Person Book User Guide

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1 May 12, 2017 Prepared for State of Florida Department of Children and Families

2 Change History Release # Date CR # or Incident # Change Description Author(s) Section Modified R3a01 07/07/2013 Transformation Initial submission FSFN Projects Team Entire document R3b 11/10/2013 Transformation Updates per R3b functionality updates FSFN Enhancements Team Q Eligibility Updates per design FSFN Enhancements Team Entire document Q (1/5/2015) Eligibility Updates per design FSFN Enhancements Team Entire document 11/12/2015 CR 607 Updates per Adoption Incentives Enhancements 12/12/2016 CR-AS3 CR-AS4 CR-AS5 CR-AS6 Updates per Team Alpha, Sprint 5 CRs. FSFN Enhancements Team Leah Dienger Assessments and Planning drop down 12/12/2016 CR-AS3 CR-AS4 CR-AS5 CR-AS6 Peer Review Leon White Assessments and Planning drop down 01/16/2017 CR-AS3 CR-AS4 CR-AS5 CR-AS6 DCR Documentation Leon White 01/22/2017 Reviewed content and inserted updated screen shots and review comments Leah Dienger Entire document 01/24/2017 CR641 Updates per CR Leon White Page 2 of 51

3 01/31/2017 CR Peer Review Kathleen Watson To Access Assessment and Planning 02/09/2017 Updates to incorporate Kortney Rudd DCF Feedback Entire Document 02/21/2017 Updated Footer and Page Numbers Kortney Rudd Entire Document 03/23/2017 CR Updated screenshot and updates per CR Kathleen Watson To Access Child Placement Agreement 03/27/2017 CR Peer Review Jishil Johnson To Access Child Placement Agreement 04/17/2017 Updated date on document Leah Dienger Page 3 of 51

4 Table of Contents About FSFN... 6 The Intended Audience... 6 Prerequisite Knowledge... 6 Related Resources... 7 Person Book Overview... 8 About Person Book... 9 Composition... 9 Date Restriction Security Information Accessing Person Book About Accessing Person Book Key Tasks To access Person Book from the Desktop To access Person Book from the Search page Person Book Details Left Group Boxes Key Tasks To access Person Information To access FSFN Cases Right Group Boxes Key Tasks To access Medical/Mental Health To access Medical/Mental Health uploaded files or images To access Education To access Scheduled Legal Actions To access Adoption Information and Adoption Subsidy Agreement Center Group Box Key Tasks To access Adoption To access Assessments and Planning To access Case Notes Page 4 of 51

5 To access Child Placement Agreement To access Eligibility To access File Cabinet Images (files) To access Intakes To access Investigations / Special Conditions Referrals To access Legal To access Meetings To access Placements To access Service Request Authorization To access Services Additional Features of Person Book Page 5 of 51

6 About FSFN The Florida Safe Families Network (FSFN) s helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN, but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of the children, families, and adults of Florida. The Intended Audience This user guide serves a wide audience of FSFN end users who include: Adult and Child Protective Investigators Financial Workers Hotline Command Center Counselors Legal Workers Ongoing Case Managers Provider Management Rev Max Specialists Security Officers/Administrators Supervisors Support and Data Entry Staff Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional s, How Do I Guides, or other information, visit the DCF FSFN website ( You must have a working understanding of the Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN. You must have a working understanding of the basic FSFN navigation and functionality. See the Multi-Topic Basics and How Do I Guide. If you are a supervisor, also see the Multi-Topic Supervisory and How Do I Guide. Key tasks described in this guide start at the FSFN Desktop, unless otherwise noted. If you are unfamiliar with how to navigate to this page, see the for Multi-Topic Basics. Page 6 of 51

7 The Search page referred to within this user guide is the Search page with four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other search types may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are working. The Person Search page should not be confused with the Search page with the Person tab. Related Resources Visit the DCF FSFN website ( for online access to additional resources that support FSFN system end users, including: FSFN Project Information Online Web-based Training (WBT) s How Do I Guides (job aids) Topic Papers (System Functionality Design) Reference Data (Selection Values) Page 7 of 51

8 Person Book Overview The Person Book functionality in Florida Safe Families Network (FSFN) provides enhanced usability and streamlines the process of accessing information on a person across the FSFN system, not bound by a FSFN Case. It provides an at-a-glance view of a person s involvement with the Department of Children and Families. The Person Book reduces the time to assess person information in order to gather a more thorough picture of their history. The Person Book is composed of three primary panels: Left, Center, and Right. The Left, Center, and Right panels are divided into group boxes with summary information as well as hyperlinks to specific pages for additional details. The Left panel displays two group boxes: Person Information and FSFN Cases. On this panel, you can find information such as person demographics, contact information, and all FSFN Cases, open or closed, in which the person is listed as a case participant. The Center panel contains a dynamic group box that displays information depending on which type of work you selected. You can view information that is associated to the person, including Adoptions, Assessment and Planning, Case Notes, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorizations, and Services. The Right panel is composed of four group boxes: Medical/Mental Health, Education, Scheduled Legal Actions, and Adoption Information. Each group box includes relevant information for the person across all FSFN cases. FSFN provides an enhanced print capability. When clicking the Print icon on the Banner, FSFN prints the entire contents of the Person Book, including information that is scrolled out of view. You can use this print feature to print summary information on the person. The sections within this user guide further explain the Person Book functionality in FSFN. Page 8 of 51

