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The Progress Report is to be used to document a family s progress on the ISP to the court. The existing Court Report will continue to be available to users for all case types in the event that a report to the court is required which is unrelated to a case plan. I. Accessing the Progress Report There are two ways to create and access the Progress Report. a. From the existing Court icon, click on the Report icon. b. The Select Progress Report/Court Report dialog box displays. All existing Court Reports (old format) and new Progress Reports (new format) will display in the grid. c. Select (highlight) an existing report in either format and click on SHOW. The selected report will display. d. To create a new Progress Report from this point, click on the NEW button. e. A KIDS Information pop-up displays, asking if you want to create a new Progress Report, Dispositional Report, Pre-Adjudication Court Report or a new Court Report. October 2010 Page 2
f. Click on the appropriate button to indicate your choice.»note: If you receive the following message: You need to review the hearing that is listed and make certain EVERYONE who was on the Progress Report for that particular hearing is on the HEARING DETAIL. You will NOT be able to create a new report until you fully document the hearing. g. Selecting Court Report will open a blank Court Report screen. Selecting Progress Report will cause the Select Associated ISP pop-up to display. Since Progress Reports must be associated with an existing ISP, you will need to select the ISP with which you will associate your new Progress Report. h. Select/highlight the appropriate ISP and click OK or click on the NEW ISP button to create a new ISP to associate. October 2010 Page 3
i. If you select one of the existing ISPs to associate, you will be taken to the Progress Report screen under the Case Plan/ISP toolbar. If you click NEW, a blank ISP screen displays. II. From the Case Plan icon, click on the Trmt/ISP icon. The Select ISP/Treatment Plan dialog box displays, listing all the existing Treatment Plans and ISPs. October 2010 Page 4
a. Because Progress Reports must be associated with an existing ISP, you will need to select the existing ISP with which you will associate your new Progress Report. Do this by selecting/highlighting the appropriate ISP and clicking on SHOW. b. You will be taken to the ISP toolbar, where both the ISP and Prog Rpt icons are enabled. c. Click on the ISP icon to view the selected ISP or on the Prog Rpt to enter the Progress Report screen. At this point, you have the option of creating a Dispositional Report, a Progress Report or a Pre- Adjudication Report with the ISP you selected in the previous step. Information Pop-up A Progress Report may only be associated with a Court Ordered ISP. October 2010 Page 5
III. The Progress Report screen consists of 7 tabs. a. Gen Info tab this is the first of the 7 tabs. i. Hearing/Review Date is the date of the actual Hearing and is a mandatory AFCARS field (labeled in red). The calendar function is available to the user upon the right click. ii. iii. District Court For is a mandatory picklist field including all the Oklahoma Counties. Report Creation Date is the date the report is created. The calendar function is available to the user upon the right click. October 2010 Page 6
iv. Hearing Review Type-- You are familiar with this mandatory field, which documents the kind of hearing for which the Progress Report is being written. However, a change has been made so that you can select more than one type of hearing, for instance Permanency and Court Review. When you make selections from the picklist, the Recommended Findings field (located on the Recommendations tab) enables and becomes mandatory. The exception to this is when the only selection is Good Cause/ICWA, the Recommended Findings field is not enabled. v. Judge s Name--contains the five standard KIDS name fields (Prefix, First, Middle, Last, and Suffix). The First and Last Name fields are mandatory. vi. PARB section This is a READ ONLY section. You now document PARB in the CONTACTS Screen. b. Clients/Permanency Plan Tab i. Client s Name field is a mandatory multi-select field where the picklist contains a listing of all participating clients in the case, unless the Plan Type is Permanency, Independent Living, or Independent Living and Permanency, when the client list will be filtered to only display clients participating as children in the case. In addition, you have the opportunity to document new or previously defined Permanency Plans and Concurrent Plans. When you click on the Select button, the Select Permanency Plan Goals window pops up. October 2010 Page 7
