Case Book User Guide. January 4, Prepared for State of Florida Department of Children and Families

Transcription

1 Case Book User Guide January 4, 2019 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 enhancements FSFN Enhancements Team Q Eligibility Updates per Eligibility Functionality Enhancements FSFN Enhancements Team Entire document Q (1/5/2015) Eligibility Updates per Eligibility Functionality Enhancements FSFN Enhancements Team Pages 8 and 10 added Assessment and Planning to the list of available selections from the Center Panel drop down 11/11/2015 CR-607 Updates per Adoption Incentive Enhancements FSFN Enhancement Team Sections related to Provider/Organization Search and Adoption 12/12/2016 CR-AS3, CR-AS4, CR-AS5, CR-AS6, CR-AS12 12/13/2016 CR-AS3, CR-AS4, CR-AS5, CR-AS6, CR-AS12 Updates per User Stories Leon White Assessment and Planning Peer review Leah Dienger Assessment and Planning 01/16/2017 CR-AS3, CR-AS4, CR-AS5, CR-AS6 DCF Documentation 1/23/2017 Updates to screenshots, formatting, and final review comments Leon White Leah Dienger Entire Document 1/24/2017 CR641 Updates per CR Leon White 01/31/2017 CR Peer Review Kathleen Watson Assessment and Planning Page 2 of 59 January 4, 2019

3 2/8/2017 CR52905 Updates to screenshots, Benita Zazueta addition of Child Placement Agreement and Key Tasks 2/13/2017 CR Peer Review Kathleen Watson Case Book Overview About Case Book Key Tasks-To Create a Child Placement Agreement 02/21/2017 Updates to incorporate DCF feedback Kortney Rudd Entire Document 2/28/2017 CR CR Updates to screenshots, incorporation of story details Benita Zazueta Entire Document 03/01/2017 CR CR Peer Review Kathleen Watson Entire Document 09/07/2018 Amd 19 Updates for Amd 19 (story IL-228) Patricia Atchley Entire Document Page 3 of 59 January 4, 2019

4 Contents About FSFN User Guide... 7 Case Book Overview... 9 About Case Book Composition Date Restriction Security Information Accessing Case Book About Accessing the Case Book Key Tasks To access Case Book from the Desktop To access Case Book from the Search page Case Book Details Left Group Boxes Key Tasks To access Case information To access Active Participants To access Youth/Young Adult 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 Pending Diligent Searches To access Adoption Information To access Adoption Subsidy Agreement Center Group Box Key Tasks To access Adoption To access Assessment and Planning To access Assignments To create Assignments To access Case Notes Page 4 of 59 January 4, 2019

5 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 Search from Case Book About Searching for Case Notes and Images/Files from Case Book Key Tasks To search for a Case Note from Case Book To search for an Image (file) in the File Cabinet from Case Book Create Work from Case Book About Creating Case Work from Create Case Work Hyperlink Key Tasks To create a piece of work from the Create Case Work page About Creating Case Level Work from the Case Actions List Box Key Tasks To create an Adult Investigation page To create a Case Notes page To create a Case Plan Worksheet page To create a Child Investigation page To create a Diligent Search for Parent page To create an FFA Ongoing To create a Judicial Review Worksheet To create a Legal Document To create a Present Danger Assessment (PDA) To create a Progress Update To create a Safety Plan To create a Special Conditions Referral page About Creating Participant Level Work from Participant Actions List Box Key Tasks To create a Child Placement Agreement To create an Education page To create an Independent Living page To create a Legal Record Page 5 of 59 January 4, 2019

6 To create a Living Arrangement page To create a Medical/Mental Health page To create an Out-of-Home Placement page To create a Placement Request page To create a Services page Additional Features of Case Book About Printing Case Book About Refreshing Case Book About Closing Case Book Page 6 of 59 January 4, 2019

7 About FSFN User Guide The Florida Safe Families Network (FSFN) User Guides 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 Criminal Investigation (CI) Unit 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 User Guides, How Do I Guides, or other information, visit the DCF FSFN website ( You must have a working understanding of 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 User Guide and How Do I Guide. If you are a supervisor, also see the Multi-Topic Supervisory User Guide 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 User Guide for Multi-Topic Basics. Page 7 of 59 January 4, 2019

8 The Search page referred to within this user guide is the Search page with four 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) User Guides How Do I Guides (job aids) Topic Papers (System Functionality Design) Reference Data (Selection Values) Page 8 of 59 January 4, 2019

9 Case Book Overview The Case Book functionality in Florida Safe Families Network (FSFN) provides enhanced usability and streamlines the process of creating and accessing Case information. It provides an at-a-glance view of a family s involvement with the Department of Children and Families. The Case Book reduces the time to assess Case information in order to gather a more thorough picture of the family history. In addition, you can create certain pieces of work (case and participant specific) from the Case Book via the hyperlinks located in the Actions list box. The Case Book is of composed four primary panels: Left, Center, Right, and Case and Participant Actions list boxes. 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 Case and Participant Actions list boxes on the far right of the page provides you quick hyperlinks to create some of the most common pieces of work for the case and participants. The Left panel displays three group boxes: Case Information, Active Participants, and Youth/ Young Adults. On this panel, you can find information such as: Case type, open/re-open date, primary assigned worker, case address, active case participant names, Dates of Birth, dates of most recent Face-to-Face contacts, and Youth/ Young Adult information. The Center panel contains a dynamic group box that displays information dependent on which type of work you selected. You can view information on Adoptions, Assessment and Planning, Assignments, Case Notes, Child Placement Agreements, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorizations, and Services. Additionally, you can access the Create Case Work, Case Note Search Criteria, and File Cabinet Search pages from hyperlinks above the center group box. The Right panel is composed of four group boxes: Medical/Mental Health, Education, Scheduled Legal Actions, Pending Diligent Search(es), and Adoption Information. Each group box includes relevant information for the case and participants. On the far right of the Case Book are the Case Actions and Participant Actions list boxes. From the Case Actions list box you can click the hyperlinks to create an Adult or Child Investigation, Case Note, Case Plan Worksheet, Diligent Search for Parent, FFA Ongoing, Judicial Review Worksheet, Legal Document, Present Danger Assessment, Progress Update, Safety Plan or Special Conditions Referral. From the Participant Actions list box you can click hyperlinks to create records for Child Placement Agreement, Education, Family Support, File Cabinet (upload image), Independent Living, Legal Record, Living Arrangement, Medical/Mental Health, Out-of-Home Placement, Placement Request, and Services. FSFN provides an enhanced print capability. When clicking the Print icon on the Banner, FSFN prints the entire contents of the Case Book, including information that is scrolled out of view. You can use this print feature to print a case summary, similar to a Face Sheet. The sections within this user guide further explain the Case Book functionality in FSFN. Page 9 of 59 January 4, 2019

