PM10: Recruitment April 1, 2016
Change History Release# or CR# or Change Description Author(s) Section Modified Date Incident # 10/22/2015 Updates resulting from Supported Elaine Mohr Throughout Platforms review 10/30/2015 Supported Platforms peer review Ibrahim Allison Throughout 12/17/2015 Final Review for Supported Kortney Rudd Entire Document Platform 01/05/2016 CR607 Updated content per CR607 Leah Dienger Throughout 01/10/2016 CR607 Reviewed content and updated screenshots per CR607 Leah Dienger Throughout Topic Paper Page 2 of 18
Table of Contents Contents 1.1. Introduction 5 1.2. Recruitment Pages 6 1.2.1. Recruitment Event Page 6 1.2.1.1. Page Overview 7 1.2.1.2. Page Information 7 1.2.1.3. Background Processing: 11 1.2.1.4. Save Processing 12 1.2.1.5. CRUD Matrix 12 1.2.2. Recruitment Activity Page 13 1.2.2.1. Page Overview 13 1.2.2.2. Page Information 14 1.2.2.3. Background Processing 14 1.2.2.4. CRUD Matrix 15 1.3. Inventories 15 1.3.1. Table Description 15 1.3.2. Reference Data 15 1.3.3. Automated Messages 16 1.3.4. Checklists 16 1.3.5. Ticklers 16 1.3.6. Notifications 17 1.3.7. Text Templates 17 1.3.7.1. Recruitment Comments 17 1.3.7.2. The Export Participants List 18 1.3.8. Triggers 18 Topic Paper Page 3 of 18
1.4. Batch Programs 18 1.5. Requirements Covered in this Paper 18 Topic Paper Page 4 of 18
1.1. Introduction The recruitment topic area is a stand-alone module to aid in the tracking and monitoring of recruitment efforts being made to increase the number of people interested in becoming Foster Home Providers, Person Providers, Organization Providers or Adoptive Homes. General information is recorded about each event: Type of Event Length of Event Target Area Resource Hours for Event Number of Participants at Event Total Cost of the Event The worker can create an export file that can be used for mail merges in conjunction with word processing and spreadsheet applications. The worker can also print out a participant list at any time using the exported participant's list. The Export Participants List is accessed from the Options drop-down menu. Topic Paper Page 5 of 18
1.2. Recruitment Pages 1.2.1. Recruitment Event Page Topic Paper Page 6 of 18
1.2.1.1. Page Overview Navigation A worker can navigate to the Recruitment Event Page from the Create Menu Bar option and choosing Recruitment Event. Page Summary The Recruitment Event page is the main recruitment page. The worker selects the Category of Event, Type of Event, Length of Event, Target Area, Date of Event, Resource Hours, (number of) Participants, and records Expenditures. The Recruitment Comments text box is available for the worker to enter detailed text about the event and the participants. The Recruitment Participants expando allows the worker to record the name, address and telephone numbers of each participant who attended the recruitment event to be used in future mailings or recruitment efforts. The worker can create an export file that can be used for mail merges in conjunction with word processing and spreadsheet applications. The worker can also print out a participant list at any time using the exported participant s list. The Export Participants List is accessed from the Options drop-down. 1.2.1.2. Page Information Group Event Box: Fields: Event ID A unique Event ID; system derived, view only. Recruiter The name of the recruitment worker; system derived; view only. Agency The name of the recruiter's agency; system Topic Paper Page 7 of 18
derived; view only. Group Event Information Box Fields Date of Entry The date of entry into FSFN; system generated; view only; not editable. Category of Event The category of event; worker selected dropdown; editable; required; no default value. Other text field Conditionally enabled, user entered text box; required ONLY if Adoption Other, Foster Parent Other, or Other is selected from Category of Event drop down; otherwise, disabled and grayed out. Type of Event The type of event; worker selected drop-down; editable; not required. Length of Event The length of the event; worker selected dropdown; editable; required. Target Area The target area for the event; worker selected drop-down; editable; required. Date of Event The date of the event; worker-entered date field; editable; required. Group Event Summary Box Fields Resource Hours The total number of resource hours used for the Event; worker entered numeric field; editable; not required. Participants The estimated number of participants that attended the Event; worker selected dropdown; editable; not required Group Box Expenditures Type of Expenditure Worker selected dropdown; enabled and required upon inserting a new row. Description Worker entered text field that is conditionally enabled and required ONLY when Other is selected from the Type of Expenditure drop down; otherwise, disabled and grayed out. Amount Worker entered numeric field that is enabled and required upon inserting a row. Action Conditionally displayed Delete hyperlink that will display each time a row is inserted to allow Topic Paper Page 8 of 18
