2014-10-2: Speed Improvements. Mark indicated that the speed has been reduced significantly when opening 1st case. Still working on speeding up shifting between ribbon tabs. Mark agreed that this will be ongoing and that there will be no additional charge. Diane made a motion and Paul seconded to approve payment in the amount of $6,500. Work Order 2014-10-3: Person Search Improvements. Paul made a motion and Stephanie seconded to approve payment in the amount of $2,500. Work Order 2014-10-4: BCA s ereferral Integration. Tabled until when BCA is present to discuss. Work Order 2014-10-5: echarging Retrieval of Court File Number and adding it to MCAPS4. Motion by Paul and seconde3d by Dian to approve payment in the amount of $1,500 with the caveat that the date filed will be the date it is filed with the court. Motion passed unanimously. Work Order 2014-10-6: State Statute Service. Tabled There is a webinar by Docutech on Thursday the 6 th on spreadsheets and MCaps4 at??1:00 County Attorneys report provided by Dayle Moore of Nicollet County ISSG OCTOBER 2014 MEETING MINUTES Page 10 of 13
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ISSG User Group Liaison Report Attachments Aumentum Liaison Report prepared by Michael Nelson 10/2/2014 DOR Updates: They have indicated that the spring instructions will be sent out later this week or next week (Week of October 6). The checks for the Ag Created are schedule to be sent out on 10/3/2014. Dennis Freed about the instructions for the Property Tax statement for 2015, DOR is looking into this. The group asked the DOR about how to handle the case where the check has been sent to person whom has died. How should the county handle this so that the money is sent to surviving spouse? It is not clear on how to handle this condition. The group had some discussion about PRISM with DOR. TR Updates: A PRISM conference call has been setup for November. They gave the group on update on the 1219 patch as far as what will be in the patch. TR gave the group an update on the Levy Book indicating that the design specs are complete and coding will be done in version 10.x with a delivery date of April 2015. The group ask if they could see the design specs and Latonia said that she will check into this. The hosted test sites (Blue Earth and Scott) should be available by 10/3/2014 but no later than 10/6/2014. The schedule for version 10.03 has not changed but Andrew will send the dates out by the end of next week. This also indicated that all of the AR changes will be in version 10.03 which is to have a release date sometime in the spring of 2015. The enhancement person has completed work on 5 items and has used 554 hours with 450 hours remaining. There was some discussion about item to be worked on if they should be coded for 8.6.12 or 10.x or both. ISSG AUGUST 2014 MEETING MINUTES Page 12 of 13
TR is looking to firm up on Data modeling training for June or July of 2015 (just before the group go live on version 10.03). Committee Reports: (Enhancement Committee) Meeting are scheduled for the last Thursday of the month and minutes will be sent out. A question was asked about getting estimated hours on new items does it need to go to the board first or can the committee ask for an estimate. Some discussion on the enhancement for ACH Balance / Unbalance file, USBank requires an unbalance file to be sent. A new reports committee has been setup to handle the conversion of the custom reports from Version 8.6.12 to 10.03 and Mike Nelson has appointed to chair this committee. Jill indicated that she would have MCCC send out an email to the group asking if anyone would be interested in joining the team. (Testing Committee) Chris stated that they are looking at procedures on how to test, How to manage this and how to get more counties involved in testing. A question was ask about when a hosted test site would be setup for version 10.01, TR is working on this but date has not been set yet. (Contract Committee) Next meeting is schedule for 10/2/2014 Next Meeting is scheduled for November 6, 2014 Aumentum (Tax Thomson) report provided by Michael Nelson of Chisago County ISSG OCTOBER 2014 MEETING MINUTES Page 13 of 13