9 About Person Book You use the Person Book to easily access and view pertinent person information across FSFN and are not limited to a specific FSFN Case. The Person Book s at-a-glance view assists you in assessing information for a more thorough picture of the person s history. The Person Book presents a summary of case participants information while providing you direct access via hyperlinks to many of the FSFN pages for viewing and updating information. Person Book provides information at the Person level across the FSFN system not bound by a FSFN Case. For example, Person Book lists any Intake processed across the entire FSFN system, including Pending Intakes that are saved to FSFN but not linked to a Case. FSFN also includes the Case Book, information regarding a specific FSFN Case. Collectively, the Case and Person Books simplify access to the information to support your work. See the Case Book for additional information ( Composition The Person Book is composed of three primary panels: Left, Center, and Right. The panels include group boxes with summary information and hyperlinks to specific pages. Information presented on the Person Book is explained in further sections of this user guide. Page 9 of 51

10 The left panel provides: 1. Person Information and access to their Person Management page, as well as direct access to the Imaging Page containing their current photo, if one exists 2. Access to FSFN Cases, open or closed, in which the person is a case participant The center panel contains a dynamic group box with information and access to: 3. Adoptions, Assessment and Planning, Case Notes, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorizations and Services pages The right panel contains: 4. Medical Mental Health and Medical Mental Health Images information (appropriate security required) 5. School information and access to the Education page 6. Scheduled Legal Actions and access to the Legal Record page 7. Access to the Adoption Information and Adoption Subsidy Agreement Information pages 8. The Refresh button retrieves the most recent, up-to-date information and resets the default of the center dropdown back to Case Notes; the Close button returns you to either your FSFN Desktop or the Search page. On the FSFN banner: 9. Clicking the Print icon provides an enhanced print capability. It prints the entire contents of the Person Book, including information that is scrolled out of view. You can use this print feature to print a summary of the person s information. Page 10 of 51

11 A prominent benefit of the Person Book is it enhances the usability and streamlines the process of accessing person information. The Person Book is a single page with summary information, but also provides direct access to some of the most used pages within FSFN. Every group box contains hyperlinks for you to access existing pages. For example, in the Person Information group box, the Person Name hyperlink launches the Person Management page and the Current Photo hyperlink launches the Imaging Page containing the person s current photo, if one exists. If you are assigned to one of the case(s) in which the person is a case participant and accessed Person Book from your Desktop, the Person Management page displays in edit mode for updating data; otherwise, it is in view-only mode. The purpose of this user guide is to help you become familiar with the Person Book functionality and its benefit to supporting your work. While this user guide references access to the many FSFN pages through the Person Book, it does not cover the specific details of the page. For example, this user guide describes the information within the Person Information group box and that the hyperlink launches the Person Management page. Specific details of the Person Management page are not covered within this user guide. Review applicable s and How Do I Guides for each page being accessed for more specific information via the DCF FSFN website ( Page 11 of 51

12 Date Restriction The Date Restricted functionality used on the Desktop is also employed for the Person Book. Information contained within the various group boxes on the Person Book display based on specific date restrictions, mimicking the logic employed when the Desktop is in Date Restricted view. For example, only Education records created or updated within the last six months appear in the Education group box. The center group box dynamically changes based on the selection made from the drop down. Specific to this group box only, if more history exists beyond the date restricted time frame, you see the note: More history exists, please see the Desktop at the bottom right corner of the group box. The Person Book is designed to provide you a quick, at-a-glance view of the most current, and relevant person information across the FSFN application as a whole and is not limited to a specific FSFN Case. If you need historical information, you can access it from your Desktop or from the Search (Utility) page by ensuring the Date Restricted checkbox is not selected. The Date Restricted checkbox is not available on Person Book. Page 12 of 51

