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We are continuously working to improve our processes and value your feedback. Please share any suggestions or comments in your service desk ticket. Thank you for helping us serve you better.

Your agency's transition of Catalyst data to a different vendor system is a significant step, and here at DATIS, our primary goal is to support your organization through this process with ease and efficiency. To achieve this, we've carefully outlined the steps involved and will guide you through each one, ensuring a smooth transition every step of the way.

Our Service Desk will play a pivotal role in providing prompts and checklists for key milestones, ensuring that nothing falls through the cracks. We are deeply engaged with partners like Ontario Health’s Mental Health and Addictions Centre of Excellence, Reconnect Community Health Services, and various vendors including VitalLabs, CRMS, and EMHware. This collaboration enables us to streamline the migration process and make it as seamless as possible for your organization.

To further support you, we've curated a series of Knowledge Base resources tailored to each phase of the migration journey. These resources will serve as valuable complements to the guidance provided by our Service Desk. Additionally, we understand that every organization has unique needs, which is why our team is committed to meeting you where you're at. Whether you prefer to reach out to us through the Catalyst Service Desk for quick answers or would benefit from virtual meetings for more in-depth support, we're here to accommodate your preferences.

Your success is our priority, and we're dedicated to ensuring a successful transition for your organization.


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Catalyst Offboarding

The Catalyst Offboarding Process: 

To begin the Offboarding process from Catalyst, please ensure you've submitted a ticket to our Service Desk at https://jira.camh.ca/plugins/servlet/desk/portal/10. If your organization has already submitted a ticket, kindly direct all questions and correspondence through that existing ticket. Additional tickets are not necessary. 

In the Jira Service Desk for Catalyst, each submitted ticket will trigger an automated email to your inbox. Use the provided link to access your central ticket. The identifier (e.g., JSDCAT-0001) helps us all keep track of your request.


Below are each of the 5 phases of the Catalyst Offboarding Process:

A Catalyst Service Desk Ticket has been submitted by the organization and the DATIS team has triaged the ticket as a “Transitioning off Catalyst" Issue


Initiation

  • Health Service Providers (HSPs) will initiate the Catalyst offboarding process by submitting a ticket to our Service Desk.

Phase 1: Open a "Transitioning Off Catalyst" Ticket 

  • The DATIS SD will send an initial form requesting milestone dates and necessary details for the organization's data transfer.

  • All communication for the offboarding process should be completed within this single ticket; no new ticket submissions are required.

  • Relevant Knowledge Base (KB) resources will be provided, outlining the required steps for the HSP.

  • DATIS can meet with your HSP directly to address any questions; however, please review the KB resources first as they may contain answers to your FAQs.

  • DATIS will collect and track minimal information (e.g., phase completion times, volume of files transferred or downloaded) to improve internal processes.

Phase 2: Pre-Migration

  • The HSP should review and update relevant user lists (Catalyst, SAP, and GAIN Suite).

  • Review the organization's data retention policy to determine the scope of data to be migrated to the new vendor system.

  • HSPs are encouraged to communicate with OH's MH&A Centre of Excellence (COE) when migrating to a new vendor. DATIS can facilitate this connection as necessary. 

  • The HSP will download any test data needed directly through the Catalyst Data Download reports.  Any HSP Catalyst Administrator can perform this task; if access is needed, request it via the service desk ticket.

  • DATIS provides the MDS to PDS 1.0 Mapping Standard document. 

  • These test data will then be imported by the new vendor into the new vendor system.

  • Confirm with DATIS the last day of data entry into Catalyst and the duration of the blackout period.

  • If Access Client Locks (ACL) are used in Catalyst, request this information in preparation for data migration.

  • A data transfer authorization form is required for Case Notes (including Attachments).

  • Plan for a blackout period between the last day of entry into Catalyst and the start of data entry into the new vendor system for MH&A data.

Please notify your team of the following information before the migration:

      • Once the blackout period begins, all activated users will have view-only access to client files and can still download reports.

      • Case Notes and Attachments will be extracted by the DATIS team. Due to the large volume of files most organizations have, this can take several business days.

Phase 3: Migration

  • This phase can also be referred to as the Catalyst blackout period. 

  • All HSP staff will have view-only access to Catalyst and cannot enter or modify client data. All HSP can reference Catalyst to continue care during this period. 

  • The DATIS team will begin extracting Case Notes (including Attachments) the business day following the last known day of entry into Catalyst, as specified in the Transitioning Off Catalyst Form. This process can take several business days, depending on the volume of data. Once the extraction is complete and the Data Request Form is submitted, the files will be sent to one HSP Catalyst Administrator via CAMH’s secure file transfer (SFTP). Since each SFTP can contain only five attachments, multiple transfers may be required to send all Case Notes and Attachments.

Phase 4: Post-Migration

  • HSPs will confirm the successful transfer of their data into their new CRM. 

  • HSP staff to enter all new client information into the new vendor system
  • The HSP will confirm a date when all still-activated users will be deactivated.
  • Data mapping support may be requested by the HSP or from the vendor, directly. Please see the Provincial MDS to PDS Mapping Standard first. 

Phase 5: Complete Catalyst Offboarding

  • Terminate services between the HSP and DATIS. HSPs and DATIS (CAMH) will sign off on the termination of the Participation Agreement.

  • Deactivate all remaining users not using the GAIN Suite SS&A Q3. Users still using the GAIN Suite SS&A Q3 will retain access to this data only.

  • Note: As of May 2024, DATIS is working with Ontario Health’s MH&A Centre of Excellence with the final steps of the offboarding process before the termination of the Participation Agreement. DATIS is committed to transparency and will keep all HSPs informed as information becomes available.



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