Person Management Topic Paper - Florida's Center for Child ...centerforchildwelfare.fmhi.usf.edu/kb/FSFN/Person...CSEC Modified Person Management 1.2.3.2. Tab topic paper to document

Person Management

November 22, 2019

Change History

Release # or

Date

CR# or

Incident #

Change Description Author(s) Section Modified

R2c27 CR367 Hotline Transformation

changes

L. Wilson 1.1, 1.1.2.1, 1.1.2.2,

1.1.3.1, 1.1.3.2

R2c32

12/22/2012

CR414 Modified Person

Management page –

Additional tab to allow user

to document information for

Child Sexual Exploitation of

Child (CSEC) legislation for

reporting.

Nancy Miller 1.2.3.Updated

screen shot of

Additional tab

Information

1.2.3.1.Tab

Overview

1.2.3.2.Tab

Information

R2c32

12/22/2012

CR414 Modified Person

Management page –

Additional tab to allow user

to document information for

Child Sexual Exploitation of

Child (CSEC) legislation for

reporting.

Nancy Miller 1.2.6 Added CSEC

Change History pop-

up page section

07/07/2013 R2 Adds a new tab – Child/Adult

Functioning, Modified Basic

tab, Additional tab and

AFCARS/Other Participant

Information tab

Chirag Shah Multiple sections

modified.

07/23/2013 QA Daryl Edelman Updated per editorial

guidelines

09/13/2013 CR414 –

CSEC

Modified Person Management

topic paper to document system

CSEC changes.

N. Miller 1.2.3.2. Tab

Information

1.2.3.4. Save

Processing

1.2.7. Pop-up page-

CSEC Change

History page

01/14/15 Updated content and screen

shots for Q2 release.

FSFN

Enhancement Team

Multiple

sections

modified.

02/09/15 Updated content to reflect MES

Phase II changes.

FSFN

Enhancement Team

1.2.2 Tab-

Basic

2/18/15 Pre-existing QA Review FSFN

Enhancement

Team

02/17/2016 Final Review Supported

Platform

Ibrahim Allison Entire

Document

12/01/2016 CR549 Updates per CR549.08 Jishil Johnson Child/Adult

Functioning

and

Parenting

Tab

12/01/2016 CR549 Peer Review Leon White Child/Adult

Functioning

and

Parenting

Tab

12/13/2016 CR549 Updated per CR549.04 and

CR549.09

Kathleen Watson 1.2.13.2-

Tab

Overview

12/14/2016 CR549 Peer Review Jishil Johnson 1.2.13.2-

Tab

Overview

1/26/2017 CR549.10 Updated page per CR549.10 Kathleen Watson 1.2.13.2

Tab

Overview

02/20/2017 Updates for clarification agreed

upon in UAT.

CRN: 00098532

Kortney Rudd 1.2.13.2

04/06/2018 Updates made associated with

UHS Enhancement effort

Kortney Rudd

11/30/2018 Amd 20 GAP Licensing – Sprint 1-3

updates

Patricia Atchley Throughout

12/26/2018 Amd 20 GAP Licensing – Sprint 4-5

updates and incorporating DCF

Feedback


02/06/2019 Amd 20 GAP Licensing – Incorporating

DCF Feedback


02/11/2019 Eligibility Updates per Sprint 4 Letanya Parker 2.11.3

2/22/2019 Eligibility Sprint 5 updates Gail Wilson Throughout

03/22/3019 Eligibility Updates to incorporate DCF

Feedback

Nicole Balanoff Throughout

07/17/2019 Eligibility Updates per DCF feedback from

Sprints 11-13

Nicole Balanoff Throughout

08/26/2019 Eligibility Updates per DCF Feedback Ingrid Weiss Throughout

10/31/2019 Eligibility Updates per DCF Feedback Melissa Daniel 2.12.4

11/14/2019 Eligibility Updates per DCF Feedback Melissa Daniel Footer

11/22/2019 Eligibility Updates per DCF Feedback Melissa Daniel Dates, Footer

11/25/2019 Eligibility Finalized and accepted all

changes for Eligibility Release 1,

1.5, 1.75

Melissa Daniel Throughout

_____________________________________________________________________________________________

Person Management November 22, 2019

Topic Paper Page 5 of 75

Table of Contents

1 Introduction.................................................................................................................................. 7

2 Pages ............................................................................................................................................. 9

2.1 Page-Person Management ..................................................................................................... 9

2.1.1 Page Overview ............................................................................................................. 9

2.2 Tab-Basic ............................................................................................................................. 11

2.3 Tab Information ................................................................................................................... 12

2.4 Background Processing ....................................................................................................... 17

2.4.1 Save Processing .......................................................................................................... 19

2.4.2 CRUD Matrix ............................................................................................................. 20

2.5 Tab – Additional .................................................................................................................. 22

2.5.1 Tab Overview ............................................................................................................. 22

2.5.2 Tab Information .......................................................................................................... 23

2.5.3 Background Processing: ............................................................................................. 26

2.5.4 Save Processing .......................................................................................................... 27

2.5.5 CRUD Matrix ............................................................................................................. 27

2.6 Pop-up Image Display Window........................................................................................... 28

2.6.1 Pop-up Page Overview ............................................................................................... 28

2.6.2 Background Processing .............................................................................................. 28

2.6.3 Save Processing .......................................................................................................... 28

2.7 Pop-up Image Details Page .................................................................................................. 29


2.7.2 Page Information ........................................................................................................ 30

2.8 Pop-up CSEC Change History Page .................................................................................... 32




2.8.4 Save Processing .......................................................................................................... 33

2.9 Pop-up Image History Page ................................................................................................ 34

2.9.1 Page Overview ........................................................................................................... 34



2.9.4 Save Processing .......................................................................................................... 35

2.10 Tab-AKA Names ................................................................................................................. 36

2.10.1 Tab Overview ............................................................................................................. 36

2.10.2 Tab Information .......................................................................................................... 37


2.10.4 Save Processing .......................................................................................................... 38

2.10.5 CRUD Matrix ............................................................................................................. 38

2.11 Tab-Address ........................................................................................................................ 39

2.11.1 Tab Overview ............................................................................................................. 39

2.11.2 Tab Information .......................................................................................................... 40


2.11.4 Save Processing .......................................................................................................... 41

2.11.5 CRUD Matrix ............................................................................................................. 42

2.12 Pop-up – Address Management ........................................................................................... 43

2.12.1 Pop-up Overview ........................................................................................................ 43

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2.12.2 Tab Information .......................................................................................................... 44


2.12.4 Save Processing .......................................................................................................... 45

2.12.5 CRUD Matrix ............................................................................................................. 46

2.13 Tab Relationship .................................................................................................................. 47

2.13.1 Tab Overview ............................................................................................................. 47

2.13.2 Tab Information .......................................................................................................... 47


2.13.4 Save Processing .......................................................................................................... 48

2.13.5 CRUD Matrix ............................................................................................................. 49

2.14 Tab-AFCARS/Other Participant Information Tab .............................................................. 50

2.14.1 Tab Overview ............................................................................................................. 50

2.14.2 Tab Information .......................................................................................................... 51


2.14.4 Save Processing .......................................................................................................... 55

2.14.5 CRUD Matrix ............................................................................................................. 55

2.15 Tab – Child/Adult Functioning and Parenting..................................................................... 56

2.15.1 Tab Overview ............................................................................................................. 57

2.15.2 Tab Overview ............................................................................................................. 58

3 Inventories .................................................................................................................................. 65

3.1 Table Descriptions ............................................................................................................... 65

4 Reference Data ........................................................................................................................... 67

4.1 Drop Downs ......................................................................................................................... 67

4.2 Table Name: Group Id: ........................................................................................................ 69

4.3 Automated Messages ........................................................................................................... 73

4.3.1 Person Management – Change to Person Demographic Information Automated

Message ...................................................................................................................... 73

4.4 Hotline Workers Job_Class Values to Exclude ................................................................... 73

4.5 Checklists ............................................................................................................................ 73

4.6 Tasks Due ............................................................................................................................ 73

4.7 Notifications ........................................................................................................................ 73

4.8 Text Templates .................................................................................................................... 74

4.9 Reports ................................................................................................................................. 74

4.10 Triggers................................................................................................................................ 74

4.10.1 On-Line Trigger Txn Code 103 .................................................................................. 74



4.11 Batch Programs.................................................................................................................... 75

4.12 Requirements ....................................................................................................................... 75

_____________________________________________________________________________________________



1 Introduction Person Management processing creates and maintains person records in the Florida Safe

Families Network (FSFN) database. In FSFN, a person is defined as any individual whose role is

defined as:

• Receiving services

• Providing services

• Being of interest to a case, inquiry, referral, or intake

• Being an employee who is a user of the FSFN system

Upon an individual’s initial contact with FSFN, the user types the person’s name into a person

search page. The system will conduct a search of the database for the person’s name and

names that sound similar. FSFN will return any possible “hits” or matches that it finds. The user

then chooses from these matches or creates an entirely new person in the FSFN database.

Person Management displays as read only when searches are conducted in the Hotline Command

Center during the intake process.

In creating the person, the user will document the relationship that the person has with FSFN.

Whether the person is a worker, provider, or case participant, the person will be maintained in

the same database. Once established, information is stored about how the person became part of

the database. If a person is involved with FSFN at multiple times for different reasons, the

system is able to track the person's involvement without duplicating person information. This is

accomplished by requiring a search through the person records before a new person can be

established.

Person information is documented when one of the following roles is set up:

1. Referral Participant

2. Intake Participant

3. Case Participant

4. Professional

5. Other Contacts

6. Worker

7. Provider Participant

Person information may be created by any user with access to FSFN intake pages. Only users

assigned to the case or provider with which the person is associated are able to create or

update person information. Person information is not acted upon in isolation in FSFN. A

person is part of an intake, case, or provider processes and is linked to a user through an intake,

case, or provider assignment. Only users holding an assignment containing the person in

question can update that person’s data. However, hotline analysts can update the social security

number and date of birth in the CRM intake processing. A person who comes into contact with

FSFN in one of these capacities is established as a person in the FSFN database. A person is not

established for routine inquiries. For example, someone who calls and asks about the types of

services offered by (Department of Children and Families) DCF/Community-Based Care

_____________________________________________________________________________________________



/Sheriff’s Office does not become a person in FSFN. A reporter does not become a person in

FSFN. All special characters within names are “stripped” and names are stored in their

respective UPPERCASE table. Example: Matt O’Learie will be stored in the

LST_UPPERCASE table as OLEARIE, as the special characters have been “stripped” from the

name.

