Investigation/Special Conditions Referral Workload Listing User Guide

Investigation/Special Conditions Referral Workload Listing User Guide July 13, 2018

Change History Release # / Date CR # or Incident # Change Description Author(s) Section Modified 2017 CR558 Initial Submission Regina Richardson Entire Document CR558.07 CR558.07a CR558.07b CR558.07c CR558.07d CR558.07e CR558.16 CR558.20 CR558.21 CR558.22 Changes to reflect addition of Sprint 3 Work Items Regina Richardson Key Tasks Child Investigations Column Information Child Investigations CR-558.07c CR-558.07e Changes to reflect additional statuses added to filters Regina Richardson Menu selections modified. CR558 Edits to incorporate client feedback Regina Richardson Entire Document CR558.25 Edits to incorporate user story 25 and screen captures Regina Richardson Entire Document CR558 Edits to incorporate client feedback 01/09/2017 558.24 Updated content per CR558.24 Regina Richardson Leah Dienger Entire Document Supervisor Consultation 01/11/2017 CR558.24 Peer Review Leon White 01/30/2017 Updated screen shots and content; incorporated DCF Final Review Comments. Leah Dienger Entire Document 04/11/2018 CR558.12d CR558.13 CR558.17 CR558.18 Updated content to reflect CR558.12d CR558.13 CR558.17 CR558.18 Nicole Balanoff Entire Document July 13, 2018 Page 2 of 23

Table of Contents About FSFN User Guide... 4 The Intended Audience... 4 Prerequisite Knowledge... 4 Related Resources... 5 Security Information... 5 Investigation/Special Conditions Referral Workload Listing Overview Child Investigation... 6 About the Investigation/Special Conditions Referral Workload Listing Page... 6 Key Tasks... 7 To access the Investigation/Special Conditions Referral Workload Listing page... 7 Navigating the Investigations and Special Conditions Referrals Workload Listing... 8 The Search Criteria group box... 9 The Filter Criteria group box... 9 The Investigations/Special Conditions Referrals Returned group box... 15 Column Information... Error! Bookmark not defined. July 13, 2018 Page 3 of 23

About FSFN User Guide The Florida Safe Families Network (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 children, families, and adults of Florida. The Intended Audience This user guide serves a wide audience of FSFN end users who include: Adult Protective Investigators Child Protective Investigators Ongoing Case Managers Adult Protective Investigator Supervisors Child Protective Investigator Supervisors Case Manager Supervisors 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 the 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 (3) pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book. July 13, 2018 Page 4 of 23

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 is applied across all information. For example, if you do not have authorization to access restricted cases without an assignment, FSFN restricts your access. July 13, 2018 Page 5 of 23

Investigation/Special Conditions Referral Workload Listing Overview Child Investigation The Investigation/Special Conditions Referral Workload Listing supports the Child Protective Investigator and Child Protective Investigator Supervisor s ability to view and organize information pertinent to their workload. The Investigation/Special Conditions Workload Listing provides real time data for the user to facilitate an at-a-glance overview of their assigned workload. About the Investigation/Special Conditions Referral Workload Listing Page The Investigation/Special Conditions Referral Workload Listing Page captures and displays a real-time overview of the Child Protective Investigator s open Investigations/Special Conditions Referrals where they are the Primary or Secondary Investigator identified on the Intakes tab of the Investigation or Special Conditions Referral. This includes the related work items for those Investigations/Special Conditions Referrals. If logged in as an Investigative Supervisor, the Investigation/Special Conditions Referral Workload Listing page displays the Investigations and Special Conditions Referrals based on the selected Worker Name, including the related work items for those Investigations/Special Conditions Referrals. The Investigation/Special Conditions Referral Workload Listing displays in tabular form with the ability to search results by Unit(s), Worker Name, Intake Screening Decision Date Range, Start Date, End Date and Investigation Type. The user may further refine the results returned to focus on those investigations requiring 2 nd Tier Consultations by applying available filters, such as the creation or status of a Risk Assessment or Safety Assessment. These filters are located at the top of the Investigations/Special Conditions Referrals Returned group box. The user has ability to sort and sub-sort on several of the columns, such as Screening Decision Date and Time, Commencement Date and Time and FSFN Case Name. Where fields are hyperlinked, the user can launch the piece of work in edit mode if they have a current assignment to the FSFN Case for which the Investigation or Special Conditions Referral is associated. July 13, 2018 Page 6 of 23

Key TasksTo access the Investigation/Special Conditions Referral Workload Listing page Select the Investigation/Special Conditions Referral Workload Listing from the Utilities dropdown on the desktop. July 13, 2018 Page 7 of 23