10 About Case Book You use the Case Book to easily access and view pertinent case and participant information. The Case Book s at-a-glance view assists you in assessing information for a more thorough picture of the family history. Case Book provides a streamlined process of creating and accessing both Case and Person information. The Case Book presents a summary of case and participants information while providing you direct access via hyperlinks to many of the FSFN pages for viewing and updating information. You can create new pieces of work by using the Case and Participant Actions list boxes. FSFN also includes the Person Book, information at the Person level across the FSFN system, not bound by a FSFN Case. Collectively, the Case and Person Books simplify access to the information to support your work. See the Person Book User Guide for additional information ( Composition The Case Book is composed of four primary panels: Left, Center, Right, and Case and Participant Actions list boxes. The panels include group boxes with summary information and hyperlinks to specific pages. The Case and Participant Actions list boxes provide you quick hyperlinks to create some of the most common pieces of work for the case and participants. Information presented on the Case Book is explained in further sections of this user guide. Page 10 of 59 January 4, 2019

11 Case & Participant Actions List Boxes Left Center Right The left panel provides: 1. Case information and access to the Maintain Case page 2. Active Case Participants information and access to their Person Management page 3. Access to Youth/ Young Adult pages The center panel contains a dynamic group box with information and access to: 4. Adoptions, Assessment and Planning, Assignments, Case Notes, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorizations and Services pages. Additionally, you can access the Create Case Work, Case Note Search Criteria, and File Cabinet Search pages from hyperlinks above the center group box. The right panel contains: Page 11 of 59 January 4, 2019

12 5. Medical Mental Health and Medical Mental Health Images information (appropriate security required) 6. School information and access to the Education page 7. Scheduled Legal Actions and access to the Legal Record page 8. Access to the Pending Diligent Search for Parent page 9. Access to the Adoption Information and Adoption Subsidy Agreement Information pages Above the center group box are hyperlinks to access: 10. Create Case Work, Case Notes Search Criteria, and File Cabinet Search On the FSFN Banner: 11. Clicking the Print icon provides an enhanced print capability. It prints the entire contents of the Case Book, including information that is scrolled out of view. You can use this print feature to print a case summary, similar to a Face Sheet. The Case Actions list box provides hyperlinks to create: 12. Adult Investigation, Case Note, Case Plan Worksheet, Child Investigation, Diligent Page 12 of 59 January 4, 2019

13 Search for a Parent, FFA-Ongoing, Judicial Review Worksheet, Legal Document, Present Danger Assessment, Progress Update, Safety Plan and Special Conditions Referral The Participant Actions list box provides hyperlinks to create: 13. Child Placement Agreement, Education, Family Support, File Cabinet, Independent Living, Legal Record, Living Arrangement, Medical/Mental Health, Out-of-Home Placement, Placement Request, and Services. 14. 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. Page 13 of 59 January 4, 2019

14 13 14 A prominent benefit of the Case Book is it enhances the usability and streamlines the process of accessing and creating Case and Person information. The Case 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 either access existing pages or create new pages. For example, in the Case Information group box, the case name hyperlink launches the Maintain Case page. If you are assigned to the case and accessed Case Book from your Desktop, the Maintain Case 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 Case Book functionality and its benefit to supporting your work. While this user guide references access to many FSFN pages through Case Book, it does not cover the specific details of those specific pages. For example, this user guide describes the information within the Case Information group box and that the hyperlink launches the Maintain Case page. Specific details of the Maintain Case page are not covered within this user guide. Review applicable User Guides and How Do I Guides for each page being accessed for more specific information via the DCF FSFN website Page 14 of 59 January 4, 2019

15 ( Date Restriction Date Restricted functionality used on the Desktop is also employed for Case Book. Information contained within the various group boxes on the Case Book display based on specific date restrictions, mimicking the logic employed when the Desktop is in Date Restricted view. For example, only records created or updated within the last 12 months (1 year) appear in the Scheduled Legal Actions group box. The center group box dynamically changes based on the selection made from the drop down. Specific to this group box only. If there is more history beyond the date restricted time frame, you see a note at the bottom right corner of the group box: More history exists, please see the Desktop. The Case Book is designed to provide you a quick, at-a-glance view of the most current and relevant case and participant information. If you need historical information, you can access it from your Desktop or the Search (Utility) page by ensuring the Date Restricted check box is not selected. The Date Restricted check box is not available on Case Book. Case Book Date Restrictions Work Type Date Restriction Adoption Assessments and Planning Independent Living Medical/Mental Health Child Placement Agreement Education Scheduled Legal Actions Pending Diligent Searches for Parents Adoption Information Case Notes Assignments Eligibility File Cabinet Images or Files Intakes Created/Updated within last 24 months Created/Updated within last 24 months Created/updated within last 24 months Created/updated within last 6 months Created/updated within last 24 months Created/updated within last 6 months All with a Scheduled Date but NO Completed Date All "pending" without an Outcome and associated Date Created/updated within last 24 months Created/updated within last 3 months All open assignments Created/updated within last 12 months Created/updated within last 12 months Received within last 12 months Page 15 of 59 January 4, 2019

