forms user guide 11-10-2013
TRANSCRIPT
Forms
User Guide
November 10, 2013
Prepared for
State of Florida Department of Children and Families
Forms
(FSFN) User Guide
November 10, 2013 Page 2 of 12
Change History
Release # Date
CR # or Incident #
Change Description Author(s) Section Modified
R3b 11/10/2013
Transformation Initial submission FSFN Enhancement Team
Entire document
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(FSFN) User Guide
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Table of Contents
About FSFN User Guide ........................................................................... 4
The Intended Audience .............................................................................................................. 4
Prerequisite Knowledge ............................................................................................................. 4
Related Resources .................................................................................................................... 5
Forms......................................................................................................... 6
About the Forms Page ............................................................................................................... 6
Key Tasks .................................................................................................................................. 6
Forms with Approval Function .................................................................................................... 6
Forms without Approval Function ............................................................................................... 9
Copy-Over Function ..................................................................................................................11
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About FSFN User Guide
The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to
complete your work in the FSFN system. This user guide does not cover every system feature
built into FSFN, but describes the most commonly used functions to complete your day-to-day
work in the FSFN application. This user guide, when used with Online Help and the How Do I
Guides, helps you successfully use the FSFN system as a support tool in your important work
of safeguarding the safety, permanence, and well-being of children, families, and adults of
Florida.
The Intended Audience
This user guide serves a wide audience of FSFN end users who include:
• Adult and Child Protective
Investigators
• Financial Workers
• Hotline Criminal Investigation (CI) Unit
• Legal Workers
• Ongoing Case Managers
• Provider Management
• Security Officers/Administrators
• Supervisors
• Support and Data Entry Staff
Prerequisite Knowledge
This user guide was developed with specific prerequisite expectations. Before reading this
guide, please read the following information. If you need to refer to additional User Guides,
How Do I Guides, or other information, visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us).
• You must have a working understanding of Florida Department of Children and Families
Policies and Practices as related to the use and operation of FSFN.
• You must have a working understanding of the basic FSFN navigation and functionality.
See the Multi-Topic Basics User Guide and How Do I Guide.
• If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I
Guide.
• Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person
Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three
pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book.
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• The Search page referred to within this user guide is the Search page with four (4) tabs:
Person, Case, Provider/Organization, and Worker. This Search page is commonly
called the Utility Search or Navigational Search. It is accessed primarily from the
Desktop by clicking Search on the Banner or Utilities menu. Other type of searches may
be referred to as data retrieval searches. These searches use different search
functionality than the Utility Search. For example, the Person Search page provides a
method to search for a person and retrieve person data that pre-fills into the page in
which you are working. The Person Search page should not be confused with the
Search page with the Person tab.
Related Resources
Visit the DCF FSFN Website (http://fsfn.dcf.state.fl.us) for online access to additional resources
to support FSFN system end users, including:
• FSFN Project Information
• Online Web-based Training (WBT)
• User Guides
• How Do I Guides (job aids)
• Topic Papers (System Functionality Design)
• Reference Data (Selection Values)
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Forms
About the Forms Page
The Forms page allows the user to launch and store provider, case, and participant-related
Word documents.
Key Tasks
This guide outlines the following Forms page tasks/functionalities:
• Forms with Approval Function
• Forms without Approval Function
• Forms Copy-Over Function
Forms with Approval Function
1. From the Licensing or Person Provider page, select the appropriate form using one of
the following methods:
• From the Options drop down, select the form, and then click Go.
• From the Actions/Text field, click the Form Name hyperlink.
2. The Forms (With Approval) page displays.
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3. Launch the form depending on the Forms (With Approval) page version launched:
• For Pre-Release 2 version:
− From the Options drop down, select the form.
− Click Go.
• For Release 2 version:
− In the Actions/Text field, click the Forms Name hyperlink.
The specified form launches.
4. After documenting the necessary information, click Close.
5. Return to FSFN.
6. The Forms page displays.
7. Launch the form depending on the version of the Forms page launched:
• For Pre-Release 2 version:
− From the Options drop down, select Approval.
− Click Go.
• For Release 2 version:
− In the Actions/Text panel, click the Approval hyperlink.
