Ideas, requests, issues and suggestions received by attendees at 12 September 2007 new system project kickoff (last updated 9/14/07 )

 

§         Square Brackets [ ] denotes comments or questions added by project team.

§         Round Brackets ( ) without “?” are part of the original requests.

§         Round Brackets (? )WITH “?” means there is a question about a word or the original meaning of the suggestion that will need to be clarified. (“JW” means John Walters group for further clarification.)

 

1. Automatic overpayment letters
2. Monthly payments made after the fact, going out  the fifth of the month to avoid overpayments
3. Interface with social security
4. Interface with Child support
5. Interface with the dept of Labor
6. And other depts., e.g. Judiciary
7. Purchase Orders
8. Integration with a word processor
9. Search engine for logs (like Google)
10. Scan and drag electronic documents into a folder (court order, safe family home report etc.)
11. Spell check with thesaurus and dictionary
12. Electronic authorization signature for supervisors
13. Genogram system (family tree)
14. Family and extended family members and contact information
15. Ability to capture IV-E information that is captured in other parts of the system
16. The ability to open more than one window at the time and more than one case at a time
17. One screen that captures all the info about family members living in the home
18. Mechanism to track face-to-face contacts
19. Mechanism to track compliance factors
20. Rolling screen when a child is removed for all the information that needs to be entered (prompted system)
21. Tickler, alerts, reminder system for timelines ( court dates, reports, etc.)
22. Updated photo of a child with a date of the photo and DOB and other kids in the family too
23. Alarm for supervisors, section administrators, etc. for documents that need to be signed
24. Child information folder to be tracked and to make sure that placement family has it
25. Automatic notification for a missing/runaway child to city and county and other places that need to have this information
26. When child is removed to generate automated Med-QUEST application and return of Med-QUEST automatic approval
27. When child returns home automatic notification to Med-QUEST, the same when there is a petition for voluntary..
28. Automatically notify FCIM of removal and return of child and foster home licensing too
29. Forms section with an index for internal and external agency referral forms
30. To be able to generate automatic referrals to POS contractors
31. Contractors to be able to access needed information from the system.
32. Voice recognition system for leaving quick notes and messages through phone system
33. Visitation schedules and agreements available on time for interested parties
34. All the forms to be available online to be fillable and sustainable online
35. Search engine for forms (by numbers, names etc.)
36. Monthly outcome based management reports available online
37. Formatting set for all of the reports (logs, safe foster home report, etc.)
38. Drop document menus on all screens
39. Predetermine destinations for fillable forms
40. “when we click on submit, or send, it goes where it needs to go”
41. Contact log to have it open for corrections by the end of the business day before they get locked out
42. Extremely, totally user friendly, is a must
43. Case management page where case workers can see the status of all their cases and at what stage they are at
44. Mechanism that would prevent case workers from entering logs in a wrong case
45. Enter info into log and automatically transfer into case file
46. Automatic and instant update for all of the units regarding procedures, forms etc.
47. Online documentation
48. Knowledge and experience sharing place like a library of what to do if I have “a case like this” [?Blog, Q&A?]
49. For permanency cases, higher ed payment tracking to be automated
50. Cases to be closed electronically and stored in an electronic format instead of saving it on paper
51. Availability 24 x 7
52. Automatic identification by resources for a child of specific age and automatic generation of all referral forms and automatic feed back if child is not eligible
53. Standardize form for reporting difficulty of care online
54. Nameless children profiles available online for kids in need of foster home or adoptions; and kinship family to notify social worker of their ability and ability for foster or adoptive families to respond by clicking on profile
55. Info to public:  list of agencies who perform licensing of adoption and foster homes and online applications for those agencies and for kinship families
