Florida Safe Families Network Desktop Navigation Prepared for State of Florida Department of Children and Families
Change History Release # Date CR# or Incident # Change Description Author(s) Section Modified R3a01 07/30/2013 Transformation Initial submission FSFN Projects Team Entire document 03/30/2014 Risk Assessment FSFN Projects Team 11/11/2015 CR607 Adoption Incentive Enhancements FSFN Enhancement Team 12/09/2016 CR-AS3, CR-AS4, CR-AS5, CR-AS6, CR-AS12 Analyzed document for the purpose of CRs noted. Leah Dienger Entire document 12/12/2016 CR-AS3, CR-AS4, CR-AS5, CR-AS6, CR-AS12 Peer Review Leon White 01/23/2017 Update screen shots and incorporate review comments Leah Dienger Entire document 01/31/2017 CR641.13 Peer Review Kathleen Watson FSFN Desktop Outliners Outliner Views 02/07/2017 CR529.05 Updates Per Story CR529.05Jishil Johnson To access Case Book and Person Book 02/10/2017 CR529.05 Peer Review Kathleen Watson To access Case Book and To create Case Work 02/24/2017 CR529.08 Updates Per Story CR529.08Jishil Johnson Cases Expando 03/01/2017 CR529.08 Peer Review Kathleen Watson Cases Expando Page 2 of 30
03/21/2017 CR529.04 Assessed that adding CR529.04 was not relevant to this document. However, adjusted Leah Dienger formatting of the document and updated screenshots. Entire document 03/25/2017 CR529.04 Peer Review Jishil Johnson Entire Document Page 3 of 30
Table of Contents FSFN... 6 About FSFN... 6 The Intended Audience... 6 Prerequisite Knowledge... 6 Related Resources... 7 Security Information... 7 FSFN Desktop... 8 About FSFN Desktop... 8 Banner Bar... 8 Menu Bar... 9 Create Menu... 9 Maintain Menu... 9 Utilities Menu... 10 FSFN Desktop Outliner... 11 Outliner Views... 11 FSFN and Unit Messages and Links Pages... 12 My Tasks Calendar Expando... 13 Key Tasks... 13 To access the Task Due... 13 Cases Expando... 15 About the Cases Expando... 15 Key tasks... 16 To access the Actions pop-up page... 17 To update Case Information... 17 To access the Case Book and Person Book... 18 Providers Expando... 20 About the Providers Expando... 20 Key Tasks... 20 To view Provider work... 20 Page 4 of 30
Approvals Expando... 21 About the Approvals Expando... 21 Key Tasks... 21 To approve a piece of Work... 21 Intakes Expando... 23 About the Intakes Expando... 23 Key Tasks... 23 To view a Pending Intake... 23 Workers Expando... 25 About the Workers Expando... 25 Key Tasks... 25 To view Workers Workload... 25 About Maintain Worker Information Page... 25 Key Tasks... 26 To update Worker Information... 26 Call Records Expando... 27 About Call Records Expando... 27 Create Case Work... 28 Key Tasks... 28 To create Case Work... 28 Key Tasks... 30 To create Provider Work... 30 Page 5 of 30
FSFN About FSFN The Florida Safe Families Network (FSFN) s helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN, but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of the children, families, and adults of Florida. The Intended Audience This user guide serves a wide audience of FSFN end users who include: Adult and Child Protective Investigators Financial Workers Hotline Criminal Investigation (CI) Unit Legal Workers Ongoing Case Managers Provider Management Security Officers/Administrators Supervisors Support and Data Entry Staff Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional s, How Do I Guides, or other information, visit the DCF FSFN website (http://fsfn.dcf.state.fl.us). You must have a working understanding of Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN. The Search page referred to within this user guide is the Search page with four (4) tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other search types may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are Page 6 of 30
working. The Person Search page should not be confused with the Search page with the Person tab. Related Resources Visit the DCF FSFN website (http://fsfn.dcf.state.fl.us) for online access to additional resources that support FSFN end users, including: FSFN Project Information Online Web-based Training (WBT) s How Do I Guides (job aids) Topic Papers (System Functionality Design) Reference Data (values in drop downs) Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security applies across all information. For example, a security resource for Protection Investigators Child and Adult, Investigation Supervisors Child and Adult, Licensing Specialists, Case Specialists, and Prevention Specialists added to FSFN supports access to the Investigation/Special Conditions Referral Workload page accessed from the Utilities menu. Page 7 of 30
FSFN Desktop About FSFN Desktop The FSFN Desktop is the starting point for you to work in the FSFN application. The Desktop is personalized and contains the work assigned specifically to your logged in profile in FSFN. Additionally, the Desktop provides menus to create and document new work in FSFN. The following section of this user guide provides you with an overview of the various sections of the Desktop. Each section is also discussed in detail later on in this user guide. Banner Bar The Banner Bar provides buttons to launch work common to many of the pages in FSFN, such as, Create Financial Work, Create Case Work, Create Provider Work, and Search. The Banner Bar includes buttons to perform common functions including, refreshing the page to obtain the most current information, printing the page, or performing a spell check on narrative fields. Additionally, you can access helpful information using the Help and Hand Book buttons. The Logout button allows you to exit FSFN properly. Page 8 of 30
Menu Bar The Menu Bar provides menus to create and maintain work in FSFN. It also provides menus for a variety of FSFN tasks and Help pages. Create Menu Maintain Menu Page 9 of 30
