Indiana Department of Child Services
Indiana Department of Child Services
Division of Information Technology
Division of Information Technology
Management Gateway for Indiana’s Kids (MaGIK)
Intake
Functional Requirements Specification Document
Date (01/07/2011) v3.0
Document Control
Document Information
| |Information |
|Document Id |1.0 |
|Prepared By |ITBA staff |
|Reviewed By |CWBA staff 08/09/2010 |
|Date Submitted |08/11/2010 |
Document History
|Version |Issue Date |Changes |
|2.0 |08/11/2010 |Documented current MaGIK process with ICWIS integration changes. ICWIS Integration sections|
| | |of this document were created by Muru Thiraviam. |
|2.1 |08/26/2010 |Create Provider is documented (Allegation page) |
| | |Restriction is documented (Search, View, Allegation, and Approval pages) |
| | |310 with Reporter and w/o Reporter (Child section – address) |
|2.2 |09/10/2010 |Updated the integration section in regards to integrating with ICWIS Assessment – Worker |
| | |Safety |
|3.0 |01/07/2011 |Updated all screens and business rules to reflect production MaGIK Intake |
Document Approvals
Approval of the Functional Requirements and Specification Document indicates an understanding of its purpose and content and constitutes approval of the functional analysis results as regards accuracy and defensibility of the content. By signing below, each individual agrees the functional specifications have been analyzed effectively and describe the sequence of behaviors and alternative behaviors necessary to achieving user and system goals.
|Role |Name© |Signature |Date |
|MaGIK Project Manager |Eric Burris | | |
|CIU Director |Andrea Goodwin | | |
|SACWIS Program Manager |Carol Ryan | | |
|Executive Business Manager |David Judkins | | |
|Project/Executive Sponsor |Tony Bender | | |
Table of Contents
1. Introduction 4
1.1 Purpose 4
1.2 Project Scope and Product Features 4
2. Overall Description 5
2.1 Product Perspective 5
2.1.1 Conceptual Overview of Proposed Workflow for Intake 4
2.2 Roles and Responsibilities 4
3. View Intake Reports 5
3.1 Purpose 5
3.2 Requirements 5
3.3 Security 6
3.4 Navigation 6
3.5 Screen Shot(s) 6
3.5.1 View – Worker Queue 6
3.5.2 View – Supervisor Queue 8
3.5.3 View – Page Navigation 9
3.6 Data Elements 10
3.6.1 Errors / Automated Messages / Ticklers 14
3.6.2 Notes / Assumptions 15
3.6.3 Processing 16
3.7 Integration 16
3.7.1 Purpose 16
3.7.2 ICWIS Module Selection – Fields Description 16
3.7.3 ICWIS Module Selection – Buttons 16
3.7.4 ICWIS Module Selection – Business Rules 17
3.7.5 ICWIS Module Selection – Ticklers 17
3.7.6 ICWIS Module Selection – Notes and Assumptions 17
4. Search Intake Reports 18
4.1 Purpose 18
4.2 Requirements 18
4.3 Security 18
4.4 Navigation 18
4.5 Screen Shot(s) 18
4.5.1 Search Criteria 18
4.6 Data Elements 20
4.7 Errors / Automated Messages / Ticklers 22
4.8 Notes / Assumptions 22
4.9 Processing 22
4.10 Integration 22
4.10.1 Purpose 22
4.10.2 ICWIS Module Selection – Fields Description 23
4.10.3 ICWIS Module Selection – Buttons 23
4.10.4 ICWIS Module Selection – Business Rules 23
4.10.5 ICWIS Module Selection – Ticklers 24
4.10.6 ICWIS Module Selection – Notes and Assumptions 24
5. Create Report 25
5.1 Purpose 25
5.2 Requirements 25
5.3 Security 25
5.4 Navigation 25
5.5 Screen Shot 26
5.6 Data Elements 27
5.7 Errors / Automated Messages / Ticklers 29
5.8 Notes / Assumptions 29
5.9 Processing 29
5.10 Integration – Add Intake icon 29
5.10.1 Purpose 29
5.10.2 ICWIS Module Selection – Fields Description 29
5.10.3 ICWIS Module Selection – Buttons 30
5.10.4 ICWIS Module Selection – Business Rules 30
5.10.5 ICWIS Module Selection – Ticklers 30
5.10.6 ICWIS Module Selection – Notes and Assumptions 30
5.11 Integration - MaGIK User Security Access 31
5.11.1 Purpose 31
5.11.2 MaGIK Log in Screen – Fields Description 31
5.11.3 MaGIK Log in Screen – Buttons 31
5.11.4 MaGIK Log in Screen – Business Rules 31
5.11.5 MaGIK Log in Screen – Ticklers 32
5.11.6 MaGIK Log in Screen – Notes and Assumptions 32
6. People 33
6.1 Purpose 33
6.2 Requirements 33
6.3 Security 36
6.4 Navigation 36
6.5 Screen Shot(s) 36
6.5.1 Intake Types 37
6.5.2 Name and Role 37
6.5.3 Demographic 39
6.5.4 Address 40
6.5.5 Telephone 41
6.5.6 Fatality / Medical Services 42
6.5.7 Imminent Danger 42
6.5.8 Service Request 43
6.6 Data Elements 45
6.7 Errors / Notifications 58
6.8 Notes / Assumptions 58
6.9 Processing 58
6.10 Integration 59
6.10.1 Age Calculation 59
6.10.2 Service Request 59
6.10.2.1 Purpose 59
6.10.2.2 Field Descriptions 60
6.10.2.3 Service Request – Business Rules 61
6.10.3 Fatality / Near Fatality 62
6.10.3.1 Purpose 62
6.10.3.2 Fatality/Near Fatality – Fields Description 62
6.10.3.3 Fatality/Near Fatality – Business Rules 62
6.10.4 Imminent Danger 63
6.10.4.1 Purpose 63
6.10.4.2 Imminent Danger – Field Descriptions 64
6.10.4.3 Imminent Danger – Business Rules 64
6.10.4.4 Imminent Danger – Notes and Assumptions 64
6.10.5 Household Member 65
6.10.5.1 Purpose 65
6.10.5.2 Household Member – Business Rules 65
6.10.6 Medical Needs 65
6.10.6.1 Purpose 65
6.10.6.2 Medical Needs – Business Rules 65
7. CPI Search (Screening) 66
7.1 Purpose 66
7.2 Requirements 66
7.3 Navigation 67
7.4 Screen Shot(s) 67
7.5 Data Elements 69
7.6 Errors / Notifications 71
7.7 Notes / Assumptions 72
7.8 Processing 72
7.9 Integration 72
8. Substantiated / Un-Substantiated Cases 73
8.1 Purpose 73
8.2 Requirements 73
8.3 Business Rules 73
8.4 Navigation 73
8.5 Data Elements 74
8.6 Errors / Notifications 75
8.7 Notes / Assumptions 75
8.8 Processing 76
9. Education 77
9.1 Purpose 77
9.2 Requirements 77
9.3 Security 77
9.4 Navigation 77
9.5 Screen Shot(s) 77
9.6 Data Elements 78
9.6.1 Errors / Automated Messages / Ticklers 81
9.6.2 Notes / Assumptions 81
9.6.3 Processing 81
10. Relationships 82
10.1 Purpose 82
10.2 Requirements 82
10.3 Security 82
10.4 Navigation 82
10.5 Screen Shot 82
10.6 Data Elements 83
10.7 Errors / Automated Messages / Ticklers 84
10.8 Notes / Assumptions 84
10.9 Processing 85
11. Allegations 86
11.1 Purpose 86
11.2 Requirements 86
11.3 Security 89
11.4 Navigation 89
11.5 Screen Shot(s) 89
11.5.1 Allegation 89
11.5.1.1 Narrative 89
11.5.1.2 New Allegation 91
11.5.2 Mandatory Assessment 92
11.5.1 Incident Information 92
11.5.1 CPS Alert 92
11.6 Data Elements 94
11.7 Errors / Automated Messages / Ticklers 101
11.8 Processing 101
11.9 Integration 101
11.9.1 Allegation – Business Rules 101
12. Worker Safety 103
12.1 Purpose 103
12.2 Requirements 103
12.3 Security 103
12.4 Navigation 103
12.5 Screen Shot(s) 104
12.5.1 Worker Safety 104
12.5.2 Domestic Violence 105
12.6 Errors / Notifications 110
12.7 Notes and Assumptions 110
12.8 Processing 110
12.9 Integration 110
12.9.1 Purpose 110
12.9.2 Worker Safety – Mapping of older ICWIS data to MaGIK 110
12.9.3 Worker Safety to display MaGIK information 111
12.9.4 Domestic Violence 112
13. Final Review 112
13.1 Purpose 112
13.2 Requirements 113
13.3 Security 114
13.4 Navigation 114
13.5 Screen Shot(s) 114
13.5.1 General 115
13.5.2 Relationship Information 116
13.5.3 Parent/Guardian Information 116
13.5.4 Children Information 116
13.5.5 Alleged Perpetrator (Other than Parent / Guardian) 116
13.5.6 Nature of Complaint 117
13.5.7 Decision 117
13.5.7.1 Referral Method 118
13.5.7.2 Child in Imminent Danger 118
13.5.7.3 Reponse Time 118
13.5.7.4 Intake Decision 120
13.5.7.5 CIU Supervisor 120
13.5.7.6 Worker Comments 120
13.6 Data Elements 121
13.7 Errors / Automated Messages / Ticklers 127
13.8 Processing 130
13.9 Integration 130
13.9.1 ICWIS Decision Types 130
13.9.1.1 Purpose 130
13.9.1.2 Fields Description 131
13.9.1.3 Business Rules 131
13.9.1.4 Notes and Assumptions 132
13.9.2 NYTD Changes 132
14. Approve 133
14.1 Purpose 133
14.2 Requirements 133
14.3 Security 137
14.4 Navigation 137
14.5 Screen Shot(s) 137
14.6 Data Elements 139
14.7 Errors / Notifications 143
14.8 Notes and Assumptions 145
14.9 Processing 146
14.10 Integration 147
15. Intake Forms 149
15.1 Form - 310 with Reporter 149
15.1.1 Purpose 149
15.1.2 Requirements 149
15.1.3 Business Rules 150
15.1.4 Security 150
15.1.5 Navigation 150
15.1.6 Screen Shot 153
15.1.7 Data Elements 154
15.1.8 Errors / Notifications 156
15.1.9 Processing 156
15.2 Form - 310 without Reporter 158
15.2.1 Purpose 158
15.2.2 Requirements 158
15.2.3 Business Rules 159
15.2.4 Security 159
15.2.5 Navigation 159
15.2.6 Screen Shot 161
15.2.7 Data Elements 162
15.2.8 Errors / Notifications 164
15.2.9 Processing 164
15.3 Form - 310A with Reporter 165
15.3.1 Purpose 165
15.3.2 Requirements 165
15.3.3 Business Rules 166
15.3.4 Security 166
15.3.5 Navigation 166
15.3.6 Screen Shot 167
15.3.7 Screen Shot 168
15.3.8 Data Elements 169
15.3.9 Errors / Notifications 171
15.3.10 Processing 171
15.4 Form - 310A without Reporter 172
15.4.1 Purpose 172
15.4.2 Requirements 172
15.4.3 Business Rules 173
15.4.4 Security 173
15.4.5 Navigation 173
15.4.6 Screen Shot 174
15.4.7 Screen Shot 175
15.4.8 Data Elements 176
15.4.9 Errors / Notifications 178
15.4.10 Processing 178
15.5 Form - 310SR with Reporter 180
15.5.1 Purpose 180
15.5.2 Requirements 180
15.5.3 Business Rules 181
15.5.4 Security 181
15.5.5 Navigation 181
15.5.6 Screen Shot 183
15.5.7 Data Elements 184
15.5.8 Errors / Notifications 186
15.5.9 Processing 186
15.6 Form - 310SR without Reporter 187
15.6.1 Purpose 187
15.6.2 Requirements 187
15.6.3 Business Rules 188
15.6.4 Security 188
15.6.5 Navigation 188
15.6.6 Screen Shot 190
15.6.7 Data Elements 191
15.6.8 Errors / Notifications 193
15.6.9 Processing 193
15.7 310 as Approved 194
15.7.1 Purpose 194
15.7.2 Requirements 194
15.7.3 Business Rules 195
15.7.4 Security 195
15.7.5 Navigation 195
15.8 310 Addendum 196
15.8.1 Purpose 196
15.8.2 Requirements 197
15.8.3 Business Rules 197
15.8.4 Security 197
15.8.5 Navigation 197
15.8.6 Screen Shot 198
15.8.7 Data Elements 199
15.8.8 Errors / Notifications 200
15.8.9 Processing 200
16. Intake Reports 201
16.1 Screen Out Report 201
16.1.1 Purpose 201
16.1.2 Requirements 201
16.1.3 Business Rules 201
16.1.4 Navigation 201
16.1.5 Screen Shots 202
16.1.6 Data Elements 202
16.1.7 Errors / Notifications 203
16.1.8 Notes and Assumptions 203
16.1.9 Processing 205
17. Notifications 206
17.1 Purpose 206
17.2 Requirements 206
17.3 Business Rules 207
17.4 Navigation 207
17.5 Screen Shot 208
17.6 Data Elements 208
17.7 Errors / Notifications 209
17.8 Notes / Assumptions 209
17.9 Processing 209
18. Security Change Password 210
18.1 Purpose 210
18.2 Requirements 210
18.3 Navigation 210
18.4 Screen Shot 210
18.5 Data Elements 210
18.6 Errors / Notifications 211
18.7 Notes / Assumptions 211
18.8 Processing 211
18.9 Integration - MaGIK User Security Access 211
18.9.1 Purpose 211
18.9.2 MaGIK Log in Screen – Fields Description 212
18.9.3 MaGIK Log in Screen – Buttons 212
18.9.4 MaGIK Log in Screen – Business Rules 212
18.9.5 MaGIK Log in Screen – Ticklers 212
18.9.6 MaGIK Log in Screen – Notes and Assumptions 212
19. Help files 213
19.1 Purpose 213
19.2 Requirements 213
19.3 Navigation 213
19.4 Screen Shot(s) 213
19.5 Data Elements 214
19.6 Errors / Notifications 214
19.7 Notes and Assumptions 214
Appendix A: Glossary 215
Appendix B: Requirements Appendices 216
Appendix C: Intake Guidance Tool 223
Appendix D: Proposed Intake-Approval Process 229
Appendix E: Sexual Offense child Abuse and or Neglect (CA/N) Matrix 230
Introduction
1 Purpose
This Functional Requirement Specification Document (FRSD) provides, through the use of automation, for the administration of the processes necessary to ensure that the Department of Child Services (DCS) agency can respond to those who need assistance through the proper identification of the individuals and provision of appropriate Intake procedures. This document is intended to be used by the members of the project development team that will implement and verify the correct functioning of the system. Unless otherwise noted, all requirements specified here are of high priority and committed for release in Phase I.
The FRSD includes screens and processing for the documentation of an Intake report. This FRSD will include screen shots of all screens and pop-ups designed for the Central Intake Unit (CIU) area of Management Gateway for Indiana’s Kids (MaGIK). Each screen has a titled subsection in this document where a brief description of the screen is documented and additional information including background processing, save processing, requirements for each section, field validations, and security are described.
There are two ways to access the Intake module within MaGIK. From the MaGIK home page, the Intake module link is visible and then View an Intake is selected from the displayed options. This path will take the Intake Staff Member to a page that lists all open Intakes assigned to them. To create a new Intake, the Worker would select the Create Intake option from the Intake module home page. The create path opens the Intake tab set with a default to the People tab.
The Intake FRSD describes many screens where the Adoption and Foster Care Analysis and Reporting System (AFCARS) and the National Child Abuse and Neglect Data System (NCANDS) reporting related data elements are captured. Please refer to the individual AFCARS and NCANDS topic papers for a complete view of AFCARS and NCANDS data mappings.
Note: This is a living document.
2 Project Scope and Product Features
The goal of the Intake module is to provide an automated entry point into the DCS agency for children and family’s who seek services, are referred for services, and/or who are reported to the agency. The Intake Module will permit a CIU Worker to create, view, maintain, and submit for approval the Intake and the CIU Supervisor will be able to approve or disapprove the Intake.
The Intake module includes the following tabs: People, Education, Relationships, Allegations, Worker Safety, Final Review, and Approval. The design of the Intake tabs allows the Intake Worker to easily capture the information from the report source. The entry of information can be captured in a free-form style allowing the Worker to flow from tab to tab to record all the information reported. On the creation of an Intake, the system creates a header and stamps each report with an Intake ID, Intake Date and Time, Current Status of the Intake, and Worker Name of the staff member entering the information. As the staff member saves the tab information pages where the Incident County and Intake Name reside, this information is then saved to the header area of the intake report. The Intake header will be visible from any of the navigational tabs when recording an intake report.
There are four types of Intakes that can be captured:
• CPS – Physical or sexual abuse or neglect allegations against a parent, guardian or custodian. Sexual abuse allegations can be against anyone.
• Institutional – Physical or sexual abuse or neglect allegations occurring in a foster family home (including relative home), licensed group home, residential treatment or emergency shelter care center, private secure or correctional facility.
• Licensing Complaint – Report of a violation by a licensed provider of substitute care such as too many children in home, no hot water, etc. These complaints do not involve allegations of child abuse or neglect.
• Service Request – Services for families experiencing issues that may compromise the health and well-being of a child yet do not rise to the level of alleged or suspected child abuse/neglect (CA/N). Includes help for children who are a danger to themselves or others, children adjudicated as delinquent or status offenders, requests for Adoption Assistance Program (AAP) or CAS for a non-agency adoption, home studies, or requests through the Interstate Compact on the Placement of Children (ICPC), etc.
When an Intake Worker submits the decision on an Intake Report to the Intake Supervisor, an automated message is generated to ensure that the Approval process is initiated. When an Intake Supervisor accepts the decision on an Intake Report and assigns it to the Incident County Assessment queue or a County Assessment Supervisor / Worker an automated message is generated to ensure that the Assessment process is initiated.
Until an Intake Worker submits the Intake Report for approval, the information documented in the Intake Report may be changed. Once submitted for approval to the Intake Supervisor, the report is “frozen” to preserve the report information known at the time of intake.
The Intake Worker performs several main activities when documenting a report:
• Gathers information regarding the people (participants) in the report
• Determines whether the people or providers are already known to MaGIK through the use of search functionality (screening)
• Identifies contact information
• Selects the report type and the report description
• Documents the allegations
• Documents the decision status of the report and the reasons for that decision
• Assigns a response time/risk level for the report
Overall Description
1 Product Perspective
The purpose of this section of the report is to present a conceptual solution design and overview of how business processes in the Intake module will be designed, structured and automated in the new MaGIK system. A high-level process flow chart (workflow diagram) is used to convey the proposed solution design that meets or exceeds the Department of Child Services Central Intake Unit objectives and requirements.
In each section of the Intake Functional Requirement Specification document, the reader will find a more detailed description of each of the steps as depicted in the workflow diagram.
1 Conceptual Overview of Proposed Workflow for Intake
2 Roles and Responsibilities
|User Classes (Roles) |Characteristics (Description) |
|CIU Worker |Worker in the CIU (Central Intake Unit) whose primary responsibility is to document Intakes, make |
| |decisions and submit Intake for approval to their Supervisor. |
|CIU Supervisor |Receives Intake to approve or disapprove. |
|Second CIU Supervisor |Receives Intake to approve or disapprove a decision of Screen Out. |
|County FCM Supervisor |The default county of the Intake will drive the assignment of the Assessment to the FCM (Family Case |
| |Manager) Supervisor |
|DCS Agency Director, Deputy Director of |Receives notification regarding fatality or near fatality. |
|Field Operations, Deputy Director of | |
|Communications, Regional Manager, DCS | |
|Local Office Director, CIU Director, | |
|Assistant Deputy Director of Field | |
|Operations. | |
View Intake Reports
1 Purpose
The View in MaGIK will display all intake reports categorized as being ‘Open’, ‘Sent for Approval’, and ‘Closed’. The view is essentially the workers queue and will list all reports that the worker has created. The supervisor queue will list all reports that they have created, reports awaiting their approval, and reports they have approved.
2 Requirements
CI1 The system shall provide a means to support the DCS Central Intake call center format.
CI1.1 The system shall provide a means for Central Intake personnel to track and monitor all CPS Intakes throughout the Intake and the assessment transfer processes.
CI1.1.1 The system shall provide a means for the display of all assigned Intakes being processed by Central Intake. This display shall be available to all Central Intake Supervisors.
CI1.1.2 The system shall allow CPS Intakes to continue to be tracked in this view until the Intake has been transferred for assignment in the receiving county.
CI1.2 The system shall provide a means to capture and provide the user with a visible assignment history of the Intake as it changes status from initial entry to the assignment of an assessment worker.
CI1.2.1 Statuses will include open, waiting for approval and closed.
CI1.2.2 Closed Intakes will be maintained in the Closed File System.
CI1.2.3 The system shall include information in the assignment history that includes (but is not limited to) the system date and time stamps for transactions, and status changes of the Intake, the name of the user who has responsibility for the Intake at any point, the transfer history (including the name of the individual who reassigns or transfers an intake and the date that occurred).
CI2 The system shall provide a means for Intakes to be organized into caseloads under an assigned worker.
CI2.1 A worker who is logged on will always be able to see their caseload as a default when accessing a module that contains caseloads.
CI2.2 Intake workers should be able to access the intake caseloads of intake workers for whom they have edit capabilities as back-ups.
CI15.5 The system shall provide a means to remove a restriction from an Intake.
CI15.5.2 If the Intake has been sent for approval the system will provide the means for the Supervisor to remove the restricted option from the Intake.
CI21.2.1 The system shall provide a means within the Intake for each closed Intake to be viewed and accessed by the Intake worker or any other user having access to view closed intakes.
CI26 The system shall provide a means to track timeliness of Intake completion.
3 Security
For Intake, any CIU Worker or Supervisor will be able to access the View action. The view queues will be displayed for the logged in worker with the option to change to view other workers queues. The view queue will be enabled through the security profiles for CIU only.
4 Navigation
A worker can navigate to the View queue by selecting View from the MaGIK Intake dashboard.
5 Screen Shot(s)
1 View – Worker Queue
The View queue for the CIU Worker will display a listing of all Intake reports assigned to the logged in worker. The queue is broken into three tabs: Open, Sent for Approval, Closed.
The Open queue will display the reports for the logged in worker in a grid format.
[pic]
The worker has the option to view other workers queues by selecting the Worker drop down box above the grid. If the worker changes to view another’s queue, the system will display “Queue For: Selected Name within the drop down box. To quickly get back to their queue, a link named ‘View My Queue’ will be available at the top of the grid. The ‘View My Queue’ link will quickly refresh the grid to display the workers reports.
The worker will be able to search by an Intake number or Create a New Intake from the View queue.
All columns within the grid can be selected to sort the data shown within the grid in ascending or descending order.
The Report ID shown within the grid is a link. When the worker clicks the Report ID, the system will display the selected detailed report information.
The ‘Sent for Approval’ tab will only display intake reports for the CIU Worker that has been sent to a supervisor for approval. Any restricted reports will be displayed with a colored background.
[pic]
The ‘Closed’ tab will only display intake reports for the CIU Worker that has been changed to ‘Closed’ status. Restricted reports will be displayed with a colored background.
[pic]
Restricted intakes can only be viewed by the original CIU Worker and the supervisor who approved the intake report. When viewing another workers ‘Closed’ queue, restricted intakes will not appear in the view.
2 View – Supervisor Queue
The View queue for the CIU Supervisors will display a listing of all Intake reports assigned to the logged in supervisor. The queue is broken into three tabs: Open, Sent for Approval, Closed. Sent for Approval will be the Supervisor’s default tab in the View Queues.
The Open queue will display the reports for the logged in supervisor, they have created, in a grid format.
[pic]
The supervisor has the option to view other workers queues or another supervisor’s queue by selecting the Worker or Supervisor drop down box above the grid. If the worker changes to view another’s queue, the system will display “Queue For: Selected Name’ to the name selected. To quickly get back to their queue, a link named ‘View My Queue’ will be available at the top of the grid. The ‘View My Queue’ link will quickly refresh the grid to display the supervisor’s reports.
The supervisor will be able to search by an Intake number or Create a New Intake from the View queue.
All columns within the grid can be selected to sort the data shown within the grid in ascending or descending order.
The Report ID shown within the grid is a link. When the supervisor clicks the report id, the system will display the selected detailed report information.
The ‘Sent for Approval’ tab will display intake reports that are awaiting approval by the supervisor. This will be the default tab for the supervisor when View is opened.
[pic][pic]
When the supervisor clicks on the Report link, the detailed report will open and the page focus will be on the Final Review tab.
The Closed tab will display all intake reports that have been closed by the logged in supervisor. Restricted reports will be identified with a colored backdrop and an unlock icon [pic]. If the supervisor chooses to remove the restriction, the unlock icon will be available. When removing a restriction, the system will display a message “This will remove the restriction from the report. Would you like to continue?” If the worker continues, the system will remove the restriction from the report.
[pic][pic]
3 View – Page Navigation
The View page has a navigation bar at the bottom of the search results grid. The navigation bar will allow the worker to click from page-to-page by selecting a page number. The arrows to the right and left of the page numbers will navigate to either the next/previous (< >) or first/last pages (|< >|). The page size default for the navigation bar will be set to 10. This number represents the number of rows displayed within the grid. The Page size can be changed by selecting 10, 20, or 50 from the Page Size drop-list. Information regarding the number of items remaining in the View queue can be seen at the right of the navigation bar.
[pic]
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
|View Queue Header |
|Queue For: |Displays the name of the worker or supervisor|Logged in worker or | |Displays all reports for the selected worker or |
| |and their subsequent ‘Open’ reports |supervisor | |supervisor – the system will default the initial |
| | | | |inset grid to the logged in worker. |
|View My Queue (link) |A link that refreshes the grid back to the | | |When the ‘View My Queue’ link is chosen, the |
| |logged in users queue | | |system will refresh the inset grid to the logged |
| | | | |in worker’s or supervisor’s open reports. |
|Worker |Drop down box that displays all CIU workers | | |Displays the current CIU Worker names. List is in|
| |names | | |ascending order. |
|Supervisor |Drop down box that displays all CIU | | |Displays the current CIU Supervisor names. List |
| |supervisors names | | |is in ascending order. |
| | | | | |
| | | | |The supervisor drop down box will be disabled for |
| | | | |the CIU workers |
|Search for Intake ID |Text area box to enter an intake report id | | |Text area when populated and the search icon |
|(within this tab) |number | | |(magnifying glass) is chosen, the system will |
| | | | |search for the entered Intake number on the |
| | | | |current tab only. |
| | | | | |
| | | | |If no Intake number has been found by the system, |
| | | | |the inset grid will display “No records found” |
|Create Intake (link) |A link to create a new intake report | | |If the ‘Create Intake’ is selected, MaGIK will |
| | | | |follow the same steps as creating a new intake |
| | | | |report. The system will create a new intake and |
| | | | |display the report data entry tabs. |
|Open tab – (Worker and Supervisor open queue) |
|Inset grid |Displays all ‘Open’ reports |Default tab for the | |The inset grid for the ‘Open’ tab will display all|
| | |CIU Worker when View | |reports with the status = open. |
| | |is opened | | |
| | | | |The grid will display: |
| | | | |Reported Date/Time |
| | | | |Report ID |
| | | | |Report Name |
| | | | |Report Type (Type of report concatenated with the |
| | | | |Allegation type) |
| | | | |County (Incident county) |
| | | | |Response Time |
| | | | |Decision |
| | | | | |
| | | | |The column names will trigger a sort action of |
| | | | |ascending / descending. The default sort order is|
| | | | |descending order on Reported Date/Time. |
| | | | | |
| | | | |The Report ID column will be a link to the |
| | | | |detailed report information. When selected MaGIK |
| | | | |will display the full intake report. |
| | | | | |
| | | | |Within the view action of MaGIK, the Open tab on |
| | | | |initial entry is the default tab. |
|Sent for Approval - (Worker queue) |
|Inset grid |Displays all ‘Sent for Approval’ reports | | |The inset grid for the ‘Sent for Approval’ tab |
| | | | |will display all reports with the status = sent |
| | | | |for approval |
| | | | | |
| | | | |The grid will display: |
| | | | |Sent for Approval (Date/Time) |
| | | | |Reported Date/Time |
| | | | |Report ID |
| | | | |Report Name |
| | | | |Report Type (Type of report concatenated with the |
| | | | |Allegation type) |
| | | | |County (Incident county) |
| | | | |Response Time |
| | | | |Decision |
| | | | |Supervisor |
| | | | | |
| | | | |The column names will trigger a sort action of |
| | | | |ascending / descending. The default sort order is|
| | | | |descending order on Reported Date/Time. |
| | | | | |
| | | | |The Report ID column will be a link to the |
| | | | |detailed report information. When selected MaGIK |
| | | | |will display the full intake report. |
|Sent for Approval - (Supervisor queue) |
|Inset grid |Displays all ‘Sent for Approval’ reports |Default tab for the | |The inset grid for the ‘Sent for Approval’ tab |
| | |supervisor when View | |will display all reports with the status = sent |
| | |is opened. | |for approval |
| | | | | |
| | | | |The grid will display: |
| | | | |Restricted icon (unlock) |
| | | | |Sent for Approval (Date/Time) |
| | | | |Reported Date/Time |
| | | | |Report ID |
| | | | |Report Name |
| | | | |Report Type (Type of report concatenated with the |
| | | | |Allegation type) |
| | | | |County (Incident county) |
| | | | |Response Time |
| | | | |Decision |
| | | | |Intake Specialist |
| | | | |Supervisor |
| | | | | |
| | | | |The column names will trigger a sort action of |
| | | | |ascending / descending. The default sort order is|
| | | | |descending order on Reported Date/Time. |
| | | | | |
| | | | |The Report ID column will be a link to the |
| | | | |detailed report information. When selected MaGIK |
| | | | |will display the full intake report. |
| | | | | |
| | | | |Restricted reports will be displayed with a |
| | | | |colored background. |
|Closed - (Worker queue) |
|Inset grid |Displays all ‘Closed’ reports | | |The inset grid for the ‘Closed’ tab will display |
| | | | |all reports with the status = closed |
| | | | | |
| | | | |The grid will display: |
| | | | |Closed Date/Time |
| | | | |Reported Date/Time |
| | | | |Report ID |
| | | | |Report Name |
| | | | |Report Type (Type of report concatenated with the |
| | | | |Allegation type) |
| | | | |County (Incident county) |
| | | | |Decision |
| | | | |Intake Specialist |
| | | | |Supervisor |
| | | | | |
| | | | |Restricted intakes will not appear in the grid |
| | | | |view if the CIU worker who created the report is |
| | | | |not equal to the CIU worker viewing the queue. |
| | | | |Restricted reports will be displayed with a |
| | | | |colored background. |
| | | | | |
| | | | |The column names will trigger a sort action of |
| | | | |ascending / descending. The default sort order is|
| | | | |descending order on Reported Date/Time. |
| | | | | |
| | | | |The Report ID column will be a link to the |
| | | | |detailed report information. When selected MaGIK |
| | | | |will display the full intake report. |
|Closed - (Supervisor queue) |
|Inset grid |Displays all ‘Closed’ reports | | |The inset grid for the ‘Closed’ tab will display |
| | | | |all reports with the status = closed |
| | | | |The grid will display: |
| | | | |Restriction (icon) |
| | | | |Closed Date/Time |
| | | | |Reported Date/Time |
| | | | |Report ID |
| | | | |Report Name |
| | | | |Report Type (Type of report concatenated with the |
| | | | |Allegation type) |
| | | | |County (Incident county) |
| | | | |Decision |
| | | | |Restricted |
| | | | |Supervisor |
| | | | | |
| | | | |The restriction icon will appear only for the |
| | | | |reports that have been restricted within Intake. |
| | | | |The supervisor will have the ability to remove the|
| | | | |restriction from the report. A warning message |
| | | | |will appear “This will remove the restriction from|
| | | | |the report. Would you like to continue?” If the |
| | | | |worker continues the system will remove the |
| | | | |restriction from the report. |
| | | | | |
| | | | |Restricted intakes will not appear in the grid |
| | | | |view if the supervisor who approved the report is |
| | | | |not equal to the supervisor viewing the queue. |
| | | | | |
| | | | |The column names will trigger a sort action of |
| | | | |ascending / descending. The default sort order is|
| | | | |descending order on Reported Date/Time. |
| | | | | |
| | | | |The Report ID column will be a link to the |
| | | | |detailed report information. When selected MaGIK |
| | | | |will display the full intake report. |
|Button |Processing |
|N/A | |
1 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
|N/A | | | |
2 Notes / Assumptions
None
3 Processing
High level Process
1. The CIU Worker / Supervisor clicks the View option from the Intake dashboard.
2. The system displays all intake reports that are in open status for the logged in worker.
3. The CIU Worker / Supervisor selects a report to view within the inset grid.
4. The system opens the intake report details with the navigation options for the report
7 Integration
1 Purpose
Currently, ICWIS Intake is a .Net Application and is accessed through Powerbuilder application. This will be changed. Instead of ICWIS .Net Intake Application, MaGIK Intake will be opened by clicking the ‘Intake’ icon.
