adoption information topic...

Adoption Information

October 09, 2020

_____________________________________________________________________________________________ Adoption Information October 09, 2020 Topic Paper of 58

Change History

Date Modified

CQ M&O/ENH

Stream

Change Description Author(s) Section Modified

Initial FSFN Implementation Team

R3b Updates to functionality from enhancements included in Transformation Project

FSFN Implementation Team

07/21/2013 QA Daryl Edelman Cover page, header, footer, spellcheck

12/16/2014 Updated screenshots for each tab of the Adoption Information page

Matthew Mocniak & Leah Dienger

1.2.1; 1.2.2; 1.2.5; 1.2.7; 1.2.8; 1.2.9; 1.2.10;

01/16/2015 Updated content for Q2 release.

FSFN Enhancements Team

2/18/2015 Pre-existing QA Review FSFN Enhancements Team

02/26/2015 Updated formatting and Table of Contents

Matthew Mocniak Entire Document

08/25/2015 Reviewed content to ensure it is consistent with the application. Inserted comments where it differentiates.

Leah Dienger Entire Document

09/08/2015 Incorporated comments from task listed above.


10/13/2015

Initial Review Supported Platform



11/06/2015 Final Review Supported Platform

Kortney Rudd Entire Document

12/09/2015 CR607 Updated content to reflect CR607 enhancements


01/07/2016 CR607 Reviewed content and updated screenshots


07/10/2018 Amd17 Updated with Amd17 information and reformatted document,

Chris Gosselin General Tab

07/24/2018 Amd17 Peer Review Nicole Balanoff

07/27/2018

Amd 17 Final Review Patricia Atchley Entire Document

05/21/2019 Eligibility Sprint 11 Updates Ingrid Weiss 2.2.1, 2.2.2

07/15/2019 Eligibility Updates per DCF comments from Sprints 11-13

Nicole Balanoff Throughout

11/26/2019 Eligibility Finalized and accepted changes for Eligibility Release 1, 1.5, & 1.75

Melissa Daniel Throughout

08/21/2020 Q120-21 ENH

Sprint 3 Updates

Melissa Daniel 2.1.3

08/25/2020 Q120-21 ENH

Sprint 3 Updates Tyler Daniel 2.1; 2.1.2; 2.1.3; 2.1.4; 2.2; 2.5; 2.7; 2.8; 2.9; 2.10

09/15/2020 Q120-21 ENH

Finalized and accepted changes for Q120-21 Enhancement

Melissa Daniel Throughout


Table of Contents 1 Introduction ..................................................................................................................... 6 2 Pages ................................................................................................................................. 7

2.1 Page - Adoption Information ........................................................................................ 7 2.1.1 Page Overview ...................................................................................................... 7 2.1.2 Page Information (Header) ................................................................................... 8 2.1.3 Background Processing ......................................................................................... 8 2.1.4 Save Processing .................................................................................................... 9 2.1.5 CRUD Matrix........................................................................................................ 9

2.2 Tab – General .............................................................................................................. 10 2.2.1 Tab Overview ...................................................................................................... 10 2.2.2 Tab Information .................................................................................................. 12 2.2.3 Background Processing ....................................................................................... 19 2.2.4 Save Processing .................................................................................................. 22 2.2.5 CRUD Matrix ...................................................................................................... 22

2.3 Pop-up Additional Case Participants .......................................................................... 23 2.3.1 Pop-up Overview ................................................................................................ 23 2.3.2 Pop-up Information ............................................................................................. 24 2.3.3 Background Processing ....................................................................................... 24 2.3.4 Save Processing .................................................................................................. 24 2.3.5 CRUD Matrix...................................................................................................... 24

2.4 Pop-up Link Siblings .................................................................................................. 25 2.4.1 Pop-up Overview ................................................................................................ 25 2.4.2 Pop-up Information ............................................................................................. 26 2.4.3 Background Processing ....................................................................................... 26 2.4.4 Save Processing .................................................................................................. 26 2.4.5 CRUD Matrix...................................................................................................... 26

2.5 Tab – Birth Family ...................................................................................................... 27 2.5.1 Tab Overview ...................................................................................................... 27 2.5.2 Tab Information .................................................................................................. 28 2.5.3 Background Processing ....................................................................................... 30 2.5.4 Save Processing .................................................................................................. 30 2.5.5 CRUD Matrix...................................................................................................... 30

2.6 Pop-up Social/Mental/Physical Conditions ................................................................ 31 2.6.1 Pop-up Overview ................................................................................................ 31 2.6.2 Pop-up Information ............................................................................................. 32 2.6.3 Background Processing ....................................................................................... 32 2.6.4 Save Processing .................................................................................................. 32 2.6.5 CRUD Matrix...................................................................................................... 32

2.7 Tab – Background ....................................................................................................... 33 2.7.1 Tab Overview ...................................................................................................... 33 2.7.2 Tab Information .................................................................................................. 34 2.7.3 Background Processing ....................................................................................... 38 2.7.4 Save Processing .................................................................................................. 38


2.7.5 CRUD Matrix: .................................................................................................... 38 2.8 Tab – Removal/Placement .......................................................................................... 39

2.8.1 Tab Overview ...................................................................................................... 39 2.8.2 Tab Information .................................................................................................. 39 2.8.3 Background Processing ....................................................................................... 41 2.8.4 Save Processing .................................................................................................. 41 2.8.5 CRUD Matrix...................................................................................................... 41

2.9 Tab – Matches ............................................................................................................. 42 2.9.1 Tab Overview ...................................................................................................... 42 2.9.2 Tab Information .................................................................................................. 43 2.9.3 Background Processing ....................................................................................... 44 2.9.4 Save Processing .................................................................................................. 44 2.9.5 CRUD Matrix...................................................................................................... 44

2.10 Tab – Available Status Tab ......................................................................................... 45 2.10.1 Tab Overview ...................................................................................................... 45 2.10.2 Tab Information .................................................................................................. 47 2.10.3 Background Processing ....................................................................................... 48 2.10.4 Save Processing .................................................................................................. 48 2.10.5 CRUD Matrix...................................................................................................... 49

2.11 Pop-up Sibling Web Memo ........................................................................................ 50 2.11.1 Pop-up Overview ................................................................................................ 50 2.11.2 Pop-up Information ............................................................................................. 51 2.11.3 Background Processing ....................................................................................... 51 2.11.4 Save Processing .................................................................................................. 51 2.11.5 CRUD Matrix...................................................................................................... 51

3 Inventories ..................................................................................................................... 52 3.1 Table Descriptions ...................................................................................................... 52 3.2 Reference Data ............................................................................................................ 54

3.2.1 Drop Downs ........................................................................................................ 54 3.2.2 List Boxes ........................................................................................................... 55

3.3 Automated Messages .................................................................................................. 56 3.3.1 Adoption Information Pending Review for Web Authorization ........................ 56 3.3.2 Sibling Group Pending Review for Web Authorization ..................................... 56 3.3.3 Checklists ............................................................................................................ 56

3.4 Tasks ........................................................................................................................... 56 3.4.1 Update Photo and Review Web Narrative .......................................................... 56 3.4.2 Notifications ........................................................................................................ 57 3.4.3 Text Templates .................................................................................................... 57 3.4.4 Reports ................................................................................................................ 57 3.4.5 Triggers ............................................................................................................... 57 3.4.6 Batch Programs ................................................................................................... 57

4 Requirements Included ................................................................................................ 58


1 Introduction Topic SM21: Adoption Information facilitates the Adoption process by providing a central place for the documentation of information concerning a child’s availability for adoption, adoption preferences, recruitment activities including the website information and potential adoption matches. The SM21: Adoption Information topic consists of one main page, called the Adoption Information page, consisting of six tabs. This page is accessible by Case Managers and Adoption Counselors, both before and after a child is available for adoption. The primary worker is responsible for initially creating the Adoption Information page.

In addition to the Adoption Information page, the Maintain Case page allows for the creation of a new case after adoption finalization. Please reference to the SM04a: Maintain Case topic paper for complete details regarding the creation of a new case after adoption finalization.


2 Pages 2.1 Page - Adoption Information

2.1.1 Page Overview

Navigation

To create the Adoption Information page, the user selects the Create Case Work option from the Create drop down on the Banner Bar on the Desktop, and then selects the Adoption Information value from the Adoption drop down in the Create Case Items group box. The user will then select the appropriate case and case participant and click on the Create button. The Adoption Information page can also be created by accessing the Case Book page for the applicable case and selecting the Create Case Work hyperlink located at the top of the page. The Create Case Work page will prevent the user from creating more than one Adoption Information record for a child. If an Adoption Information record exists, the following message will display after the user selects the Create button on the Create Case Work page: “An adoption information record already exists for the participant. Please update the existing record.”

Once an Adoption Information record is created, the user may access the record from the Desktop by drilling down to the Adoption icon for the appropriate case, and then clicking on the Adoption Information hyperlink for that adoption record.

Additionally, the user may access the Adoption Information page from either Case Book or the applicable participant’s Person Book. From Case Book, the user may access the Adoption Information record by viewing the Adoption Information group box and then selecting the applicable participant’s hyperlink. The hyperlink will launch the Adoption Information page. From Person Book, the user may access the page by selecting the Person Book hyperlink next to the applicable person from Desk top or Person Search, and then selecting the applicable


participant hyperlink under the Adoption Information group box.

