CWS/CMS Resource Management Desk Guide

Transcription

1 CWS/CMS Resource Management Desk Guide Children and Family Services Developed by: Program Development Division

2 Table of Contents CWS/CMS RESOURCE MANAGEMENT DESK GUIDE SECTION 1 County Organization Section-CWS Office...1 Staff Person...8 Creating a Logon ID...16 Multiple Access...18 Assignment Unit...19 Special Project...31 CWS/CMS RMDG #0007 (07/10) TABLE OF CONTENTS PAGE 1 OF 1

3 County Organization Section-CWS Office Section 1 Introduction Resource Management contains lists of providers and organizations that offer assistance to CWS clients. New providers and organizations can be added, updated and deleted as needed. You must have certain authorities and/or privileges to access, add, and modify notebooks. Resource Management is organized into four sections: County Organization Operations Placement Facilities Related Organizations County organization section County Organization, stores data relating to CWS Offices, assignment units, staff person, and special projects. Creating a CWS office notebook Use the CWS Office notebook to enter and view information about Child Welfare Services (CWS) offices. Note: If you create a new or modify an existing CWS Office notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Follow the steps in the table below to create a CWS Office notebook Step Icon/Screen/ Action 1 Click on the Resource Management Icon 2 Click on the County Organization (green) Section button CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-1

4 County Organization Section-CWS Office, Continued Creating a CWS office notebook (continued) Step Icon/Screen/ Action 3 Click on the Create New CWS Office + button Result: CWS Office notebook opens to the ID page ID Page The CWS Office notebook consists of three pages: Step Icon/Screen/ Action 4 Use this page to enter and view information on the CWS office Mandatory fields: Agency Department/Division Office Name Phone Number Enter appropriate information To enter information: In the Agency field enter Human Services System In the Department/Division field enter Department of Children and Family Services In the Office Name field enter the office name In the Office Number field enter the office Number, this number starts with 36 Click on the check box in front of Headquarters if appropriate CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-2

5 County Organization Section-CWS Office, Continued Creating a CWS office notebook (continued) Step Icon/Screen/ Action 4 Continued Note: When this is selected it indicates that the CWS office is the county headquarters and only one CWS office per county can be the county Headquarters In the Director s Name and Title field enter the name and title of the director for the county Note: a) This field can only be modified from the office notebook marked as Headquarters for the county b) This field will be updated in all CWS Office notebooks in a county if any of the following occurs: c) The Director's Name and Title field has been updated for an existing Headquarter office d) A new office is created and marked as the Headquarters An existing office has the Headquarter checkbox newly marked. County defaults to San Bernardino Enter the name of the contact for the office in the Contact Name field Enter the contact s telephone number in the Phone Number field Enter the Fax number for the contact In the Fax Number field Enter the contacts Message number if different from the phone number of the contact Enter all Zip codes for the catchment area Type in any comments as needed Click on the Address page Result :Address page opens CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-3

6 County Organization Section-CWS Office, Continued Creating a CWS office notebook (continued) Address Page Step Icon/Screen/ Action 5 Address Use this page to enter and view information about the address of the CWS office Mandatory fields: City State Street Name Zip Enter appropriate information To enter information: Click on the + button in the upper left corner of the Address grid Result: Row is added and the Address fields are enabled Enter the office address in the fields Click on Child Abuse Central Index(CACI) if applicable and enter the supervisor of the facility To enter another address, repeat the steps Click on the Network page Result: Network page opens CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-4

7 County Organization Section-CWS Office, Continued Creating a CWS office notebook (continued) Network Page Step Icon/Screen/ Action 6 Use this page to enter and view information about network domains available to the CWS office Enter appropriate information To enter information: Click on the + button in the upper left corner Result: Select Domain dialog box appears Note: Use this dialog box to select a Domain/Description Domain/Description lists the domains from which you can choose CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-5

8 County Organization Section-CWS Office, Continued Creating a CWS office notebook (continued) Network Page Step Icon/Screen/ Action Select Domain Dialog 6 Continued Select the domain you want Click the OK button Result: Domain selected appears in the grid Note: if an office has more than one domain, click on the + sign in the left-hand corner and a row will be activated CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-6

9 County Organization Section-CWS Office, Continued Saving to the database Follow the steps in the table below to save to the database: Step Icon/Screen/ Action 1 Click File in the Menu bar Result: A drop down list appears Click on Save to Database Result: Message box displays asking that you confirm your selection Click Yes to proceed Result: CWS/CMS displays the Save Status message box while saving your work Note: Save to Database takes a few minutes to execute CWS/CMS closes he save Status message box automatically when Save to Database is completed Opening a existing CWS office notebook Before opening a Existing CWS Office notebook: Click on the Resource Management Icon, and Click on the County Organization Section (green) button. Follow the steps in the table below to create a CWS Office notebook. Step Action 1 Click on the Open Existing CWS Office Icon Result: Select CWS Office Filter dialog box appears Enter the County name (defaults to the county you work for) Click the OK button Result: Open dialog box appears 2 Click on the desired CWS Office Click the OK button Result : Question box appears asking CWS Office (Office Name) retrieved and would you like to open it now Click the OK button Result: The CWS Office open to the ID page Note: CACI has been added to the grid On line help See these related On Line Help topics: CWS Office CWS Office - Authorities and Privileges CWS Office Notebook. CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-7

10 Staff Person How to search for staff prior to entering them into the CWS/CMS database Use the Staff Person notebook to enter and view information about CWS staff who are employed by the county or the State of California. All information in this notebook is maintained strictly for CWS/CMS purposes and it does not include payroll or personnel information. Prior to entering an individuals name into the CWS/CMS, perform a search to determine that the individual is not included in the database. Follow the steps below; Step Icon/Screen Action 1 Click on the Teddy Bear Icon Result: Client Services opens appears 2 Click on the Search in main menu Result: Search Filter dialog box appears 3 Click on Search Type, Staff Result: The Search Filter dialog box for staff appears Enter the first name, last name, office, etc. of the new staff Result: Search Information Grid appears 4 Note: if the staff is already a member of CFS do not enter them again, but transfer them to the correct office Note: the column has been added CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-8

11 Staff Person, Continued Creating a staff person Before creating a new Staff Person notebook: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the Office where the staff person is to be located. Follow the steps in the table below to create a New Staff Person Notebook: Step Icon/Screen Action 1 Click on the Create New Staff Person Icon Result: New dialog box appears 2 Click the Office you want Note: If you have more then one office open click on the office where you want to create the staff person Click the OK button Result: The Staff Person notebook opens to the ID page ID Page The Staff Person notebook consists of five pages, complete the pages in order: CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-9

12 Staff Person, Continued person (continued) Step Icon/Screen Action 3 Use this page to enter and view information about a staff person Mandatory fields: First Last Primary Phone Start Date - defaults to present date Enter appropriate information To enter information: Enter the last character of the Employee ID number as the first name Enter the first four characters of the Employee ID as the last name Example : Employee Name: Joe Smith Employee Number: S0123 Enter the Employee s telephone number in the Primary Phone Field Change the start date in the Start Date field if necessary Enter the Address Enter the Employee s job title in the Job Title field If the Employee is a Licensing Worker enter the ID number in the Licensing Worker ID field Note: Specialties and Caseload are populated from the Assignment Unit Click on the Logon page Result: Logon page opens CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-10

13 Staff Person, Continued person (continued) Logon Page Step Icon/Screen Action 4 Use this page to enter and view information about the staff person s logon Enter appropriate information To enter information: Click on the + button Result: Create Log on ID dialog box appears Click on the Domain down arrow Result: Drop down list appears Click on the domain you want Enter employee s password Click the OK button Result: Confirmation dialog box appears Check and make sure the Logon ID is correct then click the OK button Result : The system will take a few minutes to create the logon Note: After you have entered the logon information go back to the ID page and change the Staff Person First and Last Name from the employee number to their first and last name Click on the Staff Rights page Result : Staff Rights page opens CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-11

14 Staff Person, Continued person (continued) Staff Rights Page Step Icon/Screen Action 5 Cont. Use this page to enter and view information about a staff person s level of authority and associated privileges. Mandatory fields: Category Level of Authority Enter appropriate information. To enter information: Click on the + button. Result: Category, Privilege, and Level of Authority fields are enabled Click on Category down arrow Result: Drop down list appears Click on type of access wanted Level of Authority defaults to User Note: If you want to change click on the down arrow and pick form the drop down list Click on the Privilege down arrow Result: Drop down list appears Click on type of Privilege wanted CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-12

15 Staff Person, Continued person (continued) Staff Rights Page Step Icon/Screen Action 5 Cont. Do at least the three following: Category Access Authority Level of Authority User Privilege CWS/CMS Resource Management Resource Management Countywide Read/Write Access User Authority Override User Authority Repeat the Steps as needed for any additional authorities 6 Save to the database. Follow instructions on Saving to the Database, this chapter CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-13

16 Staff Person, Continued Opening an existing staff person notebook Before you can open an existing staff person notebook: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the Office where the staff person is to be located. Follow the steps in the table below to open an existing staff person notebook: Step Icon/Screen Action 1 Click on the Open Existing Staff Person Icon Result: Open dialog box appears 2 Click on the staff person you want to open Result: Staff Person notebook opens to the ID page Transferring a staff person to another office Before transferring a staff person to another office the caseload number/name must be empty of all referrals/cases. See Instructions in Caseload Section, Transferring All Referral/Cases From One Caseload to Another. Follow these steps: Click on Resource Management Icon, Click on the County Organization (green) button, Open the Existing CWS Offices. Open both the office the staff person is being transferred from and the office being transferred to, and Open the Existing Staff Person. Note: You cannot transfer a staff person who has an active caseload, is a unit supervisor, is the main contact for the office, or who does not have either an active or inactive User ID. Follow the steps in the table below to transfer a staff person to another office: Step Icon/Screen Action 1 Click on Action in the Menu bar Click on Transfer Staff Result: Transfer Staff dialog box appears CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-14

17 Staff Person, Continued another office (continued) Step Icon/Screen Action 2 Under From CWS Office: Click on the Office down arrow Result: Drop down list appears Click on the Office the staff person is being removed from Click on the staff person in the Staff box Under To CWS Office: Click on the Office down arrow Result: Drop down list appears Click on the Office the staff person is being transferred to In the Domain field select the domain you want Note: If the office you are transferring to has more than one domain, click on the down arrow in the Domain field to see the other domains Click on the Add button Result: The staff person you selected From CWS Office box, moves to the Staff box under To CWS Office Click the OK button Result: Transfer Staff Password Dialog box appears 3 In the Initial Password field enter a password for the Staff Person Click the OK button Note: This does not end the logon but it will end the staff person rights The Office Assistant in the Office that the staff person is transferred to office will need to give the Staff Person right See instructions in Creating a Staff Person, Step 3 on the Staff Rights Page On line help See these related On Line Help topics: Staff Person Notebook Opening an Existing Staff Person Notebook Opening an Existing CWS Office Notebook End Logon ID Transfer a Staff Person From One CWS Office to Another CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-15

18 Creating a Logon ID Creating a log on id for a staff person Sometimes you will only need to create the log on ID for a user. Before you create the log on ID make sure: The staff person does not have an active log on in another office, and The staff person is in the correct office. To do the following before creating the log on ID: Click on the Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, Open the Office where the staff person is located, and Open the staff person's Staff Person Notebook. Follow the steps in the table below to create a log on ID: Step Icon/Screen Action 1 On the ID page of the Staff Person Notebook: Change the Staff Person's first name to the last character of the Employee ID number as the first name Change the Staff Person's last name to the first four characters of the Employee ID as the last name 2 Example : Employee Name: Joe Smith Employee Number: S0123 Click on the Logon page Result: Logon page opens Click on the + button in the upper left had corner of the Logon Information box Result: Create Log on ID dialog box appears Click on the Domain down arrow Result: Drop down list appears Click on the domain you want Enter employee s password CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-16

