SSIS Software Specification by jhs20192

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									SSIS Software Specification




                                      CMHRS Report




Designer:          Theresa Hill


Project Manager:   Kate Stolpman


Last Updated:      January 25, 2010
                                 Change Sheet


Revision               Change Description                 Updated by     Date
Original   Move the CMHRS Report spec into the new      Theresa Hill   11/23/09
           template format
           Update with 2010 BRASS Service changes
1          V5.6 - PR #09-1120-1127-38 message changes   Theresa Hill   01/25/10
                                             Table of Contents
SECTION ONE: OVERVIEW ........................................................................................ 1
  1.0 Introduction .................................................................................................... 1
  1.1 Business Need................................................................................................. 1
  1.2 Functionality Overview ..................................................................................... 1
SECTION TWO: HIGH-LEVEL REQUIREMENTS .............................................................. 3
  2.0 Introduction .................................................................................................... 3
    2.0.1 Terms .................................................................................................... 3
  2.1 DHS/MHD Requirements ................................................................................... 5
  2.2 County Requirements ....................................................................................... 6
  2.3 SSIS Assumptions............................................................................................ 7
SECTION THREE: DESIGN OVERVIEW ......................................................................... 9
  3.0 Introduction .................................................................................................... 9
    3.0.1 Terms ...................................................................................................10
  3.1 CMHRS Report Workflow ..................................................................................11
  3.2 Accessing CMHRS Reports ................................................................................13
  3.3 CMHRS Report Tree ........................................................................................14
  3.4 CMHRS Report Screen .....................................................................................15
    3.4.1 CMHRS Report Grid.................................................................................16
    3.4.2 CMHRS Report Detail Screen ....................................................................17
      3.4.2.1 CMHRS Report Field List Overview .......................................................18
      3.4.2.2 CMHRS Report Detail Screen Tabs .......................................................18
    3.4.3 CMHRS Report User Actions .....................................................................19
  3.5 CMHRS Client Screen ......................................................................................21
    3.5.1 CMHRS Client Grid ..................................................................................23
    3.5.2 CMHRS Client Detail Screen .....................................................................24
      3.5.2.1 CMHRS Client Field List Overview ........................................................25
      3.5.2.1.1 Client Index Card ...........................................................................26
      3.5.2.2 Time Records Tab .............................................................................27
  3.6 CMHRS Service Screen ....................................................................................28
    3.6.1 CMHRS Services Grid ..............................................................................29
    3.6.2 CMHRS Service Detail Screen ...................................................................30
      3.6.2.1 CMHRS Service Field List Overview ......................................................30
      3.6.2.1.1 Client Index Card ...........................................................................31
      3.6.2.2 Time Records Tab .............................................................................32
  3.7 Time Proofing Screen ......................................................................................33
    3.7.1 Time Proofing Field List Overview..............................................................36
    3.7.2 Proofing Messages ..................................................................................37
    3.7.3 Time Proofing Tree .................................................................................38
SECTION FOUR: DETAILED DESIGN...........................................................................39
  4.0 Introduction ...................................................................................................39
    4.0.1 Terms ...................................................................................................39
  4.1 CMHRS Report Screen .....................................................................................40
    4.1.1 CMHRS Report Detail Screen ....................................................................41
      4.1.1.1 CMHRS Report Detail Screen - Tabs .....................................................42
    4.1.2 CMHRS Report Field Rules........................................................................42
      4.1.2.1 Report Type .....................................................................................42
      4.1.2.2 Period .............................................................................................42
  4.1.3 Additional CMHRS Report Rules on Save ....................................................43
  4.1.4 CMHRS Report User Actions .....................................................................43
    4.1.4.1 View CMHRS Report Rules ..................................................................44
    4.1.4.2 Edit CMHRS Report Rules ...................................................................45
    4.1.4.3 New CMHRS Report Rules...................................................................45
    4.1.4.4 Delete CMHRS Report Rules................................................................45
    4.1.4.5 Finalize............................................................................................46
    4.1.4.6 Return to Draft .................................................................................46
    4.1.4.7 Submit CMHRS to State .....................................................................47
    4.1.4.8 Generate Button ...............................................................................48
    4.1.4.8.1 CMHRS Client Records.....................................................................51
    4.1.4.8.2 CMHRS Service Records ..................................................................54
    4.1.4.8.3 CMHRS Service/On Behalf Of Cross-Reference Records ........................55
  4.1.5 CMHRS Report Grid.................................................................................56
4.2 CMHRS Client Screen ......................................................................................57
  4.2.1 CMHRS Client Detail Screen .....................................................................58
    4.2.1.1 CMHRS Client Detail Screen Tabs ........................................................59
  4.2.2 CMHRS Client Field Rules .........................................................................60