13 Person Book Date Restrictions Adoption Work Type Assessments and Planning Medical/Mental Health Education Scheduled Legal Actions Adoption Information Case Notes Eligibility File Cabinet Images or Files Intakes Investigations and Special Conditions Referrals Legal Records Meetings Placements, Living Arrangements, Private Adoptions, and Family Supports Service Request Authorization Services Date Restriction Created/Updated within last 24 months Created/updated within last 24 months Created/updated within last 6 months Created/updated within last 6 months All with a Scheduled Date but no Completed Date Created/updated within last 24 months Created/updated within last 3 months Created/updated within last 12 months Created/updated within last 12 months Received within last 12 months Created/updated within last 24 months Created/updated within the last 12 months No restriction for open records Created/Updated within last 12 months All currently open; regardless of created/updated date Any ended/closed and created/updated date within last 24 months Create/updated within last 24 months All currently open; regardless of created/updated date Any ended/closed and created/updated date within last 24 months Security Information FSFN restricts your ability to create, modify, and view specific information based on the security profile associated to the Login Profile you used to access FSFN. Specific security is applied across all information. For example, if you do not have authorization to access restricted cases without an assignment, FSFN does not allow you access to those cases through Person Book, including through Search. Additionally, your ability to modify and view information may apply to a page based on specific criteria unique to the page. For example, while you are able to view Person Book, you can only update the Maintain Case page if you have an assignment to the case. Specific security for Person Book: Information only displays in the Medical/Mental Health group box if you have security to view Medical/Mental Health information. If you do not have security to view Medical/Mental Health information the Medical/Mental Health group box on Person Book will display the text Security does not exist. Page 13 of 51

14 If the person is a case participant in a restricted case, their Person Book is only available to users that have the security rights to access all restricted cases. The Person Book hyperlink does not display as a hyperlink, but as plain black text to all other users. Even if you are assigned to the restricted case but do not have all the restricted case security rights, you cannot view Person Book for that case. This is because Person Book may include information from other restricted cases the person is involved in, to which you do not have a current assignment. Page 14 of 51

15 Accessing Person Book About Accessing Person Book You can access Person Book from the FSFN Desktop in Participant View. Accessing Person Book from the Desktop is the fastest way to view both person and case information when you have an assignment to a FSFN Case where the person is a participant. You can also access Person Book from the Search (Utility) page on both the Case and Person tabs. You should use the Search page when you do not have an assignment to a case that includes the person as a participant and are only viewing the person information. If the Person Book page is accessed from within the Workers expando on the Supervisor s desktop, all pieces of work accessed from the Person Book page are launched in view mode. When you access the Person Book from the Search page, you can only view the information, even if you have an assignment to the case. All the hyperlinks launch their respective pages, but those pages are in view only mode as well. If the person is a case participant in a restricted case, their Person Book is only available to users that have the security to access all restricted cases. The Person Book hyperlink does not display as a hyperlink, but as plain black text to all other users. Even if you are assigned to the restricted case but do not have all the restricted case security rights, you cannot view Person Book for that case. This is because Person Book may include information from other restricted cases the person is involved in, to which you do not have a current assignment. Page 15 of 51

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17 Key Tasks To access Person Book from the Desktop 1. On the FSFN Desktop, select the Participant View checkbox. 2. On the FSFN Outliner, click the Cases expando. 3. Click the appropriate Person Book hyperlink. 4. The Person Book dis plays. Page 17 of 51

18 To access Person Book from the Search page 1. On the FSFN Banner, click Search. OR From the Utilities menu, click Search. 2. The Search page displays. 3. From the Case or Person tab, conduct a search to locate the appropriate person. For more information on searching, see the Search on the DCF FSFN website ( Refer to the next step for information on the location of the Person Book hyperlink on the specific Search tabs. Page 18 of 51

19 4. After you conduct the search and find the appropriate entity, expand the Outliner in the search results: a. Select the Participant View checkbox on the Case tab. The Person Book hyperlink displays next to the Actions hyperlink, to the right of the Person Name hyperlink. b. On the Person tab, the Person Book hyperlink displays next to the Actions hyperlink, to the right of the Person Name hyperlink. 5. Click the appropriate Person Book hyperlink. Page 19 of 51

20 6. The Person Book displays. When you access Person Book from the Search page, you can only view information, even if you have an assignment to a case in which the person is a participant. All the hyperlinks launch their respective pages, but those pages are in view only mode as well. Page 20 of 51

21 Person Book Details The Person Book displays seven group boxes: two on the left, four on the right, and one dynamic group box in the center. The group boxes contain summary information and hyperlinks to specific FSFN pages. If the information does not fit within the group box, a vertical scroll bar appears for you to use as needed. This user guide does not cover details on the specific pieces of work that you can access from Person Book. For more information on the work, see the specific user guide for that work on the DCF FSFN website ( If you access Person Book from the Search (Utility) page, it displays in view only mode, even if you have an assignment to a case in which the person is a participant. You may open the page using the hyperlinks, but it displays in view only mode as well. Your security profile controls if you can update specific types of work. While you may see a hyperlink, your security profile may prohibit you from actually updating the piece of work. Page 21 of 51

