Assets & Employment User Guide January 4, 2019 Prepared for State of Florida Department of Children and Families
Change History Release # Date CR # or Incident # Change Description Author(s) Section Modified Q2 2014 (1/16/2015) Eligibility Initial submission FSFN Enhancements Team 02/13/2015 Content updated to reflect DCF Review. FSFN Enhancements Team Initial submission 03/03/2015 Updates made based on DCF review and feedback FSFN Enhancements Team Access Assets and Employment; page 7 04/20/2018 CR688 Amd 17 updates Chris Gosselin Overview section 04/24/2018 CR688 Peer review for CR688 updates Nicole Balanoff Entire Document 5/8/2018 Amendment 17 changes Chris Gosselin Updated Screenshots 09/13/2018 Amendment 19 changes Melissa Daniel Credit Checks, Employment Tab January 4, 2019 Page 2 of 13
Table of Contents About FSFN User Guide... 4 The Intended Audience... 4 Prerequisite Knowledge... 4 Related Resources... 5 Security Information... 5 Overview... 6 Access... 7 About the page... 7 Key Tasks... 7 To access... 7 To document the Assets/Liabilities tab... 8 To document the Employment tab... 9 To document the Credit Checks tab... 12 January 4, 2019 Page 3 of 13
About FSFN User Guide The (FSFN) User Guide 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: Child Protective Investigators Case Managers Fiscal Workers Trust Account Managers Supervisors Revenue Maximization 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 (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 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, Case Book, or Person Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book. January 4, 2019 Page 4 of 13
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 (http://fsfn.dcf.state.fl.us) 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) Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security applies across all information. For example, if you do not have authorization to launch the Privileged Consultation page from the Meeting page, you cannot access that page. January 4, 2019 Page 5 of 13
Overview The functional design of the page represents changes to FSFN resulting from the SACWIS Compliance Project. Enhancements to FSFN support 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 An record is the mechanism through which the Department documents the Assets, Unearned Income and Employment Income a participant receives whether they are a child or adult. There can only be one record per participant. When a person is created within the FSFN application, once they are added to a FSFN Case the system automatically creates an record for that Case Participant. If the person already has an Asset and Employment record that same record displays in the new case. Asset and Employment pages are the same per Person ID across the FSFN application and will launch as the same page with the same records no matter which case the Asset and Employment record is launched from. This User Guide describes the (FSFN) system functionality of the module in FSFN. January 4, 2019 Page 6 of 13
Access About the page is used to document a participant s Assets, Unearned Income and Employment Income. This income is used in determining a child s IV-E Foster Care, TANF and TANF Adoption Eligibility, as well as provided to Child in Care workers via the FLORIDA Interface to assist in determine Medicaid Eligibility. The page consists of three tabs: Assets/Liabilities and Unearned Income Employment Credit Checks Key Tasks To access 1. From the Desktop, expand the Case Folder icon. 2. Expand the Income/Eligibility icon. 3. Click on the applicable hyperlink. 4. The page displays and defaults to the Assets/Liabilities and Unearned Income tab. January 4, 2019 Page 7 of 13
The Name field displays as a hyperlink which launches the associated Person Management record. If the record is accessed in Edit mode, the Person Management record will display in Edit mode based on security. The Vehicle, Other Insurance and Assets/Liabilities/Financial Benefits group boxes pre-fill based on the selected row within the Assets/Liabilities/Financial Benefit History group box. Each row captured within the Assets/Liabilities/Financial Benefit History group box displays an associated Edit and Delete hyperlink based on security. o o Selecting the Edit hyperlink launches the associated Asset pop-up page. Selecting the Delete hyperlink prompts a validation message to display, ensuring you are sure you want to delete the selected record. To document the Assets/Liabilities tab 1. Click the Insert button. 2. The Assets pop-up page displays. January 4, 2019 Page 8 of 13
