CM31: Person Book
Change History Release# or Date CR# or Incident # Change Description Author(s) Section Modified 06/07/2013 Initial Version FSFN Implementation Team All Sections 07/30/2013 FSFN Activation FSFN Project Team Pages (Assessment and Planning, File Cabinet, Investigations/ Special Conditions Referral, Legal) 08/05/2013 FSFN Activation FSFN Project Team Pages (Assessment and Planning) 05/04/2014 Risk Assessment and Service Authorization FSFN Project Team 12/15/2014 Added screenshot for Service Request Authorization drop-down in Person Book Matthew Mocniak & Leah Dienger Pages (Service Request Authorization) 01/26/2015 Updated information to fit alongside Q2 Eligibility release. Matthew Mocniak Reformatted Entire Document; Added Adoption Section; Added Service Request Authorization Section
02/20/2015 Updated the formatting and Table of Contents Matthew Mocniak Entire Document 09/01/2015 Reviewed content and compared to FSFN current functionality. Inserted comments where content differed. Leah Dienger Entire Document 11/30/2015 Final Review for Supported Platform Kortney Rudd Entire Document 12/09/2015 CR607 Updated content per CR607 Leah Dienger Entire Document 01/10/2016 CR607 Reviewed content and updated screenshots per CR607 Leah Dienger Throughout 12/12/2016 CR-AS3 CR-AS4 CR-AS5 CR-AS6 Updated content per Alpha Sprint 5 CRs. Leah Dienger Assessment and Planning section 12/12/2016 CR-AS3 CR-AS4 CR-AS5 CR-AS6 Peer Review Leon White Throughout
1/25/2017 CR641.13 Updated page per CR641.13 1/29/2017 Updated screen shots and incorporated DCF Feedback Kathleen Watson Kortney Rudd 1.2.3.2 Page Information(Assessm ent and Planning) Safety Plan Entire Document 03/23/2017 CR529.07 Updated screenshot and updates per CR529.07 Kathleen Watson 1.2.4 Person Book (Child Placement Agreement) section 03/27/2017 CR529.07 Peer Review Jishil Johnson Section 1.2.4
Table of Contents CM31: Person Book... 1 1.1 Introduction... 7 1.2 Pages... 9 1.2.1 Person Book Page (Case Notes)... 10 1.2.1.1 Page Overview... 10 1.2.1.2 Page Information... 11 1.2.1.3 Background Processing... 16 1.2.1.4 Save Processing... 17 1.2.1.5 Security... 17 1.2.2 Person Book Page (Adoption)... 18 1.2.2.1 Page Overview... 18 1.2.2.2 Page Information... 18 1.2.2.3 Background Information... 20 1.2.2.4 Save Processing... 20 1.2.2.5 Security... 20 1.2.3 Person Book Page (Assessment and Planning)... 21 1.2.3.1 Page Overview... 21 1.2.3.2 Page Information... 21 1.2.3.3 Background Processing... 24 1.2.3.4 Save Processing... 24 1.2.3.5 Security... 24 1.2.4 Person Book Page (Child Placement Agreement)... 25 1.2.4.1 Page Overview... 25 1.2.4.2 Page Information... 26 1.2.4.3 Background Processing... 27 1.2.4.4 Save Processing... 27 1.2.4.5 Security... 27 1.2.5 Person Book Page (Eligibility)... 28 1.2.5.1 Page Overview... 28 1.2.5.2 Page Information... 29 1.2.5.3 Background Processing... 30 1.2.5.4 Save Processing... 30 1.2.6 Person Book Page (File Cabinet)... 31 1.2.6.1 Page Overview... 31 1.2.6.2 Page Information... 31 1.2.6.3 Background Processing... 32 1.2.6.4 Save Processing... 32 1.2.6.5 Security... 32 1.2.7 Person Book Page (Intakes)... 33 1.2.7.1 Page Overview... 33 1.2.7.2 Page Information... 34 1.2.7.3 Background Processing... 34 1.2.7.4 Save Processing... 34 1.2.7.5 Security... 34 1.2.8 Person Book Page (Investigations/Special Conditions Referrals)... 35 1.2.8.1 Page Overview... 35 1.2.8.2 Page Information... 36 1.2.8.3 Background Processing... 39 1.2.8.4 Save Processing... 39 1.2.8.5 Security... 39 1.2.9 Person Book Page (Legal)... 40 Page 5 of 57
1.2.9.1 Page Overview... 40 1.2.9.2 Page Information... 41 1.2.9.3 Background Processing... 42 1.2.9.4 Save Processing... 42 1.2.9.5 Security... 42 1.2.10 Person Book (Meetings)... 43 1.2.10.1 Page Overview... 43 1.2.10.2 Page Information... 44 1.2.10.3 Background Processing... 44 1.2.10.4 Save Processing... 44 1.2.11 Person Book Page (Placements)... 45 1.2.11.1 Page Overview... 45 1.2.11.2 Page Information... 46 1.2.11.3 Background Processing... 47 1.2.11.4 Save Processing... 47 1.2.11.5 Security... 47 1.2.12 Person Book Page (Service Request Authorization)... 48 1.2.12.1 Page Overview... 48 1.2.12.2 Page Information... 49 1.2.12.3 Background Processing... 49 1.2.12.4 Save Processing... 49 1.2.12.5 Security... 49 1.2.13 Person Book Page (Services)... 50 1.2.13.1 Page Overview... 50 1.2.13.2 Page Information... 51 1.2.13.3 Background Processing... 51 1.2.13.4 Save Processing... 51 1.2.13.5 Security... 51 1.3 Inventories... 52 1.3.1 CRUD Matrix... 52 1.3.2 Reference Data... 55 1.3.3 Automated Messages... 55 1.3.4 Checklists... 55 1.3.5 Tasks... 55 1.3.6 Notifications... 55 1.3.7 Text Templates... 55 1.3.8 Reports... 55 1.3.9 Triggers... 56 1.3.10 Batch Programs... 56 1.4 Requirements Included... 57 Page 6 of 57
1.1 Introduction The Person Book page provides functionality that supports the transformation of the Child Protection process to enhance the Department of Children and Families (DCF) current safety and family assessment tools and practice. Enhancements support the addition of features that allow all users quick access to case information relevant to specific participants. Enhancements to this module support the following goals of the Florida Safe Families Network (FSFN) Child Protection Enhancement and Statewide Automated Child Welfare Information System (SACWIS) Project 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 The functionality provided by the Person Book module in FSFN contained within this topic paper impacts all system users, and affects the following elements and attributes: Quick access to view person information for case participants across the FSFN system, not bound by a FSFN Case. Quick links that allow for quick access to both participant and case specific pieces of work associated with a person across the FSFN system. Print functionality enhancements support printing information that displays not only what is displayed on the screen, but also what is captured below the scroll bar. When the user clicks the Print icon in the FSFN banner, the entire contents of Person Book, including information that is out of view, will print. The Person Book module supports one of the major functions of the FSFN case management process. The Person Management module in FSFN supports the creation and maintenance of the person record in FSFN. A person is identified in the system as anyone who has a role in the system as: Receiving services Providing services Being of interest to a case, inquiry, referral, or intake Page 7 of 57