[pic]
2 ICWIS Module Selection – Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 ICWIS Module Selection – Buttons
|Status |Label |Type |On Click Action/Navigation |
|(Keep/Add/Modify/Delete| | | |
|) | | | |
|Modify |Intake | Icon |Clicking the ‘Intake’ icon will open the MaGIK Intake Application. |
4 ICWIS Module Selection – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab|
| |(Keep/Add/Modify/Del| |out/save etc) |
| |ete) | | |
| |Modify |When the user clicks the ‘Intake’ icon, the PowerBuilder login credential must be passed to the MaGIK |Clicking Intake Icon |
| | |Intake application; The MaGIK login steps will be skipped and the user will be directed to the page that| |
| | |has options of ‘Search’, ‘Create’ and ‘View’ section | |
5 ICWIS Module Selection – Ticklers
|Status |Tickler Name |Receiver Detail |Tickler Generation Business Rule & |Tickler Removal Business |Tickler Text |
|(Keep/Add/Modify/Dele| | |Description |Rule | |
|te) | | | | | |
| N/A | | | | | |
6 ICWIS Module Selection – Notes and Assumptions
ICWIS users have two ways to access MaGIK Intake from ICWIS powerbuilder application. Those are:
• ICWIS Module Selection – described in this section
• CPI Search – Individual Report ID Link Selection – This will open MaGIK Intake Profile page filled with the people information from the selected Intake ID in the CPI Search. In this case, all screens/pages will be disabled. The page will be read only if the user has the ready only security profile.
Search Intake Reports
1 Purpose
The Search in MaGIK will display a listing of fields (criteria) to search the existing system for any existing intake report. Search will be controlled through security profiles.
2 Requirements
CI13 The system shall provide a robust search function to allow users to search the database for individuals, organizations, providers, or referrals / cases.
CI21.2.2 The systems search function will have access to search closed Intakes and participants in those Intakes.
3 Security
For Intake, any CIU Worker or Supervisor will be able to access the Search action.
4 Navigation
A worker can navigate to the search criteria by selecting Search from the MaGIK Intake dashboard.
5 Screen Shot(s)
1 Search Criteria
The Search criteria section displays a variety of data elements in which the worker can search for an intake report. The worker is able to enter one or many search criteria’s, click the search button and the system will display the results within an inset grid.
[pic]
After search criteria have been entered and the Search button invoked, the system will display the search results within an inset grid displaying any matches found. If no matches found, the grid will read ‘no records found’. Restricted Intake reports will not be displayed within any of the search results.
[pic]
The results grid will have the ability to sort on any of the column titles. If the results exceed the results grid default size, a navigational grid will appear at the bottom of the grid to allow paging of the results. The Report ID column will be a link to the detailed report.
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Search Criteria |
|Report ID |Displays a text area to enter an Intake | | | |
| |report ID number | | | |
|Person ID |Displays a text area to enter an Intake | | | |
| |person ID number | | | |
|Partial ID Search |A checkbox to indicate a search with partial | | | |
| |information | | | |
|First Name |Displays a text area to enter a name | | | |
|Middle Name |Displays a text area to enter a name | | | |
|Last Name |Displays a text area to enter a name | | | |
|Date of Birth |Displays a text area to enter a Date or a | | |Date of birth format mm/dd/yyyy, mm/dd/yy. All |
| |date of birth – this can be used to search | | |date fields will show a date icon to assist with a|
| |for date ranges. | | |selection of a date. |
|To |Displays a text area to enter a date range – | | |Date format mm/dd/yyyy or mm/dd/yy. All date |
| |this would be the ending date of the range | | |fields will show a date icon to assist with a |
| | | | |selection of a date. |
|Address Type |Drop down box for a selection of an address | | |The drop down box will show the following |
| |type | | |selections: |
| | | | |Current |
| | | | |Home |
| | | | |Work |
|Street Number |Text area to enter a street number | | | |
|Dir |Drop down box for the directional information| | |Added to MaGIK based upon the ICWIS integration |
| |for the street | | | |
|Street Name |Text area to enter a street name | | | |
|Apt |Text area to enter an apartment number | | | |
|City |Text area to enter a city | | | |
|State |Drop down box displaying a listing of all |Indiana | | |
| |states | | | |
|Zip |Text area to enter a zip code | | | |
|County |Drop down box displaying a listing of Indiana| | | |
| |counties | | | |
|C/O |Text area to enter “In care of” | | |Added to MaGIK based upon the ICWIS integration |
|RR |Text area to enter Rural Route | | |Added to MaGIK based upon the ICWIS integration |
|PO Box |Text area to enter a post box | | | |
|Search results grid |
|Report ID |Displays the report id for the intake report | | |The report id will be a link to view the detailed |
| | | | |intake report |
|Report Date |Displays the report date of the intake report| | | |
|Report Status |Displays the report status of the intake | | | |
|Report Type |Displays the report type of the intake | | | |
|Person ID |Displays the Person ID | | | |
|First Name |Displays the First Name | | | |
|Middle Name |Displays the Middle Name | | | |
|Last Name |Displays the Last Name | | | |
|Button |Processing |
|Search |Search will run against the database to find any matching criteria. If matches are found, the results will be displayed in |
| |the search results grid. The search results will not display restricted intakes. |
|Clear |Clear will clear any entries within the criteria and remain on the Search page. |
7 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
| | | | |
8 Notes / Assumptions
None
9 Processing
High level Process
1. The worker clicks the Search option from the Intake dashboard.
2. The system displays the search criteria options
3. The worker enters a last name and a date range to search
4. The system returns the search results within the inset grid
5. The worker selects to view a report by clicking on the report id link
6. The system opens the report detail for the intake.
10 Integration
1 Purpose
Currently, ICWIS Intake is a .Net Application and is accessed through Powerbuilder application. This will be changed. Instead of ICWIS .Net Intake Application, MaGIK Intake will be opened by clicking the ‘Intake’ icon.
[pic]
2 ICWIS Module Selection – Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 ICWIS Module Selection – Buttons
|Status |Label |Type |On Click Action/Navigation |
|(Keep/Add/Modify/Delete| | | |
|) | | | |
|Modify |Intake | Icon |Clicking the ‘Intake’ icon will open the MaGIK Intake Application. |
4 ICWIS Module Selection – Business Rules
|no |Status |Business Rule Description |Execution Event (field tab |
| |(Keep/Add/Modify/Del| |out/save etc) |
| |ete) | | |
| |Modify |When the user clicks the ‘Intake’ icon, the PowerBuilder login credential must be passed to the |Clicking Intake Icon |
| | |MaGIK Intake application; The MaGIK login steps will be skipped and the user will be directed to| |
| | |the page that has options of ‘Search’, ‘Create’ and ‘View’ section | |
5 ICWIS Module Selection – Ticklers
|Status |Tickler Name |Receiver Detail |Tickler Generation Business Rule & |Tickler Removal Business |Tickler Text |
|(Keep/Add/Modify/Dele| | |Description |Rule | |
|te) | | | | | |
| N/A | | | | | |
6 ICWIS Module Selection – Notes and Assumptions
ICWIS users have two ways to access MaGIK Intake from ICWIS powerbuilder application. Those are:
• ICWIS Module Selection – described in this section
• CPI Search – Individual Report ID Link Selection – This will open MaGIK Intake Profile page filled with the people information from the selected Intake ID in the CPI Search. In this case, all screens/pages will be disabled. The page will be read only if the user has the ready only security profile.
Create Report
1 Purpose
The Intake report of Alleged Child Abuse or Neglect is to be completed in the Intake module and is based on the information received from the person making the report. The Intake module is used as the “point of entry” for all ICWIS cases and is to be used for 310s, requests for services, and information and referrals. The Intake dashboard initiates the setup of a new intake in MaGIK. A Report Identification number is automatically assigned when the worker clicks on the Create option from the dashboard.
2 Requirements
CI4 The system shall provide an easy means for creating a new Intake.
CI4.1 The system shall provide a means for user to create an Intake with only one click.
CI6.1 The system shall provide a read-only System Entry Date that will record the creation date of the Intake.
CI6.2 The system shall automatically assign a unique Intake ID number which will then be assigned to the worker who created the Intake.
CI10 The system shall provide a means to show an Intake Header to show the user pertinent data related to the Intake at any point while working in a particular Intake.
CI10.1 The following information shall be provided by the system: Intake Name, Worker Name, reported Date and Time, Intake ID, and County.
CI10.1.4 System shall provide the system date for the default value for reported Date and Time.
3 Security
For Intake, any CIU Worker or Supervisor will be able to select actions from this page. The actions will be controlled through security settings. Other security settings may need to be added as Intake is used in other areas. The Create queue will be enabled through the security profiles.
4 Navigation
A worker can navigate to the Intake Dashboard through the assigned web address. The dashboard items will be enabled when the worker logs into the system.
5 Screen Shot
The Intake dashboard page will allow the worker to search intake reports, create intake reports, or view their work queues.
[pic]
When the worker has logged into the application, MaGIK will display their userid, the version of MaGIK currently being used, and an option to logout of the system or to change password, and an Intake Guidance Tool and Reports link.
Within the MaGIK header is a ‘hotspot’ that will navigate the worker directly back to the Intake dashboard to be able to choose the actions of Search, Create, or View. This is the area where the State of Indiana and the MaGIK logos appear.
[pic]
After the worker has logged into the application the create action from the dashboard will be enabled. A new Intake report can be initiated by the worker when clicking the create action on this page.
The Intake Guidance Tool is a link that is available on every page within Intake. It is a tool used within the central intake unit to guide their recording of a report. The link will display the document in .pdf format.
The Reports link is available on the dashboard of the Intake module. It is a link that will display the reports available within Intake. For further details regarding reports, see the Forms/Reports section of this document.
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|MaGIK Header |
|User Name |On the initial entry to the web address of | |Y |Required for logging into the application. |
| |Intake, the User name will appear for logging| | | |
| |into the application | | |User must have security access for the Intake |
| | | | |module |
|Password |On the initial entry to the web address of | |Y |Required for logging into the application. |
| |Intake, the password will appear for logging | | | |
| |into the application | | | |
|Change my Password? |On the initial entry to the web address of | | |For details regarding the Change my Password |
| |Intake, the Change my Password will allow the| | |process, see the security section of this |
| |user to select a new password. | | |document. |
|MaGIK (hotspot) |Within the MaGIK header is a navigational | | |When clicked, the system will direct the worker |
| |‘hotspot’ that will direct the worker back to| | |back to the Intake dashboard. |
| |the dashboard actions. | | | |
|User |Displays the userid of the worker logged into| |Y | |
| |the application | | | |
|Change Password |Displays the action to change the userid | | |For further details regarding changing a password |
| |password for access to the application | | |see the security section of this document. |
|Logout |Displays the action to logout of the system | | |Logout will close the current Intake report |
| | | | |process, log the worker out of the system and |
| | | | |return the worker to the initial Intake web |
| | | | |address (dashboard). |
|Dashboard actions |
|Intake Guidance Tool (link)|The Intake Guidance Tool is a link that is | | |The link will display the document in .pdf format.|
| |available on every page within Intake. It is| | | |
| |a tool used within the central intake unit to| | | |
| |guide their recording of a report. | | | |
|Reports |The Reports link is available on the | | |For further details regarding reports, see the |
| |dashboard of the Intake module. It is a link| | |Forms/Reports section of this document. |
| |that will display the reports available | | | |
| |within Intake. | | | |
|Help |The Help link is available after signing into| | | |
| |MaGIK. The Help will display a navigational | | | |
| |flow of basic tasks and often used resources | | | |
|Search |Displays the action to search for an intake | | |Search will display the search criteria options to|
| |report | | |find an intake report |
| | | | | |
| | | | |Search will be disabled until the worker has |
| | | | |logged into the application. |
|Create |Displays the action to create a new intake | | |Create will create a new Intake Report |
| |report | | |Identification number, display the reported |
| | | | |date/time based from the system, display the |
| | | | |status of the intake report as ‘Open’, and display|
| | | | |the Worker Name based from the userid. |
| | | | | |
| | | | |Create will be disabled until the worker has |
| | | | |logged into the application. |
|View |Displays the action to view the worker queue |Signed on worker’s | |View will display the signed on worker’s report |
| | |reports | |queue. |
| | | | | |
| | | | |View will be disabled until the worker has logged |
| | | | |into the application. |
|Button |Processing |
|Log In |Button used to verify the userid and password of the worker to validate their security usage for the Intake module |
7 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
|Error |Userid not found |“The entered userid has not been identified in|Take from the security piece |
| | |the system” | |
8 Notes / Assumptions
None
9 Processing
High level Process
1. The worker enters their userid and password and selects the log in button.
2. The system validates their security access and enables the dashboard actions.
3. The worker selects to Create a new intake report
4. The system opens an Intake report with a new Intake Report Identification number, the reported date/time based from the system, the status of the intake report as ‘Open’, and the Worker Name based from the userid within the header of the report.
10 Integration – Add Intake icon
1 Purpose
Currently, ICWIS Intake is a .Net Application and is accessed through Powerbuilder application. This will be changed. Instead of ICWIS .Net Intake Application, MaGIK Intake will be opened by clicking the ‘Intake’ icon.
[pic]
2 ICWIS Module Selection – Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 ICWIS Module Selection – Buttons
|Status |Label |Type |On Click Action/Navigation |
|(Keep/Add/Modify/Delete| | | |
|) | | | |
|Modify |Intake | Icon |Clicking the ‘Intake’ icon will open the MaGIK Intake Application. |
4 ICWIS Module Selection – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab|
| |(Keep/Add/Modify/Del| |out/save etc) |
| |ete) | | |
| |Modify |When the user clicks the ‘Intake’ icon, the PowerBuilder login credential must be passed to the MaGIK |Clicking Intake Icon |
| | |Intake application; The MaGIK login steps will be skipped and the user will be directed to the page that| |
| | |has options of ‘Search’, ‘Create’ and ‘View’ section | |
5 ICWIS Module Selection – Ticklers
|Status |Tickler Name |Receiver Detail |Tickler Generation Business Rule & |Tickler Removal Business |Tickler Text |
|(Keep/Add/Modify/Dele| | |Description |Rule | |
|te) | | | | | |
| N/A | | | | | |
6 ICWIS Module Selection – Notes and Assumptions
ICWIS users have two ways to access MaGIK Intake from ICWIS powerbuilder application. Those are:
• ICWIS Module Selection – described in this section
11 Integration - MaGIK User Security Access
1 Purpose
Currently, MaGIK uses the SQL Server security profiles to authentic logged in user password in the SQL server database. This will be changed and MaGIK Intake will use ICWIS Oracle Database password authentication.
2 MaGIK Log in Screen – Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 MaGIK Log in Screen – Buttons
|Status |Label |Type |On Click Action/Navigation |
|(Keep/Add/Modify/Delete| | | |
|) | | | |
| Modify |Log In | Icon |Clicking on the Log In button will use the ICWIS Oracle password authentication process to validate the |
| | | |log in user. |
4 MaGIK Log in Screen – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab |
| |(Keep/Add/Modify/Delete| |out/save etc) |
| |) | | |
|1 |Add |Once the user password is validated, the system will retrieve and upload the logged in user’s |Login Button |
| | |security profile to application memory. Note: Loaded security profile will be used in various pages | |
| | |for various purposes. For example, if the security profile the user has is ‘Central Eligibility | |
| | |Unit’, the user will be allowed to create a service case of Adoption. | |
5 MaGIK Log in Screen – Ticklers
|Status |Tickler Name |Receiver Detail |Tickler Generation Business Rule & |Tickler Removal Business |Tickler Text |
|(Keep/Add/Modify/Dele| | |Description |Rule | |
|te) | | | | | |
| N/A | | | | | |
6 MaGIK Log in Screen – Notes and Assumptions
None
People
1 Purpose
The purpose of the People page is used to capture information that is immediately known about intake people (participants), such as the alleged victim, perpetrator, and other family members. When the Intake is created the header group box contains basic report information, including Intake Number, Intake Name, Intake Date/Time, Worker Name, Incident County and Intake Status.
The navigational tabs for Intake are: People, Education, Relationships, Allegations, Worker Safety, Final Review, and Approve. The worker may access any of the tabs at any point during the recording of an Intake with the exception of Relationships. To create a Relationship, the person must be previously entered on the People tab. The Alias, Address and Telephone areas of the People page will allow for multiple records to be saved for the currently selected person. The multiple records will display in a grid and be fully editable until the Intake has been submitted for approval.
As the CIU Worker adds each person to the intake, each selection of the Save button will save the previously inserted person into the MaGIK database. As each person is saved to the database, their inclusion in the case is reflected by an entry of the participant name, role, current screening status, alias information, demographic information, address information, telephone information, fatality/near fatality/medical needs, and imminent danger information.
2 Requirements
CI4 The system shall provide an easy means for creating a new Intake.
CI4.1 The system shall provide a means for user to create an Intake with only one click.
CI4.1.1 The system shall allow the user to cancel the Intake if the user has not entered and saved any data.
CI5 The system shall provide the means for the user to capture an Intake Type of Service Request.
CI5.1 The system shall provide the ability to select the client for which there is a service request.
CI5.2 The system shall provide the ability to select the service request type listed in Appendix 1.
CI5.3 The system shall provide support in guiding the user through the Intake process while allowing the flexibility to navigate the system based on the order of the information being reported.
CI6 The system shall provide a means for the user to capture CPS and Institutional Intakes of child abuse and / or neglect.
CI6.1 The system shall provide a read-only System Entry Date that will record the creation date of the Intake.
CI6.2 The system shall automatically assign a unique Intake ID number which will then be assigned to the worker who created the Intake.
CI6.16 The system shall provide a means for the user to record and track demographic information on each individual identified in the Intake.
CI6.18 The system shall allow multiple individuals to be added to a single Intake.
CI6.20 The system will provide a means to record the Current location for the child.
CI10 The system shall provide a means to show an Intake Header to show the user pertinent data related to the Intake at any point while working in a particular Intake.
CI10.1 The following information shall be provided by the system: Intake Name, Worker Name, reported Date and Time, Intake ID, and County.
CI10.1.1 For a CPS Intake type the system shall base the Intake Name off the selected primary caregiver.
CI10.1.2 If a worker adds a Provider/Resource to an Intake the system shall base the Intake Name off of the selected Provider/Resource.
CI10.1.4 System shall provide the system date for the default value for reported Date and Time.
CI11 The system shall allow the user to record and track the identifying information on victims, perpetrators, parent(s), legal guardian(s) or custodians, Reporters, family and other pertinent individuals or organizations associated with the Intake.
CI11.1 The system shall require the user to designate at least one victim for every CPS or institutional Intake entered unless the decision is Screen out or mandated assessment without reported abuse or neglect.
CI11.1.1 The system shall allow the user to identify more than one victim on each Intake.
CI11.2 The system shall provide a means for the user to record the Social Security Number of each person.
CI11.3 The system shall provide a means for the user to record all address information of each person listed in Appendix B List 5.
CI11.3.1 The system shall provide a means for the user to record a country of birth for all adults and children
CI11.3.2 Addresses need to be easily duplicated to other persons.
CI11.3.3 A zip code will not be available to the worker if the participants address is a country other than USA.
CI11.3.5 The system shall provide the means for the user to record the address information listed in Appendix B List 5 for the Current Location of Individual, Home or Workplace for each individual.
CI11.4 The system shall provide a means for the user to record the Date of Death and County of Death of each person.
CI11.5 The system shall provide a means for the user to record the Home Phone, Work Phone, Extension, and Cell Phone of each person.
CI11.6 The system shall provide a means for the user to record the sex of each person, male or female.
CI11.7 The system shall provide a means for the user to record the name of each person, First Name, Middle Name, Last Name, and Suffix.
CI11.8 The system shall provide a means for the user to record the age and date of birth (DOB) of
each person.
CI11.8.1 The system shall automatically provide the age of the person if the DOB is given.
CI11.9 The system shall require the user to designate at least one person as the perpetrator for every CPS or Institutional Intake entered.
CI11.10 The system shall provide a means for the user to record a role type listed in Appendix B
List 6.
CI11.10.1 The system shall default the role to not involved but allow it to be modified.
CI11.10.2 The system shall allow the user to identify more than one perpetrator on each Intake.
CI11.14 The system shall derive and display whether the victim(s) was a DCS ward or probation child at the time of incident.
CI11.15 The system shall allow the user to designate one person on the Intake as the Primary Caregiver of each victim(s) recorded on the Intake.
CI11.16 The system shall allow multiple Other Caregiver or Not a Caregiver types to be designated for each victim.
CI11.18 The system shall provide a means for the user to record if the child(ren) are adopted, but allow the collection of details for the assessment.
CI11.19 The system shall provide a means for the user to record alias information for any person.
CI11.19.1 Alias information the user has the ability to record is listed in Appendix B List 8.
CI11.20 The system shall provide a means for the user to record the primary language and secondary language of family.
CI11.21 The system shall provide a means for the worker to record whether a child, under age 18, is an American Indian or Alaskan native.
CI11.25 The system shall provide a means to capture “Other” individuals, not considered household members but related to the Intake.
CI11.25.1 This section will capture the following person information for these non household participants: the names, addresses/phone, role, relationship to children.
CI11.25.2 This system will record this person information the same way as has already been specified for other Intake participants.
CI11.26 This system shall provide the ability for the user to record the race and ethnicity of the individual. Race and Hispanic or Latino Ethnicity options are located in Appendix B -
List 9.
CI12 The system shall provide a means for the worker to record information about Reporters.
CI12.1 The system shall recognize a professional Reporter.
CI12.2 The system shall not require a home address for a professional Reporter.
CI12.3 The system shall use a work address as the primary address for the professional Reporter.
CI12.4 A Reporter can be entered with Anonymous in the last name field and have the person marked as not requiring screening.
CI12.4.1 An anonymous reporter, by name or choice of reporter type, should not require an address.
CI12.5 The system shall capture one of the following Reporter Types listed in Appendix B List 10.
CI12.6 Professional Reporter Types should pull the work address from the Person Index during screening and that work address should print out for the reporter address on the 310. They are listed in Appendix B List 10.
3 Security
A MaGIK User can create, read, update or delete information on the Intake People tab based on the user’s security rights within MaGIK. The Intake – People tab will be included in the security profiles within a given user job title/position. Please refer to the Security FRSD for further information about security rights and profiles.
4 Navigation
Intake navigation represents creating, maintaining, or viewing intake reports. The Intake dashboard will display the following navigational paths:
• Search – allows the worker to search for intake reports by entering specific criteria. Also allows read-only workers (based upon security) to search for intakes.
• Create – allows CIU to create new intake reports
• View – allows CIU to view their current intake working queues
5 Screen Shot(s)
When an intake report is created, the header of the intake displays; showing the Intake ID, Reported Date/Time, Current Status, and Worker Name. The Intake Name and Incident County display and will be populated when this information is recorded on the report.
[pic]
Additional selections available on the screen are the Intake Guidance Tool link, 310 Form button, View Your Queue link, and the Notification(s) button.
[pic]
[pic]
The People tab will display as the default tab of an Intake. The People tab is organized in group sections. The group sections are: Intake Type, Name and Role, Alias, Demographic, Address, Telephone, Caregiver, Fatality/Medical Services (if applicable), Imminent Danger and Service Request (if applicable).
All required fields are identified with a red asterisk (*) to the right of the field name. The only stop point that will happen on required fields is the First and Last Names on the People tab. All other required fields will be identified on the Final Review tab when sending for approval. The CIU Worker has full free-flow rights when entering a report.
1 Intake Types
The Intake types are shown in the screen print below. The Intake Type is required before submitting the Intake for approval.
[pic]
If the Intake type is identified as a Licensing Complaint, when the save procedure is invoked on the People page, the system will force the decision on the Final Review page to ‘Refer to Licensing’. If the Intake type is identified as a Service Request, when the save procedure is invoked on the People page, the system will force the decision on the Final Review page to ‘Service Request’.
2 Name and Role
The Name and Role section of the People tab will default the Role Type to “Not Involved”. The Reporter Type is required if the person is the reporter. If the name is unknown, the worker can click the “Name Unknown” checkbox and the First and Last names will display “Unknown” with the First Name being editable if needed. If the “Is this person a household member?” box is checked, the address of the Primary Caregiver is copied to the person identified as a household member.
[pic]
The Add Alias button will display the Alias fields in a pop-up window and allow Alias information to be entered and saved. The default selection for Alias Type is “Alias”. If an Alias is entered, the required fields are Alias type, First Name, and Last Name.
[pic]
When the worker has completed entering an Alias, the ‘Done’ button saves the information to an Alias inset grid on the People page. All pop-up windows in MaGIK will have a ‘Done’ button. The ‘Done’ button saves the entered data to a grid and closes the pop-up window.
From the grid, the option to edit or delete an Alias is permissible depending on the status of the intake report. The grid will appear above the Add Alias button on the People tab as displayed below.
[pic]
3 Demographic
The Demographic group section of the people tab contains detailed information for the person being entered. This information is to be used for AFCARS and NCANDS reporting.
[pic]
All defaults are shown within the screen example except for the Deceased field. The example here shows “Yes” in order to view that a Date of Death and County of Death will appear. The default for Deceased is “No”.
4 Address
The Address group section of the People tab displays the option to add multiple addresses for the person. By clicking on the Add Address button, a pop-up window will display.
[pic]
The system will display the option to mark the address as ‘unknown’. If the Address Unknown box is checked, the system will populate the required fields within the address section as ‘unknown’ with full edit rights. Three Address Types will be available; Current, Home, and Work. The Current type will only be available for the victim.
[pic]
An Address grid will appear and display all address information being added to the current Intake. The grid is populated when the ‘Done’ button within the Address pop-up window.
The grid will display all addresses by their type. An address can be edited [pic]or deleted [pic]depending on the Intake status.
[pic]
Within an address grid, a map icon is shown within the grid [pic]to have the capability to display a visual of the address location. MaGIK is using Google Maps.
5 Telephone
The Telephone group section of the People tab displays the option to add phone numbers. By clicking on the Add Phone button, a pop-up window will display.
[pic]
Three phone numbers will be allowed; Primary, Secondary, and Alternate. The "Type" displays Home, Work, Cell, and Contact. An option to add the Work Extension has been included. The Telephone Number is a required field when adding phones.
[pic]
A Telephone grid will appear and display all telephone information being added to the current Intake. The grid is populated when the ‘Done’ button within the Intake Phones pop-up window. The grid will display all phone numbers by their category, Primary will be listed first. A phone number can be edited [pic]or deleted [pic]depending on the Intake status.
[pic]
Phone numbers listed as secondary and alternate will be printed as Additional Information on the 310 Addendum form.
6 Fatality / Medical Services
The Fatality / Medical Services group selection will only display if the Role Type of the person is ‘Victim’. The information entered in this section will print on the 310 Addendum form (310A1).
[pic]
This section has defaults set to ‘No’. Because the screen has specific fields that normally are invisible, when answered ‘No’, we have changed some of the answers to ‘Yes’ to visually see all the fields that are available. The system will drive the Near Fatality to ‘Yes’ when both questions regarding a ventilator and intensive care are answered ‘Yes’.
7 Imminent Danger
The Imminent Danger group selection displays an option of Yes / No radio buttons and a text box for further comments. The Imminent Danger section will only appear for a child (under 18 years of age).
[pic]
8 Service Request
The Service Request group selection will only display if the Intake type is ‘Service Request’ and for children under the age of 18. The Service Request section is a drop down box with the choices of; Courtesy Interviews and Safe Haven Baby.
[pic]
The Days text field will display for the service type of Safe Haven Baby.
[pic]
[pic]
The Save button saves the entire people information page to the database. The Cancel button removes any edited data on the people page and does not save to the database.
When people are added to an intake report, the participants are displayed within an inset grid above the Name and Role section.
[pic]
From the grid the worker will be able to screen [pic], edit [pic], or delete [pic] a person. The worker can also search for substantiated cases [pic] involving the person. The gavel will display in the grid after the person has been screened. If a person has been screened the green checkbox [pic]will replace the magnifying glass within the grid identifying to the worker that screening has taken place. The worker can at anytime re-screen a person by selecting the green checkbox. If the person has not been screened, the screened icon will appear (magnifying glass) indicating the person has not been screened.
[pic]
[pic]
6 Data Elements
The data elements described below follow the normal flow of the people page. All pop-up windows and grids are described in their own sections after the normal flow.