19 Creating a Logon ID, Continued staff person (continued) Step Icon/Screen Action 2 Click the OK button Cont. Result: Confirmation dialog box appears Check and make sure the Logon ID is correct then click the OK button Result: The system will take a few minutes to create the logon. 3 After you have entered the logon information go back to the ID page and change the Staff Person First and Last Name from the employee number to their first and last name Click on the Staff Rights page Result: Staff Rights page opens 4 Click on the + button Result: Category, Privilege, and Level of Authority fields are enabled Click on Category down arrow Result: Drop down list appears Click on type of access wanted Note: Level of Authority defaults to User and if you want to change click on the down arrow and pick from the drop down list Click on the Privilege down arrow Result: Drop down list appears Click on the type of Privilege Do at least the three following: Category Access Authority Level of Authority User Access Authority User Override Authority User Repeat the Steps as needed for any additional authorities 5 Save to the database Follow instructions on Saving to the Database, this chapter Privilege CWS/CMS Case Management Resource Management Countywide Read/Write CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-17

20 Multiple Access Multiple CWS/CMS logon ids If a user needs to see caseload information in another district office, or if the user has County License cases, they might need to have more then one log on to be able to do their work. If a user needs multiple CWS/CMS log on Ids, they will also need to have multiple Domain log on Ids. The User s Supervisor will need to complete the Logon Service Request Form that is on the Intranet, HSS Home Page. Select the type of access as Domain and CWS/CMS. In Remarks be sure to state that the user needs another domain log so that they can have another CWS/CMS log on and give the ID name you want. Usually the second Domain Id is the user name, Employee Number and the first Letter of the Office they will need access to. Example: E0000 is the first ID E0000R is the second ID. (Employee needs access for the Rancho office) After the Supervisor has confirmation back that the Domain ID has been given the CWS/CMS ID can be issued. Before creating multiple CWS/CMS Log On Ids: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the Office where the new log on ID is to be located. Follow the steps in the table below to issue another Log On ID: Step Icon/Screen Action 1 Create the Staff Person Notebook, see instructions Creating a Staff Person Note: Step 3, ID page, remember that the employee number will have a letter at the end for the office So when entering the employee s name it will appear like the screen to the left CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-18

21 Assignment Unit Introduction Use the Assignment Unit notebook to view and enter information about assignment units for CWS staff. An assignment unit consists of information about the authorities of staff persons within the unit, and the number and type of caseload within each unit. Note: a) Every assignment unit must have a person designated as a Unit supervisor, and b) If you create a new or modify an existing Assignment Unit notebook and then save to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Creating a new assignment unit Before creating a New Assignment Unit Notebook: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the office you want the assignment unit located. Follow the steps in the table below to create a New Assignment Unit Notebook: Step Icon/Screen Action 1 Click on the Create New Assignment Unit + button Result: New dialog box appears 2 Click on the CWS Office you want Click the OK button Result: Assignment Unit Notebook opens to the ID page CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-19

22 Assignment Unit, Continued unit (continued) ID Page The Assignment Unit Notebook consists of three pages: Step Icon/Screen Action 3 Use this page to enter or view information about a specific assignment unit. Mandatory fields: Start Date Unit Name Enter appropriate information. To enter information: Enter the Unit Number in the Unit Name field Enter the start date of the unit in the Start Date field Enter the Phone Number, and Ext as applies Click on the + sign in the left-hand corner of the functional Specialty and select all that apply Click on the Assignment Desk if this applies to the staff member Note: This date defaults to today s date Click on the Staff Authority page Result: Staff Authority page opens CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-20

23 Assignment Unit, Continued unit (continued) Staff Authority Page Step Icon/Screen Action 3 Use this page to enter or view authorities for staff persons in the Assignment unit Enter appropriate information To enter information: Click on the + button in the upper left corner of the Staff authority gird Result: Staff Name field is enabled Click on the down arrow in the Staff Name field Result: Drop down list appears - You can select from staff persons in the CWS office opened who do not already have a designated authority for this assignment unit Click on the staff person who is to be the Unit Supervisor Result: Staff person selected appears in the Field CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-21

24 Assignment Unit, Continued unit (continued) Staff Authority Page, Continued Step 3 Cont. Icon /Screen Action Click on the option button for Unit Supervisor (includes Approval/Assignment/Transfer Authority) Note: This indicates that the staff person is the assignment unit Supervisor: A unit supervisor with CWS Case Management privilege has authority to do the following: View or update any case or referral for his or her assignment units Approve requests submitted by staff persons within the assignment unit Assign a case or referral to staff persons within the assignment unit A unit supervisor with Resource Management privilege has authority to do the following: Add, update, or remove a caseload for his or her assignment units Add or remove functional specialties Add, modify, or remove staff persons in his or her assignment unit on the Staff Authority page of this notebook CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-22

25 Assignment Unit, Continued unit (continued) Staff Authority Page Continued Step 3 Cont. Icon /Screen Action Transfer a caseload between staff persons within the assignment unit using the Reassign Caseload command Add any other staff person you want to have authority in the assignment unit by clicking on the + button, selecting the staff name and selecting the authority Other authorities are: Both approval and Assignment/Transfer Authority indicates that this staff person can approve requests and make or transfer case and referral assignment to other caseload Approval authority indicates this staff person can approve request submitted by other staff persons in the assignment unit Assignment/Transfer Authority indicates this staff person can make or transfer case and referral assignment to other caseload Note: There can only be one Unit Supervisor. Click on the Caseload Page Result: Caseload page opens 4 Save to the Database CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-23

26 Assignment Unit, Continued unit (continued) Caseload Page Step Icon/Screen Action 5 Use this page to enter or view information about caseload assigned to the assignment unit Note: a) You cannot create a caseload until you specify a Unit supervisor on the staff authority page b) You can remove a caseload if it has no active or inactive caseloads, and the caseload is not the In-Box caseload c) When you create a new Assignment Unit notebook, CWS/CMS automatically enter a In Box caseload Enter appropriate information To add information: An In Box caseload has already been created by CWS/CMS and to add additional caseloads: Click on the + in the upper left corner of the Caseload box. Result: Another row appears in the Caseload grid and the Number/Name field is enabled Enter the caseload number/name in the Number/Name field Example: Start date defaults to today s date Repeat the process until all caseloads are entered 6 Save to the database CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-24

27 Assignment Unit, Continued Open an existing assignment unit Before you can open an existing assignment you must: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the office. Follow the steps in the table below to open an existing assignment unit: Step Icon/Screen Action 1 Click on the Open Existing Assignment Unit Icon Result: Open dialog box appears 2 Click on the Assignment Unit to open Click the OK button Result: Assignment Unit opens to the ID page CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-25

28 Assignment Unit, Continued Changing the supervisor in an assignment unit Before creating a New Assignment Unit Notebook: Click on Resource Management Icon, Click on the County Organization (green) button, Click on Open Existing CWS Office Icon, and Open the office where the Assignment Unit is located. Note: If you create a new or modify an existing Assignment Unit notebook and then save to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Follow the steps in the table below to change a supervisor in an Assignment Unit: Step Icon/Screen Action 1 Click on the Open Existing Assignment Unit Icon Result: Open dialog box appears 2 Click on the Assignment Unit to open Click the OK button Result: Assignment Unit opens to the ID page 3 Click on the Staff Authority page Result: Staff Authority page appears on the screen Click on the down arrow in the Staff Name field Result: Drop down list appears Select the staff person you want to be the Unit Supervisor Result: A message appears stating R-0545 Are you sure you want to change the Unit Supervisor Click the Yes button Result: Pervious supervisor is deleted and new Supervisor selected appears in the Staff Authority grid with the authority of Supervisor 4 Save to the database Follow instructions on Saving to the Database, this chapter CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-26

29 Assignment Unit, Continued Creating caseload in the assignment unit notebook Before you can open an Assignment Unit notebook make sure you have the CWS Office notebook in which the staff person works in current work. Follow instructions for Opening a Existing CWS Office notebook in this section. Follow the steps in the table below to open an existing Assignment Unit notebook: Step Icon/Screen Action 1 Click on the Open Existing Assignment Unit Icon Result: Open dialog box appears 2 Click on the Assignment Unit to open Click the OK button Result: Assignment Unit opens to the ID page 3 Click on the Staff Authority page Result: Staff Authority page appears on the screen Click on the + button Result: This adds a row and enables Staff Name filled Click on the Staff Name down arrow Result: Drop down list appears Click the New staff person Note: The Privilege option button defaults to None and this is the appropriate authority and privilege for the typical user 4 Click on the Caseload page Click on the + button Result: This adds a new row and enables the caseload Number/Name field Enter the caseload number, last name and first initial of the staff person Example: R1725/ Smith, D Note: Caseloads created are automatically assigned to the supervisor of the assignment units and the caseload must be reassigned to the staff person See instruction of Reassigning Caseload, below CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-27

30 Assignment Unit, Continued Reassigning a caseload Before taking this action, make sure the Staff Person notebooks that are involved in the reassignment are in current work. Note: a) The assignment of the new caseload number/name will not be reflected in other CWS/CMS applications until the next day. b) To transfer an entire caseload, see Caseload in the CWS/CMS Desk Guide for Client Services, Caseload Section, Transfer Assignment. c) To transfer secondary and read-only assignments to case or referral to another staff person in any CWS office, use the Assignment page of either the Case Info or Referral Info notebook in Client Services. Follow the steps in the table below to reassign a caseload: Step Icon/Screen Action 1 Click on Action in the Menu bar Result: Drop down list appears Click on Reassign Caseload Result: Reassign Caseload dialog box appears 2 Under From Staff Person: Click on the Office down arrow Result: Drop down list appears Click on the Office to select Click on the staff person down arrow Result: Drop down list appears Click the Unit Supervisor Click on in the Caseload box click on the caseload number created Under To Staff Person: Click on Staff Person down arrow Result: Drop down list appears Click on the staff person you want to assign the caseload to Click on the Add button Result: The caseload you selected From Staff Person Caseload box, moves to the To Staff Person Caseload box Click the OK button 3 Save to Database following the instructions in this chapter CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-28

31 Assignment Unit, Continued Assigning a caseload number to an existing staff person in your office Before assigning a caseload number to an existing staff person in your office: Click on Resource Management Icon, Click on the County Organization (green) button, Open the Existing CWS Office, and Open the Existing Assignment Unit Note: The assignment of the new caseload number/name will not be reflected in other CWS/CMS applications until the next day. Follow the steps in the table below to transfer a caseload number to an existing staff person: Step Icon/Screen Action 1 Click on the Staff Authority page 2 Click on the Caseload page. Follow instructions, Creating a Caseload in the Assignment Unit Notebook, step 3 3 Follow instructions for Reassigning a Caseload 4 Save to database. Follow instructions on Saving to the Database, this chapter Transferring a caseload number/name from one unit to another Before Transferring a Caseload Number/Name from one unit to another the caseload number/name must be empty of all referrals/cases. See Instructions in Caseload Section, Transferring All Referral/Cases From One Caseload to Another, page 13. Click on Resource Management Icon, Click on the County Organization (green) button, Open the Existing CWS Office, and Open the Existing Assignment Unit. CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-29