16 Investigations and Special Conditions Referrals Legal Meetings Placements, Living Arrangements, Private Adoptions, and Family Supports Service Request Authorization Services 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 the 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, including Case Book, through Search. Additionally, your ability to create, 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 Case Book, you can only create an Adult or Child Investigation from Case Book if you have an assignment to the case and accessed Case Book from the Desktop, in addition to having a Security Profile that allows you to create Child or Adult Investigations. Specific security for Case Book: Information only displays in the Medical/Mental Health group box of Case Book 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 Case Book will display the text Security does not exist. If you are assigned to a restricted case, you must access Case Book from your Desktop. However, you cannot access Case Book for a restricted case from the Search (Utility) page, even if you have an assignment. Page 16 of 59 January 4, 2019

17 Accessing Case Book About Accessing the Case Book You can access Case Book from the FSFN Desktop whether the Desktop is in Case View or Participant View. Accessing Case Book from the Desktop is the fastest way to view case information when you have an assignment to the FSFN Case. You can also access Case Book from the Search (Utility) page on the Case, Person, Provider/Organization, and Worker tabs, where applicable. You should use the Search page, when you do not have an assignment to the case and are only viewing the case information. When you access Case 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. The Create Case Work hyperlink and the Case and Participants Actions list boxes do not display when the Case Book is in view-only mode. Key Tasks From the Search (Utility) page, if the FSFN Case is restricted and you do not have the proper security, the Case Book does not display as a hyperlink; instead, it displays in plain text. ONLY when accessed from your Desktop and with the appropriate security profile for restricted cases, does Case Book display as a hyperlink. To access Case Book from the Desktop 1. On the FSFN Outliner, click the Cases expando. 2. Click the appropriate Case Book hyperlink. 3. The Case Book displays. Page 17 of 59 January 4, 2019

18 To access Case Book from the Search page 1. On the FSFN Banner, click Search. OR From the Utilities menu, click Search. Page 18 of 59 January 4, 2019

19 2. The Search page displays. 3. From the Case, Person, Provider/Organization, or Worker tab, conduct a search to locate the appropriate case. For more information on searching, see the Search User Guide on the DCF FSFN website ( Refer to the next step for information on the location of the Case Book hyperlink on the specific Search tabs. 4. After you conduct the search and find the appropriate entity, expand the Outliner in the search results: a. On the Case tab, the Case Book hyperlink displays next to the Actions hyperlink, to the right of the Case Name hyperlink. b. On the Person tab, click on the Person icon, and click on the Case Folder icon. The Case Book hyperlink displays next to the Actions hyperlink. Page 19 of 59 January 4, 2019

20 c. On the Provider/Organization tab, click on the Provider icon, click on the Prior History icon, and click on the Case Folder icon. The Case Book hyperlink displays next to the Actions hyperlink. Page 20 of 59 January 4, 2019

21 d. On the Worker tab, click on the Worker icon. The Case Book hyperlink displays next to the Actions hyperlink. 5. Click the appropriate Case Book hyperlink. 6. The Case Book displays. When you access Case Book from the Search page, you can only view the information, even if you have an assignment to the case. Although the hyperlinks launch the respective pages, those pages are in view-only mode. The Create Case Work hyperlink and the Case and Participants Actions list boxes do not display. If you are assigned to a restricted case, you access Case Book from your Desktop. However, you cannot access Case Book for a restricted case from the Search (Utility) page, even if you have a case assignment. Case Book does not display as a hyperlink on the Search page, but instead as plain black text. Page 21 of 59 January 4, 2019

22 Case Book Details Case Book displays nine group boxes: three on the left, five 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 Case Book. For more information on the work, see the specific user guide for that work on the DCF FSFN website ( If you access Case Book from the Search (Utility) page, it displays in view-only mode, even if you have an assignment to the case. 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 22 of 59 January 4, 2019

23 Left Group Boxes Key Tasks Remember, if you modify information on any page that displays on Case Book, you must click the Refresh button on Case Book to see the modified data, if applicable. FSFN updates Case Book with the most recent, up-to-date information and resets the center drop down default to Case Notes. To access Case information The Case Information group box displays the case name (Last Name, First Name) as a hyperlink. 1. Click the Case Name and FSFN Case ID 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 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 the FSFN batch 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 deactivates 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, (e.g., the Pre- Adoptive Case), which results in the creation Page 23 of 59 December 7, 2018

24 of a new Post-Adoption Case. To access Active Participants The Active Participants group box displays the ACTIVE case participants name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink. 1. Click the Participant Name and Person ID hyperlink. 2. The Person Management page displays. 3. View or edit information on the 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 Service Role from Maintain Case page Date of Last Contact Current Photo If there is not a Date of Birth on the Person Management page, the Estimated Age displays, if available. The Date of Last Contact is the most recent completed Face-to- Face Contact date documented. Page 24 of 59 December 7, 2018

25 To access Youth/Young Adult The Youth/Young Adult group box displays the participant's name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink. 1. Click the Participant Name and Person ID hyperlink. 2. The Independent Living page displays. 3. View or edit information on the Independent Living page as needed. This group box displays ALL of the Case Participants, active or inactive, that have an Independent Living page that was created or updated within the last two years. If more than one participant exists, they appear alphabetical order by name. Page 25 of 59 December 7, 2018