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Intake Report Header section |
|Header Detail |Information that displays in the header: | | |Intake ID is system derived. |
| |Intake ID, Reported Date/Time, Current | | |Reported Date and Time is system derived with current |
| |Status, Worker Name, Intake Name and | | |system date / time. |
| |Incident County. | | |Current Status will default to ‘Open’ on new intake |
| | | | |Worker Name is system derived from the current CIU |
| | | | |users system profile |
| | | | |Intake Name is system populated (see business rule |
| | | | |below) |
| | | | |Incident County is auto-populated when the worker |
| | | | |enters the information on the report |
| | | | | |
| | | | |Intake Name is based off the selected primary caregiver|
| | | | |if intake type = CPS |
| | | | | |
| | | | |If a worker adds a Provider/Resource to an intake, the |
| | | | |intake name is based off the selected |
| | | | |Provider/Resource. |
| | | | | |
| | | | |If a worker selects a Decision of “Information and |
| | | | |Referral”, the intake name is based off the Reporter |
| | | | |Name. |
| Intake Type |Displays the Intake Types for the Intake as|“CPS” |Y |Intake Types are: |
| |radio buttons. | | |CPS |
| | | | |Institutional |
| | | | |Licensing Complaint |
| | | | |Service Request |
| | | | | |
| | | | |When a CPS is saved, the decisions shown on the Final |
| | | | |Review page will be Assess, Screen Out and Information |
| | | | |& Referral. |
| | | | | |
| | | | |When an Institutional is saved, the decisions shown on |
| | | | |the Final Review page will be Assess, Refer to |
| | | | |Licensing and Screen Out, and Information & Referral |
| | | | | |
| | | | |When a Licensing Complaint is saved, the decision on |
| | | | |the Final Review page will be set to Refer to |
| | | | |Licensing. The Decision drop list on the Final Review |
| | | | |tab will not be enabled. |
| | | | | |
| | | | |When a Service Request is saved, the decision on the |
| | | | |Final Review page will be set to Service Request. The|
| | | | |Decision drop list on the Final Review tab will not be |
| | | | |enabled. |
|Name and Role section |
|Role Type |Displays the Role Types for the Intake as |“Not Involved” |Y |Role Types are: |
| |radio buttons; which allows only one | | |Perpetrator |
| |selection from the group. | | |Victim |
| | | | |Victim/Perpetrator |
| | | | |Not Involved |
|Reporter Type |Drop down list box. | | |Required if person is the reporter. Bolded reporters |
| | | | |represent Professional reporters. |
| | | | | |
| | | | |This dropdown list values are identified in Appendix B |
| | | | |– List 10. |
| | | | | |
| | | | |There may be only one reporter per report. |
| | | | | |
| | | | |If decision of report = Information & Referral a |
| | | | |reporter will be required. |
|Include Reporter |Checkbox to select if the reporter is to be| | | |
| |included in Relationships grid | | | |
|Name Unknown |Checkbox to select if the name is unknown | | |If checked, the first and last names of the person are |
| | | | |pre-filled with “Unknown”. First Name is editable. |
| | | | |Last Name is read only. If unchecked, the first and |
| | | | |last name fields become blank and are available to be |
| | | | |keyed. |
| | | | | |
| | | | |A last name of ‘Unknown’ will set the person to not be |
| | | | |screened. If the last name is later changed from |
| | | | |‘Unknown’, the person must immediately be screened. |
| | | | | |
| | | | |If a last name is entered as anything other than |
| | | | |Unknown it cannot be changed to Unknown. If a user |
| | | | |tried to do so, the user will receive a message stating|
| | | | |such. |
|First Name |Text box for entering in the first name of | |Y |See ‘Name Unknown’ |
| |the person | | | |
|Middle Name |Text box for entering in the middle name of| | | |
| |the person | | | |
|Last Name |Text box for entering in the last name of | |Y |See ‘Name Unknown’ |
| |the person | | | |
|Suffix |Text box for entering in the suffix of the | | | |
| |person | | | |
|Caregiver Type |Radio Button Set. Provides three caregiver|“Not a Caregiver” | |Required if person is a caregiver. |
| |type choices: Primary Caregiver, Other | | | |
| |Caregiver, Not a Caregiver | | |There may be only one Primary Caregiver per report. |
| | | | |There may be multiple Other Caregivers. |
|This Person is a Household |Checkbox to select if the person is a | | |If checked, the address of the Primary Caregiver is |
|Member |household member | | |copied to the person. If a person has been entered as |
| | | | |a household member with no address entered, the system |
| | | | |will populate their address with the primary caregivers|
| | | | |address when the primary caregiver information has been|
| | | | |entered. |
| | | | | |
| | | | |If no Primary Caregiver has been entered, a message |
| | | | |appears stating such. |
| | | | | |
| | | | |If the person has an address entered that does not |
| | | | |match the Primary Caregiver address, a message appears |
| | | | |warning the user “This person has an address entered. |
| | | | |Are you sure you want to overwrite?” |
| | | | | |
| | | | |The system will validate that there is a household |
| | | | |member on the intake. |
| | | | | |
| | | | |Integration to Assessment needs: If marked as Victim |
| | | | |or Victim/Perp the HH member checkbox will be |
| | | | |automatically checked. |
|Alias Pop-up Window |
|Alias Type |Radio button set. Provides choices of |Alias |Y |Required only when adding an alias |
| |Alias, Birth, or Maiden | | | |
|First Name |Text box for entering in the first name of | |Y |Required only when adding an alias |
| |the alias | | | |
|Middle Name |Text box for entering in the middle name of| | | |
| |the alias | | | |
|Last Name |Text box for entering in the last name of | |Y |Required only when adding an alias |
| |the alias | | | |
|Suffix |Text box for entering in the suffix of the |Suffix | |Text box for entering in the suffix of the alias |
| |alias | | | |
|Demographic section |
|Gender |Radio Button Set. Provides the choices; |Unknown |Y |Unknown is be the default |
| |Male, Female, Unknown | | | |
|Birth Date |Text box for entering a date of birth. All| | |The value entered cannot be greater than current system|
| |date fields will display a calendar icon to| | |date. |
| |the right of the field as an option to | | | |
| |select the date from a calendar. | | |Text field is masked as mm/dd/yyyy and will |
| | | | |automatically change the format of a date of birth |
| | | | |entered. Entering a date of birth auto-populates the |
| | | | |age and makes the age field un-editable. When DOB is |
| | | | |entered, the system will disable the Age textbox and |
| | | | |Year/Month/days options |
| | | | | |
| | | | |If person is marked as a Victim, then the age cannot be|
| | | | |entered as 18 years old or greater. |
|Age |Text box for entering age of person | |Y |Required if person is a victim |
| | | | |If a DOB has been entered for the person, then the age |
| | | | |auto-fills to show the person’s age as of the Intake |
| | | | |Report date, and the field is disabled. |
| | | | | |
| | | | |If a DOB has not been entered, then the field is |
| | | | |enabled and the user may enter the person’s age |
| | | | | |
| | | | |If person is marked as a Victim, then the age cannot be|
| | | | |entered as 18 years old or greater |
|Years / Months / Days |Radio button set to identify the age being |Years | |Default selection is ‘Years’. |
| |entered | | | |
| | | | |Will display in the grid set next to the age. Example:|
| | | | |8 years, 9 months, etc. |
|Estimated (age) |Checkbox used to identify the age entered | | |If estimated is checked – identifies the age entered is|
| |is estimated | | |an estimated age. Will print within the grid sections |
| | | | |next to age as ‘Est.’ Example: 8 Y est. |
|SSN |Text box for entering a person’s social | | |Field accepts only numbers, and must be in the format |
| |security number | | |###-###-####. |
| | | | | |
| | | | |The following edit checks are performed on the SSN |
| | | | |column during validation: All numbers entered are not |
| | | | |the same; Length is exactly 9 digits; Area number is |
| | | | |not 000; Group number is not 00; Serial number is not |
| | | | |0000; Consecutive values of 123456789 or 987654321 are |
| | | | |not entered; No alphanumeric characters are allowed |
| | | | |(i.e. letters, punctuation, spaces, etc.) |
| | | | |If the entire SSN is not entered, the worker will |
| | | | |receive an Invalid SSN message that this isn’t a valid |
| | | | |SSN number, please re-enter the number. |
| | | | | |
| | | | |An SSN cannot be entered for an Unknown person |
| | | | | |
| | | | |The last four digits of the SSN will always be |
| | | | |displayed when the SSN is presented on-screen. If the |
| | | | |user has edit capability, all of the digits of the SSN |
| | | | |will be visible when the field gets focus [by placing |
| | | | |the cursor in it] |
|Hispanic or Latino |Radio Button Set. Provides Ethnicity |Unknown |Y |This is a required field for AFCARS and NCANDS |
|Ethnicity |choices of Yes, No, Unknown, Declined | | |reporting for all perpetrators, parents, and victims. |
|Was Child a Ward or on |Radio button set. Provides two choices, Yes|No | | |
|Probation at Time of |and No. | | | |
|Incident? | | | | |
|Was Child Adopted? |Radio button set. Provides two choices, Yes|No | | |
| |and No | | | |
|Deceased |Radio button set. Provides two choices, Yes|No | |This field is to be used for deceased persons other |
| |and No | | |than the victim. |
|Date of Death |Date field for entering the death date | | |Only display if Deceased = ‘Yes’ |
| | | | |Format of mm/dd/yyyy or mm/dd/yy |
|County of Death |Text field for entering the county of death| | |Only display if Deceased = ‘Yes’ |
| Race |Checkbox’s used to indicate the race of the| | |This is a required field for AFCARS and NCANDS |
| |person. | | |reporting for all perpetrators, parents, and victims. |
| | | | | |
| | | | |Options are: |
| | | | |American Indian or Alaska Native |
| | | | |Asian |
| | | | |Native Hawaiian or Other Pacific Islander |
| | | | |Black or African-American |
| | | | |White |
| | | | |Abandoned |
| | | | |Incapacitated / Unknown |
| | | | |Multi-Racial – Other Race not known/unknown |
| | | | |Declined |
| | | | | |
| | | | |If Abandoned or Declined are selected all other race |
| | | | |checkboxes become disabled. If unselected all other |
| | | | |race checkboxes become editable. |
| | | | | |
| | | | |If Multi-Racial is selected Abandoned, |
| | | | |Incapacitate/Unknown and Declined checkboxes cannot be |
| | | | |selected. If unselected all race checkboxes become |
| | | | |editable. |
|Primary Language |Drop down used to select the primary |“English” | | |
| |language of the person | | | |
|Secondary Language |Drop down used to select the secondary | | | |
| |language of the person | | | |
|Add Address Pop-up Window |
|Address Unknown |Checkbox to select if the address is | | |If marked the system will populate the Street Number, |
| |unknown | | |Street Name and City as ‘Unknown’. If unchecked, the |
| | | | |system will remove the word ‘Unknown’ from the required|
| | | | |fields. |
| | | | | |
| | | | |If previously populated with an address and Address |
| | | | |Unknown is checked, the system will replace the entries|
| | | | |with ‘Unknown’. |
|Address Type |Radio Button Set. Provides three address |“Home” |Y |This is the type of address that has been entered for a|
| |type choices: Current, Home, Work | | |person |
| | | | |Current Address choice should only be available for the|
| | | | |victim |
|Street Number |Text box used to enter the street number | | | |
|Dir |Text box used to enter the street direction| | | |
|Street Name |Text box used to enter the street name | |Y |If address is entered, street name is required. |
|Apt |Text box used to enter the apartment number| | | |
|City |Text box used to enter the city | |Y |If address is entered, city is required. |
|State |Drop down of all states in the U.S. |Indiana | | |
|Zip |Text box used to enter the zip code | | |Field accepts either 5 numbers or 9 numbers. Must be |
| | | | |in the format ##### or ##### ####. |
|County |Drop down of all Indiana counties | | | |
|Country |Drop down listing of Countries to select |USA | |If other country than USA is chosen, the State, Zip, |
| |the Country of the incident | | |and County fields are disabled. |
|C/O |Text box for In care of | | |This field has been added to MaGIK due to the ICWIS |
| | | | |integration |
|RR |Text box for Rural Route | | |This field has been added to MaGIK due to the ICWIS |
| | | | |integration |
|PO Box |Text box for Post box | | | |
|Comments |Text box used to enter any address comments| | | |
|Email Address |Text box used to enter the email address | | | |
|Address Grid |
|Address Grid |The address data grid will display at the | | |Grid information is not editable. |
| |top of the address group section on the | | |Grid is to display: |
| |page. | | |Edit icon |
| | | | |Delete icon |
| | | | |Address Type |
| | | | |Street Number |
| | | | |Dir |
| | | | |Street Name |
| | | | |Apt |
| | | | |City |
| | | | |State |
| | | | |Zip |
| | | | |County |
| | | | |Map icon |
|Edit icon |Part of the Address data grid. Icon used | | |When icon is clicked address fields populate with |
| |to edit a particular address row in the | | |appropriate address information to be edited. |
| |address grid | | |This function is only available if the status of the |
| | | | |intake report is “Open”. |
|Delete icon |Part of the Address data grid. Icon used | | |When icon is clicked address fields populate with |
| |to delete a particular address row in the | | |appropriate address information to be edited. |
| |address grid | | |This function is only available if the status of the |
| | | | |intake report is “Open”. |
|Map icon |Part of the Address data grid. Icon used | | |When icon is clicked, a map appears in a pop-up window |
| |to visually display the address on a map. | | |displaying the location of the selected address. |
| | | | | |
| | | | |Google maps are to be used. |
|Add Phone Pop-up Window |
|Telephone Type |Displays the category types for the phone |“Primary” |Y |Category Types are: |
| |number as radio buttons; which allows only | | |Primary |
| |one number for each category. | | |Secondary |
| | | | |Alternate |
| | | | |System will only allow one number entered for each |
| | | | |category. |
|Phone Number |Text box used to enter the phone number for| |Y |If phone is entered, phone number is required. |
| |the person | | | |
| | | | |The system will allow entry of a maximum of three phone|
| | | | |numbers. |
| | | | | |
| | | | |The system will not allow more than one entry per |
| | | | |category. |
| | | | | |
| | | | |Format (xxx)xxx-xxxx |
|Ext |Text box used to enter the phone extension | | | |
| |– usually entered with the work number | | | |
|Type |Drop down of the phone number types | | |Types are: |
| | | | |Home |
| | | | |Work |
| | | | |Cell |
| | | | |Contact |
|Phone Grid |
|Phone Grid |The phone data grid will display at the top| | |Grid information is not editable. |
| |of the telephone group section on the page.| | |Grid is to display: |
| | | | |Edit icon |
| | | | |Delete icon |
| | | | |Description |
| | | | |Telephone number |
| | | | |Type |
|Edit icon |Part of the Phone data grid. Icon used to | | |When icon is clicked phone fields populate with |
| |edit a particular phone row in the phone | | |appropriate phone information to be edited. |
| |grid | | |This function is only available if the status of the |
| | | | |intake report is “Open”. |
|Delete icon |Part of the Phone data grid. Icon used to | | |When icon is clicked phone fields populate with |
| |delete a particular phone row in the phone | | |appropriate phone information to be edited. |
| |grid | | |This function is only available if the status of the |
| | | | |intake report is “Open”. |
|Fatality / Medical Services section |
|Date of Death |Text box used to enter the date of death | | |Only display if Role Type = Victim |
| |for the person. | | |Allows for Date entry mm/dd/yyyy or mm/dd/yy |
|County of Death |Drop down contains all Indiana Counties | | |Only displays if Role Type = Victim |
|Is Victim on a ventilator? |A radio button set to include Yes or No |“No” | |Only displays if Role Type = Victim |
|Is Victim in intensive |A radio button set to include Yes or No |“No” | |Only displays if Role Type = Victim |
|care? | | | | |
|Near Fatality |A radio button display of Yes or No | | |Read-only |
| | | | | |
| | | | |If both questions regarding a ventilator and intensive |
| | | | |care are answered ‘Yes’ – the system will populate Near|
| | | | |Fatality as ‘Yes’, else will remain ‘No’. |
|Does the child need medical|A radio button set to include Yes or No | | | |
|treatment? | | | | |
|If so, is the child |A radio button set to include Yes or No | | |Only displays if Yes is selected for Does the child |
|currently receiving medical| | | |need medical treatment? |
|treatment? | | | | |
|If so, where and how often?|Text box used to enter the treatment | | |Only displays if Yes is selected for Does the child |
| |information | | |need medical treatment? |
|Is there anything we need |Text box used to enter the medical / | | |Only displays if one of the questions regarding a |
|to know about the child |disability information | | |ventilator and intensive care are answered ‘Yes’. |
|regarding medication, known| | | | |
|disability? | | | | |
|Imminent Danger section |
|Is the child in imminent |A radio button set to include Yes or No |“No” | |Only display for a child - victim |
|danger? | | | | |
| | | | |A textbox displays below the question to allow the |
| | | | |worker to explain the danger to the child. |
| | | | | |
| | | | |A selection of Yes sets the response time to 1 hour. |
|Service Request section |
|Service Request Type |Drop down that contains the Service Request|Blank |Y |Service Request Section is available ONLY if the intake|
| |Types | | |type is Service Request and the person is under the age|
| | | | |of 22. |
| | | | | |
| | | | |If Intake Type = Service Request and Intake Decision = |
| | | | |Service Request, a Victim is not required |
| | | | | |
| | | | |For a new intake (that is not yet sent for approval), |
| | | | |the CIU worker will be able to select ONLY the |
| | | | |following service types: |
| | | | |Safe Haven Baby |
| | | | |Courtesy Interview for Another State |
| | | | | |
| | | | |Due to the ICWIS Integration: Depending upon the |
| | | | |security profile, the following service requests can be|
| | | | |selected: |
| | | | |Service Adoption AAP |
| | | | |Service Adoption CAS |
| | | | |Service Adoption NRAE |
| | | | |Service Adoption AAP/CAS |
| | | | |Service Adoption AAP/NRAE |
| | | | |Service Adoption CAS/NRAE |
| | | | |Service Adoption AAP/CAS/NRAE |
| | | | |Service Adoption No Assistance |
|Days |Text box used to enter the amount of days | | |Text box for entry of # of days if Safe Haven Baby. |
| |for a Safe Haven Baby | | |Days will only be enabled if Safe Haven Baby is chosen.|
| | | | | |
| | | | |If Intake Type = Service Request with Service Request =|
| | | | |Safe Haven Baby the response time will be marked as 1 |
| | | | |hr. |
|Person Grid |
|Person Grid |The person data grid will display at the |Default sort order | |Grid information is not editable. |
| |top of the tab above the Name and Role |of the grid will be| |Grid is to display: |
| |group section. |in ascending order | |Screen Person icon |
| | |by Person ID | |Edit Person icon |
| | | | |Delete Person icon |
| | | | |Substantiated Cases icon |
| | | | |Household Member icon |
| | | | |Person ID |
| | | | |Person Name |
| | | | |Birthdate |
| | | | |Age |
| | | | |Gender |
| | | | |Role Type |
| | | | |Caregiver Type |
|Screen Person icon |Part of the person data grid. Icon used to| | |Only if Intake is in ‘Open’ status for CIU worker and |
| |screen a selected person within the person | | |not equal to ‘Closed’ for CIU Supervisor. |
| |data grid. | | | |
| | | | |MaGIK will use the current ICWIS CPI Search process for|
| | | | |screening people. For further details regarding CPI |
| | | | |Search, please refer to the CPI Search document. |
| | | | | |
| | | | |Once a person has been screened, a checkmark will |
| | | | |display indicating that screening has been completed. |
| | | | |Re-screening of a person is allowed only if Intake is |
| | | | |in ‘Open’ status for CIU worker and not equal to |
| | | | |‘Closed’ for CIU Supervisor. |
| | | | | |
| | | | |A person of “Unknown” will not be required for |
| | | | |screening. |
| | | | | |
| | | | |When a person is entered as “Unknown” the screen icon |
| | | | |(magnifying glass) will be replaced with a green |
| | | | |checkmark. |
| | | | | |
| | | | |If a person who was entered as “Unknown” is modified |
| | | | |from anything other than “Unknown” the screen icon will|
| | | | |be enabled. |
| | | | | |
| | | | |For further details regarding substantiated cases, |
| | | | |please refer to the Substantiated cases document. |
|Edit Person icon |Part of the person data grid. Edit icon | | |Only if Intake is in open status |
| |used to edit a selected person within the | | | |
| |person data grid. | | | |
|Delete Person icon |Part of the person data grid. Delete icon | | |Only if Intake is in open status |
| |used to delete a selected person within the| | | |
| |person data grid. | | | |
|Substantiated Cases icon |Part of the person data grid. Icon used to| | |Only if Intake is in open status. A pop-up window will|
| |search for substantiated cases involving | | |appear displaying all Substantiated cases for the |
| |the person within data grid. | | |person. |
| | | | | |
| | | | |For further details regarding substantiated cases, |
| | | | |please refer to the Substantiated cases document. |
|Household Member icon |Part of the person data grid. Icon used to | | | |
| |indicate that the selected person is a | | | |
| |member of the household. | | | |
|Button |Processing |
|People page |
|Add Alias |Displays the Add Alias Pop-up window for entry of alias information. |
|Add Address |Displays the Add Address Pop-up window for entry of address information. |
|Add Phone |Displays the Add Phone Pop-up window for entry of phone information. |
|Save |Invokes the save process for all data entered on the current tab. |
| | |
| |If Intake Type = Service Request with Service Request = Safe Haven Baby, the mother and father will automatically be identified|
| |as ‘unknown’. Displayed as ‘Unknown, Mother’ and ‘Unknown, Father’ and marks them both as ‘not involved’. The system will |
| |copy the address of ‘Current location’ to the Allegations page and populate the Incident address. |
|Cancel |Invokes the cancel process for all data entered on the current tab. |
|Add Alias Pop-up Window |
|Done |Moves the entered information entered on the pop-up windows to the sectional grid on the People tab for display. |
|Cancel |Cancels the entered information entered on the pop-up windows and does not save to the sectional grid on the People tab for |
| |display. The pop-up window closes. |
|Clear |Clears any entered information entered on the pop-up windows and remains with the pop-up window being displayed. |
|Add Address Pop-up Window |
|Done |Moves the entered information entered on the pop-up windows to the sectional grid on the People tab for display. |
|Cancel |Cancels the entered information entered on the pop-up windows and does not save to the sectional grid on the People tab for |
| |display. The pop-up window closes. |
|Clear |Clears any entered information entered on the pop-up windows and remains with the pop-up window being displayed. |
|Add Phone Pop-up Window |
|Done |Moves the entered information entered on the pop-up windows to the sectional grid on the People tab for display. |
|Cancel |Cancels the entered information entered on the pop-up windows and does not save to the sectional grid on the People tab for |
| |display. The pop-up window closes. |
|Clear |Clears any entered information entered on the pop-up windows and remains with the pop-up window being displayed. |
7 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|Error |Save a person with no First name |A First Name is required. |Enter a first name. |
|Error |Save a person with no Last Name |A Last Name is required. |Enter a last name. |
8 Notes / Assumptions
People Page - The system will save the alias and address information to a grid at the time of entry when
multiple records are added to the screen. The system will run a save process on the entire person information tab when the Save button is invoked.
Phone Numbers – ICWIS currently allows Assessment to update a phone number. When Assessment
updates the phone number, it will update the information within Intake. This is the current process. MaGIK will conform to this process. CIU has been notified of this process and understands to open the ‘310 as of Approval’ to view the actual Intake data entered on the report.
Fatality / Medical Services - Business unit request:
- Fatality/Medical Services information will print as an addendum on the 310 form.
Imminent Danger - Within MaGIK, Imminent Danger is identified for each child. ICWIS data identifies
Imminent Danger by report, not child. Therefore it is noted that ICWIS history data being displayed in MaGIK will reflect Imminent Danger on the Final Review tab, not by child if there is more than one victim. If there is only one child identified as a victim, MaGIK will update the Imminent Danger both on the People and Final Review tabs.
9 Processing
Proposed High Level Process
The navigation to this screen from Create Intake returns an empty tab set in ‘Insert’ mode. Navigation to this screen from the View Intake displays report participants and related report data associated with Intake report name highlighted in the header. The process described below is creating a new intake.
1. CIU Worker responds to a new intake report and initiates to create an Intake.
2. CIU Worker records information for the people involved on the report: Intake Type, Names and Roles, Aliases’, Demographic, Address(s), Telephone(s), Caregiver, Fatality/Medical Services (if applicable), Imminent Danger (if applicable), and Service Request (if applicable).
3. CIU Worker saves changes that have been entered.
Other Processing
1. Selecting the Edit icon in the People grid dynamically displays that selected participant’s information on the screen. The user will be able to edit any field on the screen for the selected participant only when the Intake report status is Open.
2. To delete a person from an Intake, the CIU worker may select the Delete icon. A message box will appear to verify “Are you sure you want to delete?” prior to delete. If answer yes, the record will be deleted within the grid. If answer no, the record will remain within the grid. The user will be able to delete a person from the report only when the Intake report status is Open.
3. To capture a person’s information, the user enters the known data in the fields. Clicking the ‘Save’ button adds a new person (participant) to the People grid above the Name and Role group section. The initial entry in the people grid will contain a status of ‘Not Screened’.
Save Processing
1. Saving an Intake report for the People tab is accomplished using the Save button at the bottom of the people tab. This action will perform page level validations.
2. Whenever an update has been made and it has not been saved, and navigation changes focus to another person, they system will prompt the user with the following message: “You have not saved your changes. Do you want to continue switching to a different person? Your changes will be lost.”
a. If the MaGIK user answers affirmatively, the message closes without saving the previously performed updates and opens data for editing on the newly selected person.
b. If the MaGIK user does not answer affirmatively, the message closes and returns to the People page for editing or saving.
Cancel Processing
1. Upon clicking “Cancel” all data will be discarded.
10 Integration
1 Age Calculation
Note: MaGIK calculates the Age field differently than Assessment does. The Age in MaGIK will be displayed based upon the MaGIK rules but will be stored in the DB based on the Incident age for use with Assessment. An estimated age will map to Estimated DOB value in Assessment.
2 Service Request
1 Purpose
As part of the Integration effort, capturing Service Request in Intake module has been redesigned for the following reasons:
• Redesign - Currently MaGIK Intake captures service request as part of the Intake and service request is not associated to any specific child. This will be changed as the service request must be specific to a child. To support this change, the Service Request section has been moved from ‘Allegation’ page to People page as the Allegation page is specific to an intake id and not specific to a child.
• Displaying Existing Service Request - MaGIK will be able to display Intakes that were created prior to the integration. However, since requirements for MaGIK Intake have changed, some Service Request types from older Intakes will not be used in MaGIK for creation of new intake. Because of this, there is a need to display previously existing service types of existing (old) Intake, but not used in new Intake(that will be created through MaGIK application).
• Allowing other than CIU workers to record Service Request – Currently, ICWIS Intake allows a worker to create different types of cases from Intake Module. Most of the case types currently used in the current ‘Service Request/Case Creation’ is not applicable to CIU worker, but a few service requests are still used by other workers such as Central Eligibility Team to create a case.
2 Field Descriptions
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
|New |N/A |Days |Text box |L |N/A |N |Text box for entry of # of days if Safe Haven Baby. Days will |
| | | | | | | |only be enabled if Safe Haven Baby is chosen. |
3 Service Request – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab out/save etc) |
| |(Keep/Add/Modify/Delete)| | |
|1 |New |Service Request will be part of the People page in MaGIK and |Viewing the People page in MaGIK |
| | |will be removed from the allegation page | |
|2 |New |Service Requests will be made on a person basis instead of an|Adding a new Service Request |
| | |Intake basis | |
|8 |New |‘Adoption’ Service Request selection will be |Opening the page/Service Request Dropdown list |
| | |available/allowed only for the worker who has CEU profile. | |
| | |The applicable adoption service request types are | |
| | |Service Adoption AAP | |
| | |Service Adoption CAS | |
| | |Service Adoption NRAE | |
| | |Service Adoption AAP/CAS | |
| | |Service Adoption AAP/NRAE | |
| | |Service Adoption CAS/NRAE | |
| | |Service Adoption AAP/CAS/NRAE | |
| | |Service Adoption No Assistance | |
|9 |New |‘ICPC’ Service Request selection will be available/allowed |Opening the page/Service Request Dropdown list |
| | |only for the worker who has ‘ICPC’ profile. | |
|10 |New |‘Independent Living Service Request’ selection will be |Opening the page/Service Request Dropdown list |
| | |available/allowed only for the worker who has ‘IL’ profile. | |
|11 |New |If an intake (of type service request) has been entered |Opening the page |
| | |through ICWIS Application and the Service Request is other | |
| | |than the following types, the service request dropdown list | |
| | |will display the old/ already selected service request, but | |
| | |those will not be available for selection: | |
| | |Safe Haven Baby | |
| | |Courtesy Interview for Another State | |
| | |ICPC | |
| | |Independent Living | |
| | |Service Adoption AAP | |
| | |Service Adoption CAS | |
| | |Service Adoption NRAE | |
| | |Service Adoption AAP/CAS | |
| | |Service Adoption AAP/NRAE | |
| | |Service Adoption CAS/NRAE | |
| | |Service Adoption AAP/CAS/NRAE | |
| | |Service Adoption No Assistance | |
| | |Those old/already selected service requests are | |
| | |Courtesy Interviews | |
| | |Courtesy Supervision | |
| | |Court Ordered Services/Supervision | |
| | |Family Preservation | |
| | |In Home CHINS 6, 7, 8 | |
| | |Out of Home CHINS 6, 7, 8 | |
| | |Community Services | |
3 Fatality / Near Fatality
1 Purpose
Current ICWIS Intake associates a fatality or near fatality to a child. MaGIK functionality does not currently capture by child. The Fatality/Near Fatality section is to be moved from Allegations to the Person tab to be associated with the person being entered into the system.
2 Fatality/Near Fatality – Fields Description
Note: All fields regarding fatality have not changed – they have simply moved to a new Fatality section
3 Fatality/Near Fatality – Business Rules
|No |Status (Keep/Add/Modify/Delete) |Business Rule Description |Execution Event (field tab |
| | | |out/save etc) |
|1 |Add |The Fatality section is to be moved to the People tab so data recorded at | |
| | |the child level and not the report level. | |
|2 |Remove |Remove medical questions from the Fatality section. Medical questions | |
| | |will be in its own section. | |
|3 |Modify |Rename the label of the Fatality section to “Fatality / Near Fatality” | |
|4 |Add |For an existing ICWIS intake, if ‘Near fatality due to physical abuse’ |Opening Page event |
| | |and/or ‘Near fatality due to Neglect’ are (is) captured as evidence of an | |
| | |allegation, then ‘Near Fatality’ must be marked as ‘Yes’. Note: In this | |
| | |case, both the ventilator and intensive questions may not be marked. | |
|5 |Add |If fatality on Intake and the CIU Worker clicks Physical abuse, then in | |
| | |Assessment make sure the system marks “Death due to physical abuse” | |
| | |If near fatality on Intake and the CIU Worker clicks Physical abuse, then | |
| | |in Assessment make sure the system marks “Near Fatality due to Physical | |
| | |Abuse – serious bodily injury requiring hospitalization in an intensive | |
| | |care unit” | |
| | |If fatality on Intake and the CIU Worker clicks Neglect, then in | |
| | |Assessment make sure the system marks “Death due to neglect” | |
| | |If near fatality on Intake and the CIU Worker clicks Neglect, then in | |
| | |Assessment make sure the system marks “Near Fatality due to Neglect – | |
| | |serious bodily injury requiring hospitalization in an intensive care unit”| |
4 Imminent Danger
1 Purpose
Current ICWIS Intake associates imminent danger to a child. MaGIK functionality does not currently capture this by child. The Imminent Danger section is to be moved from Allegations to the Person tab to be associated with the person being entered into the system.
2 Imminent Danger – Field Descriptions
|Status |As Is |To Be |As Is |
|(Unchange|Table.Column Name |Table.Column Name |Display Name |
|d/Add/Mod| | | |
|ify/Delet| | | |
|e) | | | |
|1 |Add |The Imminent Danger section is to be moved to the People tab so data will be recorded| |
| | |at the child level instead of the report level. | |
3 Imminent Danger – Notes and Assumptions
Within MaGIK, Imminent Danger is identified for each child. ICWIS data identifies Imminent Danger by report, not child. Therefore it is noted that ICWIS history data being displayed in MaGIK will reflect Imminent Danger on the Final Review tab, not by child if there is more than one victim. If there is only one child identified as a victim, MaGIK will update the Imminent Danger both on the People and Final Review tabs.
5 Household Member
1 Purpose
Household Member is part of current ICWIS Intake and will need to be part of MaGIK Intake Person screen. A check box will display along with the question “Is this person a household member?” Validation of a household and copying the primary caregiver’s address to person will function exactly the same as ICWIS Intake.
2 Household Member – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab out/save |
| |(Keep/Add/Modify/Del| |etc) |
| |ete) | | |
|4 |Add |The address should be copied to the person from the primary caregiver’s address. | |
|5 |Add |If the person has an address entered that is not the same as the primary caregiver and the |Warning message |
| | |Household Member box is checked, the system should display a warning/question “This person | |
| | |has an address entered. Are you sure you want to overwrite?” | |
|6 |Add |If the Household Member box is checked and no primary caregiver address has been entered, the|Warning message |
| | |system should display a message, “No Primary Caregiver address has been entered.” | |
6 Medical Needs
1 Purpose
Based upon the response from the Integration Meeting with the customer, it was decided to break-out the medical questions from the fatality section of MaGIK on the People tab. Therefore, a new section has been created to include the medical questions.
2 Medical Needs – Business Rules
|No |Status (Keep/Add/Modify/Delete) |Business Rule Description |Execution Event (field tab|
| | | |out/save etc) |
|1 |Add |The Medical Needs section is to be removed from fatality section so data will be | |
| | |recorded at the child level at all times. This will not be dependant upon fatality. | |
|2 |Add |Medical Needs questions will be displayed always on the page. | |
CPI Search (Screening)
1 Purpose
The MaGIK system will display the screening functionality within the person grid on the people tab. The icon for screening is identified as a magnifying glass
2 Requirements
CI6.8 The Intake worker must be able to enter a person as “Unknown” and have the person marked as not requiring screening.
CI6.8.1 If a name is later entered for a person who was saved as an unknown person, the system must require that the person be screened before the Intake can be sent for approval.
CI8.3 The system will include Intakes with a screen out decision in the Intake participants’ history in the system until the screen out is purged.
CI11.3.7 The system shall provide a way to view address history for each individual.
CI11.23 If a name is later entered for a person who was saved as an anonymous person, the system must require that the person be screened before the Intake can be sent for approval.
CI11.24 If a name is later entered in assessment or case, the Intake will continue to have the name of as it was at the time of approval.
CI12.4 A Reporter can be entered with Anonymous in the last name field and have the person marked as not requiring screening.
CI12.6 Professional Reporter Types should pull the work address from the Person Index during screening and that work address should print out for the reporter address on the 310. They are listed in Appendix 10.
CI14 System shall have the ability to screen a person against the Person Index and replace the Person ID with an already existing Person ID, updating all demographic information associated with that previously existing person. When an Intake is approved a frozen copy of the person’s demographics is saved.
CI14.1 The system will provide a means to rescreen a person after a person’s Person ID# has already been replaced with one from the Person Index.
3 Navigation
Navigation to the CPI Search/Screening action is through the person grid [pic] on the People page
[pic]
4 Screen Shot(s)
The CPI search pop-up window will appear populating search fields with the selected person’s information from the People page. The search results will be displayed within a grid.
[pic]
The CPI search results will display every record that meets the search criteria. The CIU worker can select to either Replace the person entered on the Intake report with the person shown in the CPI search results or to Add New.
The Expand icon [pic] can be selected to display any participation history. The system will display the records in the grid with a link to the report shown in the ‘MaGIK Type’ column in the grid.
