Management Information System Transition (MIST)

Welcome Student Assistance Professionals to Minerva 2.0!

HCA is transitioning the reporting of school-based services from the Looking Glass Analytics, Inc. (LGAN) system to Minerva 2.0 by Collaborative Planning Group (CPG).

The Division of Behavioral Health and Recovery (DBHR) of the Washington State Health Care Authority (HCA) is excited to welcome a new group of users to the Minerva 2.0 online reporting system. While this transition comes with many benefits, we understand change of any kind will impact Student Assistance Professionals and our Educational Service District partners. This page contains relevant information outlining what providers can expect.

We also want to take a moment and thank our partners at Looking Glass Analytics, Inc. Their leadership and support has spearheaded the school-based services reporting in Washington State for over 20 years and shaped the framework and foundations of HCA’s CPWI Student Assistance Professional program to date. We are grateful for their service and commitment.

Why switch reporting systems to Minerva 2.0?

We are consolidating reporting into one single system as part of an overall, unified vision of prevention in Washington.

To best serve the people of Washington, we will create a single system for reporting services that enables us to maximize resources, integrates our service delivery data entry and reporting and provides information to help inform local services at state and local level.

Looking Glass Analytics, Inc. (LGAN) has been an exceptional partner to work with in providing school-based online reporting services. The contract with LGAN was originally procured by the Washington Office of Superintendent of Public Instruction (OSPI) and has sunset or expired which resulted in a search for another vendor to provide an online reporting system. After a thorough review of options available and discussions with impacted partners, it was determined to move forward with a transition period with both vendors working together and then move all reporting to Minerva 2.0. The Minerva 2.0 system can already accommodate school-based services with minimal adjustments, was already under contract, and is where community-based organizations, community coalitions, tribes, and urban Indian organizations are already reporting services, we decided to fold school-based services into this system as well.

By having one combined system across all contractors, HCA aims to:

Continue to meet state and federal reporting obligations.
Reduce administrative burden for reporting by the providers and state.
Reduce administrative management by the providers and state.
Avoid service disruption and provide training / technical assistance throughout the process.
Ensure ESDs are engaged and inform the process.

New User Training kickoff

On June 22, 2026, HCA will partner with Collaborative Planning Group (CPG) to host a brief welcome and overview of Minerva 2.0 as part of the Coalition Leadership Institute (CLI) agenda. Attendees will gain insights into how the system operates, benefits to using Minerva 2.0, and meet the development team.

All new users and those intending to create an account in Minerva 2.0 must attend formal New User Training. This includes Student Assistance Professionals, SAP Coordinators, SAP Supervisors, ESD Directors, or anyone who bills their time directly to CPWI and/or needs access to the system.

HCA will host training events specifically for Educational Service Districts (ESDs), listed below. Providers are only required to attend one New User Training, though multiple opportunities are provided. Attendees must attend the full 2.5 day training.

Training session 1:
(Tues, Thurs, Fri)

September 8 and 10, 2026: 9:05 a.m. – 4:30 p.m.
September 11, 2026: 9:05 a.m. – noon

Training session 2:
(Tues, Thurs, Fri)

October 13 and 15, 2026: 9:05 a.m. – 4:30 p.m.
October 16, 2026: 9:05 a.m. – noon

Registration is required, and available now.

Future New User Training

After hosting dedicated training for Educational Service Districts and Student Assistance Professional, future training will fold into the existing calendar of Quarterly New User Training events, which are open to all providers including community-based organizations, tribes and urban Indian organizations, and CPWI community coalitions and school-based services. The schedule of events is outlined below. New staff hired after the September and October New User Training dates should plan to attend one of these options:

Fall session:
(Tues, Thurs, Fri)

November 10 and 12, 2026: 9:05 a.m. – 4:30 p.m.
November 13, 2026: 9:05 a.m. – noon

Winter session:
(Tues, Thurs, Fri)

February 9 and 11, 2027: 9:05 a.m. – 4:30 p.m.
February 12, 2027: 9:05 a.m. – noon

Spring session:
(Tues, Thurs, Fri)

May 11 and 13, 2027: 9:05 a.m. – 4:30 p.m.
May 14, 2027: 9:05 a.m. – noon

Visit the Athena Forum’s Minerva webpage to learn more about pre-requisites to accessing the system.

Registration is required, and available now.

Training structure

The New User Training series is required for all new users. Training content is spread across 2.5 days, typically occurring across Tuesdays, Thursdays, and Fridays.

Day 1: System Foundations.
Introduction to reporting, purpose of Minerva 2.0, system navigation, and start‑of‑year reporting requirements.
Day 2: Reporting Service Delivery
How to document service delivery, how to record individuals delivering and receiving services.
Day 3: Student Services (half-day, specific to school-based accounts)
Orientation to Student Assistance Professional (SAP) reporting components, school‑based problem identification and referral reporting.

