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Adoption Subsidy Agreement

October 09, 2020

_____________________________________________________________________________________________ Adoption Subsidy Agreement October 09, 2020 Topic Paper of 24

Change History Date

Modified CQ (M&O) /

ENH Workstream

Change Description Author(s) Section Modified

R2c25 CR348 Changed Prevention to Family Support L. Wilson 1.2.1.3, 1.2.3.4

R3B Added new functionality implemented in Release 3b

FSFN Implementation Team

Multiple

July 21, 2013 QA Daryl Edelman Cover page, header, footer, spellcheck

Oct 2, 2013 CR 414 Added CSEC removal reasons to Placement Correction

Djuna Acker 1.2.26 Correction Removal Reasons

12/15/2013 CR 414 Completed CESC functionality for Placement Correction


1.2.4.1. Pop-up Overview- (Correction Reasons) 1.2.4.2. Pop-up Information (Correction Reasons) 1.2.7.3. Background Processing (Pop-up Removal/Placement Ending) 1.2.14.1. Page Overview (Adoption Subsidy Agreement Information) 1.2.14.2. Page Information (Adoption Subsidy Agreement Information) 1.2.26.1. Page Overview (Correction Removal Reasons) 1.2.26.2. Page Information (Correction


Date Modified

CQ (M&O) / ENH

Workstream


Removal Reasons) 1.2.26.3. Background Processing (Correction Removal Reasons)

12/15/2013

Added new Provider tab functionality for “Relationship to Caregiver field” and Unified Home Study


1.2.12. Tab – Provider

1/28/2015 Eligibility Enhancement

Updated the entire topic paper to reflect changes related to Eligibility as well as make all updates necessary to make current related to previous Financial related changes

FSFN Enhancement Team

Throughout

1/30/2015 Financial Issues

Updated the topic paper to specify that regardless of the path used to initiate the Payment or Overpayment, Payment Calculation Routine or Calc Ongoing Batch, the opposite path can be used to generate the subsequent Payment or Overpayment.

M&O Team Pages 118 and 119

03/05/2015 Q2/Q3 Eligibility Release

Updated the formatting and Table of Contents

Matthew Mocniak Entire Document

09/24/2015 Supported Platforms Content review Kortney Rudd Entire Document

01/08/2016 CR607 Final content review and updated screenshots per CR607

Leah Dienger Services

02/19/2016 Final Review Supported Platform

Gina Schendowich Entire Document

03/08/2017 CR529.25 Updated per CR529.25 Kathleen Watson 1.2.2.2 Page Information

03/13/2017 CR529.25 Peer Review Jishil Johnson 1.2.2.2 Page Information


Date Modified

CQ (M&O) / ENH

Workstream


03/24/2017 CR529.26 Updated Screenshots and page per CR529.26 Kathleen Watson 1.2.3.2 Tab

Information

03/27/2015 CR529.06 Peer Review Jishil Johnson Section 1.2.3.2

4/3/2017 Definition of an “unpaid” placement

Amy Jenks

Page 30, Section 1.2.2.1; and Page 50, Section 1.2.3.4

05/02/2017 Clarification requested during UAT

Kortney Rudd Section 1.2.2.2

07/30/2018 Amd 19 Updated Default and new field scenarios, IV-E FC Auto Generation for EFC, new End Reasons and defaults for Removal Placement Ending Pop up page, Validation messages, and Birthday Batch functionality.

Tyler Daniel Updates made on Page 36 Section 1.2.3.1; Page 48 Section 1.2.3.4; Page 51 Section 1.2.3.4; Page 66, Sections 1.2.6.1; Page 67 Section 1.2.6.2; Page 69 Section 1.2.6.3; Page 70 Section 1.2.6.3; Page 74 Section 1.2.6.3; Page 104 Section 1.2.11.2 and Section 1.2.11.4; Page 144 Section 1.2.16.1;

08/09/2018 Amd 19 Peer Review and formatting updates

Patricia Atchley Entire Document

9/3/2018 Amd 19 Updated OHP Removal Reasons, Adoption Subsidy Agreement Information, and Extended Maintenance Adoption Subsidy page.

Tyler Daniel Updates made on Pages 30-31, 49, 108, and 110

9/4/2018 Amd 19 Moved Adoption Subsidy Agreement information from the Out of Home Placement Topic Paper to this topic paper



Date Modified

CQ (M&O) / ENH

Workstream


Peer Review for Amd 19 changes

09/25/2018 Amd 19 Updated Adoption Subsidy Agreement Information and Extended Maintenance Adoption Subsidy

Melissa Daniel Page 15, Section 2.1.3; Page 18-20, Section 2.3.1; Page 21, Section 2.3.2

10/24/2018 Amd 19 Updated to incorporate DCF comments for Sprint 5 and 6

Nicole Balanoff Throughout

12/7/2018 Amd 20 GAP Licensing – Sprint 4 and 5 updates

Zachary Cairns Throughout

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

Patricia Atchley Throughout

1/25/2019 AMD 20 Adoption Subsidy Agreement Information creation from Create Case Work updates regarding GAP-011