[pic]
If the Expand icon [pic] within the inner grid is selected, the system will display the persons for the report with an option to select the individuals and add them to the household of the current report. Grids are collapsable by clicking the Expand icon.
[pic]
The MaGIK system will display a green checkmark [pic] within the person grid to identify that screening has been completed. Persons can be re-screened simply by clicking the green checkmark. (Data elements for grid below are described in the People document in the People Grid section.)
[pic]
5 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
|Exclude Searching SSN |Checkbox |Yes | |Excludes SSN from search |
|SSN and Name | | | |The SSN and Name section will populate from the |
| | | | |people tab |
|Exclude Searching DOB |Checkbox |Yes | |Excludes DOB from search |
|DOB Information | | | |The DOB Information section will populate from the|
| | | | |people tab |
|Exclude Searching Address |Checkbox |Yes | |Excludes address from search |
|Address | | | |The Address section will populate from the people |
| | | | |tab |
|CPI Search Grid |
|Expand (icon) |Displays the persons participation history in| | | |
| |grid format below the CPI Search grid | | | |
|Address History (icon) |Displays the persons address history in grid | | |Displays most current addresses without end dates |
| |format below the CPI Search grid | | | |
|Alias (icon) |Displays any alias information of the person | | | |
| |in grid format below the CPI Search grid | | | |
|Match % |Displays the match percentage of the person | | |Uses the same calculation that ICWIS does today. |
| |to the CPI search criteria | | | |
|Person ID |Displays the person identification number | | | |
|Name |Displays the name of the person | | | |
|DOB |Displays the date of birth of the person | | | |
|Address |Displays the address, city, state and zip | | | |
| |code of the person | | | |
|SSN |Displays the social security number of the | | | |
| |person | | | |
|Replace button |Button used to replace the data entered with | | | |
| |the data found in the search process | | | |
|Participation History Grid |
|MaGIK ID |Displays the report number | | |The system will not display any restricted cases |
| | | | |in the results grid |
|Magik Type |Displays the type | | |Types = Intake, Assessment and Case |
|Worker Name |Displays the name of the worker who submitted| | | |
| |the report | | | |
|Participation Type |Displays the role the person performed on the| | | |
| |report/case/assessment | | | |
|Allegation Type |Displays the type of allegation on the | | | |
| |report/case/assessment | | | |
|County Name |Displays the incident county of the | | | |
| |report/case/assessment | | | |
|Current Status |Displays the current status of the | | |Statuses = Open and Closed |
| |report/case/assessment | | | |
|Status Date |Displays the date the report/case/assessment | | | |
| |was closed | | | |
|Participants Grid |
|Copy |Checkbox to select the participant to be | | | |
| |added to the current report | | | |
|HH |Checkbox to select the participant to be | | | |
| |added to the current report as a household | | | |
| |member | | | |
|Person ID |Displays the person identification number | | | |
|Name |Displays the name of the participant | | | |
|Age |Displays the age of the participant | | | |
|Sex |Displays the gender of the participant | | |Gender = Male, Female and Unknown |
|Role |Displays the Role of the participant on the | | |Role = Perpetrator, Victim, Victim/Perpetrator, |
| |report/case/assessment | | |Not Involved |
|HH |Displays if the person was added as a | | |Yes will display for household members. Nothing |
| |household member on the | | |will display for non-household members. |
| |report/case/assessment | | | |
|Button |Processing |
| | |
|CPI Search | |
|Search |Searches the CPI and returns the results |
|Cancel | |
| | |
|Replace | |
| | |
| | |
|Add New | |
| |Closes the CPI search screen and returns to the People page, the system does nothing with the person information |
| |Replaces the selected person’s information to the People page. |
| |On Replace, the system populates the Relationship information from the last closed intake report. |
| |Adds the person’s information from the People page to the CPI database |
|Participants Grid | |
|Copy - Select All |Places a checkmark in the Copy column for all participants displayed. |
|HH - Select All | |
|Copy Participants | |
| |Places a checkmark in the HH column for all participants displayed. |
| |Adds selected participants to the current report and populates the imported data to the People page |
6 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|N/A | | | |
7 Notes / Assumptions
None
8 Processing
High level Process
1. The worker selects to screen person from the grid.
2. The system displays the results in the CPI grid.
3. The actor selects the Replace option for the person.
4. The system updates the information on the person screen.
Other Processing
1. The worker selects to screen person from the grid.
2. The system displays the results in the CPI grid.
3. The actor selects the Add New option.
4. The system adds the person information to the database.
9 Integration
From within the CPI in ICWIS, the hyperlinks to an Intake will need to launch a browser window to the MaGIK Intake link passing the report id.
Substantiated / Un-Substantiated Cases
1 Purpose
Adding substantiated case information to an Intake is a management requirement. Currently the CIU worker manually retypes any information found into the current Intake report narrative. This new process will not require any retyping by the CIU worker.
2 Requirements
None – CIU observation
3 Business Rules
1. The system will automatically attach the date, case id, case name, home address, type of abuse and report category to the 310 Addendum on an Intake that involves a fatality or near fatality.
2. The system will automatically attach any Screen Out or Information & Referral reports to the 310 Addendum on an Intake that involves a fatality or near fatality.
3. The grid will only display un-substantiated cases in the system within the last six months from the current system date.
4. Any substantiated or unsubstantiated cases will be displayed in their own section within the 310 Addendum form 310A1.
5. The option to view substantiated cases will not be enabled until after the person has been screened.
4 Navigation
A worker can view the Substantiated Case results by clicking the gavel icon [pic]in the Person grid. The gavel icon will not display unless the person has been screened.
[pic]
The gavel icon will open a pop-up window that will display all substantiated case information for the person selected.
The pop-window for displaying the substantiated information for the person selected from the people grid is shown below. The grid will only display unsubstantiated information in the system within the last six months of the current system date.
[pic]
The worker will be able to choose a single report by clicking the checkbox in the first column. The worker will be able to choose all reports by clicking the checkbox within the column header [pic].
The Category column will display ‘Report’ or ‘Assessment’. ‘Report’ will be displayed if the intake was identified as a screen out or information & referral and is a connection to display the 310 form. ‘Assessment’ will be displayed if the intake was approved as assess and is a connection to display the 311 form.
After a selection has been made by the worker, the ‘Copy to 310’ button is clicked. The ‘Copy to 310’ button will copy the Date, Report ID, Report Name, Home Address, Type of the report, Category of the report and the incident County to the 310 Addendum. When copied to the 310 Addendum, it will display in 2 sections identifying substantiated cases and unsubstantiated cases (screen outs / information & referrals).
5 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Select (checkbox) |Checkbox to attach report information to | | |If checked, the system will attach substantiated |
|[pic] |current intake. Checkbox in the column | | |case and/or unsubstantiated case information to |
| |header selects all, checkbox in row selects | | |the narrative of the current Intake |
| |the row. | | | |
| | | | |After the worker has selected a row and copied to |
| | | | |the narrative, this pop-up will retain the |
| | | | |previous selected rows. When the worker unselects|
| | | | |the checkbox a message will appear “Unchecking |
| | | | |this box will not remove the report/assessment |
| | | | |from the narrative.” |
|Date |Displays the case creation date | | |Copied to the 310 addendum |
|Report ID |Displays the corresponding case number | | |Copied to the 310 addendum |
|Report Name |Displays the corresponding case name | | |Copied to the 310 addendum |
|Home Address |Displays the home address associated with the| | |Copied to the 310 addendum |
| |case | | | |
|Type |Displays the Allegation type associated with | | |Copied to the 310 addendum |
| |the case | | | |
|Category |Displays if the case is a ‘Report’ or an | | |Copied to the 310 addendum |
| |‘Assessment’ | | | |
|County |Displays the county associated with the case | | | |
|Button |Processing |
|Select All |Places a check mark in the Select column for all records. |
|Copy to Addendum |Invokes the process to attach all substantiated and unsubstantiated case information selected to the 310 Addendum. Closes |
| |the pop-up window. |
|Cancel |The pop-up window closes – nothing is copied to the narrative |
|Clear |Clears any selections (checkboxes) on the pop-up window and remains with the pop-up window being displayed. |
6 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|N/A | | | |
7 Notes / Assumptions
None
8 Processing
High level Process
1. The worker selects the Substantiated Case icon.
2. The system displays the results in a grid.
3. The worker selects the records by clicking the checkbox.
4. The worker selects the Copy to 310 button.
5. The system attaches the information to the 310 addendum.
Education
1 Purpose
The Education page of MaGIK allows the worker to record the name of the school or daycare attended by each child identified on the Intake report. All Education information will print on the 310 Addendum form.
2 Requirements
CI11.13 The system shall allow the user to record the name of the school or daycare attended by each victim identified on the Intake and when the child leaves.
3 Security
For Intake, any CIU Worker or Supervisor will be able to view and edit this page. The edit functionality will be based upon the status of the Intake report.
4 Navigation
A worker can navigate to the Education page by selecting the education tab from the Intake report.
5 Screen Shot(s)
[pic]
The worker will be able to enter school information for each child entered on the report. The Child Name drop down box will be populated with children listed on the report that are under 18 years of age. The School Name drop down box is populated based upon the selection of the county. The Begin and End dates are areas the worker may enter the period of time the child attends the selected school.
The Save button on the page will populate the School Information grid with selected/entered data. The data can then be edited [pic]or deleted [pic] from the grid.
[pic]
The Add Other button will display a pop-up window with more detailed information in regards to recording other education for the child. For example, the child may have offsite special needs as in speech or hearing sessions that they attend on specific days of the week.
[pic]
When the worker presses the ‘Done’ button, the system will populate the inset grid with the saved data.
[pic]
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|School Information |
|Inset Grid |This grid will display the school information|‘No records to | |The inset grid for school information will |
| |for the child when the saved action is |display’ | |display: |
| |invoked | | |Edit icon |
| | | | |Delete icon |
| | | | |County |
| | | | |School |
| | | | |Start Date |
| | | | |End Date |
| | | | |Status |
| | | | |Grade Level |
|Child Name |Drop down box that displays the children | | |A Child will need to be selected prior to entering|
| |entered on the report that are less than 18 | | |any data for Education. |
| |years of age | | | |
|County |Drop down box that displays all counties for | | |A County will need to be selected prior to |
| |Indiana | | |selecting the school name. |
|School Name |Drop down box that displays all the schools | | |The school listing will display all schools within|
| |within the selected County | | |the selected county |
|Status |Radio buttons display Part Time or Full Time | | | |
| |choices | | | |
|Grade Level |Text area for entry of the child’s current | | | |
| |grade level in school | | | |
|Begin Date |Text area for entry of the beginning of the | | |The date field will display a calendar icon to |
| |school session | | |assist with date selections |
| | | | |Begin Date cannot be greater than End Date |
|End Date |Text area for entry of the ending of the | | |The date field will display a calendar icon to |
| |school session | | |assist with date selections |
| | | | |End Date cannot be less than Begin Date |
|Other Education (grid) |
|Inset Grid |This grid will display the other educational |‘No records to | |The inset grid for school information will |
| |information entered for the child. |display’ | |display: |
| | | | |Edit icon |
| | | | |Delete icon |
| | | | |Description |
| | | | |Days |
| | | | |Start Time |
| | | | |End Time |
| | | | |Contact Name |
| | | | |Address |
|Add Other (Other Education window) |
|Description |Text area used to describe the offsite | | | |
| |activities for the child | | | |
|Days |Checkboxes for the days of the week Monday | | |A child may attend specific sessions based upon a |
| |through Friday | | |day, or week based calendar |
|Start Time |Text area for entry of the beginning time for| | |The time field will display a time icon to assist |
| |the session | | |with time selections |
|End Time |Text area for entry of the ending time for | | |The time field will display a time icon to assist |
| |the session | | |with time selections |
|Contact Name |Text area to enter the contact point for the | | | |
| |session with the child | | | |
|Street Number |Street Number of the address | | | |
|Dir |Drop down box. | | |Added to MaGIK to integrate with ICWIS recording |
| |Direction e.g. S, SW, SE | | |of address information |
|Street Name |Street Name | | | |
|Apt |Apartment number | | | |
|City |City | | | |
|State |Drop down box |Indiana | | |
| |State | | | |
|Zip |Zip code | | | |
|County |Drop down box. Displays the counties for | | | |
| |Indiana | | | |
|Country |Drop down box. |USA | | |
|C/O |“In care of” | | |Added to MaGIK to integrate with ICWIS recording |
| | | | |of address information |
|RR |Rural Route | | |Added to MaGIK to integrate with ICWIS recording |
| | | | |of address information |
|PO Box |Postal box | | | |
|Button |Processing |
| |
|School Information section |
|Add Other |The Add Other button invokes a pop-up window that displays criteria to capture other educational needs for the child |
|Save |The Save button invokes the save process for the educational tab. The data entered will be saved to the database and |
| |display within the grid |
|Cancel |Any data modified after the last save action will be cleared from the screen and be replaced with the last known saved data.|
| | |
|Other Education section |
|Done |Saves the data entered to the database, populates the inset grid, and closes the pop-up window. |
|Cancel |Cancels any data entered on the pop-up window. Does not save the data and closes the window. |
|Clear |Clears any data entered on the pop-up window and retains focus on the pop-up window. |
1 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
|N/A | | | |
2 Notes / Assumptions
None
3 Processing
High level Process
1. The worker selects a child from the Child Name drop down list and proceeds to enter all school information.
2. The worker selects to Add Other educational activities for the child by selecting the button.
3. The system opens a pop-up window displaying the additional educational fields.
4. The worker enters the other educational activities for the child and selects the ‘Done’ button.
5. The system saves the information to the Other Education inset grid.
6. The worker saves the Education information by clicking the ‘Save’ button.
7. The system saves the information to the database and populates the School Information grid.
Relationships
1 Purpose
The purpose of the Relationships tab is to allow the CIU Worker to record relationship information about the people they have entered within the intake report. The Relationships tab is dependent upon information entered on the People tab.
Selecting the Relationships tab displays a page composed of an inset grid to permit the user to establish and view relationships among participants. The relationship inset grid will automatically be populated for CPS, Institutional, and Service Request reports. Relationships are not needed for reports regarding Licensing complaints. The worker will be able to establish relationships among participants within the inset grid. Each relationship will be displayed as a single relationship row on the inset grid for future reference.
2 Requirements
CI6.18 The system shall allow multiple individuals to be added to a single Intake.
CI11 The system shall allow the user to record and track the identifying information on victims, perpetrators, parent(s), legal guardian(s) or custodians, Reporters, family and other pertinent individuals or organizations associated with the Intake.
CI11.11 The system shall allow a user to record the relationship of the perpetrator(s) to the victim(s) and the relationship of all of other Intake participants to the children and youth as listed in the “child/youth” section of the Intake.
CI11.11.1 The system shall provide the means for a worker to enter the relationship types listed in Appendix B List 7.
CI11.11.2 The Reporter’s relationship to the victims and children/youth must be an optional entry.
CI11.11.3 The system will default the relationship to ‘Unavailable’.
3 Security
Any CIU Worker or Supervisor will be able to view this page. Selecting relationships will be based upon the status of the Intake.
4 Navigation
A worker can navigate to the Relationships page by selecting the tab within the Intake report. When the worker creates an Intake and enters participants on the People page, the names will appear within the relationship inset grid on the Relationship page. The worker will then select relationships for each combination and save the data.
5 Screen Shot
The Relationships page will display a grid that lists an area to populate a relationship between the ‘Person(s) Under 18’ entered on the report to the ‘Participant(s)’ entered on the report. Reporters that have been marked to ‘Include Reporter’ will be shown in the relationships grid.
[pic]
All relationships will initially be displayed as ‘Unavailable’. To set up the relationship for each combination displayed in the grid, select the relationship drop down box within the inset grid. The relationship drop down box is populated based upon the list shown Appendix B List 7.
The relationship selected is in reference to the child. As relationships are established, the application will automatically populate a relationship to a relative. For example relationships consisting of Siblings, Father, Mother, Aunt, Uncle, Cousin, Great Aunt, Uncle, Grand-Parent, Great Grand-Parent, etc. to the other siblings. The reporter will not be populated to the relationships grid unless the CIU Worker forces the reporter to appear through a manual override process.
An example of how relationships automatically populate is as follows:
Sibling A (brother), Sibling B (sister), Parent
The relationships initially show as ‘unavailable’. When the worker assigns a relationship of Mother to the relationship between Sibling A and Parent and then proceeds to assign the relationship Sister to the Sibling A/Sibling B relationship the application will automatically set the relationship of Mother to the Sibling B/Parent relationship.
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
|Person(s) Under 18 |Displays the participants in the report for | | |View Only. |
| |each child under 18. | | | |
| | | | |System generated from participants saved on the |
| | | | |current report. |
|Participant |Displays the participants entered on the | | |View Only. |
| |report | | | |
| | | | |System generated from participants saved on the |
| | | | |current report (except the reporter with role of |
| | | | |‘Not Involved’) |
|Relationship |The relationship between the participant(s) |‘Unavailable’ | |For each relationship record, the worker will be |
| |and the child | | |able to select the relationship from the drop down|
| | | | |box. |
| | | | | |
| | | | |The relationship drop down box is populated from |
| | | | |the ICWIS code table identified in Appendix B List|
| | | | |7 |
|Button |Processing |
|Save |Button used to save relationships to the database. |
|Cancel |Invokes the cancel process for data entered on the current screen. |
7 Errors / Automated Messages / Ticklers
No errors, automated messages or ticklers are triggered from saving the Relationships tab information. All validations for relationships are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
|N/A | | | |
8 Notes / Assumptions
A person must be saved on the People tab before a relationship can be created.
9 Processing
High level Process
1. The worker selects the Relationship Tab from the Intake navigation.
2. The system displays the Relationship tab information and populates a row for every potential relationship that exists for every child under 18 at the time of the incident entered in the Intake report.
3. The worker selects the relationship for each child.
4. The system auto-populates the relationships based upon the selection the worker makes from the relationships drop down box.
5. The actor saves the relationship information.
6. The system saves the relationship data to the database.
Cancel Processing
The system will remove all current changes and display the last saved entries.
Allegations
1 Purpose
The Allegations tab is used to create and describe specific allegations of abuse or neglect. This section allows the Central Intake Unit (CIU) Worker to enter and maintain information regarding all allegations plus a narrative to include information concerning when and where the alleged abuse occurred, the nature and extent of injuries specifying parts of the body traumatized, and the nature and extent of neglect.
On the People tab, the worker assigns the roles of Alleged Victim and Alleged Perpetrator to the appropriate report participants. These names are populated into the Alleged Victim(s) and Alleged Perpetrator(s) dropdown fields for the worker to select in forming allegations. To create an allegation, the CIU worker selects from the dropdown fields of Victim, Perpetrator and Allegation Type. The narrative section is used to document the details of the allegation.
The Allegations tab will also be used for recording Mandatory Assessments. Mandatory assessments will be a set of checkboxes that will allow the worker to select multiple mandatory assessment types.
The CIU worker will have the ability to record incident information such as the date and time of the incident and the incident address, add providers and indicate a CPS alert from the Allegation page.
2 Requirements
CI6.3 The system shall provide a means for the user to capture the Reported date/time of the Intake.
CI6.5 The system shall provide the means for the user to capture an Intake type of Service
Request.
CI6.6 The system shall provide a means for the user to capture the allegation type(s) being
reported. (Physical Abuse, Sexual Abuse, Neglect, Mandatory Assessment without a
reported Allegation of Abuse or Neglect (CAN)
CI6.7 The system shall require the user to record the Indiana County where the incident took place.
CI6.7.1 The system shall allow the user to record the address of the incident if it occurs outside of
the residence of the child.
CI6.8 The Intake worker must be able to enter a person as “Unknown” and have the person marked as not requiring screening.
CI6.8.1 If a name is later entered for a person who was saved as an unknown person, the system must require that the person be screened before the Intake can be sent for approval.
CI6.9 The system shall provide the following Mandatory Assessment choices listed in Appendix
B List 2.
CI6.10 The system shall provide a means for the user to indicate whether the type of maltreatment being reported meets criteria for a ‘Child in Imminent Danger’ designation.
CI6.11 The system shall allow the user to record multiple allegation types of child maltreatment in a single Intake.
CI6.12 The system shall provide a way to capture if a child fatality or near fatality is being
reported.
CI6.14 The system shall provide a means for the user to record free form narrative text for details gathered during the Intake process.
CI6.15 The system shall provide a means for the user to record an allegation narrative.
CI6.17 For each unique pairing of a ‘victim’ with a ‘perpetrator’ recorded on the Intake, the system shall allow the user to select one to many maltreatment types. At least one type value is required per unique pair.
CI6.21 The system shall allow the user to record multiple allegation types of child maltreatment for each Intake.
CI6.21.1 There will be a narrative that the user will be able to record other special circumstances.
CI7 The system shall provide functionality for the user to record an ‘Information and Referral’ (inquiry) Intake.
CI9 The system shall support the capture and tracking of Intakes of abuse and neglect that occur at a DCS Resource as an Institutional Intake.
CI9.1 The system shall allow the user to search on and add a resource to the Intake.
CI9.1.1 Search criteria and resource information demographics are listed in Appendix B List 4.
CI11.1.1 The system shall allow the user to identify more than one victim on each Intake.
CI11.3.4 The system shall provide a means for the user to include Incident address information listed in Appendix B List 5.
CI11.9 The system shall require the user to designate at least one person as the perpetrator for every CPS or Institutional Intake entered.
CI11.12 The system shall allow the user to indicate the current access of the perpetrator to the victim(s) at risk.
CI11.17 The system shall provide a means for the user to record allegations of child maltreatment.
CI11.22 The system shall provide an optional field for the worker to capture an ITIN# if appropriate.
CI16 The system shall provide a means for a person’s participation to be flagged with a CPS
Alert.
CI16.1 The system shall allow the user to record the following information for a CPS Alert:
First Name, Middle Name, Last Name, Suffix, Initiation Date, Cancelled Date, CPS Alert
Narrative and Intake Number.
CI16.2 The system shall allow the user to attach a CPS Alert to a person ID.
CI16.5 The system shall provide a means for CPS Alerts to be recorded by Central Office Staff for out of state persons.
CI16.6 The system shall allow the county / central office worker that put on the alert to cancel the CPS Alert from the Intake screen.
CI17 The system shall provide a means for the user to provide information on domestic violence.
CI17.1 The system shall provide the means for the worker to answer questions for Domestic
Violence.
CI17.1.1 The System provided Domestic Violence questions are listed in Appendix B List 12.
CI17.2 The system will force a response time of one hour if domestic violence has occurred and a
LEA has requested assistance.
CI17.2.1 The system shall provide a means for the worker to indicate if LEA has requested
assistance.
CI17.2.2 The system will force a response time no sooner than 24 Hours if a parent, guardian,
custodian, or child calls to report domestic violence.
CI17.2.3 The system will force a response time no sooner than 24 Hours if the reported domestic violence has occurred in the past 48 Hours.
3 Security
Any CIU Worker or Supervisor will be able to view this page to create a new report or edit an existing open report. The create/edit actions will be based upon the status of the Intake.
4 Navigation
Navigate to this tab by clicking on the tab titled “Allegations”. The CIU Worker will add all allegations for the report by selecting the Add Allegation button. The worker will also enter the allegation narrative by selecting the Narrative button.
5 Screen Shot(s)
The Allegations page displays several sections:
• Allegation – Narrative and New Allegation
• Mandatory Assessment
• Search Provider
• Provider
• CPS Alert
• Incident Information
1 Allegation
Within the allegation section, the CIU Worker will document the allegations for the intake report. This is a two-step process. The worker may select the Narrative button to begin the process of recording the report from the report source. The worker may select the New Allegations button to record the type of allegation. The type of allegation entered will appear within the allegation inset grid. Multiple allegation types can be entered by selecting the New Allegation button. A restriction can be placed on the Intake from the Allegations page.
1 Narrative
The Narrative button will open a pop-up window to allow the worker to record the details of the intake report. Shown at the top of the window are five high-priority questions (taken from the Intake Guidance Tool and requested by the CIU Supervisors) for each worker to document. An edit toolbar is displayed above the free-flow text area to assist with spell-checking, printing of the narrative, cut/paste of text and formatting options.
[pic]
The ‘Done’ button shown on the window will save the report information, close the pop-up window and return the worker back to the Allegation page. To edit the narrative the worker will select the Narrative button within the Allegation section, the system will display the narrative previously entered for editing purposes.
2 New Allegation
[pic]
The New Allegation button will open a pop-up window to allow the worker to record the type of allegation.
[pic]
The CIU Worker will select the Victim, Perpetrator and Allegation Type from the drop down boxes. The drop down boxes for Victim and Perpetrator are populated from the information entered on the People page. The Allegation Type displays physical abuse, sexual abuse, and neglect.
The worker will select the ‘Done’ button to save the information entered. The system will display the information on the Allegations tab inset grid. This information can be edited and or removed from the Intake based upon the status of the Intake report.
[pic]
2 Mandatory Assessment
The Mandatory Assessment section allows the CIU Worker to indicate that allegations requiring mandatory assessment have been filed. A mandatory assessment will trigger the response time to 48 hours. The Sexual Predator in Child’s Home has the option to enter an Allegation type but is not required.
[pic]
3 Incident Information
The Incident Info section allows the CIU Worker to enter incident date, reported date and time, and incident address information.
[pic]
The reported date and time will initially default to the system date/time. The dates and time are editable.
4 CPS Alert
The CPS Alert section allows the CIU Worker to initiate or cancel a CPS Alert for a specific person on the Intake. To initiate a CPS Alert, press the Initiate CPS Alert button.
[pic]
The CPS Alert pop-up window will appear. The worker may select the Person and CPS Type from the drop down lists. Any additional information can be entered into the narrative box.
[pic]
The People drop down box is populated from the participants that have been screened on the people page. The CPS Type shows selections for; In State, Out of State, In State and Out of State.
Selecting the ‘Done’ button will save the CPS Alert information and return the focus back to the Allegation page. The CPS Alert inset grid will display the information entered with the option to edit [pic] or cancel [pic] the alert. When cancelling a CPS Alert, the system will retain the initial record and populate the Cancelled Date shown within the grid inset with the current system date.
The Initiated Date and Cancelled Date are for display only and represent the dates the alert was sent and cancelled. The Initiated Date will default to the current system date at the time the CPS alert is initiated. The Cancelled Date will default to the current system date at the time the CPS is cancelled. A cancel confirmation message will appear.
[pic]
[pic]
Once a CPS Alert has been created for an individual the application will not allow the worker to change the name selected or delete the CPS Alert record.
[pic]
The Save button will save the Allegation record to the database. When Save is selected all of the information keyed on the current tab will be saved to the Intake record. If Cancel is selected, a warning message will appear. All data entered or changed after a prior save will be removed from the screen and will not be saved.
