How DCYF modernized a key tool to support child welfare workers
Minnesota’s child welfare system has a new, easier way to document work, saving hours each week
The Department of Children, Youth, and Families’ Time Entry Transformation project addresses this challenge by improving how a critical task is completed. As an early step in a broader modernization effort, a new web-based tool is now available statewide. It is designed to make time and case note entry more efficient and intuitive, reducing friction in a task workers complete every day.
“When technology improvements reduce administrative burden, we help create more space for meaningful, human-centered work with children and families.”
- Tikki Brown, Commissioner, Department of Children, Youth, and Families
Early feedback from pilot users indicates the tool can help reduce time spent on documentation, creating more flexibility within the workday. While experiences may vary, the goal is consistent: to support social workers and agency staff by improving systems so more time and attention can be focused on children, youth, and families.
What is Time Entry Transformation?
Time Entry Transformation is a new, modern web application that improves how workers enter and track their time in Minnesota’s child welfare system. It securely connects to the existing Social Services Information System (SSIS) while replacing one of its most time-consuming functions with a faster, more reliable experience.
Rather than redesigning everything at once, the state focused on one area where workers said change was urgently needed.
Feedback from early testing reflects how the updated tool may improve daily workflows. “I’ve loved having a web-based version, and it has already started to save time in my day,” one county worker shared.
Built around how people work
Child welfare work rarely happens in neat blocks of time. Days are filled with short tasks, interruptions, and urgent needs. The new time entry tool reflects that reality by making it easier for staff to see, adjust, and complete time entries throughout the day.
Feedback submitted through the suggestion process underscored the need for a clearer, more intuitive way to track time without relying on manual calculations. In response, the updated system allows workers to visualize how their time is spent, making gaps easier to identify and resolve.
While the underlying time entry fields and views remain the same, refinements to the form and Activity Log screen improve usability, making it easier for staff to review entries and maintain accurate time records.
Saving time, supporting the workforce
Social workers using the new system report saving from two to five hours each week. That time savings helps reduce stress while supporting a more sustainable workload.
Less time spent on paperwork means more energy for what matters most, and, in many cases, a better chance to work closer to reasonable hours in a demanding field.
Designing with partners
One of the biggest reasons this project succeeded is how it was built.
DCYF partnered closely with DHS, MNIT, counties, and frontline staff from the start. Workers tested early versions, shared feedback every two weeks, and saw that feedback shaped each new iteration.
“This work succeeded because we built it together—with counties, with partners, and with the people who use the system every day,” shared a Minnesota county worker who participated in early testing.
This approach looked different from traditional technology projects. It wasn’t always polished, but it delivered value faster and built trust along the way.
A foundation for future modernization
Time Entry Transformation is one step in a broader effort to modernize Minnesota’s child welfare technology.
The state is developing a new Comprehensive Child Welfare Information System to replace the child welfare portion of SSIS, which has been in place for more than 25 years. The future system will reduce duplicate work, improve data quality, and give workers better tools to support families.
Just as importantly, the Time Entry Transformation project helped establish a new way of working focused on listening, learning, and improving alongside users. Commissioner Brown noted, “Time Entry Transformation shows what’s possible when we’re aligned, focused on the right problem, and willing to work differently.”
Available statewide
The Time Entry Transformation web app is now available statewide. While not every worker is using it yet, access is open, training materials are available, and user feedback continues to guide improvements.
By reducing friction in everyday tasks, improved systems support workers in managing their time while continuing to meet the needs of Minnesota’s children, youth, and families.