MD 99-02 Publishing on DCFS Web Site & LA Kids, June, 1999 Page 1 of 12

SIGNED / SIGNED
SENIOR DEPUTY DIRECTOR / DIRECTOR
SIGNED / SIGNED
DEPUTY DIRECTOR, BES / DEPUTY DIRECTOR, BO
SIGNED / SIGNED
DEPUTY DIRECTOR, BSP / DEPUTY DIRECTOR, BAMS
SIGNED / SIGNED
SENIOR DIVISION CHIEF / DEPUTY DIRECTOR, BR

MANAGEMENT DIRECTIVE

SUBJECT: PUBLISHING ON THE LOS ANGELES COUNTY

DCFS INTERNET WEB SITE AND LA Kids INTRANET

POLICY #:MD 99-02

EFFECTIVE DATE:June, 1999

CANCEL DATE:None

The Department of Children and Family Services (DCFS) has an external, Internet Web Site and internal, Intranet LA Kids Web Site. The primary elements of the Internet/ Intranet are host computer systems that are linked by a backbone telecommunications network. This network is like a telephone line that is always open and talking to the host computers, which are always on. The computers communicate over the network using the same “language.”

All official DCFS publications shall be published on the Intranet LA Kids Web Site, e.g., Procedural Guides, Special Information Bulletins, Management Directive, FYI, CSW, Eligibility and Clerical Handbooks.

Public access information shall be published on the Internet DCFS Web Site, e.g., client success stories, employment opportunities, services provided by the Department, information on becoming a foster parent, adopting a child and frequently asked questions.

Ideas for the Internet/Intranet, that require a consultation on format or graphics, shall be submitted to the Management Information Division (MID) through the chain of command.

This material is being released in a combined Management Directive/Procedural Guide format. When Management Directives are published on LA Kids, this directive shall be posted, in the appropriate section.

  1. DEFINITIONS
  1. Browser

Application software that gives a graphical interactive interface for searching, finding, viewing and managing information over a network.

  1. DCFS Web Site

The DCFS participation in the Los Angeles County’s Internet Web Site which shall be available for world-wide communication.

  1. Document

An article, letter, form, or any type of “paperwork” that is created on a computer by typing in information. The computer can save or print the document so that it is available for review and/or changes.

  1. Frequently Asked Questions (FAQ)

A list of questions and answers, put together by the experienced, to aid the less experienced.

  1. Home Page

The startup page of a site, containing identity and index information.

  1. Hyperlink (links)

Connections between one piece of information and another.

  1. Hypertext Markup Language (HTML)

HTML is a page description language that tells a browser how to correctly display the pages of information from a Web Site.

  1. Information Source

A person submitting a request to have a document published on the Internet/ Intranet, e.g., foster parent, foster child and/or non-DCFS staff. This person may have a foster care success story that (s)he would like published on the Internet/ Intranet. This person will submit their document to a DCFS employee who will initiate the chain-of-command process.

  1. Internet

A world-wide computer network that is made up of many interconnected networks. No single entity - academic, corporate, governmental, or non-profit agency administers the Internet. It exists and functions as a result of the fact that hundreds of thousands of separate operators of computers and computer networks independently decided to use common data transfer protocols to exchange communications and information with other computers, which in turn exchange communications and information with still other computers. There is no centralized storage location, control point, or communications channel for the Internet, and it would not be technically feasible for a single entity to control all of the information conveyed on the Internet.

  1. Intranet

A “Mini-Internet” for internal use within an organization. Although the intranet can be made available to the outside world, it is mostly used by corporations to make information available to its employees.

  1. Network

A system of interrelated elements that are interconnected in a dedicated or switched linkage to provide local or remote communication and to facilitate the exchange of information between users with common interests.

  1. Published on the Web

The World Wide Web exists fundamentally as a platform through which people and organizations can communicate through shared information. When information is made available, it is said to be “published” on the Web. Information that is published on the Web must be formatted according to established Web standards. This standardized format assures that all Web users who want to read the material will be able to view it. Once a provider posts information on the Internet/Intranet, it is available to all other Internet/Intranet users.