22 Left Group Boxes Key Tasks Remember, if you modify information on any page that displays on Person Book, you must click the Refresh button on Person Book to see the modified data. FSFN updates Person Book with the most recent, up-to-date information and resets the center drop down to the default which is Case Notes. To access Person Information The Person Information group box displays a person s name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink. 1. Click the Person Name and Person ID hyperlink. 2. The Person Management page displays. 3. View or edit information on Person Management page as needed. 4. Click the Current Photo hyperlink to access the Imaging page and view the photo. Additional information, if available, includes: Date of Birth Age Social Security Number (SSN) Race Home and Cell Phone Numbers Current Address If there is not a Date of Birth on the Person Management page, the Estimated Age displays, if available. If an AFCARS Exception page was generated during the previous night s processing for the person, a hyperlink displays under the Current Photo hyperlink. No Photo displays if no photos are attached to Person Management. Page 22 of 51

23 To access FSFN Cases The FSFN Cases group box displays the Case Name, ID, and Status as a hyperlink. All FSFN Cases open or closed, in which the person is a FSFN Case Participant display. If there is more than one, they sort by Case Name. 1. Click the Case Name, ID, and Status hyperlink. 2. The Maintain Case page displays. 3. View or edit information on the Maintain Case page as needed. Additional information, if available, includes: Case Type Case Open/Reopen Date Primary Assigned Worker s Name County; and Case Address The Case Name hyperlink may contain additional information: Restricted if the case is Restricted Accepted if the case is in the process for closure and FSFN has accepted it for closure, but the final supervisor approval has not been completed Denied if the case was denied for closure Case Split from Case ID: ######## if the case is the result of an authorized worker performing a Case Split Case Merged with Case ID: ######## if the case has been merged with another case Pre-Adoption Case ID: ######## if the case is an Adoption Case created when a worker de-activates a child from an existing case for the reason of Adoption Finalized Post-Adoptive Case ID: ######## if the case is one that has had a child de-activated for the reason of Adoption Finalized (i.e., the Pre-Adoptive Case), which results in the creation of a new Post-Adoption Case. The Primary Worker's Name will only be displayed for "Open" Cases because "Closed" Cases no longer has any Worker's assigned. Right Group Boxes Remember, if you modify information on any page that displays on Person Book, you must click the Refresh button on Person Book to see the modified data. FSFN updates Person Book with the most recent, up-to-date information and resets the center drop Page 23 of 51

24 Key Tasks down to the default which is Case Notes. To access Medical/Mental Health Medical/Mental Health hyperlinks display for every case, open or closed, that contains a Medical/Mental Health page for the person. The Case ID is included in the hyperlink. If there is more than one, they appear in order by the create date (newest to oldest). 1. Click the Medical Mental Health and Case ID hyperlink. 2. The Medical/Mental Health page displays. 3. View or edit information on the Medical/Mental Health page as needed. Medical/Mental Health information only displays if you have the appropriate security profile. If not, Security does not exist displays in plain black text. This group box displays all of the Medical/Mental Health pages in FSFN for the person that were created or updated within the last six months. The Medical/ Mental Health, Education, Scheduled Legal Actions, Adoption Information and center group box, regardless of the value selected, display work across all FSFN Cases Open or Closed. Additional information, if available, includes: Psychotropic Meds displays a Yes if there is at least one Psychotropic Medication recorded on the Medical/Mental Health page. Clinically Diagnosed Disability displays a Yes if the Medical Mental Health record reflects Yes that the participant has been clinically diagnosed with a disability. Date Last Updated displays the date the Medical Mental Health page as a whole was last updated. Page 24 of 51

25 To access Medical/Mental Health uploaded files or images Hyperlinks display if there are files or images associated to the person, regardless of the case, with the Image Category of Medical Records that have been created or updated within the last 6 months. Part of the hyperlink includes the Image Type and Case ID. They display by Date Document Scanned, newest to oldest. 1. Click the Medical Records Type and Case ID hyperlink. 2. The Imaging page displays. 3. Click the View hyperlink to view the file or image. Additional information, if available, includes: File Name Date Document Scanned All persons associated to the image To access Education The Education group box displays all the Education records for the person across all FSFN Cases, open or closed, in which they are a case participant. The Case ID is included in the hyperlink. If there is more than one, they appear in order by the create date (newest to oldest). 1. Click the Education Record and Case ID hyperlink. 2. The Education page displays. 3. View or edit information on the Education page as needed. This group box displays all of the Education records in FSFN for the person that were created or updated within the last six months. Additional information, if available, includes: School Name and Current Grade displays the information recorded on the Maintain Education History page with the most recent "Start Date" that does not have an End Date. Page 25 of 51

26 Date Last Updated displays the date the entire Education page was last updated. Page 26 of 51

27 To access Scheduled Legal Actions The Schedule Legal Actions group box displays hyperlinks to the Legal Record page for the person in all FSFN Cases, open or closed, in which they are listed as a case participant. Hyperlinks indicate the Legal Action and Case ID. 1. Click the Legal Action hyperlink. 2. The Legal Record page displays. 3. Click on the appropriate Edit hyperlink. 4. View or edit information on the Legal Action page as needed. This group box displays all Scheduled Legal Actions recorded for the person on a Legal page where there is a Scheduled Date but no Completed Dated. If there is more than one, they sort by Scheduled Date and Time (earliest first). Once the Completed Date is added, it no longer displays in the group box. You can access it from your Desktop under the Legal icon for the Case. Additional information, if available, includes: Scheduled Date and Time CLS Attorney Date Last Updated, which is the date the Legal page itself was last updated Page 27 of 51

