BA3810 – Information Systems Analysis Dr. Vicki Sauter

FSN Remote Client Access Proposal ________________________________________________________________________

Group D

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Table of Contents

I. INTRODUCTION

i. CLIENT BACKGROUND……………………………..….2

ii. PROPOSAL……………………………………………..…3

iii. TECHNICAL SPECIFICATIONS……………………….3

II. SYSTEM DESCRIPTION………………………………………..4

III. FEASABILITY

i. ECONOMIC FEASABILITY…………………………….7

ii. TECHNICAL FEASABILITY……………………………8

iii. OPERATIONAL FEASABILITY………………………...8

iv. SCHEDULE FEASABILITY……………………………..9

v. POLITICAL FEASABILITY……………………………..9

IV. CLIENT VISIT/INTERVIEW

i. INITIAL CLIENT VISIT………………………………..10

ii. FSN MEETING……………………………………….....11

iii. QUESTIONNAIRE JUSTIFICATION………………....11

V. SUMMARY……………………………………………………....13

VI. APPENDICES

i. CONTEXT DATA FLOW DIAGRAM………………….14

ii. LEVEL 0 DATA FLOW DIAGRAM……………………15

iii. QUESTIONNAIRE……………………………………..16

iv. QUESTIONNAIRE RESULTS………………………...17

v. DATA DICTIONARY…………………………………..18

vi. REPORTS SUMMARY………………………………...23

vii. PROTOTYPE SCREEN CAPTURES……………........25

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INTRODUCTION

CLIENT BACKGROUND

The Family Support Network (FSN) is an organization dedicated to assisting families in

preventing child abuse and neglect. They strengthen families through methods such as direct counseling

and education. Additionally, they offer parenting tips, resource referrals and maintaining community

based partnerships with other local organizations and media outlets (e.g. Community Partners, KSDK

Channel 5), as well as basic tips on their website. FSN has three programs that are each focused to help

prevent child abuse in specific ways: First Step, Pathways and School Links. Depending upon a family’s

needs and the specifications of the program, a family will be accepted into service.

The current information system used to support the work of FSN utilizes a database application,

Alpha 4, which was configured to store client information and allow basic reporting. The therapists enter

data on their respective clients once they have been accepted into one of the programs. At the close of the

case, which can occur for various reasons, the therapist enters more data into the same database. Follow-

up dates are generated by the system, so that therapists can conduct follow-up visits with their clients.

Reporting is performed by management using the current database system and utilizes hard-coded

reports that were designed at system startup. The program director utilizes these reports the most,

performing error checking, viewing current and closed cases and providing reports to service requests

from charitable organizations. If errors have been noted, such as a gender field not completed, this will

be communicated to the responsible therapist for correction. Reports that do not meet exact criteria are

printed and information is manually gathered to provide the necessary information.

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PROPOSAL

The proposal from Group D is a remotely accessible system utilizing a web-based front end that

will store client/family counseling information into a SQL database. This system will allow the therapists

to easily access or add new client information. Additionally, the system will support entry of each client

session, capturing much more information than their current database. Progress notes will be supported

online, allowing the transition away from a paper-based notes system.

Reporting with the proposed system will be robust, allowing the user to generate, add or edit

reports in a user friendly environment and will take advantage of the additional information captured per

session to facilitate reports that meet the client’s needs. Remote access through a website will allow the

client to access and execute their reports quickly. Additionally, editing reports and adding new ones will

be supported through the same interface and will be simplified for the user, allowing the client to tailor

reporting to their current specifications.

We are offering the client two versions, one which could be considered conservative, and the

other as high-end. Both reflect the benefits of the above system, with the high-end option including

further enhancements, albeit at a higher cost. Ultimately, whichever option the client chooses, the results

should bring more opportunities to service families in need and provide more opportunities to court

charitable organizations for assistance.