  1. Single Point of Contact

The individual identified by the Region Administrator/Office Head/Division Chief as the contact for the office/section/division to submit documents to MID.

  1. Web Master

System operator for a Web Site server. This person is responsible for the Web Site information maintenance and to keep the Web Site accessible to staff and Internet/Intranet users.

  1. Web Page

A unit of information. A page can be as long as one or more chapters of a book or as short as a single work or sentence. The page is the single unit of information requested and received, then displayed at one time in a browser. When you view the Web page in a browser, you often must scroll through the document in order to see the entire page.

  1. Web Site

A collection of World Wide Web pages, usually consisting of a home page and several other linked pages.

  1. World Wide Web (WWW)

Internet system for world-wide hypertext linking of multimedia documents, making the relationship of information that is common between documents easily accessible and completely independent of physical location.

  1. POLICY AND STANDARDS
  1. The protection and safety of a child is always the first priority.
  1. Our primary mission is legal permanency.
  1. DCFS case records are confidential pursuant to Welfare and Institutions Code (WIC) Sections 827 and 10850. The Los Angeles County Juvenile Court policy on confidentiality sets forth the details of the court’s interpretation of these statutory requirements. Failure to follow confidential policy may lead to disciplinary action, including discharge and civil action. Under the provisions of the statutes, a violation is a basis for criminal prosecution.
  1. Internet/Intranet usage is for County business only. It is not to be used for activities such as, but not limited to, personal business, outside employment, union-sponsored activities (without prior approval) or the disclosure of information that is sensitive or confidential in nature, e.g., DCFS case specific information, personal matters, etc.
  1. Internet/Intranet usage is subject to all existing policies and procedures concerning confidentiality, conflict of interest, general conduct and sexual harassment, etc.
  1. Both law and Departmental policy prohibit the theft or other abuse of computer equipment. Such prohibitions include unauthorized entry, use, transfer and tampering with the accounts and files of others.
  1. Failure to adhere to Internet/Intranet policy, or to any part of Internet/Intranet policy, shall be subject to appropriate disciplinary measures.
  1. PROCEDURES
  1. Employees shall be responsible for the following:
  1. Using the Internet/Intranet for business purposes only.
  1. Adhering to the chain-of-command protocol for publishing on the Internet/Intranet.
  1. Chain-of-command authority shall be responsible for the following:
  1. The DCFS chain-of-command authority level for “new content” is as follows:

a)Information source/Employee

b)Supervisor

c)Section Head/Assistant Regional Administrator

d)Regional Administrator/Division Chief

e)Deputy Director(s)

f)Director

  1. The DCFS chain-of-command authority level for “revised content” is as follows:

a)Information source/Employee

b)Supervisor

c)Section Head/Assistant Regional Administrator

d)Regional Administrator/Division Chief

  1. The DCFS chain-of-command authority level for “removal, modification (typo) and maintenance” is as follows:

a)Web Master

b)Supervisor

  1. RESOURCES

A Guide for Accessing California Legislative Information on the Internet. Prepared by the Legislative Counsel State of California

DCFS Intranet, Internet Tutorial, Glossary of Internet Terms

  1. FORMS
  1. FORMS REQUIRED

DCFS 5530, Request for Review, Information to be Published on the DCFS Web Site/LA Kids