Navigating the Investigations and Special Conditions Referrals Workload Listing The Investigations and Special Conditions Referral Workload Listing page has three sections in addition to page information and controls. A) The Search Criteria group box - Enter search criteria here to generate a set of results B) The Filter Criteria group box Select criteria here to refine the generated results by up to five criteria. C) The Investigations/Special Conditions Referrals Returned group box displays results according to criteria entered in previous group boxes. Click blue hyperlinked column headers to sort results. Click blue hyperlinked fields to launch pieces of associated work. D) Page information and controls view the number of rows returned, use vertical or horizontal scroll bars to view additional rows or columns in the Investigations/Special Conditions Referrals Returned group box and use the Close button (Alt + C) to close the page. July 13, 2018 Page 8 of 23

The Search Criteria group box 1. To view assignments by Unit, Supervisors can select a specific unit from the Unit(s) drop down menu. Selection of a unit will filter the Worker Name results to show either only those workers assigned to the selected unit or all workers if no Unit was selected. Unit(s) will default to that of the Primary or Secondary Investigator for the role in which they are currently logged into FSFN. 2. To view assignments by worker, Supervisors can select the worker s name from the Worker Name drop down menu in the Search Criteria group box. Worker Names will display based on the Unit selected in the Unit(s) dropdown menu, if any. The Worker Name will prefill with the Child Protective Investigator logged in to FSFN, if not a supervisor. 3. To view results by date range of the Intake Screening Decision Date and Time, select a Start Date and an End Date for Intake Screening Decision Date Range (If you enter a Start Date, an End Date is required). 4. The Investigation Type is based on the profile under which the user is logged into FSFN. If logged in as a Child Protective Investigator or Supervisor, the system defaults to preselected checkboxes for both Child and Special Conditions Referrals. These results can be narrowed be deselecting one of these boxes. 5. To clear all search parameters in the Search Criteria group box, click the Clear Fields button (Alt + L). 6. Once intended search parameters have been entered, click the Search button (Alt + S) in the Search Criteria group box to view the returned results in the Investigations/Special Conditions Referrals Returned group box. The Filter Criteria group box To narrow the Investigations/Special Conditions Referrals Returned results, the user can apply one or more of the following filters. July 13, 2018 Page 9 of 23

Present Danger Threats To filter results to show only those with a specific Present Danger Assessment result, the user can select one of the following from the Present Danger Threats drop down menu: Present Dangers Exist {results where the Current Present Danger Assessment (PDA) column reflects Present Dangers Exist} No Present Danger {results where the Current Present Danger Assessment (PDA) column reflects No Present Danger} Pending (results where the Current Present Danger Assessment (PDA) column reflects Pending) No Assessment {results where the Current Present Danger Assessment (PDA) column reflects blank} All {results where the Current Present Danger Assessment (PDA) column reflects any of the categories} Null/ Blank (where the filter doesn t apply) Present Danger Plan To filter results to show only those with a specific Present Danger Plan status, the user can select one of the following from the Present Danger Plan drop down menu: Yes (results where the Present Danger Plan column reflects a date) Pending (results where the Present Danger Plan column reflects Pending) No (results where the Present Danger Plan column is blank) All (results where the Present Danger Plan column reflects any of the Statuses) Null/ Blank (where the filter doesn t apply) Safety Determination To filter results to show only those with a specific Safety Determination, the user can select one of the following from the Safety Determination drop down menu: Safe (results where the FFA - Investigation column reflects Safe) Unsafe (results where the FFA - Investigation column reflects Unsafe) No Determination (results where the FFA - Investigation column reflects No Determination) No Assessment (results where the FFA - Investigation column is blank) All (results where the FFA - Investigation column reflects either of the Safety Determinations) Null/ Blank (where the filter doesn t apply) July 13, 2018 Page 10 of 23

Impending Danger Plan To filter results to show only those with a specific Impending Danger Plan status, the user can select one of the following from the Impending Danger Plan drop down menu: Yes (when the Impending Danger Plan column reflects an effective date) Pending (when the Impending Danger Plan column reflects Pending ) No (when the Impending Danger Plan column is blank) All (to return any of the preceding) Null/ Blank (where the filter doesn t apply) Risk Assessment To filter results by a specific Risk Level, the user can select one or more of the following Final Risk Levels/ Statuses from the Risk Assessment multi-select menu: Very High High Moderate Low Unable to Assess (Risk Assessment has been identified on the page as Unable to Assess) Pending (Risk Assessment has been saved, but no Final Risk Level has been identified) No Assessment (Risk Assessment has not been created.) To select more than one value by which to filter the results, hold the CTRL key while clicking to select each Risk Level/ Status. There is no default selection for this filter. All Children Out of Home To filter results by a specific status indicating whether all children are out of the home (or not), the user can select one of the following from the All Children Out of Home select menu: Yes No All Null/Blank is the default selection for this filter. July 13, 2018 Page 11 of 23