32 Assignment Unit, Continued Transferring a caseload number/name from one unit to another (continued) Follow the steps in the table below to transfer a Caseload Number/Name from one unit to another: Step Icon/Screen Action 1 Click on the Caseload page Click on the row of the sending caseload number/name Double click on the end date field Result: Current date is entered in the field Note: This filed is only enabled when there are no referrals/cases in the caseload number/name 2 Click on the Open Existing Assignment Unit Icon Result: Open dialog box appears 3 Click the Unit you want Click the OK button Result: The Assignment Unit notebook opens to the ID page 4 Click on the Caseload page. Follow instructions, Creating a Caseload in the Assignment Unit Notebook, step 3, this chapter 5 Follow instructions for Reassigning a Caseload 6 Save to database. Follow instructions on Saving to the Database, this chapter Online help Opening an Existing Assignment Unit Notebook Reassign Caseload... Staff Authority Page Caseload Page Reassign Caseload Caseload Page Reassign Caseload CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-30

33 Special Project Creating a special project notebook Use the Special Project notebook to enter and view information on cases, referrals, and placement homes that are managed with an alternate set of program rules and services. Special projects are created to test potential revisions in CWS policies or practices. Note: If you create a new or modify an existing Special Project notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Before creating a Special Project Notebook: Click on Resource Management Icon, and Click on the County Organization Section (green) button. Follow the steps in the table below to create a Special Project notebook: Step Icon/Screen Action 1 Click on the Create New Special Project Icon Result: The new Special Project notebook opens to the ID page ID Page CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-31

34 Special Project, Continued Creating a special project notebook (continued) Step Icon/Screen Action 2 The Special Project notebook consists of the ID page Enter and view information about the special project Mandatory fields: County Start Date Enter the following information: Enter the name of the Special Project Enter the Start Date County defaults to San Bernardino Enter a Description of the special project in the field 3 Save to database. Follow instructions on Saving to the Database, this chapter Opening an existing special project notebook Follow the steps below to open an existing Special Project notebook: Step Icon/Screen Action 1 Click on the Open Existing Special Project Icon Result: Select Special Project filter dialog box appears 2 Select the county in which the special project is in effect Click the OK button Result: Open dialog box appears 3 Click on the Special Project to open Click on the OK button Result: The Special Project notebook opens to the ID page Online help See these related On Line Help topics: Special Projects - all topics CWS/CMS RMDG #0007 (07/10) COUNTY GOVERNMENT 1-32

35 Table of Contents CWS/CMS RESOURCE MANAGEMENT DESK GUIDE Section 2 Overview...1 Government Agency...2 Law Enforcement Agency...7 Tribal Organization...10 Education Provider...14 ICPC-Administrator...21 Attorney...22 Court...26 Adoption Agency...30 CWS/CMS RMDG #0007 (07/10) TABLE OF CONTENTS PAGE 1 OF 1

36 RESOURCE MANAGEMENT-RELATED ORGANIZATION SECTION 2 Overview Introduction Resource Management contains lists of providers and organizations that offer assistance to CWS clients. New Providers and organizations can be added, updated and deleted as needed. You must have certain authorities and/or privileges to access, add, and modify CWS Office notebooks. Resource Management is organized into four sections: County Organization Operations Placement Facilities Related Organizations Related organization section Related Organization Sections stores data relating to schools, government agencies, ICPC administrators, law enforcement agencies, tribal organizations, and adoption agencies. Contents This section contains the following topics. Topic See Page Overview 1 Government Agency 2 Law Enforcement Agency 7 Tribal Organization 10 Education Provider 14 ICPC Administrator 21 Attorney 22 Court 26 Adoption Agency 30 CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-1

37 Government Agency Creating government agency notebook Use the Government Agency notebook to enter and view government entities that have a business interest in CWS activities. Note: If you create a new or modify an existing Government Agency notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Follow the steps in the table below to create a Government Agency notebook: 1 Click on the Resource Management Icon 2 Click on the Related Organizations Section (blue) button 3 Click on the Create New Government Agency + button Result: The Government Agency notebook opens to the ID page ID Page CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-2

38 Government Agency, Continued Creating government agency notebook (continued) 4 Use this page to enter and view information about a specific government agency Mandatory fields: Agency Name Agency Type Add appropriate information To add information: Enter the Government Agency name in the Agency Name field Click on the down arrow in the Agency Type field Result: Drop down list appears Click on the type of agency Result: Agency type selected appears in the field. Enter the Contact s name in the Contact Name field Enter the Contact s position or title in the Position/Title field Enter the Contact s telephone number in the phone field Enter the Contact s fax number in the fax field Enter the E- address Click on the down arrow in the County Location field Result: Drop down list appears Click on the County where the agency is located Result: County selected appears in the field Click in the box for Federal if this is a federal agency Click on the Address page Result: Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-3

39 Government Agency, Continued Creating government agency notebook (continued) Address Page 5 Use this page to enter and view information about the address and location of the government agency Mandatory fields: City State Street Name Zip Enter appropriate information. To enter information: Enter the street number. Enter the street name. Enter the city name. State defaults to California, to change the State click on the down arrow in the field Result: Drop down list appears. Click on the State the agency is located Result: State selected appears in the field Enter the zip code CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-4

40 Government Agency, Continued Saving to the database Follow the steps in the table below to save to the database: 1 Click on File, Exit from the menu bar or 'X from the upper right hand side of the menu bar' and the Exit Options drop down menu appears 2 Click Exit Client Services Exit Options X Application button to Save to the Database and exit the application Save to the you have open without exiting the CMS Control Panel (COP) Exit Client Services Exit CWS/CMS Click Exit CWS/CMS button to Save to the Database and exit COP Exit without Saving Cancel Click Exit without Saving button to exit the application without saving Click Cancel button to cancel the save action and return to the focus application Note: If you select cancel, your work will not be saved 3 Click File, click Save Options and Save X the dialog box appears Changes will be saved to the Database. Save to the Click Continue Working to Save to the Database from the File menu Continue Working Exit CWS/CMS Cancel Click Exit CWS/CMS to Save to the Database and exit COP Click Cancel button to cancel the save action and return to the focus application with the same notebook in focus CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-5

41 Government Agency, Continued Opening an existing government agency notebook Before Creating a Law Enforcement Agency Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open an existing Government Agency notebook: 1 Click on the Open Existing Government Agency button Result: Select Government Agency Filter dialog box appears 2 Select the County you want Click the OK button Result: Open dialog box appears 3 Click on the Government Agency wanted Click the OK button Result: the Government Agency opens to the ID page Online help See these related On Line Help topics: Government Agency - all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-6

42 Law Enforcement Agency Creating a law enforcement agency notebook Use the Law Enforcement Agency notebook to enter and view information on representatives of law enforcement agencies connected to CWS. Note: If you create a new or modify an existing Law Enforcement Agency notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Before Creating a Law Enforcement Agency Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Law Enforcement Agency notebook: Step Icon/Screen Action 1 Click on the Create New Law Enforcement Agency + button Result: The Law Enforcement Agency notebook opens to the D page. ID Page Law Enforcement Agency notebook consists of two pages: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-7

43 Law Enforcement Agency, Continued Creating a law enforcement agency notebook (continued) Step Icon/Screen Action 2 Use this page to enter and view information about the specific law enforcement agency Mandatory field: Agency Name Enter appropriate information To enter information: Enter the name of the agency is the Agency Name field Enter the station/precinct in the Station/Precinct field County defaults to San Bernardino To change: Click on the down arrow in the field Result: Drop down list appears Click on the County desired Result: County selected appears in the field Enter the Contact s name in the Contact Name field Enter the Contact s position or title in the Position/Title field Enter the Contact s telephone number in the phone field Enter the Contact s fax number in the fax field Enter the Address Click on the Address page Result : Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-8

44 Law Enforcement Agency, Continued Creating a law enforcement agency notebook (continued) Address Page Step Icon/Screen Action 3 Use this page to enter and view location information for the law enforcement agency Mandatory field: City State Street Name Zip Enter appropriate information To enter information: Enter the street number in the Street Number field Enter the street name in the Street Name field Enter the city in the City field Enter the State. This defaults to California to change click on the down arrow in the field Result: Drop down list appears Click on the State you want Result: State selected appears in the field Enter the zip in the Zip field Enter the zip extension in the Zip ext field Online help See these related On Line Help topics: Law Enforcement Agency - all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-9

45 Tribal Organization Creating a Tribal Organization notebook Use the Tribal Organization notebook to enter and view information on tribal Organizations connected to CWS. Note: If you create a new or modify an existing Tribal Organization notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Before Creating a Tribal Organization Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Tribal notebook: Step Icon/Screen Action 1 Click on the Create New Law Tribal Organization+ button Result: The Tribal Organization notebook opens to the D page. ID Page Tribal Organization notebook consists of two pages: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-10

46 Tribal Organization, Continued Creating a Tribal Organization notebook Tribal Organizations (continued) Step Icon/Screen Action 2 Use this page to enter and view information about specific Tribal Organizations Mandatory field: Tribe Name Enter appropriate information To enter information: Enter the name of the Tribe in the Tribe Name field Click on the Inactivation Date down arrow and select the date Check the box Available for Indian Welfare Placement if applicable Enter the Contact s name in the Contact Name field Enter the Contact s position or title in the Position/Title field Enter the Contact s telephone number in the phone field Enter the Contact s fax number in the fax field Enter the Address Click on the + sign in the Tribal Affiliations Enter the name of the Tribal Organization Enter Y or N as applicable Click on the Address page Result : Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-11

47 Tribal Organization, Continued Creating a Tribal Organization notebook (continued) Address Page Step Icon/Screen Action 3 Use this page to enter and view location information for the Tribal Organization Mandatory field: City State Street Name Zip Enter appropriate information To enter information: Enter the street number in the Street Number field Enter the street name in the Street Name field Enter the city in the City field Enter the State. This defaults to California to change click on the down arrow in the field Result: Drop down list appears Click on the State you want Result: State selected appears in the field Enter the zip in the Zip field Enter the zip extension in the Zip ext field CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-12

48 Tribal Organization, Continued Opening an existing tribal organization notebook Before opening an existing Tribal Organization Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open an existing Tribal Organization Notebook: 1 Click on the Open Existing Tribal Organization button Result: Select Tribal Organization Filter dialog box appears 2 Click the desired State Click the OK button Result: Open dialog box appears 3 Click on the Tribe wanted Click the OK button Result: the Tribal Organization Notebook opens to the ID page 4 The Tribal Organization Notebook consists of two pages: Page Action View essential identification information about the tribal organization View address information for the tribal organization Online help See these related On Line Help topics: Tribal Organization - all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-13

49 Education Provider Creating an education provider notebook Use the Education Provider notebook to enter and view information about schools and other education providers that a child may gain instruction from. Note: a) The Education Provider notebook is read-only if it is being used by the Client Services application on your PC. b) For a child client s educational history, see the Education notebook in Client Services. Before creating a Education Provider Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Education Provider notebook: Step Icon/Screen Action 1 Click on the Create New Education Provider + button Result: The Education Provider notebook opens to the ID page ID Page Education Provider notebook consists of three pages: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-14

50 Education Provider, Continued Creating an education provider notebook (continued) Step Icon/Screen Action 2 Use this page to enter and view information about a specific education provider Mandatory field: School Name Enter appropriate information To enter information: Click on the down arrow and select the School Category Click on the down arrow and select the County, remember it defaults to San Bernardino Click on the down arrow and select the District Name Enter the Education Provider s name in the School Name field Enter the Education Provider s fax number in the Fax Number field Click on the drop down arrow and select the Closure Date as applicable Click on the drop down arrow and select the beginning grade Click on the drop down arrow and select the ending grade Click on check boxes for Charter School, Year Round, or DOE School Click on the drop down arrow and select the Type of School as applies Enter the Web Site Address Click on Special Needs Addressed as applies Click on the Contact page Result: Contact page opens Contact Page CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-15