TECHNICAL SPECIFICATIONS

There are several aspects of the new system that are important in ensuring that the new system

facilitates the work of FSN:

• Each therapist that travels to their clients will be provided a laptop with the configuration:

Dell Latitude D510:

Ø Intel Pentium M Processor 740 (1.73 GHz), 1GB Memory Ø 40 GB Hard Drive Ø Microsoft Windows XP Professional Ø Microsoft Office Professional 2003

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• Current server will be used for storage of the database and web front end with upgraded internet connection

• Backup will be handled by current tape backup system using the current schedule • Each laptop user must have internet access, through DSL or wireless provider

(recommended) • Users must enter ID and password to access web based system • Password requirements: Users will have to change their passwords every 90 days

Password will be restricted by certain rules (see page 18 – Data Dictionary) • Maximum number of concurrent users supported is unlimited for the conservative option,

and initially 15 users for the high-end. The client has the option of purchasing more licenses, if desired

• Database will have required fields to reduce time editing and adding information later • Current database will be exported via comma-delimited file from Alpha 4 and imported

into new database. Any new table fie lds will be set to null and the front end of the database will handle required fields for imported data.

• The web-based front end will allow user to add, search, edit client information in easy to read format

• User will be able to generate reports in user-friendly environment from same web-based front end

• Maximum size of the database is 4 GB for the conservative approach and unlimited for the high-end approach

SYSTEM DESCRIPTION

The client’s current information system allows the therapists and management to document and

store information regarding their casework through the use of a database system. This system also

provides reporting to management for multiple purposes. The technical aspects of the system consist of a

desktop personal computer and the Alpha4 database application and it is not currently connected to any

networks. The therapists use this computer to enter patient data into the database for storage. Later, they

may retrieve information for viewing or editing purposes. The program director and supervisors run

reports from the database application for quality assurance and management purposes, as well as for

providing information to other parties. He likewise retrieves information for editing and viewing.

There are several stakeholders involved with this system. Some of the stakeholders would be

those listed previously: the program director, supervisors and therapists. Community Partners provides

technical support and is currently backing the client on replacing or updating their current system. Family

Support Network’s clients, the families that they counsel, are stakeholders because it is their information

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that is stored and shared; they have expectations of privacy. Related to the issue of privacy, is the

existence of government regula tory bodies that enforce HIPAA regulations, requiring that the Protected

Health Information (PHI) of patients is kept confidential. Organizations, especially larger ones that

donate money to the Family Support Network require reports of how many families they have treated or

other such criteria, requiring accurate and acceptable reporting mechanisms.

In the current process, therapists will collect basic demographics of a family once they have been

accepted as eligible for a program that is offered by Family Support Network. The therapist that is

assigned the case will handle entering the demographics of the family and they will be placed on a

waiting list. Entering the information usually takes about five minutes of the therapist’s time. There will

then follow questionnaires and assessments to be filled out over the early sessions with the family. Each

session is counted in units, in which one hour is equal to one unit of time. Over the course of

approximately nine months, the therapist will continue to meet with the family once a week, filling out

progress reports manually. At the conclusion of this time period, the case is considered closed and the

therapist documents this in the database system. Additionally, they will document progress scores and

other measurements. Finally, they will check every field for accuracy and any empty fields that must be

entered. The data entry at the close of the case will take the therapist about ten to fifteen minutes of their

time. There are two follow-up dates, three month and twelve month, which are calculated by the system.

A case may not follow through the entire course of nine months: the family may drop out of the program,

there may be discovered instances of child abuse that result in court intervention, or over time the family

may no longer fit into the current programs that the client offers. In any of these situations, the therapist

uses the same process to close the case, along with appropriate dates and reasons for completion.