Optional early access

HCA has received requests for ESD Coordination staff or Supervisors to get early access to Minerva to support their planning. ESDs are welcome, but not required, to voluntarily attend an existing Quarterly New User Training. These opportunities are not intended for Student Assistance Professionals. The current schedule is listed below.

May 12 and 14 from 9:05 a.m. – 4:30 p.m.
This is an option for SAP This is an option for SAP Supervisors/Coordination staff who would like to preview Minerva in advance. This training does not cover the new system updates that were developed for Student Assistance Professionals (student data, intake, referrals, etc.). If staff attend this two-day training, they will still be required to attend the final half-day session of a future opportunity.
August 11 and 13 from 9:05 a.m. – 4:30 p.m., and August 14 from 9:05 a.m. – noon.
This is an option for SAP Supervisors/Coordination staff who would like to preview Minerva in advance, and this training will be the first to include revised content and materials for the new school-based services accounts and system updates. Those who attend this training would not be expected to attend another training.

Registration is required, and available now.

Minerva 2.0 Technical Support

Providers are invited to attend drop-in style Technical Support Calls, held twice monthly online, to receive technical assistance and guidance from the Minerva team. Attendees can ask questions, share screens, and otherwise learn how to complete reporting during these standing events. When an attendee registers, their respective HCA Prevention Manager will also be invited to attend to offer further support.

September 9 (9:05–10 a.m.)
September 22 (1:05–2 p.m.)
October 14 (9:05–10 a.m.)
October 27 (1:05–2 p.m.)
November 11 (9:05–10 a.m.)
November 24 (1:05–2 p.m.)
December 9 (9:05-10 a.m.)
December 22 (1:05-2 p.m.)

Reporting requirements

HCA is working with vendors, data analysts, contract managers, and other subject matter experts, in addition to Educational Service District (ESD) partners to ensure all state and federal grant reporting requirements are met when we transition to Minerva 2.0.

School-based services providers will experience an increased level of reporting in Minerva 2.0 to ensure all required data elements are collected for the current and evolved work of the SAP program within CPWI. Reporting requirements vary by fund source but generally require information outlined below for each service provided under CPWI. Requirements include:

Number of unduplicated participants, framed within federal demographic categories.
Number of unduplicated reach, framed within federal demographic categories.
Service provision by CSAP and CSAP activity code.
Service provision by IOM designation.
Location of each activity (distinguished as either “school-based” or “community-based” according to federal designation).
Evidence-based designation/priority for each activity.
Target populations (federal categories).
Prioritized substances for each activity.
Demographics of all service recipients.
Defined programs and strategies implemented across the system.

Reporting requirements are discussed in detail during Quarterly New User Training.

Guidance documents

We've developed a host of guidance documents to help ease the transition and support users in completing their reporting in Minerva 2.0. These guidance documents will be shared with new users once they register for a New User Training, and are located inside the Minerva 2.0 system. They can be access by clicking the "Resources" button in the top right corner of the page, and are under the "State Resources" section.

Frequently asked questions (FAQ)

Download the Frequently Asked Questions as a PDF.

1. When does this transition take place?

The transition to Minerva 2.0 will begin after the first New User Training on September 8, 2026. September will also be the first month for which services must be reported in Minerva 2.0, due by October 15 per the standard timeline outlined in the Umbrella contract.

The timeline includes:

July 15: The standard deadline to enter data into LGAN for June services is July 15, 2026.
July 20: LGAN will enter a read-only mode starting July 20, 2026, and users will no longer be able to add activities or conduct reporting after this date.
August 15: Users will lose access to the LGAN system, and all accounts will be shut down. Any data ESDs would like to export or archive must be pulled prior to losing access on August 15, 2026.
August 31: The LGAN system for CPWI services will be decommissioned and closed.
September 8, 10, and 11: New User Training.
October 13, 15, and 16: Additional, backup New User Training for anyone who could not attend in September.
October 15: deadline to report services for September (and prior months if applicable) in Minerva 2.0. The standard monthly reporting deadlines outlined in the Umbrella contract will be maintained from this point forward.

2. How will we be notified of updates or changes during the transition?

We’ll share updates through a few different ways so you’re able to stay informed:

Your Educational Service District (ESD) contract contacts (Directors, Student Assistance Professional (SAP) Supervisors, and SAP Coordinators), will receive updates from HCA and determine the best method to distribute amongst their SAP teams Prevention Provider Meetings.
Once you have access to Minerva 2.0, updates will also be posted in Minerva 2.0 on the homepage.
Athena Newsletter announcements.
The Athena Forum.

