Introduction to the Person Management module
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- Jasmin Bruce
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1 Introduction to the Person Management module To familiarize you with this new functionality, this module includes a system overview of the enhanced Person Management screens. The Person Management page currently exists in FSFN and is documented as part of the Intake and/or Maintain Case process. Every person added to FSFN has a single Person Management page with a unique, system generated Person ID. The Person Management page captures person centric information such as demographic information, identification numbers, aka s, as well as other person centric information. The Person Management page represents enhancements to FSFN and supports the following program goals to facilitate the safety of children and families: Improve quality and consistency of decision making Eliminate redundant processes and re-work Gain efficiencies through enhanced technology Modifications to the Person Management module in FSFN, contained within this training guide, support the following enhancements: Reduce duplicate data entry Streamline business processes By the end of this module, you will be able to: Describe the purpose, goal, and benefits of the enhanced Person Management pages Demonstrate the various methods of accessing Person Management pages Describe the enhancements to the Person Management pages Page 1 of 11
2 Selecting an existing participant s Person Management page Accessing an existing participant s Person Management record can be accomplished from your Desktop. Drill down on the Cases expando on your Desktop and click on a Case Name hyperlink. The Maintain Case page will appear and allow you to review the Participants group box containing all Active and Inactive Case Participants. From this group box, click on the desired Participant Name hyperlink for their Person Management page to be launched. Important point to note: Only users assigned to the case or provider with which the person is associated are able to update or create person information. Otherwise, the participant s Person Management page is view only. Page 2 of 11
3 Adding or creating a new participant to a case or provider To add a new participant to a case or provider, in the Participant group box, click Insert. Clicking Insert opens a Person Search page to initiate the process of verifying that the person is not already in the system. Once the search is complete, the user can either select from the potential participants found or create a new person record. In order to perform the search, enter a name in the Last and First Name fields in the Search Criteria and click the Search button. If the person is found, click on Select hyperlink next to the appropriate person s name and click Continue. If the person to add is not found, click Create to open a new person record. Enter the information for the new participant and click Save. If the system finds a possible duplicate, the Potential Person Match pop-up displays with possible matches. If a match does not exist in the returned list, proceed with creating a new record. Page 3 of 11
4 Basic tab on Person Management Person Management The Person Management page has been modified to streamline business processes and ensure duplicate data entry continues to be reduced. Therefore, person centric information is captured on the Person Management page and is alternately used to pre-fill various Eligibility pages. The following fields were modified or added to the page: Citizenship, Non-Citizen ID, If qualified non-citizen, indicate documentation supporting this status (e.g., I-551), SSN Number, SSN and Date Applied For. The Citizenship dropdown is now available to capture citizenship status. The dropdown contains three values to select from, as well as a null selection: U.S. Citizen, Qualified Non- Citizen and Non-Qualified Non-Citizen. The Non-Citizen ID field is conditionally enabled and not required if Qualified Non-Citizen or Non-Qualified Non-Citizen is selected in the Citizenship dropdown. Otherwise the field is disabled. Page 4 of 11
5 A new text field has been added If qualified non-citizen, indicate documentation supporting this status (e.g., I-551): This field is conditionally enabled and is a required text field if the Citizenship dropdown selection is Qualified Non-Citizen. Otherwise, the field is disabled. The SSN Number? dropdown contains values to select: Applied For, Exempt, Ineligible, Yes and null (blank). The SSN field is conditionally enabled and required if Yes is selected in the SSN Number? dropdown. Otherwise, the field is disabled. The Date Applied For field is conditionally enabled and required if the Applied For is selected from the SSN Number? dropdown. Otherwise, the field is disabled. A new value has been added to the ID Type field in the Identification group box of Previous FLORIDA PIN. This reference value is not user selectable when inserting a new Identification Type. The existing FLORIDA PIN and new Previous FLORIDA PIN rows cannot be deleted by a user and will be displayed disabled and grayed out. Page 5 of 11
6 Additional tab on Person Management There were no changes made to the existing functionality on the Additional tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Page 6 of 11
7 AKA Names tab on Person Management There were no changes made to the existing functionality on the AKA Names tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Page 7 of 11
8 Address tab on Person Management There were no changes made to the existing functionality on the Address tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Important Information Maintaining current address information on Person Management is important because this information pre-fills the Title IV-E Foster Care Eligibility page and is also sent to FLORIDA for purposes of Medicaid Eligibility Determinations. Page 8 of 11
9 Relationship tab on Person Management There were no changes made to the existing functionality on the Relationship tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Important Information Documenting the applicable Relationships is important because this information is used to populate Title IV-E Foster Care Eligibility. More importantly, it is used to determine which Deeming Roles are available on the Title IV-E Foster Care Eligibility and which participant s Income will be included when calculating and determining Eligibility. For more information on Title IV-E Foster Care Eligibility or how Deeming is calculated, please reference the Title IV-E Foster Care Eligibility Topic Paper and Deeming Guide Flowchart. Page 9 of 11
10 AFCARS/Other Participant Information tab on Person Management There were no changes made to the existing functionality on the AFCARS/Other Participant Information tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Important Information The Child is a Teen Parent check box indicates if the child is a teen parent. This is a user selected check box. This check box is responsible for FSFN deriving if the child is a Teen Parent as their Deeming Role on the IV-E Foster Care Eligibility page. This field is also responsible for FSFN dynamically displaying Teen Parent as a selection within the Deeming Role drop down for other Teen Parents living in the same household as the target child for whom the Eligibility is being determined. Page 10 of 11
11 Child/Adult Functioning and Parenting tab on Person Management There were no changes made to the existing functionality on the Child/Adult Functioning and Parenting tab on Person Management. The users should complete the appropriate information. For additional information related to fields on this page, please review the Person Management Topic Paper located on the FSFN Intranet. Page 11 of 11
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