August 17, 2018 Prepared for State of Florida Department of Children and Families
() Change History Modification Date Reference ID Change Description Author(s) Section Modified 12/15/2013 Transformation Updated ; UHS; Background checks 04/02/2015 CR 426 Background Check Process 10/30/17 Changes as part of UHS enhancements 12/22/2017 Incorporated feedback from DCF 04/25/2018 UHS Incorporated DCF feedback 07/05/2018 PPI Updates per PPI Enhancements Enhancement Team Enhancement Team Chris Gosselin Chris Gosselin Kortney Rudd Nicole Balanoff Entire document Throughout Throughout Throughout Throughout August 17, 2018 Page 2 of 27
() Table of Contents About... 5 The Intended Audience... 5 Prerequisite Knowledge... 5 Related Resources... 6... 7 About... 7 Key Tasks... 7 To search for an existing Person Provider... 7 To create a Person Provider Member...10 The Member tab... 13 About the Member tab...13 Key Tasks...13 To add or edit members via the Member tab...13 The Basic Tab... 15 About the Basic tab...15 Key Tasks...15 To complete the Basic tab...15 To accept a...16 To reject a...17 The Action and Text list box... 19 About the Actions and Text List Box...19 Key Tasks...19 To access the Comments...19 To access the Background Check Request page...20 To access the Unified Home Study...21 The Unified Home Study (UHS) page... 22 About the Unified Home Study page...22 Key Tasks...22 To initiate a Unified Home Study...22 August 17, 2018 Page 3 of 27
() Person Provider Background Checks... 24 About the Background Checks for Person Providers...24 Key Tasks...24 To request background checks from the...24 To request background checks from the Unified Home Study...25 August 17, 2018 Page 4 of 27
() About The Florida Safe Families Network () s helps you understand the steps to complete your work in the system. This user guide does not cover every system feature built into but describes the most commonly used functions to complete your day-to-day work in the application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the system as a support tool in your important work of safeguarding the safety, permanency, and well-being of the children, families, and adults involved with the Department of Children and Families in Florida. The Intended Audience This user guide serves a wide audience of end users who include: Provider Specialists Child Protective Investigators Hotline Criminal Investigation (CI) Unit Ongoing Case Managers Provider Management Supervisors Support and Data Entry Staff Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional s, How Do I Guides, or other information, visit the DCF Website (http://fsfn.dcf.state.fl.us). You must have a working understanding of Florida Department of Children and Families Policies and Practices as related to the use and operation of. You must have a working understanding of the basic navigation and functionality. See the Multi-Topic Basics and How Do I Guide. If you are a supervisor, also see the Multi-Topic Supervisory and How Do I Guide. Key tasks described in this guide start at the Desktop, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three (3) pages, see the s for Multi-Topic Basics, Case Book, and Person Book. The Search page referred to within this user guide is the Search page with four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other type of searches may be referred to as data retrieval searches. These searches use different search August 17, 2018 Page 5 of 27
() 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 Website (http://fsfn.dcf.state.fl.us) for online access to additional resources to support system end users, including: Project Information Online Web-based Training (WBT) s How Do I Guides (job aids) Topic Papers (System Functionality Design) Reference Data (Selection Values) August 17, 2018 Page 6 of 27
() About The documents in the Florida Safe Families Network () system, a person s initial inquiry into becoming a Person Provider (i.e., licensed or unlicensed foster parent, relative or non-relative caregiver, adoptive parent, licensing). The process to become a Person Provider begins with the worker searching within, creating a new person or updating an existing one, and initiating a Unified Home Study and background check(s). Upon initial save, assigns the to the worker who created the Inquiry, resulting in the displaying on the Outliner under the My Intakes expando. The user then makes an acceptance decision. For inquires with the type of Investigation, the provider is assigned to a Default Worker. Once a worker accepts an inquiry, a Person Provider record is created based on the information gathered in the inquiry process. Key Tasks To search for an existing Person Provider 1. From the Desktop, click Create from the menu bar. 2. From the Create menu, select Provider Inquiry and then Person. The Search Person page displays. A worker can search by Name, SSN, or other system identifier, such as Person ID. 3. Click the Search button. 4. If there is a match, use the Select hyperlink in the Persons Returned group box to select the desired Person(s). 5. Click the Add participant(s) button. The Participant(s) selected display in the Participants group box. August 17, 2018 Page 7 of 27
() 6. Click Continue. August 17, 2018 Page 8 of 27
() 7. On the page Member tab, the selected participant(s) populate the Household Members group box. August 17, 2018 Page 9 of 27