Being an employee who is a user of the FSFN system In addition, the Person Book module provided through the Child Protection Enhancement and SACWIS Compliance project supports technology enhancements that provide ease of use and quick access to person specific information contained throughout the FSFN system across multiple FSFN Cases. Providing the information in this format supports access across FSFN modules for all users. Person Book functionality referenced within this document contains the following values: Adoption Assessment and Planning Case Notes Child Placement Agreement Eligibility File Cabinet Intakes Investigations/Special Conditions Referrals Legal Meetings Placements Service Request Authorization Services Page 8 of 57
1.2 Pages The Person Book page presents person summary and activity information for FSFN Case Participants, and allows for case related information about participants to be easily accessed from one location. Information contained within the various group boxes on the Person Book page will pre-fill and display information based on existing time frames in FSFN, mimicking the logic employed when the desktop is in Date Restricted view, as with the Case Book page. The amount of information displayed at one time is limited by Date Restrictive view to time frames such as three months, six months, or two years from date of creation. This page is accessed in the following ways: from the FSFN Desktop in Participant View, from the Case Outliner, and via the Person Book hyperlink next to the person s name. When accessed via the desktop, this page provides the user with the ability to access the associated pieces of work in edit mode, assuming his or her security profile also provides that access and the work has not reached the point in the business process where it is locked down and no longer editable ( frozen ). To access this page from the Search (Utility) page on both the Case and Person tabs, locate the Results group box via the Person Book hyperlink next to the person s name, unless this person is a worker in FSFN, in which case the link does not appear. As with Case Book, associated pieces of work are accessible in view mode when Person Book is accessed via the Utility Search page. Access to the Person Book page is specifically ECLUDED on data retrieval search pages the Person Book link will ONLY show on search results provided on the Search Utility Page, Person tab, such as appearing from the case search when the Participant View is selected. Data Retrieval Search pages are those which are accessed from pieces of work within FSFN (i.e. Intake Inquiry Search page, Person Search pop-up page launched from Meetings, Person Search page launched from various pieces of work created or maintain through Financial Work, etc.), as well as any search page other than the Utility Search page accessed from the Search command button on the Desktop. Note that the Utility Search page can also be accessed from the Utilities menu by clicking the Search menu item. When applicable, users will also see on the center group box a More history exists, please see the Desktop" denotation that will display if there is more history that is not displayed due to the date restriction. This will be an indicator to the user to access the Desktop and uncheck the Date Restricted check box. Person Book employs the existing logic that all pages within FSFN have to support audit functionality. Page 9 of 57
1.2.1 Person Book Page (Case Notes) 1.2.1.1 Page Overview Page Navigation The Case Notes center group box is the default view that is displayed when Person Book is launched or refreshed. All Case Notes display where the person has their associated checkbox selected regardless if a Face-to-Face contact or a Non Face-to-Face contact is documented. Case Notes from separate cases will all display in the same box for the individual in Person Book. The Case Notes center group box only displays Case Notes created within the last three months. Case Notes that are created within an Adult or Child Investigation or Special Conditions Referral also display when the work type is Investigations/Special Conditions Referrals. The Case Notes listed in the center group box are sorted by Contact Begin Date within the three month filter. Page 10 of 57
1.2.1.2 Page Information Person Book Page Landing page for overall Person Information - This landing page pulls in all information for the participant across the FSFN system, across FSFN Cases. When the Person Book page is accessed from the Desktop, the pieces of work accessed from the Person Book are launched in Edit mode. If accessed from Search, the pieces of work will launch in View mode. Group Box: Person Information Captures basic person information. Fields: Person Name Captures the participant's name and associated Person ID in parenthesis. Selecting this hyperlink will launch the Participant's Person Management page. Group Box: Current Photo AFCARS Exception Participant Details FSFN Cases Displays the Current Photo associated with the person. If more than one photo is captured on the Person Management record, the Current Photo hyperlink will point to the most recent (current) photo based on Create Date. Only displays for participant who generated AFCARS exception errors during the previous night s AFCARS batch. Selecting this hyperlink will launch the AFCARS Exception page associated with the participant. Captures the following information: Date of Birth; Age; SSN; Race; Home Phone; Cell Phone; and Current Address. Note: The Current Address indicates the "type" of address being displayed. Displays all FSFN Cases in which the participant is a Case Participant. Fields: Case Name hyperlink Captures the Case Name (Last Name, First Page 11 of 57