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Allegation section |
|Restriction Recommended |A checkbox to indicate if the Intake report |Blank | |On save of the Allegation page, the system will save the |
| |should be restricted | | |restricted flag. A restricted intake will only be |
| | | | |viewable to the CIU Worker creating the Intake and the CIU|
| | | | |Supervisor as of approval. A restricted intake will |
| | | | |populate the flag in assessment as restricted. |
|Grid (inset grid) |Within the Allegation section an inset grid | | |When creating a new Intake report and the allegations grid|
| |exists to display the victim name, | | |is null the system will display ‘No records to display’ |
| |perpetrator name, and the type of allegation| | | |
| |as data is entered in the application. | | |The grid will display all allegations entered from the New|
| | | | |Allegation pop-up window. |
|New Allegation (button) |A button that will open the detailed | | |Opens allegation fields in pop-up window named ‘Allegation|
| |Allegation pop-up window to enter allegation| | |Intakes’ |
| |types. | | | |
|Narrative (button) |A button that will open the detailed | | |Opens narrative fields in pop-up window named ‘Intake |
| |Narrative pop-up window to allow the worker | | |Narrative’ |
| |to enter the narrative given by the report | | | |
| |source | | | |
|Narrative (pop-up window) |
|High Priority questions |A list of high-priority questions will | | |The questions are read-only |
| |appear at the top of the window. | | |1) Is the child currently safe/where is child/child need |
| | | | |medical care? |
| | | | |2) Are there issues of domestic violence? |
| | | | |3) Are there issues of substance use/abuse? |
| | | | |4) Are there any safety factors that would concern the |
| | | | |worker? (guns, dogs, etc.) |
| | | | |5) Is perpetrator in the home? |
|Narrative |Free-flow text box for entering narrative | |Y |Length of field is unlimited. |
| | | | |Required to send any Intake for approval. |
| | | | | |
| | | | |Narrative will contain a format toolbar for editing. The |
| | | | |worker will be allowed to: |
| | | | |Spell check the narrative |
| | | | |Print the narrative |
| | | | |Format the narrative |
| | | | | |
| | | | |Integration notes: Any ICWIS data previously recorded in |
| | | | |Physical, Sexual, or Neglect will be concatenated into the|
| | | | |one MaGIK narrative field. |
|Done (button) |Button used to save the narrative | | |Done button will save the data entered in the narrative. |
| | | | |The system will close the pop-up window and return the |
| | | | |focus to the Allegation page. |
|Cancel (button) |Button used to cancel any entry or edits to | | |The Cancel button will cancel any data entered prior to a |
| |the narrative. | | |save and return the focus to the Allegation page. |
|Clear (button) |Button used to clear any data currently | | |Clear button will cancel any data entered prior to a save |
| |entered. | | |and remain on the Narrative pop-up window. |
|Intake Allegations (pop-up window) |
|Victim |Drop down listing of all victims entered | |Y |Displays listing from people (participant) data. |
| |from the People tab. | | | |
|Perpetrator |Drop down listing of all perpetrators | |Y |Displays listing from people (participant) data. |
| |entered from the People tab. | | | |
|Allegation Type |Drop down of the allegation types: Physical| |Y |Physical Abuse |
| |Abuse, Sexual Abuse, Neglect | | |Sexual Abuse |
| | | | |Neglect |
|Done (button) |Button used to save the narrative | | |Done button will save the data entered for the allegation |
| | | | |type. The system will close the pop-up window and return |
| | | | |the focus to the Allegation page. |
|Cancel (button) |Button used to cancel any entry or edits to | | |Cancel button will cancel any data entered prior to a save|
| |the narrative. | | |and return the focus to the Allegation page. |
|Clear (button) |Button used to clear any data currently | | |Clear button will cancel any data entered prior to a save |
| |entered. | | |and remain on the Allegation Intakes pop-up window. |
|Mandatory Assessment section |
|Mandatory Assessment |Checkboxes to indicate mandatory assessment | | |Mandatory Assessment selections will only be available if |
| |types | | |Intake Report Type = CPS. |
| | | | | |
| | | | |Mandatory Assessment Types can be: |
| | | | |Unaccompanied Minor in a Homeless Shelter |
| | | | |Sexual Predator in Child’s Home |
| | | | |Unexplained Death of a Child Without Reported |
| | | | |Abuse/Neglect |
| | | | |Unexplained Near Death of a Child Without Reported |
| | | | |Abuse/Neglect |
| | | | | |
| | | | |If a Mandatory Assessment Type has been selected, the |
| | | | |system will disable the Allegation type button except for |
| | | | |a Mandatory Assessment = ‘Sexual Predator in Child’s Home’|
| | | | |– the Allegation type button will be enabled. |
| | | | | |
| | | | |If a Mandatory Assessment Type has been selected, the |
| | | | |system will record the response time = 48 hrs. |
| | | | | |
| | | | |If a Mandatory Assessment Type has been selected, the 310 |
| | | | |form will display ‘Mandatory Assessment’ or ‘Mandatory |
| | | | |Assessment – Neglect’ where the type of allegation would |
| | | | |normally display. |
|CPS Alert |
|CPS Alert grid |An inset grid showing the entered CPS |“No records to | |If CPS Alerts have been entered, the grid will display: |
| |alerts. If no CPS Alerts have been entered,|display” | |Edit icon |
| |the grid will display “No records to | | |Cancel icon |
| |display” | | |Initiated Date |
| | | | |Cancelled Date |
| | | | |Person |
| | | | |CPS Type |
| | | | | |
| | | | |At the time the CPS Alert is created, the system will |
| | | | |populate the ‘Initiate Date’ = Current Date. |
| | | | | |
| | | | |At the time the CPS Alert is cancelled, the system will |
| | | | |populate the ‘Cancelled Date’ = Current Date. When |
| | | | |cancelling a CPS Alert for the selected person, the CPS |
| | | | |Alert will no longer appear whenever a CPI search is |
| | | | |performed. |
| | | | | |
| | | | |If cancel icon is selected, the system will populate the |
| | | | |Cancelled Date = Current system date. |
|Initiate CPS Alert (button)|Button that will activate a pop-up window to| | |Once a record has been saved the CPS alert will appear |
| |enter the CPS Alert information | | |whenever a CPI search is performed. |
| | | | | |
| | | | |Once a CPS Alert has been created for an individual, the |
| | | | |application will not allow the worker to change the name |
| | | | |selected or delete the CPS Alert record. Cancelling the |
| | | | |CPS Alert will be allowed. |
|Intake CPS Alert (pop-up window) |
|Person |Drop down box that displays all names of | |Y |Required only if CPS alert information has been added |
| |previous persons entered in Intake | | | |
| | | | |Displays a list of screened participants entered on the |
| | | | |report. |
| | | | | |
|CPS Type |Drop down box that allows a user to choose | |Y |Required only if CPS alert information has been added |
| |the type of CPS | | | |
| | | | |The CPS Type choices are: |
| | | | |In State |
| | | | |Out of State |
| | | | |In State and Out of State |
|Narratives |Text box that allows free-form text to be | | |Narrative will contain a format toolbar for editing. The|
| |entered regarding the CPS Alert | | |worker will be allowed to: |
| | | | |Spell check the narrative |
| | | | |Print the narrative |
| | | | |Format the narrative |
|Done (button) |Button used to save the CPS alert | | |Done button will save the data entered for the CPS Alert.|
| |information | | |The system will close the pop-up window and return the |
| | | | |focus to the Allegation page. |
| | | | | |
| | | | |The system will populate the Initiate Date within the |
| | | | |grid = system date |
| | | | | |
|Cancel (button) |Button used to cancel any entry or edits to | | |Cancel button will cancel any data entered prior to a |
| |the alert | | |save and return the focus to the Allegation page. |
|Clear (button) |Button used to clear any data currently | | |Clear button will cancel any data entered prior to a save|
| |entered | | |and remain on the CPS Alert pop-up window. |
|Incident Information section |
|Incident Date |Textbox which allows the worker to enter the| |Y |On Create intake – the system will initially populate |
| |Incident Date | | |with the current system date. This field will be |
| | | | |editable by the worker. |
| | | | | |
| | | | |Masked as __/__/____ |
| | | | |A calendar icon will appear next to date fields for |
| | | | |selection of the date. A future date will not be allowed|
| | | | |for entry. |
|Reported Date |Textbox which allows the worker to enter the|System Date |Y |On Create intake – the system will initially populate |
| |Reported Date | | |with the current system date. This field will be |
| | | | |editable by the worker. |
| | | | | |
| | | | |Masked as __/__/____ __:__ |
| | | | |A calendar icon (standard) will appear next to date |
| | | | |fields for selection of the date. A future date will not|
| | | | |be allowed for entry |
|Reported Time |Textbox which allows the worker to enter the|System Time |Y |On Create intake – the system will initially populate |
| |Reported Time | | |with the current system time. This field will be |
| | | | |editable by the worker. |
| | | | | |
| | | | |Masked as __:__:__ |
| | | | |An AM/PM drop down box will appear next to the time field|
| | | | |for selection. |
| | | | | |
| | | | |The system will automatically change the reported date |
| | | | |(if applicable) and time based upon counties with time |
| | | | |zone = Central when the worker selects the incident |
| | | | |county |
| | | | | |
| | | | |The reported time will display ‘Eastern’ unless the |
| | | | |incident county is in the Central time zone. The system |
| | | | |will display ‘Central’ |
| | | | | |
| | | | |A future date will not be allowed. |
|Same as Home Address |Checkbox that allows worker to check if same| | |If checked, the system populates the Incident address |
| |as home address | | |with the primary caregiver’s home address information. |
|Street Number |Street Number of the address | |Y |Required if address information has been entered |
| | | | | |
| | | | |If report = Service Request and type of service request =|
| | | | |Safe Haven baby, the address will be populated from the |
| | | | |People page from current location. |
|Dir |Drop down box. | | |Added to MaGIK to integrate with ICWIS recording of |
| |Direction e.g. S, SW, SE | | |address information |
|Street Name |Street Name | |Y |Required if address information has been entered |
| | | | | |
| | | | |If report = Service Request and type of service request =|
| | | | |Safe Haven baby, the address will be populated from the |
| | | | |People page from current location. |
|Apt |Apartment number | | | |
|City |City | |Y |Required if address information has been entered |
| | | | | |
| | | | |If report = Service Request and type of service request =|
| | | | |Safe Haven baby, the address will be populated from the |
| | | | |People page from current location. |
|State |Drop down box |Indiana | | |
| |State | | | |
|Zip |Zip code | | | |
|County |Drop down box. Displays the counties for | |Y |Required and will be verified on the submit to approval |
| |Indiana | | |action on the Final Review tab. |
|Country |Dropdown which lists all countries and |USA | | |
| |allows the worker to enter the incident | | | |
| |country | | | |
|C/O |“In care of” | | |Added to MaGIK to integrate with ICWIS recording of |
| | | | |address information |
|RR |Rural Route | | |Added to MaGIK to integrate with ICWIS recording of |
| | | | |address information |
|PO Box |Postal box | | | |
|Button |Processing |
|Save |Button used to save all Allegation page information to the database. The system will generate a new Provider ID number if |
| |the Provider ID = null. |
| | |
| |When adding a new provider, on the Save action, the system will save to the database the following fields in order to |
| |integrate with ICWIS. (These fields are not displayed on any of the MaGIK pages and are only needed for the integration |
| |with ICWIS): |
| |Address Type = ‘Resource address’ |
| |On = Current system date of when the provider was created |
| |Eff. From = Current system date of when the provider was created (only populate if = Community Resource) |
| |Eff. Thru = Current system date of when the provider was created + 365 days (only populate if = Community Resource) |
| |Applied On = Current system date of when the provider was created (only populate if = Provider) |
| |Consultant/FCM (CIU Worker userid) |
| | |
| |The process of adding a new provider will act the same as within ICWIS. |
|Cancel |Invokes the cancel process for data entered on the current tab. |
| | |
7 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
|Error |New Provider pop-up window on ‘Done’ |“All required fields must be entered” |Worker enters all required information |
| |action, required fields have not been | |on the screen. |
| |entered | | |
8 Processing
High level Process
1. The worker navigates to the Allegation tab.
2. The system displays the Allegation page
3. The worker enters narrative information and clicks the ‘Done’ button.
4. The system saves the narrative information.
5. The worker enters new allegation information and clicks the ‘Done’ button.
6. The system saves the allegation information.
7. The worker searches for a provider and selects a provider.
8. The system populates the provider information within the provider section of the allegation page.
9. The worker initiates a CPS Alert.
10. The system populates the CPS Alert grid.
11. The worker enters the Incident information
12. The worker saves the allegation page.
13. The system saves the allegation data to the database.
9 Integration
1 Allegation – Business Rules
|No |Status (Keep/Add/Modify/Delete) |Business Rule Description |Execution Event |
| | | |(field tab out/save |
| | | |etc) |
|1 |Add |ICWIS data previously recorded in Physical, Sexual, Abuse or Neglect will be | |
| | |concatenated into the one MaGIK narrative field. | |
|2 |Add |Allegations will be rearranged in Assessment. Only the Allegation Types (Physical, | |
| | |Sexual, Neglect) will be substantiated / unsubstantiated. The allegation checkboxes | |
| | |will remain for information purposes only. | |
|3 |Keep |When an Intake has been approved or a case created, MaGIK will follow the current | |
| | |ICWIS application process for populating the allegation narrative in assessment and | |
| | |case. | |
Worker Safety
1 Purpose
The purpose of the Worker Safety page is to allow the CIU Worker to indicate the worker safety and domestic violence issues that exist for the Intake report. The need to provide a list of worker safety issues is imperative for letting an investigative worker know what dangers may exist while investigating the intake or potential future assessment. Worker Safety information will be printed on the 310 Addendum (310A1 form).
2 Requirements
CI6.22 The system shall provide a means for the user to enter worker safety issues listed in Appendix B List 3.
CI17 The system shall provide a means for the user to provide information on domestic violence.
CI17.1 The system shall provide the means for the worker to answer questions for Domestic Violence.
CI17.1.1 The system provided Domestic Violence questions are listed in Appendix B List 12.
CI17.2 The system will force a response time of one hour if domestic violence has occurred and a LEA has requested assistance.
CI17.2.1 The system shall provide a means for the worker to indicate if LEA has requested assistance.
CI17.2.2 The system will force a response time no sooner than 24 Hours if a parent, guardian, custodian, or child calls to report domestic violence.
CI17.2.3 The system will force a response time no sooner than 24 Hours if the reported domestic violence has occurred in the past 48 Hours.
3 Security
Any CIU Worker or CIU Supervisor will be able to view the Worker Safety page. Edits will be allowed only when Intake is in “Open” status.
4 Navigation
Navigate to this tab by clicking on the tab titled “Worker Safety”. The CIU Worker will review the list and identify all Worker Safety Issues that pertain to the Intake report.
5 Screen Shot(s)
The Worker Safety tab displays text boxes, based on the response to the questions. The text boxes will allow detailed information to be entered for the answer.
1 Worker Safety
For the purpose of documenting the Worker Safety section, the example shown below will display all questions with the answer of ‘Yes’. Answering the questions as ‘yes’ will trigger hidden text boxes to appear to allow the worker to document the answer in detail. All worker safety questions will be displayed as an addendum to the 310 form. ‘None’ is located at the top of the worker safety section. If there are no worker safety issues, ‘None’ can be selected and all questions will be answered as ‘No’.
2 Domestic Violence
The Domestic Violence section will default to ‘No’ Domestic Violence. If the CIU worker selects ‘Yes’ for domestic violence, additional domestic violence questions will display.
For the purpose of documenting the Domestic Violence section, the example shown below will display all questions with the answer of ‘Yes’. Answering the questions as ‘yes’ will trigger hidden text boxes to appear to allow the worker to document the answer in detail. All domestic violence questions will be displayed as an addendum to the 310 form.
[pic]
3.1.6 Worker Safety Data Elements
|Data Element |Description |Default |Req. Y |Rules / Validations |
| |
|Worker Safety Section |
|None |Checkbox which allows the worker to |Unchecked | |If checked, all questions are marked as “No” within |
| |indicate there are no worker safety issues| | |the Worker Safety Section and will not display the |
| |to be reported | | |detailed text boxes. |
| | | | | |
| | | | |When a checkbox has been selected as “yes”, the |
| | | | |‘None’ will be disabled. The worker will have to |
| | | | |check ‘No’ to all questions before ‘None’ is |
| | | | |available. At this point, the system will discard |
| | | | |all ‘Yes’ entries and text box entries. |
|Are there any animals in the |Provide two radio buttons of “Yes” and | | | |
|home that may pose a danger |“No.” | | | |
|to a worker? | | | | |
|If yes, system will provide a|Textbox that allows the worker to enter | | |Visible only if “Yes” is answered to the previous |
|textbox to enter type of |the Type of Animal | | |question regarding animals. |
|animals | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Does anyone in the home have |Provide two radio buttons of “Yes” and | | | |
|a communicable disease? |“No.” | | | |
|If yes, system will provide |Textbox allows the worker to enter whether| | |Visible only if “Yes” is answered to the previous |
|textbox to enter contagious |he/she is contagious | | |question regarding communicable disease. |
|status | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Does anyone in the home use |Provide two radio buttons of “Yes” and | | | |
|drugs/alcohol? |“No.” | | | |
|If yes, what type? |Textbox that allows the worker to describe| | |Visible only if someone in the home uses |
| |the drugs/alcohol that are being used | | |drugs/alcohol |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|How often? |Textbox that allows the worker to describe| | |Visible only if someone in the home uses |
| |how often the drugs/alcohol are used | | |drugs/alcohol |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Is a Drug Manufacturing / |Provide two radio buttons of “Yes” and | | |Visible only if someone in the home uses |
|Meth lab suspected? |“No.” | | |drugs/alcohol |
|Gang Involvement? |Provide two radio buttons of “Yes” and | | | |
| |“No.” | | | |
|Mental Illness? |Provide two radio buttons of “Yes” and | | | |
| |“No.” | | | |
|Is the home in a remote area?|Provide two radio buttons of “Yes” and | | | |
| |“No.” | | | |
|Violent Propensities? |Provide two radio buttons of “Yes” and | | | |
| |“No.” | | | |
|Are there any weapons in the |Provide two radio buttons of “Yes” and | | | |
|home? |“No.” | | | |
|If yes, indicate type if |Textbox that allows the worker to enter | | |Visible only if “Yes” is answered to the previous |
|known. |the type of weapons in the home | | |question regarding weapons. |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Are any family members |Provide two radio buttons of “Yes” and | | | |
|involved |“No.” | | | |
|in any criminal activity? | | | | |
|If yes, please indicate. |Textbox which allows the worker to | | |Visible only if “Yes” is answered to the previous |
| |indicate what criminal activity the family| | |question regarding criminal activity. |
| |members are involved in | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Other |Provide radio button group of Yes or No. | | |If yes is chosen a textbox appears. |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Domestic Violence Section |
|Have any family members been |Provide radio button group of Yes or No. |“No” | |Domestic violence questions will not appear in this |
|involved in Domestic | | | |section unless the worker has selected ‘Yes’. When |
|Violence? | | | |the answer has been changed to ‘Yes’ a list of |
| | | | |domestic violence questions will appear. |
| | | | | |
| | | | |If marked as ‘Yes’, all questions will appear with |
| | | | |the answers as null. If the worker checks Domestic |
| | | | |Violence back to ‘No’ and certain questions have been|
| | | | |entered as ‘Yes’ with populated text area fields, the|
| | | | |system will display a warning message “Your changes |
| | | | |will be discarded. Do you want to continue?” before |
| | | | |marking the questions to ‘No’ and hiding the detailed|
| | | | |text area boxes. |
| | | | | |
| | | | |If the worker selects ‘Yes’ again, the system will |
| | | | |place all Domestic Violence questions = null. |
|Has anyone in the family been|Provide radio button group of Yes or No. | | | |
|hurt or assaulted? (past or | | | | |
|present) | | | | |
|If yes, Who has been hurting |Textbox which allows the worker to | | |Visible only if “Yes” is answered to the previous |
|the family or child? |indicate who has been hurting the child | | |question regarding assaulted. |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|How is the family violence |Textbox which allows a worker to indicate | | |If text entered in the text area exceeds the text |
|affecting the child? |how the domestic violence is affecting the| | |display, a scroll bar will appear in order for the |
| |child | | |worker to view all text entered. |
|Have the police ever been |Provide radio button group of Yes or No. | | | |
|called to the home to stop | | | | |
|fighting? | | | | |
|If yes, how many times? |Textbox to indicate how many times the | | |Visible only if the police have been called to the |
| |police have been called | | |home |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Do you know if anyone was |Provide radio button group of Yes or No. | | | |
|arrested? | | | | |
|If yes, who was arrested? |Textbox to indicate who was arrested | | |Visible only if “Yes” is answered to the previous |
| | | | |question regarding arrests. |
| | | | | |
| | | | |If text entered in the text area exceeds the text |
| | | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|Where was the child when the |Textbox which allows the worker to enter | | |If text entered in the text area exceeds the text |
|violence occurred? |where the child was when the violence | | |display, a scroll bar will appear in order for the |
| |occurred | | |worker to view all text entered. |
|Are the children safe now? |Provide radio button group of Yes or No. | | | |
|Are the parents safe now? |Provide radio button group of Yes or No. | | | |
|Who is caring for/protecting |Textbox which allows the worker to enter | | |If text entered in the text area exceeds the text |
|the child right now? |who is caring for the child right now | | |display, a scroll bar will appear in order for the |
| | | | |worker to view all text entered. |
|What is the |Textbox to indicate what the ability is to| | |If text entered in the text area exceeds the text |
|parent/caretaker’s ability to|protect the child | | |display, a scroll bar will appear in order for the |
|protect him or herself along | | | |worker to view all text entered. |
|with the children? | | | | |
|Button |Processing |
|Save |Button used to save all Worker Safety information to the database |
|Cancel |Button used to cancel all Worker Safety information edits that have been entered |
6 Errors / Notifications
No errors or notifications are triggered from saving the Worker Safety tab information.
|Type |Condition |Message |Corrective Action |
|N/A | | | |
7 Notes and Assumptions
All Worker Safety and Domestic Violence information will be printed on the 310 Addendum form.
8 Processing
High Level Process
1. The actor selects the Worker Safety tab.
2. The system displays the worker safety options.
3. The actor selects desired worker safety options.
4. The actor selects desired domestic violence options.
5. The actor saves the changes.
6. The system saves the changes to the database.
9 Integration
1 Purpose
This list shown below was the original mapping of how the ICWIS worker safety items will be mapped to the MaGIK worker safety items. Section 12.9.2 is needed in order to map older Intakes (those created in ICWIS prior to the integration) being viewed in MaGIK. ICWIS will have to map their older worker safety items to the equivalent MaGIK worker safety items. Section 12.9.3 displays a link that will be developed in ICWIS based upon the Worker Safety information for the given Assessment. A pop-up window will display showing the Intake Worker Safety Section.
2 Worker Safety – Mapping of older ICWIS data to MaGIK
|Current ICWIS Worker Safety Item |Corresponding MaGIK Worker Safety Question |
|None |There is "none" listed to identify that there is no Worker Safety issues. |
|Remoteness |Is the home in a remote area? |
|Animals |Are there any animals in the home that may pose a danger to a worker? |
|Suspected Drug Manufacturing |Is a drug manufacturing/meth lab suspected? |
|Communicable Diseases |Does anyone in the home have a communicable disease? |
|Violent Propensities |Violent propensities? |
|Drug Use |Does anyone in the home use drugs/alcohol? |
|Weapons |Are there any weapons in the home? |
|Gang Involvement |Gang involvement? |
|Other |Other? |
|Mental Illness |Mental illness? |
|Suspected Drug |*Same as #7 above* |
|No corresponding item currently in Assessment module |Are any family members involved in any criminal activity? |
| |Have any family members been involved in domestic violence? |
| |Has the hospital called LEA to make a report? |
| |Is anyone being admitted to the hospital? |
| |Do parties appear to be under the influence of drugs/alcohol? |
| |Has a breathalyzer been administered? |
| |Are you calling a victim assistance or advocate to the scene? |
| |Is anyone injured? |
| |Is the perpetrator on the scene or being arrested? |
3 Worker Safety to display MaGIK information
A link will be shown within the Report Detail section of ICWIS for Worker Safety. The link will open a pop-up window that displays the intake Worker Safety section. If none has been selected the pop-up window will display only ‘None’.
[pic]
If Worker Safety information has been entered, the pop-up window will display as follows:
[pic]
4 Domestic Violence
At this time, the Domestic Violence section within MaGIK will not be available in Assessment.
Final Review
1 Purpose
The purpose of the Final Review page is to provide the worker with a final review of the Intake Report information entered in a summary format. The page layout will follow the flow of the 310 Form. From this page the worker can edit the decision information and send the Intake for Approval. The need to submit an Intake for approval is necessary in order to create an Assessment. On the action of “Send for Approval” the system will process all edit checks and validations. If the Intake does not pass the edit check or validation process, the Intake will remain in an “Open” status and display a list of corrections needed by the Worker.
2 Requirements
CI6.6.1 If the user selects a mandatory assessment type the system shall not allow the user to select a Decision of Screen Out.
CI6.8.1 If a name is later entered for a person who was saved as an unknown person, the system must require that the person be screened before the Intake can be sent for approval.
CI6.13 The system shall provide a means for the user to capture the method of referral.
CI6.13.1 The Referral Methods provided by the system will include: Phone, Correspondence, Within
Department, Face to Face, Fax and Email.
CI6.13.2 The system will default to a referral method of ‘Phone’ and be modifiable.
CI7.2 The system shall allow the Intake worker to close the Information and Referral (I&R) with a decision of information and referral and bypass all Intake edits including sent for approval.
CI7.3 I&R's will be maintained for cost allocation purposes for a minimum of ten years.
CI8 The system shall provide a means for the user to record a “Screen Out” Intake.
CI8.1 The system shall allow the user to indicate the decision of the Intake as ‘Screen Out.’
CI8.1.1 Intakes with a decision of screen out should only require screening of any person entered on the Intake and at least one letter in the allegation narrative before Intake worker can submit for approval.
CI10.1.3 If a worker selects a Decision of “Information and Referral” the system shall base the Intake name off of the Reporter name.
CI11.23 If a name is later entered for a person who was saved as an anonymous person, the system must require that the person be screened before the Intake can be sent for approval.
CI18 The system shall provide an assessment response time (One Hour, 24 Hours, 48 Hours, 5 Days) on all CPS and Institutional Intakes based on information entered in the allegations and answers to specific questions recorded in the Intake.
CI18.1 The system shall provide response times based on the criteria summarized in the table in Appendix B List 13.
CI18.2 The system shall allow the CIU worker or supervisor to override the system determined response time if the change shortens the response time.
CI18.2.1 The Intake worker or supervisor must complete a narrative to explain an override of a system determined response time.
CI20 The system shall provide a means for the Central Intake Worker to submit a completed Intake with a decision to an Intake supervisor for approval.
CI20.1 The system shall ensure that the Intake passes final edits for the specific decision and Intake type before it can be submitted for supervisory approval. Final edits for the different decisions and types are listed in Appendix B List 14.
CI20.1.1 The decision options that the system shall allow the user to select before sending for approval are listed in Appendix B List 15.
CI20.2 The system shall default the supervisor the worker is sending the Intake to as the worker’s immediate supervisor.
CI20.3 The system shall provide the means to allow the user to select the supervisor when sending for approval.
CI20.4 The system shall provide a means for a user to record any comments before submitting the Intake for approval.
CI20.4.1 The Intake will become frozen upon being submitted for approval.
CI20.7 The system shall not allow an Intake to be sent for approval if it has already been sent for approval and is currently pending supervisor approval.
3 Security
Any CIU Worker or Supervisor will be able to view the Final Review page. Edits will be allowed only when Intake is in “Open” status.
4 Navigation
Navigate to the Final Review tab by clicking on the tab titled “Final Review”. The CIU Worker will review and edit fields as needed to process the report for approval or modifications requested by a Supervisor.
5 Screen Shot(s)
The Final Review page follows the layout of the 310 form. The Final Review page allows the CIU worker to verify that all 310 form information entered is complete and accurate. The Final Review page displays the response time of the report and a decision selection for the worker to complete. The Final Review page is where the worker will submit the report for approval.
The Final Review tab is displayed in sections:
• General (displays incident county and reporter information)
• Relationships
• Parent / Guardian Information
• Children Information
• Alleged Perpetrator (Other than Parent / Guardian)
• Nature of Complaint
• Decision.
1 General
The General section will display information in the data that have been entered on previous pages on the Intake. This section is view only.
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2 Relationship Information
The Relationship Information section will display information in a grid format that has been entered on previous pages on the Intake. This section is view only.
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3 Parent/Guardian Information
The Parent/Guardian information section displays information in a grid format that has been entered on previous pages of the Intake. This section is view only and will display the child’s legal mother, father, and guardian (if applicable).
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4 Children Information
The Children information section displays information in a grid format that has been entered on previous pages of the Intake. This section is view only and will display all children entered on the intake under the age of 18.
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5 Alleged Perpetrator (Other than Parent / Guardian)
The Alleged Perpetrator (Other than Parent / Guardian) displays information in a grid format that has been entered on previous pages of the Intake. This section is view only and will display the perpetrator information for perpetrator’s other than the parent or guardian.
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6 Nature of Complaint
The Nature of Complaint section displays information that has been entered on previous pages of the Intake. This section is view only and will display the allegation type, mandatory assessment and narrative.
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7 Decision
The Decision section allows the CIU Worker to identify the referral method, verify the response time, choose an intake decision, identify if the report is an emergency, enter comments, and route to a supervisor for approval.
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1 Referral Method
The referral method is a set of radio buttons allowing the worker to choose how the report was referred to the central intake unit.
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2 Child in Imminent Danger
If a child has been identified as being in imminent danger, the Final Review page will display a ‘Yes’, else ‘No’ is displayed. Since ICWIS data does not take the recording of imminent danger to the level of the child, MaGIK will display older intake reports referring to imminent danger on the final review page within this section to identify if any of the children on the report have been reported in imminent danger. For new reports in MaGIK, if a child has been identified on the people page as being in imminent danger, this section will automatically be populated to ‘Yes’.
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3 Reponse Time
The system will provide a response time on all CPS and Institutional Intakes based on the information entered and recorded in the intake. This response time will be based from the times identified in Appendix B List 13.
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The system will allow the CIU Worker or supervisor to override the system determined response time only if the change shortens the response time. An override comment must be entered to explain the override of the system calculated response time. On an override, the system will enable the override comments text area. The worker will be required to enter comments before submitting the report for approval.
If the worker changes the response time back to the system generated response time, the system will automatically remove the Override Comments.
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When the worker submits the report for approval, the system will concatenate the Override Comments and Worker Comments to display on the Approval tab within the Worker Comment(s) section for supervisor review. The Override Comments will always display first with ‘Override Reason:’ as the prefix.
Will display on the Approval page for the supervisor:
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4 Intake Decision
The CIU Worker will select an Intake Decision from the drop down box. The Intake Decisions are based upon the type of Intake report being recorded.
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If the response time is selected as 1-hour, the Emergency Request is editable. The CIU worker to approve their own decision of assess at the time of recording the report in MaGIK due to the resolve being verbally approved by the CIU Supervisor prior to the report being entered within the application.
5 CIU Supervisor
The system will display (as a default) the immediate CIU Workers supervisor with the ability for the CIU Worker to change supervisors for approval of the intake report. The Supervisor drop down box will display all CIU Supervisors.
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6 Worker Comments
Worker comments are not required. The comments will display any CIU Worker comments entered regarding the report.
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The actions on the Final Review page are to send the intake for approval, or callback an intake that has been sent to a supervisor for approval.
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• The Send for Approval action will save the Final Review page information and process all final edits for the report entered before sending for Supervisor approval. If any errors were found, the errors will be displayed in a Validation listing.
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The Validation Errors listing will display all errors for the report to allow the worker to make the necessary corrections. As the corrections are made, the worker may send the report for approval. If no errors are found, the report will be sent to the selected CIU Supervisor queue for approval. The status of the report will be changed from ‘Open’ to ‘Awaiting Approval’. All data on the report will be read-only.
• The CIU worker will be allowed to Callback the Intake report for editing purposes. The Callback functionality will re-open the Intake report for editing purposes. The Callback functionality will only be enabled if the Intake report has been sent for approval and has not been approved by the Supervisor.