51 Education Provider, Continued Creating an education provider notebook (continued) Step Icon/Screen Action 3 Use this page to enter and view information about a specific education provider contact Mandatory field: First Last Title Enter appropriate information To enter information: Enter the Prefix Mr, Ms, Mrs, Enter the First Name in appropriate field Enter Middle Name in the appropriate field Enter the Last Name in the appropriate field Enter the Suffix, Dr, Principal, etc. Enter the Phone Number Enter the Ext Enter the FAX Enter the Address Check off the Primary Contact as applies Check off the Department of Education DOE Contact Click on Address Result: Address page opens Address Page CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-16

52 Education Provider, Continued Creating an education provider notebook (continued) Step Icon/Screen Action 3 Use this page to enter and view location information for the education provider Mandatory field: City Enter appropriate information. To enter information: Enter the Education Provider s street number in the Street No. field Enter the Education Provider s street name in the Street Name field Enter the Education Provider s city in the City field Click on the down arrow in the State field Result: Drop down list appears Click on the State where the Education Provider is located Result: State selected appears in the field Enter the zip code in the Zip field Enter the zip extension in the Zip Ext. field Repeat for Mailing address as applies Save to database Follow instructions on saving to database in this section CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-17

53 Education Provider, Continued Opening an existing education provider notebook Before opening an existing Education Provider Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open a Education Provider notebook: Step Icon/Screen Action 1 Click on the Open Existing Education Provider Icon Result: Select Education Provider Filter dialog box appears 2 Enter the zip code of the Education Provider you want Press the tab key Click the OK button Result: Open dialog box appears 3 Click on the desired Education Provider Click on the OK button. Result: The Education Provider notebook opens to the ID page Merge education providers The Merge Education Provider command enables you to merge or consolidate two Education Providers (that are the same school) into a single record. To use this command, you must have State, County or Office Administration Level of Authority. Once a merge is complete, you cannot undo it under any circumstances. After performing an Education Provider merge, the Merge Education Providers command will be disabled until you Save to Database. Conditions under which you can NOT merge Education Providers: The Education Provider has new associations in cache. Either provider is open in Client Services. Before you can merge a Education Provider: Open the Education Providers you want to merge. See instructions Open an Existing Education Provider Notebook. Follow the instructions in the table below to merge an Education Provider: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-18

54 Education Provider, Continued Merge education providers (continued) Step Icon/Screen Action 1 Click on the Action in the Menu Click on Merge Education Provider Result: Merge Education Provider Dialog Box opens 2 This dialog box enables you to select the Education Providers you want to merge, and to confirm that they are the same school Education Provider 1 field defaults to the Education Provider in focus Click on the down arrow to change a field Result: Drop down list appears Click on the desired Education provider Result: Education Provider selected appears in the field Click on the down arrow In Education Provider 2 field Result : Drop down list appears Click on the desired Education Provider Result : Education Provider selected appears in the field Click on the Merge button Result: Select Primary Education Provider Dialog Box CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-19

55 Education Provider, Continued Merge education providers (continued) Step Icon/Screen Action 3 Use this dialog to assist you in determining which Education Provider will be primary and which will be secondary when conducting Merge Education Provider. You can determine which Education Provider s data is more complete and select that as the primary facility Note: If there is conflicting data when the merge takes place, that of the primary Education Provider usually takes precedence Click on the option button in front of Primary or Secondary to change the Education Provider 1 and 2 Click on the OK button Result: Message appears stating If you merge these Education Providers, you cannot undo the merge. Proceed? Click on the Yes button. To continue with the merge process Click the No button to cancel the merge process and return to the Merge Education Providers dialog box When the merge is complete, the following message will appear, Education Providers merge complete Click the OK button. Result: Message box closes 4 Save to database using instructions in this chapter Online help See these related On Line Help Topics: Education Provider Notebook, Creating a New Education Provider Opening an Existing Education Provider, Merge Education Provider CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-20

56 ICPC Administrator Opening an existing ICPC administrator notebook Use the ICPC Administrator notebook to view information about Interstate Compact for the Placement of Children (ICPC) administrators. This notebook records the ICPC administrators for states who are responsible for ICPC requests from counties in California. Note: a) Only the State has the privilege required to add, modify, or delete any ICPC Administrator notebook. b) The ICPC administrator notebook does not maintain information about California county staff in charge of incoming ICPC requests. Before opening an existing ICPC Administrator Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open a ICPC Administrator notebook: 1 Click on the Open ICPC Administrator button Result: Open dialog box appears 2 Click on the ICPC wanted Click the OK button Result: the ICPC Administrator Notebook opens to the ID page 3 The ICPC Administrator Notebook consists of two pages: Page Action View essential information about the agency and administrator- has been added View address information for administrator Online help See these related On Line Help topics: ICPC Administrator- all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-21

57 Attorney Creating an attorney notebook Use the Attorney notebook to enter and view information about attorneys involved in child welfare cases and about attorneys who represent CWS staff in court. Note: a) Any information entered or amended on CWS attorneys in Resource Management displays in Client Services as read-only. b) The Attorney notebook is read-only if it is being used by the Client Services application on your PC. Before creating a Attorney Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Attorney notebook: Step Icon/Screen Action 1 Click on the Create New Attorney+ button Result: The Attorney notebook opens to the ID page ID Page Education Provider notebook consists of two pages: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-22

58 Attorney, Continued Creating an attorney notebook (continued) Step Icon/Screen Action 2 Use this page to enter and view information about the name, phone number, fax number, and CWS status of the attorney Mandatory fields: County Note: a) This field is not available if the State in California b) This field is mandatory if the State is California First Last Enter appropriate information. To enter information: Enter the attorney s first name in the First field Enter the attorney s last name in the Last field Enter the name of the firm the attorney works for in the Firm field Enter the position of the attorney in the Position field Click on the down arrow in Non-English Language field if the attorney speaks another language Result: Drop down list appears Click on the language spoken by the attorney Result: Language selected appears in the field Enter the attorney s telephone number in the Phone Number field Enter the attorney s fax number in the Fax Number field. Enter any other telephone number in the Other Phone field Click on the check box if this is a CWS Attorney Click on the down arrow in the County field Result: Drop down list appears Click on the county where the attorney s office is located Result: County selected appears in the field. Enter the Address Click on the Address page Result: Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-23

59 Attorney, Continued Creating an attorney notebook (continued) Address Page Step Icon/Screen Action 3 Use this page to enter and view information about the street address, city, and state where the attorney s office is located. Mandatory fields: State Note: This is a mandatory field if the State is California Enter appropriate information To enter information: Enter the street number in the Street Number field Enter the street name in the Street Name field Enter the city in the City field Click on the down arrow in the field and enter the state in the State field Note: This defaults to California Result: Drop down list appears Click on the State where the attorney is located Result: State selected appears in the field Enter the zip code in the Zip field Enter the zip extension in the Zip Ext field CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-24

60 Attorney, Continued Saving to the database Follow the instructions on Saving to the Database in this chapter. Opening an existing attorney notebook Before opening an existing Attorney Notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open an existing Attorney notebook: 1 Click on the Open Existing Attorney button Result: Select Attorney Filter dialog box appears 2 Select the county in which the attorney is registered Select CWS Attorney to retrieve CWS attorney from the database Click the OK button Result: Open dialog box appears 3 Click on the Attorney wanted Click the OK button Result: the Attorney Notebook opens to the ID page 4 The Attorney Notebook consists of two pages: Page Action View essential identification information about the tribal organization View address information for the tribal organization Online help See these related On Line Help topics: Attorney Notebooks - all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-25

61 Court Creating a court notebook Use the Court notebook to enter and view information about Juvenile courts in California and other US states. Note: If you create a new or modify an existing court notebook and then save it to the database, those additions or changes will note be reflected in other CWS/CMS applications until the next day. Before creating a Court notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Court notebook: Step Icon/Screen Action 1 Click on the Create New Court+ button Result: The Court notebook opens to the ID page ID Page Court notebook consists of two pages: CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-26

62 Court, Continued Creating a court notebook (continued) Step Icon/Screen Action 2 Use this page to enter and view information about courts Mandatory field: Juvenile Court Name Enter appropriate information. To enter information: Enter the court name in the Juvenile Court Name field Click on the down arrow in the field where the court is located to change the county Note: This defaults to San Bernardino Result: Drop down list appears Click on the county where the court is located Result: County selected appears in the field Enter the contact s name in the Contact Name field Enter the contact s position or title in the Position/Title field Enter the contact s telephone number in the Phone Number field Enter the contact s fax number in the Fax Number field Click on the Address Page Result: Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-27

63 Court, Continued Creating a court notebook (continued) Address Page Step Icon/Screen Action 3 Use this page to enter and view information about the court s address and location Mandatory fields: City State Street Name Zip Enter appropriate information To enter information: Enter the street number in the Street Number field. Enter the street name in the Street Name field. Enter the city in the City field. Click on the down arrow in the State field and enter the state in the State field Note: This defaults to California Result: Drop down list appears Click on the State where the attorney is located Result: State selected appears in the field Enter the zip code in the Zip field Enter the zip extension in the Zip Ext field 4 Save to database using instructions in this chapter CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-28

64 Court, Continued Opening an existing court notebook Before Opening an existing Court notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to open an existing Court notebook: 1 Click on the Open Existing Court button Result: Select Court Filter dialog box appears 2 Select the county in which the county is located Click the OK button Result: Open dialog box appears 3 Click on the Court wanted Click the OK button Result: the Court Notebook opens to the ID page 4 The Attorney Notebook consists of two pages: Page Action View essential identification information about the Courts View address information for the Court Online help See these related On Line Help topics: Court Notebooks - all topics CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-29

65 Adoption Agency Creating an adoption notebook Use the Adoption Agency notebook to enter and view information about an outof state public agency or an in-state private agency that conducts and approves home studies on adoptive parents; prepares cases for the termination of parental rights of dependent minors; accepts voluntary relinquishments, and places children for adoption. Note: a) Only the State can add, modify, or delete any Adoptions Agency notebook throughout the State of California. b) Must have County Administrator authority with adoptions privilege to view any Adoption Agency notebook throughout the State of California and to add, modify, or view any Adoption Agency notebook outside the State of California. Before Creating a Adoptions Agency notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Adoption Agency notebook: 1 Click on the Create New Adoption Agency button Result: The Adoption Agency notebook opens to the Address page Click on the ID page Result: ID page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-30

66 Adoption Agency, Continued Creating an adoption notebook (continued) ID Page 2 Use this page to enter and view the agency s name and phone numbers Mandatory fields: Agency Name Phone Number Enter appropriate information To enter information: Enter the adoption agency s name in the Agency Name field Enter the adoption agency s telephone number in the Phone Number field Enter the adoption agency s fax number in the Fax Number field Click on the Address Page Result: Address page opens CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-31

67 Adoption Agency, Continued Creating an adoption notebook (continued) Address Page 3 Use this page to enter and view information about the agency s address Mandatory fields: City State Street Name Zip Enter appropriate information To enter information: Enter the street number in the Street Number field Enter the street name in the Street Name field Enter the city in the City field Click on the down arrow in the state field Result: Drop down list appears. Click on the State where the adoption agency is located Result: State selected appears in the field. Enter the zip code in the Zip field Enter the zip extension in the Zip Ext field CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-32

68 Adoption Agency, Continued Saving to the database Follow instructions on Saving to the Database. Opening an existing adoption agency notebook Before Opening an existing Adoption Agency notebook: Click on the Resource Management Icon, and Click on the Related Organizations Section (blue) button. Follow the steps in the table below to create a Adoption Agency notebook: 1 Click on the Open Existing Adoption Agency button Result: Open dialog box appears 2 Click on the Agency wanted Click the OK button Result: the Adoption Agency opens to the Address page Online help See these related On Line Help Topics: Adoptions Agency Notebook CWS/CMS RMDG #0007 (07/10) RELATED ORGANIZATION 2-33