Utilities Menu Page 10 of 30
FSFN Desktop Outliner The organization of your Desktop helps you retrieve case information either by Subject, Investigations, or by Case Participant. To open an expando, click the plus sign next to the expando s name. You can move freely from one expando to another. Outliner Views Date Restricted When selecting this check box, the amount of time a piece of work remains displayed on the Outliner varies based on the determined time restriction. Refer to SM04b: Navigation Topic Paper for exact details. Participant View When selected, displays the work in the Outliner by case participant. A hyperlink allows you to launch the Person Book for each FSFN Case. Page 11 of 30
FSFN and Unit Messages and Links Pages The FSFN Messages and Links page (system wide content display) and Unit Messages and Links page (Unit-specific content display) are accessed from the menu Maintain> Messages and Links> System Wide and Maintain> Messages and Links> Unit. FSFN security controls access to each page. Page 12 of 30
My Tasks Calendar Expando My Task Calendar is the first expando displayed on your Desktop and is already expanded upon login. All tasks assigned to you display under this expando. Each task due identifies the profile associated with the task. Tasks due that are associated with a profile other than the one you are currently logged in with display as plain text and not as a hyperlink. A hyperlink launches the piece of work associated with tasks belonging to the current profile you used to log in to FSFN. If the task is past due, it displays in red font with an exclamation point at the end of the task line. My Tasks Calendar contains four (4) group boxes that pre-fill with the tasks due across all your profiles. Key Tasks Currently/Past Due Past Due Tasks display in red, bold font with an exclamation point (!) displayed at the end. Tasks display from furthest past due to currently due. Due in Future The Due in the Future group box pre-fills with all tasks due in the future. Manual Tasks Tasks display in reverse chronological order. The older the task, the closer it is to the top of the list box. This is based on the task s End Date. If more than one task exists with the same End Date, the task with the most recent Start Date displays first. Tasks display the Message text with an associated End Date. Manual Tasks display until they are marked as Complete. Past Due Worker Tasks (Only display when logged in with a supervisor profile) The Past Due Worker Tasks group box pre-fills with overdue task assigned to a worker logged in with a supervisor profile. Past Due Worker Tasks display in red, bold font with an exclamation point (!) displayed at the end. Tasks display from furthest past due to past due by one (1) day. To access the Task Due 1. On the Desktop, click the My Tasks Calendar expando. 2. Click the Task Due hyperlink. Page 13 of 30
3. The page associated with the task launches. You also have the ability to access tasks due associated with each participant by selecting the Participant View check box in the Outliner. Page 14 of 30
Cases Expando About the Cases Expando The Cases expando allows you to view your assigned Cases. From this page, authorized users may access all pieces of work associated with the Case. Each expando displays the information in an Outliner format with the ability to drill down to access more detailed and specific information. Similar to a traditional outline, the Outliner expands to several levels, each covering a different subject, or providing additional information pertinent to that subject area. The FSFN Case expando consists of a series of icons that graphically represent Cases and the pieces of work associated with them. Each expando displays the information in an Outliner format with the ability to expand each expando to access more detailed and specific information. Similar to a traditional outline, the Outliner expands to several levels, each covering a different subject, or additional information pertinent to that subject area. The Cases expando: Displays all the Cases you manage or that a supervisor oversees, and includes a text indicator if the case is Restricted Displays the Case Name, Case Type, Most Recent Investigative Subtype, Case Status, Most Page 15 of 30
Recent Intake Received Date, County, and Case Address. These details display for cases retrieved via Case and Person navigational search Displays all the case participants (when the Participant View check box is selected) and the work associated with each case participant Displays and provides access to all the pieces of work for a Case by subject area in reverse chronological order, including case activity notes, by work subject in the following order: Related People, Intakes, and remaining Case Work Categories in alphabetical order Displays the Alerts icon on the Case icon if there is an active alert associated with any participant in the case From the FSFN Case, expand the icons representing major pieces of work (e.g., Investigation, Assessment and Planning). There are smaller pieces of work that can be created at the Investigation Level such as: Present Danger Assessment (PDA), Safety Plan; FFA-Investigation, and Risk Assessment, which can be accessed by drilling down from the Investigation. Similarly, on the Desktop Outliner, there are also pieces of associated work that will display under each of the other icons. An example of this is the Assessment and Planning icon, when expanded, displays any FFA-Ongoing, Progress Updates, Case Plan Worksheets, and Judicial Review Worksheets that have been created in the Case. Similarly, drilling down on the Child Placement Agreement icon, the pages will be displayed as hyperlinks and clicking on the hyperlink will launch the Child Placement Agreement page in edit or view mode. The pages will display newest to oldest based on the very first Effective Date documented on the page. If more than one child has the same Effective Date, then the page list will be based on Last Name, First Name, Middle Name alphabetically. Key tasks Page 16 of 30