6 Data Elements
|Data Element |Description |Default |Req. Y |Rules / Validations |
| |
|General Section |
|Incident County |Incident county name |Information previously|Y |Read-Only |
| | |entered by the worker | |Populated from the Incident information on the |
| | | | |Allegations page. |
|Reporter Name |Name of reporter |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the Reporter information on the |
| | | | |People page. |
|Reporter Contact Phone |Contact phone number of the reporter |Information previously| |Read-Only |
| | |entered by the worker | |Format (xxx) xxx-xxxx |
| | | | |Populated from the Reporter information on the |
| | | | |People page. |
|Reporter Address |Reporter’s address |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the address information on the People|
| | | | |page. |
| | | | | |
| | | | |The application will print the reporters work |
| | | | |address if entered into the system. If work address|
| | | | |is not entered, the reporter’s address will be |
| | | | |populated with the address entered. |
|Relationship Section |
|Participant(s) Under 18 |Displays the participants in the report| | |View Only. |
| |for each child under 18. | | | |
| | | | |System generated from participants saved on the |
| | | | |current report. |
|Participant |Displays the participants entered on | | |View Only. |
| |the report | | | |
| | | | |System generated from participants saved on the |
| | | | |current report (except the reporter with role of |
| | | | |‘Not Involved’) |
|Relationship |The relationship between the |‘Unavailable’ | |For each relationship record, the worker will be |
| |participant(s) and the child | | |able to select the relationship from the drop down |
| | | | |box. |
| | | | | |
| | | | |The relationship drop down box is populated from the|
| | | | |ICWIS code table identified in Appendix B List 7 |
|Parent / Guardian Section (grid) |
|Parent Name |Parent name based on relationships |Information previously| |Read-Only |
| |entered |entered by the worker | | |
| | | | |(first name last name format) |
| | | | |Parent / Guardian is identified from the |
| | | | |Relationships page. The data grid is populated from|
| | | | |the People page information. |
|Role |Role of the parent / guardian |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the People page |
|Address |Address of the parent / guardian |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the People page |
|Phone Number |Home Phone Number of the parent / |Information previously| |Read-Only |
| |guardian |entered by the worker | |Populated from the People page |
| | | | |(format: (xxx)xxx-xxxx |
|Children Section (grid) |
|Children Name |Name of all children entered in the |Information previously| |Read-Only |
| |Intake |entered by the worker | |Populated from the People page |
| | | | |Lists all children under the age of 18. |
|Role |Role of the children on the Intake |Information previously| |Read-Only |
| |report |entered by the worker | |Populated from the People page |
|Age |The age of the child |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the People page |
| | | | | |
| | | | |The system will display the age of the child |
| | | | |followed by years, months, days |
|Sex |The sex of the child |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the People page |
|Current Location |The current location of the child |Information previously| |Read-Only |
| | |entered by the worker | |(displays current address) |
| | | | |Populated from the People page |
|Alleged Perpetrator (Other than Parent / Guardian) |
|Perpetrator |Name of the perpetrator |Information previously| |Read-Only |
| | |entered by the worker | |Populated from the People page |
|Child’s Name |The name of the child |Information previously | |Read-Only |
| | |entered by the worker | |The victim associated with the perpetrator. |
| | | | |Populated from the Relationship page. |
|Perpetrator Address |The perpetrator’s address |Information previously | |Read-Only |
| | |entered by the worker | |Populated from the People page |
|Relation to Child |The perpetrator’s relationship to the |Information previously | |Read-Only |
| |child (victim) |entered by the worker | | |
| | | | |The victim associated with the perpetrator. |
| | | | |Populated from the Relationship page |
|Phone Number |The home phone number of the |Information previously | |Read-Only |
| |perpetrator is displayed here. |entered by the worker | | |
| | | | |Populated from the People page |
|Nature of Complaint section |
|Allegation Type |Displays the allegation type entered by |Information previously| |Read-Only |
| |the worker |entered by the worker | |Grid display |
| | | | |Populated from the Allegations page |
| | | | | |
| | | | |Displays checkboxes for: |
| | | | |Physical Abuse |
| | | | |Sexual Abuse |
| | | | |Neglect |
|Mandatory Assessment |Displays if report is a mandatory |Information previously| | |
| |assessment |entered by the worker | | |
|Allegation Narrative |Displays the narrative for the report |Information previously|Y |Read-Only |
| |entered by the worker |entered by the worker | |Text area box with scrolling capability. |
| | | | |Populated from the Allegations page. If any of the |
| | | | |Mandatory Assessment choices (4) are selected from |
| | | | |the Allegations page, the system will display the |
| | | | |Mandatory Assessment at the top of the narrative. |
| | | | |Example: |
| | | | | |
| | | | |Mandatory Assessment: Unexplained Death of a Child |
| | | | |Without Reported Abuse/Neglect |
| | | | | |
| | | | |Then display the narrative. |
|Decision section |
|Referral Method |Radio button set. Provides a list of |‘Phone’ | |Display the option to choose Phone, Fax, Email, |
| |referral method options to choose from. | | |Mail. |
| Is there a Child in Imminent|Identifies if Imminent Danger has been | |Y |Read-Only |
|Danger? |identified for any of the children on | | |Displays either a Yes or No |
| |the report | | |Populated from the People page. |
| | | | |ICWIS does not record imminent danger by the child |
| | | | |only by the report. For older reports, this field |
| | | | |will be flagged to show imminent danger. For |
| | | | |current MaGIK intake reports, any child marked with |
| | | | |imminent danger (one or several) will trigger this |
| | | | |flag to ‘yes’. |
|Response Time |Radio button set. Provides response time|System defaults based |Y |System will default to a response time based on |
| |options that the system will generate |upon information | |criteria set aside in the requirements. See |
| |with override capability for the worker |entered on the report | |Appendix B – List 13. The Safe Haven Baby or |
| | | | |Emergency Request is not shown in the list – this is|
| | | | |a 1 hour. |
| | | | | |
| | | | |The worker will not be able to choose a longer |
| | | | |response time but will be able to choose a shorter |
| | | | |response time. The system will retain the system |
| | | | |generated response time and the new response time |
| | | | |entered by the worker. |
| | | | | |
| | | | |If the worker changes the response time back to the |
| | | | |system generated response time, the system will |
| | | | |remove the override comments. |
|Override Comments |A text box to provide entry of comments |Disabled |Y |If the response time is to be overridden with a |
| |by the CIU Worker | | |shorter response time, the Override Reason Comments |
| | | | |will be enabled and required. |
| | | | | |
| | | | |The Override Reason Comments will then appear for |
| | | | |editing. The worker can either choose to keep the |
| | | | |comments entered or edit them. |
| | | | | |
| | | | |The action to override the response time will be |
| | | | |controlled by the status of the intake report. For |
| | | | |a CIU Worker, the action to override will be |
| | | | |available when the Intake report status = ‘open’. |
| | | | |For a CIU supervisor, the action to override will be|
| | | | |available through the callback process of the |
| | | | |report. |
| | | | | |
| | | | |Override Comments will be stored in session state |
| | | | |for any page navigation away from the Final Review |
| | | | |page. The comments will be stored to the database |
| | | | |on the Submit for Approval button. |
|Intake Decision |Dropdown listing which allows the | |Y |Required when submitting the Intake report for |
| |worker to choose a decision before | | |approval |
| |sending for approval. | | | |
| | | | |If the user selects a mandatory assessment the |
| | | | |system will not allow the worker to choose a |
| | | | |decision of ‘Screen Out’ |
| | | | | |
| | | | |If Intake Type = |
| | | | |CPS, the decision selections will be Assess, |
| | | | |Screen-Out, I&R |
| | | | |Institutional; Assess, Refer to Licensing, Screen |
| | | | |Out |
| | | | |Licensing Complaint = Refer to Licensing (system |
| | | | |should populate decision and disable drop list) |
| | | | |Service Request = Service Request (system should |
| | | | |populate decision and disable drop list) |
| | | | | |
| | | | |The Decision listing can be viewed in Appendix B – |
| | | | |List 15. |
|Emergency Request |Checkbox that identifies if the intake | | |The Emergency request is a checkbox and will default|
| |report is an emergency | | |to being disabled. |
| | | | | |
| | | | |Emergency request will be enabled when the Decision |
| | | | |= Assess, the Intake Type = CPS, and the Response |
| | | | |Time = 1 hr. |
| | | | | |
| | | | |When an emergency request, the supervisor drop-list |
| | | | |and decision fields will be disabled. |
| | | | | |
| | | | |On an emergency request when the CIU Worker Submits |
| | | | |for Approval, the system will update the Approval |
| | | | |History with the Approver = CIU Worker. |
|Supervisor |Drop down which contains a list of all |CIU worker’s direct |Y |Required if sending the Intake report for approval. |
| |CIU Supervisors |supervisor | | |
|Worker Comments |Textbox which allows the worker to | | |Worker Comments will be stored in session state for |
| |enter comments pertaining to the | | |any page navigation away from the Final Review page.|
| |Intake. | | |The comments will be stored to the database on the |
| | | | |Submit for Approval button. |
|Button(s) |Processing |
|Send for Approval |Button used to send the Intake for approval – the system will process all final edits regarding the intake report for any |
| |errors before changing the status to ‘Sent for Approval’ |
| | |
| |The system will save all the data to the database on the Final Review page. |
| | |
| |Upon passing final edits, the status of the Intake will be changed to ‘Awaiting Approval’ and the intake will be locked from |
| |edits. |
| | |
| |The system will not process an Intake report for final edits if the Intake report type = CPS and the decision = Information &|
| |Referral. |
| | |
| |If Override Response Time Comments are entered, the system will concatenate the Override Comments with the Worker Comments |
| |and display on the Approval tab within Worker Comments with ‘Override Reason:’ as the prefix and displaying first and ‘Worker|
| |Comment(s):’ as the prefix and displaying second. |
|Callback |Button used to callback the Intake for editing purposes. Button is only enabled when the CIU Worker sends the report for |
| |approval and has not been approved by the Supervisor. Button will be disabled if Intake has been approved. If Callback |
| |button is invoked, the system will change the status of the Intake to “Open” for edits and remove the item from the |
| |supervisor’s listing or items “Awaiting Approval”. |
7 Errors / Automated Messages / Ticklers
|Type |Condition |Message |Corrective Action |
|Error |Trying to send an intake for approval |Message: “Please select a decision |Worker selects a decision |
| |without selecting a decision |before sending for approval.” | |
|Error |Trying to send an intake for approval |Message: “An Institution must be |Worker adds a provider to Intake |
| |while the Report Type Licensing |selected for a licensing report.” | |
| |indicator is selected with no | | |
| |institution attached to the intake | | |
|Error |Trying to send an intake for approval |Message: “All persons in the report |Worker screens all people entered in the Intake |
| |while one or more of the participants |have to be screened before sending for | |
| |have not been screened |approval.” | |
|Error |Trying to send an intake for approval |Message: “Report Narrative must be |Worker enters an allegation narrative for all blank|
| |without an Allegation Narrative being |entered in the Allegation window.” |allegation narratives |
| |entered | | |
|Error |If no report source has been entered |Message: “Report Source must be |Worker adds a report source |
| | |entered before sending for approval.” | |
|Error |Trying to send an intake for approval |Message: “A Service Request cannot |Worker removes allegations from the Intake |
| |with a decision of ‘Service Request’ |contain allegation types.” | |
| |that has allegation types entered | | |
|Error |Trying to send an intake for approval |Message: “A decision of “Service |Worker selects a service request. |
| |with a decision of ‘Service Request’ |Request” requires entry of a Service | |
| |that has no service requests entered |Request.” | |
|Error |Trying to send an intake for approval |Message “Age is required for the |Worker enters the correct age for the victim. |
| |without an age for a victim – Age is |victim.” | |
| |required for the victim | | |
|Error |Trying to send an intake for approval |Message “Sex is a required field.” |Worker selects the correct sex. |
| |without selecting the sex | | |
|Error |Trying to send an intake for approval |Message “Ethnicity is a required |Worker selects the correct ethnicity. |
| |without selecting ethnicity |field.” | |
|Error |Trying to send an intake for approval |Message “A reported date and time is |Worker enters the reported date and time. |
| |without a Reported Date and Time |required” | |
|Error |Trying to send an intake for approval |Message ‘An Incident street Address is |Worker enters the correct street address. |
| |without an incident street address |a required field.’ | |
|Error |Trying to send an intake for approval |Message ‘An Incident city is a required|Worker enters the correct city. |
| |without an incident city |field’ | |
|Error |Trying to send an intake for approval |Message ‘An Intake Decision is a |Worker selects a correct Intake Decision from the |
| |without selecting an Intake Decision |required field’ |drop down list. |
|Error |Trying to send an intake for approval |Message ‘For a decision of Information |Worker selects a reporter type for the reporter |
| |with a decision = Information and |& Referral a reporter is required’ |shown on the people tab. |
| |Referral without a reporter | | |
|Error |Trying to send an intake for approval |Message ‘An Incident Date is a required|Worker enters the Incident Date |
| |without an Incident Date. Not for |field’ | |
| |Service Request. | | |
|Error |Trying to send for approval without |Message ‘Supervisor is required for |Worker selects a Supervisor from the drop down |
| |selecting a Supervisor |approval process” |list. |
|Error |Mandatory Assessment is selected and |Message ‘A Mandatory Assessment must be|Worker selects CPS |
| |Intake type does not equal CPS |entered for a CPS type’ | |
|Error |Victim / Perp / Allegation type is not |Message ‘A Victim, Perpetrator and |Worker enters information |
| |entered for CPS and Institution. |Allegation Type must be entered’ | |
| |Exclude CPS with decision = screen out | | |
| |or information & referral | | |
|Error |When selecting ‘Multi-Racial – Other |“Please select one other valid Race |Worker is to select one more race. |
| |Race not known/unknown’ category in |category to select ‘Multi-Racial – | |
| |demographics, and another race has not |Other Race not known/unknown’ category.| |
| |been selected. |If none of the racial categories are | |
| | |known, please select ‘Abandoned’ or | |
| | |‘Incapacitated/Unknown’ Category” | |
|Error |If Intake Type = CPS and no household |“Please select a household member on |The worker will select at least one of the |
| |member has been identified |the People tab” |participants as a household member. |
|Error |If Intake Type = Institutional and then |“For this type of report, a |The worker will remove the provider/resource from |
| |the worker changes the Type = CPS, the |provider/resource is not required. |the allegation tab. |
| |system is to request the worker to |Please remove the provider/resource | |
| |remove the Provider/Resource information|from the Allegation tab” | |
|Error |For a fatality – all substantiated and |“For a fatality, all reports need to be|The worker will select all reports. |
| |unsubstantiated reports not marked, the |selected in the Substantiated pop-up.” | |
| |system should prompt error message | | |
|Error |If Intake Type = CPS and a primary |“Please enter a primary caregiver” |The worker will enter a primary caregiver. |
| |caregiver has not been entered. | | |
8 Processing
High level Process
1. The CIU Worker opens the Final Review page.
2. The system displays the Final Review data elements.
3. The CIU Worker clicks the Send for Approval button.
4. The system validates the Intake and runs through an edit check. If all validations and edit checks pass, the Intake data is locked and saves the information to the database. The system changes the status of the report from ‘open’ to ‘awaiting approval’. The system identifies the Intake as ‘Awaiting Approval’ in the Supervisor Queue.
If validations and edit checks do not pass, the system will display the listing of errors on the Final Review page for the worker to correct.
Note: When the CIU Worker clicks the Send for Approval button, the system will perform all validation checks, except if Intake type = CPS and Decision = Information and Referral. This combination of type / decision is allowed to bypass the final edit checks, except for the narrative. Any errors will appear to the Worker and the system will not send the Intake for approval. If no errors occur, the system will change the Intake status from ‘Open’ to ‘Sent for Approval’ and lock the Intake from any edits for the CIU Worker. The Intake will be processed to the selected CIU Worker’s Supervisor’s work queue.
9 Integration
1 ICWIS Decision Types
1 Purpose
As part of the Integration effort, ‘Final Review’ page in MaGIK has been redesigned for the following reasons:
• Functionality Change/Redesign – This includes the following changes:
o Capturing the Allegation detail in the ‘Allegation’ page has been changed; this caused changes in the ‘Nature of Compliant’ section (that contains allegation detail) in the Final Review Page.
o To be more consistent with ICWIS Intake, MaGIK will allow all information entered on the Final Review screen to be saved except for the comments entered by the worker. The worker comments will only be saved when the Intake is sent for approval.
• Displaying Decision Type of Existing ICWIS Intakes - MaGIK will be able to display Intakes that were created prior to the integration. However, since requirements for MaGIK Intake have changed, some Decision types from older Intakes will not be used in MaGIK for creation of new intake. Because of this, there is a need to display previously existing decision types of existing (old) Intake, but not used in new Intake(that will be created through MaGIK application).
• Allowing other than CIU workers to record Service Request Decision – Currently, ICWIS Intake allows a worker to create different types of cases (Adoption, IL and ICPC) from Intake Module. MaGIK will be modified to support other than CIU workers to make a service request decision.
2 Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 Business Rules
|No |Status (Keep/Add/Modify/Delete) |Business Rule Description |Execution Event (field tab|
| | | |out/save etc) |
|1 |New |The MaGIK system will have the ability to save data on the Final Review screen except|Save |
| | |for Worker Comments. | |
|2 |New |MaGIK will display the ICWIS Intake Decision Type (that are not applicable to MaGIK |Opening Event |
| | |Decision) as a read only decision type in the Intake Decision drop down. In other | |
| | |words, for any Intake for which the decision has not yet made, the decision type that| |
| | |is not applicable in MaGIK will not be available. Refer to the ‘Notes and | |
| | |Assumptions’ section for applicable decision types. | |
4 Notes and Assumptions
|ICWIS Decision Types |MaGIK Decision Types |
|Assess |Assess |
|Information and Referral |Information and Referral |
|Link to Assessment | |
|Link to Case | |
|Link to Report | |
|Refer to Central Licensing |Refer to Licensing |
|Refer to Central Office | |
|Refer to Local Licensing | |
|Screened Out |Screen Out |
|Service Request |Service Request |
|Temporary Contact | |
2 NYTD Changes
A new category "Multi-Racial - Other Race not known/unknown." will be added. This category will be mapped to “Unknown” for NYTD and “Blank” for AFCARS and only report the specific races selected. There would be an internal consistency for this last one in that Multi-racial cannot be selected alone. An edit will be added to make sure that at least one specific race category (American Indiana or Alaskan Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White) must be selected to select this category. If none of the racial categories are known, user should select "Abandoned" or “Incapacitated/Unknown” category. The following validation message will be added to the system.
Message: “Please select one other valid Race category to select ‘Multi-Racial – Other Race not known/unknown’ category. If none of the racial categories are known, please select ‘Abandoned’ or ‘Incapacitated/Unknown’ Category”
Database Column: PERSON.MULTI_RACE _UNKNOWN_IND (New)
Approve
1 Purpose
The Approve page populates with an approval request from the CIU Worker to a CIU Supervisor. The purpose of this screen is to provide the CIU supervisor with the ability to approve or disapprove an Intake decision created by the CIU Worker.
The system will identify if a secondary supervisor approval is needed for any screen-outs. The system will provide notification back to the direct CIU Worker of any reports being disapproved.
2 Requirements
CI3 The system shall support the preparation of alerts (ticklers), notifications, and reports required during, and as a result of Intake, recorded in the system.
CI3.2 When an Intake is disapproved the system shall generate a tickler with manual disposition to the CIU Worker of the Intake that was disapproved.
CI3.3 When an Intake involving a fatality or near fatality is approved by the Intake Supervisor the system shall generate a tickler and email to the following: DCS Agency Director, Deputy Director of Field Operations, Deputy Director of Communications, Regional manager, DCS Local Office Director, CIU Director, Assistant Deputy Director of Field Operations.
CI3.4 The system shall generate a tickler with a manual disposition when an Institutional Assessment has been created involving the following Providers/Resources: Foster Care Home, Relative Home, Group Home, Child Caring Institution, LCPA, Private Secure Facility.
CI3.4.1 For Foster Care Home & Relative Home, the tickler will be sent to the worker listed as the Consultant/FCM, the Supervisor, all FCMs who have children placed in the home, and the Supervisor of those FCMs.
CI3.4.2 For Group Homes, Child Caring Institutions, LCPAs, & Private Secure Facilities, the tickler will be sent to the Central Office worker listed as the Consultant/FCM, the Supervisor, the Deputy General Counsel, the Deputy Director, and any FCM who has a child placed who has been named as a victim and/or perpetrator in the Assessment, and the Supervisor of those FCMs.
CI3.5 The system shall generate a tickler with a manual disposition when an Institutional Intake or Licensing Complaint has been referred to Licensing involving the following Providers/Resources: Foster Care Home, Relative Home, Group Home, Child Caring Institution, LCPA, Private Secure Facility.
CI3.5.1 For Foster Care Home & Relative Home, the tickler will be sent to the worker listed as the Consultant/FCM, the Supervisor, all FCMs who have children placed in the home, and the Supervisor of those FCMs.
CI3.5.2 For Group Homes, Child Caring Institutions, LCPAs, & Private Secure Facilities, the tickler will be sent to the Cental Office worker listed as the Consultant/FCM, the Supervisor, the Deputy General Counsel, the Deputy Director, and any FCM who has a child placed who has been named as a victim and/or perpetrator in the Assessment, and the Supervisor of those FCMs.
CI6.23 The system shall allow the user to create a case from a Safe Haven Service Request.
CI8 The system shall provide a means for the user to record a “Screen Out” Intake.
CI8.1 The system shall allow the user to indicate the decision of the Intake as ‘Screen Out.’
CI8.1.1 Intakes with a decision of screen out should only require screening of any persons entered on the Intake and at least one letter in the allegation narrative before Intake worker can submit for approval.
CI8.2 An Intake with a decision of screen out must be approved by two Intake supervisors before closing. First supervisor will have a way to resubmit for approval.
CI11.1 The system shall require the user to designate at least one victim for every CPS or institutional Intake entered unless the decision is Screen out or mandated assessment w/o reported abuse or neglect.
CI15 The system shall provide a means for the user to restrict the viewing of a particular Intake.
CI15.3 The system shall make an assessment restricted if it is created from a restricted Intake.
CI15.5 The system shall provide a means to remove a restriction from an Intake.
CI15.5.1 For both types of restrictions the system shall allow the Intake worker and the Intake worker’s supervisor to remove the restricted option from the Intake prior to the supervisory approval of the decision.
CI15.5.2 If the Intake has been sent for approval the system will provide the means for the Supervisor to remove the restricted option from the Intake.
CI20.5 The system shall provide a means for the supervisor to disapprove a decision returning the
Intake back to the submitting worker.
CI20.5.1 The system shall provide a means for the supervisor to record comments which the Intake worker can view when the Intake is returned.
CI20.6 The system will automatically close an Intake that has been approved (for screen outs at the second supervisory approval) and will go to the Closed File System. They will be designated as such in the Person Index and the worker name in the Person Index will be the name of the worker at the time of closure.
CI21 The system shall provide a means for the supervisor to approve/disapprove Intakes.
CI21.1 The system shall automatically create an assessment when the Intake is approved with an Intake decision of Assess.
CI21.1.1 The system shall provide a system validation message to the Intake supervisor that the transfer of the assessment to the county was successfully completed.
CI21.1.2 This message shall include the assessment #, name, and the name of the county and name of worker or unassigned assessment caseload receiving the assessment.
CI21.2 The system shall automatically designate the Intake that was approved by the supervisor have a closed status and be moved to the closed file system.
CI21.2.1 The system shall provide a means within the Intake for each closed Intake to be viewed and accessed by the Intake worker or any other user having access to view closed Intakes.
CI21.3 If the Intake is disapproved, the system will automatically send the Intake back to the worker who submitted the Intake.
CI21.4 The system will allow the supervisor, CIU director, or their designee to unapprove any closed Intake for which a decision of screen out was chosen.
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI21.4.2 The system shall change the status of the unapproved Intake from closed to open and assign it to the supervisor, who unapproved the Intake.
CI21.5 The system will carry over all information to assessment that was entered during the Intake phase.
CI21.6 The system shall allow a supervisor to approve an Intake that was created by that
supervisor.
CI22 The system shall make the Intake data editable again when the Intake is disapproved and
allow another decision to be selected and resubmitted for supervisory approval.
CI22.1 The system shall allow the Intake worker to edit any field that was editable in the Intake prior to the submission for approval.
CI22.2 The system shall maintain a history of all Intake submissions in an Intake with the submission date, decision and Intake worker’s name who submitted the decision for approval.
CI22.3 The system shall maintain a history of all Intake approvals, disapprovals and unapprovals associated with an Intake, which include the date of the action, action taken and name of the supervisor taking the action.
CI22.4 The system shall allow the supervisor to view closed Intakes.
CI22.5 The system will allow the Intake supervisor to unapprove a closed Intake with a decision of screen out which has subsequently been screened in by the screen out committee.
CI22.5.1 The system will provide a narrative box for an explanation of why the screen out Intake is being unapproved.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI22.7 The system shall provide a means to track transaction dates / times associated with the
supervisor review and approval process.
CI23 The system shall allow the Supervisor or CIU Director to create an assessment by approving an Intake decision of Assess.
CI23.1 The system shall automatically create the assessment when the Intake is approved with a decision of Assess.
CI23.1.1 The assessment shall be assigned the same ID number that was assigned previously to the Intake.
CI23.2 The system shall automatically transfer the assessment to the county’s Unassigned Assessment Caseload, the county being the one where the incident occurred which is a field entry in the Intake.
CI23.2.1 Supervisor will have the ability to override the county selection before the assessment is transferred.
CI23.3 The system shall capture the County where the incident took place for NCANDS based upon the county listed on the Intake.
CI23.4 When an Intake with a mandatory assessment of “Homeless Unaccompanied Minor in a Shelter” is approved by a supervisor the default county listed will be the county that is listed for the child’s home address.
CI23.4.1 When an Intake with a mandatory assessment of “Homeless Unaccompanied Minor in a Shelter” is approved by a supervisor without a home address county listed for the child the default county listed will be the county that is listed for the child’s current address.
CI23.4.2 If a child’s home address is listed as a state other than Indiana the system will allow the user to screen out the intake.
CI24 The system shall provide a means to freeze Intake data and prevent workers from modifying Intake data after the Intake has been assigned for Assessment.
CI26 The system shall provide a means to track timeliness of the Intake completion.
CI26.1 The system shall generate a tickler after 2 hours to the Intake worker supervisor for Intakes remaining open and not submitted for approval.
CI26.2 The system shall generate a tickler to the director after 2 hours to the CIU Director for Intakes is still awaiting supervisor approval.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Security
Only the supervisor to which the Intake was sent will be able to approve the Intake, except for emergency intakes of which the CIU worker will have approval rights. On all non-emergency reports, the Approval tab will be read-only for the CIU worker.
4 Navigation
A CIU worker or supervisor can navigate to the Approval tab within Intake by selecting the Approval tab.
5 Screen Shot(s)
The Intake Decision and Worker Comment(s) are pre-populated from the Final Review tab entered by the CIU Worker. To approve or reject the current worker decision, the supervisor selects the Approve or Disapprove radio button. Supervisor comments can be entered to explain the action taken. The approval history grid will display all actions of approved and unapproved reports.
[pic]
6 Data Elements
|Data Element |Description |Default |Req. Y |Rules / Validations |
| |
| Approval History grid |
|Grid |The approval history grid will display | | |The system will provide an approval history for each |
| |above the Supervisor Approval section on| | |Intake. |
| |the Approval page | | | |
| | | | |Grid information is not editable. |
| | | | | |
| | | | |Every time an Intake is approved, or unapproved a new |
| | | | |row in the approval history table will be added with |
| | | | |the appropriate approval information. |
| | | | | |
| | | | |Grid is to display: |
| | | | |Sender Name |
| | | | |Intake Decision |
| | | | |Sent Date |
| | | | |Status |
| | | | |Approval Date |
| | | | |Approval Name |
| | | | | |
| | | | |Sender Name displays the name of the person who |
| | | | |initiated the approval process for the Intake report |
| | | | |(e.g. CIU Worker or CIU Supervisor on a secondary |
| | | | |approval for a screen out) Decision will display the |
| | | | |saved decision from the Final Review page. |
| | | | |Sent Date will system populate to the system date at |
| | | | |the time the report was sent for approval. |
| | | | |Status will initially = ‘Awaiting Approval’. Status |
| | | | |can be: Awaiting Approval, Approved, Approved/Rerouted|
| | | | |or Unapproved |
| | | | |Approval Date initially will be blank |
| | | | |Approval Name = CIU Supervisor selected from the Final |
| | | | |Review page |
| | | | | |
|Supervisor Approval section |
|Intake Decision |Displays the decision of the CIU Worker | | |Read-only field. |
| | | | |Displays the decision saved on the final review page. |
|Worker Comments |Textbox displays the comments entered by| | |Read-only field. |
| |the worker | | |Displays the comments entered on the final review tab. |
|Supervisor Approval |Radio Button Set: “Approve” and | | |After a CIU Supervisor has submitted a decision of |
| |“Disapprove” options | | |‘Approve’, the system will populate the approval |
| | | | |history grid to display ‘Approved’ for status, Approval|
| | | | |Date = current system date, and Approval Name = the |
| | | | |current logged in supervisor name. |
| | | | | |
| | | | |On a submit decision = Disapprove, the system will |
| | | | |return the Intake report to the CIU Worker submitting |
| | | | |the report, return the status of the intake report = |
| | | | |‘Open’ for edits and send a notification to the CIU |
| | | | |Worker |
|Restricted |Checkbox | | |Displays a checkbox to restrict an Intake report. |
| | | | | |
| | | | |When submit of decision ‘Approve’ the Intake report |
| | | | |will be shown as restricted within assessment – the |
| | | | |restricted process within Assessment should follow |
| | | | |ICWIS standards |
| | | | | |
| | | | |Restricted will show a restriction from the CIU Worker |
| | | | |and can be removed by the CIU Supervisor |
| | | | | |
| | | | |Restricted can be available for decision = assess or |
| | | | |screen outs. |
| | | | | |
| | | | |On a Restricted Intake, the system will only display |
| | | | |the Intake for the CIU Worker and CIU Supervisor |
| | | | |identified on the report. |
|Supervisor Comments |Textbox allows the supervisor to enter | | |Required if screening out. |
| |comments regarding approving or | | | |
| |disapproving the Intake | | | |
|CIU Supervisor |Dropdown that contains a list of all CIU| | |Required if screening out. |
| |supervisors | | | |
| | | | |This field is only enabled when the Intake report = |
| | | | |screen out. It allows the current supervisor to select|
| | | | |the secondary supervisor for approval of the screen |
| | | | |out. |
| | | | | |
|County |Dropdown list of all Indiana counties |County, if blank, |Y |County selection is mandatory before approval can be |
| | |default to the first | |made. |
| | |county alphabetically | | |
| | | | |If Decision = Screen Out – disable the county and |
| | | | |county worker buttons. |
|County Worker |Dropdown that lists all workers present |Unassigned Case Load |Y |Worker selection is mandatory before approval can be |
| |in the currently selected county | | |made. Defaults to “Unassigned Case Load”. |
| | | | | |
| | | | |If Decision = Screen Out – disable the county and |
| | | | |county worker buttons. |
|Button |Processing |
|Submit Decision button |Button for approving or disapproving the decision made by the supervisor |
| | |
| |If Decision = Screen Out – disable the county and county worker buttons. |
| | |
| |If Decision = Screen Out – the CIU Supervisor drop-list is a mandatory field while decision of approved is less than two (2).|
| | |
| |If Decision = Screen Out and Approval History table shows Approved decision twice (at least 2 times), and the CIU Supervisor |
| |(drop-list field) does not display a supervisor selection, the system will change the Intake Report to “Closed”. |
| | |
| |When approving a decision of screen out, the system should force the approver to enter a narrative which should explain why |
| |they agree to screen out the report. This explanation should be entered in the Supervisor Comments field. If the intake |
| |decision is screen out and the Supervisor Comment is empty and the approval indicator is approve a system message will |
| |appear : |
| |“Please explain why you agree to screen out the intake in the supervisor comments section”. |
| | |
| |Screen Out reports will require a minimum of two supervisors for approval. Screen Out reports will not create an assessment.|
| | |
| |If Decision = Screen Out, Supervisor Approval = Approve, CIU Supervisor (drop-list field) is not equal to the current |
| |supervisor, the approval history grid will display approval history of the current supervisor and reroute history of the |
| |selected supervisor within the approval history grid. |
| | |
| |For all Intake reports other than ‘Screen Out’, the report will be changed to a ‘Closed’ status if the supervisor submits a |
| |decision = approved. |
| | |
| |If Decision = Disapprove, the system sends notification to the CIU worker and returns the report status = ‘Open’ for edits. |
| |The system will NOT display the decision of ‘disapprove’ in the approval history table. |
| | |
| |When approving an Intake Service Request report = Safe Haven Baby, the system will display a warning message at the time of |
| |Submit Decision: |
| |“Approving this decision will create a case. Do you want to continue?” With Yes, No options. |
| | |
| |If Intake Type = CPS, Emergency Request = Yes, Decision = Assess the Approval page will be available for the CIU Worker to |
| |submit a decision of approve. |
| | |
| |If Intake Type = CPS, Emergency Request = Yes, and Decision = Assess; On the Submit for Approval action from the Final Review|
| |tab, the Approval History grid will display the Name submitting the report for approval within the Supervisor name column. |
| | |
| |The supervisor decision is saved when the Submit Decision button is selected. On decision = approved, the approval history |
| |grid will update the status = approved, approval date = current system date, approver name = current CIU supervisor name |
| | |
| |On a restricted intake with decision = assess, the restriction will create a restricted assessment and will follow the ICWIS |
| |process on restrictions. On a restricted intake with decision = screen out, the Intake report will be restricted only to the|
| |CIU Worker and CIU Supervisor on the report. |
| | |
| |A message will appear to the CIU supervisor on the success of transferring the assessment to the county. The message will |
| |include the assessment #, report name, name of the county, and name of the county worker or unassigned caseload. |
| | |
| |All notifications identified within the requirements section will be triggered at the time the supervisor submits their |
| |decision of ‘approve’. Due to the integration with ICWIS, notifications will follow the same process within current ICWIS |
| |except for restricted Intakes. Restricted Intakes are currently non-functional in ICWIS. A restricted intake will notify |
| |the CIU Workers default Supervisor through notifications that an Emergency intake has been processed. |
| | |
| |When a Case in has been created from MaGIK to ICWIS, the Unapprove button will show disabled. |
|Unapprove |Allows the CIU supervisor to Unapprove a ‘Closed’ report and return it to an editable state within Intake. |
| | |
| |The Unapprove action (button) will be disabled until the Intake report has been approved and the status is ‘Closed’. |
| | |
| |When Unapprove action is invoked on a report with decision = Assess or Screen Out. The system will trigger a warning message|
| |if Assessment has been modified “Assessment has been modified by “County Worker Name”. All changes in Assessment will be |
| |deleted. Do you want to continue?” |
| | |
| |When Unapprove action is invoked, the system will change the Intake report status to ‘Open’ for edits. The system will record|
| |the Unapprove within the Approval History grid. |
| | |
| |When the Unapprove action is invoked, the system will send notification to the CIU Worker associated with the report. |
| | |
| |The system will disable the ‘Unapprove’ button if the Assessment status does not equal ‘Open’ |
7 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|Notification |When an Intake is disapproved. |The system shall generate a notification with manual |N/A |
| | |disposition to the CIU worker of the Intake that was | |
| | |disapproved. | |
|Notification |When an Intake with a decision of Screen Out |The system shall generate a notification with manual | |
| |is disapproved by the second CIU Supervisor. |disposition to the first CIU Supervisor of the Intake that | |
| | |was disapproved. | |
|Email |When an Intake that involves a fatality or |The system shall generate a notification to the following: | |
| |near fatality is approved by an Intake |(DCS Agency Director, Deputy Director of Field Operations, | |
| |supervisor the system, will generate a |Deputy Director of Communications, Regional Manager, DCS | |
| |notification 110 (Fatality/Notify Coroner). |Local Office Director, CIU Director, Assistant Deputy | |
| |The process will follow the details in the |Director of Field Operations). | |
| |Fatality section: | | |
| | | | |
| |Death due to neglect | | |
| |Near fatality due to neglect | | |
| |Death due to physical abuse | | |
| |Near fatality due to physical abuse | | |
|Notification |The system shall generate a notification with|For Foster Care Home & Relative Home, the tickler will be | |
| |a manual disposition when an Institutional |sent to the worker listed as the Consultant/FCM, the | |
| |Intake or Licensing Complaint has been |Supervisor, all FCMs who have children placed in the home, | |
| |referred to Licensing involving the following|and the Supervisor of those FCMs. | |
| |Providers/Resources: Foster Care Home, |For Group Homes, Child Caring Institutions, LCPAs & Private| |
| |Relative Home, Group Home, Child Caring |Secure Facilities, the tickler will be sent to the Central | |
| |Institution, LCPA, Private Security Facility |Office worker listed as the Consultant/FCM, the Supervisor,| |
| | |the Deputy General Counsel, the Deputy Director, and any | |
| | |FCM who has a child placed who has been named as a victim | |
| | |and/or perpetrator in the Assessment, and the Supervisor of| |
| | |those FCMs. | |
|Notification |The system shall generate a notification with|For Foster Care Home & Relative Home, the tickler will be | |
| |a manual disposition when an Institutional |sent to the worker listed as the Consultant/FCM, the | |
| |Assessment has been screened out involving |Supervisor, all FCMs who have children placed in the home, | |
| |the following Provider/Resources: Foster |and the Supervisor of those FCMs. | |
| |Care Home, Relative Home, Group Home, Child |For Group Homes, Child Caring Institutions, LCPAs & Private| |
| |Caring Institution, LCPA, Private Secure |Secure Facilities, the tickler will be sent to the Central | |
| |Facility |Office worker listed as the Consultant/FCM, the Supervisor,| |
| | |the Deputy General Counsel, the Deputy Director, and any | |
| | |FCM who has a child placed who has been named as a victim | |
| | |and/or perpetrator in the Assessment, and the Supervisor of| |
| | |those FCMs. | |
|Notification |When a new assessment is assigned to them |The system shall send a notification with manual | |
| |either directly from Centralized Intake or |disposition to the FCM. | |
| |from the county’s Unassigned Assessment | | |
| |caseload. | | |
|Notification |The system shall generate a notification and |The system shall send a notification to the CIU worker. | |
| |send it to the worker when a report has been | | |
| |disapproved. The notification shall include | | |
| |supervisor comments. System will remove the | | |
| |notification when the report is resubmitted | | |
| |for approval. | | |
|Notification |When an Intake has been suggested to be |“The Central Intake Unit recommends a restriction be placed| |
| |restricted on a decision = Assess, the FCM |on this report”. | |
| |Worker will receive a notification of the | | |
| |recommendation | | |
9 Notes and Assumptions
The Approval tab will be visible for all CIU workers but will display as a read-only page. Actions on the Approval tab will be at security level of CIU supervisor and CIU deputy director, with the exception of an Emergency Request where the CIU worker will have accessibility to approve the report. The CIU Supervisor will have full edit rights to the Intake report before submit decision of ‘Approve’
Example of the Approval History Grid:
When the CIU Worker submits the Intake for approval – an initial record is written to the grid table identifying the intake as awaiting approval. See example below:
[pic]
When the CIU Supervisor submits the approval decision – the grid will update the Status to ‘Approved’ and the Approval Date to the current date. If a screen out, the grid will also write a secondary line to the display the secondary supervisor showing ‘Awaiting Approval’. See the example below:
[pic]
When the CIU Secondary supervisor (e.g. shown above as Tracy Booth) submits the decision of Approved – the grid will update the Status from ‘Awaiting Approval’ to ‘Approved’ and the Approval Date to the current date.