Maltreatments To filter results by types of Maltreatments included in the Investigation, the user can select one or more of the following from the Maltreatments multi-select menu: Abandonment Asphyxiation Bizarre Punishment Bone Fracture Burns Death Environmental Hazards Failure to Protect Failure to Thrive/Malnutrition/Dehydration Household Violence Threatens Child Human Trafficking CSEC Human Trafficking Labor Inadequate Supervision Internal Injuries Intimate Partner Violence Threatens Child Medical Neglect Mental Injury Physical Injury Sexual Abuse Sexual Battery Sexual Abuse Sexual exploitation by Parent/Legal Guardian Sexual Abuse Sexual Molestation Substance Exposed Newborn Substance Misuse Substance Misuse Alcohol Substance Misuse Illicit Drugs Substance Misuse Prescription Drugs Threatened Harm July 13, 2018 Page 12 of 23

To select more than one value by which to filter the results, hold the CTRL key while clicking to select each Risk Level/ Status. There is no default selection for this filter. How filtering works As each additional filter is applied, it further refines the results returned on the executed search. For example, a user could enter a search for all Investigations between the first of the month and the current date and the search returns 100 current, open investigations for the specified date range. Selecting a filter to show only those where the Present Danger Threat column shows the value of No Assessment narrows the results set displayed to 20 open Investigations for the specified date range. Please note this isn t a new search, it simply filters for those matching the selection. A second filter of Very High for the Risk Assessment is applied to the 20 results from the original results set. There are now 3 investigations for the specified date range where there has been no Present Danger Assessment and the child is determined to be at a Very High final risk level. July 13, 2018 Page 13 of 23

2 nd Filter Applied: Final Risk Level = Very High 1 st Filter Applied: PDA = No Assessment Search results: Investigations, 1 st of month to Current Date To remove a filter from the displayed results set, select the value of All in the drop down of the filter to be removed. Using the previous example, the first filter No Assessment for the Present Danger Threat is removed by selecting to show All Present Danger Assessments. Another filter, Unsafe for the Safety Determination is applied to show those current, open Investigations for the specified date range that have No Assessment for the Present Danger Threat and Unsafe for the Safety Determination. Alternatively, clicking the Search button again will invoke a brand-new search with a fresh set of results. July 13, 2018 Page 14 of 23

The Investigations/Special Conditions Referrals Returned group box If no Search Criteria is entered, clicking the Search button will return all open Investigations and Special Conditions Referrals for the user. The initial sort will display by Screening Decision Date and Time from oldest to newest. To view columns not readily visible in the Investigations/ Special Conditions Referral Workload Listing, use the horizontal scroll bar to move the columns left to right. Left display of Investigation/ Special Workload Listing results Right display of Investigation/ Special Workload Listing results July 13, 2018 Page 15 of 23

Right display of Investigation/ Special Workload Listing results Column headers displayed in blue text are sortable upon clicking and fields displayed in blue text will launch associated pieces of work in edit mode, for users assigned to the FSFN case to which the Investigation or Special Conditions Referral is linked as a Primary or Secondary Investigator/Supervisor. July 13, 2018 Page 16 of 23

Column Information Intake/Investigation ID This column displays the Intake/Investigation ID of the Initial Intake linked to the Investigation or Special Conditions Referral from oldest to newest. To launch the Investigation or Special Conditions Referral Page, click the associated Intake/Investigation ID displayed as a hyperlink in the column. The Intake/Investigation ID column header displays as plain black text and is not hyperlinked. Screening Decision, Date/Time This column displays the Screening Decision Date/Time of the Initial Intake linked to the Investigation or Special Conditions Referral from oldest to newest. To view this column in order of newest to oldest, click the blue column header text, Screening Decision Date/Time To launch the Initial Intake Page associated with this Child Investigation or Special Conditions Referral page, click the Screening Decision Date/Time displayed in blue text. Days Elapsed This column displays the calendar days elapsed since the Screening Decision Date from greatest to fewest number of days elapsed. If there is more than one with the same number of elapsed days, those with the same date will be sorted from lowest Intake/Investigation ID to highest Intake/ Investigation ID. The number of days elapsed displays as plain black text and is not hyperlinked. Intake Type This column displays the type of intake, with the initial sort listing Child Intakes first and the Special Conditions Referrals second. The Intake Type displays as plain black text and is not hyperlinked. Commencement Date/Time This column displays the Commencement Date and Time of the Initial Intake linked to the Child Investigation or Special Conditions Referral in order of oldest to newest date and time. If there is more than one entry for the same date and time, those entries will display in order of the newest Intake/ Investigation ID to the oldest Intake/ Investigation ID. July 13, 2018 Page 17 of 23