Page Summary

The page header group box consists of three fields, which are visible from all six tabs: Child’s Name, Status, and Date Adoption Activities Begin. The Child’s Name field pre-fills with the name of the case participant who is selected on the Create Case Work page. The value in the Status field defaults to Null until the Available Current Status drop down, which is located on the Available Status tab, is changed. The value in the Date Adoption Activities Begin field is user entered and should represent the day upon which the adoption casework activities began, including adoption tracking, recruitment, preparation of the child, and so on.

2.1.2 Page Information (Header)

Group Box:

Header

Fields: Child’s Name Name of the child identified for adoption; hyperlink to the child’s Person Management page; system derived from the case participant selected in the Create Case Work page; not user modifiable.

Status The status of the child’s adoption information; defaults to Null system derived from the Available Current Status drop down on the Available Status tab; not user modifiable; disabled and grayed out.

Date Adoption Activities Begin Date on which the adoption worker begins the adoption activities; user entered date field; required.

Complete User selected checkbox to indicate the page is complete; Checking the checkbox and saving will disable all fields on the page; Unchecking the Complete checkbox and saving the page will reenable the page.

Completion Status User selected drop down that is enabled and required when the Complete checkbox is selected; Value options are ‘Adopted’ and ‘Other’.

Other text field Text field that accepts up to 50 characters; Required field when Completion Status is ‘Other’.

2.1.3 Background Processing

• The Status changes from “Available” to “On Hold” and “Withdrawn” after the user selects the related values in the Available Current Status drop down on the


Available Status tab and saves the changes. The worker can update the Status value after selecting Save. Changing the Available Current Status will update the Status accordingly.

• When attempting to create an Adoption Information page from the Create Case work page, if the participant has an open Adoption Information page, the user will receive the following message: “An adoption information record already exists for the participant. Please update the existing record.”

• If the Complete checkbox is checked, the Completion Status dropdown is required to save the page. If the required Completion Status drop down is not selected upon clicking Save, the following validation message displays:

o “Please enter data in the fields which are highlighted – Completion Status.”

• If the Completion Status drop down is selected as ‘Other’, the Other text field is required to save the page. If the Other text field does not have at least one character entered and the page is saved, the following validation message displays:

o “Please enter data in the fields which are highlighted – Completion Status – Other”.

• If the Complete Status drop down is selected as ‘Adopted’, the following fields are required upon saving:

o Child has been Previously Adopted: o Child Placed by: o Child Placed From: o Relationship of Adoptive Parent to Child (1 needs to be selected) o Mother Married at Child’s Birth: o Primary Basis for Special Needs

If any of the required fields are not selected, FSFN displays the following validation message for each validation:

o “Please enter data in the fields which are highlighted - (value)”.

• A case cannot be closed if there is an open Adoption Information page. The page is considered “open” if the Complete checkbox has not been selected.

2.1.4 Save Processing

• Checking the Complete checkbox and saving the page will disable all data elements on the page except the Complete checkbox if all required values are provided. Unchecking the Complete checkbox and saving the page will enable the page and data values for editing again.

2.1.5 CRUD Matrix

• N/A


2.2 Tab – General

2.2.1 Tab Overview

The General tab is used to capture information concerning the child's general appearance, adoption information, and sibling information. In addition, the General tab is used to document specific adoption related information, such as TPR Dates and the expressed intent of any prospective parents who desire to adopt the child.

The fields in the General Appearance group box display basic appearance characteristics of the child who is being identified for adoption. These fields include Gender, Date of Birth, Race, and Ethnicity. These fields are read only, and the data is pre-filled and maintained on the Person Management page.

The Family/Medical History on File group box allows the user to document whether the Birth Father or Birth Mother have a completed Family and Medical History Form on file. The user may indicate whether the child’s Birth and Delivery Records are on file. If the worker indicates if the child is being TPR’d from their adoptive parent(s), then the family and medical history of birth mother and birth father and birth/delivery records are not required as these forms should have been completed prior to the initial adoption.

In the Adoption Information group box, the user specifies if a Life Book is available, and if the child’s birth certificate and/or Social Security card are in the child’s file. The user is also able to document if an Adoption Reunion Registry Brochure was provided to the Birth Parents and Adoptive Parents. The Adoption Information group box also documents the type of adoption placement currently anticipated or being recruited for the child (required). This group box also documents if the child is in an at-legal risk placement and the reason, who the child was placed by, whether the child has been previously adopted, and if efforts were made to place the child without provision of subsidy or medical assistance. The previously adopted field is pre-filled and not user selected.


The Relationship of Adoptive Parent to Child group box provides for multi-selection of four check boxes which include Foster Parent; Other Non-Relative; Other Relative; and Step Parent. The Child had been Previously Adopted pre-fills from Person Management and is disabled and grayed out. Each time the Adoption Information page is launched, the “Child has been Previously Adopted” field dynamically updates based on the Person Management record. In addition, some of this information documented pre-fills over to the Adoption Eligibility page.

The Expressed Intent to Adopt group box requires the entry of at least one row prior to successfully saving the Adoption Information page for the first time. A radio button selection of Yes provides users with the ability to document the expressed intent of any prospective adoptive parent(s) who have verified their intentions of adopting the child. The radio button selection of N/A is applicable in any situation where a Prospective Parent(s) does not exist or when there is more than one Prospective Parent(s) that has expressed an interest in adopting the child. Once a row identifying a Prospective Parent(s) has been documented and the page has been successfully saved, the user is then able to withdraw the expressed intent row and document a new row identifying either a new Prospective Parent(s) or N/A if no Prospective Parent(s) exists for the child. It may be typical in some cases that Prospective Parent(s) are identified, documented, and then they withdraw their consent. Users must remember that if an Expressed Intent row is withdrawn or inaccurately reflecting the child’s current Prospective Parent(s) situation, then a new row must be inserted to maintain the accurate, updated status.

The TPR Group box will display the TPR dates for the child’s mother and other possible fathers. The TPR date will pre-fill from the max dates from Legal module and/or any relevant Private Adoption pages and are based on Person ID.

The Sibling Information group box displays the name of the siblings in the Name Of Sibling field and the siblings’ Dates of Birth, if the siblings are currently placed with the child, and their Sibling Group ID.

The user can indicate if the child has siblings by selecting the “Child Has Siblings” check box. Upon creation of the Adoption Information page, sibling information will pre-fill potential siblings from the case where the participants have been identified with relationship values of Brother/Sister, Half Brother/Half Sister, or Stepbrother/Stepsister. A Delete hyperlink will display with each potential sibling, allowing the user to remove those participants who should not be listed in the Sibling Information group box. If there are not any names listed in the Sibling Information group box, checking the “Child Has Siblings” check box will launch the Additional Case Participants pop-up page and insert a row into the Sibling Information group box requiring at least one sibling to be documented prior to saving the Adoption Information page. If subsequent siblings need to be added, the worker will select the Insert button to launch the Additional Case Participants pop-up page. The worker will select participant(s) to add, which will insert a new row(s) to the “sibling information” group box. The pop-up page will only display those case participants that are not currently listed in the siblings information group box.

If the child is going to be recruited with his/her siblings for adoption, the user can click the Create button next to the Sibling Group ID field. A pop-up page will display to select the child’s siblings. Once the siblings are identified and the user clicks the Create button, a new


Sibling Group ID is generated and displayed within the associated text field. The generated Sibling Group ID will be recorded on the child’s Person Management page and is not user modifiable. Once the page has been saved at least once, if the user tries to click the Create button when no siblings are listed in the Sibling Information group box, the following validation message will be displayed: “This child has no siblings listed. Please add sibling(s) before creating Sibling Group ID.”

Adjacent to the Create button are Link and De-link hyperlinks. The Link hyperlink may be used if a Sibling Group ID for a child within a sibling group has already been created. Clicking the Link hyperlink will launch the “Link Siblings” pop-up page. The user can select the child associated with the Sibling Group. The Sibling Group ID will be recorded on the child’s Person Management page and will display on the Adoption Information page. Once siblings have been linked, the De-link hyperlink displays and may be used to remove the Sibling Group ID associated with the child. This hyperlink will only display if the child has a Sibling Group ID on record.

The Options drop down allows the user to create/update the Sibling Web Memo (if applicable) and launch the following templates:

• Affidavit and Acknowledgement of Surrender, Consent, and Waiver of Notice

• Memorandum of Agreement

Additional elements on the page are such that the system features:

• System derives and pre-fills the indicator if the child has been previously adopted from Person Management

• Provides for multi-selection of the Relationship of Adoptive Parent to Child

• Provides additional, applicable values for “Child Placed By” 2.2.2 Tab Information

Group Box:

General Appearance

Fields: Gender Gender of the child; system derived from the Person table; not user modifiable; disabled and grayed out.

DOB Date of birth of the child; system derived from the Person table; not user modifiable; disabled and grayed out.

Race Race of the child; system derived from the Person table; not user modifiable; disabled and grayed out; displays all selected Race values separated by commas.

Ethnicity Ethnic background of the child; system derived from the Person table; not user modifiable; disabled and grayed out; displays


the selected Ethnicity if single selection; if multiple values are selected then “Multi-Ethnicity” displays.