56. All court (legal) forms to be available to case workers and preformatted-fillable
57. Library of manuals available also training tools
58. Integrated system - licensing/CWS initiates client # for child
1. Id all children in foster home
2. Tickler to FHL staff / contract agencies
3. Tickler to placement SW, supervisor (application?) within 3 days
4. Online application
5. Tickler to FCIM (eligibility IV-E)
59. Licensing Requirements
1. Identify requirements met (dates)
2. 60 day tickler
60. Web based access for service providers
61. System to track siblings in different placements; used in visitation plan
62. Criminal/CAN Clearance results sent to Service Providers through the system
63. Alert system for safety issues
64. Communication between DHS and contract agencies
65. Track all who access the case
66. Tickler to placing unit (SW/SVP), FHL, contract agencies when child is removed or home closed.
67. Up-front screen (pops up) every time for family members/family tree:  name, relationship, address
68. Family Search - updating info on kinship connections and searches
1. By contract agencies
2. Ref (referral or reference?)form (integrated)
69. Notification when the home is unconditionally licensed
1. 60/90 days, id barriers
70. Track log(?) for foster parents
1. Pre-service
2. Ongoing
71. Reports based on criteria e.g.
1. Demographics
72. Reports between Departments - Education, Health (SEBD)
1. Removal by school district
2. Resource sharing
73. Special Inquiry for schools and family members to identify if child is in Foster Care
74. Family members to search for their children in DHS custody / foster youth, adoption [and nod?]
75. Two way communication, both ways, mutual connections between children and birth parents and other family members
76. System to detect previous occurrences of fostering; cross-reference (remarriage, divorce, name changes) to assist in the (licensing?) Assessment process
77. Eliminate multiple repetitive inputting
78. Issue with employee demographics on system
79. Don’t want slow or delayed response time
80. Stop being “backed out”
81. Need placement history and history in general available
82. Want word wrap and spell check
83. Voice recognition
84. Search by any field that exists - all at once
85. Mass updates for specific fields
86. Timely response time
87. Edits on not paying over maximum allowance and history on payments paid
88. Notices (e.g. 1504, 1509) be system generated
89. System that integrates everything we do
90. Employee demographics on separate system
91. Timely input from DAGS on Court documents
92. Input from more stakeholders in development of system, e.g. DAGS
93. Security concern about access to data
94. Concern about FMN capable of viewing case.  How are they going to be getting access? Concern about others individuals viewing data.  Where will the client access the system?
95. Want OP records available to FMO same as workers
96. System to generate OP notices to client
97. Uniform POS referral forms on system (standardized)
98. Integrate all resources (HKISS, HB workers, Ohana Conferences, Social Security; resource management (coordination, monitoring)
99. Social Security tracking (benefit history)
100. Drop down menu with types of case selected e.g. adoption, permanency and discrete fields: data rolls in for case transfer, etc.
101. Drop down menu for justification of payments
102. Need backup plan when system goes down (paper backup, alternate site or server?  Viewing only copy on local workstation?)
103. What about technical support, will there be a help desk?
104. System needs to minimize duplicative functions and separate paperwork
105. User resource as part of system, e.g. rules, procedures, statues, ICFs
106. Better Business Bureau Concept for POS providers
107. Ability to provide feedback on POS providers to appropriate staff (e.g. POS monitors, PD)
108. Ability to upload photos of children [how many scanners and where?]
109. PIP compliant
110. Track timeliness online and add tickler notifications within set time thresholds
111. Who and what kinds of information will Service Providers receive?
112. Automation of workflow activity
113. Court reports to be “user friendly”
114. Safe Family Home Report Wizard (help aid)
115. Interface with other States systems as resource
116. Summary screen for allegation and disposition of intakes
117. Summary screens in addition to information on screens
118. Link to community providers to list the availability of services and slots - CCSS, MDT, Ohana Conferences
119. Ability to scan documents; important documents scanned into the system [some states have gone paperless; when they receive paper, they scan them into the electronic folder]
120. Family Tree and connections
121. Ticklers:  for supervisors, workers, Crt reports, 45 day checkups, non-relative permanent, or when ILP needed, or PRT is due
122. Payment and placement screens linked
123. IV-E eligibility determined every time the child is moved for FC-IM only cases (true?)
124. Automatically drop down screens triggering the court log page and bringing up the next required screens.
125. Files should match the 6 part folders in the units [is this true?  Could they be electronic?  Is there a better way to organize them?]