8. The Approval History page displays.
9. Select the Approve radio button.
10. Click Continue.
The standard approval process is followed. If user does not have self-approval, the
supervisor receives the form for final approval.
11. The Forms page is displays.
12. Click Save.
13. Click the Close.
Approval is only available for the following forms:
• Reunification Home Study
• Refrigerator Case Plan Mother
• Refrigerator Case Plan Father
Post Release 2, launches the following Forms page based on logged in user
security:
• Pre-Release 2 displays the Option drop down at the bottom left corner.
• Release 2 version displays:
− The Actions/Text field on the right side with Form and Approval as
hyperlinks.
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− Provider Search to search/select and pre-fill Provider name on the
following Release 2 forms:
▪ Family Referral
▪ Individual Referral
▪ CF-CFSP 5341 – Psychiatric Evaluation Referral
▪ CF-FSP 5074 Family, Social and Medical history of Child to be
Adopted
The Forms page is accessed either by the Case Work in the Banner bar, or through the
Create menu item on the Desktop.
• In addition, there are provider forms (Home Study and Re-licensing Summary for a
CPA/ CCA) that are launched directly from the piece of work.
• Upon selecting the Form from either the Options drop down or under Actions/Text
field of that specific piece of work, the Forms page is displayed.
When the Forms page is displayed, the name of the case, or provider, and the subject
specified on the Create Case Work page pre-fill the Case (or Provider) and the
Category fields, respectively. The document name, to be created, pre-fills in the
Document field.
Once supervisory approval has been granted, no further modifications to the
information on the Forms page or in the associated document may be made.
The only forms that require approval are the Home Study and Re-licensing Summary
for a CPA/ CCA.
• This is only in reference to Forms that are accessed via the Forms page.
If no case participant(s) need to be associated with the form, the Case Participant
group box is disabled.
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Forms without Approval Function
1. From the Desktop, click Create Case Work.
2. The Create Case Work page displays.
3. From the Forms drop down, select the appropriate document from the Create Case
Items group box.
4. From the Cases group box, select the appropriate case.
5. From the Case Participants group box, select the appropriate participant.
6. Click Create.
7. The Forms (Without Approval) page displays.
8. Launch the form depending on the version of Forms (Without Approval) page opened:
• For Pre-Release 2 version:
− From the Options drop down, select the form.
− Click Go.
• For Release 2 version:
− In the Actions/Text field, click the Forms Name hyperlink.
The specified form launches.
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9. After documenting the necessary information (if applicable), click Close.
10. You are returned to FSFN.
11. The Forms page displays
12. Click Save.
13. Click Close.
If a document does not require supervisory approval, the Approval option or
hyperlink does not display in the Options drop down or Actions/Text panel on the
Forms page.
The user may print the document at any time and may return to the document and
make modifications at any time.
Documents not requiring supervisor approval are never frozen in the system.
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Copy-Over Function
1. From the main menu, select Create Case Work.
2. The Create Case Work page displays.
3. From the Create Case Items group box, select JR Notice to Child.
4. From the Forms drop down, select the appropriate Case.
5. From the Cases group box, select the appropriate participant.
6. From the Case Participants group box, click Create.
7. The Forms Copy Over page displays.
8. Click the Copy hyperlink.
9. Depending on the version of the Forms page is displayed:
• For Pre-Release 2 version: From the Options dropdown, select the Form, and
click Go.
• For Release 2 version: Click the Forms Name hyperlink under the Actions/Text
field.
The specified form launches.
The information documented in the original template is copied to the new template.
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10. Click Close.
11. You are returned to FSFN.
12. The Forms page displays.
13. Click Save.
14. Click Close.
The Forms Selection page only displays if the selected form has been created for
a participant within the Case.
The Forms Copy Over page displays a list of the selected documents that are
available to copy for the case participants. If the user elects to copy a form, he or
she clicks the Copy hyperlink.
The Forms Copy Over page only displays for the following forms:
• Case Transfer Staffing (ESI)
• Individual Referral Form
• Family Referral Form, Visitation Plan
• Trust Expenditure Plan
• Independent Living Program Referral
• Reunification Home Study
Note: Launched from the TX Planning menu instead of Forms