To view this column in order of newest Intake/ Investigation ID to oldest Intake/ Investigation ID, click the blue column header text, Commencement Date/ Time. FSFN Case Name This column displays the FSFN Case Name with which the Child Investigation/Special Conditions Referral is associated and is sorted according to Last Name, First Name, then Middle Name from A to Z. Clicking the specific FSFN Case Name hyperlink launches the associated Case Book page. The Case Book page will launch in edit mode, enabling Investigators and Investigative Supervisors to create Case or Participant pieces of work regardless of Supervisor's assignment to the case. This functions like the Desktop when the supervisor drills down on the Workers expand and can access the work directly and make the necessary modifications. Youngest Age of Child Victim This column displays the Youngest Age of the Child Victim identified in the case and is sorted youngest to oldest upon clicking the blue hyperlink header the first time, reverse sorting is not available. The age in the column displays as plain black text. The Youngest Age of Child Victim is determined by looking at all participants in the associated investigation with a Role of Victim and determining of all the Victims, what is the youngest age. Age is determined by first looking at the victim s Date of Birth documented on Person Management and comparing it to the current system date. If Date of Birth is not documented the system will look for the Estimated Age documented on Person Management. If there is no Date of Birth or Estimated Age documented for the Victim, then FSFN will consider the victim as 0. Most Recent Present Danger Assessment (PDA) This column displays the most recent Present Danger Assessment based on the date of creation, for the Child Investigation. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Present Dangers Exist The user can click this status to launch the Present Danger Assessment in view only mode. No Present Danger The user can click this status to launch the Present Danger Assessment in view only mode. July 13, 2018 Page 18 of 23

Pending if the Present Danger Assessment is pending, and the user can click Pending to launch the Present Danger Assessment in edit mode. Blank if no Present Danger Assessment has been created for the Child Investigation, or if it is an Institutional Child Investigation/ Special Conditions Referral. Present Danger Plan This column displays the date of the most recently completed Safety Plan with the type of Present Danger that is linked to the Investigation. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Effective Date (DD/MM/YYYY format) if the most recent Safety Plan is completed but not terminated. If there is more than one Present Danger Safety Plan created from the Investigation, the Effective Date from the most recent will display. To launch the most recent Present Danger Plan, the user can click the displayed date. Pending if the most recent Present Danger Safety Plan is pending, and the user can click Pending to launch the most recent Present Danger Plan Blank if no investigation level Safety Plan has been created for this investigation, OR the most recent is completed and terminated. To view this column in the reverse order, click the blue column header text, Present Danger Plan. Family Functioning Assessment (FFA) Investigation This column displays the Safety Determination for the Family Functioning Assessment Investigation, if one has been created. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Unsafe if the determination of the investigation was that at least one child was unsafe. To view the associated FFA Investigation click on the displayed determination. Safe if the determination of the investigation was safe. To view the associated FFA Investigation click on the displayed determination. No Determination if the FFA - Investigation was created and saved, but no determinations have been selected. To view the associated FFA Investigation, click Pending Blank if the FFA Investigation is not created or if it is an Institutional Child Investigation/Special Conditions Referral To view this column in the reverse order, click the blue column header text, Family Functioning Assessment Investigation July 13, 2018 Page 19 of 23

Impending Danger Plan This column displays the date of the most recently completed Safety Plan with the type of Impending Danger that is linked to the Investigation. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Effective Date (in DD/MM/YYYY format) if the most recent is completed but not terminated. To launch the most recent Impending Danger Plan, click the displayed date. Pending if the most recent Present Danger Safety Plan is pending. To launch the most recent Impending Danger Plan, click Pending. Blank if no investigation level Safety Plan of Impending Danger has been created for this investigation, OR the most recent is completed and terminated To view this column in the reverse order, click the blue column header text, Impending Danger Plan. Most Recent Supervisor Consultation This column displays the date and time of the most recent Supervisor Consultation created, excluding 2 nd Tier Consultations and Rapid Safety Feedback Types, based on the completion date and time entered on the Supervisor Consultation page. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Investigations without a Supervisor Consultation will display a blank field, while those with a Supervisor Consultation will be sorted by date, oldest to newest by Intake/Investigation ID, where there is more than one result with the same value. To launch the associated Supervisor Consultation page, click the date displayed in the field. Most Recent 2nd Tier Consultation This column displays the date and time of the most recent Second Tier Supervisor Consultation that had been completed. To sort the results on this value, click the blue column header text. The initial sort will display in the order of most recent Completion Date and Time to least recent based on the completion date capture on the Supervisor Consultation page. Following, the field will display as blank where no Supervisor Consultations with the type of 2nd Tier currently exist. July 13, 2018 Page 20 of 23