28 To access Adoption Information and Adoption Subsidy Agreement The Adoption Information group box displays the participant's name (Last Name; Suffix; First Name; Middle Name) and associated Case ID as a hyperlink for the Adoption Information page. An Adoption Subsidy Agreement hyperlink displays if available and also displays the associated Case ID. 1. Click the Participant Name and Case ID hyperlink. 2. The Adoption Information page displays. 3. View or edit information on the Adoption Information page as needed. 4. Click the Adoption Subsidy Agreement hyperlink. 5. The Adoption Subsidy Agreement Information page displays. 6. View or edit information on the Adoption Subsidy Agreement Information page as needed. Additional information includes: Date Last Updated FSFN only permits one Adoption Information or Open Adoption Subsidy Agreement for a person based on Person ID. Page 28 of 51

29 Center Group Box The center group box of the Person Book changes dynamically, depending on what work type you select in the drop down located at the top of the group box. When the Person Book initially displays, the work type is defaulted to Case Notes. The other values you can select include Adoption, Assessment and Planning, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorization and Services. Key Tasks Information displayed in the Person Book is gathered across all FSFN Cases, open or closed, in which the person is listed as a case participant. The information is not limited to one specific FSFN Case. Remember, if you modify information on any page that displays on Person Book, you must click the Refresh button on Person Book to see the modified data, if applicable. FSFN updates Person Book with the most recent, up-to-date information and resets the center drop down default to Case Notes. To access Adoption When Adoption is selected from the Work Type drop down, the center group box automatically displays all relevant pages associated to the person, regardless of the FSFN Case, created or updated within the last 24 months. Adoption displays Adoption Information; Adoption Subsidy Agreement Information; Adoption Photos; Sibling Group Photos; and Post Adoption Services. The hyperlinks display just as they do on your Desktop, except there is no need to expand or drill down to view the work. When viewing Person Book, only those pages associated with the participant for whom the Person Book page is being viewed are displayed. Upon selecting Adoption from the center drop down, the applicable pages will display in the following order: Adoption Information will display first, then Adoption Subsidy Agreement Information pages, then Adoption Photos, then Post Adoption Services page(s). A child will only ever have 1 Adoption Information page across FSFN so there will only be one. Within the Adoption Subsidy Agreement Information pages, they will display newest to oldest based on Create Date/Time. Then the child s Individual Adoption Photos will display Web Ready first, then Not Web Ready. Finally, the Sibling Group Photos, for which the child is associated, will display Web Ready first and then Not Web Ready. A child will only ever have 1 Post Adoption Services page per Person ID across FSFN, so there will only be one Post Adoption Services page associated with the child s Person ID. They will be displayed as a hyperlink with the Create Date and the Case ID. Page 29 of 51

30 1. Above the center group box in the Work Type drop down, select Adoption. Adoption work displays in the center group box. 2. Click the Adoption Information, Adoption Subsidy Agreement Information, Photo - Child Web Ready, Photo Child Not Web Ready, Photo Sibling Group Web Ready, Photo Sibling Group Not Web Ready, or Post Adoption Services hyperlink. 3. The applicable page displays. 4. View or edit information on the applicable page as needed. Page 30 of 51

31 To access Assessments and Planning When Assessments and Planning is selected from the Work Type drop down, the center group box automatically displays all relevant pages associated to the person, regardless of the FSFN Case, created or updated within the last 24 months. Assessment and Planning displays FFA Investigation, Safety Plan (Investigation and Case level), Present Danger Assessment (PDA) (Investigation and Case level), Risk Assessment, FFA - Ongoing, Case Plan Worksheets, Progress Updates, and Judicial Review Worksheets. They are sorted by the Date Created from newest to oldest. The hyperlinks display similar to how they display on your Desktop, except there is no need to expand or drill down to view the work. 1. Above the center group box in the Work Type drop down, select Assessments and Planning. Assessment and Planning work displays in the center group box. 2. Click the FFA Investigation, Safety Plan, PDA, Risk Assessment, FFA - Ongoing, Case Plan Worksheets, Progress Updates, or Judicial Review hyperlink. 3. The applicable page displays. 4. View or edit information on the applicable page as needed. Additional information includes: For all Assessment and Planning pages, the Case ID associated with the Case in which the piece of work was created is displayed in parenthesis directly to the right of the page name within the hyperlink. NOTE: For the Risk Assessment, FFA Ongoing, and Progress Update, the Status will be displayed directly to the right of the page name, followed by the associated Case ID. For Family Functioning Assessment (FFA) - Investigation, Present Danger Assessment (PDA), Risk Assessment and Safety Plan created at the Investigation level, the Intake/ Investigation ID will be displayed in plain black text directly beneath the hyperlink. The household name will be displayed on the outliner for Safety Plan, FFA-Ongoing, Progress Update, Case Plan Worksheet and Judicial Review Worksheet. Also displayed will be the Case ID, Type (CPW), and Status (Progress Update), along with specified dates outlines below. Page 31 of 51