The maintenance of the person record is accessed through case or provider maintenance by

selecting the appropriate person’s name, which is a hyperlink to the person management record.

Workers designated with a specific security resource of Person Cleanup Security can edit the

person when accessed from Search Utility page, regardless of whether they have an

assignment to an associated case or provider. With this profile, only the Basic Tab fields and

controls will be enabled when accessed from the Search Utility page. If they access the person

from any other page, this new profile will not be used, and the user will have the same access

they have today. For example, if they have an assignment to the case and go to the case

management page, then to the person management page, they will be able to edit all the

information for the person. With this access, the user will be able to fix the person’s SSN or

navigate to the Potential Person Matches page to merge the person with another.

A worker’s person management record is only accessible to a worker/supervisor with an

assignment to the worker in question.

In addition, users can access the Person Management window for updates and changes even after

a case is closed.

_____________________________________________________________________________________________



2 Pages 2.1 Page-Person Management

2.1.1 Page Overview

Navigation

A user can navigate to the Person Management page through case and provider management

pages. The Case and Provider Management pages can be opened through the hyperlinked Case or

Provider name both from the Desktop and from the Navigation Search. On these management

pages, the Participant or Member tab offers a hyperlinked path to the Person Management page.

When accessed from Search, the information is read only. A person management record that is

not tied to a case, provider, or worker cannot be accessed. That is, the ability to open a person

management page is dependent on a piece of work.

When a user is creating an Intake or Home Provider Inquiry, potential intake and inquiry

participants are searched within the FSFN database. From the search results, the user can

select the participant’s name link and the person management page is opened. These links are

available from the Intake/Inquiry Search page. Upon the completion of an intake or inquiry

and the creation of a case or provider maintenance record, the case and provider participant’s

person management records can be accessed from the Maintain Case: Participants tab and Home

Provider: Members tab. Similar to selecting the name link on the Intake/Inquiry Search page, the

_____________________________________________________________________________________________



user can select the case and home provider participants’ name link and the Person Management

page is opened. Case participant person management records can also be accessed from the

Desktop when the Participant View check box is selected. The user can select this check box and

select the folder icon to the left of the appropriate case. The case folder icon will expand, and a

list of the case participant names will be visible. The user selects the name hyperlink for a case

participant and the Person Management page opens.

A worker’s person management record can also be accessed from the Desktop in FSFN.

Due to security reasons, the person management record cannot be accessed via the navigational

Person Search screen without special security.

Page Summary

The Person Management page contains demographic, address, relationship, AFCARS, person’s

history of Child and/or Adult Functioning and Parenting and disability data (if appropriate) about

a particular person. This page can be used to view, add, update, or delete information about this

person. To minimize duplication, FSFN does not allow the creation of a new person without a

search for existing person records. To further support de-duplicating data, when the system

detects a duplicated SSN, a bold text label of “Duplicate SSN” displays and links to the Potential

Person Matches page where potential matches can be compared and, if appropriate, readied to

merge.

Person Management is organized as a folder with seven tabs. The Basic tab collects and displays

demographic data. The Additional tab contains information regarding a person’s mother, father,

guardians, the person’s ID records history, and background checks. Alternative names by which

the person may be known are maintained on the AKA tab. The Address tab keeps a history of all

known addresses and phone numbers. The Relationship tab displays relationships in which the

person has been involved by showing all cases in which the person is a participant. The

AFCARS/Other Participant Information tab contains information regarding a person’s Disability,

as well as AFCARS information.

This includes information regarding the child, the child’s adoption information, if applicable, as

well as a child’s disability information and an adult’s disability information. The Child/Adult

Functioning and Parenting tab captures, in view-only mode, the person’s history of Child and/or

Adult Functioning and Parenting Domains across the FSFN system inclusive of the Family

Functioning Assessment (FFA) – Investigation, Family Functioning Assessment (FFA) –

Ongoing and Progress Update pages.

_____________________________________________________________________________________________



2.2 Tab-Basic

The Basic tab is the default view and allows the user to view, add, or change personal and

demographic information for a person. The Basic information area collects and displays data

regarding the person’s citizenship, gender, birth date, social security number, type of birth

verification, birthplace, sibling group ID, death date, time and cause of death (if applicable). The

Identification group box allows the user to document identification types for the person and a

new row will automatically be added to display the person’s current FLORIDA PIN number, as

well as, the Previous FLORIDA PIN number, when available.

Primary Language indicates the language the individual is most comfortable with speaking and

understanding. The user may select any language from the drop-down list of values. The user

may also select a Secondary Language. Marital Status indicates the current marital status and is

an AFCARS reporting requirement. The Hearing-Impaired check box displays a checkbox.

When the Hotline Command Center counselor checks the box, then the ‘What Device is Needed’

text box shows a value if the Counselor enters data while processing the intake. The user is also

able to indicate via check box if an Interpreter is Required.

_____________________________________________________________________________________________



In the Ethnicity group box, the user indicates the person’s race and ethnicity. Both race and

ethnicity values are used for Federal reporting. There are a total of nine Race fields within this

group box giving the user the capability to multi-select race, which is an AFCARS reporting

element. If “Declined,” “Unable to Determine” or "Unknown," is selected as the race, then all

other race fields are disabled. If the user selects the Race of "Multi-racial-one or more races not

known," the user is required to select at least one other Race check box. In addition, there are

checkboxes for each Ethnicity value within this group box giving the user the capability to multi-

select Ethnicity, which is a NCANDS reporting element. If the user selects the Ethnicity of

“Declined,” "Unable to Determine," or "Unknown," all other Ethnicity fields are disabled.

The Hispanic/Latino field is also an AFCARS reporting element and auto-fills based on the

Ethnicity check box value selected.

There are two Indian Tribe drop downs which contain the values for those Tribes that are

federally recognized in Florida.

Additional tribal information can be entered in the “Other Tribal Info” text box as well as a

Tribal Enrollment Number. Radio buttons also exist to identify whether the child is ICWA

eligible for benefits.

If the person’s first or last name is changed on this tab, the System will ask if the original

name that had been changed needs to be saved on the AKA Names tab. The entry date will

default to the system date that the update was made, and the Type field will be set to "Previously

Known As."

2.3 Tab Information

Group

Box:

Name

Fields: ID FSFN Person ID, System generated ID

Last Name Person’s last name. If search has been conducted on a

person and no match is found, the user selects create and

the Person Management page will be displayed in create

mode where the new person’s last name will be pre-filled.

User entered text field; required; no default value.

For an “Unknown, Unknown” person, fields are disabled

until user visits the Merge page via the Merge Button in

order to prompt user to merge unknown person into an

existing person before updating their name.

For a person who is an active member on an active Person

Provider with role Caregiver 1 or 2, the name is disabled, unless

the user accesses this person from the Person Provider page.

Suffix Suffix added to the person’s name for identification purposes.

User-entered text field; not required; no default value.

First Name Person’s first name. If search has been conducted on a person

_____________________________________________________________________________________________



and no match is found, the user selects create and the Person

Management page will be displayed in create mode where

the new person’s first name will be pre-filled. User entered

text field; required; no default value.

For an “Unknown, Unknown” person, fields are disabled

until user visits the Merge page via the Merge Button, in

order to prompt user to merge unknown person into an

existing person before updating his or her name.

For a person who is an active member on an active Person

Provider with role Caregiver 1 or 2, the name is disabled, unless

the user accesses this person from the Person Provider page.

Middle Name Person’s middle name. User entered text field; not required; no

default value.

Caregiver 1 or

Caregiver 2

This label conditionally displays if the Person Participant is

identified as Caregiver 1 or Caregiver 2 on a Person Provider

page.

In the event that the Person Participant is a Caregiver 1 or

Caregiver 2 in more than one Person Provider, the label

dynamically displays in a hierarchical approach, in that if the

individual is identified as Caregiver 1 in one Person Provider,

and Caregiver 2 in another Person Provider, the label will show

the highest level of Caregiver 1.

Group Box

Basic

Fields Citizenship Drop down with options allowing the user to identify whether a

person is a U.S. Citizen, a Qualified Non-Citizen, or a Qualified

Citizen. User- selected check box; not required; default value is

checked [Yes].

Non-Citizen ID If Citizenship is identified as Non-Citizen, then additional

fields, such as Non-Citizen ID, become enabled for user entry of

information as to Country (drop down), Entry Date, Status, and

Status Date.

If qualified non-

citizen, indicate

documentation

supporting the

status (e.g., I-

551)

User entered text field; conditionally enabled and required if the

Citizenship drop down selection is Qualified Non-Citizen;

otherwise, disabled and grayed out.

Country Conditionally enabled when the Citizenship drop down value

selected is Qualified Non-Citizen or Non-Qualified Non-

Citizen; otherwise, disabled and grayed out. User selects the

appropriate Country from the drop down.

Entry Date Conditionally enabled when the Citizenship drop down value


_____________________________________________________________________________________________



Citizen; otherwise, disabled and grayed out.

User entered date field MM/DD/YYYY.

Status Conditionally enabled when the Citizenship drop down value



User selected drop down with status values.

Status Date Conditionally enabled when the Citizenship drop down value



User entered date field MM/DD/YYYY to capture the status

date.

Gender Gender of the person. User-selected drop down; not required;

no default value. AFCARS value for Adoption 6. AFCARS

value for Foster Care 7. NCANDS value 14, 93, 112, and 131.

Birth Date User entered; AFCARS reporting requirement. Once a Person

has been in ANY Removal Episode in FSFN the user cannot

delete.

Estimated Age User-entered text field; not required; no default value. Disabled

when a Birth Date is entered, and the previous value displayed

is removed.

SSN Number? User entered drop down to identify if the person has a SSN

(Yes) or if the SSN has been Applied For, if the person is

Exempt, or if the person is Ineligible. No default value.

Social Security number of person. User entered text box;

conditionally enabled and required if Yes is selected in the

“SSN Number?” drop down; otherwise disabled; no default

value. Label will display as a bold link “Duplicate SSN:”

when the SSN is a duplicate SSN; otherwise, will display as

normal text “SSN:” SSN will be verified that it has a valid

number structure. It may be entered as a 9-digit number or

with a format mask using numbers and dashes (###-##-####).

SSA guidelines are as follows:

• SSA has never assigned an SSN with the first three

digits of 000, 666, 900 series.

• SSA has never assigned an SSN with the second

two digits of 00 or the last four digits of 0000.

In addition to the SSA guidelines, the sequential numbers, 123-

45-6789 will not be allowed, and numbers that are all the same,

such as all 1’s, 2’s, and so on.