Name, and Middle Name), Case ID in parenthesis and Case Status. Selecting this hyperlink will launch the associated FSFN Maintain Case page. Additional Case Details Displays the following information: Case Type, Case Open/Reopen Date, Primary Assigned Worker s Name, County, and Case Address. Group Box: Medical/Mental Health Medical/Mental Health pages and Medical/Mental Health Imaging pages display for which the participant whose Person Book page is being accessed is identified as an associated participant and the existing security logic is employed. Fields: Medical/Mental Health Displays as Medical/Mental Health with the associated Case ID. Selecting this hyperlink will launch the participant's Medical/Mental Health record for that particular FSFN Case. Medical/Mental Health Details Displays additional medical/mental health information regarding the noted participant. Plain text displayed beneath the Medical/Mental Health hyperlink to provide additional details about the FSFN Participant. File Cabinet Additional Medical Mental Health details for File Cabinet Displays the Imaging Category - Image Type. Note: The Image Category should always be Medical/Mental Health if being displayed within the Medical/Mental Health group box. Captures the following information: Date Document Scanned; all participants identified within the Participants group box on the Imaging page. Note: One of the participants MUST be the participant for whom the Person Book page is being accessed in order for the Imaging page to be displayed. Page 12 of 57
Group Box: Education Only displays Education pages within any FSFN Case for the specific participant whose Person Book page is being accessed. If more than one Education page exists they will be displayed in chronological order, newest to oldest, based on Create Date. Fields: Education Record Displays as Education Record with the Case ID in parenthesis. Selecting this hyperlink will launch the participant's Education record within the associated FSFN Case. Additional Information Captures the following information: School Name, which is the current School Name captured; Current Grade; Date Last Updated is the date the Education page, as a whole, was last updated. Group Box: Scheduled Legal Actions Displays the Scheduled Legal Actions associated with Legal pages that were created/updated within the last 12 months. Scheduled Date is in the future, but it is looking at the Legal page create/update date for the most recent 12 months. Fields: Legal Action Initiated Displays the Legal Action Initiated. Selecting this hyperlink will launch the Legal Record page for that particular FSFN Case Participant. The Legal page on which the Scheduled Legal Action is documented will then be launched from the Participant's Legal Record. Additional Information Plain text displayed beneath the Legal Action Initiated hyperlink to provide additional details about the FSFN Case Participant. Captures the following information: Scheduled Date and Time in the identified format, including AM/PM designation; Attorney: captured on the associated Legal page; Date Last Updated which is the date the Legal page itself was updated last. Page 13 of 57
Group Box: Adoption Information Note: The Legal page is a page launched off the Legal Record page. Displays all Adoption Information pages and Adoption Subsidy Agreement Information pages. Please note that policy dictates when the Adoption Subsidy Agreement Information page is created within FSFN, such as once it is signed. The Adoption Information page for the participant will be displayed first and then Adoption Subsidy Agreement Information pages display in chronological order, newest to oldest, by Create Date if multiple exist for the participant. Fields: Participant Name Captures the Participant Name and associated (Case ID: #####) in parenthesis. Selecting this hyperlink will launch the associated Adoption Information page for the specific participant whose Person Book page is being accessed. Date Last Updated Displays the date the Adoption Information page was last updated. Buttons: Refresh Upon selecting the Refresh button the Person Book page as a whole refreshes to pull in the most recent, up-to-date information and reset the default of the center drop down. Close Upon selecting the Close button, the user is returned to either the Desktop or Search page, whichever the Person Book page was launched from. Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Drop down contains the following values: Adoption Assessment and Planning Page 14 of 57
Case Notes* Eligibility File Cabinet Intakes Investigations/Special Conditions Referrals Legal Meetings Placements Service Request Authorization Services * Defaults to Case Notes which displays Case Notes created/updated within the last 3 months in order of newest to oldest based on Contact Begin Date. Dynamic Group Box Case Note Category Case Note Type Contact Begin Date Case ID Upon selecting Case Notes from the drop down, the center group box automatically displays the applicable Case Notes information for all Case Notes in which the participant for whom the Person Book is being viewed has at least 1 Face-to-Face Contact inserted, regardless if Attempted, Not Attempted, or Completed. Displays as the Case Note Category. Selecting this hyperlink launches the associated Case Notes page. Only if Person Book is launched from the Desktop and the person accessing the Case Note is either the user that created the note or the supervisor of the user that created the note can edit the Case Notes page. Displays the Case Note Type. Displays the Contact Begin Date. Case ID to which the Case Notes page is associated. Page 15 of 57