126. Sort information by demographics - face-to-face, reports, DOB
127. Something to keep track of how much money in child’s trust account
128. List of Sup/SA - can check which investigative screens are not done
129. Check list (boxes) screens of services - list of providers and their services
130. Links with census tracts with address that popup up in the area
131. Determine calendar days versus business days
132. Link the calendar to outlooks web based - for court hearing - etc. or within a system calendar
133. Sups to have SW file tabs
134. Fact sheet screen for licensing Foster Homes; something to populate the information
135. If you do a court log, where the FC changed to FS, there would be something in the system to stop payments / also via cell or PDA updates
136. Cross walk from CPSS to new system (what is this for?)
137. Edit for social security and CSEA to terminate payments
138. Forms - updated and in simple terms on where to find it - formatted fields write protected
139. Policies and Procedures in the system - including most recent ICFs
140. Eliminate the need for a new case when PC is granted, transfer of the information without copying the information.
141. LOC is linked to the child and not to the case
142. Voice activated entering LOC and other data for Social Worker.  Can it be linked to the internet and the cell phone? To make changes in placement from the field
143. Social Services Staff, foster parents, keiki with online access for emergency contact
144. Write and read to DVD (CD) or thumb drives or PDA to store digital pictures and information
145. Link system automatically to letters with a check-off box - linking the letter to the recipient.
146. Setup case information with fields separated or able to be redacted if field is selected
147. Easier logon
148. Word wrap
149. Easy copy/paste process
150. View multiple screens
151. Logs updatable for 24 hours
152. Update client info for more than one client at a time (one entry, multiple clients)
153. Comprehensive field edits
154. Forward system screen to supervisor/sect. etc. or email
155. Report data at census track level
156. Address tied to census track for accuracy
157. Providers have access (limited) to know case assignment
158. Remote access
159. Calendar/tickler systems for deadlines etc., warnings.
160. Separate subsystems for Log of Contact
161. Able to close goals, lines of services etc. for multiple clients
162. System tells what screens need to be completed for case closure
163. Will providers enter information i.e. service plans, visits into system.  If yes, will they be able to print out information plans etc.
164. Interface with other departmental systems.
165. Info roll into multiple screens
166. Link to HAWI via icon
167. Voice recognition
168. Generate all reports required by PIP
169. How is public going to access system? Needs to be restricted.
170. How does public acquire a user ID?
171. Will the system track DHS access?
172. Who maintains the portal?
173. Tie system to others such as CJIS in which all staff can utilize (at least SWs assistants)
174. Will system interface with others nationwide?
175. Not get kicked off the system quickly i.e. loose log of contacts
176. Fields should be utilized, not just there on screen
177. One log in for multiple systems
178. Payments to be processed in FAMIS and information uploaded from FAMIS to system
179. View screens that show IV-E claimable portion
180. Interface between system and HARI without having to fill out manual forms
181. Interface between system and FAMIS so trust fund balances can be viewed by workers
182. Have just one provider file for both vendors and foster parents
183. When creating a file, keep the extraction of data easy
184. System easy to update when Federal regulations come down
185. Generate paper reports when needed
186. Sharing info (on client) from system to providers
187. Downloadable referral forms - or file online and send to person directly
188. File of providers with description of services
189. The system needs to automatically save and not shut the user out
190. Word processing for input fields
191. Be able to go into edit mode, on a time-limited basis, to fix accidental errors [from the team:  we could set a time limit for edits, and then perhaps still allow them for an additional period of time, but log the changes made and by whom and when]
192. Access from home (by everyone)
193. One Referral Form for all providers (screens with form information to print and attach)
194. Scan Social Security cards into system (PDF)
195. Enter information once and use to populate other screens as well as provide a data summary feature
196. Investigation summary all in one place (CD 39, 62, 64…Perp…)
197. Supervisory oversight and sign-on access
198. Capture attempted initial contact data
199. Pull downs for field selections where possible
200. Help screens
201. Click to talk to live person for system help
202. Medical and dental exams online with data input prompts or lists
203. Popup check list for actions and deadlines > time tracking
204. If information not captured at intake, prompt for follow-up (medical exams and other information)
205. Consolidated area for general info/ fact sheet - DSS 7 (data summary)
206. Consolidated area for names, addresses for people involved and supporting case (data summary)
207. Include reporting that is part of the child welfare storybook
208. Include mapping and a list of services for selecting foster care providers that provide services close to the child's home
209. Ability to cut and paste from e.g. word text to text fields in the new system
210. Store photos of children that is available for any purpose including for posting on Missing Children website; update photos annually, during monthly visit
211. Family Tree - per child with links to sibling cases
212. Way to clean up data for people active in case - CS08, CS04 [is this a way to only show certain information for people active in case? To have different “views” depending on who is viewing the information?]