Hope Martin Adoption Subsidy Agreement Information Background Information

3/8/2019 GAP Peer Review Patricia Atchley Entire Document

3/31/2019 GAP Incorporate DCF Feedback from Sprint 1 and 2


04/12/2019 Eligibility Sprint 6 Updates Ingrid Weiss 2.1.3, 2.2.3

04/09/2019 Eligibility Sprint 8 Updates Ingrid Weiss 2.1, 2.1.2, 2.1.3

04/24/2019 Eligibility Sprint 9 Updates Ingrid Weiss 2.1.1, 2.1.3



05/02/2019 Eligibility Sprint 9 Updates Mitzi Werner 2.2.3

05/13/2019 Eligibility Sprint 11 Updates Kristy Scharf 2.1.3 and 2.1.4

05/15/2019 Eligibility Sprint 11 Updates Melissa Daniel 2.1.1; 2.1.3


Date Modified

CQ (M&O) / ENH

Workstream




05/29/2019 Eligibility Sprint 12 Updates Ingrid Weiss 2.1.2

06/06/2019 Eligibility Sprints 9-10 Updates Kristy Scharf Introduction 2.1.3

07/15/2019 GAP Incorporating Final GAP Changes

Patricia Atchley Throughout

07/17/2019 Eligibility Updates to incorporate DCF comments from Sprints 11-13

Nicole Balanoff Throughout

09/18/2019 Eligibility Updates to incorporate DCF unresolved comments

Melissa Daniel 2.1.3, 2.2.3

11/14/2019 Eligibility Updates to incorporate DCF unresolved comments for Eligibility 1.5 & 1.75

Melissa Daniel 2.1.1, 2.1.3

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

Melissa Daniel Throughout

12/05/2019 Eligibility R2 Added information for Sprint 15

Melissa Daniel 2.2.2; 2.2.4

12/12/2019 Eligibility R2 Sprint 16 Updates Melissa Daniel 2.1.3

03/30/2020 Eligibility R2 Accepted Changes & Finalized for ER2


03/31/2020 ENHQ4 Enhancement

Sprint 2 Updates Laurie Webber 2.1.3

05/06/2020 ENHQ4 Finalized and accepted changes for Q419-20 Enhancement


08/12/2020 Q120-21 ENH Sprint 3 updates Melissa Daniel 2.1.3

09/15/2020 Q120-21 ENH Finalized and accepted changes for Q120-21 Enhancement



Table of Contents 1 Introduction ..................................................................................................................... 8 2 Pages ................................................................................................................................. 9

2.1 Page – Adoption Subsidy Agreement Information ....................................................... 9 2.1.1 Page Overview ...................................................................................................... 9 2.1.2 Page Information ................................................................................................. 10 2.1.3 Background Processing:...................................................................................... 13 2.1.4 Save Processing .................................................................................................. 16 2.1.5 CRUD Matrix...................................................................................................... 17

2.2 Extended Maintenance Adoption Subsidy Agreement Information ........................... 18 2.2.1 Page Overview .................................................................................................... 18 2.2.2 Page Information ................................................................................................. 19 2.2.3 Background Processing:...................................................................................... 21 2.2.4 Save Processing .................................................................................................. 23 2.2.5 CRUD Matrix...................................................................................................... 23


1 Introduction There are two main pages discussed in this topic paper. They include the Adoption Subsidy Agreement Information page and the Extended Maintenance Adoption Subsidy page.

The Adoption Subsidy Agreement Information page handles the functionality to document the legal agreements dictating the terms of adoption benefits. The “Adoption Assistance Agreement between the Department of Children and Families (DCF) and the Adoptive Parents” template is launched from this page. The Adoption Subsidy Agreement Information page cannot be created unless at least one approved removal/placement or a Private Adoption page exists.

The Extended Maintenance Adoption Subsidy page handles the functionality to document the extended legal agreements dictating the terms of adoption benefits for Young Adults 16 or older. The “Extension of Adoption Assistance Agreement Between the Department of Children and Families, Young Adult and Adoptive Parents Regarding Subsidy Payments and Services” template is launched from this page. The Extended Maintenance Adoption Subsidy Agreement page cannot be created unless at least one completed Adoption Subsidy Agreement Information page exists for the Young Adult.


2 Pages

2.1 Page – Adoption Subsidy Agreement Information

2.1.1 Page Overview

Navigation

The Adoption Subsidy Agreement Information page is accessed via the Create Case Work >Adoptions menu when the user selects the appropriate case and case participant. Once the agreement is created, it can be accessed from the Cases outliner by clicking the appropriate Case icon, clicking the Adoption icon, and then clicking the Adoption Subsidy Agreement Information hyperlink.