To access the Actions pop-up page You may also update a case by clicking the Actions hyperlink next to the case you wish to update. Select the appropriate radio button, and then click Continue. Create Case Note to add a new note or use Case Note Search Criteria to locate or review specific notes Create Meeting to schedule or document a Meeting for the Case without identifying a specific Case participant Create Assignment to add a worker case assignment View Tasks Due to view all tasks associated to the case Create Alert to add a new Alert to a case Create Transfer Request to document a case transfer request. This does not replace the verbal communication necessary to the case transfer process File Cabinet Search to upload and access scanned documents from associated pieces of work within FSFN To update Case Information 1. From the Desktop, click the Cases expando. 2. Click the Case icon for the case you wish to update. 3. Click the Case Name hyperlink. 4. The Maintain Case page displays. Page 17 of 30
To access the Case Book and Person Book You may also access and update information by clicking the Case Book hyperlink next to the case information or the Person Book hyperlink next to the person information you wish to update. You must select the Participant View check box for FSFN to display the Person Book hyperlink. You use the Case Book and Person Book to easily access and view pertinent case and participant information. The at-a-glance views assist you in assessing information for a more thorough picture of the family or person history. The Case Book and Person Book present a summary of case and participants information while providing you direct access via hyperlinks to many of the FSFN pages for viewing and updating information. The Case Book includes hyperlinks to create new pieces of work by using the Case and Participant Actions List Boxes. Collectively, the Case and Person Books simplify access to the information to support your work. See the Case Book and Person Book s on the DCF Website for additional information (http://fsfn.dcf.state.fl.us). Page 18 of 30
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Providers Expando About the Providers Expando The Providers expando is accessed from the Outliner section of the user s Desktop by clicking the Providers expando. Providers in FSFN include individuals, homes, vendors, and out-of- state agencies. Key Tasks To view Provider work 1. From the Desktop, click the Providers expando. 2. The Provider names, types of business, and locations display. 3. Click the Provider icon for the Provider whose associated pieces of work you wish to view. 4. The subject icons that cascade beneath the Provider icon represent Provider work that is completed or in progress. 5. Click a subject icon, such as Narrative or Licensing, to display the pieces of work under that specific subject. You also have the option of creating additional provider work by using the Actions hyperlink. Select the appropriate radio button, and then click Continue. Create Meeting to schedule or document an Appeals/Fair Hearing or an Adoption Applicant Review Committee (non child-specific) meeting Create Assignment to add a new worker assignment to a provider Create Provider Note to add a new note or use Provider Note Search Criteria to locate or review specific notes Page 20 of 30
Approvals Expando About the Approvals Expando The Approvals expando stores and displays required approvals and related actions, and keeps track of work as it passes through the approval process. Your Approvals data area displays work items (generated by the user) for which the user has requested approval, as well as those requiring review for approval. The Outliner separates the approval data into three (3) different types: My Approvals displays only those approval routed to you and require your response. Approvals in Progress displays items that do not have final approval, but are in the approval process. Approvals History displays any items you have had contact with that received final approval (Approval or Not Approved) Each expand displays the information in an Outliner Format with the ability to drill down to access more detailed/specific information. Similar to a traditional outline, the Outliner expands to several levels, each covering a different subject, or providing additional information relative to that subject area. Key Tasks To approve a piece of Work 1. From the Desktop, click the Approvals expando. 2. Click the My Approvals Expando. 3. Click the Case icon. 4. Click the appropriate icon displayed for the work that requires approval. 5. Click the Initial hyperlink. Page 21 of 30
6. The page with the piece of work requiring approval displays. 7. From the Options drop down, select Approval. 8. Click Go. 9. The Approval History page displays. 10. From the Approval Decision group box, select the appropriate radio button (Approve, Reroute, or Recall/Return). 11. Click Continue. 12. Click Close. Selecting Not Approve freezes the piece of work. You cannot reopen a frozen piece of work; therefore, you must recreate the work. Page 22 of 30