() To create a Person Provider Member 1. Complete a search by repeating steps 1 3 in the Key Task, To search for an existing Person Provider, refer to section above. 2. Click Search. The system displays a validation message, No matching data found for the criteria specified. 3. Click Close on the validation message. 4. Within the Persons Returned group box, click Create. The Create Person page displays. August 17, 2018 Page 10 of 27
() 5. Enter data in the Participant Information, Address (required for Caregiver 1), and Phone group boxes. 6. Click Continue. The Search page displays. August 17, 2018 Page 11 of 27
() 7. Click Continue. The page displays with the newly created household member. August 17, 2018 Page 12 of 27
() The Member tab About the Member tab The Member tab documents information for members of the household as well as nonhousehold members. The user searches for members of the household when initially creating the Person Provider Inquiry but can add additional household members using the Add/Edit button in the Household Members group box or edit existing inquiry members. If appropriate, users can add non-household members who have significant caregiving responsibility, routine contact with the household members in the Non-Household Members group box. The following fields pre-fill from data on the Person Management page into the Non-Household Members group box: Name, Date of Birth, Address, Home Phone, and Cell Phone. If necessary, clicking the Delete hyperlink in the Action column removes the Non-Household Member from the group box; however, after finalizing the, the Delete hyperlink is no longer available. The worker can create a Unified Home Study for the potential provider and initiate background checks for all the household and non-household members if needed. Key Tasks To add or edit members via the Member tab 1. On the Member tab, select a Role for each household member. One member must have the role of Caregiver 1. 2. Click the Add/Edit button to add additional household members to the inquiry or to edit information for the existing household members in the inquiry. 3. If appropriate, within the Non-Household Members group box, click Insert to add participants who do not live in the home, but have significant, routine contact with the household members. 4. Repeat steps 1-7 in the Key Task, To create a Person Provider Member. 5. Select the appropriate SSN Verified radio button. 6. Select the non-household member s Role in relationship to the Caregiver 1. 7. If selecting Other as a role, enter text in the Description field. August 17, 2018 Page 13 of 27
() 8. Click the Basic tab August 17, 2018 Page 14 of 27
() The Basic Tab About the Basic tab The Basic tab displays information about the potential provider s home, such as the address of Caregiver 1, which derives from the address listed on the Person Management page. The Primary Language Spoken in the family defaults to English but is editable. When selecting the Marital Status, it must agree with the household composition. For example, if a Caregiver 1 and a Caregiver 2 are household members, the user cannot select the Single Male value. The Basic tab documents the Inquiry Type, the Primary Referral Source, and the Date of Initial Inquiry into Becoming a Foster/Adoptive Parent. The becomes a Person Provider if the worker selects the Accept radio button in the Worker group box. If the worker selects the Not Accept radio button in the Worker group box, the Person Provider Inquiry is closed. Key Tasks To complete the Basic tab 1. From the Home Information group box, select the Primary Language spoken in the Caregiver 1 s household. The Primary Language Spoken in the family defaults to English but is usermodifiable. 2. From the Home Information group box, select the Marital Status for Caregiver 1. When selecting the Marital Status, it must agree with the household composition. 3. From the Inquiry Information group box, select the Inquiry Type. 4. If the Inquiry Type is Foster Care or Adoption, enter a date in the Date of Initial Inquiry into Becoming a Foster/Adoptive Parent field. 5. Click Save. August 17, 2018 Page 15 of 27
() To accept a 1. On the Basic tab within the Worker group box, select the Accept radio button. 2. Select a value from the Reason drop down. 3. Click Save. 4. Click Close. The is now a Person Provider. August 17, 2018 Page 16 of 27
() To reject a 1. On the Basic tab within the Worker group box, select the Not Accept radio button. 2. Select a value from the Reason drop down. 3. Click Save. 4. Click Close. Using the Navigational Search page, the Search tab will allow the user to search all pages for all statuses (Pending, Approved and Not Approved). The Approved Person Providers Inquiries will return the associated Person Provider record. August 17, 2018 Page 17 of 27
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() The Action and Text list box About the Actions and Text List Box The Actions list box displays a hyperlink to launch the Unified Home Study page. (See the Unified Home Study or Unified Home Study How Do I Guide for detailed information.) The Text list box provides a Comments hyperlink for the user to document Comments relevant to the specific person provider. Key Tasks To access the Comments 1. On the page within the Text list box, click the Person Provider Inquiry Comments hyperlink. A blank Microsoft Word document launches. August 17, 2018 Page 19 of 27