26 Right Group Boxes Key Tasks Remember, if you modify information on any page that displays on Case Book, you must click the Refresh button on Case Book to see the modified data, if applicable. FSFN updates Case Book with the most recent, up-to-date information and resets the center drop down default to Case Notes. To access Medical/Mental Health The Medical/Mental Health group box displays the participant's name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink. If there is more than one participant, they appear in alphabetical order. 1. Click the Participant Name and Person 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. This group box displays ALL of the Case Participants, active or inactive, that have Medical/Mental Health information that was created or updated within the last six months. Additional information, if available, includes: Psychotropic Meds displays a Yes if there is at least one (1) Psychotropic Medication recorded on the Medical/Mental Health page Date of Last Medical Exam displays the date of the most recent Medical-Physical Exam treatment recorded on the Medical History tab of the Medical/Mental Health page Date of Last Dental Exam displays the date of the most recent Dental-Dental Exam treatment recorded on the Medical History tab of the Medical/Mental Health page Page 26 of 59 December 7, 2018

27 To access Medical/Mental Health uploaded files or images Hyperlinks display if there are files or images associated to the case with the Image Category of Medical Records that have been created or updated within the last six months. Part of the hyperlink includes the Image Type. They display by Date Document Scanned, newest to oldest. 1. Click the Medical Records Type 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 case participants associated to the image To access Education The Education group box displays the participant's name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink. If more than one participant exists, they appear alphabetical order by Name. 1. Click the Participant Name and Person 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 Case Participants, active or inactive, that have an Education page that was created or updated within the last 6 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" which does not Page 27 of 59 December 7, 2018

28 have an End Date Date Last Updated displays the date the entire Education page was last updated To access Scheduled Legal Actions The Scheduled Legal Actions group box displays hyperlinks which launch the associated Legal Record page for a case participant. Hyperlinks indicate the Legal Action and are sorted by the Scheduled Date, soonest first. 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 of the Case Participants, active or inactive, that have a Scheduled Legal Action recorded on a Legal page where there is a Scheduled Date, but no Completed Date. Once the Completed Date is added, the hyperlink does not display in the group box. You can access it from the center panel group box by selecting Legal OR from your Desktop under the Legal icon for the case. Additional information includes: Scheduled Date and Time Participant Name and Person ID for whom the Legal Action is scheduled Date Last Updated, which is the date the Legal page itself was updated last To access Pending Diligent Searches The Pending Diligent Search(es) group box displays hyperlinks to the associated Diligent Search for Parent page. Hyperlinks indicate the Purpose and Date Entered. If there is more than one pending diligent search, they appear in order from oldest to newest based on the Create Date. 5. Click the Diligent Search Purpose hyperlink. 6. The Diligent Search for Parent page displays. 7. View or edit information on the Diligent Search for Parent page as Page 28 of 59 December 7, 2018

29 needed. This group box only displays "pending" Diligent Search for Parent pages where there is not a Diligent Search Outcome and associated Date documented. After the Pending Diligent Search for Parent page is complete, the hyperlink does not display in the group box. You can access it from the center panel group box by selecting Legal OR from your Desktop under the Legal icon for the Case. To access Adoption Information The Adoption Information group box displays the participant's name (Last Name; Suffix; First Name; Middle Name) and associated Person ID as a hyperlink in alphabetical order. 1. Click the Participant Name and Person ID hyperlink. 2. The Adoption Information page displays. 3. View or edit information on the Adoption Information page as needed. Additional information includes: Date Last Updated To access Adoption Subsidy Agreement An Adoption Subsidy Agreement hyperlink displays, if available, under all the Adoption Information hyperlinks and is sorted alphabetically. 1. Click the Adoption Subsidy Agreement hyperlink. 2. The Adoption Subsidy Agreement Information page displays. 3. View or edit information on the Adoption Subsidy Agreement Information page as needed. Page 29 of 59 December 7, 2018

30 December 7, 2018 Additional information includes: Case Participant Name Person ID Date Last Updated FSFN only permits one Adoption Information page for a person, based on Person ID, across the FSFN system. FSFN only permits one open (non-terminated) Adoption Subsidy Agreement Information page for a person, based on Person ID, across the FSFN system. Page 30 of 59

31 December 7, 2018 Center Group Box The center group box of the Case Book changes dynamically, depending on what work type you select in the drop down located at the top of the group box. When the Case Book initially displays, the work type is defaulted to Case Notes. The other values you can select include Adoption, Assessment and Planning, Assignments, Eligibility, File Cabinet, Intakes, Investigations/Special Conditions Referrals, Legal, Meetings, Placements, Service Request Authorization and Services. Key Tasks Remember, if you modify information on any page that displays on Case Book, you must click the Refresh button on Case Book to see the modified data, if applicable. FSFN updates Case 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 ALL persons, active or inactive, in the FSFN Case, created or updated within the last 24 months. Adoption displays Adoption Information (regardless if created in the FSFN Case since there can only be ONE per Person ID across the FSFN system); Adoption Subsidy Agreement Information; Adoption Photos; Sibling Group Photos; and Post Adoption Services (regardless if created in the FSFN Case since there can only be ONE per Person ID across the FSFN system). The hyperlinks display just as they do on your Desktop, except there is no need to expand or drill down to view the work. Within the grouping of Adoption Information pages, they will display, by person, in alphabetical order based on last name, then first name and middle name. Within the grouping of Adoption Subsidy Agreement Information pages, they will display, by person, in alphabetical order based on last name, then first name and middle name. Then for each child, the Adoption Subsidy Agreement Information pages will display in chronological order newest to oldest based on Create Date/Time. Within the grouping of Adoption Photos (individual), they will display, by person, in alphabetical order based on last name, first name and middle name and will display for each child with the Web Ready first and then Not Web Ready. Within the grouping of Sibling Group Photos, they will display newest to oldest based on Date Document Scanned and will display with the Web Ready first and then Not Web Ready. Finally, within the grouping of Post Adoption Services, they will display by person, in alphabetical order based on last name, then first name and middle name, regardless if the Post Adoption Services page was created in the Case for which Case Book was accessed. This is because the Post Adoption Services page is based on Person ID across all FSFN Cases in which that person is a Case Participant. If a Case Participant s Person ID is linked to a Post Page 31 of 59