SSN Social Security number of person. User entered text box;

conditionally enabled and required if Yes is selected in the

“SSN Number?” drop down

Date Applied

For

The date for which a SSN was applied. User entered date field;

conditionally enabled and required if “Applied For” is selected

from the SSN Number? drop down; otherwise disabled; no

_____________________________________________________________________________________________



default value.

Type of Birth

Verification

Type of Birth Verification. User selected drop down; required;

no default value.

Birth Place City and state (or country) of birth. User entered text field; not

required; no default value.

County List of Florida Counties. User selected drop down; not required;

no default value.

Sibling Group

ID Group Sibling Group ID documented on the participant’s

Adoption Information page, if applicable; view only.

Death Date Date of person’s death. Users entered date field; not required;

defaults to 00/00/0000

Death Time Time of person’s death. User entered time field; not required;

defaults to AM. If user enters Time Field, user must select radio

button for AM or PM.

Cause of Death List of causes of death. User selected drop down; not required;

no default value.

Group Box Identification

ID Type Identification Types. User selected drop down; enabled when a

row is inserted via the insert command button; no default value.

A new value of "Previous FLORIDA PIN" that is system

derived based on the Background Processing identified will

appear; this reference value is not user selectable when inserting

a new Identification Type; furthermore, the existing FLORIDA

PIN and new Previous FLORIDA PIN rows cannot be deleted

by a user and will be displayed disabled and grayed out.

ID Number User entered text field; required when a row is inserted; no

default value.

State User selected drop down; not required; no default value.

Group Box None

Fields Primary

Language

The language the person is most comfortable speaking and

understanding. User selected drop down; not required; no

default value.

Secondary

Language

The second language the person is fluent in speaking and

understanding. User selected drop down; not required; no

default value.

Interpreter

Required

Check box indicating whether an Interpreter is required.

Religion Religion of the person. User selected drop down; not required;

no default value.

Marital Status Marital status of the person. User selected drop down; not

required; no default value. AFCARS value for Foster Care 44.

Hearing

Impaired

Check box indicating whether the person is hearing impaired.

Check box enabled; not required; imported from the CRM

intake.

What Device is Text box; 200 characters; enabled; not required; imported from

_____________________________________________________________________________________________



needed the CRM intake.

Group Box Ethnicity

Fields Race The Race(s) of the person; user selected check boxes; not

required; no default value; if “Declined”, “Unable to Determine”

or “Unknown” is selected, all other Race check boxes become

disabled and grayed out; if the user selects the Race of "Multi-

racial-one or more races not known," the user is required to

select at least one other Race check box; AFCARS value for

Adoption 07a-f, 25a-f and 27a-f. AFCARS value for Foster

Care 08a-f, 52a-f, and 54a-f. NCANDS values 15-20, 94-99,

113-118, and 132-137.

Ethnicity Ethnicity(ies) of the person; user selected check boxes; not

required; no default value; if “Declined,” "Unable to

Determine," or "Unknown," is selected all other Ethnicity check

boxes become disabled and grayed out; NCANDS value 21,

100, 119, and 138.

Hispanic/Latino Hispanic/Latino origin. System derived value based on the

Ethnicity chosen; not required; no default value; disabled;

AFCARS value for Adoption 08, 26, and 28. AFCARS value

for Foster Care 09, 53, 55. If Cuban, Hispanic/Latino,

Mexican/Chicano/Mexican American or Puerto Rican is selected

from the Ethnicity drop down, Hispanic/Latino maps to Yes; If

the value selected is “Unknown” map, to null; If the value

selected is "Declined", map to "Declined"; If the value selected

is "Unable to Determined", map to "Undetermined"; If multiple

values are selected and at least one maps to "Yes," Hispanic/

Latino will map to "Yes.” All other values, if selected, will map

to "No.”

Indian Tribe 1 American Indian tribe to which the person belongs. User-

selected drop down; required if the “Native American/Alaskan

Native” check box for Race is selected; no default value.

Text field (no

label)

User entered text field; conditionally enabled and required if

“Other” is selected from the Indian Tribe 1 drop down.

Indian Tribe 2 Second American Indian tribe to which the person belongs.

User selected drop down; not required; no default value.

Text field (no

label)

User entered text field; conditionally enabled and required if

“Other” is selected from the Indian Tribe 2 drop down.

Other Tribal

Info

Other Tribal Information for the person. User-entered text field;

not required; no default value.

Tribal

Enrollment #

An identification number for a tribe to which the person

belongs. User entered text field; not required; no default value.

Is child ICWA

eligible?

User selected “Yes” and “No” radio buttons; not required; no

default value.

If yes, was

notice given

to the tribe?


default value.

_____________________________________________________________________________________________



If notice was

given, is the

inquiry still

pending?


default value.

Hyperlinks Delete Removes the associated Identification row within the

Identification group box.

Duplicate SSN Launches the Potential Person Matches page in SSN mode to

allow users to review and reconcile people with the same SSN.

This page will also be automatically launched if the user makes

a change to the SSN that causes it to be a duplicate value.

Buttons Merge Launches the Person Merge page; carries forward the person to

pre-populate the first person on the Person Merge page.

Save Standard Save processing.

Close Standard Close processing.

2.4 Background Processing

• The races selected for the Race fields will be the races identified in all other Race

fields for that individual throughout the system.

• When the user enters a Birth Date that is greater than the date entered for Death Date,

an error validation row is written. The message will read: “Date of death must be later

than or equal to the date of birth.” When the user enters a Death Date that is greater

than the current date, an error validation row is written. The message will read: “Date

of Death must be prior to or equal to the current date.”

• The FLORIDA PIN # is no longer user inserted on the Basic tab and is only system

derived based on when the FLORIDA PIN # is populated on the participant’s

Medicaid Eligibility page. When the participant’s Medicaid Eligibility page is

populated with the FLORIDA PIN #, the Person Management page is automatically

updated to reflect a new Identification Type of FLORIDA PIN with the applicable

PIN # reflected in the ID Number field. The fields are disabled and grayed out and not

user modifiable. In addition, the user is not able to delete the FLORIDA PIN

Identification Type.

• Upon Person Merge being performed, if all three persons have a FLORIDA PIN #, the

FLORIDA PIN # that was selected to keep is captured as the “FLORIDA PIN” on the

“kept” person’s Person Management page in the Identification Type group box. Of the

remaining 2 FLORIDA PIN #s, the FLORIDA PIN # with the most recent “Date/Time

Received from FLORIDA” is captured as the “Previous FLORIDA PIN #” on the

“kept” person’s Person Management page in the Identification Type group box.

• Upon Person Merge being performed, if 2 of the three persons have a FLORIDA PIN

#, the FLORIDA PIN # that was selected to keep is captured as the “FLORIDA PIN”

on the “kept” person’s Person Management page in the Identification Type group box.

The other FLORIDA PIN is captured as the “Previous FLORIDA PIN #” on the

“kept” person’s Person Management page in the Identification Type group box.

_____________________________________________________________________________________________



• Upon Create New Case after Finalization being performed, the child’s current

FLORIDA PIN # is copied over from the Pre-Adoptive Person Management record to

the Post-Adoptive Person Management record. Each time a record is received from

FLORIDA, whether it is a file received as the result of a submission to FLORIDA via

the Summary tab on Medicaid Eligibility or the result of a change originating from

FLORIDA and therefore is captured on the FLORIDA Changes pop-up page, FSFN

will validate that the current FLORIDA PIN # captured on Person Management in

FSFN within the Identification Type group box matches what was sent from

FLORIDA for that particular Person ID.

o If the FLORIDA PIN # received from FLORIDA is different from the current

FLORIDA PIN # captured on FSFN Person Management, FSFN updates the

current FSFN FLORIDA PIN # and captures it as the “Previous FLORIDA PIN

#” and replaces what was the current FSFN FLORIDA PIN # with the

FLORIDA PIN # received from FLORIDA.

NOTE 1: In Cases of Pre- and Post- Adoptive Children, the original Pre-

Adoptive PIN # is captured on the Pre-Adoptive Person Management

record and js not modified. Only the Post-Adoptive Person Management

record reflects the original Pre-Adoptive PIN # as the “Previous FLORIDA

PIN” and the updated FLORIDA PIN # as the current.

NOTE 2: This is assuming that FLORIDA will be sending both the

original PIN and new PIN to FSFN, and is currently captured in the

FLORIDA MES Design Documentation.

• If the SSN Ineligible check box is selected, then the SSN field becomes disabled and

any information previously entered in the SSN field is removed.

• If an Ethnicity value of “Cuban,” “Hispanic/Latino,” “Mexican/Chicano/Mexican

American,” or “Puerto Rican” is chosen, set the Hispanic/Latino drop down value to

“Yes.” If an Ethnicity of “Unknown” is chosen, set the Hispanic/Latino drop down

value to blank (null). If an Ethnicity of “Unable to Determine” is chosen, set the

Hispanic/Latino drop down value to “Undetermined.” If an Ethnicity value of

“Declined” is chosen, set the Hispanic/Latino drop down value to “Declined,” If

multiple Ethnicity values are selected and at least one maps to "Yes," set the Hispanic/

Latino drop down value to "Yes." For any other Ethnicity value including “Other,” set

the Hispanic/Latino drop down value to “No.”

• When a SSN is entered, check for valid numbers to prevent the introduction of values

that could not be correct based on SSA guidelines, as follows:

o SSA has never assigned an SSN with the first three digits of 000, 666, 900

series.

o SSA has never assigned an SSN with the second two digits of 00 or the last four

digits of 0000.

o In addition to the SSA guidelines, the sequential numbers, 123-45-6789 will not

be allowed, and numbers that are all the same, such as all 1’s, 2’s, etc.

• When the system detects a duplicate SSN change label to display as bold hyperlink

_____________________________________________________________________________________________



“Duplicate SSN:” when the SSN is a duplicate; otherwise, display as normal text

“SSN:” The bolded hyperlink “Duplicate SSN:” launches the Potential Person

Matches page in “SSN” mode to allow users to review and reconcile people with the

same SSN. If the user makes a change on the Person Management page to the SSN

that causes it to be a duplicate value, launch the Potential Person Matches page in

“SSN” mode. In addition, when this page is launched from an existing person, provide

the ability to merge the person from the Potential Person Matches page.

• When a change is made to a person record, only prompt the user to save the previous

name as an AKA when the name has actually changed (based on a character

comparison) and the new name is not already an AKA for that person.