Reporting is currently output by the project manager and supervisors and is very important to the

work of the organization. The current reports allow for the client to view individual family cases, all

current open cases, and the types of referrals that they receive, and so on. These reports were designed

and hard-coded by an outside party when the database was designed. The client uses the results of these

reports to perform quality assurance; if he notices errors, such as a gender not entered for a closed case,

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he will report this to the supervisor, who will then have the therapist edit and correct the family’s data in

the system. Editing occurs roughly two to three times a week per therapist. This process may also occur

if the supervisor runs the report and notices any errors. Additionally, the client must report gross numbers

to large organizations that regularly donate to them, such as the United Way, which is facilitated by the

current reports that can be run.

According to the client, the biggest problem with the current system is the reporting services of

the database. Since the database is only used by the therapist during the opening and closing of the case,

much of the information during the course of the treatment is not in the database. Currently, therapists

must provide monthly statistic reports to the project manager, which must be done manually due to the

limitations of the current system. Another problem is that reports that were built back in 2000 are

becoming obsolete. For instance, the United Way now requests reporting based upon zip code, which the

client must do manually without the proper reporting mechanisms.

Also, the client feels that the system is slow. From a reporting standpoint, running some reports

requires that the user must scroll down an entire alphabetical list of families. The user can’t page down

multiple records at one time or even perform a search but must move one family at a time until they reach

the correct entry. Adding to this slow process is the use of an older operating system and hardware to

support the database application.

The client would like a system that allows him to automate some of the manual tasks that they

must do now, and have more robust reporting abilities than he currently has. He would prefer that the

system support documentation of all of the therapist’s session with families. Also, he would like the

ability to automatically determine when follow-up sessions are due, a process that is currently done

manually. From a quality assurance standpoint, the client would like required fields in the database that

would prevent the therapist from leaving out important information.

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FEASABILITY

ECONOMIC FEASABILITY

Since the user already leases their current desktop systems, we recommend that they continue this

practice for the conservative option; in the high-end option, the laptops would be purchased. Only those

therapists that must travel to meet their clients will be provided laptops. Our estimates say they can lease

them for $45/month per laptop for 36 months at the specified configuration above. In our more expensive

proposal, the laptops would be purchased at $1300 per unit. There will be additional cost in hiring for

database design, web-based front end programming, transfer of current database, and configuration of the

web server. The therapists will require internet access: we recommend that each therapist have Sprint

Mobile Broadband connection cards for their laptop at a cost of $100/unit and $40/month connection cost

for those who travel to their clients. Additionally, we recommend that the client upgrade their current

internet connection at FSN, which we estimate to be an additional $80/month. The therapists and

management will be required to train on the new system, which means time away from their work and the

cost of training supplies and trainers. While the more expensive solution includes 15 licenses at an initial

cost of $1000, additional licenses can be purchased for $40 each.

The benefits of the new system will mostly be realized by the use of remote access. By adding

this feature, we allow the therapists much more flexibility in their data entry. Automating many of the

manual tasks (such as their monthly reporting) allows the therapists and management more time to devote

to their primary mission of preventing child abuse. A simple user friendly interface coupled with

increased flexibility will promote positive attitudes and higher production, leading to the possibility of

increased case loads. Remote access will also allow the opportunity of FSN broadening their reach

beyond their current client service area. Required fields and data validation in the new system will

eliminate the need for therapists to revisit and edit current client data, saving more time for the therapists

and management.

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Assuming that we are providing laptops for seven therapists, overall we believe that the initial

cost for the conservative option to be $700, not including technical staff costs. Recurring cost would be

roughly $675/month. For our high-end solution, initial cost would be $10800, again not including

technical staff costs. Recurring costs for this solution would be about $360/month. It is assumed that

Community Partners will provide the technical and design support at startup, so we are estimating that

costs for that will be negligible. As new therapists are added to FSN, there will be incremental increases

in the monthly recurring costs.

TECHNICAL FEASABILITY

Our prototype shows that this system can be implemented with the use of Active Service Pages

(ASP) and the use of Microsoft SQL Server Express 2005 software. One limitation of the Express

version is the 4GB size limit to the database. In the more expensive proposal, we will be using Microsoft

Small Business 2003 Premium using SQL Server 2003 which is only limited by available storage space.