Date Entered View History Date Entered is a system derived date when the user creates the Case Notes page and is displayed in the identified Date and Time format with AM/PM designation. Displays for each Case Note that populates the group box. Selecting this hyperlink will launch the word document capturing the Versioning History of the associated Case Note. This is the same document that launches when the user selects View History from the Options drop down on the Case Notes Case Note Narrative A text field that consists of the first 200 characters of the Case Note. 1.2.1.3 Background Processing Case Name Hyperlink - Case Split from Case ID: ) is displayed next to the Case Name hyperlink if the case is the result of an authorized worker performing a Case Split; (Case Merged with Case ID: ) is displayed within the Case Name hyperlink if the case has been merged with another; (Pre-Adoption Case ID: ) is displayed next to the Case Name hyperlink if the case is an Adoption Case created when a user de-activates a child from an existing case for the reason of Adoption Finalized ; (Post-Adoptive Case ID: ) is displayed next to the Case Name hyperlink if the case is one that has had a child de-activated for the reason of Adoption Finalized, (i.e., the Pre-Adoptive Case), which results in the creation of a new Post-Adoption Case. Medical/Mental Health This is across ALL FSFN Cases. Therefore, if the person is a participant in 4 FSFN Cases and has a Medical/Mental Health record created within each of the 4 FSFN Cases, there will be 4 Medical/Mental Health page hyperlinks displayed. If the user accessing the Person Book page does not have the security to view Medical/Mental Health, the following text will be displayed within the group box: Security does not exist. If more than one Medical/Mental Health page exists across FSFN for the participant the Medical/Mental Health pages will be displayed in chronological order, newest to oldest, based on Create Date and will be grouped together. Then all Medical/Mental Health Image pages will be displayed for which the participant is identified and will be displayed newest to oldest by Date Document Scanned. Medical/Mental Health Detail - Displays the following: Psychotropic Meds: with Yes or No Page 16 of 57
indication based on whether there is at least 1 Medication captured with the Psychotropic flag set to "Yes" Clinically Diagnosed Disability with Yes or No indication based on whether a user has indicated that the child has a clinically diagnosed disability; Date Last Updated is the date the Medical Mental Health page as a whole was updated. 1.2.1.4 Save Processing N/A 1.2.1.5 Security N/A Page 17 of 57
1.2.2 Person Book Page (Adoption) 1.2.2.1 Page Overview Page Navigation When Adoption is selected from the filter drop down, the center group box automatically displays all relevant pages associated with the person. The Adoption selection displays Adoption Information; Adoption Subsidy Agreement Information; Adoption Photos; Sibling Group Photos; and Post Adoption Services. Hyperlinks will appear similar to how they display on the Desktop, but the records will not need to be expanded to view the additional information. When Adoption is selected, the applicable pages will display in the following order: Adoption Information will display first, followed by Adoption Subsidy Agreement Information pages second, Adoption Photos next, and then Post Adoption Services. A child will only ever have one Adoption Information page and only one Post Adoption Service page across FSFN at one time, so there will only be one document shown for each of these pages. The Adoption Subsidy Agreement Information pages will display newest to oldest based on Create Date/Time. The child s Individual Adoption Photos display Web Ready first, followed by Not Web Ready. Lastly, the Sibling Group Photos for which the child is associated also display Web Ready first and Not Web Ready second. 1.2.2.2 Page Information Page 18 of 57
Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Adoption displays Adoption Information; Adoption Subsidy Agreement Information; Adoption Photos; Sibling Group Photos records; and Post Adoption Services page created/updated within the last 24 months in order of newest to oldest based on the create date. Dynamic Group Box Adoption Information Adoption Subsidy Agreement Information Photo-Child Web Ready Upon selecting Adoption from the drop down, the center group box automatically displays the applicable information for all Adoption pages documented across the FSFN system, for all FSFN Cases, for the specific participant for whom the Person Book page is being viewed. A child will only ever have one Adoption Information page across FSFN at one time, so there will only be one document shown. The Adoption Subsidy Agreement Information pages will display newest to oldest based on Create Date/Time. The child s Individual Adoption Photos display Web Ready first, followed by Not Web Ready. The Sibling Group Photos for which the child is associated also display Web Ready first and Not Web Ready second. Lastly, a child will only ever have one Post Adoption Services page across FSFN at one time, so there will only be one document shown. The Post Adoption Services page will display records that were created/updated within the last 24 months. Selecting the hyperlink launches the associated Adoption Information page. Displays as hyperlink with date created in between the record type and the person name. Selecting the hyperlink launches the associated Adoption Subsidy Agreement Information page. Displays as hyperlink with date created in between the record type and the person name. Selecting the hyperlink launches the associated Child Web Ready photo page. Page 19 of 57
Photo-Child Not Web Ready Photo-Sibling Group Web Ready Photo-Sibling Group Not Web Ready Post Adoption Services page Selecting the hyperlink launches the associated Child Not Web Ready photo page. Selecting the hyperlink launches the associated Sibling Group Web Ready photo page. Selecting the hyperlink launches the associated Sibling Group Not Web Ready photo page. Selecting the hyperlink launches the associated Post Adoption Services page. Displays as a hyperlink with date created and Case ID. 1.2.2.3 Background Information Refer to the background processing identified within the tables for each screenshot above. 1.2.2.4 Save Processing N/A 1.2.2.5 Security N/A Page 20 of 57