32 FFA Ongoing will display as: FFA Ongoing - Status (Case ID) Household Name Create Date; Completion Date; (FFA-O ID) Status value of Approved, Not Approved or Pending Progress Update will display as: Progress Update - Status (Case ID) Household Name Create Date; Completion Date; (PU ID) Status value of Approved, Not Approved or Pending Case Plan Worksheet will display as: Case Plan Worksheet - Type (Case ID) Household Name Date Last Modified; (CPW ID) Type will be equal to Judicial, Non-Judicial In-Home, or Non-Judicial Out-of- Home Judicial Review Worksheet will display as: Judicial Review Worksheet (Case ID) Household Name Date Last Modified; (JRW ID) Safety Plan will display as: Safety Plan Present Danger Plan (Case ID) Household Name Effective Date; Termination Date; (JRW ID) Purpose value of Impending Danger Safety Plan or Present Danger Plan Page 32 of 51

33 All assessment and planning pieces of work will be displayed with their associated numeric identifier in plain black text beneath the hyperlink. Based on the type of Assessment and Planning work that is displayed, the date(s) displayed vary as follows: o FFA Investigation displays the Approval Date o Safety Plan displays the Effective Date and Termination Date, if applicable o Present Danger Assessment (PDA) displays the Completed Date o Risk Assessment displays the Completed Date o FFA Ongoing displays the Create Date and the Completion Date o o o Case Plan Worksheet displays the Date Last Modified Progress Update displays the Create Date and Completion Date Judicial Review Worksheet displays the Date Last Modified Page 33 of 51

34 To access Case Notes Case Notes displays by default when Person Book initially opens or is refreshed. All Case Notes display where the person has their associated checkbox selected regardless if a Faceto-Face Contact or Non Face-to-Face Contact is documented and regardless of the FSFN Case. Only Case Notes created or updated within the last three months display. Case Notes created within an Adult or Child Investigation or Special Conditions Referral also display when the work type is Investigations/Special Conditions Referrals. The Case Notes Category hyperlinks sort by Contact Begin Date. 1. Above the center group box in the Work Type drop down, select Case Notes if not already defaulted. Cases Notes display in the center group box. 2. Click the Case Notes Category hyperlink. 3. The Case Notes page displays. 4. View or edit information on the Case Notes page as needed. This includes uploading images or files to the case note. Additional information includes: All Case Notes Types in bold (separated by a semi-colon) Contact Begin Date and Time Case ID in bold Date and Time Entered Narrative (first 200 characters) The View History hyperlink provides quick access to the Microsoft Word template for all the versions of the specific Case Notes page. Page 34 of 51

35 You can only edit an existing Case Notes page and any attached images if you created the case note or are the supervisor of the creator, and launched the Person Book from your Desktop. If the Narrative contains more than 200 characters, appears after the 200th character indicating additional narrative is available on the Case Notes page. Page 35 of 51

36 To access Child Placement Agreement When Child Placement Agreement is selected from the center panel drop down box, all of the existing Child Placement Agreement pages are displayed as hyperlinks. There is a date restriction that is consistent to the Person Book functionality. Created or updated Child Placement Agreements within the last 24 months are pulled in. Displayed is the newest to oldest based on the effective date of the row inserted on the Child Placement Agreement page. 1. Above the center group box in the Work Type drop down, select Child Placement Agreement. 2. Click the Child Placement hyperlink to access the appropriate page. 3. View or edit information on the page as needed. Additional information includes: Most recent Effective date and Terminate date (if applicable). Case ID (in parenthesis). When the Child Placement Agreement hyperlink is selected, the Current, active Child Placement Agreement page displays first. If there are multiple Child Placement Agreement pages terminated for the child, the newest to oldest is displayed based on the Effective Date of the first row inserted on the Child Placement Agreement page. Page 36 of 51

37 To access Eligibility Medicaid Eligibility Determination, TANF-Eligibility, Adoption TANF-Eligibility, Title IV-E Adoption Eligibility, and Title IV-E Foster Care Eligibility Determination pages created for the person, regardless of the FSFN Case, display as hyperlinks in the center group box when the Work Type selected is Eligibility. 4. Above the center group box in the Work Type drop down, select Eligibility. 5. Click the Eligibility hyperlink to access the appropriate page. 6. View or edit information on the page as needed. Page 37 of 51