69 Table of Contents CWS/CMS RESOURCE MANAGEMENT DESK GUIDE Section 3 Overview...1 Placement Home...2 Foster Family Agency...24 County License Case...37 Group Home Organization...46 Home Study...57 CWS/CMS RMDG #0007 (07/10) TABLE OF CONTENTS PAGE 1 OF 1

70 Resource Management Facilities Section 3 Overview Introduction Resource Management contains lists of providers and organizations that offer assistance to CWS clients. New Providers and organizations can be added, updated and deleted as needed. You must have certain authorities and/or privileges to access, add, and modify notebooks. Resource Management is organized into four sections: County Organization Related Organizations Placement Facilities Operations Placement Facilities stores data relating to placement facilities and substitute care providers. Contents This section contains the following topics. Topic See Page Overview 1 Placement Home 2 Foster Family Agencies 24 County License Case 37 Group Home Organizations 46 Home Study 57 CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-1

71 Placement Home Creating a placement home Use the Placement Home notebook to enter and view information about licensed and unlicensed homes available for placing a child. There are many types of placement homes and access to them depends on the type of placement home and your authorities and privileges. The Placement Home notebook covers the following types of homes: County Shelter/Receiving Homes (Non EA/AFDC), Court Specified Home, Foster Family Agency Certified Home, Foster Family Home, Group Home, Medical Facility, Relative Home, Small Family Home, and Tribe Specified Home. Note: a) The Placement Home notebook is read-only if it is being used by the Client Services application on your PC. b) Information about placement homes licensed by Community Care Licensing (CCL) is downloaded every night by the License Information System (LIS); these fields in the notebook are read-only. To create a Placement Home you must create the following notebooks: Placement Home Notebook, and Substitute Care Provider Notebook. Follow the steps in the table below to create a Placement Home notebook: a Click on the Resource Management Icon b Click on the Placement Facilities Section (red) button CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-2

72 Placement Home, Continued Creating a placement home (continued) c Do a Placement Home Search To do a Home Search: Click on the Open Existing Placement Home Icon Result: Select Placement Home Filter dialog box opens Click on the down arrow in the Facility type field. Result: Drop down list appears Click on the facility type you want to search. Result: Facility type selected appears in the field Enter appropriate information in the remaining fields Click the OK button Result: Message box appears stating that information in being retrieved from the host Message box closes and Open dialog box appears If Then d Do not create a Home found new Placement Home Notebook Home is not found Proceed to step 5 e Click on the Create New Placement Home + Icon Result: Placement Home notebook opens to the ID page CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-3

73 Placement Home, Continued Creating a placement home (continued) ID Page The Placement Home notebook consists of 12 pages: 1 Use this page to enter and view information about the placement home Note: a) This page is read-only if an associated County License Case notebook exists for this placement home b) The Adj. Cap. (adjusted capacity) number may be different from the License Capacity if County Licensing determines the licensed capacity to be inaccurate c) Maximum age for children placed in a placement home must be less than 20 year of age Mandatory fields: County is mandatory if the placement home is in California and one of the following: Court Specified Home Medical Facility Relative Home Tribe Specified Home CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-4

74 Placement Home, Continued Creating a placement home (continued) 1 Cont. Identification-Name is mandatory for any foster family homes licensed by the county: Type Address Street Name City Zip County of Location Enter appropriate information To enter information: Enter the name of the placement home in the Name field Click on the down arrow in the Type field Result: Drop down list appears Click on the type of the placement home Result: Type selected appears in the field Click on the down arrow for Operated by and select the appropriate operator Result: A list of operators in enabled Click on the down arrow for the Foster Family Home Type and select appropriate vendor Result: A list of Foster Family Home Types is enable Type in the License Number Enter the Age Range from and to, this defaults to From 0 TO 18 Enter the number of Placement Enter the number of Beds Available Enter Adj Cap. Check This home is on hold box if applicable Check SCP Moved to New Address box if applicable Check At Capacity box if applicable Check Adoption Only box if applicable CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-5

75 Placement Home, Continued Creating a placement home (continued) 1 Enter the placement home s Cont. telephone number in the Primary Phone field Enter the placement home s fax number in the Fax field Enter Backup Contact Name Enter Backup Contact Phone and Ext as applies Enter Street No Enter Street Name Enter City Enter Street Name Enter City Enter State, it default to California Enter the Zip Enter the Zip Ext Enter the Geographic Region Enter the county where placement home is located remember, this defaults to San Bernardino and to change click on the down arrow in the field Result: Drop down list appears Click on the county where the placement home is located Result: County selected appears in the field Click on Foreign County if applicable Result: Drop down list appears Enter Foreign Zip Enter Foreign Address Description including Province Name, etc. Enter any comments as applies, remember up to 240 characters are available for this field Enter the name of the Disaster Emergency Contact Information Enter the Phone and Extension Enter the Alternate Phone and Extension if this applies Enter address Enter Street No. Enter Street Name CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-6

76 Placement Home, Continued Creating a placement home (continued) 1 Enter City Cont. Enter State, it default to California Enter the Zip Enter the Zip Ext Click on Foreign County if applicable Result: Drop down list appears Enter Foreign Zip Enter Foreign Address Description including Province Name, etc. Click on the Substitute Care Provider page Result: Substitute Care Provider page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-7

77 Placement Home, Continued Creating a placement home (continued) Substitute Care Provider Page 2 Use this page to enter and view information about the Substitute Care Provider Mandatory fields: First Name Last Name Hispanic or Latin Origin Start Date Zip Tribal Affiliation? fields (Green): Marital Status Birth Date Ethnicity Enter appropriate information To enter information: Click on the left hand + in the Substitute Car Provider box Result: the input screen is enabled Enter SSN Enter CA Driver s License Click on Primary Income down arrow and select source CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-8

78 Placement Home, Continued Creating a placement home (continued) 2 Cont. Click on Employment Status down arrow and select type Click on Secondary Income down arrow and select the type Enter Annual Income Amount Click on Education down arrow and select level Enter Title, First Name, MI, Last Name and Suffix Click on Marital Status down arrow and select Click on Tribe Location down arrow and select as applies Result: Tribal Affiliation is enable Click on Tribal Affiliation and select appropriate tribe Enter Employer Name Click on + sign for Phone Numbers list box Result: Phone Numbers Input list box appears Enter all Phone Numbers as applies Click on Male or Female option buttons Click on Yes, No or Undetermined to Hispanic or Latino Origin option buttons Click on the left corner + sign in the Ethnicity box Result: Ethnicity dialog box is enabled Click on the desired Ethnicity Check Primary Provider box if applicable Enter CDS Person # Click on the down arrow of Start Date Result: Calendar Box is enabled Select Start Date Click on Yes, No, or Unknown option buttons under Licensee Click on Yes, No, or Unknown option buttons under Resident CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-9

79 Placement Home, Continued Creating a placement home (continued) 2 Cont. Click on the + sign in the left-hand corner of the Attorneys Associated to This SCP Select the Attorney associated to the case Result: Select Attorneys dialog box appears, use this dialog box to enter an attorney from attorney lists in current work and if no attorneys show go to the Related Organization Section and Open an Existing Attorney See instructions in Related Organization Section, Opening an Existing Attorney Notebook Note: You cannot delete an attorney if he or she represents the substitute care provider as a notice recipient or a hearing attendee Enter the start date of the association between the attorney and the substitute care provider began Enter the street number in the Street Number field Enter the street name in the Street Name field Enter the city in the City field Enter the State remember, this defaults to California and to change click on the down arrow in the field Result: Drop down list appears Click on the State you want Result: State selected appears in the field Enter the zip in the Zip field Enter the zip extension in the Zip Ext field Click on Foreign County if applicable Result: Drop down list appears Enter Foreign Zip Enter Foreign Address Description including Province Name, etc. Click on the Other Children page Result: Other Children page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-10

80 Placement Home, Continued Creating a placement home (continued) Other Children Page 3 Use this page to enter and view information about children under the age of 18 in the placement home that were not placed there by CWS Mandatory field: Name Enter appropriate information. To enter information: Click on the + button in the upper left corner of the page Result: Line appears in grid and fields are enabled Enter the child s name in the Name field. Enter the child s birth date in the Date of Birth field Click on the option button for the type of Gender of the child Click on the Other Adults page Result: Other Adults page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-11

81 Placement Home, Continued Creating a placement home (continued) Other Adults Page 4 Use this page to enter and view information about adults age 18 and over residing at the placement home who are not substitute care providers Mandatory field: Name Enter appropriate information To enter information: Click on the + button in the upper left corner of the page Result: Line appears in gird and fields are enabled Enter the adult s name in the Name field Enter the adult s birth date in the Date of Birth field Click on the option button for the type of Gender of the child Click on the Characteristics page Result: Characteristics page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-12

82 Placement Home, Continued Creating a placement home (continued) Char/Pref Page 5 Use this page to enter and view information about the kind of environment that characterizes the placement home Enter appropriate information To add information: Click on the option button for the gender type the placement home accepts, this defaults to both Click on the option button for Emergency Shelter information. This defaults to Unknown Click on the option button for Child Care Plan, this defaults to Unknown Click on the option button for Transportation Provided this defaults to Unknown Click on the option button for In Home Visits Allowed, this defaults to Unknown Click on the option button for Public Transportation this defaults to Unknown Click on the + button in the upper left corner of the Ethnicity box CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-13

83 Placement Home, Continued Creating a placement home (continued) Char/Pref Page, Cont. 5 Cont. Result: Select Ethnicities dialog box appears Click on the ethnic groups affiliated with the placement home Result: Ethnic groups selected appear in the gird Click on the + button in the upper left corner of the Language box Result: Select Language dialog box appears Click on the languages spoken at the placement home Result: Languages selected appears in the grid Click on the + button in the upper left corner Religion box Result: Select Religion dialog box appears Click on the religions served by the placement home Result: Religions selected appears in the grid CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-14

84 Placement Home, Continued Creating a placement home (continued) Char/Pref Page, Cont. 5 Cont. Click on the + button in the upper left corner of the Population Served box Result: Select Populations Served dialog box appears Click on the populations served by the placement home Result: Populations selected appear in the grid Enter information as applies into Education Providers, Environment Factor/Pets, Health Factors, Other, and Religious Activities which are all text fields that information can be entered into up to 60 characters per field LIS-Specified Preferences field is placement preferences information supplied directly to the database by the State of California's Licensing Information System CWS-Specified Preferences, enter additional placement preferences known about the placement home and its providers and up to 240 characters can be entered Confidentiality in Effect, when selected indicates that confidentiality has been requested and is in effect for all of the substitute care providers in this placement home Click on the License Info. Page Result: License Info. page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-15

85 Placement Home, Continued Creating a placement home (continued) License Information Page 6 Use this page to enter and view license information for the placement home Note: a) If the placement facility Type is Foster Family Home, all fields on the License Info. page will be disabled except the Certification Form Completed checkbox that enables the Certified Pending Licensure History grid b) This entire page is read-only if a County License Case notebook for the placement home has been created Enter appropriate information. To enter information: Certified Placement Licensure History grid shows, in descending order, the starting and ending dates in the placement home s Certified Pending Licensure History. If the most recent row has an end date, you can use the grid to enter a new start date Click the + sign in the upper left corner to enter a start date CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-16

86 Placement Home, Continued Creating a placement home (continued) License Information Page 6 Result: Start Date field is enabled Cont. Enter a start date for the pending licensure Note: a) This grid is not available until you select the Certification Form Completed checkbox for a Foster Family Home b) This grid is mandatory if you select the Certification Form Completed checkbox c) After you save to the database, the start date cannot be changed to a more recent date or be deleted d) The End Date field is read-only. The date is determined by the start date of the home s licensure, or if the home was never licensed, the end date of the licensing episode Click on the Comments page Result: Comments page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-17

