CWS/CMS Resource Management Desk Guide

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Children and Family Services

CWS/CMS

Resource Management

Desk Guide

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CWS/CMS RESOURCE MANAGEMENT DESK GUIDE

SECTION 1 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

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County Organization Section-CWS Office,

Continued

Creating a CWS office notebook (continued)

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:

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

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County Organization Section-CWS Office,

Continued

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

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County Organization Section-CWS Office,

Continued

Address Page

5 Use this page to enter and view information about the address of the CWS office Mandatory fields:

• City

• State

• Street Name

• Zip

• 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

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County Organization Section-CWS Office,

Continued

Network Page

6 Use this page to enter and view information about network domains available to the CWS office

• 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

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County Organization Section-CWS Office,

Continued

Network Page

6

Continued Select Domain Dialog

• 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

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County Organization Section-CWS Office,

Continued

Saving to the database

Follow the steps in the table below to save to the database:

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”

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

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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 email column has been added

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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:

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

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: Continued on next page

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Staff Person,

Continued

person (continued)

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 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 Email 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

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Staff Person,

Continued

Logon Page

information about the staff person’s logon

• 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

• 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

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Staff Person,

Continued

Staff Rights Page

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 Continued on next page

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Staff Person,

Continued

Staff Rights Page

5

Cont. Do at least the three following: Category Level of

Authority

Privilege Access

Authority

User CWS/CMS Resource

Management Access

Authority

User Resource Management Override

Authority

User Countywide Read/Write

• Repeat the Steps as needed for any additional authorities

6 Save to the database. Follow instructions on Saving to the Database, this chapter

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Staff Person,

Continued

Opening an existing staff person notebook

Before you can open an existing staff person notebook:

• 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:

1 • Click on the Open Existing Staff

Person Icon

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:

• 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:

1 • Click on Action in the Menu

bar

• Click on Transfer Staff Result: Transfer Staff dialog

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Staff Person,

Continued

another office (continued)

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 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

Result: Transfer Staff Password Dialog box appears

3 In the Initial Password field enter a

password for the Staff Person

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

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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 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:

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

Example :

Employee Name: Joe Smith Employee Number: S0123

• Click on the Logon page Result: Logon page opens 2

• 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

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Creating a Logon ID,

Continued

staff person (continued)

2

Cont. •_• 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.

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 Authority Level of Privilege Access

Authority User

CWS/CMS Case

Management

Access

Authority User Resource Management

Override

Authority User Countywide Read/Write

• Repeat the Steps as needed for any additional authorities

5 • Save to the database

• Follow instructions on Saving to the Database, this chapter

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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 Email 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:

• 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:

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

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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:

• Open the office you want the assignment unit located.

Follow the steps in the table below to create a New Assignment Unit Notebook:

1 • Click on the Create New Assignment

Unit + button

Result: New dialog box appears

2 • Click on the CWS Office you want

Result: Assignment Unit Notebook opens to the ID page

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Assignment Unit,

Continued

unit (continued)

ID Page

The Assignment Unit Notebook consists of three pages:

3 Use this page to enter or view information about a specific assignment unit.

Mandatory fields:

• Start Date

• Unit Name

• 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

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Assignment 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

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Assignment Unit,

Continued

Staff Authority Page, Continued

Step Icon /Screen

Action 3

Cont.

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

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Assignment Unit,

Continued

Staff Authority Page Continued

Step Icon /Screen

Action 3

Cont. • 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

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Assignment Unit,

Continued

unit (continued)

Caseload Page

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

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Assignment Unit,

Continued

Open an existing assignment unit

Before you can open an existing assignment you must:

• Open the office.

Follow the steps in the table below to open an existing assignment unit:

1 • Click on the Open Existing

Assignment Unit Icon

Result: Open dialog box appears 2 • Click on the Assignment Unit to open

Result: Assignment Unit opens to the ID page

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Assignment Unit,

Continued

Changing the supervisor in an assignment unit

Before creating a New Assignment Unit Notebook:

• 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:

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

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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:

3 • Click on the Staff Authority page Result: Staff Authority page appears on the screen

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

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

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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:

1 • Click on Action in the Menu bar

• Click on Reassign Caseload

Result: Reassign Caseload dialog box appears

2 Under From Staff Person:

• 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

3 • Save to Database following the

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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:

• 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:

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.

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.

• Open the Existing CWS Office, and

• Open the Existing Assignment Unit.

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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:

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

3 • Click the Unit you want

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

Online help • Opening an Existing Assignment Unit Notebook

• Reassign Caseload . . .

• Staff Authority Page

• Caseload Page

• Reassign Caseload

• Caseload Page

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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:

1 • Click on the Create New Special

Project Icon

Result: The new Special Project notebook opens to the ID page ID Page

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Special Project,

Continued

Creating a special project notebook (continued)

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

Opening an existing special project

notebook Follow the steps below to open an existing Special Project notebook:

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

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

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CWS/CMS RESOURCE MANAGEMENT DESK GUIDE

Section 2 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

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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:

Step Icons/Screens Action

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

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Government Agency,

Continued

Creating government agency notebook (continued)

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-email 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

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Government Agency,

Continued

Creating government agency notebook (continued)

Address Page

information about the address and location of the government agency Mandatory fields:

• City • State

• Street Name • Zip

• 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

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Save to the

Changes will be saved to the Database.