() To access the Background Check Request page 1. On the page within the Actions list box, click the Submit Background Check Request hyperlink. The Background Check Request page displays and all the Household and Non-Household members who are 12 years or older will display. August 17, 2018 Page 20 of 27
() To access the Unified Home Study 1. On the page within the Actions list box, click the Unified Home Study hyperlink (the UHS hyperlink will ONLY display for Person Provider Inquiries created prior to August 17, 2018). The Unified Home Study page displays in view or maintain mode. August 17, 2018 Page 21 of 27
() The Unified Home Study (UHS) page About the Unified Home Study page You can access a pending Unified Home Study (UHS) in maintain mode or view a completed UHS in a record for Person Provider Inquiries created prior to August 17, 2018. When accessed from the Desktop, the UHS opens in view mode if the UHS is complete and approved or maintain mode if the UHS is pending completion or supervisor approval. Key Tasks To initiate a Unified Home Study 1. On the page (for Person Provider Inquires completed prior to August 17, 2018) within the Actions list box, click the Unified Home Study hyperlink. The Unified Home Study page displays in create mode. 2. For Person Provider Inquires created on or after August 17, 2018 the Unified Home Study hyperlink will be unavailable and the Unified Home Study must be created from the Person Provider after the is approved. August 17, 2018 Page 22 of 27
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() Person Provider Background Checks About the Background Checks for Person Providers Background checks must be completed on all Household and Non-Household members of Person Providers Inquiries who are 12 years of age or older. Enhancements completed to the page have allowed users to submit these requests directly from the inquiry page versus completing the Unified Home Study and requesting background checks at that time. A Submit Background Check Request hyperlink is now available on all pending and newly created Person Provider Inquiries. The Unified Home Study hyperlink is only available for pending Person Provider Inquiries created prior to August 17, 2018. Key Tasks To request background checks from the 1. Click the Submit Background Check Request hyperlink. The Background Check Request page will display. 2. In the Background Check Request group box, indicate whether the request type is for a planned placement or an emergency placement by selecting a radio button for the appropriate request type. 3. To submit a background check request for a household member or non-household member, select the check box next to the member s name from the Background Check? column. 4. Click the Request Background Check button to submit the request. 5. Within the Action column of the Background Checks Request group box, click the View hyperlink if the results of the background check displays. The View hyperlink launches the Background Screening pop-up page to access the background check information. Upon selecting the Request Background Check button, certain pieces of data that are necessary for processing background checks are required when submitting the request. The system will verify the data is captured and only once the validations are met will the request be submitted to the Background Check Listing queue. August 17, 2018 Page 24 of 27
() To request background checks from the Unified Home Study 1. In the Criminal Background Check Request group box on the Background Check Information tab from the Unified Home Study, indicate whether the request type is for a planned placement or an emergency placement by selecting a radio button for the appropriate request type. 6. To submit a background check request for a household member or non-household member, select the check box next to the member s name. 7. Within the Fingerprint Results Received column, select the Yes or No radio button. August 17, 2018 Page 25 of 27
() 8. If selecting Yes to Fingerprint Results Received, enter a date the Department received the results in the Date Received field. 9. If selecting No to Fingerprint Results Received, select a value from the Status drop down. 10. From the Criminal Background Check Request group box, click the Delete hyperlink if you manually entered a new row in error. 11. Click the Request Background Check button to submit the request. 12. Within the Action column of the Criminal Background Checks Completed group box, click the View hyperlink if the results of the background check displays. The View hyperlink launches the Background Screening pop-up page to access the background check information. Upon selecting the Request Background Check button, certain pieces of data that are necessary for processing background checks are required when submitting the request. The system will verify the data is captured and only once the validations are met will the request be submitted to the Background Check Listing queue. When the Request Type is Emergency Placement, additional validations for the Emergency Placement Background Checks will verify the data is captured and August 17, 2018 Page 26 of 27
() only once the validations are met will the Emergency Placement certification prompt be displayed (below). 13. Click Yes, the request will be sent to the Background Check Listing queue and the user will be returned to the Create Background Check pop-up page. OR Click No, the request will not be sent to the Background Check Listing queue and the user will be returned to the Create Background Check pop-up page. August 17, 2018 Page 27 of 27