1.2.3 Person Book Page (Assessment and Planning) 1.2.3.1 Page Overview The center group box, when Assessment and Planning is selected, displays all assessment and planning pages regardless if the piece of work was created at the Investigation or Case Level. This includes all of the following pages: FFA Investigation, Safety Plan (Investigation and Case Level), Present Danger Assessment (PDA) (Investigation and Case Level), and Family Functioning Assessment (FFA) Ongoing, Case Plan Worksheet, Progress Update, Judicial Review Worksheet, and Risk Assessment. If the Safety Plan or Present Danger Assessment (PDA) was created at the Investigation level, the Intake/ Investigation ID will be displayed in plain black text directly beneath the hyperlink. The Case ID is displayed within parenthesis directly right to the page name within the hyperlink for some of the Assessment and Planning pages. In addition, all assessment and planning pieces of work will be displayed with their associated unique, system generated identifier in plain black text beneath the hyperlink. 1.2.3.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Assessment and Planning displays FFA Investigation, Safety Plan (Investigation and Page 21 of 57
Case level), PDA (Investigation and Case level), FFA - Ongoing, Case Plan Worksheets, Progress Updates, Judicial Review Worksheets and Risk Assessment created/updated within the last 24 months in order of newest to oldest based on the create date. Dynamic Group Box Safety Plan Present Danger Assessment (PDA) Family Functioning Assessment (FFA) Investigation Upon selecting Assessment and Planning from the drop down, the center group box automatically displays the applicable information for FFA - Investigation, Safety Plan (Investigation and Case level), PDA (Investigation and Case level), FFA - Ongoing, Case Plan Worksheet, Progress Update and JR Worksheet. Hyperlink displays as Safety Plan with the Purpose, along with the associated Case ID in parenthesis; Household Name, Intake/ Investigation ID, Effective Date, Termination Date and unique, system generated Safety Plan ID are displayed directly beneath the hyperlink in plain black text. Hyperlink displays as Present Danger Assessment (PDA) with the associated Case ID in parenthesis and the Intake/ Investigation ID, Completed Date and unique, system generated Present Danger Assessment (PDA) ID are displayed beneath the hyperlink in plain black text. Hyperlink displays as FFA - Investigation with the associated Case ID in parenthesis and the Approval Date and unique, system generated Family Functioning Assessment (FFA) - Ongoing ID displayed beneath the hyperlink in plain black text. Supervisor Consultation Hyperlink displays Supervisor Consultation - Page 22 of 57
<Type> with the Method of Consultation and Consultation Date and Time displayed directly beneath the hyperlink in plain black text. Family Functioning Assessment (FFA) Ongoing Case Plan Worksheet Progress Update Hyperlink displays as FFA Ongoing with the Status, along with the Case ID in parenthesis; the Household Name, Create Date, Completion Date, and unique, system generated FFA Ongoing ID are displayed directly beneath the hyperlink in plain black text. Hyperlink displays Case Plan Worksheet with the Case Plan Type, and the associated Case ID in parenthesis; the Household Name, Date Last Modified, and unique, system generated Case Plan Worksheet ID are displayed directly beneath the hyperlink in plain black text. Hyperlink displays Progress Update with the Status and the associated Case ID in parenthesis; the Household Name, Create Date, Completion Date, and unique, system generated Progress Update ID are displayed directly beneath the hyperlink in plain black text. Judicial Review Worksheets Hyperlink displays Judicial Review Worksheet with the associated Case ID in parenthesis and the Household Name, Date Last Modified, and unique, system generated Judicial Review Worksheet ID are displayed directly beneath the hyperlink in plain black text. Risk Assessment Hyperlink displays as Risk Assessment Status with the associated Case ID in parenthesis; Investigation ID; Unable to Assess with the associated Reason; Page 23 of 57
Completed Date; Scored Risk Level and Final Risk Level are displayed directly beneath the hyperlink in plain black text. 1.2.3.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.3.4 Save Processing N/A 1.2.3.5 Security N/A Page 24 of 57
1.2.4 Person Book Page (Child Placement Agreement) 1.2.4.1 Page Overview The center group box, when Child Placement Agreement is selected, displays all existing Child Placement pages as hyperlinks. Each hyperlink will launch the Child Placement Agreement page in edit or view mode based on where the Person Book page was accessed from. Page 25 of 57
1.2.4.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Child Placement Agreement displays all of the existing Child Placement Agreement pages as hyperlinks. There is a date restriction that is consistent to the Person Book functionality. Created or updated Child Placement Agreements within the last 24 months are pulled in. The newest to oldest is displayed based on the effective date of the row inserted on the Child Placement Agreement page. Dynamic Group Box Child Placement Agreement Upon selecting Child Placement Agreement from the drop down, the center group box automatically displays the applicable information for all existing Child Placement Agreements. Selecting the hyperlink launches the associated Child Placement Agreement page. The Child Placement Agreement hyperlink displays as Child Placement Agreement and Child Placement Agreement Type with the associated Case ID (in parenthesis). Additional information included with each record, in plain black text, includes: The most recent Effective date and the Terminate date (if applicable). Note: When the Child Placement Agreement hyperlink is selected, the Current, active Child Placement Agreement page displays first. Note: If there are multiple Child Placement Agreement pages terminated for the child, the newest to oldest is displayed based on the Effective Date of the first row inserted on the Child Placement Agreement page. Page 26 of 57