10 Processing
High level Process – Approving an Intake Report
1. The CIU Supervisor opens the View screen.
2. The system displays a listing of Intakes awaiting approval.
3. The CIU Supervisor selects an Intake to approve.
4. The system displays the Intake report details.
5. The CIU Supervisor enters Approval information and approves the Intake.
6. The system applies the changes and populates the approval history grid. The status is changed to Approved.
7. The system will disable the ‘Callback’ option.
8. The system will mark the Intake Report as ‘Closed’.
Other Processing – Disapproving an Intake Report
1. If the Disapprove radio button is selected and the Save Decision process has been invoked the system will notify the CIU worker.
2. On report with a decision of disapprove, the status of the report will be ‘Open’.
3. The system will display in the CIU Worker Notification the Date Disapproved, Supervisor Name, and comments.
Other Processing – Screen Out Report
At the time of approval, if the decision is "Screen Out", the system will change the status to "Approval – Screen Out" and will send the report for approval to the secondary CIU supervisor. The secondary supervisory will then record their approval or disapproval. If disapproved, the report should be re-assigned to the CIU worker and the response time should be set to 24 hours. A notification will be sent to the CIU supervisor to inform them of the disapproved screen out.
11 Integration
| | | | |
|16 |Keep |Actions on the Approval tab will be at security level of CIU supervisor and CIU | |
| | |deputy director. (Need clarification on Adoption, IL and ICPC case creation approval | |
| | |process) | |
|17 |New |The system will follow the approval process of an Intake Service Request report for |The create case process |
| | |Safe Haven Babies (creating a case after approval) for: |will be controlled through|
| | |ICPC |Security Profiles and |
| | |Independent Living |system approval process |
| | |Service Adoption AAP |flow. |
| | |Service Adoption CAS | |
| | |Service Adoption NRAE |06/18/10 – IL will follow |
| | |Service Adoption AAP/CAS |the same approval process |
| | |Service Adoption AAP/NRAE |as CIU per Brian Delaney |
| | |Service Adoption CAS/NRAE | |
| | |Service Adoption AAP/CAS/NRAE | |
| | |Service Adoption No Assistance | |
| | |Note: If the Intake report type = Service request and service request = ‘Safe Haven | |
| | |Baby’, the case will be created without any case type in ICWIS. | |
|No |Status (Keep/Add/Modify/Delete) |Business Rule Description |Execution Event (field tab|
| | | |out/save etc) |
|21 |New |Workers with CEU security profiles will have the ability to create | |
| | |Private Adoption cases. If not, the user will get the error message | |
| | |“You do not have permission to create Adoption case” | |
| | | | |
| | |Note: this follows business rule #16 | |
|22 |New |Workers with an ICPC security profile will have the ability to create | |
| | |ICPC cases. If not, the user will get the error message “You do not | |
| | |have permission to create ICPC case” | |
| | | | |
| | |Note: this follows business rule #16 | |
|23 |New |Workers with an Independent Living security profile will have the | |
| | |ability to create IL cases. If not, the user will get the error | |
| | |message “You do not have permission to create IL case” | |
| | | | |
| | |Note: this follows business rule #16 | |
|24 |New |If fatality on Intake and the CIU Worker clicks Physical abuse, then | |
| | |in Assessment make sure the system marks “Death due to physical abuse”| |
| | |If near fatality on Intake and the CIU Worker clicks Physical abuse, | |
| | |then in Assessment make sure the system marks “Near Fatality due to | |
| | |Physical Abuse – serious bodily injury requiring hospitalization in an| |
| | |intensive care unit” | |
| | |If fatality on Intake and the CIU Worker clicks Neglect, then in | |
| | |Assessment make sure the system marks “Death due to neglect” | |
| | |If near fatality on Intake and the CIU Worker clicks Neglect, then in | |
| | |Assessment make sure the system marks “Near Fatality due to Neglect – | |
| | |serious bodily injury requiring hospitalization in an intensive care | |
| | |unit” | |
|25 |New | |Emergency Requests |
Intake Forms
1 Form - 310 with Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• The name of the complainant (reporter)
• The phone number complainant(reporter)
• The name of the FCM the report is assigned to
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.2 The system shall allow the user to generate the following forms:
310(with and without reporter)
310(with and without participation history)
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
CI28.5 The system shall provide the user with the option of generating the Intake 310 either with or without reporter information included.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310 form report type = CPS.
7. If a Mandatory Assessment Type has been selected, the 310 form will display ‘Mandatory Assessment’ or ‘Mandatory Assessment – Neglect’ where the type of allegation would normally display
8. The 310 will also be available for Intake Type of Licensing Complaint.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
[pic]
6 Screen Shot
7 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the |
| | | | |current date of the form |
|Report Number |Report Number of the Intake |Intake report number | |System generated at the time the |
| | | | |Intake report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are|
| |Sexual or Neglect | | |no allegations entered, this space |
| | | | |will display the text “No |
| | | | |Allegations” |
|Family Surname |Displays the primary caregiver’s last name |Primary Caregivers last | | |
| | |name | | |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Name of Complainant |Displays the Name of the report source with |Reporter Name and address | |Pulls from People |
| |their address | | | |
|Reporter Phone | | | |Primary Phone number Follows standard|
| | | | |format: |
| | | | |(xxx) xxx-xxxx ext: |
|Date of Report |Date the report was filed. |Date of Intake report | | |
|Report Assigned To |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Parent/Guardian Information |
|Parent Name |Displays the name of the parent(s)/guardian |Parent names | |Pulls from People Display as: |
| |identified on the report | | |LN, FN MI |
|Role |Displays the role selected for the | | |Pulls from People |
| |parent/guardian | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian | | | |
|Phone Number |Displays the Phone number related to the | | |Primary Phone number Pulls from |
| |parent/guardian | | |People |
|Children Information section |
|Child Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Age |Displays the age of the child |Age | |Pulls from People |
|Address |Displays the address of the child |Home | |If no Home address or if child has an|
| | | | |open case with DCS, display the |
| | | | |Current address |
|Alleged Perpetrator (Other than Parent/Guardian) |
|Perpetrator Name |Displays the perpetrator name |Perpetrator name | |Pulls from Relationships |
| | | | |Display as: |
| | | | |LN, FN MI |
|Child’s Name |Displays the child’s name associated with the | | |Pulls from Relationships |
| |perpetrator | | |Display as: LN, FN MI |
|Perpetrator’s Address |Displays the Perpetrator’s Address | | |Pulls from People |
|Relation to Child |Displays the relationship entered on the intake| | |Pulls from Relationships |
| |report between the perpetrator and the child | | | |
|Phone Number |Displays the phone number for the perpetrator | | |Primary Phone Number |
| | | | |Pulls from People |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Date the report was sent for approval | | | |
|Title |Title of the CIU Worker | | | |
|Agency/Department |The name of the agency or office that the |DCS | |To be coded as ‘DCS’ |
| |report is being generated from | | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake |
| | | | |report must be approved for the |
| | | | |decision to print on the 310 form. |
| | | | |When sent for approval but has not |
| | | | |been approved, the Decision will |
| | | | |display ‘Pending Approval’. When the|
| | | | |310 form is displayed prior to |
| | | | |sending for approval, the Decision is|
| | | | |blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
8 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
9 Processing
High level Process
5. The CIU Worker selects the 310 button from the Intake navigation.
6. The system displays a pop-up window with 310 form selections.
7. The actor chooses a 310 form to view/print and selects the Print Report button.
8. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
9. The actor selects to print the 310 form.
10. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab..
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
2 Form - 310 without Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• The name of the FCM the report is assigned to
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.2 The system shall allow the user to generate the following forms:
310(with and without reporter)
310(with and without participation history)
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
CI28.5 The system shall provide the user with the option of generating the Intake 310 either with or without reporter information included.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. The Intake report will not display the reporter name, address, or phone number on the form.
7. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310 form report type = CPS.
8. If a Mandatory Assessment Type has been selected, the 310 form will display ‘Mandatory Assessment’ or ‘Mandatory Assessment – Neglect’ where the type of allegation would normally display
9. The 310 will also be available for Intake Type of Licensing Complaint.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
6 Screen Shot
7 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the current date |
| | | | |of the form |
|Report Number |Report Number of the Intake |Intake report number| |System generated at the time the Intake |
| | | | |report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are no |
| |Sexual or Neglect | | |allegations entered, this space will display |
| | | | |the text “No Allegations” |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Date of Report |Date the report was filed. |Date of Intake | | |
| | |report | | |
|Report Assigned To |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Parent/Guardian Information |
|Parent Name |Displays the name of the parent(s)/guardian |Parent names | |Pulls from People Display as: |
| |identified on the report | | |LN, FN MI |
|Role |Displays the role selected for the | | |Pulls from People |
| |parent/guardian | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian | | | |
|Phone Number |Displays the Phone number related to the | | |Pulls from People |
| |parent/guardian | | |Primary phone number |
|Children Information section |
|Child Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Age |Displays the age of the child |Age | |Pulls from People |
|Address |Displays the address of the child |Home | |If no Home address or if child has an open |
| | | | |case with DCS, display the Current address |
|Alleged Perpetrator (Other than Parent/Guardian) |
|Perpetrator Name |Displays the perpetrator name |Perpetrator name | |Pulls from Relationships |
| | | | |Display as: |
| | | | |LN, FN MI |
|Child’s Name |Displays the child’s name associated with the | | |Pulls from Relationships |
| |perpetrator | | |Display as: LN, FN MI |
|Perpetrator’s Address |Displays the Perpetrator’s Address | | |Pulls from People |
|Relation to Child |Displays the relationship entered on the intake| | |Pulls from Relationships |
| |report between the perpetrator and the child | | | |
|Phone Number |Displays the phone number for the perpetrator | | |Pulls from People |
| | | | |Primary phone number |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Date the report was sent for approval | | | |
|Title |Title of the CIU Worker | | | |
|Agency/Department |The name of the agency or office that the |DCS | |To be coded as ‘DCS’ |
| |report is being generated from | | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake report must|
| | | | |be approved for the decision to print on the |
| | | | |310 form. When sent for approval but has not|
| | | | |been approved, the Decision will display |
| | | | |‘Pending Approval’. When the 310 form is |
| | | | |displayed prior to sending for approval, the |
| | | | |Decision is blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
8 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
9 Processing
High level Process
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses a 310 form to view/print and selects the Print Report button.
4. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
5. The actor selects to print the 310 form.
6. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab..
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
3 Form - 310A with Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• The name of the complainant (reporter)
• The home phone number complainant(reporter)
• Institutional name, address, contact name and phone number
• Resource Type and licensing status
• The name of the FCM the report is assigned to
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310A form report type = Institutional or Licensing Complaint.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
6 Screen Shot
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
7 Screen Shot
8 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the current date |
| | | | |of the form |
|Report Number |Report Number of the Intake |Intake report number | |System generated at the time the Intake |
| | | | |report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are no |
| |Sexual or Neglect | | |allegations entered, this space will display |
| | | | |the text “No Allegations” |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Institutional Information |Displays the Institution Name and Address |Institution Name and | |Pulls from Allegations |
| | |Address | | |
|Institutional ID |Displays the Institutional ID number |Institutional ID | |Pulls from Allegations |
|Contact Name |Displays the Contact name within the |Contact Name | |Pulls from Allegations |
| |Institution | | | |
|Phone Number |Displays the Contact Phone Number within the |Contact Phone Number | |Pulls from Allegations |
| |Institution | | | |
|Resource Type |Displays the Resource type of the Institution |Resource Type | |Pulls from Allegations |
|License Status |Displays the License status of the Institution |License Status | |Pulls from Allegations |
|Name of Complainant |Displays the name of the Report source and |Report Source Name and | |Pulls from People |
| |their address |Address | | |
|Reporters Phone Number |Displays the reporters phone number |Reporter Phone Number | |Pulls from People |
|Date of Report |Date the report was filed. |Date of Intake report | | |
|Report Taken By |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Child/Guardian Information |
|Child’s Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Age |Displays the age of the child |Age | |Pulls from People |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Current Location |Displays the current location (address of the | | | |
| |child) | | | |
|Parent/Agency |Displays the name of the |Parent names | |Pulls from People Display as: |
| |parent(s)/guardian/Agency identified on the | | |LN, FN MI |
| |report | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian/agency | | | |
|Phone Number |Displays the Phone number related to the | | |Pulls from People |
| |parent/guardian/agency | | |Primary phone number |
|Alleged Perpetrator (Other than Parent/Guardian) |
|Perpetrator Name |Displays the perpetrator name |Perpetrator name | |Pulls from Relationships |
| | | | |Display as: |
| | | | |LN, FN MI |
|Child’s Name |Displays the child’s name associated with the | | |Pulls from Relationships |
| |perpetrator | | |Display as: LN, FN MI |
|Perpetrator’s Address |Displays the Perpetrator’s Address | | |Pulls from People |
|Relation to Child |Displays the relationship entered on the intake| | |Pulls from Relationships |
| |report between the perpetrator and the child | | | |
|Phone Number |Displays the phone number for the perpetrator | | |Pulls from People |
| | | | |Primary phone number |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Displays the Date the report was sent for | | | |
| |approval | | | |
|Title |Displays the title of the CIU worker | | | |
|Agency/Department |Displays ‘DCS’ |DCS | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake report must|
| | | | |be approved for the decision to print on the |
| | | | |310 form. When sent for approval but has not|
| | | | |been approved, the Decision will display |
| | | | |‘Pending Approval’. When the 310 form is |
| | | | |displayed prior to sending for approval, the |
| | | | |Decision is blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
9 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
10 Processing
High level Process
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses a 310 form to view/print and selects the Print Report button.
4. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
5. The actor selects to print the 310 form.
6. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab.
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
4 Form - 310A without Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• Institutional name, address, contact name and phone number
• Resource Type and licensing status
• The name of the FCM the report is assigned to
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. The Name of Complainant, address and phone number will not be displayed on the report.
7. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310A form report type = Institutional or Licensing Complaint.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
6 Screen Shot
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
7 Screen Shot
8 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the current|
| | | | |date of the form |
|Report Number |Report Number of the Intake |Intake report number | |System generated at the time the Intake|
| | | | |report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are |
| |Sexual or Neglect | | |no allegations entered, this space will|
| | | | |display the text “No Allegations” |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Institutional Information |Displays the Institution Name and Address |Institution Name and | |Pulls from Allegations |
| | |Address | | |
|Institutional ID |Displays the Institutional ID number |Institutional ID | |Pulls from Allegations |
|Contact Name |Displays the Contact name within the |Contact Name | |Pulls from Allegations |
| |Institution | | | |
|Phone Number |Displays the Contact Phone Number within the |Contact Phone Number | |Pulls from Allegations |
| |Institution | | | |
|Resource Type |Displays the Resource type of the Institution |Resource Type | |Pulls from Allegations |
|License Status |Displays the License status of the Institution |License Status | |Pulls from Allegations |
|Date of Report |Date the report was filed. |Date of Intake report | | |
|Report Taken By |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Child/Guardian Information |
|Child’s Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Age |Displays the age of the child |Age | |Pulls from People |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Current Location |Displays the current location (address of the | | | |
| |child) | | | |
|Parent/Agency |Displays the name of the |Parent names | |Pulls from People Display as: |
| |parent(s)/guardian/Agency identified on the | | |LN, FN MI |
| |report | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian/agency | | | |
|Phone Number |Displays the Phone number related to the | | |Pulls from People |
| |parent/guardian/agency | | |Primary Phone number |
|Alleged Perpetrator (Other than Parent/Guardian) |
|Perpetrator Name |Displays the perpetrator name |Perpetrator name | |Pulls from Relationships |
| | | | |Display as: |
| | | | |LN, FN MI |
|Child’s Name |Displays the child’s name associated with the | | |Pulls from Relationships |
| |perpetrator | | |Display as: LN, FN MI |
|Perpetrator’s Address |Displays the Perpetrator’s Address | | |Pulls from People |
|Relation to Child |Displays the relationship entered on the intake| | |Pulls from Relationships |
| |report between the perpetrator and the child | | | |
|Phone Number |Displays the phone number for the perpetrator | | |Pulls from People |
| | | | |Primary phone number |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Displays the Date the report was sent for | | | |
| |approval | | | |
|Title |Displays the title of the CIU worker | | | |
|Agency/Department |Displays ‘DCS’ |DCS | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake |
| | | | |report must be approved for the |
| | | | |decision to print on the 310 form. |
| | | | |When sent for approval but has not been|
| | | | |approved, the Decision will display |
| | | | |‘Pending Approval’. When the 310 form |
| | | | |is displayed prior to sending for |
| | | | |approval, the Decision is blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
9 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
10 Processing
High level Process
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses a 310 form to view/print and selects the Print Report button.
4. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
5. The actor selects to print the 310 form.
6. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab.
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
5 Form - 310SR with Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The name of the complainant (reporter)
• The home phone number complainant (reporter)
• The date and time the report was taken
• Institutional name, address, contact name and phone number
• Resource Type and licensing status
• The name of the CIU Worker taking the report
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The type of service request
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310SR form report type = Service Request.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
6 Screen Shot
7 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the current |
| | | | |date of the form |
|Report Number |Report Number of the Intake |Intake report number | |System generated at the time the Intake |
| | | | |report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are no |
| |Sexual or Neglect | | |allegations entered, this space will |
| | | | |display the text “No Allegations” |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Name of Complainant |Displays the name of the Report source and |Report Source Name and | |Pulls from People |
| |their address |Address | | |
|Reporters Phone Number |Displays the reporters phone number |Reporter Phone Number | |Pulls from People |
| | | | |Primary phone number |
|Date of Report |Date the report was filed. |Date of Intake report | | |
|Report Taken By |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Parent/Guardian Information |
|Parent Name |Displays the name of the parent(s)/guardian |Parent names | |Pulls from People Display as: |
| |identified on the report | | |LN, FN MI |
|Role |Displays the role selected for the | | |Pulls from People |
| |parent/guardian | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian | | | |
|Phone Number |Displays the Phone number related to the | | |Pulls from People |
| |parent/guardian | | |Primary phone number |
|Child/Guardian Information |
|Child’s Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Age |Displays the age of the child |Age | |Pulls from People |
|Current Location |Displays the current location (address of the | | | |
| |child) | | | |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Nature of Request(s) |
|Person Name |Displays name of the person for whom the | | |Pulls from People |
| |service is being requested | | | |
|Type of Service Request |Displays the type of service request | | |Pulls from People |
|Narrative |Displays the narrative recorded on the intake | | |Pulls from Allegations |
| |report by the CIU worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Displays the Date the report was sent for | | | |
| |approval | | | |
|Title |Displays the title of the CIU worker | | | |
|Agency/Department |Displays ‘DCS’ |DCS | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake report |
| | | | |must be approved for the decision to print|
| | | | |on the 310 form. When sent for approval |
| | | | |but has not been approved, the Decision |
| | | | |will display ‘Pending Approval’. When the|
| | | | |310 form is displayed prior to sending for|
| | | | |approval, the Decision is blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
8 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
9 Processing
High level Process
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses a 310 form to view/print and selects the Print Report button.
4. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
5. The actor selects to print the 310 form.
6. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab..
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
6 Form - 310SR without Reporter
1 Purpose
The purpose of this form is for a CIU Worker to view / print a preliminary report of alleged child abuse or neglect. Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• Institutional name, address, contact name and phone number
• Resource Type and licensing status
• The name of the CIU Worker taking the report
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The type of service request
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28 28 The system shall provide a means for the user to generate documents (forms) to reflect information gathered and actions taken during the Intake process.
CI28.1 The system shall auto populate all forms with information that has already been entered by the user.
CI28.3 The system shall allow the user to print forms from the application.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. The Name of Complainant, address and phone number will not be displayed on the report.
7. Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled. For the 310SR form report type = Service Request.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
6 Screen Shot
7 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Header section |
|Date |Current Date |Created Date | |System generated – displays the current |
| | | | |date of the form |
|Report Number |Report Number of the Intake |Intake report number | |System generated at the time the Intake |
| | | | |report was created |
|Report Type |Displays the type of Intake report: Physical, |Allegation Type | |Pulls from Allegations. If there are no |
| |Sexual or Neglect | | |allegations entered, this space will |
| | | | |display the text “No Allegations” |
|County Name |Displays the Incident County recorded on the |Incident County | | |
| |report | | | |
|Date of Report |Date the report was filed. |Date of Intake report | | |
|Report Taken By |Name of the CIU Worker attached to the report |CIU Worker name | | |
|Parent/Guardian Information |
|Parent Name |Displays the name of the parent(s)/guardian |Parent names | |Pulls from People Display as: |
| |identified on the report | | |LN, FN MI |
|Role |Displays the role selected for the | | |Pulls from People |
| |parent/guardian | | | |
|Address |Displays the full address of the | | |Pulls from People |
| |parent/guardian | | | |
|Phone Number |Displays the Phone number related to the | | |Pulls from People |
| |parent/guardian | | |Primary phone number |
|Child/Guardian Information |
|Child’s Name |Displays the name of the children identified on|Children’s names | |Pulls from People Display as: |
| |the report | | |LN, FN MI |
|Role |Displays the role (perpetrator, victim, |Role | |Pulls from People |
| |perpetrator / victim) | | | |
|Sex |Displays the sex of child |Sex | |Pulls from People |
|Age |Displays the age of the child |Age | |Pulls from People |
|Current Location |Displays the current location (address of the | | | |
| |child) | | | |
|Nature of Complaint |
|Is Child in Imminent Danger|Displays either Yes or No | | |Pulls from People |
|of Serious Bodily Harm? | | | | |
|Allegation Narrative |Displays the Allegation narrative recorded on | | |Pulls from Allegations |
| |the intake report by the CIU Worker | | | |
|Nature of Request(s) |
|Person Name |Displays name of the person for whom the | | |Pulls from People |
| |service is being requested | | | |
|Type of Service Request |Displays the type of service request | | |Pulls from People |
|Narrative |Displays the narrative recorded on the intake | | |Pulls from Allegations |
| |report by the CIU worker | | | |
|Footer section |
|Completed by |Displays the CIU Worker name who submitted the | | | |
| |report for approval | | | |
|Date |Displays the Date the report was sent for | | | |
| |approval | | | |
|Title |Displays the title of the CIU worker | | | |
|Agency/Department |Displays ‘DCS’ |DCS | | |
|Decision |Decision of the Intake Report | | |Pulled from Final Review. Intake report |
| | | | |must be approved for the decision to print|
| | | | |on the 310 form. When sent for approval |
| | | | |but has not been approved, the Decision |
| | | | |will display ‘Pending Approval’. When the|
| | | | |310 form is displayed prior to sending for|
| | | | |approval, the Decision is blank. |
|Button |Processing |
|Print Report |Button shown on the pop-up window. This action invokes the View/Print process to display the report. |
|Done |Button shown on the pop-up window. This action closes the pop-up window and returns the focus back to the selected tab. |
8 Errors / Notifications
No errors, automated messages or ticklers are triggered from viewing or printing the 310 form. All validations for the Intake report are performed at the Final Review level of the report process.
|Type |Condition |Message |Corrective Action |
| | | | |
9 Processing
High level Process
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses a 310 form to view/print and selects the Print Report button.
4. The system displays the corresponding selected 310 form and populates the form with the currently selected intake report.
5. The actor selects to print the 310 form.
6. The system prints the 310 form and closes the 310 form pop-up window and returns the focus back to the selected tab..
Other Processing
1. The CIU Worker selects the 310 button from the Intake navigation.
2. The system displays a pop-up window with 310 form selections.
3. The actor chooses to close the pop-up window by clicking the Done button.
4. The system closes the pop-up window and returns the focus back to the selected tab.
7 310 as Approved
1 Purpose
The purpose of the 310 as Approved is to display all information originally entered on the Intake report (a snapshot) of what was submitted at the time of approval. This is necessary for history of the intake information saved within the database. Because of the ICWIS integration with MaGIK, when an intake is approved and submitted to assessment, the phone numbers, addresses, and provider name information can change or be updated in Assessment. Upon these changes, the intake report will display the assessment changes instead of what was originally entered on the report. CIU needs to have accessibility to always view the original report.
Information contained on this form includes:
• The family surname of the participants in the report
• The county name where the report was taken
• The date and time the report was taken
• Institutional name, address, contact name and phone number
• Resource Type and licensing status
• The name of the CIU Worker taking the report
• The name, role, address, and phone number of the parents
• The name, role, age, sex, and current location of the children
• Whether or not the child or children are in imminent danger of serious bodily harm
• The allegation narrative
• The type of service request
• The name and title of the person who completed the report
• The date the report was completed
• The name of the agency department where the report was completed
• What the decision is on the report
2 Requirements
CI21.4.1 The system shall provide a “310 Form” with the word “Amended” if any unapproval has occurred.
CI22.6 A screened out Intake which has been unapproved, will again have all fields editable, just as disapproval would have, but the 310 Intake produced will be an amended 310 with history of the original decision.
CI24.2 The 310 form shall always display with data as of the date of approval.
CI24.3 The online read only view of the closed 310 should display with data as of the date of approval. Data which may have been updated since then such as name/alias and address should be available via a link to name/alias history and address history.
CI28.4 If the 310 Intake is printed prior to supervisor approval of the Intake decision, the word, “pending” should appear as the decision.
CI28.4.1 Once the Intake decision is approved, the finalized version of the 310 can be printed, but cannot be modified.
3 Business Rules
1. For the Report Type field, if there are no allegations entered, this space will display the text “No Allegations”.
2. All phone formats will Follow standard format: (xxx) xxx-xxxx ext:
3. All names will be displayed as LN, FN MI
4. Agency/Department field will always read ‘DCS’
5. The Intake report must be approved for the decision to print on the 310 form. When sent for approval but has not been approved, the Decision will display ‘Pending Approval’. When the 310 form is displayed prior to sending for approval, the Decision is blank.
6. The Name of Complainant, address and phone number will not be displayed on the report.
4 Security
An evaluation of a given worker’s security access will determine what forms and/or reports the worker can generate. Within Intake for the printing of the 310 form security will be granted for any CIU Worker.
Note: Any form or report that prints an SSN will only print the last four digits of the SSN. It will appear in the following format XXX-XX-9999, ‘9999’ will display the last four digits of the actual number.
5 Navigation
A worker can navigate to the Form / Report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Form / Report choices. The 310 form will be an option from the list. A worker can also navigate to the 310 Form when creating or viewing an existing Intake report. The 310 Form button will be available near the header within each Intake report. When this button is selected, a choice of 310 forms will appear. After selecting a 310 Form style to view, the system will display the form within a pop-up window, populating it with the information shown on the current Intake.
Navigating from the Intake home page, a Reports link will be available. The Reports link will open a pop-up window that displays all the report choices available. One of the report choices will be the 310 form.
[pic]
Navigating from the Intake dashboard, a 310 Form button will be available. The 310 Form button will open a pop-up window that displays all of the 310 report choices available.
[pic]
After selecting the 310 Form button, a pop-up window will appear displaying the available choices:
Note: Based upon the Intake Report Type the selections on the print pop-up 310 Form will only enable the report choices related to the Report Type. All other choices will be disabled.
[pic]
Note: For further sections; screen shots of the report and data elements, please refer to the report sections.
8 310 Addendum
1 Purpose
The purpose of the 310 Addendum is to display information entered on the Intake report that does not currently print on the 310 forms. The 310 Addendum will display detailed information recorded on the intake report in several sections:
• Substantiated Cases
• Unsubstantiated Cases
• Worker Safety/Domestic Violence
• Education
• Fatality / Near Fatality / Medical Needs
• Additional Information
2 Requirements
None
3 Business Rules
1. For an Intake Report = Fatality / Near Fatality the Addendum will automatically be populated with Substantiated and Unsubstantiated Cases.
2. The Addendum is not to be displayed as a report choice on the pop-up windows. This will automatically print following the printing or viewing of a 310 form if any of the six (6) sections shown above are populated within the intake report.
4 Security
N/A
5 Navigation
Navigation to the 310 Addendum is not applicable. This form is a system generated form only to be printed along with the main 310 form.
6 Screen Shot
7 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Substantiated Cases section |
|Date |Date of the Case | | | |
|Case ID |Date of the Case | | | |
|Case Name |Name of the Case | | | |
|Home Address |The home address of the primary caregiver | | | |
|Case Type |The Case type concatenated with the Allegation | | |Format example: CPS-N |
| |type | | | |
|UnSubstantiated Cases section |
|Date |Date of the report | | | |
|Report ID |Displays the report number | | | |
|Report Name |Displays the report name | | | |
|Home Address |Displays the home address of the primary | | | |
| |caregiver | | | |
|Report type |The Report type | | |Example: Screen Out |
|Category |Displays whether the information entered is a | | | |
| |report or assessment | | | |
|Worker Safety / Domestic Violence section |
|Displays the questions and answers entered on the Worker Safety tab. Will only populate if answers are ‘Yes’. |
|Education Information section |
|County |Displays the county entered for the school | | | |
|School |Displays the school entered | | | |
|Start Date |Displays the start date for the school listed | | | |
|End Date |Displays the end date for the school listed | | | |
|Status |Displays either FT or PT for full time or part | | | |
| |time | | | |
|Grade Level |Displays the grade level | | | |
|Other Education Information within the Education Information section |
|Description |The description of what the other education is | | | |
| |(e.g. speech therapy) | | | |
|Days |Displays the days the child attends the other | | | |
| |education | | | |
|Start Time |Displays the start time | | | |
|End Time |Displays the end time | | | |
|Contact Name |Displays the contact name for the other | | | |
| |education | | | |
|Address |Displays the address for the facility or other | | | |
| |education | | | |
|Fatality / Near Fatality / Medical Needs |
|Displays any information entered from the People tab for this section |
|Additional Information |
|Displays any other information that is pertinent to the investigation. (e.g. secondary and alternate contact phone numbers). |
|Button |Processing |
|N/A | |
| | |
8 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|N/A | | | |
9 Processing
N/A – the addendum will print or be available for viewing when a 310 form is printed or view
Intake Reports
1 Screen Out Report
1 Purpose
The purpose of the Screen-Out report is to view / print a report displaying by county, region, or statewide all approved intake reports with a decision of ‘screen out’.
2 Requirements
CI8.2.1The system should make available closed screen outs for a read only review by designated persons on a screen out committee by online viewing and by printed 310 forms. This committee will review a sample of recently approved screen outs on a regular basis. The system should facilitate this review process by providing sample pull Intakes with data specified by the business for these Intakes.
CI8.4 The closed screen out will purge according to the agency guideline schedule.
CI8.4.1Screen outs pulled for Quality Assurance (QA) samples will observe QA guidelines for purging.
3 Business Rules
1. Display approved screen-out reports by county, region, supervisor or statewide.
2. The system will accept date ranges for the report.
3. The date ranges will be inclusive of the date entered for the report.
4. The Reports link will be available on all screens.
4 Navigation
A worker can navigate to the Screen-Out report options within Intake by selecting the Reports link displayed on the Intake dashboard. The link will open a screen with Screen-Out report choices. After selecting a Screen-Out report to view, the system will display the report within a pop-up window and can at that time be printed.