• When the Merge button is selected, navigate to the Person Merge page, carrying

forward the person selected to pre-populate the person on the Person Merge page. (for

additional information see topic paper for CM 17 Person Merge). The Merge button is

conditionally visible when person is not a worker.

• The names of persons who are Caregiver 1 or 2 on an Active Person Provider are

disabled unless the user has accessed this page from the Person Provider page. When a

user updates the person’s name for a Caregiver 1, the system updates the provider’s

name using format: “last suffix, first middle initial,” and creates an entry in the

provider’s additional names for the previous provider name with a type of “Previously

Known As.”

• If Caregiver 1 is only on Inactive Provider, the name fields remain enabled, but

changing the name will still update the Inactive Provider’s Name and Previous name.

• The label of Caregiver 1 or Caregiver 2 display for those active caregivers on a

provider, conditionally visible when the person is to provide an additional visual cue

to the user that they must access the person through the Person Provider page in order

to update the person’s name.

• When the person is accessed from the Person Provider page where they are Caregiver

1 or 2, the role of that person on that provider displays. When the person is accessed

from a Person Provider page with another role or from any other place in the system,

the system validates if they are Caregiver 1 or 2 on an Active Provider, and if so,

shows the label of Caregiver 1 or 2.

• Hearing impaired is mapped from the CRM intake. It can be overridden in FSFN.

• What Device is Needed is mapped from the CRM intake. It can be overridden in

FSFN.

2.4.1 Save Processing

• Save Processing is initiated by clicking on the Save command button. Save processing

is also initiated when selecting the Close button and then answering “Yes” when the

system asks the user if they would like to “Save changes before closing the page.”

• When the first or last name is changed on the Basic tab and the save processing is

initiated, the original name displayed on the Basic tab is saved to the First and Last

_____________________________________________________________________________________________



Name fields on the AKA Names tab if the user answers “Yes” when the System asks

the user if they would like to save the previous name as an AKA.

• The First and Last Name fields are required and need to be completed for the Basic

tab.

o If the user fails to enter a First and Last name, an error validation error is written.

The message will read: “Please enter data in the fields which are highlighted.”

• When a new person is being created who has the same name/DOB as another person,

keep the existing processing the same which does NOT save the person page before

launching the Potential Person Matches page.

• When an existing person who is already saved to the database has a new name or DOB

entered that causes it to be a duplicate of another person, first notify the user that they

have just created a potential duplicate and if they save it, they will be navigated to the

Potential Person Matches page to resolve the duplicate. Message: “You have entered

name and/or DOB that it is a potential duplicate of another person/other people. If you

continue with saving, the Potential Person Matches page will launch in order for you

to resolve the duplicate. Do you want to Save?”

o If user responds with “Yes,” save the data on the person page, then launch the

Potential Person Matches page, at which point the user will have to use the Merge

function to resolve the duplicates.

o If user responds with “No,” return user to the Person Management page without

saving the data.

• Upon Save, the system will perform a check to see if the Person has been in ANY

Removal Episode in FSFN. If so, the system will prevent the user from deleting the

Date of Birth. Upon attempting to save the user will receive the following validation

message:

o Validation Message is: The participant has been in at least 1 Removal Episode

and therefore the Date of Birth cannot be removed, only modified. <Close>

o This edit does not consider Removals where all placements within the Removal

were ended as Made In Error. If a Removal is created and the page saved to the

database, it is considered a “Removal” and therefore the user cannot delete the

DOB. Only once the Placement is approved AND only if ALL placements

within the Removal are ended as Made in Error and there are NO other

Removals can the user delete the DOB

2.4.2 CRUD Matrix

Table Name Create Read Update Delete

PERSON X X X

CODE_DESC X

_____________________________________________________________________________________________



PERSON_IDENTIFIC

ATION

X X X X

_____________________________________________________________________________________________



2.5 Tab – Additional

2.5.1 Tab Overview

This tab allows the user to view, add, or change personal information for a person, and displays

data regarding the child’s birth mother, birth father, and legal guardian(s). The user will enter all

information specific to a child/person on this tab. Staff with the proper security may access the

latest completed background check.

The Child’s Mother; Child’s Father; Child’s Legal Guardian (1) and Child’s Legal Guardian (2)

fields will be pre-filled only and are disabled to the user. If a user, for example, wants to add a

Child’s Mother, they will select the “Search” hyperlink beside the field. The Person Search page

opens, allowing for the mother to be located in the system. In the search page, the user can type

in the mother’s name and initiate a search of the system. If a match is found in the FSFN

database, the user can select the person from the Person Search page and the name will be

automatically filled into the Child’s Mother field, on the Additional tab. If no match is found in

the FSFN database, the user can select the Create command button from the Person Search page.

The Person Management pop- up page will be displayed in create mode and the user can enter

information pertaining to the Child’s Mother. Once the record is saved and closed, the

information entered will be saved and the user will be returned to the Person Search page. The

user can select the Continue button and the Child’s Mother’s name will be automatically filled

into the Child’s Mother field on the Additional tab. The same process will apply for entering

people into the Child’s Father, Child’s Legal Guardian (1), and Child’s Legal Guardian (2) fields.

"Mother's Marital Status at Time of Child's Birth" is bold red text because it is an AFCARS value.

The Armed Services Information group box allows the user to document if the person is the Legal

_____________________________________________________________________________________________



Dependent of an individual on Active Duty in the Armed Services of the U.S. and/or the person is

on Active Duty in the Armed Services of the US.

The Reporting Information group box allows the user to document if the child has ever been

adjudicated delinquent, and if so, the date of adjudication. It also provides a place for the user to

record values that describe a client according to specific social, demographic, or personal

characteristics that are of interest, as well as, CSEC (Commercial Sexual Exploitation of Child)

Category and CSEC Status.

In the Identification Records group box, the user can record birth verification and fingerprint

dates as well as search for and associate a Florida Birth Certificate to the Person Record.

In the Person Photo group box, the user can view the current photo, view the details of the current

photograph, view a history of the photographs, and upload a new photograph to the system.

Images can be received as electronic files in .bmp, .jpg, .jpeg, .rtf, .doc, .xls, and .pdf. formats.

The system will generate an error message when the worker tries to save documents in other file

formats besides those mentioned above. Also, scanned documents will be restricted to a file size

of 25MB. The user will receive an error message if a file exceeds this size limit.

The Background Checks expando contains columns Background Check Requestor, Completed

Date, Request Type, Intake Number, Provider Number and unnamed columns. The Unnamed

column contains the “View” hyperlink when a background check has been completed for the

individual. When the View hyperlink is clicked, the associated background check screening page

will be launched. Expanding the Background Checks expando is security-sensitive. If an

unauthorized user attempts to expand the expando, he/she will receive the security message “You

do not have the security access required to view this information.”

2.5.2 Tab Information

Group

Box:

Person Information

Fields: Child’s Mother Birth mother of the Child. Prefilled from Search page;

not user editable; not required; no default value.

AFCARS values pulled from Person Management record.

Child’s Father Birth father of the Child. Prefilled from Search page;

not user editable; not required; no default value.

AFCARS values pulled from Person Management record.

Child’s Legal Guardian (1) Guardian of the Child. Prefilled from Search page; not user

editable; not required; no default value.

Child’s Legal Guardian (2) Guardian of the Child. Prefilled from Search page; not user

editable; not required; no default value.

Group Box Child’s Parental

Information

Mother’s Current Status The child’s mother’s current status – includes a drop-down

to document the mother’s marital status or whether she is

deceased; “Other” and “Unknown” are also available selections.

User selected drop down box; not required; no default

value.

Father’s Current Status The child’s father’s current status – includes a drop-down to

document the father’s marital status or whether he is deceased;

_____________________________________________________________________________________________



“Other” and “Unknown” are also available selections. User

selected drop down box; not required; no default value.

Mother’s Marital Status at

Time of Child’s Birth

The mother’s marital status at the time of the child’s birth;

label is bold red text to indicated AFCARS value; user


Current Relationship of

Parents to Each Other

Current Relationship of child’s parents to one another. User


Group Box Armed Services

Information

Person is the Legal

Dependent of an Individual

on Active Duty in the

Armed Services of the U.S.

User selected check box; not required; defaults to not

checked [No]. NCANDS value 24.

Person is on Active Duty

in the Armed Services of

the U.S.

User selected check box; not required; defaults to not

checked [No]. NCANDS value 101, 120, and 139.

Group Box Reporting Information

Has the Child

Ever Been

Adjudicated

Delinquent?

User-selected Yes/No radio button; not required; no default

value.

Date of Adjudication User entered date field; conditionally enabled and required

when “Yes” is selected for “Has the Child Ever Been

Adjudicated Delinquent?”

Last Updated By System derived; displays as Last Name, First Name of

worker who last updated either the “Has the Child Ever

Been Adjudicated Delinquent?” or “Date of Adjudication”

fields; not user modifiable.

Date Last Updated System derived date field; date when either the “Has the

Child Ever Been Adjudicated Delinquent?” or “Date of

Adjudication” fields was updated last; not user modifiable.

Client Characteristics 1 Values that describe a client according to specific social,

demographic, or personal factors that are of interest to the

agency. User selected drop down; not required; no default

value.




value.




value.

CSEC Categories Values that describe a client according to specific social,



value.

CSEC Status The CSEC Status documents the level of the child’s

involvement in commercial sexual activities; conditionally

displayed if the child is in an Out-of- Home Placement.

_____________________________________________________________________________________________



CSEC Change History CSEC Change History hyperlink to open CSEC

Change History page. This page is used to view changes to

the CSEC information when it is updated on the Person

Management page. The page is opened in view only mode;

conditionally displayed if the child is in an Out-of-Home

Placement. If the Out-of-Home Placement is ended, the

CSEC Change History hyperlink will no longer display.

Method of Confirmation The Method of Confirmation documents how the child’s

involvement was established by the user; conditionally

displayed if the child is in an Out-of- Home Placement.

Reason Child is not Placed

in Safe House

Reason Child was not placed in a Safe House or Short

Term Safe House is used to document why the child was

placed in a facility that is not a licensed Safe House or

Short Term Safe House; conditionally displayed if the

child is an Out-of-Home Placement.

Group Box Identification Records

Birth Verification

Obtained

Birth Verification date; user entered date field; no default

value; cannot be a future date.

Fingerprints Record

Obtained

User entered date field; no default value; cannot be a future

date.

Florida Birth Certificate Search hyperlink to Search Criteria Pop Up.

Expando Background Checks

Group Box Background Checks

Fields Background Check

Requestor

The name of the worker that requested the background

check for this participant. System generated; not user

modifiable; not required.