Page Summary

The Adoption Subsidy Agreement Information page consists of four group boxes: Adoption Subsidy Agreement Information, Participant and Adoptive Parent(s) Information, Enhanced Subsidy Justification, and Actions.

When the page is initially activated, the Case Participant and the Agreement Type fields are pre-filled with information specified on the Create Case Work page. The user selects the Fiscal Agency, Service Category, Service Type, and, if applicable, the Adoption Subsidy Type that is relevant to the placement of the client for whom this page is being accessed. Only the fiscal agencies, with which the user is associated, displays in the “Fiscal Agency” drop down for selection. By clicking the Search hyperlink, the user launches the Search Provider by Service page, to retrieve the name of the appropriate provider into the Provider Name field.

The Effective Date/Date of Agreement is a user-entered field. The Date of Agreement field is user modifiable.


In the Participant and Adoptive Parent(s) Information group box, the user may specify who is/are the adoptive parent(s) of the child for whom an agreement is being produced. The user may also document the date on which the agreement is signed in the Effective Date/Date of Agreement field.

The Basic Subsidy Rate is a user entered numeric field that can be $0.00 with a maximum of $5000.

If appropriate, the user enters an enhanced subsidy amount to indicate an increase on the Basic Subsidy Rate that is intended to be paid. After entry and save, the system adds the basic subsidy rate and the enhanced subsidy amount and populates it into the Agreement Amount field. The Legal Costs and Other Non-recurring Expenses fields are also user entered, but are standalone fields. The user may also enter up to 10K of text in the Enhanced Subsidy Justification text field to explain the rational for the enhanced amount.

By choosing Adoption Assistance Agreement hyperlink in the Actions group box, the user activates a Microsoft Word text template titled the “Adoption Assistance Agreement Between the Department of Children and Families and Adoptive Parents Regarding Subsidy Payments and Services” that is specific to the Adoption Subsidy Process in Florida. The template pre-fills with the data that has been saved on the page, and continues to update as the page is updated.

The user is also able to select the “Adoption Subsidy Termination Notice” template notification, which can be launched from the Actions group box. This template can be launched prior to and after approval of the Adoption Subsidy Agreement Information page.

When the Adoption Subsidy Agreement Information page is created, and the child does not have an Adoption Eligibility record, an Adoption Eligibility record is created. The Adoption Eligibility Record can be accessed from the outliner, under the Eligibility icon, for the case and person. In addition, when the Adoption Subsidy Agreement Information is created, and the child does not have a non-waived Title IV-E Eligibility Determination, the system automatically creates a non-waived Title IV-E Eligibility Determination.

Once a Reason Agreement Terminated drop down selection has been made, and the related Date has been entered and saved, the page and the text document are saved and frozen. At this point, no further modifications can be made or updates occur.

The value “(18+) Entering Extended Maintenance Adoption Subsidy” cannot be selected from the Reason Agreement Terminated drop down unless “Yes” has been selected for the opt in question. When selected, a validation message indicating that the “Adoptive Parent(s) did not elect to opt in to the Extension of Maintenance Adoption Subsidy Program. Please select an appropriate Termination Reason” displays if the above criteria has not been met.

The Adoption Subsidy Agreement Information page can also be used to trigger the Adoption eligibility Termination process. By entering the Reason Agreement Terminated and date then saving the page this will terminate the associated Adoption Eligibility.

2.1.2 Page Information

Group Box Participant and Adoptive Parent(s) Information

Fields Case Participant Name of the case participant on whose behalf the agreement or notice is being produced; system derived from the Create Case Work page; not user modifiable; Displays as a hyperlink in Last Name, First Name Middle Name, Suffix format. When clicked it opens the case participant’s Person Management page


Person ID The Person ID is displayed as plain black text to the right of the Case Participant name.

Create Date/Time The create date/time is displayed as plain black text, system derived, and is derived from the date and time when the Adoption Subsidy Agreement Information is saved for the first time.

Parent 1 Identification of one of the parents that will become the parent of the child. User enterable text field. 60 characters. Must be entered to save the page. Enabled.

Parent 2 Identification of one of the parents that will become the parent of the child. User enterable text field. 60 characters. Enabled.

Group Box Actions Adoption Assistance Agreement Displayed as a hyperlink; Upon selecting the hyperlink

the Adoption Assistance Agreement template is displayed.

Adoption Subsidy Termination Notice

Displayed as a hyperlink; Upon selecting the hyperlink the Adoption Subsidy Termination Notice template is displayed.

Adoption Subsidy Disclaimer Displayed as a hyperlink; Upon selecting the hyperlink the Adoption Subsidy Disclaimer template is displayed.

Group Box: Adoption Subsidy Agreement Information

Fields Agreement Type Type of agreement being produced; system derived from the Create Case Work page; not user modifiable; disabled

Fiscal Agency User selected drop down; this field filters the Service Category and Service Types that will appear in the subsequent drop downs based on this selection; only those fiscal agencies, with which the user is associated with, will pre-fill in the drop down for selection.