Once you have access to Minerva 2.0, updates will also be posted in Minerva 2.0 on the homepage.

3. Will the system look like LGAN?

Not exactly. While some features are inspired by the LGAN reporting system, Minerva 2.0 will look and function much like the current Minerva 2.0 reporting system. It will include updated features, reporting questions, data categories, and dropdown options specifically designed with input from ESD staff.

4. Will optional data that ESDs relied on in LGAN also be included in Minerva, even if HCA does not require this information to be collected?

HCA and Educational Service District leadership performed a review of the LGAN reporting system. Together, we determined what should be kept, updated, or removed, based on what is required and what is used.

Minerva 2.0 reflects those decisions. It includes some new reporting requirements and removes data that is no longer needed.

5. Who represented SAPs in the planning process?

A group of ESD Directors, SAP Supervisors, SAP Coordinators, and other key partners met monthly over the course of 10 months to help guide the development of Minerva 2.0.

These representatives volunteered their time and expertise and provided feedback on system design, functionality, and training.

Contributors included:

Crystal Fickey, ESD 171
Michelle Dower, ESD 114
Christie McWherter, ESD 113
Joy Lyons, ESD 112
Danielle Watkins, ESD 105
Chris Jury, ESD 189
Stephen Keck, ESD 189
Mitch Metcalf, ESD 189
Melinda Brown, ESD 101

6. Will the data reported into LGAN be transferred to the new system?

No. LGAN data will not be transferred to or stored in Minerva 2.0.

The two systems are not compatible, so previously reported data will not be carried over.

7. Will we still have access to LGAN after the transition?

No. Access to LGAN will end on August 15, 2026. After that, you will no longer be able to log in or run reports.

If you need reports or data from LGAN, those must be exported before August 15, 2026. Be sure to follow all data security and confidentiality requirements when doing so.

HCA will retain archived data to meet records retention requirements; however, this data will not be accessible to contractors and cannot be easily retrieved.

8. Can we enter follow-up data (like student grades) into LGAN after the transition?

No. Data entry in LGAN will be disabled on July 20, 2026 and users will not be able to enter additional data afterwards.

If you need to include follow-up information (such as grades or attendance), it must be entered before July 20, 2026 when LGAN enters a read-only stage and users lose the ability to enter data.

9. Where should we enter activities for Summer of 2026?

Services occurring in June will be entered in LGAN by the standard deadline of July 15, 2026.

Services provided over the summer from July-August should be documented independently outside of a reporting system, and held for future reporting in Minerva 2.0 once you have attended a New User Training and have access.

Services occurring in September will be entered into Minerva according to the standard deadline of October 15, 2026. The standard timeline will resume, per Umbrella Contract, from this point forward.

10. Will my LGAN login work for Minerva?

Partially. Minerva 2.0 uses Secure Access Washington (SAW), just like LGAN, so you can use your existing SAW username and password.

However, you will still need to request access to accounts in Minerva 2.0 to connect your SAW login to Minerva 2.0. Visit the Minerva page to learn how to request access.

11. Who needs to request access to Minerva 2.0?

Anyone billing their time to HCA will be expected to report activities in Minerva. This may include the Student Assistance Professional, the SAP Supervisor, SAP Coordinator, ESD Director, or other staff who support data entry.

12. How will we be trained to use Minerva 2.0?

Minerva 2.0 new user trainings are provided quarterly in November, February, May, and August. The training is broken up into two full day trainings and a half-day training.

HCA also offers:

Twice-monthly technical support calls
Support from HCA Prevention Managers
Support from the Minerva team at HCA via PrevMIS@hca.wa.gov

To support the transition, additional training dates may be scheduled as needed. Training dates are available on the Athena Forum calendar.

13. Who is required to be trained to use Minerva 2.0?

All those who need access to Minerva (see question 10 above) must attend a New User Training. It is recommended that coordinating staff (SAP Supervisors, ESD Directors) attend the same New User Training sessions as their respective team members.

14. Will ESDs be able to pilot test or QA the system before it launches?

No. System testing and quality assurance review is conducted by Collaborative Planning Group. HCA staff will ensure the system works as intended.

Users will begin using the system once it is fully built and ready.

15. Will users be able to practice in the system before reporting?

Yes! Users will have access to a demo account and a sandbox account. These training and test accounts are designed for learning. These accounts allow users to explore the system, navigate channels, and review sample data in a safe environment.

Users in demo accounts are observers—they cannot create or modify data. And users in sandbox accounts can practice creating and modifying data.

Training and test accounts exist to build confidence without affecting live reporting.

16. How can we share feedback or concerns?

To share feedback and concerns about the Minerva 2.0 system specifically, email PrevMIS@hca.wa.gov. Minerva 2.0 is updated regularly to improve usability and meet new requirements.