Completed Date Date that the Background Check Completed check box was

clicked on the Background Screening page for this

participant. System generated; not user modifiable; not

required.

Request Type Request Type for this participant (Intake, Additional

Emergency Placement, and Planned Placement). System

generated; not user modifiable; not required.

Intake Number Intake that this background check request is associated, if

applicable. System generated; not user modifiable; not

required.

Provider Number Provider that this background check request is associated, if

applicable. System generated; not user modifiable; not

required.

Unnamed View hyperlink. When the View hyperlink is clicked, the

associated background check screening page will be

launched in view only mode.

Options None Takes user to the Person Search page. Can be accessed for

the Child’s Mother, Child’s Father, Child’s Legal Guardian

(1), or Child’s Legal Guardian (2) fields.

Links Search Takes user to the Person Management page. The Edit link is

hidden until after a Person Search is conducted and the

name field for Child’s Mother, Child’s Father, Child’s

Guardian (1), or Child’s Guardian (2) field is populated.

Remove Removes the searched name from the Child’s Mother,

_____________________________________________________________________________________________



Child’s Father, Child’s Guardian (1), or Child’s Guardian (2)

field. The Remove link is hidden until after a Person Search

is conducted and the name field for Child’s Mother, Child’s

Father, Child’s Guardian (1), or Child’s Guardian (2) field

is populated.

Search Launches the Birth Certificate Search page.

View Birth Certificate Launches the Birth Certificate Details page; visible only

after a Birth Certificate has been selected and linked to the

Person Record.

Remove Birth Certificate

Link

Presents a "Are you sure you want to Remove the current

Birth Certificate Link (Yes / No)"? If "Yes,” removes the

current Birth Certificate link to the Person Record. The

"View Birth Certificate" link is removed.

View Launches the associated background check screening page

in view only mode.

View Current Photo Displays the Most Recent Photograph of the Child, if one

exists. If no photograph exists, the link is disabled.

Current Photo Details Opens the Current Photo Details page. If no photograph

exists, the link is disabled.

View Photo History Opens the Photo History page. If no photographs exist, this

link is hidden.

Upload New Photo Opens the Image Detail page in create mode.

Buttons Merge Launches the Person Merge page, carrying forward the

first person to pre-populate the merge page, under the

removed person column. Conditionally, visible when

person is not a worker.

Save Standard Save processing

Close Standard Close processing

2.5.3 Background Processing:

• For Child’s Mother, Child’s Father, Child’s Legal Guardian (1), and Child’s Legal

Guardian (2): The user must select the Search hyperlink to access the person search

page. Once the person is searched, the user may make a selection and continue back to

the Additional tab. The selection made on the search page will pre-fill to the

appropriate field on the Additional tab.

• Once a person has been searched and selected for the Child’s Mother, Child’s Father,

Child’s Legal Guardian (1), or Child’s Legal Guardian (2), an “Edit” and “Remove”

hyperlink are added to the left of each field.

• To remove a selected person from the Child’s Mother, Child’s Father, Child’s Legal

Guardian (1), or Child’s Legal Guardian (2) fields, select the “Remove” hyperlink to

the right of the name. Once selected, the name will immediately be removed from the

field.

• To maintain the person record for the Child’s Mother, Child’s Father, Child’s Legal

_____________________________________________________________________________________________



Guardian (1), or Child’s Legal Guardian (2), select the “Edit” hyperlink to the right of

the name. Once selected, the person management page for the selected person will

open. The person’s record can then be viewed or updated.

• Upon first launching the person management page, if no photo has been added for that

participant then only the “Upload New Photo” link is visible.

• Once new photo has been added then “View Current Photo,” “Current Photo Details,”

and “View Photo History” appear on the page.

• If the current photo is deleted, then the previous photo (if applicable) that was loaded

is displayed.

• If the last photo is deleted, clicking on “View Current Photo” will display the

message: "The photo for this person has been deleted. Please access the "View Photo

History" on the Person Management record for additional information."





• Upon launching the Person Management page and attempting to Save, if the

documented Mother’s Marital Status at Time of Child’s Birth reflects an “inactive”

value, the following validation message will display: “Please select an active value for

“Mother’s Marital Status at Time of child’s Birth.” <OK>

• User selects the Save button and if applicable, receives the following validation

message that states, “This Child is currently not placed in a facility type of “Safe

House” or “Short Term Safe House.” Please select a reason why not.” <CLOSE>

2.5.5 CRUD Matrix


PERSON X X

PERSON_PHO TO X

_____________________________________________________________________________________________



2.6 Pop-up Image Display Window

2.6.1 Pop-up Page Overview

The Image Display window is used to display the photograph of the child. The window is

opened to display the photograph from either the “View Current Photo” link on the Additional

tab or from the “View” link on the Image Details page.

2.6.2 Background Processing

• None


• None

_____________________________________________________________________________________________



2.7 Pop-up Image Details Page

View Mode.

_____________________________________________________________________________________________




This page is used to View, Edit, and Create the Person Photo image detail information. The page

is opened in Create mode from the Upload New Photo button on the Additional tab. The page is

opened in View mode from either the Current Photo Details link on the Additional tab or from

the View link on the Photo History page.

2.7.2 Page Information

Group

Box:

Person Details

Fields: Name Last name, middle name, first name; display only.

Worker Last name, middle name, first name; display only.

Date Uploaded Date the image file was saved to FSFN; system derived in

create mode; view only.

Group Box Image Details

Fields Date Document Scanned Date the photo was taken; user entered; cannot be a future

date; required.

Image Category Person Photo; system derived; read only.

Image Type Type of Person Photo; user selected (the only option is

Person Photo); required.

File Name File name of the image; display only.

Comments Comments for the Person Photo; user entered; optional.

Options None

Links View Opens the View Photo window and displays the image.

Delete Delete the image.

_____________________________________________________________________________________________



Buttons Browse When in create mode, conditionally enabled only when

required fields (Date of Photo and Type) are populated;

allows the user to browse and select the image file.

When in view mode, the button is disabled.



_____________________________________________________________________________________________



2.8 Pop-up CSEC Change History Page


This page is used to view changes to the CSEC (Commercial Sexual Exploitation of Child)

information when it is updated on the Person Management page.

The page is opened in view only mode from the CSEC Change History link on the Additional

tab.


Group Box: General Information

Fields: Person ID FSFN Person ID; system generated ID.

Name Person Name; system generated

Date Current System Date; view only.

Group Box CSEC Change

History - Details

Fields Effective Date System derived; not user modifiable.

_____________________________________________________________________________________________



Status The Initial entry line documents the CSEC values added to

the Person Management page for the first time. The Update

Status indicates either the CSEC Category and/or the CSEC

Status were modified on the Person Management page. End

in the Status field signals that the Child is no longer involved

in CSEC activities, the Child is inactive, or the Case is

closed.

Previous Category The Previous Category documents the type of commercial

sexual activities in which the Child was involved.

Current Category The Current Category documents the type of commercial

sexual activities in which the Child is involved.

Previous CSEC

Status

The Previous CSEC Status documents the previous CSEC

Status of the Child.

Current CSEC Status The Current CSEC Status documents the current CSEC

Status of the Child.

End Date The End Date is the date the CSEC Status changes.

Button Close Standard Close processing.


• None


• None

_____________________________________________________________________________________________



2.9 Pop-up Image History Page

2.9.1 Page Overview

This page is used to display and view the history of photographs for the person.


Group Box None

Field Date Current date; view only.

Group Box General Information

ID FSFN Person Record ID; display only.

Name Person last name, first name, middle name; read only.

Birth Date Date of Birth

Gender Gender of the person.

Group Box History

Fields Upload Date Date the photo was uploaded to the FSFN; read only.

Photo Date Date the Photo was taken; read only.

Worker Worker who uploaded the photo to FSFN; read only.

_____________________________________________________________________________________________



Worker Unit The Unit of the Worker who uploaded the photo to

FSFN; read only.

Options None

Links View Opens the Image Details window for the selected

photo history row.

Buttons Close Standard Close processing


• None


• Clicking Close returns user to the Additional tab of the Person Management page.

_____________________________________________________________________________________________



2.10 Tab-AKA Names

2.10.1 Tab Overview

The AKA Names tab provides functionality to view, add, change or delete AKA names and is

used to maintain a list of all names by which this person is, or has been, known. These would

typically include nicknames, maiden names, aliases, and the like. FSFN will store an

unlimited number of AKA names for a person.

When selected by the user, the Insert command button creates a new AKA name record. When

the user selects the Delete hyperlink, the existing AKA name record that was selected is deleted.

Prior to deletion, the user will be prompted by a pop-up page that will ask: “Are you sure you

want to delete this entry?”

_____________________________________________________________________________________________




Group Box

None

Fields Entry Date Date upon which the name was entered into the system.

Prefilled based on system derived date; not editable;

required, no default value. Type Type of AKA name. User selected drop down, required,

no default value.

Last Name Last name of the person. Prefilled from the basic tab, or

user entered. User-entered text field; required; no default

value. First Name First name of the person. Prefilled from the basic tab or

user entered. User entered text field; not required; no

default value. Middle Name Middle name of the person. Prefilled from the basic tab or

user entered. User entered text field; not required; no

default value. Links Delete When selected, the Delete link removes a selected record

from the AKA Names tab.

Options None

Buttons

Insert Creates a new AKA name record.

Merge Launches the Person Merge page, carrying forward the


removed person column. Conditionally, visible when Save Standard Save processing



• All names are retrieved from the PERSON_AKA name table when the page is opened.

The records are sorted in chronological order by entry date. By selecting the Insert

button, a new AKA name record is created.

• By selecting the Delete hyperlink, the user will delete an existing AKA name. When

selected, the user will be prompted by a pop-up page “Are you sure you want to delete

this entry?” prior to the deletion.

• The Entry Date field is grayed when the AKA tab is accessed; system derived using

current date when record is created; not user modifiable.

_____________________________________________________________________________________________







• The Type and Last Name fields are required and need to be completed for the AKA

Names tab. If the user fails to enter the Type or Last name, an error validation error is

written.

• The message will read: “Please enter data in the fields which are highlighted.”

2.10.5 CRUD Matrix


PERSON

PERSON_AKA

CODE_DESC

_____________________________________________________________________________________________



2.11 Tab-Address

2.11.1 Tab Overview

The Address tab provides functionality to view, add, change, or delete one or more addresses for

a person. However, a person who is a Caregiver 1 (i.e., a provider) will have an edit preventing a

Primary Residence address change. In addition to addresses, the Address tab stores phone

information, including phone extensions, and fax numbers.

