DFPS Case Connection

“CASA Access to CPS electronic records”

History

Texas CASA and local programs advocated for better access to CPS case records and in May 2013 HB 1227 was passed that required DFPS to allow CASA access to a child’s case file electronically by September 1, 2014. Workgroups were formed and have met to address how to provide access to CPS electronic information, how CASA would communicate with CPS about child appointments and records they needed to access, how CASA staff and volunteers would be approved for access to electronic records, security issues and requirements for electronic records and more. Although the workgroups continue, it is important for all local programs and local program leadership to understand what is scheduled to occur, what is needed, and what calendar dates to mark and hold for local staff participation.

Roll out plansfor Case Connection

A “phased” roll out will provide access to CASA staff in September 2014 and access to CASA volunteers beginning January 15, 2015

Terms

DFPS Case ConnectionCASA’s Access to CPS electronic records in IMPACT

ABC’sNEW child abuse registry background check automated system

FBC’sNEW FBI fingerprint background checks

IAMIdentify Access Management

CASA Staff Requirements to access Case Connection

All CASA staff must have an ABC’s child abuse registry background check

All CASA staff must have an individual email

All CASA staff must have a criminal background check in compliance with Texas CASA standards

Security Requirements and Amended CASA/CPS Statewide MOU

CASA staff must abide by DFPS Security Requirements as outlined for CASA organizations

CASA staff must abide by the Amended CASA/CPS Statewide MOU

Two specialized local program staff roles – ABC Specialist and IAM Specialist

Each local CASA program accessing Case Connection will need to have a designated ABC and IAM Specialist.

Trainingfor CASA staff and ABC and IAM Specialists

Four one hour webinars were provided as follows and are now archived on the Texas CASA website. The power points for these webinars are also available along with two User Guides on the website.

DFPS Case Connection for CASA Staff - Part I / 8/25 / 12:00
DFPS Case Connection for CASA Staff - Part II / 8/25 / 2:00
Background Check for Designated ABCS Representative / 8/26 / 12:00
Identity Management for Designated IAM Representative / 8/26 / 2:00

Deployment Plan

CASA staff - Begin Using Case Connection in 4 Easy Steps:

Step 1: Begin Pre-Deployment Activities -Start Now

•Identify Case Connection Users

(CASA staff in your program that work directly with cases)

•Identify IAM Designated Representative

•SubmitABC’s Background Check requests for IAM Designated Representative(s) and Case Connection Users

You decide within your program who will be the IAM rep. In Step 2, forms will be provided for this person so they can begin their work as the IAM representative.

•Participate in Training

(Texas CASA website archived training and User Guides)

•Identify a Case Connection Deployment Point of Contact

(a person in your program that will work with Kim Mansell, DFPS Case Connection Coordinator to schedule your deployment time and arrange for specific case access)

Step 2: Schedule Deployment - As Soon as You Can

•Request a deployment week: (see Step 3 to determine when you will be ready)

•So that DFPS can meet the workload of opening access to existing CASA cases across the state in an efficient and timely manner, a weekly deployment schedule has been created. Each week, up to 12 local CASA programs can begin deployment and access to their CASA case records.

•To sign up for one of these deployment weeks, Email the DFPS Coordinator, Kim Mansell, with your request for one of the deployment weeks above. Kim’s email is . Kim will confirm your deployment date. Please remember that space is limited to 12 local programs per week.

Step 3:Prepare for Deployment – One to Two Weeks before Deployment Week

•Once you schedule a time for deployment –Step 2 above, Kim will send you a packet containing required forms and information about deployment activities

•Complete and send these formsback to Kim at least 1 week prior to your deployment:

Initial Case Access Request Spreadsheet form

(What cases do you want access to first. All local programs will be asked to prioritize cases for access, submitting a list of 30 cases at a time –once access has been completed on 30 cases, then access will begin with the next 30, and so on)

IAM Organization and IAM Rep Set-up Form

•Review theUser Guides:

Getting Started

Using Case Connection

IAM Representative Job Aid

Step 4:Begin Using Case Connection - During your Deployment Week

•CASA Staff register for IAM Portal Accounts and request access to Case Connection

•CPS will begin assigning access to the cases requested in Step 3

•CASA will Beginaccessing CPS electronic records using Case Connection!

Offered for your assistance, but not required:

•Participate in a DFPS-CASA PlanningCall to get any questions you may have answered –Recommended!

•Participate in a DFPS-CASA GroupSupport call to get help, provide opportunity for discussion and review - If needed or Interested