Group Box:

Family/Medical History on File

Fields: Birth Father User selected check box indicating the Birth Father's Family/Medical History is on file; defaults to not checked; not required.

Birth Mother User selected check box indicating the Birth Mother's Family/Medical History is on file; defaults to not checked; not required.

Birth and Delivery Records User selected check box indicating the Birth and Delivery Records are on file; defaults to not checked; not required.

N/A Child is Being TPR’d from Adoptive Parent(s):

User selected check box indicating other values are not applicable as child is in the process of having Termination of Parental Rights from Adoptive parents; defaults to not checked; not required.

Group Box:

Adoption Information

Fields: Life Book Available Indicates if the child’s life book was created and is available; user selected check box; defaults to not checked; not required.

Birth Certificate in File Indicates if a copy of the child’s birth certificate is on file; user selected check box; defaults to not checked; not required.

Social Security Card in File Indicates if a copy of the child’s Social Security card is on file; user selected check box; defaults to not checked; not required.

Adoption Registry Reunion Brochure - Birth Parents

Indicates if the child’s Birth Parents were provided with the Adoption Registry Reunion Brochure; defaults to not checked; not required.

Adoption Registry Reunion Brochure - Adoptive Parents

Indicates if the child’s Adoptive Parents were provided with the Adoption Registry Reunion Brochure; defaults to not checked; not required.

Child has been Previously Adopted

System derived from Person Management; disabled and grayed out; not user modifiable. Note: From Person Management Yes = Yes; No = No; and Unable to Determine = Unable to Determine.

At Legal Risk Indicates the legal risk status of the child identified for Adoption; user-selected drop-


down list. Child Placed By Specification of the agency type by which the

child is placed; user-selected drop-down list; AFCARS field, not required.

Child Placed From Indicates where the child was placed from AFCARS Adoption Element 33; user-selected drop down; enabled; not required.

Adoption Placement Type Indicates the adoption placement type being recruited for the child. User-selected drop-down list; required to save.

Relationship of Adoptive Parent to Child

Indicates the relationship of the adoptive parent to the child; Adoption and Foster Care Analysis and Reporting System (AFCARS) Adoption Elements 29-32; 4 check boxes to provide for multi-selection including Foster Parent; Other Relative; Other Non-Relative; and Step Parent; user selected; enabled; defaults to all unchecked.

Were efforts made to place the child without provision of subsidy or medical assistance?

Indicates whether the efforts were made to place the child without provision of subsidy or medical assistance; user selected radio button; not required.

List Efforts Required user entered text box only if ‘Yes’ is selected, indicating that efforts were made to place the child without provision of subsidy or medical assistance; otherwise, disabled and grayed out; not user modifiable.

Were the prospective parent(s) willing to adopt without subsidy?

Indicates whether the prospective parent(s) are willing to adopt without subsidy; user selected radio button; required if ‘Yes’ is selected indicating that efforts were made to place the child without provision of subsidy or medical assistance; otherwise disabled and grayed out; not user modifiable.

Group Box:

Expressed Intent to Adopt

Prospective Parent(s) Expressed Intent to Adopt

User selected radio button of either ‘Yes’ or ‘N/A’ to indicate if a Prospective Parent(s) has expressed an intent to adopt the child; selection of one is required in order to save the page for the first time; selection of ‘Yes’ requires the Date of Expressed Intent and the Provider must be searched and selected in order to save the page; selection of N/A can be selected in order to save the page.


Date of Expressed Intent User entered date field; conditionally enabled and required if Yes is selected for Prospective Parent(s) Expressed Intent to Adopt; otherwise disabled and grayed out; displays as MM/DD/YYYY; must be a current or past date that cannot be equal to the date of another row and must be greater than the previous rows.

Provider ID Hyperlink; conditionally displayed and the search and selection of a provider is required if Yes is selected for Prospective Parent(s) Expressed Intent to Adopt; otherwise hidden and not displayed; clicking the Provider Search hyperlink launches the Provider Search page; once a Provider is searched and selected the hyperlink dynamically changes from Provider Search to display the Provider ID as a hyperlink; the user is able to click the Provider ID hyperlink to relaunch the Provider Search page in the event the wrong provider was selected; once the Prospective Parent(s) Intent to Adopt is Yes AND the Date of Expressed Intent is entered AND the Provider is searched and selected AND the Adoption Information page is successfully saved the hyperlink will no longer display and the Provider ID will be disabled in plain black text.

Provider Name System derived based on the searched and selected Provider; displays as Last Name, First Name, Middle Name Suffix; plain black text; read only.

Expressed Intent Withdrawn User date field indicating the date that the previously documented Prospective Parent(s) withdraw their expressed intent to adopt the child; enabled once the row is initially created and the page is saved; otherwise disabled and grayed out; cannot precede the Date of Expressed Intent; cannot be a future date, can only be current or past.

Reason User selected drop down indicating the reason why an Expressed Intent was withdrawn; conditionally enabled and required once the Expressed Intent Withdrawn date is entered; otherwise disabled and grayed out; values available for selection include the following:


Family Not Selected, AARC Recommendation, Ineligible to Adopt, No Longer Interested, Other.

Description Alphanumeric text field conditionally enabled and required if Other is selected from the Reason drop down; otherwise disabled and grayed out.

Action Column containing Delete hyperlink available for selection once a new row is created and saved in order to delete any rows created in error.

Buttons Insert User selected button launches the “Additional Case Participants” pop-up; adds a new row in the Sibling Information group box. In the Prospective Parent(s) Expressed Intent to Adopt group box, the Insert button is enabled for user to insert a new row within the repeating group box.

Links: Provider Search Located in the Prospective Parent(s) Expressed Intent to Adopt group box, this hyperlink conditionally displays to search and select a provider; required if Yes is selected for Prospective Parent(s) Expressed Intent to Adopt; otherwise hidden and not displayed. Clicking the hyperlink launches the Provider Search page; once a Provider is searched and selected, the hyperlink dynamically changes from Provider Search to display the Provider ID as a hyperlink and then as plain black text once the Adoption Information page is successfully saved.

Group Box:

TPR Dates

Fields: TPR Date Date on which the child who is being placed for Adoption was TPR’d from his/her mother or father; this is a pre-filled date field from the Legal Module or any non-voided Private Adoption page and is based on Person ID.

Applies To Indicates which parent(s) has been TPR’d from the child. Pre-filled ‘Applies To’ field on the Legal Action page or Birth Mother/Birth Father expando on the Private Adoption page; Pre- fills from the Legal module; Values include Father, Father- Birth, Father –Legal, Father- Putative, Mother,


Parents; not required. Results Result of the Legal Action Initiated; Pre-fills

from the Legal module; Values include Granted Mother, Granted Father, Granted All; not required.

Group Box:

Sibling Information

Fields: Child has Siblings Indicates that the child has siblings; pre-selected if siblings pre-fill into the Sibling Information group box; enabled; user selected check box, if not pre-selected by system; not required; if un-checked, system prompts the user with a validation message described in background processing; if not pre-selected by the system and the user selects the check box, the ‘Additional Case Participants’ pop-up page will be displayed for the user to select a participant; if no participant is selected, the check box will remain unchecked.

Sibling Group ID ID field that is stored on the child Person Management page; system generated when user clicks Create button or after selecting the applicable sibling on the Link Sibling pop-up page and populates with the Sibling Group ID associated with the selected sibling; not required

Name of Sibling The sibling names of the children; pre-fills based on the check box(es) selected on the Additional Case Participants pop-up page when either the Child has Siblings check box is selected or upon clicking Insert; system derived based on the participant’s Person Management record and displays as Last Name Suffix, First Name Middle Name; displays as a hyperlink to launch the Person Management record.

D.O.B Displays the siblings Date of Birth of sibling; pre-fills from Person Management.

Currently Placed With Sibling Indicates whether or not the child is currently placed with the respective sibling; user selected check box; defaults to not checked; not required.

Sibling Group ID Pre-fills with the Sibling Group ID associated with the child; not required.

Options: Sibling Web Memo Opens the Sibling Web Memo document in


Microsoft Word. Affidavit and Acknowledge of

Surrender, Consent, and Waiver of Notice

Opens the Affidavit and Acknowledge of Surrender, Consent, and Waiver of Notice document in Microsoft Word.

Memorandum of Agreement Opens the Memorandum of Agreement document in Microsoft Word.

Links Link User selected hyperlink launches “Link Siblings” pop-up page to select the applicable sibling; displays after the page has been saved the first time; used to link the child to a Sibling Group ID.

Delink User selected hyperlink used to delink the child from their Sibling Group ID.

Delete User selected hyperlink used to remove a sibling from the Sibling Information group box.

Buttons: Create User selected button generates Sibling Group ID. This ID will be recorded on the child’s Person Management record and on the sibling information section of the Adoption Information page.