Since we can export the current database as a comma-delimited file, we can easily import this information

into the new database. We will need a database designer to actually add the new fields required and to set

up rules for current and new fields. The design process should not be overly difficult, as the system is not

very complex. Most of the information is demographics and table design should be straightforward.

Also, user data tables must be established and entered during database design. We will be using the

current server configuration, so installing the database software and setting up a web server on the current

file server will be the only additional tasks. After database design, the client will need to have the

designer build currently used reports for them.

OPERATIONAL FEASABILITY

It should be noted that in order to properly begin usage of the new system, there will need to be a

period where the new and old system exist. Since there is little data entry occurring to the current system,

this will work smoothly. However, there will be a shift in how the therapists work, specifically entering

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notes electronically and entering data for each client session. Therapists will have to be encouraged to

use the new system, despite the changes. The enhancement of remote access and simple interface to

access their information should alleviate some of the therapists concerns and help them through the

changes.

SCHEDULE FEASABILITY

Since the server and network are in place, the web server must be configured on the current file

server as well as installation of Microsoft SQL Express 2005 software or SQL Server 2003, depending on

the option chosen. Designing the web-based front end would take roughly two weeks, with the database

design taking one month, including user data. Transfer of the current information should be

straightforward, requiring some additional back-end work (error checking, unexpected technical

problems) and would require one week of time. Configuration of laptops would be minimal, as their

factory settings and software should be adequate. Connecting them to the current network, assuming the

user is working at the FSN building should be straightforward and could be done within an afternoon.

Training will be required to show the therapists how to connect to the internet from a remote location.

Additionally, they will need to be trained on using the new interface; all of this could be done within one

week. The database designer will be required to develop currently used reports, which should take two

weeks. Finally, the supervisors and program director will need training on reporting services and user

information management, which would be an additional week for them. Overall, we estimate that it

would take approximately 10 weeks total time for system to be fully functional.

POLITICAL FEASABILITY

Our client is particularly concerned with the manual work that occurs, simply because the current

system does not capture each counseling session the therapist conducts with a family. As a result, much

of the data is still manually processed. Based on our proposal, the therapists will be required to enter

much more information and for each session. This could potentially lead to therapists’ initial rejection of

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the system. By making the system easy to access remotely and providing a much more pleasing and

familiar user interface than their current system, we plan to offset their initial fears and transition to the

new process of data entry. After they see the overall benefits and become accustomed to the new system,

there should no longer be any problems.

Management, especially the program director, should be very pleased with the enhancements to

their methods of reporting and searching for clients. Automation of many of their manual tasks will free

up their time for other activities. After initial training, they should be very supportive of the system and

its benefits.

CLIENT VISIT/INTERVIEW

INITIAL CLIENT VISIT

Vincent Marino, Program Director for the Family Support Network, visited our class to give us

information on their company and their goals. He was accompanied by Patrick McEnaney of Community

Partners, providing a technical background of the current system. It was clear from Mr. Marino that he is

not technically savvy, but he wanted to point out that the current information system that they use is slow.

From his perspective, he felt that the system does not capture enough information. He admitted that it

probably wouldn’t save much time for the therapists to enter more information, but it would save them

some of their manual tasks. He proposed an entirely new system to replace the old one, which was

installed in the year 2000, perhaps with web based data entry.

Most of the problems that Mr. Marino focused on related to use of the reporting system. It was

inadequate for some of the work that they do and the interface made it slow and difficult to gather

information timely. Mr. McEnaney did provide some of the more technical explanations to help

communicate Mr. Marino’s concerns, but it was unclear how involved we would be with him on this

project.

