Subject:Probation Access to CWS/CMS

Requirements Document

Subject:Probation Access to CWS/CMS

SCR:8432

Contents

1Background

2Scope

3Documentation

4Assumptions

5Issues

6Requirements

1Background

The federal Department of Health and Human Services (DHHS) has notified states that Chafee National Youth in Transition Database (NYTD) regulations require that counties and the California Department of Social Services (CDSS) collect additional data for both Child Welfare Services and Probation cases beyond what is already being captured.For children in IV-E funded out of home placements, it is necessary that county probation staff have full access to CWS/CMS in order to enter required NYTD information. Failure to adequately report NYTD data for probation supervised children will result in financial penalties.

The existing capabilities of the SOC 158 application and the Client Services Probation case functionality thatLos Angelescurrently has today will not address these demands. This system change requestfocuses on making Probation access to CWS/CMS available statewide for the entry of NYTD data elements.

2Scope

The current functionality for Non County Welfare Department (Non-CWD) cases, with minor modifications, will be expanded to be available statewide;SOC 158 placement data will be available for ‘manual migration’ into a ‘Non-CWD’ case in Client Services; two new Client Disposition Closure Reasons will be added; two will be renamed and additional Role Types of ‘Probation’ and ‘ICWA’ will be available for secondary assignments.

3Documentation

The sources of information used for development of the business requirements in this document are listed below:

• SCR 8330 - Implement Chafee National Youth in Transition Database (NYTD) Regulations
• SCR 8432 – Probation Access to CWS/CMS
• Federal Register Part II Department of Health and Human Services, Administration for Children and Families Federal Regulations ’45 CFR Part 1356’ Chafee National Youth in Transition Database; Final Rule, February 26, 2008

4Assumptions

• Adherence to CWS/CMS guidelines, GUI standards, JV documents standards, etc. will continue.
• No security or other system access application changes will be made unless specified.
• The vendor shall complete analysis required to identify CWS/CMS documentation that must be updated to reflect system changes that result from implementation of theserequirements and then update those documents.
• The vendor shall complete analysis required to identify and update CWS/CMS Help Text that must be updated to reflect system changes that result from implementation of these requirements. Help Text will be written to briefly inform the user how to utilize the functionality.
• All updates to CountyAccess to Data (CAD) will be included in the Operational Data Store (ODS), Case, and Referral universes, unless otherwise specified.
• Current Non-CWD functionality for LA County shall not be adversely affected by this SCR.

5Issues

6Requirements

Requirement 1

End users shall have the ability to migrate all of a client's SOC 158 application placements into the Client Services application. Migrated placements will be managed exclusively in the Client Services application and will no longer be visible in the SOC 158 application.

Requirement 2

Data that exists in the Placement notebook in the SOC 158 application that does not currently exist in the Placement notebook in Client Services shall display on the Non-CWD page of the Placement notebook.For active Placements the user shall have the ability to edit this data. For ended Placements they shall be able to edit the data using the current Update Placement functionality.

Data that exists in the SOC 158 Client notebook that does not currently exist in the Client Services application shall display in Client Services.

Requirement 3

The application will provide a visual cue to indicate whether the case is a Non-CWD case or a CWD-CWS case. The visual cue will display on the notebooks listed below.For the case title bar Non-CWD will display as NON-CWD.

• Open Folder (Case)dialog box
• Requested Actions page of the Supervisor notebook
• Summary page of the Caseload notebook
• Case notebook title bar
• Open Associated Case dialog
• Case History page of the Client Abstract
• NavTool
• Select Notebook (Case)

Requirement 4

The application shall allow a secondary role type of 'Probation' and 'ICWA' for secondary assignments.

Requirement 5

End users shall be able to discretely identify which agency owns the case or referral.

Requirement 6

Add two new Client Disposition Closure Reasons of 'Open New Non-CWD Case' and 'Child Already in a Non-CWD Case'. The value of 'Open New Non-CWD Case' shall only be available for users with Non-CWD privileges.

Requirement 7

Revise the existing Client Disposition Closure Reason from 'Open New Case' to 'Open New CWD-CWSCase’.

Requirement 8

Revise the existing Client Disposition Closure Reason from 'Child Already in a Case' to 'Child Already in a CWD-CWS Case'.

Requirement 9

Revise the automatically-created Substitute Care Provider name from 'Dummy SOC158' to 'Placeholder SCP'.