Save Standard Save Processing. Upon clicking Save, the Date Adoption Activities Begin and Adoption Placement Type fields must be documented; in addition, there must be at least one completed row inserted within the Expressed Intent to Adopt group box; a "completed" row means that a row has been inserted and EITHER (a) N/A has been selected for Prospective Parent(s) Expressed Intent to Adopt or (b) Yes has been selected for Prospective Parent(s) Expressed Intent to Adopt AND Date of Expressed Intent has been entered and meets the criteria AND a Provider has been searched and selected; if all the criteria has not been met a validation message will displays that states the following: "You must have at least one Expressed Intent to Adopt row inserted in order to save the Adoption Information page." <OK>; this also means that after successfully saving the Adoption Information page, if all rows are deleted, upon attempting to save the


user will receive the same validation message; finally, upon saving if the Prospective Parent(s) Expressed Intent to Adopt = Yes, the Adoption Placement Type cannot be No Identified Family; similarly, if the Prospective Parent(s) Expressed Intent to Adopt = NA, the Adoption Placement Type must be = No Identified Family; these validations are run upon every save.

Close Standard Close Processing. Go Accesses the user-chosen value from the

Options drop down. 2.2.3 Background Processing

• Information in the General Appearance group box is retrieved from the Person table.

• Once the Prospective Parent(s) Intent to Adopt is Yes AND the Date of Expressed Intent is entered, AND the Provider is searched and selected, AND the Adoption Information page is successfully saved the Yes/ N/A selection becomes disabled and grayed out. Once N/A is selected and the Adoption Information page is successfully saved the Yes/ N/A selections become disabled and grayed out.

• The Date of Expressed Intent field is enabled and required if Yes is selected for Prospective Parent(s) Expressed Intent to Adopt; otherwise, this field is disabled and grayed out. User response is accepted whether the user enters the / or not. If the user enters just numbers, the application will format it as MM/DD/YYYY. If the user doesn’t enter at least 8 digits, then the application will display the following validation message: “Please enter a valid date.” <OK>. The date entered cannot be a future date; it must be current or past. Furthermore, for each new row inserted, the date cannot be equal to the date of another row and must be greater than the previous rows’ Date of Expressed Intent. Once the Prospective Parent(s) Intent to Adopt is Yes AND the Date of Expressed Intent is entered, AND the Provider is searched and selected, AND the Adoption Information page is successfully saved the date field becomes disabled and grayed out.

• Provider ID and Provider Name in the Expressed Intent to Adopt group box is system derived based on the searched and selected Provider.

• The column labeled Expressed Intent Withdrawn is conditionally enabled, but not required once the Prospective Parent(s) Intent to Adopt is Yes AND the Date of Expressed Intent is entered, AND the Provider is searched and selected, AND the Adoption Information page is successfully saved. Otherwise, this field is disabled and grayed out. The user entered date cannot precede the Date of Expressed Intent nor can it be a future date. It can only be current or past date. Once the Expressed Intent Withdrawn date is entered AND Reason selected AND Description (if applicable) entered AND the Adoption Information page is successfully saved the


Expressed Intent Withdrawn field becomes disabled and grayed out.

• The column labeled Reason in the Expressed Intent to Adopt group box contains a user selected drop down. It is a conditionally enabled and required drop down once the Expressed Intent Withdrawn date is entered; otherwise it is disabled and grayed out. Once the Expressed Intent Withdrawn date is entered AND Reason selected AND Description (if applicable) entered AND the Adoption Information page is successfully saved the Reason field becomes disabled and grayed out.

• The column in the Expressed Intent to Adopt group box that is labeled Action contains a Delete hyperlink. The Delete hyperlink is displayed as soon as the row is inserted in the event the row was inserted in error. The Delete hyperlink continues to display once the Adoption Information page has been successfully saved. Upon selecting the Delete hyperlink, a validation prompt is displayed asking if the user is sure s/he wishes to delete the selected row <Yes><No>.

• The Insert button in the Expressed Intent to Adopt group box is enabled upon initial creation of the Adoption Information page prior to saving the first time because at least one row must be inserted before being able to successfully save the Adoption Information page for the first time.

• Upon clicking the Insert button within the Expressed Intent to Adopt group box, the system will validate that all rows already existing contain the Expressed Intent Withdrawn date. This is because you can only have one family where there is an expressed intent to adopt the child. Therefore, upon clicking Insert if there are any rows where the Expressed Intent Withdrawn date field is null (blank), the following validation message is displayed: There can only be one active Expressed Intent to Adopt record, where the Expressed Intent Withdrawn date field is empty, at any given time. Please make the necessary updates before inserting a new record. <OK>

• An additional validation must also be added as follows: upon saving if the Prospective Parent(s) Expressed Intent to Adopt = Yes, the Adoption Placement Type cannot be No Identified Family; similarly, if the Prospective Parent(s) Expressed Intent to Adopt = NA, the Adoption Placement Type must be = No Identified Family; these validations must be run upon every save.

• There should be one additional qualifier on that edit which stipulates the following: An additional validation must also be added as follows: upon saving if the most recent Prospective Parent(s) Expressed Intent to Adopt record = Yes, the Adoption Placement Type cannot be No Identified Family; similarly, if the most recent Prospective Parent(s) Expressed Intent to Adopt record = NA, the Adoption Placement Type must be = No Identified Family; these validations must be run upon every save. Most recent is the latest record inserted which is reflected at the bottom of the scroll. Therefore, if a row is inserted and hasn't been saved yet, upon saving the new record (row) inserted is what will be compared to the Adoption Placement Type.

• Information in the Sibling Information group box is retrieved from Case_Part table upon creation of the Adoption Information page. Sibling names will pre-fill of case


participants with relationship values of Brother/Sister, Stepbrother/Stepsister or Half-brother /Half- sister.

• If the user clicks on a sibling name/ID hyperlink, the participant's person management record is launched.

• If the user clicks on the Delete hyperlink (prior to Save) to the right of a row in the Names of Siblings group box, a message displays, “Are you sure you want to delete currently selected information?”

• Upon creating the Adoption Information page, if the child has siblings that pre-fill into the “Sibling Information” group box, the system pre-selects the “Child Has Siblings” check box.

• If the user deselects the Child Has Siblings check box, a message displays, “Un-checking the Child Has Siblings check box will delete all siblings listed on the Adoption Information page. Do you want to delete all siblings from the Adoption Information page?”

• If the user clicks the “Child Has Siblings” check box, the “Additional Case Participants” pop-up page will be launched. The selected participant(s) Name, DOB and Sibling Group ID (if applicable) will display within the Sibling Information group box. If no case participant(s) are selected, the check box will remain unchecked.

• If the user clicks the Create button next to the Sibling Group ID field, a Sibling Group ID will be created. The Sibling Group ID will also be recorded to the Person table.

• If no siblings are listed in the Sibling Information Group box, the user will receive a validation message when they click the Create button. “This child has no siblings listed. Please add sibling(s) before creating a Sibling Group ID.”

• Once the page has been saved the first time and when the user clicks on the Link hyperlink to the right of the Sibling Group ID field, the “Link Siblings” pop-up page will be launched. The user can then select the existing sibling for which a Sibling Group ID has already been created. Once a sibling is selected from the “Link Siblings” pop-up page, their Sibling Group ID will be filled on the Adoption Information page and on the child’s Person Management record.

• The Delink hyperlink will only be displayed if the child has a Sibling Group ID on record. When the child is delinked to all siblings, the sibling group ID should be deleted on the Adoption Information page for this child and on the Person Management page. It is possible for a child to be linked to siblings for recruitment activities and then later be delinked from all siblings and recruitment activities as necessary for the individual child.

• Each time the Adoption Information page is launched the “Child has been Previously Adopted” field dynamically updates based on the Person Management record.



• Save Processing is initiated by clicking on the Save 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.”

• Upon clicking Save, there must be at least one completed row inserted within the Expressed Intent to Adopt group box, this is in addition to the requirement that the Date Adoption Activities Begin and Adoption Placement Type fields must be documented.

• A “completed” row within the Prospective Parent(s) Expressed Intent to Adopt group box means that a row has been inserted and EITHER (a) N/A has been selected for the Prospective Parent(s) Expressed Intent to Adopt or (b) Yes has been selected for Prospective Parent(s) Expressed Intent to Adopt AND Date of Expressed Intent has been entered and meets the criteria AND a Provider has been searched and selected. If all the criteria has not been met, a validation message will display that states the following: “ You must have at least one Expressed intent to Adopt row inserted in order to save the Adoption Information page.” <OK>

• If upon successfully saving the Adoption Information page all rows in the Prospective Parent(s) Expressed Intent to Adopt group box have been deleted, upon attempting to save, the user will receive the same validation message as above: “You must have at least one Expressed Intent to Adopt row inserted in order to save the Adoption Information page.” <OK>.

• Upon saving the page, if the Prospective Parent(s) Expressed Intent to Adopt = yes, the Adoption Placement Type cannot be No Identified Family. Similarly, if the Prospective Parent(s) Expressed Intent to Adopt = N/A, the Adoption Placement Type must be No Identified Family. These validations must be run upon every save.

• Information entered and selected on this tab is saved to the ARE_REGISTRATION table.

• Information entered in the Names of Siblings group box is saved to the ARE_SIBLINGS table.

2.2.5 CRUD Matrix

Table Create Read Update Delete ARE_REGISTRATION X X X

PERSON X

ARE_SIBLINGS X X X X


2.3 Pop-up Additional Case Participants

2.3.1 Pop-up Overview

Navigation

The user accesses this page by clicking the Insert button or the Child has Siblings check box on the General tab of the Adoption Information page. This pop-up page allows the user to view and select participants that are not already included in the ’Sibling Information’ group box.

