Wisconsin Department of Children and Families

Protecting Children, Strengthening Families, Building Communities

 

 

Provider Information Exchange (PIE)

The Department of Children and Families (DCF) has created the Provider Information Exchange (PIE) for sharing electronic documents and files between state program staff and your facility's staff. Information exchanged is associated with Licensing and Caregiver Background Checks.  This is a secure venue for sharing data between DCF and the facilities.

What does the system contain?

The PIE system is a secure website that allows your facility to share files with DCF in a secure manner. Everyone accessing the PIE system must have a WIEXT/Wisconsin User Name and password and have been granted access to their Facility's PIE folder by submitting a request from their agency's PIE lead.

PIE contains several different parts. These parts are explained below.

Announcements

Announcements can be found on the PIE Home page. This section of the site allows state staff to post information to the site that pertains to all users.

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Your facility's document library

On the left hand side of the PIE Home Page, will be a list of the facilities that you have access to. Click on the name of a facility to access the document library for that facility.

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In each facility’s document library, there is a folder for each of the programs involved with PIE; Licensing and Caregiver Background Checks.  You will only see the folders that you have access to. Click the name of a folder to access the files for that program. Inside this folder is where you will perform data exchanges from your facility with DCF for each program.

 

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Shared Documents

 

On the left hand side of the PIE Home Page, will be a list of the facilities that you have access to. Under your facilities is a folder called Shared Documents. Click Shared Documents to access files that DCF wishes to share with all facilities.

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In Shared Documents there is a folder for each type of facility involved with PIE, Child Placing Agencies, Group Homes, Residential Care Centers and Shelter Care. Click the name of a folder to access the files for that type of facility. Inside this folder is where you will see the files DCF is sharing with your type of facility.

 

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Add or Delete Document Library Security Request (for PIE Leads only)

Facility admins will also have the ability to request access/delete access to the system for employees at their facility. You will only see this link if you are a facility admin. To submit a request, Click Add or Delete Document Library Security Request.

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Enter the employee's Wisconsin User Name, Pick your facility from the dropdown list, click which role the person will be performing (Licensing, Caregiver Background Checks or both), and whether the access should be added or deleted. This triggers a request to DCF to perform your request.

 

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Common problems logging in to the system

The PIE system requires a Wisconsin user name and password to access the system. Below are some resolutions to common problems accessing the system.

How do I access the PIE system?

To access the PIE system, visit https://share.dcf.wisconsin.gov/pie/default.aspx. When prompted for your username and password, type WIEXT\(your Wisconsin User Name) in the user name field, and your password in the password field.  Click ok or hit enter and you will be in the system.

I enter my Wisconsin User Name and password and nothing happens, what am I doing wrong?

The most common issue is that you are not entering WIEXT\ before your username. WIEXT\ must be entered before your username or you cannot log into the system.

If you are entering WIEXT\ before your username and the issue persists, most likely you are entering your password incorrectly. If you can't remember your password, see the next question.

I don't remember my Wisconsin User Name and/or password, what do I do?

Visit https://www.dwd.state.wi.us/accountmanagement/default.aspx and click on User Name/Password Recovery to reset your password.

If you are unable to reset your password via the website, you must contact 608-266-7252 to have your password reset.

How does the Caregiver Background Check (CBC) process work?

The caregiver background process was developed to reflect changes in Federal Title IV-E eligibility regulations requiring states to verify and document the timely completion of caregiver background checks for specific child welfare agency staff that have regular, direct contact with one or more children of the agency.

Memos related to the CBC process

Memos related to the CBC process can be obtained by emailing Child Welfare Licensing at DCFCWLR@wisconsin.gov

Process for Employee Updates

  1. The Title IV-E Licensing Specialist will post each facility's master roster and a blank roster utilized for updates by the facilities in the facility's Document Library in PIE.
     
  2. Email notification from the Title IV-E Licensing Specialist will inform the facilities that the rosters are in PIE and a subsequent deadline of when updated information must be shared in PIE.

    Create your own email alerts within PIE to alert you when anything is posted to your Facility's Document Library folders
     
  3. The agency must retrieve the master roster from PIE that was submitted by the Title IV-E Licensing Specialist to verify if changes are necessary.

    How to download a file from PIE so you can view and edit it
     
  4. If the agency does not have any updates in a given month, the provider agency must confirm that "no updates" are needed via an e-mail to the requesting Title IV-E Licensing Specialist.
     
  5. If updates have occurred, the blank roster must be filled out and uploaded with copies of all required Caregiver Background Check (CBC) documents to the requesting Title IV-E Licensing Specialist via a submission to PIE.

    How to upload a file to PIE so your Title IV-E Licensing Specialist can view it
     

Additional CBC Information

  • SSN #'s and confidentiality: Please only include the last four digits when the employee roster is updated. Please black out the social security number on any required CBC documents that are uploaded to PIE.
  • Requests for duplicate documents: The Title IV-E Licensing Specialist processes every document that has been received in a paper and electronic file and uploads each document into the state's database. Requests have been made for documents that either do not cover the entire employment period, have gaps between the Caregiver Background Checks that were submitted, the CBC has expired or the documents that have been received have questionable findings, issues or are not legible. If the agency has concerns related to the CBC document processing, including concerns related to requests that seem to have been completed previously by the agency, please contact the requesting Title IV-E Licensing Specialist.