87 Placement Home, Continued Creating a placement home (continued) Comments Page 7 Use this page to enter and view comments about the placement home that were brought to the attention of a CWS staff person Mandatory fields: Date Submitted By Enter appropriate information To enter information: Click on the + button in the upper left corner Result: Line appears in the grid and the Submitted By and Date fields are enabled Enter the name of the person submitting the comment in the Submitted By field Enter the date you are entering the comment in the Date field Click on the check box in front of Referred to Licensing if the comment selected in the Comments grid was forwarded to the licensing department or Community Care Licensing (CCL) for further investigation Result: Check box is checked. Enter the comment text in the Description field you can enter 250 characters Click on the Special Projects page Result: Special Projects page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-18

88 Placement Home, Continued Creating a placement home (continued) Special Projects Page 8 Use this page to enter and view information about special projects that the placement home participates Enter appropriate information To enter information: Click on the + button in the left corner Result: Line appears in the grid, the Special Projects and Start Date fields are enabled Click on the down arrow in the Special Projects field Result: Drop down list appears. You can select from active special projects available in the placement home's county Click on the special project you want. Result: Special project selected appears in the Special Projects field. Enter the start date the placement home began participation in the special project in the Start Date field Click on the Payee page Result: Payee page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-19

89 Placement Home, Continued Creating a placement home (continued) Payee Page 9 Use this page to enter and view information about a designated payee for a placement home used by a county other than Los Angeles Mandatory field: Street Name Enter appropriate information To enter information: Enter the First and Last Name of the payee in the Name fields Enter the street number in the Street No. field Enter the street name in the Street Name field Enter the city in the City field Click on the down arrow in the State field Result: Drop down list appears Click on the state you want Result: State selected appears in the field. Enter the zip code in the Zip field Enter the payee s telephone number in the Primary Phone field If the Payee is in another country: Click on the down arrow in the Foreign Country field Result: Drop down list appears. Click on the desired foreign county Result: Foreign country selected appears in the field Enter the foreign zip in the Foreign Zip field Enter additional foreign address information, such as province name in the Foreign Address Description up to 40 characters Click on the Preferences page Result : Preference page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-20

90 Placement Home, Continued Creating a placement home (continued) LA Payee Page Step Icon/Screen Action 10 View information about the person who receives payments for this home in which LA County places children Click on Hold Status Result: Hold Status Page opens Hold Status Page Step Icon/Screen Action 11 Use this page to enter and view information pertaining to a placement facility which has been put on hold Note: a) This page is read only if the logged-on user has County License Case authority b) A hold can be entered by a county even if the facility is owned by another county; a placement facility is only on hold in the county or counties which entered the hold; other counties can continue to place children in that placement facility c) If a placement facility is on hold, it will not be included in the Placement Facility matching process, but will be included in a search CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-21

91 Placement Home, Continued Creating a placement home (continued) Hold Status Page Step Icon/Screen Action 11 To add information: Cont. Click on the + button in the left hand corner of the Hold Status box Enter the date placement in the Start Date field when the home was put on hold Note: a) If a placement home is on hold, it will not be included in the Client Services matching process, but will be included in a search. (Client Services Placement Facility search) b) You can put a placement home on hold even if that home is located outside your county c) When you put a placement home on hold, that placement home is on hold only in your county; other counties throughout California can continue to place children in that placement home Click on the down arrow in the Reason field Result: Drop down list appears Click on the reason the Home is on hold Note: a) This field is not available unless you enter a Hold Start Date b) This field is mandatory once you enter a Hold Start Date Result: Reason selected appears in the field End Date field is for the date On Hold status ended and the placement home began accepting new placements Note: a) This field is not available unless the placement home is a licensed home. b) You can enter a Hold End Date only if you are from the same county as the user who entered the Hold Start Date County field defaults to San Bernardino CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-22

92 Placement Home, Continued Creating a placement home (continued) Background Check Page Step Icon/Screen Action 12 Use this page to enter and view information pertaining to background checks made into individuals and/or providers of service. Mandatory fields are: Background Check Type Date To add information: Click down on the name of resident Click on the + button in the left hand corner of the Background Check Type Click on the Background Check Type drop down box Select the type Enter the date that this Background Check Type was undertaken, and repeat as needed Saving to database Save to the database following the instructions in this chapter. CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-23

93 Foster Family Agency Creating placement home notebook for a FFA certified home To create a FFA placement Home you must create the following notebooks: Placement Home Notebook, and Substitute Care Provider Notebook. Before creating a Placement Home Notebook for a FFA Certified Home: Click on Resource Management Icon, Click on the Placement Facilities Section (red) button, and Do a Search, see instructions, General Section, Search. Note: If home not found call the FFA/Group Home clerk in Special Services. Follow the steps in the table below to create a Placement Home Notebook for a FFA Certified Home: a Click on the Open Existing Foster Family Agency Result: Select Foster Family Agency Filter dialog box appears b Enter the License number of the desired Foster Family Agency Click the OK button Result: Open dialog box appears C Click the FFA you want in the grid Click the OK button Result: The Foster Family Agency Notebook opens to the ID page CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-24

94 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) ID Page Step Icons/ Action Screens 1 Use this page to view information pertaining to a Foster Family Agency Identification-Name is mandatory for any foster family homes licensed by the county To add information: Enter Name Check if FFA is on hold Enter the name of Contact Enter the Phone, Ext and Fax Enter the Backup Contact Name Enter the Phone, Ext and Fax Check if the FFA is a Transitional Housing Placement Program Enter the name of the Disaster Emergency Contact Information Enter the Phone and Extension Enter the Alternate Phone and Extension if this applies Enter address Enter Street No. Enter Street Name Click on Address Result: Address Page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-25

95 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Address Page 2 This page is used to view address information on the FFA Mandatory Fields Address City To add information: Enter the Street No. Enter the Street Name Enter the City Enter the State, remember it will default to California Enter the Zip and extension Click on Payee and License Information Result: Payee and License Information Page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-26

96 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Payee and License Page 3 This page is used to view payee address and licensing information on the FFA Mandatory Fields License Number License Name City First Name Last Name State Street Name To add information: Enter the license number Enter the Licensee Name Click on the Status drop down menu and select type Click on the calendar and select the date the status was effective CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-27

97 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Payee and License Page 3 Cont. Click on the Effective date calendar and select the date Click on the Expiration Date and select that date Click on the Business Type drop down menu and select appropriate type Click on the Client Served Type drop down menu and select the appropriate type Enter the Payee First Name Enter Payee Middle Initial Enter Payee Last Name Note: If the payee is a business enter only the last name Enter Street number, Street Name, City, State, Zip Enter Payee Primary Phone and Extension as applies Click on the Characteristics Page Result: Characteristics Page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-28

98 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Characteristics Page 4 Use this page to enter and view information about the kind of environment that characterizes the FFA Enter appropriate information To add information: Click on the option button for the gender type the placement home accepts, this defaults to both Click on the + button in the upper left corner of the Ethnicity box Result: Select Ethnicities dialog box appears Click on the ethnic groups affiliated with the placement home Result: Ethnic groups selected appear in the gird CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-29

99 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Characteristics Page 4 Cont. Click on the + button in the upper left corner of the Language box Result: Select Language dialog box appears Click on the languages spoken at the placement home Result: Languages selected appears in the grid Click on the + button in the upper left corner Religion box Result: Select Religion dialog box appears Click on the religions served by the placement home Result: Religions selected appears in the grid Click on LA Payee Page Result: LA Payee Page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-30

100 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) LA Payee Page 5 View information about the person who receives payments for this home in which LA County places children Click on Hold Status Result: Hold Status Page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-31

101 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Hold Status Page 6 Use this page to enter and view information pertaining to a FFA which has been put on hold Note: a) This page is read only if the loggedon user has County License Case authority b) A hold can be entered by a county even if the facility is owned by another county; a placement facility is only on hold in the county or counties which entered the hold; other counties can continue to place children in that placement facility c) If a placement facility is on hold, it will not be included in the Placement Facility matching process, but will be included in a search CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-32

102 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Hold Status Page 6 To add information: Cont. Click on the + button in the left hand corner of the Hold Status box Enter the date placement in the Start Date field when the home was put on hold Note: a) If a placement home is on hold, it will not be included in the Client Services matching process, but will be included in a search. (Client Services Placement Facility search) b) You can put a placement home on hold even if that home is located outside your county c) When you put a placement home on hold, that placement home is on hold only in your county; other counties throughout California can continue to place children in that placement home Click on the down arrow in the Reason field Result: Drop down list appears Click on the reason the Home is on hold CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-33

103 Foster Family Agency, Continued Creating placement home notebook for a FFA certified home (continued) Hold Status Page 6 Note: Cont. a) This field is not available unless you enter a Hold Start Date b) This field is mandatory once you enter a Hold Start Date Result: Reason selected appears in the field End Date field is for the date On Hold status ended and the placement home began accepting new placements Note: a) This field is not available unless the placement home is a licensed home. b) You can enter a Hold End Date only if you are from the same county as the user who entered the Hold Start Date County field defaults to San Bernardino Save to database Save to the database following the instructions in this chapter. CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-34

104 Foster Family Agency, Continued Opening an existing foster family agency notebook Use the Foster Family Agency notebook to enter and view information about Foster Family Agencies (FAAs) licensed to certify Foster Family Agency Certified Homes. Note: Information on Foster Family Agencies is download from the Licensing Information System (LIS) every night. Before Opening an existing Foster Family Agency notebook: Click on the Resource Management Icon, Click on the Placement Facilities Section (red) button. Follow the step below to open an existing Foster Family Agency notebook: 1 Click on the Open Existing Foster Family Agency button Result: Select Foster Family Agency Filter dialog box appears 2 Enter at least one of the following in the appropriate field to locate a Foster Family Agency: City License Number La Vendor ID Click the OK button. Result: Open dialog box appears 3 Click on the desired Foster Family Agency Click the OK button Result: The Foster Family Agency Notebook opens to the ID page 4 The Foster Family Agency notebook consists of five pages: Page Action View information about a Foster Family Agency View information about the Foster Family Agency s location View information about the payee and license information of the Foster Family Agency CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-35

105 Foster Family Agency, Continued notebook (continued) View information about the types of children served, and services provide by the Foster Family Agency certified homes represented by the Foster Family Agency View information about the payee for the Foster Family Agency for LA County View information about any Hold Status that may have been placed on the Agency Online help See these related On Line Help topics: Foster Family Agency Notebook CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-36

106 County License Case Creating a county license case notebook Use the County License Case notebook to record information for counties that license their own foster family homes. The County License Case notebook links with information recorded in the Placement Home notebook. Note: a) Only Foster Home Services can crate a County License Case Notebook. b) If you create a county License Case notebook for a placement home, the License Info. page for the associated Placement Home notebook becomes read-only. Before creating a new County License Case notebook, make sure: Click on the Resource Management Icon, Click on the Placement Facilities Section (red) button, and You have saved to the database a new Placement Home notebook for a foster family home. Follow the steps in the table below to create a County License Case Notebook: 1 Click on the Create New County License Case + button Result: New dialog box appears 2 Click on the desired Placement Home Click the OK button Result: The County License Case Notebook open to the ID page ID Page The County License Case notebook consists of four pages CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-37