32 December 7, 2018 Adoption Services page, then that person s Post Adoption Services page will display on Case Book. 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. To access Assessment 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 ALL persons, active or inactive, in 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. Assessments and Planning work displays in the center group box. 2. Click the FFA Investigation, Safety Plan, PDA, Risk Assessment, FFA Ongoing, Page 32 of 59

33 December 7, 2018 Case Plan Worksheet, Progress Update or Judicial Review Worksheet 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 or the ID associated with the piece of work is displayed within the hyperlink OR underneath the hyperlink in plain black text. NOTE: For the Risk Assessment, FFA Ongoing, and Progress Update, the Status will be displayed directly to the right of the page name. 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 Safety Plan outliner, 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 dates outlined below. All Assessment and Planning pieces of work will be displayed with their associated numeric identifier displayed directly to the right of the page name within 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 Completion Date o Case Plan Worksheet displays the Date Last Modified o Progress Update displays the Create Date and Completion Date o Judicial Review Worksheet displays the Date Last Modified Page 33 of 59

34 December 7, 2018 To access Assignments When Assignments display in the center group box, the assigned worker s name is a hyperlink. Only the open (active) assignments display and are sorted by start date (newest to oldest). 1. Above the center group box in the Work Type drop down, select Assignments. All open worker case assignments display in the center group box. 2. Click the Assigned Worker Name hyperlink. 3. The Worker Assignment page displays. 4. View or edit information on the Worker Assignment page as needed. Page 34 of 59

35 December 7, 2018 Additional information includes: Worker Type Role Start Date and Time Location (Unit Name) To create Assignments The Actions hyperlink displays to the right of the Assigned Worker Name hyperlink. Similar to the Desktop, you can create case assignments if you have the security profile to do so. 1. Click the Actions hyperlink. 2. The Actions pop-up page displays with the Create Assignment radio button preselected. 3. Click Continue. 4. The Create Worker Assignment page displays. 5. Complete the Create Worker Assignment page as needed. To access Case Notes Case Notes displays by default when Case Book initially opens or is refreshed. Case Notes created or updated within the last three (3) months display. Case Notes created within an Adult or Child Investigation or Special Conditions Referrals 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. Page 35 of 59

36 December 7, 2018 Additional information includes: All Case Notes Types (separated by a semi-colon) Contact Begin Date and Time 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. 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 Case Book from your Desktop. If the Narrative contains more than 200 characters, appears after the 200th character indicating additional narrative information is available on the Case Notes page. 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 within the FSFN Case display as hyperlinks in the center group box when the Work Type selected is Eligibility. They appear exactly as the same eligibility records display on the Desktop. 1. Above the center group box in the Work Type drop down, select Eligibility. 2. Click the Eligibility hyperlink to access the appropriate page. 3. View or edit information on the page as needed. The following information, if available, appears for each child to whom it applies: Page 36 of 59

37 December 7, 2018 Medicaid Eligibility Determination Eligibility From Date Eligibility Review Date (if applicable) Child Name TANF Eligibility (Foster Care & Adoption) Eligibility From Date Child Name Title IV-E Eligibility (Foster Care) Eligibility From Date Eligibility Review Date (if applicable) Child Name Title IV-E Eligibility (Adoption) Eligibility Effective From Date Eligibility Void or Termination Date (if applicable) Child Name Eligibility Status 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 the Search (Utility) page. Be sure to clear the Date Restricted check box 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. 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 and Type. All 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) display, except those with the Imaging Category of Medical Records. In addition, Adoption Photos and Person Management Photos are not displayed. Page 37 of 59

38 December 7, 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 hyperlink. 3. The Imaging page displays. 4. Click the View hyperlink to view the file or image. Additional information includes: File Name Date Document Scanned Associated case participant Depending on your security profile, the Delete hyperlink may be valuable on the Imaging page. Reference the File Cabinet User Guide for more information on deleting images and files on the DCF FSFN website ( Page 38 of 59

39 December 7, 2018 To access Intakes When Intakes is selected from the Work Type drop down, the center group box automatically displays all Intake pages linked to the FSFN Case received within the last 12 months (1 year). 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 The Screening Reason is the Decision on the Decision tab of the Intake page; the County is the Intake County identified on the Intake p a g e. 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 h y p e r l i n k. Page 39 of 59

40 December 7, 2018 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 linked to 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. 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) Page 40 of 59

41 December 7, 2018 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. To access Legal When Legal is selected from the Work Type drop down, the center group box automatically displays all relevant pages associated to ALL persons, active or inactive, in the FSFN Case, created or updated within the last 12 months. 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 Page 41 of 59

42 December 7, 2018 Additional information includes: For each Legal Record displayed, the Create Date and Participant Name are displayed as part of the hyperlink. For each Legal Document displayed, 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 and Date Entered are displayed as part of the hyperlink. To access Meetings Meetings associated to the FSFN Case 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 Subject Participant, if applicable Page 42 of 59