Continue Working

Exit CWS/CMS

Cancel

X

Government Agency,

Continued

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

Note: If you select cancel, your work will not be saved

• 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)

• Click Exit CWS/CMS button to Save to the Database and exit COP

• 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

3 • Click File, click Save Options and

the dialog box appears

• Click Continue Working to Save to the Database from the File menu • 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

Continued on next page

Exit Client Services

Save to the

Exit Options X

Exit CWS/CMS Exit without Saving

Cancel

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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:

Government Agency button

Result: Select Government Agency Filter dialog box appears

2 • Select the County you want

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:

(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

Follow the steps in the table below to create a Law Enforcement Agency notebook:

1 • Click on the Create New

Law Enforcement Agency + button

Result: The Law Enforcement Agency notebook opens to the D page.

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Law Enforcement Agency,

Continued

Creating a law enforcement agency notebook (continued)

information about the specific law enforcement agency

Mandatory field: • Agency Name

• 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

• 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 fax number in the fax field • Enter the E-mail Address • Click on the Address page

Result : Address page opens

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Law Enforcement Agency,

Continued

Creating a law enforcement agency notebook (continued)

Address Page

3 Use this page to enter and view location

information for the law enforcement agency Mandatory field:

• City • State

• 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

(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:

Law Tribal Organization+ button

Result: The Tribal Organization notebook opens to the D page.

ID Page

Tribal Organization notebook consists of two pages:

(46)

Tribal Organization,

Continued

Creating a Tribal Organization notebook Tribal Organizations (continued)

2 Use this page to enter and view information about

specific Tribal Organizations Mandatory field:

• Tribe Name

• 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 fax number in the fax field • Enter the E-mail 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

(47)

Tribal Organization,

Continued

Creating a Tribal Organization notebook (continued)

Address Page

3 Use this page to enter and view location

information for the Tribal Organization Mandatory field:

• City • State

• 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

(48)

Tribal Organization,

Continued

Opening an existing tribal organization notebook

Before opening an existing Tribal Organization Notebook: • Click on the Resource Management Icon, and

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

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

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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

Follow the steps in the table below to create a Education Provider notebook:

Education Provider + button Result: The Education Provider notebook opens to the ID page

ID Page

Education Provider notebook consists of three pages:

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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

• 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

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Education Provider,

Continued

3 Use this page to enter and view information about a specific education provider contact

Mandatory field: • First • Last • Title

• 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 E-mail 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

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Education Provider,

Continued

location information for the education provider

Mandatory field: • City

• 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

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Education Provider,

Continued

Opening an existing education provider notebook

Before opening an existing Education Provider Notebook: • Click on the Resource Management Icon, and

Follow the steps in the table below to open a Education Provider notebook:

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

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:

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Education Provider,

Continued

Merge education providers (continued)

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

• 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

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Education Provider,

Continued

Merge education providers (continued)

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

(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

Follow the steps in the table below to open a ICPC Administrator notebook:

1 • Click on the Open ICPC

Administrator button

2 • Click on the ICPC wanted

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-Email has been added

View address information for administrator

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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 Related Organizations Section (blue) button. Follow the steps in the table below to create a Attorney notebook:

Attorney+ button

Result: The Attorney notebook opens to the ID page

ID Page

Education Provider notebook consists of two pages:

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Attorney,

Continued

Creating an attorney notebook (continued)

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 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

• 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 E-mail Address

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Attorney,

Continued

Creating an attorney notebook (continued)

Address Page

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 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

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Attorney,

Continued

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

Follow the steps in the table below to open an existing Attorney notebook:

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

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

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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 Related Organizations Section (blue) button. Follow the steps in the table below to create a Court notebook:

Court+ button

Result: The Court notebook opens to the ID page

ID Page

Court notebook consists of two pages:

CWS/CMS Resource Management Desk Guide

Children and Family Services

CWS/CMS

Resource Management

Desk Guide

CWS/CMS RESOURCE MANAGEMENT DESK GUIDE

SECTION 1

Table of Contents

County Organization Section-CWS Office

Section 1

County Organization Section-CWS Office,

Continued

County Organization Section-CWS Office,

Continued

County Organization Section-CWS Office,

Continued

County Organization Section-CWS Office,

Continued

County Organization Section-CWS Office,

Continued

County Organization Section-CWS Office,

Continued

Staff Person

Staff Person,

Continued

Before creating a new Staff Person notebook:

Staff Person,

Continued

Staff Person,

Continued

Staff Person,

Continued

Staff Person,

Continued

Staff Person,

Continued

Staff Person,

Continued

Creating a Logon ID

Creating a Logon ID,

Continued

Multiple Access

Assignment Unit

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Assignment Unit,

Continued

Special Project

Special Project,

Continued

CWS/CMS RESOURCE MANAGEMENT DESK GUIDE

Section 2

Table of Contents

RESOURCE MANAGEMENT-RELATED ORGANIZATION

SECTION 2

Overview

Government Agency

Government Agency,

Continued

Government Agency,

Continued

Government Agency,