107 County License Case, Continued Creating a county license case notebook (continued) 3 Use this page to enter and view licensing information about the foster family home Mandatory fields: Application Received Application Status Assigned Staff Person Certified Pending Licensure Date if Certification Form Completed is checked License Issued if license status is anything other than Unlicensed or Unlicensed Facility Closure Number Status Enter appropriate information. To enter information: Enter our county s license number in the Number field Click on the + button in the Application Status box Result: The Current Application Status and Start Date fields are enabled Click on the down arrow in the Current Application Status field Result: Drop down list appears. Click on the application status you want. Result: Application status selected appears in the field Start date defaults to today s date, change if needed Click on the + button in the License Status History box Result: The Current License Status and Start Date fields are enabled Click on the down arrow in the Current License Status field Result: Drop down list appears Click on the license status you want Result: License status appears in the field Start date defaults to today s date and if needed make appropriate change CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-38

108 County License Case, Continued Creating a county license case notebook (continued) 3 The Assigned Staff Person displays the name Cont. of the logged on user, which can be selected from all staff persons in your CWS office with County License Case Management privilege and no License Worker ID If you don t see the one you want: Click the magnifying glass icon Result: A message box appears stating CWS/CMS Resource Management Retrieving Information from the host. Please wait Click on the down arrow in the Assigned Staff Person field when this messages disappears Result: Drop down list appears Note: The names listed in the Assigned Staff Person field will include staff persons in your county with County License Case Management privilege and no License Worker ID Click on the staff person you want Result: Staff person selected appears in the field Enter any other needed information: Remember, Application Received Date is date the application for a foster family home license was received Note: (a) This date must be the same as or earlier than the Certified Pending Licensure Date (b) Any date previously entered here is blanked out if the Application Status is changed to Pending or Certified Pending Licensure (c) License Issued Date is the date the license is issued. Note: (a) This field is not available if the Status is Unlicensed or Unlicensed Facility Closure (b) Any date previously entered here is automatically blanked out if the Status changes to Unlicensed or Unlicensed Facility Closure." This field is mandatory when Status is anything other than Unlicensed or Unlicensed Facility Closure Click on the Characteristics page Result: Characteristics page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-39

109 County License Case, Continued Creating a county license case notebook (continued) Characteristics Page 4 Use this page to enter and view information about the characteristics of a license for the care of unrelated children in a foster family home Mandatory fields: Foster Family Home Type License Capacity Number Enter appropriate information To enter information: Enter the license capacity in the License Capacity field Note: (a) Maximum number of children that may be cared for in this home (b) You cannot enter more than six (c) This field is mandatory for county licensed cases when licensed (d) This field is not available if the Status is Unlicensed or Unlicensed Facility Closure (e) This field is mandatory when Status is anything other than Unlicensed or Unlicensed Facility Closure CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-40

110 County License Case, Continued Creating a county license case notebook (continued) Characteristics Page 4 Cont. Click on the down arrow in the field otherwise, Foster Family Home Type field defaults to Open Result: Drop down list appears Click on the home type you want Result: Home type selected appears in the field Click on the check box in front of Required if Fire Clearance is required for the placement home Result: Box is checked Enter the date for the Fire Clearance was received in the Date received field Note: This date must be later than the Certified Pending Licensure Date and Application Received Date, and earlier than the Annual Visit Completed Date Enter the Licensed For Age in the fields: From: Minimum age of children the home is licensed to accept To: Maximum age of children the home is licensed to accept Note: (a) If the number entered in the ID page of the Placement Home notebook is more than 17, then this field will show the same number; otherwise it defaults to 17 (b) This field can be no more than nineteen (c) This field must be equal to or greater than the From field Enter the Licensed For Gender by clicking on the option button in front of Male, Female, or Both Click on the Visits page Result: Visits page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-41

111 County License Case, Continued Creating a county license case notebook (continued) Visits Page 5 Use this page to enter and view information about visits made for county license case purposes to a placement home Mandatory fields: Date Type Enter appropriate information. To enter information: Click on the + button in the left corner of the Visits box Result: Date and Type fields are enabled Enter the date of the visit Note: Date field cannot have a future date Click on the down arrow in the Type field Result: Drop down list appears Click on the type of visit you want Result : Type selected appears in the field Click on the Issues page Result : Issues page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-42

112 County License Case, Continued Creating a county license case notebook (continued) Issues Page 6 Enter and view information about any outstanding licensing issued with a placement home Mandatory fields: Date Issue Type Enter appropriate information To enter information: Click on the + button in the left corner of the Licensing Issues box. Result: Date and Issue Type fields are enabled Enter a Category for the issue Remember, this defaults to Complaint so to change click on the option button in front of the selection Complaint, when selected, indicates a complaint was made against the foster family home Deficiency, when selected, indicates a deficiency was reported for this foster family home Incident, when selected, indicates an incident in this foster family home was reported Enter the date the issue was brought to the attention of licensing staff Click on the down arrow in the Issue Type field Result: Drop down list appears Click on the type of issue you want Result: Issue type appears in the field CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-43

113 County License Case, Continued Creating a county license case notebook (continued) Issues Page 6 The Complaint Finding is the result of Cont. investigation of the complaint Remember: This field is not available unless Complaint is selected To enter information: Click on the down arrow in the field Result: Drop down list appears Click on the finding you want Result: Finding selected appears in the field Deficiency Corrected is the date foster family home's deficiency was corrected Note: This field is not available unless Deficiency is selected Issue Notes are remarks relevant to the licensing issue Saving to the database Follow instructions on saving to the database in this chapter. CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-44

114 County License Case, Continued Opening an existing county license case notebook Before opening an existing County License Case notebook: Click on the Resource Management Icon and Click on the Placement Facilities Section (red) button. Follow the steps in the table below to open an existing County License Case notebook: 1 Click on the Open Existing County License Case button Result: Open dialog box appears 2 Click on the desired County License Case Click the OK button Result: The County License Case Notebook open to the ID page Online help See these related On Line Help topics: County License Case Notebook CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-45

115 Group Home Organization Creating a group home organization notebook Use the Group Home Organization (GHO) notebook to enter and view information for Group Home Organization. GHOs are administrative bodies that represent one or more group homes. Note: You can also use this notebook to mark certain GHOs with an on hold status if necessary. An on hold status signals to other CWS staff that group homes represented by a GHO can no longer receive placements. Before creating a Group Home Organization: Click on the Resource Management Icon, and Click on the Placement Facilities Section (red) button. Follow the steps in the table below to create a Group Home Organization notebook: 1 Always do a search before adding a new Group Home Organization To do a search: Click on the Open Existing Group Home Organization Icon Result: Select Group Home Organization Filter dialog box opens 2 Enter appropriate information in the field Click on the OK button Results: Message box appears stating that information is being retrieved from the host, then the message box closes and an Open dialog box appears CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-46

116 Group Home Organization, Continued Creating a group home organization notebook (continued) If Home found Then Do not create a New Placement Home Notebook Home is not found Proceed to step 3 3 Click on the Create New Group Home Organization + button Result: the Group Home Notebook opens to the ID Page ID Page The Group Home Notebook consists of five pages: 4 Use this page to enter and view information about a Group Home Organization Note: You can place a GHO on hold even if that GHO is located outside your county When you place a GHO on hold all the homes that GHO represents are placed on hold only in your county Other counties throughout California can continue to place children in the homes represented by the GHO CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-47

117 Group Home Organization, Continued Creating a group home organization notebook (continued) 4 Mandatory fields: Cont. Identification-Name Enter appropriate information To enter information: Enter the name of the GHO in the Name field Enter the contact name for the GHO in the Contact Name field Enter the Contact s telephone number in the Phone Number field Enter the Contact s fax number in the Fax Number field The Hold Start Date is when the homes this GHO represents were put on hold. If a GHO is on hold, it will not be included in the Client Services matching process. (Client Services Placement Facility search) Enter the name of the Disaster Emergency Contact Information Enter the Phone and Extension Enter the Alternate Phone and Extension if this applies Enter address Enter Street No. Enter Street Name Enter City Enter State, it default to California Enter the Zip Enter the Zip Ext Click on Foreign County if applicable Result: Drop down list appears Enter Foreign Zip Enter Foreign Address Description including Province Name, etc. CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-48

118 Group Home Organization, Continued Creating a group home organization notebook (continued) 4 Note: Cont. a) You can place a GHO on hold even if that GHO is located outside your county b) When you place a GHO on hold, all the homes that GHO represents are placed on hold only in your county Other counties throughout California can continue to place children in the homes represented by the GHO The Hold End Date is when the homes this GHO represents are no longer on hold Note: You can enter a Hold End Date only if you are logged on from the same county as the user who entered the Hold Start Date Click on the down arrow in the Hold Reason field. Result: Drop down list appears Click on the hold reason you want. Result: Hold Reason selected appears in the field Click on the Address Page Result: Address page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-49

119 Group Home Organization, Continued Creating a group home organization notebook (continued) Address Page 5 Use this page to enter and view information on the address and location of a GHO Mandatory fields: City Enter appropriate information To enter information: Enter the GHO Street Number, Street Name, City in the fields Click on the down arrow in the State field Result: Drop down list appears Click on the state you want Result : State selected appears in the field Click on the Characteristics Page Result: Characteristics page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-50

120 Group Home Organization, Continued Creating a group home organization notebook (continued) Characteristics Page 6 Use this page to enter and view information about the types of children served, and services provided by the homes represented by the GHO Note: A list of characteristics may not apply to all of their homes, and may be a total of all the homes characteristics Enter appropriate information To enter information: Age Range: From: The minimum age of a child that the group homes the GHO represents will accept. This defaults to zero and to change enter the age To: The maximum age of children that the group homes the GHO represents will accept and remember this defaults to 18 so to change enter the age 19 or less Gender Preference This defaults to Both and to change click on the option button in front of the selection you want CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-51

121 Group Home Organization, Continued Creating a group home organization notebook (continued) Characteristics Page 6 Cont. Click on the + button in the left corner of the Ethnicity box Result: Select Ethnicities dialog box appears. Use this dialog box to enter information on the ethnicities that the GHO represents Select the ethnicity you want Click the OK button Result: Ethnicity selected displays in the Ethnicity grid Click on the + button in the left corner of the Language box. Result : Select Languages dialog box appears Use this dialog box to enter information on the languages spoken at homes the GHO represents Select the language you want Click the OK button Result: Language selected displays in the Ethnicity grid Click on the + button in the left corner of the Religion box CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-52

122 Group Home Organization, Continued Creating a group home organization notebook (continued) Characteristics Page 6 Result: Select Religion dialog box appears Cont. Use this dialog box to enter information on the religions practiced at the homes the GHO represents Select the religion you want Click the OK button Result: Religion selected displays in the Ethnicity grid Click on the + button in the left corner of the Population Served box Result: Select Populations Served dialog box appears Use this dialog box to enter information on the population served by the homes the GHO represents Select the populations you want Click the OK button Result: Populations selected displays in the Ethnicity grid Click on the Payee Page Result: Payee page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-53

123 Group Home Organization, Continued Creating a group home organization notebook (continued) Payee Page 7 Use this page to enter and view information about the person who receives payments for a GHO that is used by counties other than Los Angeles Mandatory fields: City First Name Last Name State Street Name Enter appropriate information To enter information: Enter the payee s first and last name in the First Name and Last Name fields Enter the payee s address in the Street No., Street Name, and City fields Click on the down arrow in the State field Result: Drop down list appears Click on the State you want Result: State selected appears in the field Enter the zip code in the Zip field 8 View information about the person who receives payments for the GHO in whose homes LA county places children CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-54

124 Group Home Organization, Continued Creating a group home organization notebook (continued) Hold Status 9 Use this page to enter a Hold Status on a Group Home Mandatory fields: Start Date Reason Enter appropriate information To enter information: Click on the plus sign in the dialog box Click on the Start Date Click on the Reason and select the appropriate one Result the dialog box is populated with the appropriate information Saving to the database Follow the instructions on Saving to the database. CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-55

