• Implementation Starter Kit Topic - Miscellaneous

Ohio SACWIS Project
Implementation Starter Kit
Topic - Miscellaneous
July 27, 2006
Prepared for:
Prepared by:
Dynamics Research Corporation
4010 E. 5th Avenue
Columbus, OH 43219
Ohio SACWIS Implementation Guide 02 Workflow Analysis
Implementation Starter Kit - Miscellaneous
Table of Contents
1 County Identifying Information........................................................................................................ 3
2 Merge Person.................................................................................................................................. 4
3 Associate Case................................................................................................................................ 7
4 Alleged Perpetrator Search............................................................................................................ 12
5 Restrict Case or Intake................................................................................................................... 14
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1 County Identifying Information
County: ____________________ Date Distributed:__________________
# of Workers: _______________
Implementation Liaison: ______________________________ Phone: ____________________
Organizational Readiness Contact:________________________ Phone: ____________________
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2 Merge Person
Decisions will need to be made regarding which staff members will perform which tasks. SACWIS
is setup based on security profiles. By determining which staff members will perform which tasks
this will aid in the matrix that will be needed for determining security profiles.
In SACWIS the merge person functionality is housed under the Administration area. In order for
your workers to perform this task they will need to have the Merge Administrator security profile.
Extra caution should be used when performing merge functions as once the records are merged
They can not be un-merged without creating a new record. This may affect your decision
making process as to who will perform the merging.
Merge Question Decision Consequences
Will the merge func tionality be Everyone or a If everyone: you simply need to make sure
available to all employees or a select few that the merge administrator security profile
select few? is included on everyone’s security profile.
If select few: you will need to determine the
process for getting the identified duplicates
that need to be merged to the correct person.
Also, when a person is merged there are a lot
of selection points as to which data you want
to keep. For example if there are different
DOBs on the 2 person records the merge
administrator will need to know which one is
accurate and which to be kept.
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To access the merge functionality go to the Utilities menu under the Administration tab.
Notice there is a Retain Person and Remove Person field box. The person performing the merge will
click on the Search Person button in the Retain Person box, the system launches Person Search. The
merger will perform a person search and determine which person record will be the retained
record. Then repeat the steps for the Remove Person.
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After the Retain and Remove person records have been selected the person performing the merge
will click the Compare Records button. This will display a list of values that conflict within the two
person records. The Merge Administrator will be able to select which value they wish to keep.
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3 Associate Case
During the RRD and JAD sessions it was determined that there were two instances in which a
worker would want to Link/Associate a case to another case. You would Associate a case for one of
two reasons: either for reason of Duplicate or for reason of Companion.
When a case is associated for reason of “Duplicate” then the case that was selected for the
“Associate Case” will no longer be selectable in case searches and work will not be able to be
performed on the case. A worker could still access any information in the case through the Primary
Case when needed.
When cases are associated for reason of “Companion” both cases involved are still workable,
editable, and searchable. The only difference is while you are in either of the cases the worker
would be able to see that a case is associated for reason of Companion. (You will learn more about
this process in your SACWIS training.)
Associate Case Question Decision Consequences
Will the merge functionality be Everyone or a If everyone: you simply need to make sure
available to all employees or a select few that the Case Linker security profile is
select few? included on everyone’s security profile.
If select few: yo ur agency will need to have a
process flow in place as to how the worker’s
will get the needed information to the “Case
Linker”
If the concept of “Companion” Your agency will need to determine the
cases is new to your agency you process and scenarios in which your workers
will use the Companion case functionality.
This is not mandatory functionality.
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The Associate Case functionality is located on the Administration tab on the Utilities menu. Much
like the person merge functionality the worker will need to search for the case that will be the
“Primary” then perform a second case search for the case that will be the “Associated” case.
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Once both of the cases have been identified the worker will simply select the “Type of
Association”, enter comments if applicable, then click the Associate Case button.
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Once a case has been associated to another case the information can be accessed from Linked Cases
hyperlink on the Case Overview page.
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Below is a view of an associated case. The View Linked Cases hyperlink was selected from
previous screenshot. This example was for two cases that were associated for reason of Companion.
Case content is still accessible for both cases.
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4 Alleged Perpetrator Search
It was identified that an alleged perpetrator search would be a useful tool. The assumption by the
SACWIS team is that only select person’s would have access to this information. Very specific data
is needed in order to be able to conduct a perpetrator search. Also, keep in mind that restriction is
not based on a person level it is based on a case level. Therefore, even if the alleged perpetrator is
involved in a restricted case, their person information will still display given the correct search
criteria was used for the alleged perpetrator search.
Alleged Perpetrator Search Decision Consequences
Question
Will the Alleged Perpetrator Everyone or a If everyone: you simply need to make sure
search functionality be available select few that the alleged perpetrator search security
to all employees or a select few? profile is included on all workers’ security
profile.
If only a select few: your agency will need to
have a process flow in place as to how the
worker’s will get the needed information to
the person with the security access to
perform the search.
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The Alleged Perpetrator search functionality is housed under the Administrative tab on the Utilities
menu. Notice that all the fields on this page are required in order to perform the search.
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5 Restrict Case or Intake
Cases and intakes can be restricted in SACWIS. If an intake is restricted then linked to a case, the
case it is linked to will become a restricted case. Once an intake or case has been restricted the
process cannot be undone. It is important to understand how the restricted functionality works
within SACWIS.
Associate Case Question Decision Consequences
Will the restrict functionality be Everyone or a If everyone: you simply need to make sure
available to all employees or a select few that the correct security profile is included on
select few? each worker’s security profile.
If select few: your agency will need to have a
process flow in place as to how and when an
intake and/or case become restricted.
Who in the agency can access Typically anyone assigned to a case has
restricted info rmation? access to it, this is true with restricted cases
as well. If a specific unit works with
restricted cases then it will be important to
have minimal assignments made to the case.
If you agency allows all supervisor’s to have
access to restricted case information then you
will need to make sure that all of the
identified supervisor’s have the restricted
security profile. This will allow them to see
restricted information even if they do not
have an assignment to the case.
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The restrict functionality is housed under the Administration tab on the Utilities menu. Only
identified individuals will have access to this area. The worker will need to select the Restriction
type, which will either be Case or Intake.
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If a case is being restricted then the case search window will appear, as shown below , at which
point you would click the “select” link next to the case you have decided to restrict.
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If an Intake is being restricted then the intake search window will appear, as shown below. Again ,
you would click on the “select “ link next to the intake you wish to restrict.
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