38 The following information, if available, appears for each child to whom it applies: Medicaid Eligibility Determination Eligibility From Date Eligibility Review Date (if applicable) Child Name Case ID TANF Eligibility (Foster Care & Adoption) Eligibility From Date Child Name Case ID Title IV-E Eligibility (Foster Care) Eligibility From Date Eligibility Review Date (if applicable) Child Name Case ID Title IV-E Eligibility (Adoption) Eligibility Effective From Date Eligibility Void or Termination Date (if applicable) Child Name Eligibility Status Case ID Only Eligibility records created or updated within the last 12 months display. If you need to view historical records, you must access them from your Desktop or from the Search (Utility) page. Be sure to clear the Date Restricted checkbox to see records prior to 12 months. All applicable Eligibility records appear in order from newest to oldest, based on Eligibility From Date or Eligibility Effective From Date, depending on the type of Eligibility. If any Eligibility records have the same date, they are sorted by the participant's name. Page 38 of 51

39 To access File Cabinet Images (files) Images and files uploaded to the File Cabinet display in the center group box when the selected Work Type is File Cabinet. The hyperlinks indicate the Image Category, Type, and Case ID. All Imaging pages associated to the person, regardless of the Case, display. The list includes Imaging pages created within the last 12 months or updated from the Create Case Work page, as well as those created from specific pages within FSFN (e.g., Case Notes, Meetings, Out-of-County Services), except those with the Imaging Category of Medical Records. In Addition, Adoption Photos and Person Management Photos are not displayed. 1. Above the center group box in the Work Type drop down, select File Cabinet. Hyperlinks to the files and images display in the center group box. 2. Click the Image Category Type Case ID hyperlink. 3. The Imaging page displays. 4. Click the View hyperlink to view the file or image. Page 39 of 51

40 Additional information includes: File Name Date Document Scanned Associated case participants Depending on your security profile, the Delete hyperlink may be viewable on the Imaging page. Reference the File Cabinet for more information on deleting images and files on the DCF FSFN website ( Page 40 of 51

41 To access Intakes When Intakes is selected from the Work Type drop down, the center group box automatically displays all Intake pages associated to the person received within the last 12 months. It includes pending Intakes (not linked to a FSFN case). This includes all Open and Closed Intakes, including screened out Intakes. The Intakes are sorted by the Received Date from newest to oldest. The first part of the hyperlink is the Intake ID sequence identifier. 1. Above the center group box in the Work Type drop down, select Intakes. Intakes display in the center group box. 2. Click the Intake ID hyperlink. 3. The Intake page displays. 4. View or edit information on the Intake page as needed. Additional information includes: Intake Name Intake Type and Subtype Screening Decision Status County Case ID, if available Page 41 of 51

42 If the Intake has been created, but has not yet been linked to a FSFN Case, the Case ID will not be displayed. The Screening Reason is the Decision on the Decision tab of the Intake page; the County is the Intake County identified on the Intake page. If you do not have the correct security profile to view Special Handling Intakes and any of the Intakes are flagged as Special Handling, the Intake information displays as plain black text instead of as a hyperlink. Page 42 of 51

43 To access Investigations / Special Conditions Referrals If you select Investigations/Special Conditions Referrals in the Work Type drop down, the center group box automatically displays all relevant pages associated to the person, regardless of the FSFN Case, created or updated within the last 24 months. This includes all Open and Closed Child and Adult Investigations and Special Conditions Referrals. They are sorted by the Intake Received Date from newest to oldest. In addition to the hyperlink to the Investigation or Special Conditions Referral page, hyperlinks to the associated work display as well, indented directly beneath the associated Child or Adult Investigation or Special Conditions Referral. The hyperlinks display similar to how they display on your Desktop, except there is no need to expand or drill down to view the work. 1. Above the center group box in the Work Type drop down, select Investigations/ Special Conditions Referrals. Relevant pages display in the center group box. 2. Click the appropriate hyperlink to access a specific page. 3. View or edit information on the page as needed. Page 43 of 51

44 The hyperlink includes: Investigation Type and Subtype Status and Status Date Intake ID and Date/Time Received County Primary Protective Investigator Name and Unit Number and Name Move Investigation Indicator (M), if applicable Special Handling Indicator, if applicable Most Serious Finding on the Investigation: Verified, Not Substantiated or No Indicator (below the hyperlink, in black text) Case ID Safety Determination(s) from associated FFA Investigation page If you do not have the appropriate security profile to view Special Handling Intakes and any of the Intakes are flagged as Special Handling, the Child or Adult Investigation or Special Conditions Referral information displays as plain black text instead of as a hyperlink. Page 44 of 51