Service Category Category of service for which this agreement is being produced; user selected drop down list; required.

Service Type Type of placement for which this agreement is being produced; user selected drop down list filtered based on the Service Category selected; required.

Adoption Subsidy Type Type of adoption subsidy for which this agreement is being produced; user selected drop down list; required;

IV-E Adoption Eligibility Displayed as a hyperlink; Upon selecting the hyperlink the most recent IV-E Adoption eligibility page will be launched; most recent is determined based on the Effective Date on the IV-E Adoption Eligibility page; once the Adoption Subsidy Agreement Information


page is "frozen" (once Date of Agreement is entered), the hyperlink will launch the same Adoption Eligibility page

Provider Name

Name of the provider for whom the agreement is being produced; system derived from the Provider Organization table when the user does a Search Provider by Service, by clicking the Search hyperlink; not user modifiable; required.

Do the adoptive parent(s) and child elect to opt into the Extension of Maintenance Adoption Subsidy Program?

Indicates if the adoptive parent(s) elect to opt into the Extension of Maintenance Adoption Subsidy Program; includes a Yes, No and N/A radio button selection and will be enabled and required if the person is 16 years of age or older based on Date of Birth; otherwise, disabled, grayed out, and null (empty); Field displays on all pre-existing Adoption Subsidy Agreement Information pages and if all fields other than Reason Agreement Terminated are disabled and grayed out, this field will be disabled and grayed out as well and be null; if the pre-existing page is Pending (all fields enabled) or newly created, this field will be enabled and selection of a radio button is required if the person is 16 years of age or older based on Date of Birth.

Reason Agreement Terminated Indication of whether the agreement produced through this page is concluded; user selected drop down; not required; defaults blank.

Date Date that the Agreement was terminated; user-entered date field; required if a Reason Agreement Terminated value has been selected from the preceding drop down. When these two items are entered and saved, the record becomes disabled and associated text template frozen; must be equal to or greater than the Date of Agreement value.

Agreement Signed by both the adoptive parent(s) and a Department representative

Yes/No radio button selection to indicate if the agreement has been signed by both the adoptive parent(s) and a Department representative; user selected Yes/No radio buttons; no default selection; Yes or No must be selected in order to Terminate the Adoption Subsidy Agreement Information page.

Date Signed Conditionally enabled; required; user-entered date field if “Yes” is selected that the Agreement is signed by both the adoptive parent(s) and a Department representative; otherwise disabled and grayed out; the date entered cannot be a future date; if the user selects “Yes” and enters a “Date Signed” and subsequently changes back to “No”, the Date Signed will be null and disabled.


Effective Date/Date of Agreement

Date on which a signed agreement is effective; User entered date field; not required.

Basic Subsidy Rate User-entered currency field enabled but not required; amount entered can be as low as $0.00 but cannot exceed $5000

Enhanced Subsidy Amount Additional monthly payment amount agreed upon between the adopting parents and the department; enabled; user-entered currency field; not required

Agreement Amount Specification of the monthly amount of money agreed upon in the signed agreement. System generated currency field calculated by summing Basic Subsidy Rate and the Enhanced Subsidy Amount; not user modifiable

Legal Cost Specification of the amount of Legal Costs to be provided to the adopting parents as a one-time, non-recurring payment. Enabled; user entered currency field; not required.

Other Non-recurring Expenses Specification of the amount of “Other Non-recurring Expenses,” to be provided to the adopting parents as a one-time, non-recurring payment; enabled; user entered currency field; not required.

Group Box: Enhanced Subsidy Justification

Fields: User enterable text field with up to 10K characters; enabled, not required

Buttons: Save Standard Save processing. Close Standard Close processing.

2.1.3 Background Processing:

• An Adoption Subsidy Agreement Information page cannot be created unless an open, approved removal/placement exists for the participant or there is a pending Private Adoption page. If the user attempts to create an Adoption Subsidy Agreement Information page without this condition being met, the following message is displayed: “There must be an open, approved “Removal Episode/Out of Home Placement” in order to create an Adoption Subsidy Agreement Information page <OK>.”

• If the participant has an existing non-terminated Guardianship Assistance Agreement (GAA), an Adoption Subsidy Agreement Information page cannot be created until that existing GAA is terminated.

• If the user attempts to create an Adoption Subsidy Agreement Information page without terminating the existing GAA, the following validation message is displayed: “The participant has a Non-Terminated Guardianship Assistance Agreement and therefore the Adoption Subsidy Agreement Information cannot be created.”


• When a user creates an Adoption Subsidy Agreement Information page, FSFN will automatically create the Adoption Eligibility page. Upon launching the Adoption Eligibility page FSFN currently checks if there is a completed, non-voided, non-waived IV-E Foster Care Eligibility page. FSFN however does not consider IV-E Foster Care pages that are flagged as EFC as ones that meet the criteria.

• Service Type drop down displays only those Service Types which are Placements AND have Payments Allowed checked which is documented from Maintain Service Type and Rate.

