APD Interface. September 14, 2018

Transcription

1 APD Interface September 14, 2018

2 Change History Date Modified CQ/ Work Stream Change Description Author(s) Section Modified 06/29/18 Amd 17 APD Initial Draft Patricia Atchley Entire Document story updates 07/20/18 Amd 17 APD Peer Review Amy Jenks Entire Document story updates 09/07/18 Amd 17 Final Review Patricia Atchley Entire Document Topic Paper Page 2 of 15

3 Table of Contents 1 Introduction Interface Process Overview APD_FSFN_MATCH Table Details FSFN to APD File Format Background Processing Save Processing CRUD Matrix Topic Paper Page 3 of 15

4 1 Introduction The Agency for Persons with Disabilities (APD) captures a population of persons who have been diagnosed as having disabilities. This two-way interface provides them with the ability to identify those persons who are involved with the Department of Children and Families and are in an Out of Home Placement and/ or are potentially the victim of abuse and/ or neglect. 2 Interface Process Overview Below is a picture that represents the two-way interface process between FSFN and APD. The data between these two systems is transmitted in a fixed length flat file format. APD transmits a flat file to a secure server on the 10 th of each month, and a batch process populates the information from that file into a FSFN table. A second FSFN batch process reads the Social Security Numbers and Dates of Birth in the table and attempts to find matches in FSFN. When a match (or multiple matches) is found, the batch updates the table with a record each FSFN person ID. This FSFN batch then processes each record in the table and identifies the elements for the return file. This return file is generated on the 15 th of each month and is placed on the secure server where it is retrieved and processed by APD. Secure File Transfer Protocol (SFTP) servers will be used to transfer the files between the two agencies. Once the data is received from APD, it is loaded into the DataMart/Data Warehouse table where it will be available to those with appropriate access. Using the APD file, the FSFN batch will execute a matching process using the SSN and DOB to determine if there is a Person ID match in FSFN. If a match is found, the Person ID associated with the match is populated into the table. If more than one Person in FSFN matches the SSN and DOB, the data for all matching persons will be added to the table as separate records, and relevant information copied into the new rows. If no match is found, the Person ID in the table remains NULL. From the data in the table, the batch will then retrieve the appropriate data elements and populate the return file. For each person received from APD, the SSN, Last Name, First Name and DOB that are in the return file sent from FSFN to APD will be that which was received from APD. FSFN will not send these elements based on what FSFN captures. If multiple matches were identified, and multiple rows added to the table, then multiple rows will be sent in the return file. If no match was found, the relevant information (SSN, Last Name, First Name and DOB) that was sent from APD will be populated in the return file, and all other data elements will be NULL. Topic Paper Page 4 of 15

5 2.1 APD_FSFN_MATCH Table Details The table below depicts the columns in the APD_FSFN_MATCH Table. The XXX Java program processes the file received from APD and populates this database table. The information in this table is appended each month to add new records and does not overwrite existing records. Type Length PERSON_ID Integer N/A The XXX Java program searches FSFN to find matches with SSN and DOB. This batch will populate this person ID field with the located match. If no match is found, this field remains NULL. If multiple matches are found, the Java program will add multiple rows one for each match. SSN VarChar 11 SSN of the person from the APD file. LAST_NAME VarChar 30 Last Name of the person from the APD file. FIRST_NAME VarChar 30 First Name of the person from the APD file. DOB Timestamp N/A Date of Birth of the person from the APD file. MMDDYYYY format. APD_PROGRAM VarChar 75 APD waiver program name from the APD file. APD_DISPOSITION VarChar 100 APD waiver program status (i.e., open, enrolled, pending) APD_DISPOSITION_DATE Timestamp N/A APD waiver program status begin date. MMDDYYYY format. RUN_DATE Timestamp N/A Date this information was received from APD. ID_CR Integer N/A ID of the worker/program that added this row to the table. TS_CR Timestamp N/A Date and time this row was added to the table. ID_UP Integer N/A ID of the worker/program that updated this Topic Paper Page 5 of 15

6 TS_UP Timestamp N/A Date and time this row was updated. row. 2.2 FSFN to APD File Format The table below outlines each value that will be captured in the FSFN to APD file that is created on the 15 th of each month. This file will contain at least one row for each person received from APD on the 10 th of the month. For those persons received from APD, in which no match was identified in FSFN, the following logic applies: Client SSN will fill with the information received from APD. Client Last Name will fill with the information received from APD. Client First Name will fill with the information received from APD. Client DOB will fill with the information received from APD. CBC Flag will fill with N. s A490-A518 will fill with N. For those persons received from APD, in which a match is identified in FSFN, the following logic applies: For all matched Person IDs, pre-fill a Y for CBC Flag IF the person is currently in an Out of Home Placement. For all persons in a current or closed Investigation, each record is populated in the flat file based on a Maltreatment - Finding - Caregiver Responsible combination. If a screened in, sequenced intake is created for an Initial that is associated with an Investigation, the Intake information (maltreatments) will be included as part of the Investigation information within the file and just won't have the Finding and/ or Caregiver Responsible until the Intake is linked to the FSFN Case and Finding and/ or Caregiver Responsible documented for any maltreatments, if applicable. For all persons in a screened in Intake, which hasn't been associated to an Investigation yet, each record is populated in the flat file based on each Maltreatment. For all matched Person IDs, find all Open Investigations as of the current date (15th of each month), as well as any Closed Investigations during the prior month (closed as of the last day of the prior month). o If an Investigation is closed in a month prior to the previous month, but Update Investigative Findings is employed by a user with the applicable security, and the Update Date/ Time Stamp associated with the closed Investigation occurred during the previous month, the Investigation data will be included in the file. IMPORTANT NOTE: Based on the above, in the event an SSN and DOB is matched to multiple Person IDs in FSFN, one or more having Intake and/ or Investigation information and one or Topic Paper Page 6 of 15