Risk Assessment This column displays the assessed Risk Level for completed Risk Assessments, Pending for those Risk Assessments that have been created but not completed, and blank/null for instances where no Risk Assessment has been created for the In-Home Child Investigation. Risk Assessments are not created for Institutional Child Investigations or Special Conditions Referrals. To sort the results on this value, click the blue column header text. The initial sort will display in the following order: Very High High Moderate Low Pending Null/ blank To launch a created, but not completed Risk Assessment, click the blue field text, Pending. To launch a completed Risk Assessment in view only mode, click the blue text displaying the Final Risk Level. Most Recent Rapid Safety Feedback This column displays the Consultation Date and Time of the most recently completed Supervisor Consultation with the type of Rapid Safety Feedback as a blue hyperlink. The user can click the hyperlink to launch the associated Supervisor Consultation page. The sort will display in the following order: Blanks will be sorted first, if at least one Rapid Safety Feedback Consultation has not been completed for the associated investigation Newest to oldest based on the Consultation Date and Time if at least one Rapid Safety Feedback Consultation has been completed for the associated investigation. If multiple Rapid Safety Feedback Consultations have been completed for the associated investigation, the hyperlink will launch the most recent and display the Consultation Date and Time based on the consultation Date and Time of the Supervisor Consultation page. July 13, 2018 Page 21 of 23

Total # of Priors This column displays the total number of prior investigations by looking at all participants, based on Person ID, included in the investigation and then looking at the number of investigations collectively that the participants were involved in. A prior investigation is any investigation that was created prior to approving the current investigation for closure. This field displays in plain black text. An initial sort, executed by clicking on the blue column header text, Total # of Priors, returns results in order of highest to lowest. Reverse sort is not available for this column. Initial Safety Assessment Completed For Institutional Child Investigations, this column displays the date of completion of the Initial Child Institutional Safety Assessment, and No if the Initial Child Institutional Safety Assessment has been created but not completed. An initial sort, executed by clicking on the blue column header text, Initial Safety Assessment, returns results in the following order: No (if created but not submitted for Supervisory Review) Date and Time (based on date submitted for Supervisory Review, then Intake/ Investigation ID newest to oldest) Blank/Null (if not created) To launch a completed Initial Safety Assessment in view only mode, click the Completed Date, displayed in blue text. To launch the Initial Safety Assessment page in edit mode, click the blue field text, No. NOTE: This column will display values for only the new Child Investigations page. It will display Null/ Blank if the Child Institutional Investigation is the old format and has the Supervisor Review and 2 nd Part Review tabs. Special Conditions Referral Assessment For Special Conditions Referrals rows, the column will display the completed date of either the Special Conditions Referral or the Child on Child Safety Assessment, as applicable. If the assessment is created, but not completed, the field will display Pending in blue text. If the assessment has not been created yet, or this is not a Special Conditions Referral row, the field will display as blank. This column is not sortable. July 13, 2018 Page 22 of 23

To launch the associated Child on Child Safety Assessment or the Special Conditions Referral, click the completed date or Pending status, displayed in blue text. All Children Out of Home This column displays whether the child/victim participants with the Initial Role of Child-in- Home and/or Victim included in the Investigation or Special Conditions Referral are currently in an Out-of-Home Placement. The Column will display Yes is all children meeting these criteria are in a current Out-of-Home placement and will display No under all other conditions. This column is not sortable. Primary Unit This column displays the name of the unit to which the Primary Investigator is associated, as identified on the Intakes tab of the Investigation page. The column header and associated fields display in plain black text and are not sortable. Primary Investigator This column displays the Primary Investigator as captured on the Intakes tab of the Child Investigation/ Special Conditions Referral page. To sort the results on this value, click the blue column header text. The results will display in alphabetical order (A to Z according to Last Name, First Name, Middle Name. To view the results in reverse alphabetical order (Z to A), click the blue column header text once again. To launch an email message to the Primary Investigator, click the name of the Primary Investigator displayed in blue text. July 13, 2018 Page 23 of 23