The display area displays all existing address information for every address associated with the

person. This entry is view only and can only be modified by selecting the Edit hyperlink to the

right of the record. FSFN will store an unlimited number of addresses for a person.

_____________________________________________________________________________________________



The Insert button launches the Address Management pop-up page that allows the user to

insert a new blank address. Once the address is entered on the Address Management page and

saved, the address is displayed in view-only mode on the Address tab of Person Management.

An address can be deleted by selecting the Delete hyperlink. Prior to the address being deleted,

the user will be prompted as to whether they are sure they would like to delete the selected

information.


Fields Line 1 Displays the Address Type, Begin Date, and End Date in

black bold text and not user editable. Edit and Delete

hyperlinks are displayed in blue.

Line 2 Displays the Street/P.O. Box/Route Type; Unit Designator;

Building; not user editable.

Line 3 Displays County, City, State, Zip Code and Country; not

user editable.

Line 4 Displays Home/Work/Cell Phone/Fax/Emergency Contact

Numbers and their associated labels; not user editable.

Line 5 Displays Email address; not user editable.

Links Edit Takes user to the Address Management page to modify

address information.

Delete Deletes the selected address record.

Options None

Buttons Insert A warning pop-up opens dress record. Page to modify

address information; .user editable. Edit and Delete

hyperlinks are displayed in blue.is action will save the

person information. Do you want to continue?”

Merge Launches the Person Merge page, carrying forward the first

person to pre-populate the merge page, under the removed

person column. Conditionally, visible when person is not a

worker.


_____________________________________________________________________________________________





• The address summary box displays each address record sorted in reverse

chronological order by entry date.

• When the Insert Button is selected, a warning pop up opens: “This action will save the

person information. Do you want to Continue?” If the user selects the “Yes” button,

the Address Management pop-up page opens.

• When the Address Management pop-up page is opened, the user can record address

information. Once the information is recorded on the pop up, saved, and closed, the

new record is displayed on the Address tab of the Person Management page.

• When the Delete hyperlink is selected, the existing address is deleted after answering

“Yes” to the prompt: “Are you sure you want to delete this entry?”

• When the Edit hyperlink is selected, a warning pop up opens: “This action will save

the person information. Do you want to Continue?” If the user selects the “Yes”

button, the Address Management pop-up page opens. The Address Management pop-

up page is opened with the previously entered address information displayed. Changes

to the record can be made and saved back to the Address tab of the Person

Management page.

• When an Out-of-Home Placement is created, users have the option of updating the

child's primary residence address with that of the provider. If a user selects this option,

the system will automatically end the current Primary Residence address with End

Date = Placement Begin Date and create a new Primary Residence address detailing

the provider address with Start Date = Placement Begin Date. If a user selects to not

use this option, the system will not create a new Primary Residence address on the

Address tab.

• When a child is discharged from an Out-of-Home Placement, the system will

automatically end the current Primary Residence with End Date = current system date

and create a new Primary Residence address detailing the case address with Start Date

= current system date.

• When the case address is updated, users have the option of updating the primary

address of the case participant(s) residing at that address. If a user selects a

participant(s) to update, the system will automatically update the address on the

participant(s) person management record.

• When a worker does not enter an address while creating an intake for the first time,

FSFN will not enter an address record.


_____________________________________________________________________________________________






• When the Insert button and Edit hyperlink are selected, the user receives a pop up

message: “This action will save the person information. Do you want to Continue?” If

the user selects the “Yes” button, the Save processing for the page is invoked.

2.11.5 CRUD Matrix


ADDRESS X X

ZIP_CODE X

CODE_DESC X

_____________________________________________________________________________________________



2.12 Pop-up – Address Management

2.12.1 Pop-up Overview

The Address Management page allows users to add new address records and maintain previously

recorded address information. The user accesses this page in create-mode via the Insert button on

the Address tab of the Person Management page. They can access the pop up in edit mode via

the Edit hyperlink on the Address tab of the Person Management page.

Note: If the Person Management page is accessed from a closed Case that is retrieved from the

Search page, the Address Management page cannot be modified.

The Address group box contains information for the type of address, Street, PO Box, Route,

begin and end dates, C/O, street, Unit Designator, Building, FL City, FL County, Non- Florida

County, city, state, country, and zip code plus 4 for the new address. The Phone group box

contains all telephone contact information, including home, work and cell phone numbers, as

well as extensions, fax number, and e-mail address.

_____________________________________________________________________________________________




Group

Box:

Address

Fields: Type Type of address. User selected drop down;


Street/PO Box/Route Type of address designator. User selected

drop down; required; default value = Street.

Begin Date Begin date of the address. User entered date

field; required; defaults to current system date.

End Date: End date associated with this address. User

entered date field; not required; no default

value.

C/O “Care of” address line. User entered

text field; not required; no default

value.

Street Address street number and name. User

entered text field; not required; no default

value.

Unit Designator Unit Designator. User selected drop down; not


Unit Designator Number

(Unlabeled text field)

The Unit Designator Number is entered in the

unlabeled text field following the labeled Unit

Designator field. User entered text field; not


Building Building Number or Description. User entered

text field; not required; no default value.

PO Box PO Box Number. User entered text field; not

required; no default value; enabled and required

when Street/PO Box/Route = PO Box.

List of Route Types. User selected drop down;

not required; no default value; enabled and

required when Street/PO Box/Route = Route.

Route List of Route Types. User selected drop down;

not required; no default value; enabled and

required when Street/PO Box/Route = Route.

Route Box Number ( Unlabeled

text field)

User entered text field; not required; no default

value; enabled and required when Street/PO

Box/Route = Route

FL City User selected drop down; List of Florida Cities;


County User selected drop down; List of Florida Counties;


Non-Florida County User entered text field; not required; no default

value.

City User-entered text field; not required; default value

_____________________________________________________________________________________________



is FL City selected. If no FL city is selected, then

there is no default value.

State U.S. state of the address. The list includes entries

for 54U.S. states and territories. User selected drop

down; not required; default value of “FL.”

Zip plus 4 Address zip code. User entered text field; not


Country Address Country. User selected drop down; not

required; defaults to “United Status.”

Comments Address Comments. User entered text field; not

required; no default value; limit to 200 characters.

Group

Box

Phone

Home Home Phone number. User entered phone number;


Work Work Phone number. User entered phone number;


Ext Work Phone extension. User entered text field;


Cell Cell phone number. User entered phone number;


Contact Contact phone number. User entered phone

number; required; no default value.

Ext Contact phone extension. User entered text field;


Fax Fax number. User entered phone number; not


E-mail E-mail address. User entered text field; not


Comments Phone Comments. User entered text field; not

required; no default value; limit to 200 characters.

Options None

Links None

Buttons Save Standard Save processing



• Code 1 processing to normalize address.





_____________________________________________________________________________________________



• The Type, Street/PO Box/Route, and Begin Date fields are required and need to be

completed for the Address Management pop up. If the user fails to enter the Type or

Begin Date, an error validation error is written. The message will read: “Please enter

data in the fields which are highlighted.”

• If the user enters a future date in the Begin Date field, a row is recorded in the error

validation pop-up page: “Begin date is greater than today’s date. Please correct.”

• If the user enters a date in the End date field that is less than the Begin Date field, a

row is recorded in the error validation pop up page: “Begin date is greater than end

date. Please correct.”

• If the user attempts to add an address with a type that already has an active address, a

row is recorded in the error validation pop up page: “You cannot have two active

addresses of the same type.”

• If the person is designated with a role of Caregiver 1 or is a member of the provider

household, you cannot modify their Primary Residence from the Person Management

record. All address fields will be disabled on the Address Management page for the

Primary Residence. If the user attempts to add a Primary Residence and one of the

above scenarios is applicable, a row is recorded in the error validation pop-up page:

• “An open primary residence address record already exists for this person identified as

Caregiver 1 or is a member of the provider household. Please make another selection.”

If one of the above scenarios is not applicable, the address can be updated. (This

applies only when the Person Management page is accessed through Intake or Person

Provider Inquiry).

• If the user attempts to manually create an address with a begin date that is the same as

the begin date of a prior record that had been ended, a row is recorded in the error in

the validation pop-up page: “You cannot have duplicate begin dates for the same

address type.”

2.12.5 CRUD Matrix


ADDRESS X X X

ZIP_CODE X

CODE_DESC X

STATE_CODE_DESC X

_____________________________________________________________________________________________



2.13 Tab Relationship

2.13.1 Tab Overview

The Relationship tab is used to view the current and past case relationships in which a person has

been involved. The Person's relationships are displayed in the framework of a case and all

participants in that case. The information on this tab is only for viewing purposes; it cannot

be created or changed by the user in this set of pages.


Fields: Case ID Case ID for each case in which the person is a

participant. Pre-filled text box from Case Participant

table and not user editable.

Subject(s) Last name, First name, Middle name of the person with

a relationship to the participant’s person management

record. Pre-filled text box from Person table and not

user editable.

_____________________________________________________________________________________________



Relationship

Relationship to the person management record

displaying. Pre-filled text box from Case Participant

table and not user editable.

Subject(s) Last name, First name, Middle name of the person with

a relationship to the participant’s person management

record. Pre-filled text box from Person table and not

user editable.

Entry Date Date the relationship was established in the system; Pre-

filled text box from Case Participant table and not user

editable.

Options:

None

Links: None

Buttons: Save There is no save processing associated with this tab.

Close

Standard Close processing.

Merge Launches the Person Merge page, carrying forward the





The information on the Relationship tab is retrieved from existing table records; it is never

created or modified through the Person Management page. The persons listed on this tab are

grouped by case and contain all participants for every case in which the person is involved.

The system performs the following steps to retrieve this data every time the Person Management

page is opened:

1. Search the Case Participant table to obtain all cases for which the person is associated

as a participant.

2. For each case, retrieve all participants and relationships.

3. For each participant, retrieve the first, middle and last names from the Person table.


• None

_____________________________________________________________________________________________



2.13.5 CRUD Matrix


CASE_PART X

CODE_DESC X

PERSON X

RELATIONSHIP X

_____________________________________________________________________________________________



2.14 Tab-AFCARS/Other Participant Information Tab

2.14.1 Tab Overview

The AFCARS/Other Participant Information Tab is used to create, view, update or delete

AFCARS information about a child or adult. This tab will contain information regarding

whether: the child is a minor parent; if the minor parent’s child resides with him/her; if the child

was previously adopted and the age the child was adopted.