There is a guidance document titled, “Minerva 2.0 Support Tickets” located in Minerva 2.0 in Resources under State Resources. A support ticket is a formal request for technical assistance submitted to the Collaborative Planning Group, or CPG Support Team. This feature is available within Minerva 2.0 to all users, and includes a ticket for recording feedback.

If you have feedback or concerns about this overall transition, please contact your HCA Prevention Manager.

17. Will there be extra support after the system goes live?

Yes. HCA will offer:

Monthly New User Trainings from September – November (afterwards these are held Quarterly in November, February, May, and August).
Twice-monthly technical support calls HCA staff are prepared to dedicate additional technical assistance and respond to questions and issues.
You can contact your HCA Prevention Manager, or email PrevMIS@hca.wa.gov. Response times may vary due to high demand.

18. Will training be different for SAPs, SAP Supervisors, and SAP Coordinators?

The Quarterly New User Training is the same for all people who will access Minerva 2.0.

19. Where can we find training materials during and after the transition?

Training materials guidance documents, and other resources are available in Minerva 2.0 under Resources on the State Resources page.

These resources are accessible once you have access to Minerva 2.0.

20. What if my SAP is newly hired after a Quarterly New User Training?

New User Trainings are held quarterly for all providers. When a Student Assistance Professional (SAP) is onboarded, they can register for the next available training.

Before the SAP has attended the New User Training, the designated backup reporting staff is responsible for ensuring all data is reported accurately and completely. The SAP will also have access to a demo account for reference, training materials, guidance documents, Minerva 2.0 Technical Support Calls, and their HCA Prevention Manager for interim support.

21. Do SAP Supervisors or ESD Directors need to report data in Minerva?

Yes. Anyone who bills time to HCA and appears on the A-19 invoice must report data in Minerva 2.0.

Reporting requirements will vary by role and by service. SAP Supervisors and SAP Coordinators will be provided with detailed reporting guidance.

22. How much time will it take to report?

It varies. Because this is a new system to this user group with new requirements, exact time estimates are not yet available.

Expect to spend more time at the beginning of a school year to set up an account for ongoing reporting. After that, monthly reporting will take less time.

As users become more familiar with the system, reporting will become faster.

23. Are there new reporting requirements?

Yes. Reporting requirements in Minerva 2.0 are more detailed than in the LGAN reporting system.

These requirements will be explained during training and in guidance documents. You can also review the accordion modal on this webpage titled "Reporting requirements" for a brief overview.

24. How does Minerva protect student data and confidentiality?

Minerva 2.0 meets strict state and federal data security requirements. It is classified as a Category 4 system, which includes highly sensitive data protected by law (such as HIPAA).

Data privacy requirements are outlined in the Umbrella Contract. HCA and the system developer conduct regular security reviews to ensure compliance.

25. Are we reducing performance measure to accommodate the transition?

We are temporarily reducing requirements for Performance Measure C outlined in the Umbrella Contract Task Order 2. Student

Assistance Professionals will be expected to serve 40 students, or 10% of school enrollment, whichever is fewer, with full intervention services.

This reduced performance measure is only applicable for the 2026-27 school year, for the sake of accommodating the data system transition. The following year, the performance measure will return to what’s outlined in the Umbrella Contract (50 students, or 15% of enrollment).

26. Will there be leniency or a grace period for reporting deadlines as we launch?

See the response for question #9 above.

Activities for July and August will not be reporting in LGAN. This data should be held for reporting in Minerva.
Services for September forward will follow the standard timeline outlined within the Umbrella contract. Data for September (and prior months if applicable), are due October 15, 2026.
Reporting after the standard deadline will be considered late. If SAPs are not available to attend the September training and must go to the October event, contact your HCA Prevention Manager.

Notice: We’ll continue updating this section of the website with new questions as they come in from providers. Please contact your HCA Prevention Manager with any questions or feedback.

Additional details

Registration is required, and available now.
Visit the Athena Forum training calendar for a list of events outlined in this announcement.
Quarterly New User Trainings are held quarterly for all providers. When a Student Assistance Professional is onboarded shortly after a training is conducted, they can register for a future offering and still gain access to the Minerva 2.0 system. In these situations, the ESD backup reporting staff should provide support, and is responsible for ensuring all data is reported. Additionally, staff may review training materials and slides, attend Minerva 2.0 Technical Support Calls, or reach out to their Prevention Manager for interim guidance.
Contact your HCA Prevention Manager for more information, questions, or inquiries related to this transition.
Other inquiries about Minerva 2.0 system can be directed to the Minerva inbox at prevMIS@hca.wa.gov.
View the newsletter announcement.

Who can I contact for more information?

Christopher Belisle
Prevention System Manager
christopher.belisle@hca.wa.gov