• Service Category Type drop down displays only those Service Category Types which are associated with Service Types that have Payments Allowed checked which is documented from Maintain Service Type and Rate.

• The Adoption Subsidy Agreement Information page has the following reference values in the Reason Agreement Terminated drop down:

o (18+) Entering Extended Maintenance Adoption Subsidy

o Adding Legal Parent

o Adoptive Parent Name Change

o Both Adoptive Parents Deceased

o Change in Subsidy Amount

o Change in Subsidy Type

o Change in the Election of EMAS

o Child 18 or emancipated

o Child Deceased

o Made in Error

o Other

o Parent no longer legally responsible for child

o Parent no longer providing support

o Single Adoptive Parent Deceased

• If the user selects “Maintenance: IV-E, Maintenance NON-IV-E, Maintenance: IV-E with Medicaid, or Maintenance NON-IV-E with Medicaid” from the Adoption Subsidy Type drop down, the Agreement Amount field becomes required. The Agreement Amount is not required if the Adoption Subsidy Type is “TANF” or “TANF with Medicaid”.

• If the user selects “Maintenance: IV-E, Maintenance NON-IV-E, Maintenance: IV-E with Medicaid, or Maintenance NON-IV-E with Medicaid” from the Adoption Subsidy Type drop down, the Basic Subsidy Rate field becomes required. The Basic Subsidy Rate field is enabled, but not required, if the Adoption Subsidy Type is “TANF” or “TANF with Medicaid.”

• Values entered into the Agreement Amount and the Additional $ per month fields should be


monthly dollar amounts. The values do not drive payments. The actual payment is derived from the Out of Home Placement and Services pages.

• The Fiscal Agency drop down defaults blank. When the user is associated to multiple Fiscal Agencies, the drop down will default blank and the user will select among them.

• The values in the Service Category drop down list are dependent upon the fiscal agency that has been selected.

• The values available in the drop down list associated with the Service Type field are dependent upon the Service Category Type selected.

• The Reason Agreement Terminated drop down and date fields default blank. When a Reason is selected, date entered and saved, the Adoption Subsidy Agreement Information page, and the template associated to it, are frozen.

• The value “(18+) Entering Extended Maintenance Adoption Subsidy” cannot be selected from the Reason Agreement Terminated drop down unless “Yes” has been selected for the opt in question. When selected, a validation message indicating that the “Adoptive Parent(s) did not elect to opt in to the Extension of Maintenance Adoption Subsidy Program. Please select an appropriate Termination Reason” will display if the above criteria has not been met.

• When the Adoption Subsidy Agreement Information page is created, and the child does not have an Adoption Eligibility record, an Adoption Eligibility record is created. The Adoption Eligibility Record can be accessed from the outliner under the Eligibility icon for the case and person.

• If the user attempts to save the page without searching for a provider, the following error message appears: “Please access the Search Provider by Service page to complete Agreement for Child.”

• The Adoption IV-E Termination process will be triggered by entering and saving the Termination Date on the Adoption Subsidy Agreement Information page.

• Upon selecting the value of “(18+) Entering Extended Maintenance Adoption Subsidy” and successfully saving the page, FSFN will not end any Eligibility pages and will automatically create an Extended Maintenance Adoption Subsidy (EMAS) page and will require the ending of the Adoptive Placements or Services. Therefore, if there is an active Out of Home Placement or Service where the Service Category is Adoption, the user must end the Placement and/or Service in order to terminate the Adoption Subsidy Agreement Information page for that reason.

• When terminating the AAA for the reason of “(18+) Entering Extended Maintenance Adoption Subsidy” and successfully saving, the following prompt will be displayed: “You have terminated this Adoption Subsidy Agreement Information page for a “(18+) Entering Extended Maintenance Adoption Subsidy.” Please access the pending Extended Maintenance Adoption Subsidy page from the Desktop, Case Book or Person Book within the Youth/ Young Adult icon to document the extended subsidy information.” <Close>.

• If the “Change in Subsidy Type”, “Adding Legal Parent”, “Adoptive Parent Name Change” or “Change in the Election of EMAS” options are selected for Termination Reason, upon saving,


the Service does not need to be ended, a new AAA is autogenerated and the Adoption Eligibility will remain effective.

• If the “Both Adoptive Parents Deceased”, “Child Deceased”, “Child 18 or emancipated”, “Other”, “Parent no longer providing support”, “Parent no longer legally responsible for the child” or “Single Adoptive Parent Deceased” options are selected for Termination Reason, upon saving, will end the Adoption Eligibility.

• If the ‘Made in Error’ option is selection for Termination Reason, FSFN determines if the child is either in an active Out of Home Placement or has an open Private Adoption. If neither exists for the child, the page does not save and the following validation message displays:

• “This child does not have either an open Out of Home Placement or open Private Adoption record. Terminating for the reason of ‘Made in Error’ will void all Adoption Eligibility records and will not allow you to create a new Adoption Subsidy Agreement. Please choose a more appropriate termination reason to proceed.”