Pop-up Summary

When accessed from the General tab, the user can select the check box for the appropriate participant(s) from the pop-up page and click the Continue button for insertion into the Siblings Information group box.


2.3.2 Pop-up Information

Group Box:

Additional Case Participants

Fields: Select Check box to be checked for user to add participant to the Sibling Information group box.

Person Name Name of the case participant; system generated with the participants that are currently not listed in the Siblings Information group box.

DOB DOB of the case participant; system generated.

Options: None Links: None Buttons: Continue Returns the user to the General Tab on the

Adoption Information page and populates the Name of Sibling, DOB, and Sibling Group ID (if applicable) fields with the selected case participant(s).

Close Standard Close Processing.


• The participant(s) selected on the Add Participant pop-up page will populate the Name of Sibling and DOB fields within the Sibling Information group box.

• The Add Participant pop-up page will only display case participants that are not already displayed within the Sibling Information group box.


• Information selected on this pop-up page is saved to the ARE_REGISTRATION table.

• Information entered in the Names of Siblings group box is saved to the ARE_SIBLINGS table.

2.3.5 CRUD Matrix


PERSON X

ARE_SIBLINGS X X X X


2.4 Pop-up Link Siblings


Navigation

The user accesses this page by clicking the “Link” hyperlink on the General tab of the Adoption Information page. This pop-up page allows the user to view and select a participant that has a Sibling Group ID.

Pop-up Summary

When accessed from the General tab, the “Link Sibling” pop-up page will display potential sibling names, DOB, and their associated Sibling Group ID. The user can select the radio button for one sibling to be associated and click the Continue button. The user will be returned to the Adoption Information page and the Sibling Group ID will be displayed next to the Sibling Group ID label. The “link” hyperlink is then replaced with the “delink” hyperlink.

Please note that the “Link Sibling” pop-up page will display all case participants for selection, not just those that are listed within the Sibling Information group box. However, if a case participant is selected that does not have a Sibling Group ID, the user will receive the following validation message:

“The case participant selected does not have a Sibling Group ID. Please select a case participant associated with a Sibling Group ID.”



Group Box:

Link Sibling

Fields: Select Check box to be checked for user to link a case participant to the Sibling Information group box.

Person Name Name of the case participant; system generated all case participants.

DOB DOB of the case participant; system generated.

Options: None Links: None Buttons: Continue Returns the user to the General Tab on the

Adoption Information page and populates selected participants’ Sibling Group ID next to the Sibling Group ID label.



• The Sibling Group ID of participant selected on the Link Sibling pop-up page will populate next to the Sibling Group ID label, as well as, the participant’s Person Management record.

• The Link Participant pop-up page will display all case participants. However, if the case participant selected does not have a Sibling Group ID, the user will receive a validation message indicating that the participant they have selected does not have a Sibling Group ID and they must select a participant with a Sibling Group ID.


• Information selected on this pop-up page is saved to the ARE_REGISTRATION table.

• Information entered in the Names of Siblings group box is saved to the PERSON table.

2.4.5 CRUD Matrix


PERSON X X


2.5 Tab – Birth Family

2.5.1 Tab Overview

The purpose of this tab is to record information about the child’s birth parents and the birth parents’ families. This information about birth families can be important to potential adoptive parents and valuable to the adoptive child at a later point in time.

Since many of a child’s problems may be inherited or learned from his/her parent(s), it is important to document the known social, mental, and physical problems of the parent(s) in order to better understand the problems that the child may currently have or may develop. The documentation of these may suggest a need to look deeper into the child’s family and medical history.

The Birth Mother’s Family group box and Birth Father’s Family group box capture the same information. The birthdates will pre-fill from the parents’ Person Management records. The Age at Child’s birth will be calculated by the system and pre-fill. Father Married at Child’s Birth is a user-selected drop-down field. The Mother Married at Child’s Birth field is system derived and pre-fills from Person Management.

The Social/Mental/Physical Conditions expando is security driven. Security to expand this expando will be given to the Worker(s) assigned to the case, Case Manager, Adoption Specialists, Adoption Reunion Registry Specialists, and their supervisors.

When the Social/Mental/Physical Conditions expando is expanded, the Unknown check box, Social/Mental/Physical conditions pop-up selection page, and Other Conditions narrative text box will be displayed. When the user checks the Unknown check box, the Add/Edit button will be disabled. The Social/Physical/Mental textbox values are derived from user-selected check boxes located on the Social/Physical/Mental conditions pop-up. The Other conditions text box


is disabled by default. This textbox will only become enabled if the user selects “Other,” “Other Terminal,” or “Other Genetic” check boxes in the Social/Physical/Mental conditions pop-up.

2.5.2 Tab Information

Group Box:

Birth Mother’s Family

Fields: Birthdate Date of birth of the birth mother; system derived from Person Management record; not user modifiable; disabled and grayed out.

Age at Child’s Birth The age of the mother at the time of the child’s birth; system derived; not user modifiable; disabled and grayed out.

Mother is Deceased Indicates whether the child’s birth mother is deceased; user-selected check box; defaults to not checked; not required.

Mother Married at Child’s Birth Indicates whether the child’s mother was married at the time of the child’s birth; AFCARS field, system derived and pre-filled from Person Management in the following manner: Deceased, Divorced, Never married and Widowed = No; Married and Separated = Yes; Unknown = blank and Unable to Determine = Unable to Determine. Furthermore, all previously existing Adoption Information pages capturing the value of "Other" must be mapped to "Unable to Determine" until changed to an active value on Person Management.

Expando Social/Mental/Physical Conditions:

User selected expando. When selected, the Social/Mental/Physical Conditions can be documented.

Unknown Indicates that Social/Mental/Physical Conditions from the Mother’s family are unknown. When checked, Add/Edit button is disabled. Defaults to not checked; not required.

Social/Mental/Physical Conditions

Specification of the social, mental, and physical conditions that the birth mother’s family had or has; values derived from user selected check boxes located on the Social/Physical/Mental conditions pop-up; not user modifiable (must edit via the Social/Physical/Mental Conditions pop-up); not required.


Other Conditions Text box will be enabled if the user selects “Other,” “Other Terminal,” or “Other Genetic” check boxes in the Social/Physical/Mental conditions pop-up; not required.

Group Box:

Birth Father’s Family

Fields: Birthdate Date of birth of the birth father; system derived from Person Management record; not user modifiable; disabled and grayed out.

Age at Child’s Birth The age of the father at the time of the child’s birth; system derived.

Father is Deceased Indicates whether the child’s birth father is deceased; user- selected check box; defaults to not checked; not required.

Father Married at Child’s Birth Indicates whether the child’s father was married at the time of the child’s birth; user selected drop down; defaults to none selected; not required.

Expando Social/Mental/Physical Conditions:

User selected expando. When selected, the Social/Mental/Physical Conditions can be documented.

Unknown Indicates that Social/Mental/Physical Conditions from the Father’s family are unknown. When checked, Add/Edit button is disabled. Defaults to not checked; not required.


Specification of the social, mental, and physical conditions that the birth father’s family had or has; values derived from user selected check boxes located on the Social/Physical/Mental conditions pop-up; not user modifiable (must edit via the Social/Physical/Mental Conditions pop-up); not required.

Other Conditions Text box will be enabled if the user selects “Other,” “Other Terminal,” or “Other Genetic” check boxes in the Social/Physical/Mental conditions pop-up; not required.

Links: None Buttons: Add/Edit Launches the Social/Physical/Mental

Conditions pop-up page. The user selects the appropriate check boxes and then clicks on the Continue button to return to the Birth


Parents tab where these selections are displayed in the appropriate group box.

Save: Standard Save Processing. Close Standard Close Processing.


• Checking the Unknown check box will disable the Add/Edit button.

• Clicking on the Add/Edit button launches the Social/Mental/Physical Conditions pop-up page.

• The user is able to add or remove a condition from the Social/Mental/Physical Conditions list boxes in the Birth Mother’s Family and Birth Father’s Family group boxes by choosing the Add/Edit button and making the appropriate selection(s) in the Social/Mental/Physical Conditions pop-up.

• Selecting “Other,” “Other Terminal,” or “Other Genetic” check boxes in the Social/Physical/Mental conditions pop-up will enable the Other Conditions textbox.

• The information in the Social/Mental/Physical Conditions list boxes are retrieved from the ARE_Other table.


• Save Processing is initiated by clicking on the Save 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.’

• Information in the Social/Mental/Physical Conditions list boxes in the Birth Mother’s Family and Birth Father’s Family group boxes on the Birth Parents tab are saved to the ARE_OTHER table.

• After clicking on the Continue button on the Social/Mental/Physical Conditions pop-up page, these values populate in the appropriate Social/Mental/Physical Conditions group box on the Birth Parents tab.

