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9.2.1 Step 1 - Set Up a RU & Collaboration for Sharing

One of the first steps to share data between agencies is to create a RU within which Principal and Partner agencies will assign collaboration(s) for sharing. Each agency participating in a RU can choose to share one or more collaborations. Agencies can participate as data sharing recipients only and not share any of their own collaborations, if they choose.

Figures 9.1.a1 and 9.1.a2 provide a wireframe example of how the Settings might display available fields for a Principal Agency to initiate a RU. Once agencies have decided to share, a Principal Agency will select to +Add a Reporting Unit if an appropriate RU does not already exist. The Principal Agency will provide a name, abbreviation, description and start date for the RU. For MVP, the End Date can be left blank or set as current date setting an End Date will end all sharing within the RU. When the RU is created, the Start Date will default to current date and cannot be changed for MVP. Also the Principal Agency will be automatically added as a Partner Agency – this is to assist in the technical implementation.

When an RU is edited, only its End Date and Description can be changed; its Name, Abbreviation, Start Date, and Principal Agency cannot be changed.

As seen in Figure 9.1.b2, the Principal Agency will add one or more partner agencies to the collaboration. All agencies using P-CIS in the same multi-tenant architecture will appear in the drop-down list from which the Principal Agency can choose. Once an agency is added it should not be added again while it is active. Once that agency has an end date for the RU for a sharing period, it could be restarted later with a new start date. The Principal agency will give each partner agency general access to all collaborations shared by anyone in the RU. For example, a reporting-authority agency added as a partner might be given read only general access because that agency wants to receive data for reporting purposes and does not plan nor want any opportunities to change the data. In that example, all other participating agencies in the RU could share collaboration with any type of Given Access, but the authority agency would only ever have read only options with the shared data.

While adding an agency, only the Access and Sharing toggle (default is ON) fields will be enabled; the Start Date will be set to current date and cannot be changed; and, the End Date will be blank. While editing an agency, only the Access and Sharing toggle fields will be enabled. The Start Date will be disabled. The End Date can be set to current date or left blank.

The Principal agency may also share one of their own collaborations to the RU, but this is not a requirement. The Principal agency could be setting up the RU only to receive sharing of data from one or more partner agencies. If the Principal agency chooses to share a collaboration, they will decide if they are giving Read Only or Read/Write permission to other partner agencies in the RU. In this case, other partner agencies with General Access of Read/Write will be able to modify shared Collaboration of Given Access of Read/Write. Partner agencies with Read Only General Access will never be able to modify data shared from a collaboration, regardless of the collaborations Given Access. The Principal agency at this time will also decide if the collaboration will be shared with Historical View. If it is, then the Organization Administrators of the participating agencies will be able to see all active and formerly active people served by the collaboration. If not share with Historical View then only people who are active in the collaboration can be seen by the partner agencies’ staff.

While adding a collaboration, the Access, Historical View (default  is OFF) and Sharing toggle fields (default is ON) will be enabled; the Start Date will be set to current date and cannot be changed; and, the End Date will be blank. Also the Organization Administrators will be able to view the questionnaires that are assigned to it. Even after adding, this option to view will be available. Once an agency adds its collaboration for sharing it cannot be added again while it is active. Once that collaboration has an end date for the agency in the RU for a sharing period, it could be restarted with a new start date. While editing a collaboration, the Access, Historical View and Sharing toggle fields will be enabled. The Start Date will be disabled. The End Date can be set to current date or left blank. As soon as a partner agency is added to an RU by a Principal agency, then the RU becomes visible in the Settings for Organization Administrators of the partner agency. The Organization Administrators of the partner agency can then share any of their collaborations to the RU or end their own participation in the RU, but they cannot modify any other fields of the RU, as seen in Figure 9.1.c. The partner agency has the ability to Give Access for sharing of that collaboration as Read Only or Read/Write and set the Historical View option. As soon as that collaboration is shared, then all Organization Administrators of agencies participating in the RU will see all of the people who are active in the shared collaboration. In addition, if the collaboration is shared with history, then all Organization Administrators of agencies participating in the RU will see all of the people who were formerly active in the shared collaboration as well. When a collaboration is shared, the Organization Administrators must agree to the terms of sharing, displayed in Figure 9.2.1.e.If an appropriate collaboration for sharing does not exist already, then the Principal and Partner agencies will create collaborations for sharing, as seen in  Figure 9.2.1.f. The agency creating the collaboration will assign the collaboration to people to share with person-specific start and end dates.

Figure 9.2.1.a Settings > Reporting Unit > List Reporting Units

Figure 9.2.1.b Settings > Reporting Unit > Add Reporting Units

Figure 9.1.b1 Settings > Reporting Unit > List Agencies

Figure 9.2.1.c Settings > Reporting Unit > Add Agencies

Figure 9.2.1.d  Settings > Reporting Unit > List and Add Collaborations

Figure 9.2.1.e. Disclaimer for Sharing a Collaboration in a Care Circle

Figure 9.2.1.f Example Collaboration Created for Sharing