  1. FORMS CANCELED/REVISED

None

  1. INSTRUCTIONS
  1. WHEN:“NEW CONTENT” IS TO BE PUBLISHED ON THE DCFS INTERNET WEB SITE

WHO / HOW
DCFS Employee
DCFS Employee /
  1. Gather and prepare information to be published.
a)examples of information for the DCFS Internet Web Site are:
1)a document written by an information source
2)FAQ
3)notice of media event
4)statistics
5)DCFS store
6)surveys
7)pending legislation
8)client at risk or success story
9)adopting a child
10)how to become a foster parent
NOTE: Contact the next chain-of-command for ideas that require consultation on format and graphics or MID for guidance on a format style.
DCFS Employee /
  1. Create a document containing the desired information using the following standards. Documents for the Internet must be in HTML format.
a)all pages submitted to be published must be grammatically correct and contain no spelling errors.
b)paragraphs and messages should be short and to the point.
c)include a pertinent subject title for the page.
d)capitalize words only to highlight an important point or to distinguish a title or heading. Capitalizing whole words that are not titles is generally termed as SHOUTING!
e)use the International format for listing dates, i.e. MM/DD/YYYY or spell out the date in the following manner, June 24, 2000.
f)cite all quotes, references and respect copyright and license agreements.
g)acronyms can be used to abbreviate whenever possible, however, messages that are filled with acronyms can be confusing and annoying to the reader.
h)keep in mind that Internet users are from many countries. Don’t assume that they will understand a reference to TV, movies, pop culture or current events in your country. Explain the reference if it is used.
i)use graphics appropriately. Decide whether fancy graphics are worth the wait to display. Multi-colored and/or large graphics take extra time to load. Users will get discouraged and move on to another page if your graphics take too long to load. Graphics should be attractive and provide significant information. Make it easy for readers to orient themselves by using a clear, consistent graphic layout.
j)information shall be accurate and up-to-date. Check resources before submitting information to the next in chain-of-command authority level.
  1. Complete the DCFS 5530, Request for Review, Information to be Published on the DCFS Web Site/ LA Kids. Type in the comments section why you want the document published on the DCFS Web Site Internet. Submit the DCFS 5530, Microsoft Word document and disk to the next in chain-of-command.

Next in chain-of-command
Next in chain-of-command /
  1. Receive the document to be published on the DCFS Internet Web Site.
  1. Review the document according to the above-cited standards and determine if it is appropriate for the Internet.
a)if corrective action is necessary, annotate comments on the document and return it with the DCFS 5530 to the DCFS employee.
b)if the document is denied, annotate comments on the DCFS 5530 and return it with the document to the DCFS employee.
c)if the document from an information source is denied, complete a memo explaining why it is not appropriate for the Web Site. Attach the memo to the document. Send it to the information source. Retain a copy of the memo per existing procedures.
d)if the document is approved, check the appropriate boxes on the DCFS 5530 and forward it to the next in chain-of-command.
  1. Repeat the next in chain-of-command steps until approved by the Director. When final approval is obtained, submit the DCFS 5530, indicating where the document is to be published, signatures, dates and the document/disk to the to the single point of contact designated person.

DCFS Employee /
  1. Receive the DCFS 5530. Review the response.
a)if corrective action is necessary, obtain the information and data enter the correction into the Microsoft Word document. Resubmit the document with a new DCFS 5530 to the next in chain-of-command.
b)if the document is denied, retain the DCFS 5530, document and disk for your file.
Single Point of Contact /
  1. Receive the DCFS 5530, indicating final approval, the document and disk.
  1. E-mail the document to the MID Web Master. Dataenter a message indicating where the document is to be published.
  1. Retain the DCFS 5530, the document and disk. File the DCFS 5530 in the designated file for all information published on the Internet.

MID Web Master
MID Web Master /
  1. Upon receipt of the e-mail document, review it to determine which Web Site is indicated for publication.
a)publish the document on the designated Web Site.
b)update, as appropriate, the “What’s New” category.
  1. Provide routine maintenance to the Web Sites. File the document in the designated file for all information published on the Internet/Intranet Web Sites.

  1. WHEN:“NEW CONTENT” IS TO BE PUBLISHED ON THE

LA KIDS INTRANET

WHO / HOW
DCFS Employee /
  1. Gather and prepare information to be published.
a)examples of information for the LA Kids Intranet are:
1)CWS, Eligibility and Clerical Handbook
2)Management Directives
3)FYI
4)Career Opportunities
5)Special Information Bulletins
  1. Create a document containing the desired information using the standards cited in section A. above. The document for the LA Kids Intranet can be in Microsoft Word, Excel or spreadsheet format.
  1. Complete the DCFS 5530 using the steps cited in section A. above.