2.5.5 CRUD Matrix


ARE_OTHER X X X X


2.6 Pop-up Social/Mental/Physical Conditions


The Social/Mental/Physical Conditions pop-up page allows the user to add and remove conditions that will then display in the Birth Mother’s Family and Birth Father’s Family group boxes, respectively. The pop-up is launched by clicking on the Add/Edit button on the Birth Family tab of the Adoption Information page. The Social/Mental/Physical Conditions pop-up contains a list of conditions with check boxes to the left of each one. The user can select and de-select as many values as appear in the pop-up by utilizing the scroll bar. Once all selections have been made, the user will select the Continue button to return to the Birth Family tab of the Adoption Information page. The selections will then display under the Social/Mental/Physical Conditions expand; however, they are not saved until the Save button on the base page is selected. If the user selects the Close button on the pop-up (instead of the Continue button), a message will launch, asking the user if they would like to save changes before closing the page. This is the same message launched when the user selects the Close button on the Adoption Information page, prior to saving. The user can click the Add/Edit button on the Birth Family tab of the Adoption Information page and launch the pop-up page to edit the information that displays in the Social/Mental/Physical Conditions group box at any time (even after save).



Group Box:


Fields: Check boxes for all conditions available for user selection; not required; defaults to unchecked.

Buttons: Continue Returns the user to the Birth Family tab of the Adoption Information page and displays the information that was selected on the pop-up page in the Social/Mental/Physical Conditions group box. The information is not saved, however, until the user clicks on the Save button to invoke standard Save processing.



• The information in the Social/Mental/Physical Conditions pop-up is retrieved from the ARE_Other table.

• If the user clicks on the Close button on the pop-up instead of the Continue button, a message is launched asking, “Save changes before closing the pop-up page?”


• Save Processing is initiated by clicking on the Save 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 pop-up page.”

• Information selected in the Social/Mental/Physical Conditions pop-up page, launched from the Birth Parents tab, is saved to the ARE_OTHER table.

2.6.5 CRUD Matrix

Table Create Read Update Delete ARE_OTHER X X X X


2.7 Tab – Background

2.7.1 Tab Overview

The Background tab is used to display information pertaining to the child’s most recent approved Foster Care Rate Setting in the Out of Home Placement. This information will be view only for the user to review. The user may then document the child’s Characteristics in the drop downs for Emotional, Behavioral, Physical, Intellectual Disabilities, Exceptional Educational Needs, Visual or Hearing Disabilities, and Other Condition Requiring Special Care. The responses to these fields are needed for the disability search on the Adoption website. The Description of Child’s Condition is required only if one or more of the fields indicates a response other than “None.”

The Physical Appearance Description text box is optional and is used to document any other physical characteristics. In addition, it captures a child’s Special Needs and the Primary Basis for Special Needs, which is specific to AFCARS reporting.



Group Box:

Emotional

Fields: “Minimal” Expando User selected expando. When selected, the Minimal Emotional Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Moderate” Expando User selected expando. When selected, the Moderate Emotional Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Intensive” Expando User selected expando. When selected, the Intensive Emotional Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

Group Box:

Behavioral

Fields: “Minimal” Expando User selected expando. When selected, the Minimal Behavioral Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Moderate” Expando User selected expando. When selected, the Moderate Behavioral Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Intensive” Expando User selected expando. When selected, the Intensive Behavioral Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

Group Box:

Physical

Fields: “Minimal” Expando User selected expando. When selected, the Minimal Physical Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Moderate” Expando User selected expando. When selected, the


Moderate Physical Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

“Intensive” Expando User selected expando. When selected, the Intensive Physical Care Needs questions responses are displayed view-only on the page; populates from most recent approved foster care rate setting.

Group Box:

Characteristics

Fields: Emotional User selected drop down; values include minimal, moderate intensive, and none; response to this field is needed for the disability search on the Adoption website.

Behavioral User selected drop down; values include minimal, moderate intensive, none.

Physical User selected drop down, values include minimal, moderate intensive, and none; response to this field is needed for the disability search on the Adoption website.

Intellectual User selected drop down; values include minimal, moderate intensive, and none; response to this field is needed for the disability search on the Adoption website.

Exceptional Education Needs User selected drop down; values include minimal, moderate intensive, none, or gifted. Response to this field is needed for the disability search on the Adoption website.

Visual or Hearing Disabilities User selected drop down; values include minimal, moderate intensive, none. Response to this field is needed for the disability search on the Adoption Exchange.

Other Condition Requiring Special Care

User selected drop down, values include minimal, moderate intensive, none. Response to this field is needed for the disability search on the Adoption Exchange.

Primary Basis for Special Needs User selected drop down list; AFCARS field; not required.

Description of Child’s Condition

User entered text box. Required only if one or more fields in Characteristics group box indicate a value other than none.

Expando: Special Needs All but Sibling Group; Medically Fragile; Developmental Delay; and At risk of medically diagnosed condition check boxes


will pre-fill from other areas within FSFN and be disabled and grayed out.

African American Check box; system derived based on African-American being selected on Person Management for Race or Ethnicity; disabled; not user modifiable.

Age 8 or Older Check box; system derived based on Date of Birth documented on Person Management; disabled; not user modifiable. The background processing stops calculating this as of the earlier of the child's subsidy agreement approval date or discharge to adoption date.

Intellectual Disability Check box; system derived based on a Medical Condition existing on Medical/ Mental Health that is the Category "Intellectual/ Developmental" and the Type is: Borderline Intellectual Functioning, Down Syndrome, Hydrocephalus, Intellectual Disability (Mental Retardation, all degrees), or Microcephaly and the Medical Condition exists as of the current system date (not end dated prior to current system date); disabled; not user modifiable.

Physical Disability Check box; system derived based on a Medical Condition existing on Medical/ Mental Health that is the Category "Medical/Physical" and the Type is Arthritis, Brittle Bones/Osteogenesis Imperfectus, Cerebral Palsy, Chronic Motor Tic Disorder, Club Foot, Diplegia, Multiple Sclerosis, Muscular Dystrophy, Myasthenia Gravis, Paralysis - Paraplegic, Quadriplegic, Diplegic, Poliomyelitis, Rheumatoid Arthritis (juvenile), or Spina Bifida and the Medical Condition exists as of the current system date (not end dated prior to current system date); disabled; not user modifiable.

Emotional Disability Check box; system derived based on a Medical Condition existing on Medical/ Mental Health that is the Category "Behavioral/Mental Health" and Medical Condition exists as of the current system date (not end dated prior to current system date); disabled; not user modifiable.

Visual/Hearing Impaired Check box; system derived based on a


Medical Condition existing on Medical/ Mental Health that is the Category "Medical/Physical" and the Type is: Hearing Loss (ICD-9: 389), Visual Disturbances (ICD-9: 368), Blindness and Low Vision (ICD-9: 369), Cataracts, Congenital anomaly of the eye, Deaf, Diabetic Retinopathy, Glaucoma, Retinal Detachment and Defects (ICD-9: 361), and the Medical Condition exists as of the current system date (not end dated prior to current system date); disabled; not user modifiable.

At Risk of Medically Diagnosed Condition

Check box; user selected; enabled; defaults to unchecked.

Sibling Group Check box; user selected; enabled; defaults to unchecked.

Medically Fragile Check box; user selected; enabled; defaults to unchecked.

Developmental Delay Check box; user selected; enabled; defaults to unchecked.

Primary Basis for Special Needs Drop down to automatically populate/ dynamically update with only those values which are selected within the Special Needs expando, as well as the value of "Not Applicable"; user selected; enabled; not required; no default.

Group Box:

Description of Child’s Condition

User-selected text box; required only if one or more fields in Characteristics group box indicates a value other than none.

Field: Physical Appearance Description

User-selected text box; optional; can be used to describe any additional physical traits.

Links: None Buttons: Save Standard Save Processing. Close Standard Close Processing.



• Update the Adoption Information with the most recent approved Foster Care Rate Setting information from the Rate_Setting table until the child is placed in an Adoptive placement. Once the adoptive placement occurs, the Foster Care Rate Setting information displayed on the Adoption Information page would freeze to display the final Foster Care Rate Setting information completed at the time the child is in an adoptive placement.

• If a change is made to a field captured on a different page within FSFN, which pre-fills into the Adoption Information page – Background tab, once the Adoption Information page is closed and re-launched, it will pull in the updated information.

• If a selection is made to Special Needs, the selection will remain. The user can toggle between tabs and the selections made to Special Needs will be present.

• Each time the user selects the Primary Basis for Special Needs drop down, it will automatically refresh to only display those values selected within the Special Needs group box, as well as “Not Applicable.”


• Information in this tab is saved to the ARE_OTHER table.


2.7.5 CRUD Matrix:

Table Create Read Update Delete ARE_OTHER X X X X

ARE_REGISTRATION X X X


2.8 Tab – Removal/Placement

2.8.1 Tab Overview

This tab is used to document information pertaining to the child’s placement history and adoption placement preferences. Included in this documentation is the recording of why the child was removed, the date of the child’s first removal/placement, the most recent removal date, the total number of placements that the child has experienced, and information concerning the child’s current placement. The user can view the address of the child’s current placement by clicking on the Address expando.

In the Placement Preferences group box, the user should detail the child’s (if old enough) or adoption worker’s adoption placement preferences. In the text box, the user can record information such as if the child wishes to be placed with a family that has other children of specified ages, or the child’s geographical location preferences. Finally, the user can document if the child desires to have continued contact with their birth family and/or siblings. 2.8.2 Tab Information

Group Box: Removal/Placement History Fields: First Removal/Placement Date Date of the child’s first removal/placement;

pre-filled date field from the earliest (oldest) Removal Episode captured for the Person ID in the FSFN application; pre-fills from the Removal Begin Date field on the Out-of-Home Placement page.