1.2.4.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.4.4 Save Processing N/A 1.2.4.5 Security N/A Page 27 of 57
1.2.5 Person Book Page (Eligibility) 1.2.5.1 Page Overview The center group box, when Eligibility is selected, displays Medicaid Eligibility Determination, TANF-Eligibility, Adoption TANF Eligibility, Title IV-E Adoption Eligibility, and Title IV-E Foster Care Eligibility Determination pages created for the person, regardless of the FSFN Case, across the FSFN system. Page 28 of 57
1.2.5.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Eligibility displays all Medicaid, TANF, Adoption TANF, Title IV-E Adoption Eligibility and Title IV-E Foster Care Eligibility created/updated within the last 12 months in order of newest to oldest based on the create date. Dynamic Group Box Medicaid Eligibility TANF Eligibility Adoption TANF Eligibility Title IV-E Adoption Eligibility Upon selecting Eligibility from the drop down, the center group box automatically displays the applicable information for all Eligibility pages documented across the FSFN system, for all FSFN Cases, for the specific participant for whom the Person Book page is being viewed. The records are displayed newest to oldest by Eligibility From Date/Eligibility Effective From Date. All Eligibility pages displayed are exactly as they are displayed on the desktop. Selecting the hyperlink launches the associated Medicaid Eligibility Determination page. The hyperlink includes the Eligibility From Date, Eligibility Review Date (if applicable), Child Name, and Case ID. Selecting the hyperlink launches the associated TANF- Eligibility page. The hyperlink includes the Eligibility From Date, Child Name, and Case ID. Selecting the hyperlink launches the associated Adoption TANF-Eligibility page. The hyperlink includes the Eligibility From Date, Child Name, and Case ID. Selecting the hyperlink launches the associated Adoption Eligibility page. The hyperlink Page 29 of 57
includes the Eligibility Effective From Date, Eligibility Void or Termination Date (if applicable), Child Name, Eligibility Status, and Case ID. Title IV-E Foster Care Eligibility Determination Selecting the hyperlink launches the associated Title IV-E Foster Care Eligibility Determination page. The hyperlink includes the Eligibility From Date, Eligibility Review Date (if applicable), Child Name, and Case ID. 1.2.5.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.5.4 Save Processing N/A Page 30 of 57
1.2.6 Person Book Page (File Cabinet) 1.2.6.1 Page Overview The center group box, when File Cabinet is selected, displays Imaging pages that the person is an associated participant across FSFN Cases through the FSFN system. This includes Imaging pages that are created through the Create Case Work page but does not include those from an actual page within FSFN, which includes the following pages: Child Investigation, Safety Plan, Present Danger Assessment (PDA), Unified Home Study, Legal Documentation, Case Notes, and Meetings. This is due to the fact that Imaging pages attached to a specific page in FSFN are at the Case level and specific participants are not selected in association with the Imaging page. However, the applicable work icons will be displayed for each of the File Cabinet Imaging Categories. The list includes Imaging pages created within the last 12 months. The hyperlinks indicate the Image Category, Type, and Case ID. 1.2.6.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. File Cabinet displays Imaging pages created/updated within the last 12 months, Page 31 of 57
excluding Imaging pages with the category of Medical Records, in order of newest to oldest based on the Date Document Scanned. Dynamic Group Box Image Category and Type Home Study Imaging Page Legal Imaging Page Upon selecting File Cabinet from the drop down, the center group box automatically displays the applicable information for all Imaging pages for which the participant is identified as an applicable participant. Imaging pages are displayed newest to oldest by Date Document Scanned. Image Category - Image Type with associated Case ID in parenthesis Only pre-existing Home Study Imaging pages will be displayed. All other Home Study Imaging pages must be viewed from the Home Study page. Only pre-existing Legal Documentation Imaging pages will be displayed. All other Legal Documentation Imaging pages must be viewed from the Legal Documentation page. 1.2.6.3 Background Processing Please refer to the background processing identified within the tables for each screenshot above. 1.2.6.4 Save Processing N/A 1.2.6.5 Security N/A Page 32 of 57
1.2.7 Person Book Page (Intakes) 1.2.7.1 Page Overview The center group box, when Intakes is selected, displays all Intake pages in which the person is an Intake Participant across all FSFN Cases throughout the FSFN system. This includes all Intake pages received within the last 12 months, whether the status is Pending, Open, or Closed. Screened out Intakes are also included in the center group box. The Intakes are sorted by the Received Date from newest to oldest. Page 33 of 57