The caregiver background checks are a critical part of licensing and, more importantly, an integral part of ensuring our licensed agencies and the children who are placed in our facilities are safe. Thank you for the continuing efforts to provide safe, quality care to some of our state's most vulnerable children and youth.

Questions from users new to the system

Every user of the PIE system needs a Wisconsin user name and password to access the system. Each user will need to visit a web page to create their own username and password for the system. Once the user has a username and password, then access to the system can be requested from your facility's PIE Lead.

How do I set up a Wisconsin user name and password to access the system?

What do I do once I have my Wisconsin user name and password?

To get access to PIE, your facility's PIE Lead must request your access through the PIE system. See the instructions in the, "How do I request access for a new user to the PIE system?" tab below.

How do I log into the system when my access has been granted?

Questions from Facility Leads

When provider staff set up a user name and password to access the PIE system, they need to have their facility lead request access to the system for them in order to access PIE. Also, when provider staff with access to PIE leave a facility, the facility lead will need to request their removal from PIE. The facility lead will need to fill out a form in PIE to request access for or removal from PIE.

Before requesting PIE access for staff, they need to have set up their Wisconsin user name.

Instructions on setting up the Wisconsin user name.

How do I request access for a new user to the PIE system?

How do I request removal of PIE access for provider staff who have left my facility?

Frequently Asked Questions (FAQs)

Below are some resolutions to commonly asked questions.

What does a new user need to do to get into PIE?

The new user must first set up a new Wisconsin logon ID and password.

Then their facility's PIE Lead must submit a request to give them access to PIE.

How do I access the PIE system?

To access the PIE system, visit https://share.dcf.wisconsin.gov/pie/default.aspx. When prompted for your username and password, type WIEXT\(your Wisconsin User Name) in the user name field, and your password in the password field.  Click ok or hit enter and you will be in the system.

I enter my Wisconsin User Name and password and nothing happens, what am I doing wrong?

The most common issue is that you are not entering WIEXT\ before your username. WIEXT\ must be entered before your username or you cannot log into the system.

If you are entering WIEXT\ before your username and the issue persists, most likely you are entering your password incorrectly. If you can't remember your password, see the next question.

I don't remember my Wisconsin User Name and/or password, what do I do?

Visit https://www.dwd.state.wi.us/accountmanagement/default.aspx and click on User Name/Password Recovery to reset your password.

If you are unable to reset your password via the website, you must contact 608-266-7252 to have your password reset.

Can I view the PowerPoint from the PIE training held the week of 9/24/12?

Once the file has been received by DCF, do we receive a response confirming that you received it?

No. DCF Staff have alerts set on your document library so they will know when you have uploaded a file. As long as you uploaded the file correctly, they will get your file.

Will we eventually submit serious incident reports via PIE?

The caregiver background check, along with initial and continuation licensing, are the only processes that are currently included in PIE.  All other processes for submitting documentation to the state should adhere to the procedures previously established.

I am trying to add another user but under role it does not allow me to add the two roles for the individual. How can I add two roles versus all three?

To submit requests for access to two of your facility's folders, complete two requests for the user, one for each folder.

When Will the Performance Based Contracting Initiatives begin to use PIE?

Communication will be issued before either initiative begins to use PIE.

Do we still submit background checks by fax?

No, background checks should be uploaded to PIE as well as your blank roster.

How long are my documents going to be available in PIE?

PIE is an exchange system, not a storage system. Documents in PIE will be deleted after they are received by DCF and stored elsewhere.

I am unable to set alerts because there is no email account associated with my Wisconsin user name, what can I do?

Visit https://www.dwd.state.wi.us/accountmanagement/default.aspx and click on Profile Management. Enter your Wisconsin user name and password into the box (you do not need the WIEXT\ here) and click OK.  From there you can edit information associated with your Wisconsin user name.

Where is the logoff button?

There is no logoff button, just close your internet browser to exit PIE.

How to Change the PIE Lead

It is important to understand the difference between the PIE Lead and CBC contact person for a facility. The CBC contact person for a facility has access to the CBC folder in PIE and is responsible for submitting CBC checks when prompted by MAXIMUS Licensing Specialists. The PIE Lead is responsible for granting and removing facility staff access to PIE and ensuring documents are submitted to PIE correctly. The department is responsible for the PIE Lead’s access to the system only. Per DCF Memo 2012-12-lic a facility must notify the department within 10 business days of changes to the PIE Lead position.

  1. If the new PIE Lead does not have a DWD WI login, follow these instructions.

  2. To change the PIE Lead, email the following information to DCFMBCWLS@wisconsin.gov:

Facility Name:

Prior PIE Lead Information:

Name:
Login/Username:
Position End Date:

New PIE Lead Information:

Name:
Login/Username:
Email Address:
Phone Number:
Position Start Date:

PIE - Who do I contact if I have problems using the system?

If you have procedural questions on the CBC or PBC process, please contact the following:

General Questions
DCFMBCWLS@wisconsin.gov

CBC
CBC Project Manager
Telephone: 920-448-5325
Email: CBCProject@wisconsin.gov

Technical Problems
If you are having problems using the PIE system or feel it is not functioning properly, please contact the DCF Service Desk at 608-264-6323.

Additional Resources