43 December 7, 2018 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 FSFN Case. 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. Relevant 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 Service Category and Type Begin Date and End Date (if applicable) Provider Name Participant Name County of the Worker who created the Placement Approval/ Closed Status Removal/ Discharge indicator Ending Reason (if applicable) Living Arrangement Begin Date End Date (if applicable) Living Arrangement Type Participant Name Private Adoption Participant Name Agency Type Agency Name Status Adoption Outcome (if applicable) Adoption Finalization Date (if applicable) Family Support Begin Date End Date (if applicable) Referral Type Participant Name Ending Reason (if applicable) Page 43 of 59

44 December 7, 2018 To access Service Request Authorization Service Request Authorization pages associated with the FSFN Case 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, Participant Name with 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. Page 44 of 59

45 December 7, 2018 The Service Request Authorization pages display in the following order: sort first alphabetical by last name, first name and then middle name; then sort active (not complete); then sort by Request Date. To access Services Services display in the center group box when the selected Work Type is Services. The hyperlinks indicate the Service Category and Type. This includes all open services and any services ended within the last 24 months. 5. Above the center group box in the Work Type drop down, select Services. Hyperlinks to the Services pages display in the center group box. 6. Click the Service Category Type hyperlink. 7. The Service page displays. 8. 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 45 of 59

46 December 7, 2018 Search from Case Book About Searching for Case Notes and Images/Files from Case Book Case Book provides you direct access to search for Case Notes and uploaded images and files associated to the FSFN Case. The Case Notes Search Criteria and File Cabinet Search hyperlinks are located at the top, center of Case Book. They are the same pages you access if you click the Actions hyperlink beside a case on the Desktop and then select the applicable radio button from the Actions pop-up page. Key Tasks For more information on searching cases notes and images, see the Notes and File Cabinet User Guides on the DCF FSFN website ( To search for a Case Note from Case Book 1. Click the Case Notes Search Criteria hyperlink. 2. The Case Notes Search Criteria page displays. 3. Conduct search as needed. To search for an Image (file) in the File Cabinet from Case Book 1. Click the File Cabinet Search hyperlink. 2. The File Cabinet Search page displays. 3. Conduct search as needed. Page 46 of 59

47 Create Work from Case Book Another benefit of Case Book is a more streamlined method to create pieces of work. If you are assigned to the FSFN Case and accessed Case Book from your Desktop, the Create Case Work hyperlink and the Case and Participant Actions list boxes provide you hyperlinks to create some of the most common pieces of work. This user guide does not cover details on creating specific pieces of work. For more information on creating work, see the specific user guide for that work on the DCF FSFN website ( If you access Case Book from the Search (Utility) page, it displays in view-only mode even if you have an assignment to the case. In addition, the Create Case Work hyperlink and the Case and Participants Actions list boxes do not display. Your security profile controls if you can create specific types of work. While you may see a hyperlink, your security profile may prohibit you from actually creating the piece of work. Remember, if you create a new page, you must click the Refresh button on the Case Book to see the new data. FSFN updates the Case Book with the most recent, up-todate information and resets the center drop down default to Case Notes. About Creating Case Work from Create Case Work Hyperlink The Create Case Work hyperlink at the top, center of Case Book is a convenient method to launch the Create Case Work page. It is the same page accessed by clicking the Case Work command button on the Banner Bar from your Desktop. The advantage of using this hyperlink is the FSFN Case is pre-selected, so you only need to select the type of work and case participant(s), if applicable. For Case Level pieces of work being created, a participant cannot be selected and therefore only the type of work being created must be selected. Key Tasks To create a piece of work from the Create Case Work page 1. Click the Create Case Work hyperlink. 2. The Create Case Work page displays. 3. In the Case Work Items group box, select the appropriate work type. 4. In the Case Participants group box, select the appropriate participant(s), if applicable. 5. Click Create. The applicable page displays and you can complete the page as needed. Page 47 of 59 December 7, 2018

48 Before creating any piece of work, check the work area on Case Book, as it may already exist. About Creating Case Level Work from the Case Actions List Box The Case Actions list box provides you quick access to create some of the most common pieces of work. You use the hyperlinks in the Case Actions list box to create new Case Level pieces of work for the selected Case. The hyperlinks directly launch the page you want to create. Key Tasks To create an Adult Investigation page 1. In the Case Actions list box, click the Adult Investigation hyperlink. 2. The Intake Link page displays. 3. Select the appropriate Initial Adult Intake and click Continue. 4. The Adult Investigation page displays. 5. Complete the Adult Investigation page as needed. To create a Case Notes page 1. In the Case Actions list box, click the Case Note hyperlink. 2. The Case Notes page displays. 3. Complete the Case Notes page as needed. To create a Case Plan Worksheet page 1. In the Case Actions list box, click the Case Plan Worksheet hyperlink. 2. The FFA Ongoing/ Progress Update Selection pop-up page displays. Page 48 of 59 December 7, 2018

49 3. Select the appropriate FFA Ongoing or Progress Update and click Continue. 4. The Case Plan Worksheet page displays. 5. Complete the Case Plan Worksheet page as needed. To create a Child Investigation page 1. In the Case Actions list box, click the Child Investigation hyperlink. 2. The Intake Link page displays. 3. Select the appropriate Initial Child Intake and click Continue. 4. The Child Investigation page displays. 5. Complete the Child Investigation page as needed. To create a Diligent Search for Parent page 1. In the Case Actions list box, click the Diligent Search for Parent hyperlink. 2. The Diligent Search for Parent page displays. 3. Complete the Diligent Search for Parent page as needed. To create an FFA Ongoing 1. In the Case Actions list box, click the FFA Ongoing hyperlink. 2. The Investigation Selection pop-up page displays. 3. Select the applicable FFA Investigation and click Continue OR a. The FFA Ongoing page displays 4. Click Create and the following validation message displays: Page 49 of 59 December 7, 2018