213. Keep child’s name in Mom’s case; keep adoptive parent name in child’s case (?)
214. When intake on one child, and for example, three others are adopted, no need to close out the 28s (other 3 kids) Remoe children out of case if they do not belong.
215. When FH Licensing closes a home, must STOP payments from being sent or able to be sent (not generated and with auto-prompts, or system blocks)
216. Matching children should be under licensing “A. Serv Case Plan #5”
217. All investigators to have access to HAWI and CJIS (linked to the new system)
218. Color code kids NOT in case (not remove from list but not active)
219. Print out of FH availability with characteristics, # of kids, geographics, special needs with color codes: available, hold,…
220. Phone numbers and emails for Services Provides not for general public
221. Messages for when errors popup
222. Supervisor ability to extract data of kids in their unit.  For example, kids placement, placement date, moves, court date etc.
223. Icons to represent data for extractions
224. Auto email update alerts for updates on timely info, # of days in care, pending court date etc.
225. Increase ceiling for SAC codes (HAR)
226. Tracking of fund expenditures by child and funds such as FAP, clothing
227. Provider logs, assessments, services summaries => input into case
228. Provider access to input actions/activities “real time”
229. Ability to sign reports on screen; reduce hadcopy needed to sign
230. Actions trigger requirement for example, child move triggers for CSRA
231. Scan, email reports (OC)
232. System training for new hires and refreshers for seasoned users; opportunity to ask or sign up online
233. Need online assessment e.g. for DV:  a popup for DV Services would show providers in area and when one is selected, generate 1504 report
234. Laptop for all users
235. Notebook to capture signatures when out working with families
236. When you close a case, system triggers e-file sent to “storage” and limit access until re-activated (and scan paper file into electronic case file, no need for physical storage)
237. Providers generate notice to discuss case and look at and discuss
238. Ongoing progress report from providers in system for planning and monitoring
239. Ability to produce list of all Service Providers and State Agencies and contact information related to case
240. More detailed SAC or service descriptions
241. Improved over-payment screens (features)
242. Online greens(?screens) - like in help menu (in green)
243. Payment popup justification language
244. Check expunged information; what stays, what doesn’t
245. Generate timely letters for example, letter to FP rc: annual exams…overpayments, court hearings, etc.
246. When child case under mom closes and goes to permanent (own case name) sometimes overpayment happens
247. Dictate voice logs into system (one example is some of our staff with certain disabilities and some of VR's clients use Dragon Dictates off the shelf to create text)
248. If new intake or information comes in, send to assigned worker or VCM/FSS automatically
249. Work from home - system should allow especially for standby - child may have allergies (data at home will tell you things like that)
250. Child info sheet: to populate from other areas; attention names, addresses, school, medical; data synthesis.  Whatever is in current child info to give to FPs