for removing a row inserted in error. Button Insert Worker selected to insert new rows within the Expenditures group box; enabled upon creating the Recruitment Event page and is enabled prior to successfully saving the page; at least one row must be inserted in order to successfully save the page for the first time. Text Box Recruitment Comments Alpha-numeric text field; enabled but not required; option; user entered. Expando Recruitment Participants Group Participant Information Box Fields Last Name Last name of participant; worker-entered; required First Name First name of participant; worker-entered; not required Street # Address street number of participant address; worker- entered: no default value; not required Street Name Address street name of participant address; worker-entered: no default value; not required FL City Worker selected dropdown; List of Florida Cities; not required; no default value; value selected pre-fills City field City Worker-entered text field; required; no default value State U.S. state of the address. The list includes entries for 54U.S. states and territories. User selected drop down; required; default value of FL Zip Address ZIP code. User entered text field; first 5 digits are required; no default value Phone The phone number of the participant. User entered; not required; no default value Links Delete Delete participant row. Options Export Participant List Export participant list to a file in csv format. Buttons Insert Creates a new row in the participant expando. Save Close Saves all changes made to the page. Closes the page and returns the user back to the desktop. (An alert is given to save the page if Topic Paper Page 9 of 18
changes have been made.) Topic Paper Page 10 of 18
1.2.1.3. Background Processing: 1. The Date of Entry field is system generated. 2. The Event ID field is system generated. 3. The Recruiter field is populated with the name of worker logged onto FSFN. 4. The Agency field is populated by the worker's agency. 5. The Category of Event, Type of Event, Length of Event, Target Area, and Date of Event are all required and editable. If the field is not completed, the system will generate the following error message: Please enter data in the fields which are highlighted - <Field Name> 6. The Resource Hours and Participants are user entered and selected, but not required. 7. The Type of Expenditure and Amount are both required and editable once a row is inserted into the Expenditures group box. The Description field is enabled and required ONLY when Other is selected from the Type of Expenditure drop down; otherwise it s disabled and grayed out. 8. The Delete hyperlink within the Action column immediately displays each time a row is inserted to allow for removing a row inserted in error. The inserted row is only saved to the database once the Recruitment Event page is successfully saved. The Delete hyperlink will continue to display after successfully saving the page. Upon clicking the Delete hyperlink, a validation is displayed asking the user if the user is sure s/he wishes to remove the selected row <Yes><No>. 9. The Insert button is included within the Expenditures group box to insert new rows. It is enabled upon creating the Recruitment Event page and is enabled prior to successfully saving the page. At least one row must be inserted in order to successfully save the page for the first time. 10. The Recruitment Comments text box is enabled, but not required; optional; user entered; accepts special characters; 1,200 character limit. 11. Export Participant List saves the participant information in csv format. The user is prompted to select a name for the file, which will be saved to the C:\FSFN\export folder. (Options drop-down) 12. When the worker selects the Insert button, a blank participant row is inserted. 13. When the worker selects the delete hyperlink, the user is prompted with the following message: Are you sure you want to delete this entry. The row will be deleted only when "Yes" is selected. 14. The following fields are required: Last Name, City; State, Zip. Topic Paper Page 11 of 18