50 5. Click Yes and the FFA Ongoing/ Progress Update Selection pop-up page displays. 6. Select the applicable FFA Ongoing or Progress Update and click Continue or click Create. 7. The FFA Ongoing page displays. 8. Complete the FFA Ongoing page as needed. To create a Judicial Review Worksheet 1. In the Case Actions list box, click the Judicial Review Worksheet hyperlink. 2. The Judicial Review Select Case Plan Worksheet pop-up page displays. 3. Select the appropriate Case Plan Worksheet and click Continue. 4. The Judicial Review Worksheet page displays. 5. Complete the Judicial Review Worksheet page as needed. To create a Legal Document 1. In the Case Actions list box, click the Legal Document hyperlink. 2. The Legal Document History page displays. 3. Click the Copy hyperlink or click Create. 4. The Legal Documentation page displays. 5. Complete the Legal Documentation page as needed. Page 50 of 59 December 7, 2018

51 To create a Present Danger Assessment (PDA) 1. In the Case Actions list box, click the Present Danger Assessment hyperlink. 2. The Present Danger Assessment page displays. 3. Complete the Present Danger Assessment as needed. To create a Progress Update 1. In the Case Actions list box, click the Progress Update hyperlink. 2. The FFA Ongoing/ Progress Update Selection pop-up page displays. 3. Select the applicable FFA Ongoing or Progress Update and click Continue. 4. The Progress Update Select Case Plan Worksheet pop-up page displays. 5. Select the applicable Case Plan Worksheet and click Continue. 6. The Progress Update page displays. 7. Complete the Progress Update page as needed. To create a Safety Plan 1. In the Case Actions list box, click the Safety Plan hyperlink. 2. The Safety Plan page displays. 3. Complete the Safety Plan page as needed. To create a Special Conditions Referral page 1. In the Case Actions list box, click the Special Conditions Referral hyperlink. 2. The Intake Link page displays. 3. Select the appropriate Initial Special Conditions Referral and click Continue. 4. The Special Conditions Referral page displays. 5. Complete the Special Conditions Referral page as needed. Page 51 of 59 December 7, 2018

52 About Creating Participant Level Work from Participant Actions List Box You use the Participant Actions (Create Case Work) list box to create a new participant specific piece of work for "active" case participants. The hyperlinks launch the Create Case Work page. It is the same page launched by clicking the Case Work command button on the Banner Bar from your FSFN Desktop. The advantage to using these hyperlinks is the type of work and case are preselected, so you only need to select the appropriate case participant(s). Key Tasks To create a Child Placement Agreement 1. In the Participants Actions list box, click the Child Placement Agreement hyperlink. 2. The Create Case Work page displays. 3. Child Placement Agreement is selected as Default within the Create Case Items group box 4. Select the applicable Case Participant Page 52 of 59 December 7, 2018

53 To create an Education page 1. In the Participants Actions list box, click the Education hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. The Education page displays. 6. Complete the Education page as needed. Before creating, check the Education group box to determine if an Education page already exists in the current FSFN Case for the participant that has been updated within the last 6 months. If an Education page exists but has not been updated within 6 months, it does not display in the Education group box. When you click the Education hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if an Education page already exists for the participant in that specific FSFN Case. If so, FSFN displays a Validation Error dialog box with the message: An Education record already exists for this case participant. Please access it via the outliner. You must click the applicable Education hyperlink from Case Book or access your Desktop Education icon, to update the Education page. Be sure to clear the Date Restricted check box on your Desktop to ensure all Education pages display, if applicable. To create a Family Support page 1. In the Participants Actions list box, click the Family Support hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. The Family Support page displays. 6. Complete the Family Support page as needed. Before creating, check the center group box (Placements) to determine if the participant is in a current (open) Living Arrangement, Out-of-Home Placement, Family Support, or pending Private Adoption. When you click the Family Support hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if a participant is currently in a Living Arrangement, Out-of-Home Placement, Family Support, or pending Private Adoption. FSFN also checks for other criteria, such as an appropriate age, required to create a Family Support page. If an issue is identified, FSFN displays a Validation Error dialog box with the Page 53 of 59 December 7, 2018

54 appropriate message stating why you cannot create the Family S u p p o r t. To create a File Cabinet/Imaging page 1. In the Participants Actions list box, click the File Cabinet hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant(s). 4. Click Create. 5. The File Cabinet page displays. 6. Complete the File Cabinet page as needed. Select multiple participants by holding down the Ctrl key, if applicable. You can click the File Cabinet hyperlink to upload a file or image to the File Cabinet for the case. You can select one or more case participants to associate to the uploaded file. In addition, you can select the Image Category and Type on the new Imaging page. To create an Independent Living page 1. In the Participants Actions list box, click the Independent Living hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. The Independent Living page displays. 6. Complete the Independent Living page as needed. Before creating, check the Youth/Young Adult group box to determine if an Independent Living page already exists for the participant that has been updated within the last 24 months. If an Independent Living page exists but has not been updated within 24 months, it does not display in the Youth/Young Adult group box. When you click the Independent Living hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if an Independent Living page already exists for the participant. If so, FSFN displays a Validation Error dialog box with the message: Pending Independent Living Plan exists for the specified participant. Please access it via the Case Outliner. You must click the applicable Independent Living hyperlink from Case Book or access your Desktop Youth/Young Adult icon, to update the Independent Living page. Be sure to clear the Date Restricted check box on your Desktop to ensure all Independent Living pages display, if applicable. To create a Legal Record Page 54 of 59 December 7, 2018