7 more not having any information, there may be rows for the same name (First and Last Name is populated based on APD provided information) where some rows have N or are null and some where all information is populated. Client SSN Client Last Name Client First Name Client DOB CBC Flag SSN of the person from the APD file. Last Name of the person from the APD file. First Name of the person from the APD file. Date of Birth of the person from the APD file. MMDDYYYY format. Values are Y or N For all matched Person IDs, the batch will populate a Y if the person is currently in an Out of Home Placement; if the person is not in an Out of Home Placement the batch will populate an N; for all rows where Person ID is NULL, the batch will populate an N. Intake Number Maltreatment Finding Date Received Date Complete Provider Name Provider Street Address Provider City Intake Number without the sequence identifier, if associated with an Investigation; otherwise, include the sequence identifier. Maltreatment from either the Intake or Investigation, whichever is applicable. This displays as a text value. Finding from the Investigation, if applicable. If either from an Intake or no Finding has been documented, this field will be null. This displays as a text value. Date Received, which is the Initial Intake HCC Decision Date. Displays in MMDDYYYY format. Date Complete, which is the Investigation Approval Date. If the Investigation is still open this field will be null. Displays in MMDDYYYY format. Provider Name, which is the Provider Name linked to the Intake or Investigation, whichever is applicable. If no Provider is linked this field will be null. Provider Street Address, which is the address associated with the Provider linked to the Intake or Investigation, whichever is applicable. If no Provider is linked, or their address is not documented, this field will be null. Provider City, which is the City associated with the address for the Provider that is linked to the Intake or Investigation, whichever is applicable. If no Provider is linked, or the City is not documented, this Topic Paper Page 7 of 15

8 field will be null. Facility Type Caregiver Responsible Living Arrangement A490 Facility Type associated with the Provider linked to the Intake or Investigation, whichever is applicable. If either no Provider is linked or the Provider is not an Organization Provider, this field will be null. Caregiver Responsible identified for the associated Maltreatment, if applicable. This is the First and Last Name of the Caregiver Responsible, concatenated into a single column. If either from an Intake or the Caregiver Responsible is not documented, this field will be null. Living Arrangement of the Child(ren), which is captured on the Child Investigation page - Basics tab, within a drop down. If either from an Intake or this field is not documented on the Child Investigation page, this field will be null. Alcohol and Drug abuse by caregiver both apparent/significant A491 Alcohol abuse by caregiver (no drugs apparent/significant) A492 Drug abuse by caregiver (no alcohol abuse apparent/significant) Topic Paper Page 8 of 15

9 A493 Domestic violence among adults in household A494 Chaotic/disorganized/crisis lifestyle of caregiver(s) A495 Life crises or external stressor affecting caregiver A496 Developmental disability of caregiver(s) A497 Diagnosed mental illness of caregiver Topic Paper Page 9 of 15

10 A498 Serious illness/phys. disability affects caregvr. capacity A499 Unresolved history of trauma affects caregiver A500 Blurred roles and boundaries within family A501 Inadequate housing or problems maintaining housing Topic Paper Page 10 of 15

11 A502 Poor/Violent neighborhood conditions A503 Homeless A504 Single parent household A505 Partner/non-family member in household which poses a concern Topic Paper Page 11 of 15

12 A506 Social isolation/lack of support systems A507 Heavy child care responsibility A508 Child with special needs A509 Inadequate child care Topic Paper Page 12 of 15

13 A510 Lack of motivation/skill/knowledge in parenting A511 Unemployment A512 Employed poverty level A513 Other financial stress A514 Other Topic Paper Page 13 of 15

14 A515 None Observed A516 Not Applicable No allegation relating to primary caregiver A517 Insufficient Financial Resources A518 Receiving Public Assistance Topic Paper Page 14 of 15

15 2.2.1 Background Processing Any maltreatments added or Finding and/ or Caregiver Responsible modified as part of Update Investigative Findings will pull into the return file generated, if updated in the prior month. This applies in those scenarios where the Child Investigation was closed further back than the prior month BUT Update Investigative Findings was performed in the prior month Save Processing None CRUD Matrix None Topic Paper Page 15 of 15