Information about the child’s disability or adult’s disability (if any) and Medical/Mental Health

Conditions are contained on this tab. Child Disability Information group box is displayed in

"view only" mode, disabled and grayed out for all existing Person Management records. All new

Person Management records will not display the Disability Information group box. The data in

Medical/Mental Health Conditions group box will display in view-only mode. The source of this

data is the Medical Mental Health Condition - Disability tab - Medical/Mental Health Conditions

group box.

Any combinations of disabilities may be selected for an adult. The Adult Disabilities are for

adult victims and only workers with specific security will be able to see this information.

_____________________________________________________________________________________________




Group Box: Child Information

Fields: Child is a Minor

Parent

Check box indicating if the child is a minor parent. User

selected check box; not required; default value is not checked

[No].

Minor Parent’s Child

Resides with

Him/Her

Check box indicating whether the child of the minor parent

resides with the minor parent. User selected check box once the

Child is a Minor Parent check box is checked; not required;

default value is not checked [No].

Group Box None

Fields Child was

Previously Adopted

Drop Down indicating whether the Child was previously

adopted. Required; no default value. AFCARS value for Foster

Care 16.

Age Adopted Age Child was adopted. User selected drop down; required if

Child was Previously Adopted = Yes; No default value.

AFCARS value for Foster Care 17.

Group Box Disability

Information

Disability Information group box is displayed in "view only"

mode. All the fields under this group box are disabled and

grayed out for all existing Person Management records; for all

new Person Management records this group box is not

displayed.

Fields Clinically Diagnosed

Disability

Specification of a child’s clinically diagnosed disability; This

field is grayed out and displayed in "view only" mode.

AFCARS value for Foster Care 10.

Mental Retardation Specification of whether the child’s clinically diagnosed

disability was mental retardation. This field is grayed out and

displayed in "view only" mode. AFCARS value for Adoption

11. AFCARS value for Foster Care 11. NCANDS value 37.

_____________________________________________________________________________________________



Physically Disabled Specification of whether the child’s clinically diagnosed

disability was a physical disablement. This field is grayed out

and displayed in "view only" mode. AFCARS value for

Adoption 13. AFCARS value for Foster Care 13. NCANDS

value 41.

Visually/Hearing

Impaired

Specification of whether the child’s clinically diagnosed

disability was a visual or hearing impairment. This field is

grayed out and displayed in "view only" mode. AFCARS value

for Adoption 12. AFCARS value for Foster Care

12. NCANDS value 39.

Other Medically

Diagnosed

Conditions

Requiring Special

Care


disability involved a diagnosis other than the reasons listed in

the Clinically Diagnosed Reasons check box. This field is

grayed out and displayed in "view only" mode. AFCARS value

for Adoption 15. AFCARS value for Foster Care 15. NCANDS

value 44.

Emotionally

Disturbed


disability was related to an emotional disturbance. AFCARS

value for Adoption 14. This field is grayed out and displayed in

"view only" mode. AFCARS value for Foster Care 14.

NCANDS value 38.

Learning Disability Specification of whether the child’s clinically diagnosed

disability was related to a learning disability. This field is

grayed out and displayed in "view only" mode. NCANDS value

40.

Group Box Medical/Mental

Health Conditions

Medical/Mental Health Conditions group box is displayed in

"view only" mode. All the fields in this group box are disabled

and grayed out.

Fields Has the child been

clinically diagnosed

as having a

disability(ies)

Captures if the case participant was clinically diagnosed as

having disability(ies).

Diagnosed Condition

Category

Displays Diagnosed Condition Category. This field is grayed

out and displayed in “view only” mode.

_____________________________________________________________________________________________



Diagnosed Condition

Type

Displays the Diagnosed Condition Type based on the Diagnosed

Condition Category selected. This field is grayed out and

displayed in "view only" mode.

Begin Date Displays the date the medical condition was diagnosed. This

field is grayed out and displayed in "view only" mode.

End Date Displays the date the medical condition was no longer

applicable. This field is grayed out and displayed in "view only"

mode.

Expando Adult Disability

Information

Group Box Person Photo

Fields Autism The check box is not required; no default value. The Disability

selected at the time of intake will pre-fill into this section on the

adult’s person management record and will be editable.

Cerebral Palsy The check box is not required; no default value. The Disability



Deafness The check box is not required; no default value. The Disability



Emotional

Disability/

Dysfunction s Other

The check box is not required; no default value. The Disability



Infirmities/ Aging The check box is not required; no default value. The Disability



_____________________________________________________________________________________________



Mental Illness The check box is not required; no default value. The Disability



Mental Limitations -

Other




Organic Brain

Damage




Physical Brain

Damage




Physical Limitations

- Other




Prader - Willi

Syndrome




Retardation The check box is not required; no default value. The Disability



Spina Bifida The check box is not required; no default value. The Disability



Comments User entered text field; not required; no default value; limit is

1000 characters.

Options None

Links None

_____________________________________________________________________________________________



Buttons Merge Launches the Person Merge page, carrying forward the first

person to pre-populate the merge page, under the removed

person column. Conditionally, visible when person is not a

worker.




• Upon checking the Child is a Minor Parent field, the Minor Parent’s Child Resides

with Him/Her field becomes enabled.

• If the “Child was previously Adopted” drop down is set to yes, the age adopted field

becomes required. If the user saves without entering a value in the age adopted drop

down, the user will receive the following error validation: “If the Child was previously

Adopted = Yes, an age must be selected in the Age Adopted Field.”

• Check boxes in the Disability Information group box are disabled and grayed out.

• The data in Medical/Mental Health Conditions group box is system derived and

displays in view-only mode. The source of this data is the Medical Mental Health

Condition - Disability tab - Medical/Mental Health Conditions group box. If the

person has a Medical/Mental Health page in more than one open FSFN Case and is

active in those FSFN Cases, the system will populate the information documented

from the Medical/Mental Health page in the FSFN Case with the most recent

Open/Re-Open Date.





2.14.5 CRUD Matrix


PERSON X X X X

CODE_DESC X

_____________________________________________________________________________________________



2.15 Tab – Child/Adult Functioning and Parenting

_____________________________________________________________________________________________



2.15.1 Tab Overview

The Child/Adult Functioning and Parenting tab is used to capture the history of Child

Functioning, Adult Functioning, and Parenting domain information for the Family Functioning

Assessment (FFA) - Investigation, Family Functioning Assessment (FFA) – Ongoing, and

Progress Update pages in which domain information was captured for the person whose Person

Management record is being viewed. If a person is involved with the Department over the course

of time, users may find that a Person Management record reflects Child Functioning when

involved as a child, but Adult Functioning and Parenting when involved as an adult. Adult

Functioning and Parenting are paired together. However, Child Functioning will not be paired

with Adult Functioning and Parenting where they have the same FFA - Investigation ID.

_____________________________________________________________________________________________



2.15.2 Tab Overview

Expando: Child Functioning Pre-fills in view only mode with the Child Functioning

Domains captured on the FFA - Investigations, FFA-

Ongoing and Progress Update, whereby the person was a

participant and domain information captured; displayed

in chronological order, oldest to newest based on the

Approval/ Completed Date. For any Pending pages,

FSFN populates them based on their Create Date newest

to oldest.

The updates to the Print command button functionality

will allow printing of all expandos whether collapsed or

expanded, and all information beneath any scroll bars

when the focus is on the Child, Adult Functioning and

Parenting tab of Person Management.

On the Child/Adult Functioning and Parenting Tab, the

Child Functioning narrative will display once directly

beneath the Child Functioning expando (when

expanded), and then the details for each populated result

will display. When performing the Print command, the

resulting output will be legible and functional for the

user. It will print all of the details within the expandos

and scroll areas regardless if expanded or not.

Fields: Investigation ID

System generated unique numerical identifier for the

Investigation; pre-fills based on the –Access Report ID;

system derived; plain black text; numeric identifier.

The Investigation ID field will be modified to display as

a hyperlink which will launch the FFA - Investigation

associated with the Investigation ID. The FFA -

Investigation will launch in view only mode.

FFA- Ongoing ID System generated unique numerical identifier for the

FFA - Ongoing; pre-fills based on the FFA - Ongoing in

which the person was a participant for whom the domain

information was documented; system derived; plain

black text; numeric identifier.

The FFA - Ongoing ID field will be modified to display

as a hyperlink which will launch the FFA - Ongoing. The

FFA - Ongoing will launch in view only mode.

_____________________________________________________________________________________________



Progress Update

ID System-generated, unique numerical identifier for the

Progress Update; Pre-fills based on the Progress Update

in which the person was a participant for whom the

domain information was documented; system-derived;

plain black text; numeric identifier.

The Progress Update ID field will be modified to display

as a hyperlink which will launch the Progress Update.

The Progress Update will launch in view only mode.

Initial Intake

Received Date Initial Intake Received Date; pre-fills with the Initial

Intake Received Date that is associated with the

identified FFA - Investigation; system derived; plain

black text; date (MM/DD/YYYY).

Completed Date Completed Date of the FFA - Investigation; pre-fills with

the Completed Date for the identified FFA -

Investigation; system derived; plain black text; date

(MM/DD/YYYY); if the FFA - Investigation has not

been completed yet, Completed Date field will be null.

Approval Date Approval Date of the FFA – Ongoing/ Progress Update;

pre-fills with the Approval Date for the identified FFA –

Ongoing/Progress Update (date of supervisor approval);

system derived; plain black text; date (MM/DD/YYYY);

if the FFA – Ongoing/Progress Update has not been

approved yet, Approval Date field will be null.

Group Box: Child Functioning Captures the Child Functioning domain summary for the

associated FFA – Investigation, FFA-Ongoing and

Progress Update; pre-fills with the documented Child

Functioning domain information for the person whose

Person Management record is being viewed, which is

captured on the associated FFA – Investigation, FFA-

Ongoing and Progress Update.

Fields: How does the child

function on a daily

basis?

Captures the domain summary for the associated FFA -

Investigation for the person whose Person Management

record is being viewed; plain black text above the

narrative text field; system derived; disabled;

alphanumeric text field; 3200 characters; pre-filled from

the FFA – Investigation, FFA – Ongoing, and Progress

Update.

_____________________________________________________________________________________________



Expando Adult Functioning Pre-fills in view only mode with the Adult Functioning

Domains captured on the FFA-Investigations, FFA -

Ongoing and Progress Update, whereby the person was a

participants and domain information captured; displayed

in chronological order, oldest to newest based on the



to oldest.







Adult Functioning narrative will display once directly

beneath the Adult Functioning expando (when

expanded), and then the details for each populated result

will display. When performing the Print command, the

resulting output will be legible and functional for the

user. It will print all of the details within the expandos

and scroll areas regardless if expanded or not.

