Intakes Expando About the Intakes Expando The Intakes expando is accessed from the Outliner of the user s Desktop by clicking the Intakes expando. The Intakes expando lists Child Intakes, Adult Intakes, Special Conditions Intakes, Service Referrals, and Person Provider Inquiries created by the user. The type of Intake, the Intake Name, the date the Intake was created, the user who created the Intake, and the designated Response Time display on the Outliner. When you make a status decision on a Child/Adult/Special Conditions Intake, you can either link it to an existing Case or create a new Case. After linking the Intake to an existing Case or creating a new Case, the Intake no longer displays on the worker's Desktop under the Intakes expando. Key Tasks To view a Pending Intake 1. From the Desktop, click the Intakes expando. (My Intakes and Overdue Intakes expandos appear on the Intake worker and supervisor's Desktops.) 2. Click the My Intakes expando. A hyperlink for the Intake displays with the date the Intake was created, the name of the user who created the Intake, and the status, type, and county assigned to the Intake. 3. All Overdue Intakes display in red bold font. 4. Click the Intake hyperlink to review the Intake. Page 23 of 30
5. The option to view All Intakes displays on the Desktop for supervisors with the appropriate security. Page 24 of 30
Workers Expando About the Workers Expando The Workers expando displays the workers assigned to another worker (for example, a supervisor). Only workers who supervise others have this expando on their Desktop. Key Tasks To view Workers Workload 1. From the Desktop, click the Workers expando; the unit supervisor is displayed. 2. Click the Worker icon next to the supervisor's name to view all the workers assigned to that supervisor. 3. Click the Worker icon to view that specific worker's case assignments. 4. All Cases and Providers assigned to that worker display in the Outliner. About Maintain Worker Information Page You can update and view worker information and maintain employee information on the Maintain Worker Information page. Users with the appropriate security rights collect and update information in Page 25 of 30
the Maintain Worker Information tabs. Only authorized users have access to employee information. An employee must first be created in FSFN before a Maintain Worker Information page is created. The Maintain Worker Information page is the first page used by an authorized user to create an employee record within FSFN. This page can update an employee's unit assignments, such as unit, job class, and start date. The Maintain Worker page includes the following tabs: Basic Unit Assignment History Login Notes Key Tasks To update Worker Information 1. From the Desktop, click the Workers expando; the unit supervisor is displayed. 2. Click the Worker icon next to the supervisor's name to view all the workers assigned to that supervisor. 3. Click the worker's name hyperlink. 4. The Maintain Worker Information page displays. Page 26 of 30
Call Records Expando About Call Records Expando The Hotline user accesses the Call Records expando from the outliner section of the desktop by clicking the Call Records expando icon. There are two additional expandos beneath the Call Records expando, My Call Records and All Call Records. Only Hotline supervisors and authorized Hotline users with appropriate security will have access to the All Call Records expando. By drilling down on the Call Records expando and expanding the My Call Records expando, the Hotline user may access the Call Record page and select the appropriate Call Record hyperlink. Similarly, an authorized Hotline user can drill down on the Call Records expando and expand the All Call Records expando to view all Call Records. The Call Records expando displays as: My Call Records Call Record Number, Call Type, Date, Worker Name All Call Records Call Record Number, Call Type, Date, Worker Name Page 27 of 30
Create Case Work About Create Case Work Page Use the Create Case Work page to create a new piece of work related to a Case. Choose one of the items from the Create Case Work Items drop down, select a Case from the Cases list, select case participant(s) associated with this piece of work, and click the Create button to create new work related to a Case. In some scenarios, you are not able to select case participants and FSFN defaults to all participants selected. Key Tasks To create Case Work 1. From the Create Case Items group box, click a Create Case Items drop down. 2. Highlight one activity from the drop down associated with the casework. 3. The Cases list displays all the Cases assigned to you. 4. From the Cases list, highlight the name of the Case for which you wish to create the piece of work. 5. Click the Create button to open a specific window or document to create the designated piece of work. Page 28 of 30
Work you have created, but have not finished, appears on the Desktop Outliner under the Case name and subject. You can access this work by clicking its icon or description. Page 29 of 30
Create Provider Work About the Create Provider Work Page Use the Create Provider Work page to create a new piece of work related to a provider. Choose one of the subject icons from the Create Provider Items drop downs, select a provider from the Providers list, and click the Create button to create new work related to a provider. Key Tasks To create Provider Work 1. The Create Provider Items group box displays categories of general provider activities. 2. Click a Create Provider Items drop down. This displays a list of activities related to the chosen subject or topic. 3. Select one activity from the drop down associated with the provider work. 4. From the Providers list, select the name of the Provider for which you wish to create the piece of work. 5. Click Create to open a specific window or document to create the designated piece of work. Work you created, but have not finished, appears on the Desktop Outliner under the Provider name and subject. You can access this work by clicking its icon or description. Page 30 of 30