15. When the worker selects a value in the FL City drop-down, the City, and State fields are pre-filled, the worker may edit the City, and State if needed. The State field defaults to FL. 16. When a worker selects Close, if new information has been entered on the page, the user is prompted with the following message: Save changes (including documents) before closing page? The record will be saved only when "yes" is selected. 1.2.1.4. Save Processing 1. Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the Close button, and then answering "Yes" when the system asks the user if they would like to "Save changes before closing the page." 2. Upon clicking the Save button at least one row must be inserted within the Expenditures group box; if not at least one row is inserted the following validation is displayed: At least one expenditure row must be documented. Please make the necessary updates. <OK> Even after successfully saving the page, if a user relaunches the Recruitment Event page and deletes the existing rows, upon attempting to save again the user will receive the same validation message indicating that at least one expenditure must be documented. 3. Recruitment Event rows are created in the Recruitment Table. 4. Recruitment Participant rows are created and updated in the Recruitment Participant Table. 1.2.1.5. CRUD Matrix Table Name Create Read Update Delete RECRUITMENT X X X RECRUITMENT PART X X X X Topic Paper Page 12 of 18
1.2.2. Recruitment Activity Page 1.2.2.1. Page Overview Navigation A worker can navigate to the Recruitment Activity Page from the Maintain Menu Bar option and choosing Recruitment Event. Page Summary The Recruitment Activity page is used to navigate to the desired recruitment event that the worker would like to maintain. The Recruitment Activities are listed by county and then date in order of the most recent event first. The Event Date, Category, Type, Worker Name, Agency Name, and Target Area are listed to help the worker find the exact Recruitment Activity that needs modification. The worker may also select the Insert Topic Paper Page 13 of 18
button to create a new Recruitment Event. The worker may scroll up or down to find the Recruitment Event and then click on the Edit hyperlink next to the row to open the Recruitment Activity page. 1.2.2.2. Page Information Fields: Event Date The date of the Recruitment Event; system derived; view only. Category The Category of Event; system derived; view only. Type The Type of Event; system derived; view only. Worker Name The name of the recruitment worker; system derived; view only. Agency The Agency of the recruiter; system derived; view only. Target Area The target area for the event; view only Options None Links Edit Hyperlink used to access the desired Recruitment Event. Buttons Insert Launches new Recruitment Event page. Close Closes the page and returns the user back to the desktop. (An alert is given to save the page if changes have been made.) 1.2.2.3. Background Processing 1. When a worker clicks Edit hyperlink on the Recruitment Activity row the Recruitment Event associated with the Event ID of the row selected will be displayed in the Recruitment Event page. 2. When the worker selects the Insert button the page opens to create a new recruitment record. 3. Please refer to the change column within the Page Information table above for further field level background processing. Topic Paper Page 14 of 18
1.2.2.4. CRUD Matrix RECRUITMENT Table Name Create Read Update Delete X 1.3. Inventories 1.3.1. Table Description Table Name RECRUITMENT RECRUITMENT_PART Description This table stores information pertaining to provider recruitment events such as location, timestamp, time spent, costs, etc. Data created and maintained in PM10 (Recruitment Event). This table stores participant information pertaining to provider recruitment events such as name, address, and phone number. Data created and maintained in PM10 (Recruitment Event). 1.3.2. Reference Data FSFN Page: Recruitment Event Tab Name: NA Field Name: Category of Event Table Name: Group Id: FSFN Page: Recruitment Event Tab Name: NA Field Name: Type of Event Table Name: Code_Desc Group Id: Topic Paper Page 15 of 18
FSFN Page: Recruitment Event Tab Name: NA Field Name: Length of Event Table Name: Code_Desc_Stat Group Id: FSFN Page: Recruitment Event Tab Name: NA Field Name: Target Area Table Name: Code_Desc Group Id: REGION FSFN Page: Recruitment Event Tab Name: NA Field Name: Participants Table Name: Code_Desc Group Id: FSFN Page: Recruitment Event Tab Name: NA Field Name: FL City Table Name: Code_Desc Group Id: REGION FSFN Page: Recruitment Event Tab Name: NA Field Name: State Table Name: Code_Desc Group Id: REGION 1.3.3. Automated Messages None 1.3.4. Checklists 1.3.5. Ticklers None None Topic Paper Page 16 of 18
1.3.6. Notifications None 1.3.7. Text Templates 1.3.7.1. Recruitment Comments The Recruitment Comments template is a blank MS Word document that can be used to record specific information regarding the Recruitment Event. Information about time and location of the event can be recorded using this template. Topic Paper Page 17 of 18
1.3.7.2. The Export Participants List 1.3.8. Triggers The Export Participants List exports a list of participants demographic information to a file in csv format. The list of participants can then be sorted as needed. None 1.4. Batch Programs None 1.5. Requirements Covered in this Paper CR607 Amendment 8 Adoption Changes Topic Paper Page 18 of 18