ii. iii. iv. The Select Permanency Plan Goals pop-up contains an inset grid that displays selections made in the Permanency Plan Detail section below. Select Client and Permanency Plan contains 3 picklist fields Client, Perm. Plan, and Concurrent Plan. Client and Permanency Plan are mandatory, while Concurrent Plan is optional. There is no relationship between the Permanency and Concurrent Plans selected here on the Progress Report and the one recorded on the ISP, that is, selections made here will not populate back to the ISP or from the ISP to here. The Perm. Plan label will display in red to indicate an AFCARS field. Select a client, permanency plan and concurrent plan, if applicable. Then click on the NEW button to create a new row in the grid to add other clients and plans. You may select parents in the client fields, but the Permanency and Concurrent Plans fields will be disabled so no selections can be made. Parents should be included here in order to populate on the printed Progress Report. When you click on ADD or Change, a message will pop up reminding you that you may need to create a new ISP, based on changes in the Permanency Plans. This also automatically populates the Termination Status for each child identified. October 2010 Page 8
c. Recommendations tab 4000 character mandatory text field Zoom box and spell check available. 4000 character mandatory text field Zoom box and spell check available. i. Recommended Findings This field is mandatory to approve, but not mandatory to save. ii. Recommendations (include information to assist the court in making findings recommended on the Gen Info tab. If child(ren) is not placed with a relative(s) or sibling(s), include the anticipated plan and time frame to achieve this goal iii. Progress Summary October 2010 Page 9
d. Updates tab this tab contains three large text fields to update information regarding the children and parent s situations. 4000 character mandatory text field Zoom box and spell check available. 4000 character mandatory text field Zoom box and spell check available. 4000 character text field Zoom box and spell check available. i. Child(ren) s current placement(s), adjustment in placement, placement preference(s), and comments. Child(ren) s situation (physical, emotional, educational, and psycho-social information. Include Independent Living information, if appropriate. ii. Parent s current living situation (financial, physical, mental, and emotional iii. Additional Information: not mandatory under any circumstances. e. Progress To Do s tab allows you to record progress made on the To Do s and Standard To Do s that were recorded in the ISP to which the Progress Report is associated. To Do s and Standard To Do s are brought from the ISP and populated to this screen. October 2010 Page 10
i. To Do s For this small inset grid displays all the clients for whom To Do s and Standard To Do s were created in the associated ISP. When a client is selected (highlighted) in the inset grid, the To Do s and Standard To Do s that were previously created in the associated ISP will display in the To Do s & Progress and the Standard To Do s & Progress sections of the tab. ii. To Do s & Progress section this section is made up of a multi-select field. Click on the Select button and the To Do & Progress response window displays. October 2010 Page 11
iii. Progress on To Do s window 1. To Do section this section of the window displays all of the previously created To Do s for the client selected on the To Do s For inset grid. This grid is read only. 2. Progress section - As each row in the inset grid is highlighted (selected), the text from the To Do will display in the 4000 character Progress field. You can choose to edit the text, supplement the text or delete it and re-write it. Zoom and Spell check are available. The Progress text field is mandatory to approve, but not to save except if the Progress Report is associated with a Family Recommended ISP. iv. Working the window when you have entered Progress text for a To Do, in order to move to the next Progress field, you should select another To Do in the inset grid and then add/edit text to the Progress field. When you have completed adding Text for the To Do s and click on the OK button, you will be returned to the Progress To Do s tab. OK is not enabled until a change is made in the Progress field. The text entered on the Progress on To Do s response window will be saved when you click on either ADD or CHANGE. v. Standard To Do s & Progress section this section is made up of a multi-select field. Click on the Select button and the Standard To Do & Progress response window displays. October 2010 Page 12
f. Contacts tab allows the user to document contacts with the child and parents by associating previously recorded Contacts from the Contacts icon. To allow for maximum flexibility, the association of Contacts to the Progress Report is not mandatory. There is a mandatory text field which requires a summary of Contacts with the child and parent. This box is completed by the worker to summarize the contacts that are selected. October 2010 Page 13