_____________________________________________________________________________________________



Progress Update









Initial Intake
















Group Box: Adult Functioning Captures the Adult Functioning domain summary for the

associated FFA-Investigations, FFA – Ongoing and

Progress Update; pre-fills with the documented Adult

Functioning domain information for the person whose

Person Management record is being viewed, which is

captured on the associated FFA-Investigations, FFA –

Ongoing and Progress Update.

Fields: How does the adult

function on a daily

basis?

Captures the domain summary for the associated FFA-

Investigations, FFA – Ongoing and Progress Update for

the person whose Person Management record is being

viewed; plain black text displayed above the narrative

text field; system derived; disabled; alphanumeric text

field; 3200 characters; pre-filled from the FFA-

Investigations, FFA – Ongoing and Progress Update.

_____________________________________________________________________________________________



Expando: Parenting Pre-fills in view-only mode with the Parenting Domains

captured on the FFA-Investigation, FFA-Ongoing and

Progress Updates, whereby the person was a participant

and domain information captured; displayed in

chronological order, oldest to newest based on the



to oldest.







Parenting narrative will display once directly beneath the

Parenting expando (when expanded), and then the details

for each populated result will display. When performing

the Print command, the resulting output will be legible

and functional for the user. It will print all of the details

within the expandos and scroll areas regardless if

expanded or not.

















_____________________________________________________________________________________________



Progress Update









Initial Intake
















Group Box: Parenting Captures the Parenting domain summary for the

associated FFA-Investigations, FFA- Ongoing and

Progress Update; pre-fills with the documented Parenting

domain information for the person whose Person

Management record is being viewed, which is captured

on the associated FFA- Investigations, FFA- Ongoing

and Progress Update.

Fields: General – What are

the overall, typical,

parenting practices

used by the

parents/legal

guardians, and

under what

circumstances?

Captures the domain summary for the associated

Progress Update for the person whose Person

Management record is being viewed; plain black text

displayed above the narrative text field; system derived;

disabled; alphanumeric text field; 3200 characters; pre-

fills from the FFA – Investigation, FFA – Ongoing, and

Progress Update.

_____________________________________________________________________________________________



Buttons Merge Launches the Person Merge page, carrying forward the






_____________________________________________________________________________________________



3 Inventories 3.1 Table Descriptions

Table Name Description

ADDRESS This table maintains all ADDRESS information pertaining to a

PERSON, except Intake Report (Report and Referral). Address

detail consists of home, business and any other address that is

identified as required for FSFN processing. Processes of CM01

(Person Management) build and maintain this information.

CASE_PART

This table maintains information pertaining to the PERSON’s

involved in a CASE or a collateral person about whom

DCF/Community-Based Care /Sheriff’s Office needs to keep

information for assessment or other purposes. A CASE

PART may be any person who has a high degree of relevance to

the family in question. A PERSON may be a case participant,

eligible for payments and in one open out of home episode at a

time, though he/she may participate in a second or third case as a

non-client (a neighbor, attorney, teacher, aunt, etc.), or receiving

in home services or other services. A client is any person for

whom the agency is required to provide either voluntary or

mandated services for such as a court study, services or Interstate

Compact home study or supervision. A CASE PART is assisted

by one or more users at any given time.

CODE_DESC The CODE DESC table is used to house the description fields for

most of the reference data used in FSFN.

PERSON This PERSON table maintains information that identifies an

individual known to DCF/Community-Based Care /Sheriff’s

Office such as name, date of birth, social security number, race,

sex, etc. A PERSON can be a WORKER, REPORT PART,

REFERRAL PART, CASE PART or PROVIDER PART. Primary

search processing is centered around this data.

_____________________________________________________________________________________________



PERSON_AKA

This table maintains a PERSON's record of associated names (also

known as... names); specifically, to satisfy search criteria when

attempting to locate a PERSON and they are known to have used

aliases. Also, this table will support name changes in reference to

instances where a person would legally change their name, i.e.

marriage, divorce, etc.

ZIP_CODE

Zip code reference table for Florida.

_____________________________________________________________________________________________



4 Reference Data 4.1 Drop Downs

FSFN Page: Person Management

Tab Name: Basic

Field Name: Suffix

Table Name: CODE_DESC

Group Id: SUFFPRSN


Tab Name: Basic

Field Name: Gender


Group Id: GNDRPRSN


Tab Name: Basic

Field Name: Type of Birth Verification


Group Id: BRTHVRFY


Tab Name: Basic

Field Name: County


Group Id: REGION


Tab Name: Basic

Field Name: Cause of Death

Table Name:

CODE_DESC_LRG Group

Id: CAUSEDTH


Tab Name: Basic

Field Name: ID Type

Table Name:

CODE_DESC Group

IdPRSNIDFN

_____________________________________________________________________________________________




Tab Name: Basic

Field Name: State

Table Name: STATE_CODE_DESC

Group Id: STATECODE


Tab Name: Basic

Field Name: Primary

Language Table Name:

CODE_DESC Group Id:

LANGUAGE


Tab Name: Basic

Field Name: Secondary

Language Table Name:

CODE_DESC Group Id:

LANGUAGE


Tab Name: Basic

Field Name: Marital

Status Table Name:

CODE_DESC Group

Id: MARSPRSN


Tab Name: Basic

Field Name:

Hispanic/Latino Table

Name: CODE_DESC

Group Id:

HISPPRS

N


Tab Name: Basic

Field Name: Indian

Tribe 1 Table Name:

CODE_DESC Group

_____________________________________________________________________________________________



Id: INDNTRIB


Tab Name: Basic

Field Name: Indian

Tribe 2 Table Name:

CODE_DESC Group

Id: INDNTRIB


Tab Name: Additional

Field Name: Mother Current Status


Group Id: MCURSTAT



Field Name: Father Current

Status Table Name:

CODE_DESC Group Id:

FCURSTAT



Field Name: Mother’s Marital Status at the time of child’s birth

4.2 Table Name: Group Id:



Field Name: Current Relationship of Parents to Each Other


Group Id: PRNREL



Field Name: Client Characteristics 1


Group Id: HSRSCHAR




_____________________________________________________________________________________________




Group Id: HSRSCHAR





Group Id: HSRSCHAR


Tab Name: AKA Names

Field Name: AKA Names

Type Table Name:

CODE_DESC Group Id:

PRSNAKA


Tab Name: Address

Field Name: Address

Type Table Name:

CODE_DESC Group

Id: ADDRPRSN


Tab Name: Address

Field Name: Street/PO

Box/Route Table Name:

CODE_DESC Group Id:

ADSTPORT


Tab Name: Address

Field Name: Unit

Designator Table Name:

CODE_DESC Group Id:

UNITDSG

N


Tab Name: Address

Field Name: Route


Group Id: ROUTTYPE

_____________________________________________________________________________________________




Tab Name: Address

Field Name: FL City

Table Name:

CODE_DESC Group

Id: TOWN


Tab Name: Address

Field Name: County


Group Id: REGION


Tab Name: Address

Field Name: State

Table Name: STATE_CODE_DESC

Group Id: STATECODE


Tab Name: Address

Field Name: Country

Table Name:

CODE_DESC Group

Id:

COUNT

RY


Tab Name: AFCARS/Other Participant Information

Field Name: Child was previously adopted

Values: No, Yes, Unable to Determine


Tab Name: AFCARS/Other Participant Information

Field Name: Age

Adopted Table Name:

CODE_DESC Group

Id:

PRSNAD

PT


_____________________________________________________________________________________________



Tab Name: AFCARS/Other Participant

Information Field Name: Child has a Clinically

Diagnosed Disability Table Name: CODE_DESC

Group Id: DISABLTY

_____________________________________________________________________________________________



4.3 Automated Messages

4.3.1 Person Management – Change to Person Demographic Information Automated

Message

Automated Message Text: A change has been made to the Person Management Record for

Person ID <Person_ID>. The change was made to one or more of the following fields: Name,

Birth Date, Death Date, Cause of Death, SSN and/or Address.

Automated Message Description: When a change is made to one or more of the following

fields: Name, Birth Date, Death Date, Cause of Death, SSN and/or Address, the system sends an

automated message to all workers assigned to the Case, excluding any Hotline Workers

assigned to the Case.

4.4 Hotline Workers Job_Class Values to Exclude

CD_JOB_CLASS TXT_TITLE

22 Hotline

Administration 23

Hotline Counselor

24 Hotline

Counselor Probation

26 Hotline

Technical Staff

4.5 Checklists

• None

4.6 Tasks Due

• None

4.7 Notifications

• None

_____________________________________________________________________________________________



4.8 Text Templates

• None

4.9 Reports

All report designs are documented in the RP01 Reports Topic Paper. Please refer to the CM01

section of that topic paper for information on the reports (if any) related to this topic. Please note

that not all topics have associated reports.

4.10 Triggers

4.10.1 On-Line Trigger Txn Code 103

Description: An online trigger needs to be saved to ONLINE_TRIGGER table, whenever there

is a new record saved or updated to the Person Management page whenever a change occurs on

the Basic tab [any field except Marital Status]. Perform a lookup with id_prsn to EPISODE, and

only create a trigger if at least one has EPISODE.cd_kids = 2 (Note: there probably will be

multiple rows retrieve when EPISODE lookup is performed, but only one row can have cd_kids

= 2)




the Basic Tab [the marital status field]. Perform a lookup with id_prsn to EPISODE, and only

create a trigger if at least one has EPISODE.cd_kids = 2 (Note: there probably will be multiple

rows retrieve when EPISODE lookup is performed, but only one row can have cd_kids

= 2)




the Address tab [any change or addition]. Perform a lookup with id_prsn to EPISODE, and only

create a trigger if at least one has EPISODE.cd_kids = 2 (Note: there probably will be multiple

rows retrieve when EPISODE lookup is performed, but only one row

can have cd_kids = 2)

_____________________________________________________________________________________________



4.11 Batch Programs

None

4.12 Requirements

CCP-018 CMA-003 CMG-007 CMG-029 CMG-032 DGR-003 DGR-006

IA-CASE-001 IA-CASE-002 IA-CASE-003

IA-PERSON-001 IA-PERSON-004 IA-PERSON-006 IA-PERSON-009 IA-PERSON-010 IA-

PERSON-011

Documents

Person Management Topic Paper - Florida's Center for Child ...centerforchildwelfare.fmhi.usf.edu/kb/FSFN/Person...CSEC Modified Person Management 1.2.3.2. Tab topic paper to document