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FSN MEETING

Our next meeting was at the FSN office with Mr. Marino only. At this time we were able to

better determine the entire system processes. Mr. Marino described in detail the process of their case

work and each employee’s tasks within these processes. He re-iterated some of his concerns with the

system and we discovered that, per the client, the therapists aren’t really upset with the current

information system. It became clear that we were hearing Mr. Marino’s issues with the current system

and we did not have access to any therapists to get their point of view. We were provided with screen

captures of reports that helped us better understand the limitations of the current reporting. Upon viewing

the desktop system used for client data storage, we discovered that the backup process currently utilized

might be inadequate to restore their system as it currently operates. During the walk-through of the

office, we took note of the technical details of the installed server and the desktop system.

QUESTIONNAIRE JUSTIFICATION

As discussed previously, our contact with the client has only consisted of communication with the

program director. It became apparent that we needed feedback from the therapists in order to address any

issues that they may have and to ensure that any proposal would benefit them. Each question in the

survey plays an integral part in helping to understand the business needs of the therapists. Our client has

provided the necessary information about the organizations desired deliverables. The questionnaire is a

tool that will help refine our solution to the problem by focusing on end user expectations of the future

system by further studying the current system from their point of view. The following list justifies the

purpose of each survey question (see appendix for questionnaire):

1. The question will statistically help determine if the survey results varying according to length of

service. Often employees with more experience perceive situations differently from newer less

experienced employees.

2. Same as above.

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3. This question will help determine whether or not data validation should be built into our system. If the

therapists are not asked to frequently correct entries we may not place emphasis on developing data

validation features.

4. This question will help determine the level of complexity our new database interface will have and

whether a network accessible database is desired.

5. Our solution to the problem will take on average a projected 10 – 15 minutes per record entry. Results

to this question will validate whether or not our solution is feasible to the therapists.

6. Answers to this question will directly effect our decision to build in networking functionality. The

results will also directly affect our budget, technical specifications, security concerns, and client support

issues.

7. Same as above.

8. Same as above.

9. This question has duel implications. Results will help provide insight into the major shortcoming and

or problem involved with using the current system, thus allowing us to focus our problem solution to

make sure we eliminate that problem.

10. Answers to this question will aid in determining the level of congruency between client and end user

dislikes involved with using the current system.

11. The purpose of this question is to collect feedback to possible enhancements that may not

have been previously identified up to this point, but may be crucial in our effort to improve the

system.

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SUMMARY

The purpose of our proposal has been to suggest a system that will help the client better achieve

their goal of preventing and reducing child abuse. We believe that our proposed system, whichever is

chosen, will help them in their mission through an entirely new system incorporating data validation and

data requirements existing in a very user friendly and familiar computing environment. By utilizing web-

based technologies that the therapists and management are comfortable with, we can foster growth into a

more electronic based process.

The initial client visit provided a basic framework for the problems with their current system.

Following with a visit to the client’s location further developed our vision of the problem and was

invaluable to describing their processes. Ultimately, therapist’ involvement through the questionnaire

helped steer our proposal to ensure that all stakeholders will be successful in supporting FSN’s activities.

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Context Data Flow Diagram

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Level 0 Data Flow Diagram

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Questionnaire Purpose: To ensure the new database system meets your needs, we need your help. Please answer the following questions about the process of entering patient information into the Patient Database 1. How long have you been employed at FSN (yrs)?

___ 1-2 yrs ___ 3-5 yrs ___6 yrs or longer 2. How often are you asked to make corrections or reenter records per week?

___ 1-3 ___ 4-6 ___ 7-9 ___ 10 or more

3. Rate the level of convenience to access and enter information into the current database.

___ High ___Moderate ___Low

4. If the new system took 10 – 15 minutes to enter records but, eliminated most handwritten reports would this improve reporting tasks?

___ Yes ___ No

5. Would it benefit you to be able to access the system remotely from a location outside the office via Internet connection?