Most Recent Removal Date Date of the child’s most recent removal; pre-


filled date field from the latest (most recent) Removal Episode captured for the Person ID in the FSFN application; pre-fills from the Removal Begin Date field on the Out-of-Home Placement page.

Total Number of Placements Total number of placements experienced by the child during the life of the child’s out of home care experience; pre-filled numeric field; not user modifiable.

Reason(s) for Removal(s) Reason(s) why the child was removed; user entered text box; enabled and not required.

Group Box: Type of Current Placement Fields: Provider Name of the provider associated with the

child’s current placement; system derived; not user modifiable; disabled and grayed out.

Type Specification of the Service Type that describes the child’s current placement; system derived from the Service Type field on the child’s current Out of home Placement record; not user modifiable; disabled and grayed out.

Date Entered Date on which the child entered his/her current placement; system derived from the Placement Begin Date field on the child’s current Out-of-Home Placement record; not user modifiable; disabled and grayed out.

Expando: Address Fields are view only; system derived from the Provider on the child’s current FSFN Out-of-Home Placement record.

Fields: Placement Preferences Fields: Child desires continued contact

with one or more Birth Family members

Specification of whether the child desires to have contact with one or more birth family members; user selected check box; defaults to not checked; not required.

Child desires continued contact with one or more

Specification of whether the child desires to have contact with one or more siblings; user selected check box; defaults to not checked; not required.

Text Box User entered text box indicating what the child’s/worker’s preferences are for being placed in an adoptive home; not required.

Hyperlinks: None Buttons: Save Standard Save Processing. Close Standard Close Processing.



• If a FSFN placement exists for the participant, the user may select the Address expando to view the Provider address.


• Information on this tab is saved to the ARE_REGISTRATION table and the ADDRESS table.


2.8.5 CRUD Matrix


ADDRESS X X X


2.9 Tab – Matches

2.9.1 Tab Overview

The Matches tab allows workers to find a match between the child to be adopted and a prospective approved adoptive family. This tab displays the name and phone number of the primary worker. In addition, the user may access the Provider Service Search page by clicking on the Insert button. The Provider Service Search page allows the user to identify one or more potential approved adoptive families for this child. There needs to be a specific reference to where documentation occurs of the approved adoptive parent home studies in the provider section of FSFN.

The Provider Service Search will return potential matches from which the user can select multiple provider names to list in the Recruitment group box. After selecting the appropriate providers and clicking on the Continue button, the Provider name(s) and phone number(s) of the potential approved adoptive parents are automatically listed in the Recruitment group box. The Date Home Study Approved will pre-fill from the Provider record. The Agency Contact for Provider will display with the primary worker, agency, and phone number for each provider.

In addition, the Adoption without Subsidy field will display. A value of “Yes” or “No” will populate in this field from the provider record if the provider is willing to adopt the child without receiving subsidy.

In the Match Outcome drop down field, the user may select the appropriate status of the potential adoptive homes. Providers can be deleted from the Recruitment group box on the Matches tab by selecting the Delete hyperlink to the right of that row. Once the user clicks the Save button, the Providers listed in the Recruitment Group box will be sorted by value selected


in the Match Outcome drop down list and then by alphabetical order. 2.9.2 Tab Information

Group Box:

Primary Worker

Fields: Name Name of the primary worker; system derived based upon the login ID of the user with primary assignment to the Case; not user modifiable; disabled and grayed out.

Phone Phone number of the associated primary worker; system derived numeric field from the Person table; not user modifiable; disabled and grayed out.

Ext. Extension of the associated phone number; system derived numeric field; not user modifiable; disabled and grayed out.

Group Box:

Recruitment

Fields: Provider Name Provider Number

The name and provider number of the potential approved adoptive parents that is retrieved from the Provider Service Search; system derived text field; not user modifiable; disabled and grayed out.

Date Home Study Approved Date upon which the Home Study was approved; pre-filled date field from the Provider record; not required.

Agency Contact for Provider The name, agency name, and phone number of the primary worker assigned to the associated potential adoptive home; system derived; not user modifiable; disabled and grayed out.

Adoption without Subsidy Indicates whether the potential adoptive home will accept a child without receiving subsidy; system derived text field from the Provider record; not user modifiable; disabled and grayed out.

Match Outcome Used to display status of the child’s potential adoptive homes; user selected drop down list; not required.

Links: Delete Deletes the associated row after confirming the request for deletion with the user.

Buttons: Insert Accesses the Provider Search page. Save Standard Save Processing. Close Standard Close Processing.



Searched providers can be deleted. To delete a searched provider from the Recruitment group box on the Matches tab, select the Delete hyperlink located to the right of the row. The user will receive a message: “Are you sure you want to delete currently selected information?” prior to the deletion. 2.9.4 Save Processing

Save Processing is initiated by clicking on the Save button. Save processing is also initiated when selecting the Close button and then answering “Yes” when the system asks the user if they would like to “Save changes before closing the page.” 2.9.5 CRUD Matrix

Table Create Read Update Delete BED_RESERVATION X X X

PROVIDER_ORG X X X

PROVIDER_SERVICE X X X

ARE_REGISTRATION X X X


2.10 Tab – Available Status Tab

2.10.1 Tab Overview

The Available Status tab details information that is relevant to the child’s Adoption website record. The page contains the Specific Child Web Memo text field, which is required in order for the child to be web authorized. In addition, the tab includes the Available Status group box. This group box displays the child’s name and a repeating group box that keeps a history of the child’s Current Available Status and Status Date. The user can click the Insert button to update the Current Available Status and Status Date. The table will keep an historical record of past statuses and status dates. The values selected in the current status drop down will determine what is displayed in the status of the Adoption Information page.

If the child’s Current Available Status is Available and he/she is web authorized, and then his/her Current Available Status is changed to a status other than Available, the Current Web Status will be set to Pending. Once the user makes a change to the Current Available Status and clicks the Save button, they will receive the following validation message: “You have made changes which removes this child’s (or sibling group’s) authorization for the Adoption website. An authorized user must review and re-authorize child (or sibling group) to be posted on the Adoption website.”

The user will then click Save to save changes or Close. If the user selects Save, the System will automatically set the child’s web authorization status to “Child Web Pending.” If the child is part of a sibling group that is being recruited together, then all children within the group will be automatically set to “Sibling Group Web Pending.”

The Specific Child Web Memo group box is used to capture the web memo for a child who will be placed on the Adoption website. The user and supervisor will review the web memo for


correct information, accuracy, grammar, and spelling. The text in the child web memo should not be typed in all capital letters. It is important that the user follow HIPAA privacy guidelines regarding physical or behavioral conditions.

When the child’s “Current Available Status” is set to Available, the user may click the Submit to Supervisor button. The primary worker’s supervisor will receive an automated message informing them that an Adoption Information page for the specific child is pending review for web authorization. The “Submit to Supervisor” button will be disabled if the child’s Current Available Status is not set to Available.

If the child has a Sibling Group ID on record, the user will be able to launch the Sibling Web Memo from the Options drop down.

The Available status tab also contains two fields labeled “Photograph Submitted” and “Sibling Photograph Submitted,” which allow the DCF IS to document whether the “Photo - Child Web Ready” or ‘Photo - Sibling Group Web Ready” have been uploaded to FSFN. Please refer to IN09 Adoption Interface Design documents for details regarding the Adoption photo process.

The Web Authorization Status group box is displayed when the Authorization Status expando is expanded. Security to expand the Authorization Status expando will only be given to Supervisors and Adoption Specialists. This group box contains a repeating group box that will keep an historical record of the child’s Current Web Status and Status Date. The user can click the Insert button to update the Current Web Status and Status Date. The Insert button will only be enabled after the worker has clicked the submitted to supervisor, irrespective of security.

The Adoption Information page also contains the Adoption Recruitment group box, which includes check boxes for the user to track recruitment activities.



Group Box:

Available Status

Fields: Child’s Name The name of the child specified in the header of the Adoption Information page; system derived; not user modifiable; disabled and grayed out.

Current Available Status The most recent status concerning the adoption process of the child specified; once a value is selected in this field, the Status field in the header of the Adoption Information page will be updated to reflect the new status upon save; user selected drop down list; user modifiable; not required.

Status Date Date on which the available status information was last updated; system derived date field; user modifiable (not future dated); disabled and grayed out. Conditionally required if status is selected.

Group Box:

Specific Child Web Memo

Fields: Text Box Text field used for documenting a narrative of an individual child to be posted on the Adoption website; user entered; conditionally required for the child to be web authorized.

Group Box:

N/A

Fields: Photograph Submitted DCF IS has uploaded the ‘Child Web Ready’ photo into FSFN, which is ready to be uploaded to the Adoption website; not required.

Sibling Photograph Submitted DCF IS has uploaded the ‘Sibling Group Web Ready’ photo into FSFN, which is ready to be uploaded to the Adoption website; not required.

Expando: Authorization Status Group Box:

Web Authorization Status

Fields: Current Web Status Current Status of the child’s Web Authorization; user-selected drop-down list; user modifiable; not required.

Status Date Current Date; system derived date field; not user modifiable; conditionally required if status is selected; disabled and grayed out.


Group Box:

Adoption Recruitment

Fields: Adopt Us Kids User selected check box; defaults to not checked; not required.

