Florida Safe Families Network

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1 September 14, 2018 Prepared for State of Florida Department of Children and Families

2 Change History Release # Date R3b 07/30/2013 CR # or Incident # Transformation Change Description Author(s) Section Modified FSFN Projects Team Q2 12/15/13 Transformation Updated new fields FSFN Enhancements Team Info History Maintain History pop-up 05/30/2018 Amd17 Updated with Amd17 info Chris Gosselin Information Tab 09/04/2018 Amd 17 Final Review Patricia Atchley Entire Document September 14, 2018 Page 2 of 14

3 Table of Contents About FSFN... 5 The Intended Audience... 5 Prerequisite Knowledge... 5 Related Resources... 6 Information Tab... 7 About the Information tab... 7 Key Tasks... 7 To create an Record... 7 To access an existing Record page... 9 To complete the History tab... 9 History Tab About the History tab...12 Key Tasks...12 To complete the History tab...12 September 14, 2018 Page 3 of 14

4 September 14, 2018 Page 4 of 14

5 About FSFN The 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 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, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three (3) pages, see the s for Multi-Topic Basics, Case Book, and Person Book. 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 type of searches may be referred to as data retrieval searches. These searches use different search September 14, 2018 Page 5 of 14

6 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) September 14, 2018 Page 6 of 14

7 Information Tab About the Information tab The module supports the maintenance of client educational information throughout a client's history with the Department of Children and Families/Community-Based Care/Sheriff s Office (DCF/CBC/SO). It allows workers to document and maintain an ongoing history of School Districts/County, notifications generated, and all schools that a child has attended throughout the history of his or her involvement with DCF/CBC/SO and Florida Safe Families Network. It also allows users to enter dates that occurred prior to the Case Open date. Therefore, users are able to document a child s school history that occurred before his or her involvement with DCF/CBC/SO. All of this information is tied to Person ID, meaning that from whatever case you launch the page from, the same information will be displayed. The Information tab documents the participant s Exceptional Student /Individualized Plan information. Key Tasks To create an Record 1. From the Desktop, click Case Work on the Banner. 2. From the Cases group box, select the Case name. 3. From the drop down, select Record. September 14, 2018 Page 7 of 14

8 4. From the Case Participants group box, select the appropriate participant. 5. Click Create. 6. The page displays.. All information in the header is system derived. You can also create an Record from Case Book by either clicking the hyperlink in the Participant Actions List Box or by clicking the Create Case Work hyperlink above the center group box. September 14, 2018 Page 8 of 14

9 To access an existing Record page 1. From the Desktop, click the Cases expando. 2. Navigate to the appropriate Case. 3. Click the Case Folder icon to expand the Case Information. 4. Click the icon. 5. Click the Record hyperlink. OR 1. From the Case Book or Person Book pages, click the Record hyperlink in the group box. To complete the History tab 1. In the Participant group box, review the system-derived and pre-filled information. 2. If the child is an Exceptional Student /Individualized Plan student, select the Yes radio button next to the Is the child an Exceptional Student (ESE) student? field. When Yes is selected, the "Does the child have an IEP?" and "Does the child have an education surrogate parent appointed to him/her either by the district superintendent or dependency court? questions become enabled and required. At least one ESE Program row is required if the Is child an ESE student? radio button selection is Yes. Rows are displayed in the following order: rows without an End Date listed, sorted by most recent Start Date first, and then rows with End Date sorted by most recent Start Date. When Yes is selected, the Insert button in the Exceptional Student (ESE) Program(s) group box is enabled. 3. If the child has an Individualized Plan, select the Yes radio button next to the Does the child have an Individualized Plan? field. Answering Yes for the Individualized Plan enables the Date of the most recent individualized Plan field and Date current Individualized Plan Expires field, which are then required for completion. September 14, 2018 Page 9 of 14

10 4. If the IEP is a Transitional IEP, select the Yes radio button. 5. Enter the date of the child s most recent Individualized Plan in the Date of the most recent Individualized Plan field. 6. Enter the expiration date of the child s current Individualized Plan in the Date Current Individualized Plan Expires field. The date entered must be greater than or equal to the date in the Date of the most recent Individualized Plan field. 7. If the child has an education surrogate appointed to him or her, select the Yes radio button next to the Does the child have an education surrogate parent appointed to him/her either by the district superintendent or dependency court? field. This field is only enabled if Yes is selected for the Is the child an ESE student? field. 8. Record the Exceptional Student Program information. When Yes is selected for the Is the child an ESE Student? question, the Insert button in the Exceptional Student (ESE) Program(s) group box is enabled. At least one ESE Program row is required if the Is child an ESE student? radio button selection is Yes. Rows are displayed in the following order: rows without an End Date listed, sorted by most recent Start Date first, and then rows with End Date sorted by most recent Start Date. September 14, 2018 Page 10 of 14

11 9. From the ESE Program drop down, select the applicable program. If you select Other from the ESE Program drop down, the If Other, specify field becomes enabled and required. 10. Enter the Start Date. 11. Enter the End Date. 12. Click Save. 13. In the Diploma and Certificate Information group box, select the applicable information. 14. Click Save. 15. Click Close. September 14, 2018 Page 11 of 14

12 History Tab About the History tab The History tab maintains a history of all schools that a child has attended, which assists in identifying the School Districts that have been responsible for funding a child s education. The History group box is sorted each time the page is opened, and the records are sorted in reverse chronological order by Start Date, allowing the user to view most current records first. Summary information documented on the Maintain History pop up p ag e is displayed in the History group box on the History tab. Key Tasks To complete the History tab 1. Access the Record page. 2. Click the History tab. September 14, 2018 Page 12 of 14

13 3. Click Save. You must save the information entered before inserting a new History row. 4. Click Insert. 5. The Maintain History pop-up page displays. 6. Document the applicable information on the Maintain History pop-up. You are required to enter the School Name, School Type, School District/County, Current Grade Level, School Start Date, and Reason for Change fields. 7. Click Continue. 8. The History is captured on the page. September 14, 2018 Page 13 of 14

14 9. Click Save. 10. Click Close. You can create a Notification of School Change from the History tab once an History Record has been inserted. To do so, click the Notify hyperlink to launch the Notification pop-up page for the associated History Record. September 14, 2018 Page 14 of 14

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