1.2.7.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Intakes displays all Intakes with Intake Received Dates within the last 12 months in order of newest to oldest based on Intake Received Date. Dynamic Group Box Intake Information Intakes displays all Intakes with Intake Received Dates within the last 12 months in order of newest to oldest based on Intake Received Date. The Intake hyperlink captures the information identified within the hyperlink mock-up. Intake ID includes the sequence identifier (i.e. 2013-- 01); Intake Type refers to Child Intake, Adult Intake or Special Conditions Intake; Investigative Sub Type refers to In-Home, Institutional or Other; Screening Reason refers to the Decision drop down on the Decision tab of the Intake page; Status refers to Open or Closed; County is the Intake County identified on the Intake page; and Case ID is the Case to which the Intake is linked. NOTE: If the Intake has been created but has not been linked to a FSFN Case, then the Case ID will not be displayed. NOTE: If the FSFN worker does not have the correct security profile to view Special Handling Intakes, and any of the Intakes are flagged as Special Handling, the Intake information will display as plain black text instead of a hyperlink. 1.2.7.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.7.4 Save Processing N/A 1.2.7.5 Security N/A Page 34 of 57
1.2.8 Person Book Page (Investigations/Special Conditions Referrals) 1.2.8.1 Page Overview The center group box, when Investigations/Special Conditions Referrals is selected, displays all Investigation and Special Conditions Referrals pages in which the person is associated with across all FSFN Cases throughout the FSFN system. This includes all Child and Adult Investigations and Special Conditions Referrals pages whether the status is Pending, Open, or Closed. All records created or updated within the last 24 months are sorted by the Intake Received date from newest to oldest. In addition, for all Child or Adult Investigation and Special Conditions Referral pages displayed, all pieces of work created from the Investigation or Special Conditions Referral page will be displayed directly following the associated Child or Adult Investigation or Special Conditions Referral page as a list of indented hyperlinks. The hyperlink for each record includes the following: Investigation Type and Subtype Status and Status Date Intake ID and Date/Time Received County Page 35 of 57
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) Case ID 1.2.8.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Investigations/Special Conditions Referrals displays all Child, Adult and Special Conditions Referrals created/updated within the last 24 months in order of newest to oldest based on Intake/Investigation ID --- Note: all pieces of work created from the Investigation/Special Conditions Referral page, as separate pages, will be grouped under the applicable Investigation/Special Conditions Referral page. In addition, these pieces of work will be displayed in alphabetical order and then in order of newest to oldest based on create date and will display as hyperlinks in order to access the applicable work. Dynamic Group Box Pre- Implementation Child In- Home or Institutional Upon selecting Investigation/ Special Conditions Referrals from the drop down, the center group box automatically displays the applicable information for Child Investigations, Adult Investigations, and Special Conditions Referrals in which the participant is an Investigation/Special Conditions Referral Participant. NOTE: If the FSFN worker does not have the correct 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 will display as plain black text instead of a hyperlink. Selecting this hyperlink launches the associated Child or Adult Investigation page. The Investigation page Page 36 of 57
Investigation OR Adult Investigation Case Note Hyperlink Post Implementation Adult Investigation Post- Implementation Institutional Investigation Hyperlink Initial Institutional Child Safety Assessment Hyperlink Supervisor Consultation Post Implementation In-Home and Other "Investigation Sub Types" Investigation Hyperlink PDA will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor. Selecting this hyperlink launches the associated Case Notes page. The Case Notes page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor; in addition, the Case Note is only editable/ user modifiable by the worker who created the Case Note or the Supervisor of the worker who created the Case Note. Selecting this hyperlink launches the associated Adult Investigation page. The Investigation page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor Selecting this hyperlink launches the associated Child Investigation page. The Investigation page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor. Selecting this hyperlink launches the associated Child Institutional Safety Assessment page. The Child Institutional Safety Assessment page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor and the Status is "Pending. Hyperlink displays Supervisor Consultation - <Type> with the Method of Consultation and Consultation Date and Time displayed directly beneath the hyperlink in plain black text. Selecting this hyperlink launches the associated Child Investigation page. The Investigation page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor. Selecting this hyperlink launches the associated Page 37 of 57
Present Danger Assessment page. The Present Danger Assessment page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor and it is not "Complete. Safety Plan Hyperlink displays as Safety Plan with the Purpose, along with the associated Case ID in parenthesis; Household Name, Intake/Investigation ID, Effective Date, Termination Date and unique, system generated Safety Plan ID are displayed directly beneath the hyperlink in plain black text. Selecting this hyperlink launches the associated Safety Plan page. The Safety Plan page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor and it is not "Complete. FFA Investigation Selecting this hyperlink launches the associated FFA - Investigation page. The FFA - Investigation page will only launch in Edit mode if the Person Book is launched from the desktop by either the worker or supervisor and it is not "Complete. Directly beneath the hyperlink, the Safety Determination of either Safe or Unsafe (the selection that was chosen from the 2 radio button selections on the FFA-Investigation) will display in plain black text. For cases with an FFA- Investigation created prior to 03/17/2017, the Safety Determination will also display, but consist of the language from one of the 3 radio buttons selected on the FFA-Investigation prior to implementation Safe - No impending danger safety threats that meet the safety threshold.; Safe - Impending danger threats are being effectively controlled and managed by a parent/legal guardian in the home.; Unsafe. Risk Assessment Hyperlink displays as Risk Assessment Status; Investigation ID; Unable to Assess with the associated Reason; Completed Date; Scored Risk Level and Final Risk Level are displayed directly beneath the hyperlink in plain black text. Page 38 of 57