• If the “Made in Error” option is selected for Termination Reason, a new AAA will not be created and will void tied Adoption Eligibility and associated Adoption TANF if it exists.

• An AAA page cannot be terminated if a system generated pending Adoption TANF exists; a system generated Adoption TANF is created when an Ineligible Adoption Eligibility is approved.

• FSFN will not allow a FSFN Case to be closed if there is a “Pending” Adoption Assistance Agreement record.

• If the case type is Post Adoption Services, the Adoption Assistance Agreement must be Terminated in order for the case to close.

2.1.4 Save Processing

• Save Processing is initiated by clicking the Save command button. Save processing is also initiated when clicking the Close button, and then answering “Yes” when the system asks the user if s/he would like to “Save changes before closing the page.”

• Once the Date Signed field and the Effective Date/ Date of Agreement fields are both entered, and the page Saved, the page will freeze. The system will display a message that says “Upon saving, the page will become frozen and only a Reason Agreement Terminated and associated Date can be entered. Do you wish to continue?” Selecting No will return the user to the page, and it will remain editable. Clicking Yes will freeze the page.

o If the Adoption Assistance Agreement document has not been launched from the Actions column, upon freezing the page, the system will display a message that says, “The Adoption Assistance Agreement must be launched directly prior to saving the Adoption Subsidy Agreement Information Page.” Upon clicking Close, the document is launched.

• Information specified in the agreement page is saved to the AGREEMENT table.

• Upon Save if the Termination Date field contains a date, the system will validate that there are no open, active placements or services that exist for this child and case with the category of


“Adoption.” The system will also validate that the end date of the Service is prior to the date of the termination. If one does exist the user receives the following validation message: “An Adoption IV-E Eligibility cannot be terminated with open Placements or Services with the category of “Adoption.”

• When selecting the “Made in Error” termination reason, the termination date can equal the Effective Date of the AAA which will allow the new AAA to have an Effective Date that equals the prior Effective Date.

• Upon Save if there are no open and active placements or services that have the category of Adoption, the user will be presented with this message: “Are you sure you want to terminate this Adoption Subsidy Agreement Information page. This will end date the child’s Adoption IV-E Eligibility,” followed by “Yes” or “No” buttons.

o If the user selects “Yes” then the Adoption Subsidy Agreement Information page will be frozen and not user editable and the Adoption IV-E Eligibility record will be frozen. This will enter a row in the Adoption Review History group box with an Eligibility Status of Terminated. The Completed By field will pre-fill with the name of the worker that entered the Termination Date on the Adoption Assistance Agreement Information page and the Review Completion Date will pre-fill with the date the Adoption IV-E Eligibility was terminated. Subsidy payments will be generated until the ending of the corresponding placement/service.

o If the user selects “No,” he or she will be returned to the Adoption Subsidy Agreement Information page and the page will remain user editable.

2.1.5 CRUD Matrix

Table Name Create Read Update Delete ADOPTION_ELIG X AGREEMENT X X X CASE_PART X PROVIDER_ORG X SERVICE_TYPE X


2.2 Extended Maintenance Adoption Subsidy Agreement Information

2.2.1 Page Overview

Navigation

The Extended Maintenance Adoption Subsidy (EMAS) page is accessed via the Create Case Work > Youth/Young Adult menu when the user selects the appropriate case and case participant. It can be accessed from the Cases outliner by clicking the appropriate Case icon, clicking the Youth/Young Adult icon, and then clicking the Extended Maintenance Adoption Subsidy hyperlink.

Page Summary

The Extended Maintenance Adoption Subsidy page consists of four group boxes: Adoption Subsidy Agreement Information, Participant and Adoptive Parent(s) Information, Enhanced Subsidy Justification, and Actions.

When the page is initially activated, the Case Participant and the Agreement Type fields are pre-filled with information specified on the Create Case Work page. The user selects the Fiscal Agency, Service Category, Service Type, and, if applicable, the Adoption Subsidy Type that is relevant to the placement of the Young Adult for whom this page is being accessed. Only the fiscal agencies, with which the user is associated, displays in the “Fiscal Agency” drop down for selection. By clicking the Search hyperlink, the user launches the Search Provider by Service page, to retrieve the name of the appropriate provider into the Provider Name field.

The Effective Date/Date of Agreement is a user-entered field. The Date of Agreement field is user modifiable.

In the Participant and Adoptive Parent(s) Information group box, the user may specify who is/are the adoptive parent(s) of the child for whom an agreement is being produced. The user may also document the date on which the agreement is signed in the Effective Date/Date of Agreement field.

The Basic Subsidy Rate is a user entered numeric field that can be $0.00 with a maximum of $5000.