___ Yes ___ No

6. Would you find it useful to be able to enter data while visiting with the client?

___ Yes ___ No

7. Would you use a laptop if given the option?

___ Yes ___ No

8. Which of the following do you think is the most important improvement in a new system (pick one)? ___ ease of use ___ speed (time spent entering info) ___ accessibility 9. What do you like least about the current system? _________________________________________________________________________________ _________________________________________________________________________________ 10. What would you add to the current system to help you do your job better? _________________________________________________________________________________ _________________________________________________________________________________ Thank you for taking the time to complete this questionnaire. Your input is very valuable.

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1. 1 - 2 yrs 2 25% 83 - 5 yrs 4 50%6 yrs or longer 2 25%

2. 1 to 3 8 100%4 to 6 0 0%7 to 9 0 0%10 or more 0 0%

3. High 1 13%Moderate 1 13%Low 6 74%

4. Yes 8 100%No 0 0%

5. Yes 8 100%No 0 0%

6. Yes 5 62%No 3 38%

7. Yes 3 38%No 5 62%

8. Ease 6 74%Speed 1 13%Accessibility 1 13%

9. Most common answer: Accessibility and Ease of use.

10. Most common answer: Improved reporting functionality.

Summary of Survey Results

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Data Dictionary

Data Entry Screen Caption Data type Options Definition Case/Household Member

Last Name Text Client or household member's last name

Case/Household Member

Middle Initial Single alphabet character

Client or household member's middle initial

Case/Household Member

First Name Text Client or household member's first name

Household Member Relationship to Case Name

Drop-Box spouse, paramour, child, stepchild, grandchild, parent, other relative, non-relative, unknown

Household member's relation to client

Case/Household Member

Sex Drop-Box male, female, unknown Client or household member's gender

Case/Household Member

Date of Birth Date Client or household member's date of birth

Case/Household Member

Race Drop-Box African-American, Asian/Pacific Islander, Bi-Racial, Caucasian, Hispanic/Latino, Native American, other, unknown

Client or household member's race

Case/Household Member

Disability Drop-Box none, ADHD, autism, behavior disorder, cerebral palsy, developmental delays, epilepsy, head injury, learning disability, mental illness, mental retardation, physical, spina bifida, other, unknown [if yes, registered, with Regional Center? Yes/no/unknown; if yes, DMH/Regional Center number]

Client or household member's disability, if any, and registration status with Regional Center, if any

Case/Household Member

Social Security Number

9-digit numeric

Client's or household member's Social Security number

Case/Household Member

Insurance Drop-Box Medicaid, MC +, private, uninsured

Client or household member's insurance status

Case Street Address 1

Text Client's home address, line one

Case Street Address 2

Text Client's home address, line two if needed

Case City Text Client's home city Case State Drop-Box State abbreviations Client's home state Case Zip Code 5-digit

numeric Client's home zip code

Case Telephone Number (Home)

9-digit numeric

Client's home phone number, with area code

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Case Telephone Number (Work)

9-digit numeric

Client's work phone number, with area code

Case Telephone Number (Other)

9-digit numeric

Client's other phone number, with area code

Case Annual Household Income

6-digit numeric

Client's annual household income

Case High Risk Y/N Lists whether or not case is high risk

Referral/Intake Information

Case Number Automatically assigned

Client's case number

Referral/Intake Information

Program Code Identification code for program client is enrolled in

Referral/Intake Information

Date of Referral/intake

Date Date client was referred/began service

Referral/Intake Information

Reason for Referral

Drop-Box family disorganization, family violence, health problem, mental illness (parent), mental illness (child), MR/DD (parent), MR/DD (child), parenting knowledge/practices, pregnancy problems, school problems, substance abuse, other

Reason client was referred

Referral/Intake Information

Referral Source

Drop-Box self, Children's Services, community agency, health clinic/hospital, Medicaid/managed care, Regional Center, school, state agency, other

Person or agency who referred client

Waiting List Contact Date Date Date Family Support Network was contacted for services

Case Assignment Date Assigned Date Date client was assigned to Family Support Network worker