i. The Associate Contacts window allows you to select contacts from a listing of all the contacts that have been entered for the case and to connect them to the Progress Report. This allows you to reduce the amount of time you spend in rewriting information already recorded in KIDS in another place. ii. Scroll down the list of contacts and when you identify one you want to associate, highlight it and then click on the Make Association checkbox located in the bottom left corner of the window. A check will appear in the Associate column on the grid when the contact has been associated with the Progress Report. iii. Continue scrolling and associating contacts until you have selected all the necessary contacts. iv. To remove and associated contact, highlight the contact and click on the Make Association checkbox on the bottom of the screen. The check will disappear and the association will be severed. v. Click on OK to return to the Contacts tab. vi. You may use the SORT and FILTER buttons to limit the display of contacts for selection. For instance, you may choose to use the Filter to only display those Worker Visits with the children. October 2010 Page 14
vii. viii. When the user clicks on OK, after making selections to associate (or unassociate) to the Progress Report, the user is returned to the Contacts & Visits tab. The actual association is made at the Change or Add. NOTE: Contacts which have Addendums can be associated, however, if a contact is associated prior to the contact addendum, and then later an addendum is added to the contact, the addendum will not be included in the association. g. Visits tab allows the user to document visits between the child and parents or siblings by associating previously recorded Visits from the Visitation Log icon. To allow for maximum flexibility, the association of Visits to the Progress Report is not mandatory. There is a mandatory text field that requires a summary of Visits between the child and parent or siblings. October 2010 Page 15
i. Associated Visits this section is made up of a multi-select field, which is accessed by clicking on the Select button. The Associate Visits response window displays. ii. The Associate Visits window allows you to select Visits from a listing of all the Visits that have been entered for the case and to connect them to the Progress Report. This allows you to reduce the amount of time you spend in re-writing information already recorded in KIDS in another place. iii. Scroll down the list of Visits and when you identify one you want to associate, highlight it and then click on the Make Association checkbox located in the bottom left corner of the window. A check will appear in the Associate column on the grid when the contact has been associated with the Progress Report. iv. Continue scrolling and associating Visits until you have selected all the necessary Visits. v. To remove and associated contact, highlight the contact and click on the Make Association checkbox on the bottom of the screen. The check will disappear and the association will be severed. vi. vii. Click on OK to return to the Visits tab. You may use the SORT and FILTER buttons to limit the display of Visits for selection. For instance, you may choose to use the Filter to only display those Visits within a specific date range. October 2010 Page 16
This box is completed by the worker to summarize the visits that are selected. viii. When the user clicks on OK, after making selections to associate (or un-associate) to the Progress Report, the user is returned to the Visits tab. The actual association is made at the Change or Add. IV. Command Buttons The following command buttons are located on the Progress Report window: a. ADD This command button is enabled when any information is added to any field on any of the tabs. b. CHANGE This button is enabled when new data has been added after the initial ADD process has been completed one time. c. APPROVAL This button is enabled when all the mandatory fields are completed. Clicking on this button initiates the normal KIDS approval process. d. COPY this button is enabled after the first ADD is processed. This COPY function makes a copy of the Progress Report in focus. The newly copied report will be associated with the same ISP as the Progress Report from which it was copied. V. When the Progress Report/Court Report--04KI014E/04KI009E (CWS-KIDS-25/ CWS- KIDS-11) is selected to print, a new Select Progress Report/Court Report window displays. October 2010 Page 17
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VI. Select Progress Report/Court Report window displays all the Progress Reports and Court Reports which have been created for the case. Select the report you wish to print. Then click on the PRINT button. a. Print Progress Report with section. Each can be selected or de-selected as needed for your report. b. This box tells you who is listed in the Progress Report you have selected. All the clients for who the Progress Report is for should be listed in this section. October 2010 Page 19