If appropriate, the user enters an enhanced subsidy amount to indicate an increase on the Basic Subsidy Rate that is intended to be paid. After entry and save, the system adds the basic subsidy rate and the enhanced subsidy amount and populates it into the Agreement Amount field. The Legal Costs and Other Non-recurring Expenses fields are also user entered, but are standalone fields. The user may also enter up to 10K of text in the Enhanced Subsidy Justification text field to explain the rational for the enhanced amount.

By choosing Extended Maintenance Adoption Assistance Agreement hyperlink in the Actions group box, the user activates a Microsoft Word text template titled the “Extension of Adoption Assistance Agreement Between the Department of Children and Families, Young Adult and Adoptive Parents Regarding Subsidy Payments and Services.” The template pre-fills with the data that has been saved on the page, and continues to update as the page is updated.

Once a Reason Agreement Terminated drop down selection has been made, and the related Date has been entered and saved, the page and the text document are saved and frozen. At this point, no further modifications can be made or updates occur.

2.2.2 Page Information

Group Box Participant and Adoptive Parent(s) Information

Fields Case Participant Name of the case participant on whose behalf the agreement or notice is being produced; system derived from the Create Case Work page; not user modifiable; Displays as a hyperlink in Last Name, First Name Middle Name, Suffix format. When clicked it opens the case participant’s Person Management page

Person ID The Person ID is displayed as plain black text to the right of the Case Participant name.

Create Date/Time The create date/time is displayed as plain black text, system derived, and is derived from the date and time when the Extended Maintenance Adoption Subsidy is saved for the first time.

Parent 1 Identification of one of the persons that will become the parent of the child. User enterable text field. 60 characters. Enabled and required.

Parent 2 Identification of one of the persons that will become the parent of the child. User enterable text field. 60 characters. Enabled.

Group Box Actions Extended Maintenance

Adoption Assistance Agreement Displayed as a hyperlink; Upon selecting the hyperlink the Extended Maintenance Adoption Assistance Agreement template is launched.

Group Box: Adoption Subsidy Agreement Information

Fields Agreement Type Type of agreement being produced; system derived from the Create Case Work page, defaulting as


Extended Maintenance Adoption Assistance Agreement; not user modifiable; displays as plain black text

Fiscal Agency User selected drop down; this field filters the Service Category and Service Types that will appear in the subsequent drop downs based on this selection; only those fiscal agencies, with which the user is associated, will pre-fill in the drop down for selection.

Service Category Category of service for which this agreement is being produced; user selected drop down list; required.

Service Type Type of placement for which this agreement is being produced; user selected drop down list filtered based on the Service Category selected; required.

Adoption Subsidy Type Type of adoption subsidy for which this agreement is being produced; user selected drop down list; enabled but not required;

Provider Name Name of the provider for whom the agreement is being produced; system derived from the Provider Organization table when the user does a Search Provider by Service, by clicking the Search hyperlink; not user modifiable; required.

Reason Agreement Terminated Indication of whether the agreement produced through this page is concluded; user selected drop down; not required; defaults blank.

Date Date that the Agreement was terminated; user-entered date field; required if a Reason Agreement Terminated value has been selected from the preceding drop down. When these two items are entered and saved, the record becomes disabled and associated text template frozen; must be equal to or greater than the Date of Agreement value.

Agreement Signed by both the adoptive parent(s) and a Department representative

Yes/No radio button selection to indicate if the agreement has been signed by both the adoptive parent(s) and a Department representative; user selected Yes/No radio buttons; no default selection; Required upon attempting to save after entering the Effective Date / Date of Agreement.

Date Signed Conditionally enabled; required; user-entered date field if “Yes” is selected that the Agreement is signed by both the adoptive parent(s) and a Department representative; otherwise disabled and grayed out; the date entered cannot be a future date; if the user selects “Yes” and enters a “Date Signed”


and subsequently changes back to “No”, the Date Signed will be null and disabled.

Effective Date/Date of Agreement

Date on which a signed agreement is effective; User entered date field; Conditionally enabled but not required only once “Yes” is selected that the Agreement is signed by both the adoptive parent(s) and a Department Representative. This question is the trigger that will freeze the overall page and runs the validations on all required fields.

Basic Subsidy Rate User-entered currency field; required; amount entered can be as low as $0.00 but cannot exceed $5000.

Enhanced Subsidy Amount Additional monthly payment amount agreed upon between the adopting parents and the department; enabled; user-entered currency field; not required

Agreement Amount Specification of the monthly amount of money agreed upon in the signed agreement. System generated currency field calculated by summing Basic Subsidy Rate and the Enhanced Subsidy Amount; not user modifiable

Group Box: Enhanced Subsidy Justification

Fields: User enterable text field with up to 10K characters; enabled, not required

Buttons: Save Standard Save processing. Close Standard Close processing. 2.2.3 Background Processing:

• Extended Maintenance Adoption Subsidy (EMAS) page cannot be created unless there is an existing, active Adoption Subsidy Agreement Information (AAA) page for the selected case participant who is between the ages of 16 and 21 as of 01/01/2019. If the participant does not have an existing, active AAA page where the answer is "Yes" to the question “Do the adoptive parent(s) and child elect to opt into the Extension of Maintenance Adoption Subsidy Program?,” FSFN will compare the participant's Date of Birth to 01/01/2019 to validate their age.

o If the participant is between 16 and 21 years of age as of 01/01/2019, FSFN will allow the EMAS page to be created regardless of whether or not the young adult has opted into the EMAS program.

o If the participant does not have an active AAA page or is not between the ages of 16 and 21, then the following validation message will display when attempting to create the page: "The selected participant must have an existing Adoption Subsidy Agreement Information page indicating they opted in, in order to create the Extended Maintenance Adoption Subsidy page."