3. Select Asset or Unearned Income from the Select drop down. Type drop down is derived based on the Select value. 4. Select a Type where the Use in Eligibility Calculations flag is checked. Based on the Type selected, the applicable fields within the Assets/Liabilities/Financial Benefits, Vehicle and Other Insurance group boxes will be enabled and either required or not. In addition, based on the Type selected FSFN will determine if the Use in Eligibility Calculations flag will be checked or not. If flagged, Source of Verification is enabled and required. 5. Select the applicable Source of Verification. If Other is selected the associated text field is enabled and required. 6. Enter the applicable Verification Date. 7. Document all other required fields and click Save. 8. Click Close. To document the Employment tab 1. Select the Employment tab. January 4, 2019 Page 9 of 13
2. Click the Insert button to document Programs and / or Activities. Users can insert as many rows as wanted without an End Date. 3. Enter the Start Date. The Start Date and End Date can only be current or past dates. They cannot be future dates. Upon inserting the row, the Start Date field and Program or Activity Description narrative field are both required, while End Date is enabled but not required. 4. Document any Programs or Activities for the participant in the Program or Activity Description narrative field. 5. Click Save. 6. Click the Insert button to document Employment History. The Employment Address and Insurance/Benefits Received group boxes pre-fill based on the selected row within the Employment History group box. Each row captured within the Employment History group box displays an associated Edit hyperlink based on security. o Selecting the Edit hyperlink launches the associated Employment pop-up page. 7. The Employment pop-up page displays. January 4, 2019 Page 10 of 13
8. Enter the Employer. 9. Select the Type of Employment such as Full Time, Part Time, etc. 10. Enter the Wages. 11. Select the applicable value from the Per drop down to indicate the associated frequency of wages entered. If Hourly is selected from the Per drop down, the Number of Hours per Week is required. Otherwise Number of Hours per Week is enabled but not required. 12. Document the Effective From date of Employment. 13. Indicate if Self Employed. The Self Employment flag is important and associated Operating Costs used in the deeming process, employed by the Title IV-E Foster Care Eligibility page, when the Deeming Group is Sponsored Non-Citizen. 14. Enter the Operating Costs if Self Employed. 15. Select the applicable Source of Verification. If Other is selected the associated text field is enabled and required. 16. Enter the applicable Verification Date. 17. Document all other required fields, as well as any Insurance and/or Benefits received and click Save. 18. Click Close. January 4, 2019 Page 11 of 13
To document the Credit Checks tab 1. Select the Credit Checks tab. 2. Click the Insert button. 3. Check the Refused to Consent (18+) checkbox if the participant refused to consent to a Credit Check. If Refused to Consent (18+) is selected for a row, all other fields will be disabled, grayed out, and not user modifiable; if something was entered in any of the associated date fields and then the check box is selected, all the fields except Reporting Agency will be wiped out, disabled, and grayed out. 4. Select an agency (Equifax, Experian, or TransUnion) from the Credit Reporting Agency dropdown. 5. Enter a date in the Date Requested field 6. Click Save. Once a row is inserted, upon attempting to Save, the Credit Reporting Agency and Date Requested fields must be selected / entered; only once the Date Requested is entered, will the Date Obtained be enabled but not required; only once the Date Obtained is documented will the Date Results Provided to Youth be enabled but not required. 7. Enter the date in the Date Obtained field when the Credit Check results have been January 4, 2019 Page 12 of 13
received. 8. Enter the date in the Date Results Provided to Youth field when the results have been provided to the participant. Upon entering the Date Results Provided to Youth date field and clicking Save, the following soft prompt will be displayed: Upon saving, this row can no longer be deleted. Do you wish to continue with saving? Yes / No buttons. Once the Date Results Provided to Youth date field has been entered and successfully saved, the Refused to Consent (18+) checkbox will become disabled and grayed out and the Delete hyperlink will be hidden (from all places such as Search); The Reporting Agency and date fields will remain modifiable. 9. Document the narrative text field with assistance provided to the youth in regard to interpreting and managing the credit result information and assistance in fixing any inaccuracies or efforts to comply if the youth refused to consent. January 4, 2019 Page 13 of 13