Next in chain-of-command /
  1. Receive the document to be published on the LA Kids Intranet.
  1. Follow steps cited in Section A. above.

Single Point of Contact /
  1. Receive the DCFS 5530, indicating final approval, the document and disk.
  1. Follow steps cited in Section A. above.

MID Web Master /
  1. Follow steps cited in Section A. above.

  1. WHEN:“REVISED” INFORMATION IS TO BE PUBLISHED ON THE INTRANET/INTERNET

WHO / HOW
MID Web Master /
  1. Receive a forwarded e-mail message from the DCFS Web Site Monitor indicating a letter to the editor/ publisher.
  1. Review the Internet/Intranet published information on a regular basis. Determine if the information remains accurate and up-to-date.
a)if the information requires corrections or updates, contact the DCFS employee who originated the document.
b)if the information is accurate, no action is necessary.
DCFS Employee /
  1. Review the Internet/Intranet for your published information on a regular basis or receive contact from the MID Web Master explaining that a revision may be necessary.
  1. Determine if the information remains accurate and up-to-date.
a)if a revision or update is necessary, data enter the changes on the existing Microsoft Word document. Follow the established chain-of-command approval process until the request is approved or denied.
b)if a revision or update is not needed, no action is necessary.
MID Web Master /
  1. Receive from the single point of contact, via e-mail, the approved revision document.
  1. Follow the established procedures in this release to publish or update the Web Site.
  1. Archive the original information. File the e-mail document in the designated file for all information published on the Internet/Intranet.

  1. WHEN:“REMOVE/MODIFY/MAINTAIN” INFORMATION ON THE INTERNET/INTRANET

WHO / HOW
MID Web Master /
  1. Review the Internet/Intranet published information on a regular basis. Determine if the information remains accurate and up-to-date.
a)if a “typo” or similar error is discovered, obtain approval from the MID Supervisor to make the correction on the Intranet/Intranet. See the established procedures in this release to follow the next in chain-of-command approval process.
b)if the information becomes obsolete, obtain approval from the MID Supervisor to remove the published information from the Intranet/Intranet.
NOTE: When appropriate, the Supervisor will consult/refer the matter to the Regional Administrator/ Division Chief.
  1. Follow the established procedures in this release to publish or update the Web Site.
  1. Archive the original information. File the document in the designated file for all information published on the Internet/Intranet.

crw a:\ 6/21/99)

MD 99-02 Publishing on DCFS Web Site & LA Kids, June, 1999 Page 1 of 12

DEPARTMENT OF CHILDREN AND FAMILY SERVICES

REQUEST FOR REVIEW OF INFORMATION

TO BE PUBLISHED ON THE DCFS WEB SITE/LA KIDS

DATE:

REQUEST

TO: /  Supervisor /  Section Head/Assistant Regional Administrator
 Regional Administrator/Division Chief /  Deputy Director(s)
 Director

FROM:

SUBJECT:

COMMENTS:

RESPONSE

CHECK APPLICABLE BOXES, SIGN AND DATE

 APPROVED AS WRITTEN
 COMMENTS ARE ATTACHED
 APPROVED WITH NOTED CHANGES
SUPERVISOR / DATE
 APPROVED AS WRITTEN
 COMMENTS ARE ATTACHED
 APPROVED WITH NOTED CHANGES
SECTION HEAD/ASSISTANT REGIONAL ADMINISTRATOR / DATE
 APPROVED AS WRITTEN
 COMMENTS ARE ATTACHED
 APPROVED WITH NOTED CHANGES
REGIONAL ADMINISTRATOR/DIVISION CHIEF / DATE
 APPROVED AS WRITTEN
 COMMENTS ARE ATTACHED
 APPROVED WITH NOTED CHANGES
DEPUTY DIRECTOR / DATE
 APPROVED AS WRITTEN
 COMMENTS ARE ATTACHED
 APPROVED WITH NOTED CHANGES
DIRECTOR / DATE

APPROVED DESIGNATED WEB SITE: INTERNET DCFS WEB SITE AND/OR  INTRANET LA Kids

DCFS 5530 (6/99)