125 Group Home Organization, Continued Opening an existing group home organization notebook Before creating a Group Home Organization: Click on the Resource Management Icon, and Click on the Placement Facilities Section (red) button. Follow the steps in the table below to open an existing Group Home Organization notebook: 1 Click on the Open Existing Group Home Organization Icon Result: Select Group Home Organization Filter dialog box appears 2 Enter the City in which the GHO is located Enter the Group Home Organization name Click the OK button Result: Open dialog box appears 3 Click on the Group Home Organization you want Click the OK button Result: The Group Home Organization notebook opens to the ID page On line help See these related On Line Help topics: Group Home Organization Notebook CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-56

126 Home Study Creating a home study notebook Use the Home Study Notebook to enter and view the results of an investigation and assessment of one or two applicants suitability to become adoptive parents. Note: The entire Home Study notebook is read-only under any one of the following conditions: The application Status is Approved, with placement, and There is a Finalization Date in the associated Adoptive Placement notebook in Client Services. Before creating a new Home Study notebook: Click on the Resource Management Icon, Click on the Placement Facilities Section (red) button, and Have a Placement Home notebook in current work that does not have a completed Home Study notebook with a Status of Approved, available. See instructions, Opening an Existing Placement Home Notebook, in this section. Follow the steps in the table below to create a Home Study notebook: 1 Click on the Create New Home Study + button Result: New dialog box appears 2 Click on the Placement Home for which the Home Study will be prepared Result: The Home Study Notebook opens to the Application Page CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-57

127 Home Study, Continued Creating a home study notebook (continued) Application Page 3 Use this page to enter and view a family s adoptive preferences and the status of their application to become adoptive parents Mandatory fields: First Applicant Enter appropriate information To enter information: Click on the down arrow in the First applicant field Result: drop down list appears Click on the name you want Result: Name selected appears in the field Click on the down arrow in the Second Applicant field if there is a second applicant If no second applicant field is indicated proceed to Result: Drop down list appears Click on the name you want CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-58

128 Home Study, Continued Creating a home study notebook (continued) Application Page 3 Cont. Result: Name selected appears in the field Enter the date in the Requested Date field, which is the date the applicants originally requested an application from the adoption agency Enter the date in the Received Date field, which is the date the agency received the application to adopt Click on the down arrow in the Status Field Result: Drop down list appears Click on the type of status you want Result: Status selected appears in the field Enter the date in the Approved/Denied Date field, which is the date the family was approved or denied Enter a description of the child desired up to 254 characters Click on the check box for Will Only Except Healthy Infants if the family is requesting only a healthy infant Click on the Agency Information page Result: Agency Information page opens CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-59

129 Home Study, Continued Creating a home study notebook (continued) Agency Information Page 4 Use this page to enter and view information about the adoption agency conducting the home study Note: a) The Applicants Adoption Agency defaults to the CWS Office of the logged on user b) The address in read-only Mandatory fields: Applicants Adoption Agency To enter information: If the family belongs to a private Adoption Agency or an Agency in another State Click on the down arrow in the Applicants Adoption Agency field Drop down list appears Click on the agency you want Result: Agency selected appears in the field Note: If the agency you want does not appear in the list have you County Administrate create the Adoption Agency Enter the worker s name in the Home Study Worker field CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-60

130 Home Study, Continued Saving to the database Follow instructions on saving to the database. Opening an existing home study notebook Before opening an existing Home Study notebook: Click on the Resource Management Icon, and Click on the Placement Facilities Section (red) button. Remember, You must have the Placement Home notebook in current work. See instructions, Opening an Existing Placement Home Notebook, in this section. Follow the steps in table below to open an existing Home Study notebook: 1 Click on the Open Existing Home Study button Result: Open dialog box appears 2 Click on the desired Home Study Result: The Home Study Notebook opens to the Agency Information Page On line help See these related on line help topics: Home Study Notebook CWS/CMS RMDG #0007 (07/10) PLACEMENT FACILITIES 3-61

131 Table of Contents CWS/CMS RESOURCE MANAGEMENT DESK GUIDE SECTION 4 Overview...1 Code Table...2 Template...3 CWS/CMS RMDG #0007 (07/10) TABLE OF CONTENTS PAGE 1 OF 1

132 Resource Management Operations Section 4 Overview Introduction Resource Management contains lists of providers and organizations that offer assistance to CWS clients. New Providers and organizations can be added, updated and deleted as needed. You must have certain authorities and/or privileges to access, add, and modify notebooks. Resource Management is organized into four sections: County Organization Operations Placement Facilities Related Organizations Operations Section stores data relating to document templates for CWS/CMS and information about Fingerprint staff members. Contents This section contains the following topics. Topic See Page Overview 1 Code Table 2 Template 3 CWS/CMS RMDG #0007 (07/10) OPERATION 4-1

133 Code Table Opening an existing code table notebook Use the Code Table notebook to view values listed in a variety of fields and dialog boxes in CWS/CMS. Follow the steps in the table below to open an existing Code Table notebook: 1 Click on the Resource Management Icon 2 Click on the Operation Section (orange) button 3 Click on the Open Existing Code Table Icon Result: Open dialog box appears 4 Click on the code table you want Click the OK button Result: Box appears asking you if you would like to open the code table Click the Yes button Result: The Code Table notebook opens to the Identification page 5 The Code Table consists of one Page: Use this page to view values for fields and dialog boxes in CWS/CMS CWS/CMS RMDG #0007 (07/10) OPERATION 4-2

134 Template Creating a template Use the Template Management notebook to enter and view information about templates that are automatically saved to you PC. The templates themselves - formatting guides for creating documents and reports - are created and modified in a word processing application such as Microsoft Word, and are only attached to the application using the Template Management notebook. Note: a) The templates that are attached to CWS/CMS using the Template Management notebook are used for reports and documents that are printed in the CWS/CMS applications. b) The Template Management notebook works in conjunction with the Retrieve Template and Add Template commands in the Action menu. It is when you use the Add Template command and then save to the database that you make a new or modified template available for other staff person to use. c) If you create a new or modify an existing Template Management notebook and then save it to the database, those additions or changes will not be reflected in other CWS/CMS applications until the next day. Before Creating a new Template in CWS/CMS you must create the template in Microsoft Word and save to C drive. Creating a template in microsoft word Follow the steps in the table below to create a new Template Management notebook: 1 Click on the Start button Result: List appears Click on Programs Result: List appears CWS/CMS RMDG #0007 (07/10) OPERATION 4-3

135 Template, Continued Creating a template in microsoft word (continued) 2 Click on Office 2003 Result: List appears Offi Click on Microsoft Word Result: Microsoft Word opens Create the template 4 Click on File in the Menu bar Result: Drop down list appears Click on Save As... Result : Save As dialog box appears 5 Name the template Click the OK button Result: document is saved to the C drive Creating a template management notebook Before Creating a Template Management Notebook: Click on the Resource Management Icon, and Click on the Operations Section (orange) button. Follow the steps in the table below to create a Template Management notebook: 1 Click on the Create New Template Management + Icon. Result: The Template Management notebook opens to the ID page. CWS/CMS RMDG #0007 (07/10) OPERATION 4-4

136 Template, Continued Creating a template management notebook (continued) ID Page 2 Use this page to enter and view information about temple notebook. Note: An inactive template cannot be reactivated by clearing the Inactive checkbox. Mandatory fields: Language - defaults to English Template s DOS filename Prefix Title To add information: Enter the template name in the Template s DOS filename Prefix field enter up to five characters Enter the language used in the template in the Language filed. This field defaults to English Enter the template title that will display when using the template in the Title field. Context is a read only field that defaults to Other Transaction Type is a read only field that defaults to No Transaction CWS/CMS RMDG #0007 (07/10) OPERATION 4-5

137 Template, Continued Creating a template management notebook (continued) 3 Click on Action in the Menu bar Click on Add Template Result: Add As dialog box appears 4 Click on the down arrow in the Look in field Result: Drop down list appears Click on the down arrow in the Files of Type field Result: Drop down list appears Click on All Files(*.*). Result: All Files(*>*) appears in field Click on the Folder you saved the template in Result: List of documents in folder selected appears in window Click on the document you want Result: Template name appears in the File Name box Click on the Open button Result: Template is saved CWS/CMS RMDG #0007 (07/10) OPERATION 4-6

138 Template, Continued Creating a template management notebook (continued) 5 Exit Options Save to the X Click Exit Client Services Application button to Save to the Database and exit the application you have open without exiting the CMS Control Panel (COP) Exit Client Services Exit CWS/CMS Click Exit CWS/CMS button to Save to the Database and exit COP Exit without Saving Click Exit without Saving button to exit the application without saving Cancel Click Cancel button to cancel the save action and return to the focus application Note: If you select cancel, your work will not be saved 6 Click File, click Save Options and Save X the dialog box appears Changes will be saved to the Database. Save to the Click Continue Working to Save to the Database from the File menu Continue Working Exit CWS/CMS Cancel Click Exit CWS/CMS to Save to the Database and exit COP Click Cancel button to cancel the save action and return to the focus application with the same notebook in focus Opening a existing template management notebook Before opening a existing Template Management Notebook: Click on the Resource Management Icon, and Click on the Operations Section (orange) button. Follow the steps in the table below to create a new Template Management notebook: CWS/CMS RMDG #0007 (07/10) OPERATION 4-7

139 Template, Continued Opening a existing template management notebook (continued) 1 Click on the desired Template Management notebook Click OK button Result: Opens dialog box appears 2 Click on the Template Management notebook you want Click the OK button Result: The Template Management notebook opens to the ID page On line help See these related on line help topics: Template Management Notebook CWS/CMS RMDG #0007 (07/10) OPERATION 4-8

140 "What's New" For your reference, you will find here a list of all published Handbook Letters and IIN's. The Handbook Letter Covers and IIN are organized by publishing date from the newest to the oldest.

141 Handbook Cover Letters: We are publishing Cover Letters that accompany every HB Letter that has become part of the handbook. They are organized by publishing date from the newest to the oldest.

142 SAN BERNARDINO COUNTY HUMAN SERVICES JULY 22, 2010 CHILD WELFARE SERVICES/CASE MANAGEMENT SYSTEM (CWS/CMS) RESOURCE MANAGEMENT DESK GUIDE LETTER #0007 Overview Effective July, 2010 four chapters of the Child Welfare Services-Resource Management System (CWS-CMS) were revised to include changes made by Code Drop 6.3 and include: Resource Management - Section 1 County Government, Resource Management Section 2 Related Organization, Resource Management Section 3 Placement Facilities, and Resource Management - Section 4 Operation. Filing instructions Remove: The Sections 1, 2, 3, 4 and Replace: With CWS/CMS RMDG #0007 and the Resource Management Desk Guide, County Government, Related Organization, Placement Facilities and Operation. Online The handbook is available through the HS Intranet home page. Click on Handbooks Online Children s Services Handbook CWS-CMS Resource Management Desk Guide and click the above named chapters. Distribution CSHB LL:BS:sg CWS/CMS RMDG #0007 (07/10) CVR LTR PAGE 1 OF 1

143 SAN BERNARDINO COUNTY HUMAN SERVICES SYSTEM Department of Children Services May 28, 2002 CWS/CMS Resource Management Desk Guide Letter # 2 TO: DISTRIBUTION DCS INSTRUCTIONS This cover letter gives instructions for removing, replacing, and adding pages to the CWS/CMS Resource Management Desk Guide. REMOVE, REPLACE, and ADD The following table is a list of pages to remove,replace, and add: REMOVE REPLACE ADD County Organization Section Table of Contents Pages i - ii County Organization Section Table of Contents Page i - ii County Organization Section Page 36.1 Cv Ltr:05/2002 San Bernardino County 1

144 IIN's We are publishing all active IIN's. They are organized by publishing date from the newest to the oldest.