• The Extended Maintenance Adoption Subsidy page can be accessed from with the Youth/Young Adult icon on the Desktop Outliner. The hyperlink in the outliner is displayed as “Extended Maintenance Adoption Subsidy <Effective Date/ Date of Agreement> Young Adult Name”. The Terminate Reason and associated Terminate Date will be displayed beneath the hyperlink in plain black text, if applicable.

• Service Type drop down displays only those Service Types which are Placements AND have Payments Allowed checked which is documented from Maintain Service Type and Rate.

• Service Category Type drop down displays only those Service Category Types which are associated with Service Types that have Payments Allowed checked which is documented from Maintain Service Type and Rate.

• Values entered into the Agreement Amount and the Additional $ per month fields should be monthly dollar amounts. The values do not drive payments. The actual payment is derived from the Out of Home Placement and Services pages.

• The Fiscal Agency drop down defaults blank. When the user is associated to multiple Fiscal Agencies, the drop down will default blank and the user will select among them.

• The values in the Service Category drop down list are dependent upon the fiscal agency that has been selected.

• The values available in the drop down list associated with the Service Type field are dependent upon the Service Category Type selected.

• If the user attempts to save the page without searching for a provider, the following error message appears: “Please access the Search Provider by Service page to complete Agreement for Young Adult.”

• The Reason Agreement Terminated drop down and date fields default blank. When a Reason is selected, date entered and saved, the Extended Maintenance Adoption Subsidy page, and the template associated to it, are frozen.

• The Reason Agreement Terminated drop down has the following reference values:

o Active Military

o Both Adoptive Parent Deceased

o Change in Subsidy Rate

o Eligibility Change to PESS

o Married

o Other

o Parent No Longer Providing Support

o Single Adoptive Parent Deceased

o Voluntary Opt Out

o Young Adult Deceased


o Young Adult 21

• If terminating the Extended Maintenance Adoption Subsidy for any reason, FSFN does not terminate any Adoption Eligibility pages.

• When terminating the Extended Maintenance Adoption Subsidy, there cannot be any open Out of Home Placements or Services where the Service Category is Adoption, unless “Change is Subsidy Rate” is selected. If attempting to terminate and save with any other reason, the following validation message displays: “An Adoption IV-E Eligibility cannot be terminated with open Placements or Services with the category of Adoption.” <Close>.

• When attempting to terminate the Extended Maintenance Adoption Subsidy page, FSFN validates that the Terminate Date does not precede the Service End Date; Service End Date is defined as the most recent terminated Service where the Service Category is Adoption. If the Terminate Date is prior to the Service End Date, the following validation message displays: “The Terminate Date cannot be prior to the Service End Date. Please make the necessary changes. <Close>.

• FSFN will not allow a FSFN Case to be closed if there is a “Pending” Extended Maintenance Adoption Subsidy record.

2.2.4 Save Processing

• Save Processing is initiated by clicking the Save command button. Save processing is also initiated when clicking the Close button, and then answering “Yes” when the system asks the user if s/he would like to “Save changes before closing the page.”

• The Parent 1 field is required upon saving. If the user does not enter text in the Parent 1 field and selects the Save button, the following validation message will display:

o Please enter data in the fields which are highlighted – Parent 1.

• Once the Date Signed field and the Effective Date/ Date of Agreement fields are both entered, and the page Saved, the page will freeze. The system will display a message that says “Upon saving, the page will become frozen and only a Reason Agreement Terminated and associated Date can be entered. Do you wish to continue?” Selecting No will return the user to the page, and it will remain editable. Clicking Yes will freeze the page.

o If the Extended Maintenance Adoption Assistance Agreement document has not been launched from the Actions column, upon freezing the page, the system will display a message that says, “The Adoption Assistance Agreement must be launched directly prior to saving the Adoption Subsidy Agreement Information Page.” Upon clicking Close, the document is launched.

• Information specified in the agreement page is saved to the AGREEMENT table.

2.2.5 CRUD Matrix

Table Name Create Read Update Delete ADOPTION_ELIG X


AGREEMENT X X X CASE_PART X PROVIDER_ORG X SERVICE_TYPE X

adoption subsidy agreementcenterforchildwelfare.fmhi.usf.edu/kb/fsfn/adoptionsubsidyagreem… ·...

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