[pic]
5 Screen Shots
After selecting the Reports link, a pop-up window will appear displaying the available choices:
[pic]
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Report Grid |
|Icon (Selection) |Icon that allows the user to select the type of| | |The system will highlight the row within the |
| |report. | | |grid. Although by clicking anywhere within |
| | | | |the grid will select the row – the select |
| | | | |icon follows programming standards for a |
| | | | |focus point for selection. |
|Report Name |Displays the report name. | | |The report choices for Intake are: Screen |
| | | | |Out, Screen Out Summary, Screen Out Summary |
| | | | |by Supervisor |
|Description |Displays the description of the report | | | |
|Report Filters |
|County |Droplist that displays all Indiana counties. | | |If selected, only reports for the selected |
| | | | |county will be retrieved. |
|Region |Droplist that displays all Indiana Regions. | | |If selected, only reports for the selected |
| | | | |region will be retrieved. |
|Supervisor |Droplist that displays all CIU Supervisors | | |If selected, only reports for the selected |
| | | | |supervisor will be retrieved. |
|From Date |Textbox that allows the worker to enter a begin| |Y |Only reports for the selected date range will|
| |date for the report. | | |be retrieved. |
| | | | | |
| | | | |If a search is performed without entering the|
| | | | |From Date, the system will display a message |
| | | | |‘From Date is required’ |
| | | | | |
| | | | |From Date cannot be greater than the To Date |
|To Date |Textbox that allows the worker to enter an end | | |If date is entered, only reports for the |
| |date for the report | | |selected date range will be retrieved. |
| | | | | |
| | | | |If date is not entered, the system will |
| | | | |assume To Date = current system date. |
| | | | | |
| | | | |To Date cannot be less than the From Date |
|Button |Processing |
|Print Report |Displays in .pdf format the selected report |
|Clear |Clears the filters |
7 Errors / Notifications
No errors or notifications are triggered from the Reports screen.
|Type |Condition |Message |Corrective Action |
| | | | |
8 Notes and Assumptions
Screen-Out report examples:
Screen Out
[pic]
Screen Out Summary
[pic]
Screen Out Summary by Supervisor
[pic]
9 Processing
High Level Process
7. The actor selects Reports link.
8. The system displays report options.
9. The actor selects desired report.
10. The actor selects desired report filter options.
11. The actor prints the report.
12. The system prints the report in .pdf format.
Clear Processing
1. Upon clicking the “Clear” button, all filter information is removed.
Notifications
1 Purpose
Notifications are sent as alerts to inform workers of various actions taken or not taken in the system.
2 Requirements
CI3 The system shall support the preparation of alerts (ticklers), notifications, and reports required during, and as a result of Intake, recorded in the system.
CI3.2 When an Intake is disapproved the system shall generate a tickler with manual disposition to the CIU worker of the Intake that was disapproved.
CI3.3 When an Intake that involves a fatality or near fatality is approved by the Intake supervisor the system shall generate a tickler and e-mail to the following:
(DCS Agency Director, Deputy Director of Field Operations, Deputy Director of Communications, Regional Manager, DCS Local Office Director, CIU Director, Assistant Deputy Director of Field Operations).
CI3.4 The system shall generate a tickler with a manual disposition when an Institutional Assessment has been created involving the following Providers/Resources: Foster Care Home, Relative Home, Group Home, Child Caring Institution, LCPA, Private Secure Facility.
CI3.4.1 For Foster Care Home & Relative Home, the tickler will be sent to the worker listed as the Consultant/FCM, the Supervisor, all FCMs who have children placed in the home, and the Supervisor of those FCMs.
CI3.4.2 For Group Homes, Child Caring Institutions, LCPAs, & Private Secure Facilities, the tickler will be sent to the Central Office worker listed as the Consultant/FCM, the Supervisor, the Deputy General Counsel, the Deputy Director, and any FCM who has a child placed who has been named as a victim and/or perpetrator in the Assessment, and the Supervisor of those FCMs.
CI3.5 The system shall generate a tickler with a manual disposition when an Institutional Intake or Licensing Complaint has been referred to Licensing involving the following Providers/Resources: Foster Care Home, Relative Home, Group Home, Child Caring Institution, LCPA, Private Secure Facility.
CI3.5.1 For Foster Care Home & Relative Home, the tickler will be sent to the worker listed as the Consultant/FCM, the Supervisor, all FCMs who have children placed in the home, and the Supervisor of those FCMs.
CI3.5.2 For Group Homes, Child Caring Institutions, LCPAs, & Private Secure Facilities, the tickler will be sent to the Cental Office worker listed as the Consultant/FCM, the Supervisor, the Deputy General Counsel, the Deputy Director, and any FCM who has a child placed who has been named as a victim and/or perpetrator in the Assessment, and the Supervisor of those FCMs.
CI3.6 The system shall generate a tickler with a manual disposition when an Institutional Assessment has been screened out involving the following Providers/Resources: Foster Care Home, Relative Home, Group Home, Child Caring Institution, LCPA, Private Secure Facility.
CI3.6.1 For Foster Care Home & Relative Home, the tickler will be sent to the worker listed as the Consultant/FCM, the Supervisor, all FCMs who have children placed in the home, and the Supervisor of those FCMs.
CI3.6.2 For Group Homes, Child Caring Institutions, LCPAs, & Private Secure Facilities, the tickler will be sent to the Central Office worker listed as the Consultant/FCM, the Supervisor, the Deputy General Counsel, the Deputy Director, and any FCM who has a child placed who has been named as a victim and/or perpetrator in the Assessment, and the Supervisor of those FCMs.
CI3.7 The system shall send a tickler with manual disposition to the FCM when a new assessment is assigned to them either directly from Centralized Intake or from the county’s Unassigned Assessment caseload.
CI23.2.2 Supervisor will also have the ability to override the transfer to the county’s unassigned assessment caseload and transfer directly to a user in another county. An urgent tickler will be sent to the worker and the worker’s immediate supervisor that a new assessment has been assigned and the response time will be included in the tickler information.
3 Business Rules
1. There will be a link within the notification grid to the Intake report details.
2. There will be a link to Notifications on all MaGIK screens. It will display ‘Notifications (XX)’ where ‘XX’ is the total remaining tasks needing to be addressed. This Notification link will be controlled through security.
3. Authorized User (Worker/Supervisor) performs a defined business process that has additional task(s) that must be completed. Each of these task(s) has a pre-defined notification associated with it.
4. The system will remove any notification that does not have the Disposition option from the notification listing when the assigned task has been completed.
5. The system will send a notification to the CIU worker when an assessment has been unapproved by a CIU supervisor.
6. The system will send notification to the initial CIU worker when an Intake they created is submitted by another CIU worker in their absence.
7. The system will send notification to the county FCM when the Create Case button has been used and the case has been directly assigned to that FCM.
8. The system will send notification to the county FCM when the CIU supervisor has recommended restriction of a report.
4 Navigation
A worker can navigate to the Notifications by selecting the Notifications button under the header.
[pic]
5 Screen Shot
[pic]
6 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
| |
|Priority |Displays the priority of the notification | | |Based upon database table |
| | | | | |
| | | | |A priority can be High, Medium or Low |
|Due Date |Displays the date the action is/was due | | |Based upon database table/calculation |
|Action |Displays a description of the action taken or| | | |
| |action needing to be taken | | | |
|Report ID |Displays the corresponding Intake report | | |Report ID will be a link to the detailed report. |
| |number | | | |
|Report Name |Displays the corresponding Intake report name| | | |
|Type |Displays the abbreviated Intake type followed| | | |
| |by the abbreviated Allegation type | | | |
|Icon |Processing |
|[pic] |Deletes the notification |
7 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|Notification |Delete action |Are you sure you want to delete this message? |Yes / No option |
8 Notes / Assumptions
None
9 Processing
High level Process
1. The worker selects the Notification link.
2. The system displays the Notification screen.
3. The worker selects the Report # link.
4. The system displays the corresponding report.
Other Process
1. The worker selects the Notification link.
2. The system displays the Notification screen.
3. The worker selects the delete icon.
4. The system displays the confirmation message “Are you sure you want to delete this message?”
5. The worker selects “Yes”.
6. The system removes the corresponding message from the grid.
Security Change Password
1 Purpose
This functionality will be available to DCS MaGIK and ICWIS users only. The Change Password link will be available to reset a password. Upon selecting the Change Password link, the system will populate a Change Password pop-up screen requesting a new password to be entered.
2 Requirements
None
3 Navigation
A worker can navigate to the change password options through the Change Password link displayed on the MaGIK dashboard. The link will open a pop-up screen with password reset fields. After entering and confirming a new password, the system will display a message identifying that the password has successfully been saved.
4 Screen Shot
[pic]
5 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
|Current Password |Displays a text box for entry of current | |Y |Required for password changes |
| |password | | | |
|New Password |Displays a text box for entry of the new | |Y |Required for password changes |
| |password | | | |
|Confirm New Password |Displays a text box for re-entry of the new | |Y |Required for password changes |
| |password | | | |
|Button |Processing |
|Done |The system will validate the Old password to what is currently stored in the database then the system will validate that |
| |both the New Password entry and the Confirm New Password entry match. On match of all passwords, the system will display a |
| |message “Your password has successfully been changed.” On a no-match, the system will display the following messages based |
| |upon the no-match: |
| |“Your current password is invalid. Please retype” |
| |“Your New Password and Confirm New Password does not match. Please retype” |
|Cancel |Cancels any data entered on the pop-up window. Does not save the data and closes the window. |
|Clear |Clears the text fields to allow for re-entry of all passwords. |
6 Errors / Notifications
|Type |Condition |Message |Corrective Action |
|Error |Current password not matching the |“Your current password is invalid. Please |Worker enters correct password |
| |database password |retype” | |
|Error |New password not equal to Confirm New |“The Confirm New Password must match the New |Worker enters correct password |
| |Password |Password entry” | |
7 Notes / Assumptions
None
8 Processing
High level Process
11. The worker selects Change Password from the menu.
12. The Change Password window displays.
13. The actor enters in data and selects Change Password.
14. The system saves the information and changes the password.
9 Integration - MaGIK User Security Access
1 Purpose
Currently, MaGIK uses the SQL Server security profiles to authentic logged in user password in the SQL server database. This will be changed and MaGIK Intake will use ICWIS Oracle Database password authentication.
2 MaGIK Log in Screen – Fields Description
|Status |As Is |To Be |To Be |To Be |To Be Size|To Be |To Be |
|(Unchanged/Add/|Display Name |Display Name |Type |Align | |Read |UI Validation |
|Modify/Delete) | | | | | |Only | |
3 MaGIK Log in Screen – Buttons
|Status |Label |Type |On Click Action/Navigation |
|(Keep/Add/Modify/Delete| | | |
|) | | | |
| Modify |Log In | Icon |Clicking on the Log In button will use the ICWIS Oracle password authentication process to validate the |
| | | |log in user. |
4 MaGIK Log in Screen – Business Rules
|No |Status |Business Rule Description |Execution Event (field tab |
| |(Keep/Add/Modify/Delete| |out/save etc) |
| |) | | |
|1 |Add |Once the user password is validated, the system will retrieve and upload the logged in user’s |Login Button |
| | |security profile to application memory. Note: Loaded security profile will be used in various pages | |
| | |for various purposes. For example, if the security profile the user has is ‘Central Eligibility | |
| | |Unit’, the user will be allowed to create a service case of Adoption. | |
5 MaGIK Log in Screen – Ticklers
|Status |Tickler Name |Receiver Detail |Tickler Generation Business Rule & |Tickler Removal Business |Tickler Text |
|(Keep/Add/Modify/Dele| | |Description |Rule | |
|te) | | | | | |
| N/A | | | | | |
6 MaGIK Log in Screen – Notes and Assumptions
None
Help files
1 Purpose
The Help area of MaGIK will display basic functionality when creating a report. It displays example screens and notations of tips and hints. Help also includes the reference material that the Central Intake Unit is currently using.
2 Requirements
None
3 Navigation
A worker can navigate to Help through the Help link displayed on the MaGIK dashboard and header. The link will open a pop-up screen with a table of contents. The table of contents is the nagivation flow for the help screens. [pic]
4 Screen Shot(s)
[pic]
The navigation is done through the table of contents. Folders will display more information:
5 Data Elements
|Data Element |Description |Default |Req. (Y) |Rules / Validations |
|Contents |Displays the table of Contents | | | |
|Search |Displays a text box to enter data to search | | | |
|Table of Contents |Displays the navigation for the help screens | | |Navigation will displayed as folders. The folders|
| | | | |will display: |
| | | | |Welcome |
| | | | |Getting Started |
| | | | |General Tasks |
| | | | |Forms/Reports |
| | | | |References |
|Button |Processing |
|No buttons |N/A |
6 Errors / Notifications
|Type |Condition |Message |Corrective Action |
| | | | |
7 Notes and Assumptions
None
Appendix A: Glossary
|Term |Definition |
|AFCARS |Adoption and Foster Care Analysis and Reporting System |
|CIU |Central Intake Unit |
|DCS |Department of Child Services |
|Default |Field will automatically be selected by the system if the user does not make a selection |
|Demographics |Statistics of a person, for example age, sex, and race |
|FCM |Family Case Manager |
|FRSD |Functional Requirement Specification Document |
|MaGIK |Management Gateway for Indiana’s Kids |
|NCANDS |National Child Abuse and Neglect Data System |
|Role |A position |
|User |A party that interacts with the system |
Appendix B: Requirements Appendices
List 1 - Service Request Types
• Safe haven baby
• Courtesy Interview for Another State
List 2 – Mandatory Assessment Types
• Unaccompanied Minor in a Homeless Shelter
• Sexual Predator in Child’s Home
• Unexplained Death of a Child Without Reported Abuse/Neglect
• Unexplained Near Death of a Child Without Reported Abuse/Neglect
List 3 - Worker Safety Issues
• None
• Animals
• Communicable Diseases
• Drug Use
• Gang Involvement
• Mental Illness
• Remoteness
• Suspected Drug Manufacturing/Meth Lab
• Violent Propensities
• Weapons
• Other
• Narrative Field
List 4 – Resource Search
Resource Search Criteria:
• Resource Name
• Resource ID
• County
Resource Information Displayed on the Intake:
• Category
• Resource ID
• Resource Type
• Name
• Address
List 5 - Address Information
• Street Address
• RR
• P.O. Box
• C/O
• City
• State
• Zip
• County
• Country
List 6 - Roles
• Victim
• Perpetrator
• Witness
• Not Involved
List 7 - Relationship Types
• Aunt
• Babysitter
• Boyfriend of parent
• Brother
• Brother in law
• CASA
• Daughter
• Father
• Father in law
• First Cousin
• First Cousin once removed
• Foster Father
• Foster Mother
• GAL
• Girlfriend of parent
• Grandchild
• Grandfather
• Grandmother
• Great Aunt
• Great Grandfather
• Great Grandmother
• Great Great Grandparent
• Great Great Great Grandparent
• Great Uncle
• Great Grandchild
• Half Brother
• Half Sister
• Husband
• Institution Staff
• Legal Guardian
• Mother
• Mother in law
• Nephew
• Niece
• None
• Other
• Other Relative
• Pre-adoptive father
• Pre-adoptive mother
• Probation officer
• Resident
• Self
• Sister
• Sister in law
• Son
• Step daughter
• Step brother
• Step father
• Step mother
• Step sister
• Step son
• Teacher
• Unavailable
• Uncle
• Wife
List 8 - Alias Information
• Last Name
• First Name
• Middle Name
• Suffix
• Type: Alias, Birth, Maiden
List 9 - Race and Ethnicity Information
Race:
• American Indian or Alaskan Native
• Asian
• Native Hawaiian or Other Pacific Islander
• Black or African-American
• White
• Abandoned
• Declined
Hispanic or Latino Ethnicity:
• Yes
• No
• Abandoned
• Declined
List 10 – Reporter Types
|Reporter Type |Pull and Print Work Address |Receives 30 Day Report |
|Anonymous | | |
|Baby Sitter/Day Care | | |
|Community Mental Health Center |X |X |
|Coroner |X | |
|Court / Probation |X | |
|Dentist |X |X |
|Friend / Neighbor | | |
|Head Start |X | |
|Hospital / Clinic |X |X |
|Institution Staff |X | |
|Landlord | | |
|Law Enforcement |X | |
|Licensed Psychologist |X |X |
|Managed Care Provider |X |X |
|Military Personnel |X | |
|Other | | |
|Other Medical |X | |
|Other Mental Health Personnel |X | |
|Parent/ Guardian | | |
|Perpetrator Self Report | | |
|Private Social Agency |X | |
|Prosecutor |X | |
|Public Social Agency |X | |
|Referring Physician |X |X |
|Relative | | |
|School Personnel |X |X |
|Sibling | | |
|Victim | | |
List 11 – 310 Form Example
|[pic] |Indiana Department of Child Services | |
| |Preliminary Report of Alleged Child Abuse or Neglect |May 01, 2009 |
|State Form 114(R7/8-01) CW 0310 |Report Number: |
| |xxxxxxxxx |
| |Preliminary Report of Alleged Child Abuse or Neglect: In Compliance with Indiana | |
| |Public Law 276, Acts of 1979, IC 31-33-18 the information provided upon completion of|Sexual Abuse |
| |this form will be treated as a CONFIDENTIAL RECORD. | |
| | | |
| | | |
|Family Surname | |County Name | |Name of Complainant: |Random reporter |
|Unknown | |Marion | | | C/O Mental Health Clinic |
| | | | | |135 E. Washington |
| | | | | |Indianapolis, IN 46204- |
|Date of Report | | | |Home Phone: |(xxx)xxx-xxxx |
|05/01/2009 14:14 | | | | | |
|Report Taken By | | | | | |
|Random Worker | | | | | |
| | | | | | |
|Parent/Guardian Information |
|Parent Name |Role |Address |Phone Number |
|Unknown, Parent |Not Involved |Unknown Unknown |()- |
| | |Unknown, IN - | |
| | | | |
|Children Information |
|Name of Children |Role |Age |Sex |Current Location |
|Smith, Child A |Victim |7 |Male |Unknown Unknown |
| | | | |Unknown, IN - |
| | | | | |
|Name of Children |Role |Age |Sex |Current Location |
|Smith, Child B |Perpetrator |13 |Male |Unknown Unknown |
| | | | |Unknown, IN - |
| | | | | |
|Alleged Perpetrator (Other than Parent/Guardian) |
|Perpetrator Name |Child’s Name |Perpetrator Address |Relation to Child |Phone Number |
|Unknown, Child B |Unknown, Child A |Unknown Unknown |Brother |()- |
| | |Unknown, IN - | | |
| | | | | |
|Nature of Complaint |
|Is Child in Imminent Danger of Serious Bodily Harm? |No |
| |
|Allegation Narrative: Reporter made allegations that an unknown child was sexually perpetrating on his sibling. |
|No ICES history. |
| |
|ICWIS history included. |
|Completed By Name |Date |Title |Agency/Department |
|Random Worker | |Family Case Manager 2 |DCS |
|(xxx)xxx-xxxx | | | |
| |
|Decision: |
List 12 - Domestic Violence Questions
• Has anyone else in the family/household been hurt or assaulted?
• Has anyone in the family/household made threats to hurt or kill another family/household member, pet or themselves?
o If yes, please describe what happened.
• Do you know if the police have ever been called to the home to stop fighting?
o If yes, how many times?
o Do you know if anyone was arrested?
▪ If yes, who was arrested?
• Most people think of weapons as guns or knives, but other objects can be used to hurt someone (e.g., lamps, ashtrays, lighters, etc.). Do you know if weapons have been used to threaten or harm a family member?
o If so, what kind of weapons?
▪ Are the weapons still present?
• Are the children safe now?
o Are the parents safe now?
List 13 - Response Time Calculation
|Response Time |Situation |
|1 Hour |An answer "yes" to question "Is child in imminent danger of serious bodily harm?" |
| |Law Enforcement Agency (LEA) is on the scene and has requested assistance. |
|24 Hours |Allegation of Physical or Sexual Abuse but question of "Is child in imminent danger of |
| |serious bodily harm?" is answered "no" and LEA has not requested assistance. |
| |Any of the domestic violence questions has been answered "yes" and reporter is a parent, |
| |guardian, custodian or child. |
| |Any of the domestic violence questions is answered "yes" and the incident date is 48 hours |
| |or less from the report date/time. The Report Date and time needs to be the same as the |
| |call begin date and time. |
|48 Hours |Unaccompanied Minor in a Homeless Shelter (Mandated Assessment without reported abuse or |
| |neglect). |
|5 Days |Any of the domestic violence questions is answered "yes" and the incident dates is more than|
| |48 hours from the report date/Time. |
| |Allegation of Neglect and all domestic violence questions are answered "no,", Imminent |
| |danger question is answered "no," LEA requesting assistance is not checked or is "no", |
| |Physical or Sexual Abuse is not checked and Unaccompanied Minor in Homeless Shelter is not |
| |chosen. |
| |Sexual Predator Living in Child's Home (Mandated assessment without reporter abuse or |
| |neglect). |
List 14 - Final Edits
• Trying to send an intake for approval without selecting a decision:
o Message: “Please select a decision before sending for approval.”
• Trying to send an intake for approval while any participant has more than one HOME
o Message: “Two HOME addresses for [person name] have no end date. Please end one of the addresses.”
• Trying to send an intake for approve while the Report Type Licensing indicator is selected with no institution attached to the intake:
o Message: “An Institution must be selected for a licensing report.”
• Trying to send an intake for approval while one or more of the participants have not been screened:
o Message: “All persons in the report have to be screened before sending for approval.”
• Trying to send an intake for approval without an Allegation Narrative being entered:
o Message: “Report Narrative must be entered in the Allegation window.”
• If no Response Time has been entered for a decision of assess:
o Message: “Additional information is required for the system to determine an assessment response time.”
• If no report source has been entered:
o Message: “Report Source must be entered before sending for approval.”
• Trying to send an intake for approval with a decision of ‘Service Request’ that has allegations entered:
o Message: “A Service Request cannot contain allegations.”
• Trying to send an intake for approval with a decision of ‘Service Request’ that has no service requests entered:
o Message: “A decision of “Service Request” requires entry of a Service Request.”
List 15 - Decision Options
• Assess
• Information and Referral
• Refer to Licensing
• Screened Out
• Service Request
• Temporary Contact
Appendix C: Intake Guidance Tool
Reporter’s number:_______________________
|Reporter’s Basis for Making the Report Witnessed Alleged Incident Told by Child |
|Told by Third Party Suspicion Observed by Physical Evidence Other |
|Referring From Hospital/Clinic Community Mental Health Referring Physician School |
|Dentist Licensed Psychologist Managed Care Provider All Others (Non-Professional Reporters) |
|Child Information |
|What are the name, age, DOB, and gender of the child(ren) that you are calling about? |
| |
|What is the child(ren)’s primary address? |
| |
|Where is the child(ren)’s current location (specific address)? |
| |
|Who is caring for the child? |
| |
|Does the child(ren) need medical treatment? |
| |
|If so, is the child(ren) currently receiving medical treatment? If so, where and how often? |
| |
|If so, is the child(ren) on a ventilator and in the ICU/NICU? |
| |
|Is there anything we need to know about the child regarding medication, known disability? |
| |
|Obtain the name, age, and primary address of any other child(ren) that were either present at the time or reside at the home on either a full or part|
|time basis. |
| |
| |
| |
| |
| |
| |
|Parent/Guardian/Custodian Information |
|Who are the child’s parents/guardians/custodians? |
|Name, Address, telephone number, aliases |
|Do they know about this call? |
|Are there behavioral issues we should know about? |
| |
|Substance abuse Type Frequency Children’s awareness/participation |
|(How does the parent’s substance abuse affect the parent’s ability to care for their children?) |
| |
|(Do the child(ren) have access to the drug(s) or drug paraphernalia?) |
|Violence Type Frequency Children’s awareness/participation |
|Mental Heath Diagnosis Treatment (past/current) Medications |
|Criminal History Past/Current charges, convictions and incarcerations |
|Child Protection History Past/Current allegations and/or involvement |
| |
|General level of functioning |
|Parental Capacities (ability/willingness to perform parental duties) |
|Parental Expectations are or are not consistent with the child’s development. |
|Parental attitude towards child. |
| |
| |
|Any family members, friends, or neighbors who may be helpful or have additional information? |
| |
| |
|Current stressors (Document any issues of financial stress (unemployment), heavy child care responsibility, unhealthy relationships, housing, medical|
|issues and legal issues.) |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|Alleged Perpetrator Information |
|What can you tell me about the perpetrator? |
|Name, address, telephone number, aliases |
| |
|Relationship to the child(ren) of the alleged perpetrator (if you know name please use person's name and not “alleged perpetrator”). Does the |
|alleged perpetrator have access to the child(ren)? Do you know when and how often the child(ren) will be in the presence or care of the alleged |
|perpetrator? |
| |
| |
|Are there other children to which the perpetrator may have access and who may be at risk |
|of immediate harm? |
| |
| |
| |
|Behavioral issues (substance abuse, violence, mental health issues, criminal or child protection history) |
| |
| |
| |
| |
|General level of functioning |
|Caretaking capacities (ability/willingness to perform caregiver duties) |
|Caretaking expectations are or are not consistent with the child’s development. |
|Caretaking attitude towards child. |
| |
| |
| |
|Current stressors (Document any issues of financial stress (unemployment), heavy child care responsibility, unhealthy relationships, housing, medical|
|issues and legal issues.) |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|Physical Abuse Allegations: |
|Does the child have any physical injuries? If so, describe: (location, length, and shape such as a circle, line, handprint etc.., and size such as |
|softball size, baseball size or quarter/dime size, color). How long has the injury been present? Have you seen the injuries or were you informed of |
|the injuries? Who informed you? Do you know how the child sustained the injuries? Does the child need current medical attention? |
| |
| |
|Please describe what happened? |
| |
|Where and when did the alleged physical abuse occur (type, extent, severity, duration and frequency)? |
| |
|In detail, what words did the child use in describing what happened to him/her? (Specific terminology for example, body parts, identifying |
|information such as nicknames and his/her emotions or feelings.) |
| |
|Has anyone given any explanation regarding how the injuries occurred? If so, who? |
| |
|Have there been any other incidents of physical abuse towards this child? Do you know if it was reported? |
| |
|Sexual Abuse Allegations: |
| |
|Please describe what happened? |
| |
|Where and when did the alleged sexual abuse occur? |
| |
|In detail, what words did the child use in describing what happened to him/her? (Specific terminology for example, body parts, identifying |
|information such as nicknames and his/her emotions or feelings.) |
| |
|Have there been any other incidents of sexual abuse towards this child(ren)? Do you know if it was reported? |
| |
|Has the child had a medical exam? If so, where and when? Have the police been notified? |
| |
| |
|Neglect Allegations: |
|Please describe the circumstances that concern you? (Based on circumstances described screen for untreated medical conditions, exposure and or |
|involvement in domestic violence, drug exposed infant educational neglect, and child’s basic needs of food, clothing and shelter.) |
| |
| |
|Are there any specific conditions of the home that make the home unsafe for the child? |
| |
| |
|Are the children being left alone, without adult supervision? What are the circumstances? For what period of time? |
| |
|Did the alleged perpetrator (or if known, the person’s name) attempt to explain the circumstances? If so, what did he/she say happened? |
| |
| |
|Additional Information: |
|Are there any other people that have may have witnessed or have more information about the alleged incident(s)? (Obtain names if possible along with |
|contact information.) |
| |
| |
|Has any action already been taken (medical attention, removed from home, other professionals involved)? |
| |
| |
| |
|Safety Issues |
|Are there any weapons in the home? If so, indicate type if known. |
|Are there any animals in the home that may pose a danger to a worker? |
|Does anyone in the home use drugs/alcohol? If yes, what type? How often? Is a meth lab suspected? |
| |
|Does anyone in the home have a communicable disease? (Is he/she contagious?) |
|Have any family members been involved in domestic violence? If yes, ask the following questions… |
|Has anyone in the family been hurt or assaulted? (past or present) |
|Who has been hurting the family or child? |
|How is the family violence affecting the child? |
|Have the police ever been called to the home? If so, was anyone arrested/charges? |
|Where is the child when the violence occurred? |
|Who is caring/protecting the child right now? |
|What is the parent/caretaker’s ability to protect him or herself along with the children? |
|What steps are being taken to prevent the perpetrator’s access to the home? (shelter, police, |
|restraining order, etc..) |
|How would contact the non-offending caretaker alone? |
|Have there been any threats of kidnapping or extreme violence up to and including death? |
| |
|Are any family members involved in any criminal activity? If so please indicate? |
|Is the home in a remote area? |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
| |
|Domestic Violence |
| |
|Hospitals |
|Have the medical notes forwarded to local office. |
|Has the hospital called LEA to make a report? |
|Was the perpetrator caught /arrested or currently at the hospital? |
|Known prior CPS history. |
|Do parties appear to be under the influence of drugs/alcohol? |
|Make sure the note the name of the report source and their job title. |
|What injuries/medical treatment are the victims receiving? Is anyone being admitting to the hospital? |
| |
|LEA |
|District/township they are calling from. |
|Full name & Badge and 2 contact numbers. |
|Do parties appear to be under the influence of drugs/alcohol? |
|Has a breathalyzer been administered? |
|Are you calling a victim assistance or advocate to the scene? |
|Is anyone injured? |
|Is the perpetrator on the scene or being arrested? |
| |
|Prosecutor’s Office |
|Get name two contact numbers and an email address. |
|Are there pending charges? |
|What are the charges? |
|Is there a history of violence? |
| |
|Non-offending parent/Child |
|Have you already called 911/called for help? |
|Am I the first person you called? |
|Do you have a protective order/no contact order? |
|Was the protective order filed in another state or county? |
|What is the address and phone number? |
|Where are the children currently? |
|Are there any weapons in the home? |
|Ammunition? |
|Location of guns and ammunition. |
|Known drug use? |
|Do you have a plan? |
|Are you going to follow your plan? |
|Who helped you develop your plan? |
|Are you/children in a safe place right now? |
|Has the perpetrator been arrested or left the scene? |
|Do you know where he is or when he’s coming back? |
|Do you need medical help? |
|Does the boyfriend/husband/perpetrator live in the home? |
|Does he care for the children? |
|Are there any witnesses? |
| |
|Male Non-offenders |
|How often does this happen? |
|Has she been arrested? |
|Have you obtained a protective order? |
|Have you called the police? |
|Where are the children now? |
|Are you in a safe place? |
|Are there any weapons/ammunition in the home? |
|Where are they located? |
| |
|Points to remember |
| |
|Protective Order--Civil order that is filed by the person being protected. This can be dropped at any time by the person filing the protective |
|order. Protective orders are valid crossing state and county lines. Protective orders can be in effect for many years. Perpetrator must be served |
|with this order for it to be enforced. |
| |
|No contact order--Criminal order that is filed when criminal charges have been filed. No contact orders can only be dropped by the judge issuing the|
|no contact order. Perpetrator is notified of no contact order at the court hearing. |
| |
|If you are hearing strange background noise (breaking glass, screaming, things being thrown) get the attention of co-worker or supervisor and have |
|them call 911. |
| |
|When interviewing children let them talk. Ask open ended questions (help me understand, and then what happened next) Pick up on key things that the|
|child repeats. Do reflective listening and focus on the child. |
| |
|Screen out if the perpetrator is not a household member or not a parent/guardian/custodian/caregiver. |
| |
| |
|Additional Information |
| |
|Is there anything else you want to tell me about this child and family? |
|Closure comments/review of narrative for accuracy |
|Can we call you again if we need clarification? Can we get your name? (This would help encourage callers to know that giving their name would help |
|with follow up when and if assigned to an assessment FCM.) |
|"Thank you for your concern and providing this information to us, we appreciate your efforts in helping us to protect children….if you have future |
|concerns please do not hesitate to contact us again." |
| |
|If the caller asks what happens from this point then the intake specialist responds with the following: |
|"This information will be given to a supervisor for review. If assigned, the report will be routed to the county where the incident occurred. " |
| |
|If a professional, the intake specialists needs to ensure the professional that if assigned the report will be routed to the county where the |
|incident occurred and assigned to a Family Case Manager to assess. If the report is not assigned, then a follow-up call to the reporter will be done|
|to advise that the report wasn't assigned for an assessment. A brief explanation as to why can be given. |
| |
| |
| |
Appendix D: Proposed Intake-Approval Process
[pic]
Appendix E: Sexual Offense child Abuse and or Neglect (CA/N) Matrix
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