Case Assignment Worker Assigned

Text Name of worker assigned to client

Re-Opening Date Reopen Requested

Date Date case reopening was requested

Re-Opening Reason for Reopening

Text Reason case reopening was requested

Re-Opening Date Assigned Date Date reopened case was assigned to worker

Re-Opening Worker Assigned

Text Name of worker assigned to client

Case Service Record

Date of Session

Date/time Client appointment date/time

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Case Service Record

Type of Session

Drop-Box class, group, home, office, school, 3/followup, 12/followup

Session type

Case Service Record

Units of service

Numeric, by .25

Number of units of service, measured in quarter hours

Case Service Record

Client Cancel Y/N Client cancellation

Case Service Record

Therapist Cancel

Y/N Therapist cancellation

Case Service Record

Client No Show

Y/N Client did not show up

Case Service Record

Billing Y/N Billing was applicable or not

Case Service Record

Service plan completion

Date Reminder when plan is due

DSM Diagnosis Axis I Text Axis I diagnosis code DSM Diagnosis Axis II Text Axis II diagnosis code DSM Diagnosis Axis III Text Axis III diagnosis DSM Diagnosis Axis IV Checklist problems w/primary support group;

problems related to social environment; educational problems; occupational problems; housing problems; economic problems; problems w/access to health care services; problems related to interaction w/legal system/crime; other psychosocial and environmental problems; none

Axis IV diagnosis (one or more)

DSM Diagnosis Axis V (current)

Numeric range 0-100 Current Axis V diagnosis

DSM Diagnosis Axis V (highest in past year)

Numeric range 0-100 Highest Axis V diagnosis in last year

Case Closed Date Closed Date Case closed date Case Closed Case Status Drop-box mutual term. w/o referral, mutual

term w/referral, client withdrew (4 or more sessions), client withdrew (1 to 3 sessions), client withdrew (0 sessions), closed from waiting list, court/state involvement

Reason case was closed

Case Outcome Assessment Complete

Y/N Indicates whether or not the case assessment was complete

Case Outcome Parent Focus learn 3

Drop-box learn 3, learn 1-2, learn 0, NA

Case Outcome Child Focus (7 y/o & above) learn 3

Drop-box learn 3, learn 1-2, learn 0, NA

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Case Outcome Support Referrals

Drop-box 4, 1-3, 0 Indicates how many support referrals were made/confirmed

Case Outcome Supports Used

Drop-box 2, 1, 0 Indicates how many supports were used

Case Outcome Goal Completion

Drop-box all, substantial, moderate, minimal, none

Indicates how much of goal was achieved

Case Outcome Case Completion

Y/N Indicates whether or not the case was completed

Case Outcome Parent Focus PSI (initial score)

Numeric Initial score on the Parent Focus PSI

Case Outcome Parent Focus PSI (closing score)

Numeric

No entry indicates NA

Closing score on the Parent Focus PSI

Case Outcome Parent Focus IPA (initial score)

Numeric Initial score on the Parent Focus IPA

Case Outcome Parent Focus IPA (closing score)

Numeric

No entry indicates NA

Closing score on the Parent Focus IPA

Case Outcome Parent Focus PSC (initial score)

Numeric Initial score on the Parent Focus PSC

Case Outcome Parent Focus PSC (closing score)

Numeric

No entry indicates NA

Closing score on the Parent Focus PSC

Case Outcome Parent Focus GAF (initial score)

Numeric Initial score on the Parent Focus GAF

Case Outcome Parent Focus GAF (closing score)

Numeric

No entry indicates NA

Closing score on the Parent Focus GAF

Case Outcome Child Focus BRIC (7 y/o & above) (initial score)

Numeric Initial score on the Child Focus BRIC for 7 y/o and older

Case Outcome Child Focus BRIC (7 y/o & above) (closing score)

Numeric

No entry indicates NA

Closing score on the Child Focus BRIC for 7 y/o and older

Case Outcome Child Focus TABS (1 to 6 y/o) (initial score)