251. When child goes home, auto notification to MQD, Child support and others
252. Auto prepare letters for timeliness, with checkoffs and signoffs (in system)
253. Interface with other DHS data
254. Case load information re: deadlines
255. Child in FC/PC… letter to family
256. When popup forms/letters, opportunity to check information or click “yes” or “no” and edit if needed
257. Scan pictures of kids and family to be part of case [part of family tree?]
258. Automate missing child updates and notifications
259. Get court reports into case file (data integration)
260. Voice dictation for SFHR (feature) (?)
261. More than one scanner per unit
262. Cut and paste data created off line, e.g. in Word
263. Online access to Policy Manual, ICFs (categories/issues) with word search [if PDF, nice searchability]
264. Word wrap in logs
265. Click field - bring up HRS, HAR, Program etc.
266. Access to forms - map into case specific
267. Tickler for court depositions, Medical appointments
268. Include Service Providers - POS - link - transfer info; sort; dates
269. JW:  SHG (SHA?) - map info - auto-fill in all info
270. JW:  SPA - Auto, Ohana etc.
271. POS - reports online
272. Quick response times in system
273. Input all information one time only
274. JW: Note - sort by type of case e.g. PP?-Payment etc.
275. JW: List of deliverables (for what?)
276. Licensing - document removal of child from home
277. Input significant dates into workers calendar online
278. Key words to search system for matching of FH with child [smart match]
279. Name search in Logs
280. JW: PAS ?POS? - updates; waitlist, availability
281. Voice input
282. 1504, 1509 in system
283. Sheets for logs, visits etc.
284. Foster child locator - and placement history
285. Foster home listing; showing all children placed and when
286. Ages, gender of children in FH for matching when placing
287. List Age Out payment cases; mass emails to F/Ps and others
288. Payment cut off for overpayment, trigger 1577
289. JW: FH levels? online
290. Contact sheets by child; comprehensive, updates, info
291. JW: Auto link - auto medical appt. child in F/C. Type, ID of med- Email to Foster Parent
292. Service Providers Address, phone numbers, names, program descriptions, application all online
293. Foster home availability by general area
294. JW: Simple?Single? application
295. Auto doc to ESHs (Emergency Shelter Home)
296. JW: Lists of Child Specific Foster Parent  - no tr?
297. Licensing logs - contacts
298. JW: Single child into folder; single access; all forms available
299. JW: Foster Case name - track - persons/dates and modifications
300. Single password logon
301. No system backout
302. Auto register - Birth Certificate, Social Security, etc.
303. JW: Case history screen, ??casak ??inv etc.
304. JW: Log version? by worker
305. JW: SHG? (SHA?) - auto linked to Statutes, Rules, Procedures
306. LAR - form - linked to agencies CSEA, PSD, etc. (Locale Action Register)
307. JW: Devices? - field input into system - auto or downloaded
308. Alerts to worker to insure complete input
309. JW: Flemings?, dispo, Licensing?, update notification
310. Tag for un-licensable Foster Home
311. Case Managers access to LRF - FHLU access
312. JW: Interpreter? Resolution based or other in system; link; forms reg automatically
313. JW: Server? System ??Hacking? [Security?]
314. JW: Clearance results - search and generated system and letter
315. Systems need to talk to each other like HANA
316. Update system Pride Training upon completion of training (by provider)
317. Case search easy, by name and other ID.
318. JW: Email - leub? - screen - sort - prioritize
319. F/ESH availability - update matching info that can be applied to FHs
320. No screens (multiple) enter thing; they want to enter information only once
321. License complaint file by FH/ESH
322. Ability to bring up multiple docs at once and shift back and forth
323. JW: Online travel approvals - all - only CM or? Associates?
324. JW: (FH?) Application on system
325. Pull up critical dates by case for Voluntary Foster Care (mother or father voluntarily allowing the state to place child in foster care) etc.
326. Advance input of benefits for respite (for foster parents); allow future date entry
327. Transfer summary sheet, check list
328. Home visit checklist
329. Updateable LRF screens and  logs
330. Case file instruction - Section 6 - further breakdown: components, template
331. JW: Auto case file?
332. Mail out lists (of what?) [training, get togethers?]
333. Stats for workers and sups
334. Auto save / Recovery capability