Children Awaiting Parents User selected check box; defaults to not checked; not required.

Wednesday’s Child User selected check box; defaults to not checked; not required.

Wendy’s Recruitment Activities User selected check box; defaults to not checked; not required.

Matching Events User selected check box; defaults to not checked; not required.

One Church One Child User selected check box; defaults to not checked; not required.

Adoption.com User selected check box; defaults to not checked; not required.

Buttons: Insert Inserts an updated row in the Available Status.

Insert Inserts an updated row in the Web Authorization Status.

Submit to Supervisor Sends the worker’s Supervisor an automated message to review the Adoption page; this button is only enabled when the child’s “Current Available Status” is set to Available.

Save Standard Save Processing. Close Standard Close Processing.


• None


• Information on this tab is saved to the ARE_OTHER table, and the Current Available status information is saved to the ARE_REGISTRATION table.


• After successful save processing, the value in the Status field in the header of the Adoption Information page reflects the Current Available Status in the Available current status group box:

o The value in the Status field is changed to “Withdrawn…” if any of the following current statuses are chosen:

• Withdrawn- Placed


• Withdrawn- Goal Changed

• Withdrawn- Adoption Finalization

o The value in the Status field is changed to “On Hold-…” if any of the following current statuses are chosen:

• On Hold-TPR on Appeal

• On Hold- Identified Local / In-State Family

• On Hold- Relative Adoption

• On Hold- Foster Parent Adoption

• On Hold- Out-Of-State Family / ICPC

o The value in the Status field is changed to “Closed” if any of the following current statuses are chosen:

• Closed-Deceased

• Closed- Aged 18/Permanency Plan Not Achieved o The value in the Status field is defaulted to “Available” and then may be

changed back to “Available” from “On Hold”, “Withdrawn” or “Closed” if the following status is chosen:

• Available

2.10.5 CRUD Matrix


ARE_OTHER X X X X


2.11 Pop-up Sibling Web Memo


The Sibling Web Memo pop-up page will display in the Options drop down on the Adoption Information page for all children who are part of the same Sibling Group. The Sibling Web Memo group box is used to capture the web memo for a Sibling Group who will be placed on the Adoption website. The user and supervisor will review the web memo for correct information, accuracy, grammar, and spelling. The text in the sibling web memo should not be typed in all capital letters. It is important that the user follow HIPAA privacy guidelines regarding physical or behavioral conditions.

The text entered in the Sibling Web Memo will not be saved until the Save button on the pop- up page is selected. If the user selects the Close button on the pop-up (instead of the Save button), a message will launch, asking the user if they would like to save changes before closing the page. This is the same message launched when the user selects the Close button on the Adoption Information page prior to saving.

Once the user has clicked the Save button, they will be returned to the Adoption Information page. When the sibling group is ready to be web authorized, the user may click the Submit to Supervisor button. The primary worker’s supervisor will receive an automated message informing them that an Adoption Information page for the sibling group is pending review for web authorization.



Group Box:

Sibling Web Memo

Fields: Text box Buttons: Save Returns the user to the base page; standard

Save processing. Close Standard Close Processing.


• If the user clicks on the Close button on the pop-up instead of the Save button, a message is launched asking, “Save changes before closing page?”



2.11.5 CRUD Matrix

• None


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 SSCS processing. Processes of CM01 (Manage Person) build and maintain this information.

ARE OTHER This table gives the multi codes that identify the characteristics, special needs, or problems of a child to assist in placing that child.

ARE REGISTRATION The ARE REGISTRATION table maintains personal information about children known to DCF and available for adoption. Every child is created as a PERSON in FSFN.

CASE A CASE is the focus of every human services business activity. A case is created as a result of intake work and can be one of three types: individual (which includes TPR and Adoption cases), family, and DCF provider or other provider. The CASE table contains case relations, address and approval information. Processes of SM04 (Maintain Case) and SM05 (Close Case) create and maintain case records.

CASE PART This table maintains information pertaining to the PERSONs involved in a CASE, or a collateral person about whom DCF or a county agency 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, in only one open case at a time, though he/she may participate in a second or third case as a non-client (a neighbor, attorney, teacher, aunt, and so on). 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 workers at any given time. SM04a (Maintain Case) processes build and maintain this table.

COURT DISP This table maintains information pertaining to a CASE


PART’s COURT DISP. It is maintained for the CASEs that require court monitoring and control (one time or periodic hearings, and so on). Processes for SM09 (Manage Legal Actions) build and maintain this data.

EPISODE EPISODE table maintains information pertaining to the occurrence of the delivery of one out-of-home SERVICE involving one PROVIDER and one or more CASE PARTs client(s). Placement out of home, removal from home, and Long Lane admission are other types of Episode stored in this table. Processes of SM10 (Create Placement Request and Service Episode) build and maintain this information.

PERSON This PERSON table maintains information that identifies an individual known to DCF or the county child welfare division such as name, date of birth, social security number, race, sex, and so on. A PERSON can be a WORKER, REPORT PART, REFERRAL PART, CASE PART or PROVIDER PART. Primary search processing is centered around this data. Processes of CM01 (Manage Person) build and maintain this information.

PROVIDER ORG This table maintains information pertaining to PROVIDER ORG, facility, or vendor. Data includes name and address information, placement preference and home condition description. Record in PROVIDER PART table is created in PM02 (Document Provider) and updated in PM04a/b (Licensing).

TPR BATCH This table creates associations between a case before and after TPR.


3.2 Reference Data 3.2.1 Drop Downs Field Name: Options Table Name: n/a Group ID: n/a

Field Name: Adoption Placement Type Table Name: codedesc Group ID: aregoal

Field Name: At Legal Risk Table Name: codedesc Group ID: arelglrs

Field Name: Child Placed by Table Name: Group ID:

Field Name: Mother Married at Child’s Birth Table Name: codedesc Group ID: aredisp

Field Name: Father Married at Child’s Birth Table Name: Group ID:

Field Name: Emotional Table Name: Group ID:

Field Name: Behavioral Table Name: Group ID:

Field Name: Physical Table Name: Group ID:

Field Name: Intellectual Disabilities Table Name:


Group ID: Field Name: Exceptional Educational Needs Table Name: Group ID:

Field Name: Visual or Hearing Disabilities Table Name: Group ID:

Field Name: Other Conditions Requiring Special Care Table Name: Group ID:

Field Name: Primary Basis for Special Needs Table Name: Group ID:

Field Name: Type Table Name: Service_type Group ID: cd_cnty

Field Name: Match Outcome Table Name: Group ID:

Field Name: Current Available Status Table Name: Group ID:

Field Name: Current Web Status Table Name: Group ID:

3.2.2 List Boxes

• None


3.3 Automated Messages 3.3.1 Adoption Information Pending Review for Web Authorization

To: This message will be sent to the supervisor of the worker selecting the Submit to Supervisor button, notifying them to review the contents of the Adoption Information page.

Subject: Adoption Information page Pending Review for Web Authorization

Message: Web Authorization pending review for [Child Name], [Person ID], [Case Name], [Case ID]

3.3.2 Sibling Group Pending Review for Web Authorization

To: This message will be sent to the supervisor of the worker selecting the Submit to Supervisor button, notifying them to review the contents of the Adoption Information page.

Subject: Sibling Group Pending Review for Web Authorization

Message: Web Authorization pending review for [Child Name], [Person ID] [Sibling Group ID], [Case Name], [Case ID]

3.3.3 Checklists

• None

3.4 Tasks 3.4.1 Update Photo and Review Web Narrative

Description: Six months from Current Available Status of "Available" and Sibling Group Web Authorized or Child Web Authorized.

Creation: Worker and worker's Supervisor will receive a task due six months from when the Child's Available Status = "Available" and Current Web Status = Sibling Group Web Authorized or Child Web Authorized.

Deletion: When the Status is not ="Available” and the Current Web Status is not = “Sibling Group Web Authorized” or “Child Web Authorized.”

OR

When the “Photo - Child Web Ready” or “Photo - Sibling Group Web Ready” has been uploaded by DCF IS. Upon the photo being uploaded by DCF IS, the six-month time frame will restart as long as the Child's Available Status = "Available" and Current Web Status = “Sibling Group


Web Authorized” or “Child Web Authorized.”

Due Date: Six months from latest photo upload or Child's Available Status = "Available" and Current Status = “Sibling Group Web Authorized” or “Child Web Authorized.”

Reminder Date: Thirty days before the due date. 3.4.2 Notifications

• None 3.4.3 Text Templates 3.4.4 Reports

• Children Available for Adoption Report

• Children in Adoptive Placement by Time under Supervision

• Find Available Family Report

• Approved Adoptive Families Face Sheet Report

3.4.5 Triggers

• None

3.4.6 Batch Programs

• None


4 Requirements Included • CAD-001

• CAD-002

• CAD-004

• CAD-005

• CAD-006

• CMA-010 (This requirement is met through a combination of Adoption and Case Plan. Adoption includes the Memorandum of Agreement to Adopt and Voluntary Surrender of Parental Rights.)

• CMF-014

• CMA-004

Requirement Number Requirement Description Requirement Type

New Requirement Modify the Adoption Information page to capture if efforts were made to place the child without subsidy.

New

CR607 Adoption Incentive Enhancements New

adoption information topic...

Documents