45 To access Legal If you select Legal in the Work Type drop down, the center group box automatically displays all relevant pages associated to the person created or updated within the last 12 months, regardless of the FSFN Case. This includes all Open and Closed Legal documents, Legal Records, and Diligent Search for Parent Pages. They are sorted by the Date Created from newest to oldest. In addition to the hyperlink to the Legal pages, hyperlinks to the associated work display as well. The hyperlinks display similar to how they display on your Desktop, except there is no need to expand or drill down to view the work. 1. Above the center group box in the Work Type drop down, select Legal. Relevant pages display in the center group box. 2. Click on the appropriate hyperlink. 3. View or edit information on the page as needed. Additional information includes: For each Legal Record displayed, the Create Date, Participant Name and associated Case ID are displayed as part of the hyperlink. For each Legal Document displayed, the Case ID is displayed as part of the hyperlink and the Document Name and Legal Documentation Create Date are displayed directly beneath the hyperlink in plain black text. For each Diligent Search for Parent page displayed, the Diligent Search Purpose, Date Entered and Case ID are displayed as part of the hyperlink. Page 45 of 51

46 To access Meetings Meetings associated to the person across the FSFN system display in the center group box when the selected Work Type is Meetings. The hyperlinks indicate the Meeting Type. All Meeting pages created or updated within the last 12 months appear and sort by Create Date from newest to oldest. 1. Above the center group box in the Work Type drop down, select Meetings. Meetings display in the center group box. 2. Click the Meeting Type hyperlink. 3. The Meeting page displays. 4. View or edit information on the Meeting page as needed. Additional information includes: Create Date Case ID Page 46 of 51

47 To access Placements When Placements is selected from the Work Type drop down, the center group box automatically displays all Placements, Living Arrangements, Private Adoption pages, and Family Support pages associated with the person across all FSFN Cases. This includes all open records and any placements ended within the last 24 months. 1. Above the center group box in the Work Type drop down, select Placements. Relative pages display in the center group box. 2. Click the appropriate hyperlink to access the page. 3. View or edit information on the page as needed. Depending on the type of placement record, the following information, if available, displays. Out-of-Home Placement Private Adoption Service Category and Type Case ID Case ID Participant Name Begin Date and End Date (if applicable) Agency Type Provider Name Agency Name Participant Name Status County of the Worker who created the Placement Adoption Outcome (if applicable) Approval/ Closed Status Adoption Finalization Date (if applicable) Removal/ Discharge indicator Ending Reason (if applicable) Living Arrangement Family Support Case ID Case ID Begin Date Begin Date End Date (if applicable) End Date (if applicable) Living Arrangement Type Referral Type Participant Name Participant Name Ending Reason (if applicable) Page 47 of 51

48 The display sort is: Group Open, then Closed records Sub-sort under names by Begin Date (Create Date if Private Adoption) Page 48 of 51

49 To access Service Request Authorization Service Request Authorization pages associated with the person across all FSFN Cases display in the center group box when the selected Work Type is Service Request Authorization. The hyperlinks indicate the Service Category and Service Sub Category and directly beneath the hyperlink, in plain black text, the Request Date, Case Name with Case ID in parenthesis and Status display. This includes all Service Request Authorization pages created or updated within the last 24 months. 1. Above the center group box in the Work Type drop down, select Service Request Authorization. Hyperlinks to the Service Request Authorization pages display in the center group box. 2. Click the Service Category Service Sub Category hyperlink. 3. The Service Request Authorization page displays. 4. View or edit information on the Service Request Authorization page as needed. The Service Request Authorization pages display in the following order: sort active (not complete); then sort by Request Date. Page 49 of 51

50 To access Services Services associated with the person across all FSFN Cases display in the center group box when the selected Work Type is Services. The hyperlinks indicate the Service Category, Type, and Case ID. This includes all open services and any services ended within the last 24 months. 1. Above the center group box in the Work Type drop down, select Services. Hyperlinks to the Services pages display in the center group box. 2. Click the Service Category Type hyperlink. 3. The Service page displays. 4. View or edit information on the Services page as needed. Additional information includes: Begin Date End Date (if applicable) Provider Name Participant Name Approval Status Page 50 of 51

51 Additional Features of Person Book About Printing from Person Book FSFN provides an enhanced print capability for Person Book. When you click the Print icon on the FSFN banner, the entire contents of Person Book, including information that is scrolled out of view, prints. You can use this print feature to print summary information regarding the person. About Refreshing Person Book FSFN updates all data on Person Book when you click the Refresh button. When you initially launch the Person Book page, FSFN retrieves the most recent, up-to-date information and displays it in Person Book. While you have Person Book open, data on the FSFN pages can be updated, either by you or by other users based on security and how Person Book was accessed. It is good practice to refresh Person Book occasionally. FSFN updates Person Book with the most recent, up-to-date information and resets the default option for the center drop down to Case Notes. About Closing Person Book Similar to Close buttons on other pages, when you click the Close button on Person Book, FSFN returns you to the page from which you launched Person Book, either your Desktop or the Search (Utility) page. Page 51 of 51

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