Numeric No entry indicates NA Initial score on the Child Focus TABS for 1 to 6 y/o

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Case Outcome Child Focus TABS (1 to 6 y/o) (closing score)

Numeric Closing score on the Child Focus TABS for 1 to 6 y/o

Case Outcome Child Focus C-GAS (all) (initial score)

Numeric Initial Score on the Child Focus C-GAS for all ages

Case Outcome Child Focus C-GAS (all) (closing score)

Numeric

No entry indicates NA

Closing Score on the Child Focus C-GAS for all ages

Case Outcome FRS (initial score)

Numeric Initial score on FRS

Case Outcome FRS (closing score)

Numeric Closing Score on FRS

Case Outcome Hotline Y/N/ Unknown

Whether or not a hotline was called during treatment

Case Outcome Hotline (yes) Drop-box no services, brief services, ongoing services, police/court involvement, child(ren) removed, unknown

Response if a hotline was called during treatment

Case Outcome Hotline (yes) Drop-box physical, sexual, emotional, educational neglect, other neglect, unknown

Reason for hotline call

Case Outcome Hotline (yes) Drop-box parent, stepparent, paramour, other household member, other, unknown

Alleged perpetrator of abuse/neglect

Case Outcome FRS (3 month follow-up)

Numeric FRS scores at 3 months post-treatment

Case Outcome FRS (12 month follow-up)

Numeric FRS scores at 12 months post-treatment

Case Outcome Client satisfaction score

2-digit numeric

Client satisfaction rating

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Reports Summary Follow Up Reports Follow Up: 3 month/ 12 month Case Number: is a four or five digit number that was generated by the computer Case name: last name of the family Member name: first name of a parent Follow Up Completed: Yes/No Follow Up Assigned Date: Follow Up Completed Date: Follow Up Retry Completed: Yes/No Follow Up Retry Assigned Date: Follow Up Retry Completed Date: Assigned Date: when the case was assigned to FSN Case Worker Name: therapist name who will be assigned the case Case Closeout Date: when case is closed FRS initial score: FRS closed score Customized Reports Client Record: pull all records by Case Name, Program Type, or Case Number Client Waiting List: pull all records with Case Type = “Waiting List” Client Active List: pull all records with Case Type = “Active List” Referrals: Give a From Date and To Date, will pull all records within that time period. Sort by Referral Date and Program Type Disabilities: Give a From Date and To Date, will pull all records within that time period. Sort by Referral Date and Program Type Case Review: pull all records with Case Type = “Active List” and Follow Up Completed Date is within 3 months of given date. Demographics: may pull all record by and/or # of Household Members, Sex, Race, Zip Code, City, Annual Househo ld Income, Program Type, Age Monthly Stats: Give a From Date and To Date and Therapist Name, pull all records of active cases giving total #sessions, #units of service, # cancels, and # no shows for the period.

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Case Closings: Give a From Date and To Date and Program Type, pull all records giving # of members, Case Status, avg. #sessions, #units of service, # cancels, and # no shows, and total # of Hotline and Hotline Action Case Outcomes: if Case Status = “closed” and if Focus = “Parent”, “Child”, or “Both”. Give a From Date and To Date and Program Type or Therapist Name, will give total # of cases, avg. # of months open, avg., sessions, avg. initial score and closed score, and % change between the two avg. scores for all the score sets. It will give the avg. Client Satisfactory score, tell the # of initial > closed score, initial = closed score, and initial < closed score for all categories. Follow Up: Give a From Date and To Date, Program Type, and Follow Up = “3 month” or Follow Up =“12 month” for (Follow Up Completed = “yes”) and (if Follow Up Completed = “no” and Follow Up Retry Completed = “no”). It will give # of follow up completed and uncompleted. Hotline Report: Give a From Date and To Date, will pull all records if Cases Status = “closed”, Case Name, #sessions, Street, City, State, Zip Code, DOB, Sex, Race, First Name, and Last Name

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Prototype Screen Captures

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