55 1. In the Participants Actions list box, click the Legal Record hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. A validation prompt is displayed indicating that a Legal Action must be created to save the Legal Record and asks if you wish to create the Legal Action now. 6. Click Yes. 7. The Legal Action Copy page displays. 8. Click the applicable Copy hyperlink OR click Create. 9. The Legal Action page displays. 10. Complete the Legal Action page as needed. Before creating, check the center group box, selecting Legal from the drop down, to determine if a Legal Record already exists for the participant, in that FSFN Case, which has been updated within the last 12 months. If a Legal Record exists in that FSFN Case but has not been updated within 12 months, it does not display in the center group box when Legal is selected. When you click the Legal Record hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if Legal Record already exists for the participant in that FSFN Case. If so, FSFN displays a Validation Error dialog box with the message: A Legal Record already exists for the child. Please access the child s Legal Record via the outliner. You must click the applicable Legal Record hyperlink from Case Book or access your Desktop Legal icon, to update the Legal Record. Be sure to clear the Date Restricted check box on your Desktop to ensure all Legal Record pages display, if applicable. To create a Living Arrangement page 1. In the Participants Actions list box, click the Living Arrangement hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. The Living Arrangement page displays. 6. Complete the Living Arrangement page as needed. Before creating, check the center group box (Placements) to determine if the participant is in a current (open) Living Arrangement, Out-of-Home Placement, Family Support, or pending Private Adoption. Page 55 of 59 December 7, 2018

56 When you click the Living Arrangement hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if a participant is currently in a Living Arrangement, Out-of-Home Placement, Family Support, or pending Private Adoption. FSFN also checks for other criteria, such as an appropriate age, required to create a Living Arrangement. If an issue is determined, FSFN displays a Validation Error dialog box with the appropriate message stating why you cannot create the Living Arrangement. To create a Medical/Mental Health page 1. In the Participants Actions list box, click the Medical/Mental Health hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. 5. The Medical/Mental Health page displays. 6. Complete the Medical/Mental Health page as needed. Before creating, check the Medical/Mental Health group box to determine if a Medical/Mental Health page already exists for the participant, within that FSFN Case, that has been updated within the last 6 months. If a Medical/Mental Health page exists for that FSFN Case but has not been updated within 6 months, it does not display in the Medical/Mental Health group box. When you click the Medical/Mental Health hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if a Medical/Mental Health page already exists for the participant in that FSFN Case. If so, FSFN displays a Validation Error dialog box with the message: A Medical/Mental Health record already exists for this case participant. Please access it via the outliner. You must click the applicable Medical/Mental Health hyperlink from Case Book or access your Desktop Medical Mental Health icon, to update the Medical/Mental Health page. Be sure to clear the Date Restricted check box on your Desktop to ensure all Medical/Mental Health pages display, if applicable. You can only create a Medical/Mental Health page if you have the appropriate security profile. To create an Out-of-Home Placement page 1. In the Participants Actions list box, click the Out-of-Home Placement hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. Page 56 of 59 December 7, 2018

57 4. Click Create. 5. The Out-of-Home Placement page displays. 6. Complete the Out-of-Home Placement page as needed. Before creating, check the center group box (Placements) to determine if the participant is in a current (open) Living Arrangement, Out-of-Home Placement, Family Support, or pending Private Adoption. When you click the Out-of-Home Placement hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN determines if the participant is currently in a Living Arrangement, Out-of- Home Placement, Family Support, or pending Private Adoption. FSFN also checks for other criteria, such as an appropriate age, required to create an Out-of-Home Placement. If an issue is determined, FSFN displays a Validation Error dialog box with the appropriate message stating why you cannot create the Out-of-Home Placement. To create a Placement Request page 1. In the Participants Actions list box, click the Placement Request hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant(s). 4. Click Create. 5. The Placement Request page displays. 6. Complete the Placement Request page as needed. Select multiple participants by holding down the Ctrl key, if applicable. When you click the Placement Request hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN checks for the criteria, such as an appropriate age, required to create a Placement Request. If an issue is determined, FSFN displays a Validation Error dialog box with the appropriate message stating why you cannot create the Placement Request. To create a Services page 1. In the Participants Actions list box, click the Services hyperlink. 2. The Create Case Work page displays. 3. In the Case Participants group box, select the appropriate participant. 4. Click Create. Page 57 of 59 December 7, 2018

58 5. The Services page displays. 6. Complete the Services page as needed. Before creating, check the center group box (Services) to determine if the participant already has the appropriate services. When you click the Services hyperlink and subsequently click the Create button from Create Case Work after selecting the applicable participant, FSFN checks for the criteria, such as an appropriate age, required to create a Service. If an issue is determined, FSFN displays a Validation Error dialog box with the appropriate message stating why you cannot create the Service. Page 58 of 59 December 7, 2018

59 Additional Features of Case Book About Printing Case Book FSFN provides an enhanced print capability for Case Book. When you click the Print icon on the FSFN Banner, the entire contents of Case Book print, including information that is scrolled out of view. You can use this print feature to print a case summary, similar to a Face Sheet. About Refreshing Case Book FSFN updates all data on Case Book when you click the Refresh button. When you initially launch the Case Book page, FSFN pulls in the most recent, up-to-date information and displays it in Case Book. While you have Case Book open, data on the FSFN pages can be updated, by either you or other users based on security and how Case Book was accessed. It is good practice to refresh Case Book occasionally. FSFN updates Case Book with the most recent, up-to-date information and resets the default option for the center drop down to Case Notes. About Closing Case Book Similar to Close buttons on other pages, when you click the Close button on Case Book, FSFN returns you to the page from which you launched Case Book, either your Desktop or the Search (Utility) page. Page 59 of 59 December 7, 2018