1.2.8.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.8.4 Save Processing N/A 1.2.8.5 Security N/A Page 39 of 57
1.2.9 Person Book Page (Legal) 1.2.9.1 Page Overview The center group box, when Legal is selected, displays all Legal Case Work created for the specific participant for whom the Person Book page is being accessed. This includes Legal Records; Legal Documentation pages and Diligent Search for Parent pages. They are sorted by the Date Created from newest to oldest and only show the relevant pages associated to the person that have been created or updated within the last 12 months. Page 40 of 57
1.2.9.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Legal displays all Legal Records, Legal Documentation pages and Diligent Search for Parent pages created/updated within the last 12 months. Legal Records are displayed first, then Legal Documentation pages second, and Diligent Search for Parent pages third. Within each grouping, the following sort order applies: Legal Records display newest to oldest based on Create Date; Legal Documentation pages display newest to oldest based on Create Date, then sub sort, if multiple exist with same date, alphabetical by Legal Document Name; Diligent Search for Parent pages display newest to oldest based on Date Entered, if multiple exist with same date, use time stamp from database table. Dynamic Group Box Legal Record Legal Documentation Diligent Search for Parent Upon selecting Legal from the drop down, the center group box automatically displays the applicable information for all Legal Case Work created for the person across the FSFN system. This includes Legal Records; Legal Documentation pages, and Diligent Search for Parent pages. Legal Record hyperlink which captures the Legal Record, Create Date, Participant Name, and Case ID in parenthesis. Legal Documentation hyperlink which displays as Legal Documentation with associated Case ID in parenthesis; directly beneath the hyperlink in plain black text is the Document Name and Legal Documentation Create Date. Diligent Search for Parent page hyperlink which displays as Diligent Search Purpose - <Purpose>; the Date Entered; and the associated Case ID in parenthesis. Page 41 of 57
1.2.9.3 Background Processing N/A 1.2.9.4 Save Processing N/A 1.2.9.5 Security N/A Page 42 of 57
1.2.10 Person Book (Meetings) 1.2.10.1 Page Overview The center group box, when Meetings is selected, displays all Meeting pages created at the Participant Level whereby the participant whose Person Book page is being view is the Subject Participant. This includes all meetings across FSFN Cases throughout the FSFN system. Page 43 of 57
1.2.10.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Meetings display all Meetings created/updated within the last 12 months and displays them in chronological order, newest to oldest, sorted by Create Date. Dynamic Group Box Meeting Upon selecting Meetings from the drop down, the center group box automatically displays the applicable information for all Meetings pages created whereby the person whose Person Book is being viewed is identified as the Subject Participant. Meetings are displayed newest to oldest by Create Date. The Meeting Information hyperlink captures the Meeting Type, Create Date, and Case ID (in parenthesis). 1.2.10.3 Background Processing Refer to the background processing identified within the tables for each screenshot above. 1.2.10.4 Save Processing N/A Page 44 of 57
1.2.11 Person Book Page (Placements) 1.2.11.1 Page Overview The center group box, when Placements is selected, displays Out of Home Placement, Living Arrangement, Private Adoption, and Family Support pages created for the participant regardless of the status. This includes all records across FSFN Cases throughout the FSFN system. Page 45 of 57
1.2.11.2 Page Information Fields: Filter Drop Down Drop down used to filter what is displayed within the center group box. Placements display all placements, living arrangements, private adoptions and family support pages. There are no date restrictions for "open" records; for ended/closed records, displays those created within the last 24 months; displays the open records first in alphabetical order by last name, then first name, then middle name; then displays the closed records in alphabetical order by last name, then first name, then middle name, and then newest to oldest based on create date. The display sort also sub-sorts under the names by Begin Date (or Create Date if the record is a Private Adoption). Dynamic Group Box Out of Home Placement Upon selecting Placements from the drop down, the center group box automatically displays the applicable information for all Placements, Living Arrangements, Private Adoptions and Family Support Services documented for the participant across the FSFN system, across all FSFN Cases. The records are displayed newest to oldest by Begin Date and Time for Out-of- Home Placements, Living Arrangements and Family Support pages, and by Create Date for Private Adoption pages. Selecting the hyperlink launches the associated Out-of-Home Placement page. The Out-of-Home Placement hyperlink displays as Service Category, Service Type with the associated Case ID in parenthesis. As a whole, the record entry captures the Service Category and Type, Case ID, Begin Date, End Date (if applicable), Provider Name, Participant Name, County of the Worker who created the Placement, Approval/Closed Status, Removal/Discharge indicator, and Ending Reason (if applicable). Page 46 of 57