    4.2.2.1 Client Name .....................................................................................60
    4.2.2.2 SSIS Person # ..................................................................................60
    4.2.2.3 SSN ................................................................................................60
    4.2.2.4 PMI #..............................................................................................60
    4.2.2.5 Date of Birth ....................................................................................60
    4.2.2.6 Est. Date of Birth ..............................................................................61
    4.2.2.7 Gender ............................................................................................61
    4.2.2.8 Hispanic/Latino .................................................................................61
    4.2.2.9 Sub-population .................................................................................61
    4.2.2.10 Professionally Determined Disability.....................................................61
    4.2.2.11 American Indian/Alaska Native (AI/AN) ................................................62
    4.2.2.12 White ..............................................................................................62
    4.2.2.13 Black/African American (B/AA) ............................................................62
    4.2.2.14 Asian...............................................................................................62
    4.2.2.15 Native Hawaiian/Other Pacific Islander (NH/OPI) ...................................62
    4.2.2.16 County of Financial Responsibility ........................................................62
    4.2.2.17 County of Service..............................................................................63
  4.2.3 CMHRS Client User Actions.......................................................................63
  4.2.4 CMHRS Client Grid ..................................................................................64
4.3 CMHRS Service Screen ....................................................................................66
  4.3.1 CMHRS Service Detail Screen ...................................................................66
    4.3.1.1 CMHRS Service Detail Screen Tabs ......................................................67
  4.3.2 CMHRS Service Field Rules.......................................................................68
    4.3.2.1 Service ............................................................................................68
    4.3.2.2 Client Name .....................................................................................68
    4.3.2.3 Total Reported Minutes ......................................................................68
    4.3.2.4 County of Financial Responsibility ........................................................68
    4.3.2.5 County of Service..............................................................................69
  4.3.3 CMHRS Service User Actions ....................................................................69
  4.3.4 CMHRS Services Grid ..............................................................................70
4.4 Time Proofing.................................................................................................71
  4.4.1 Time Proofing Search Fields .....................................................................72
  4.4.2 Time Proofing User Actions ......................................................................72
    4.4.2.1 Search Button Rules ..........................................................................72
      4.4.2.2 Clear Button Rules ............................................................................73
    4.4.3 Time Proofing Search Results Grid.............................................................73
    4.4.4 Standard Criteria for Records on Proofing...................................................73
    4.4.5 Proofing Messages ..................................................................................74
      4.4.5.1 #107 - Estimated DOB.......................................................................75
      4.4.5.2 #1018 – Missing PMI # ......................................................................75
      4.4.5.3 #3002 – Adult Client with Children's Service .........................................76
      4.4.5.4 #3003 – Child with Adult Service ........................................................78
      4.4.5.5 #3009 – Regarding duration is zero .....................................................80
      4.4.5.6 #3010 – No Race Entered ..................................................................80
      4.4.5.7 #3012 – No SSN...............................................................................81
      4.4.5.8 #3013 – Hispanic heritage cannot be converted ....................................81
      4.4.5.9 #3014 – County of Service is not in the region. .....................................82
      4.4.5.10 #3015 – No Disability Entered ............................................................83
      4.4.5.11 #3016 –Disability not specific .............................................................84
      4.4.5.12 #3017 – Age conflicts with Sub-population ...........................................85
  4.5 Time Records Screen.......................................................................................87
    4.5.1 Time Record User Actions ........................................................................87
    4.5.2 Time Records Grid ..................................................................................88
  4.6 Accessing CMHRS Reports ................................................................................90
  4.7 CMHRS Report Tree ........................................................................................91
RELATED DOCUMENTS.............................................................................................95
GLOSSARY .............................................................................................................97
APPENDIX A: Issues, Design Decisions and Change Requests ........................................99
  A.1 Issues and Design Decisions.............................................................................99
  A.2 Change Requests.......................................................................................... 100
APPENDIX B: Database Models ............................................................................... 101
  B.1 CMHRS Report Tables.................................................................................... 101
  B.2 CMHRS Report Tables with Person and Time Records ......................................... 102
  B.3 Additional Supporting Tables .......................................................................... 103
  B.4 Submitted CMHRS Report Tables .................................................................... 104
APPENDIX C: Data Structure .................................................................................. 105
  C.1 Tables......................................................................................................... 105
    C.1.1 Local Agency Tables .............................................................................. 105
      Table name: STATE_RPT (4000) ................................................................... 105
      Table name: CMHRS_CLIENT (4800) ............................................................. 106
      Table name: CMHRS_SVC (4805) ................................................................. 107
      Table name: CMHRS_SVC_OBO_XREF (4810)................................................. 107
    C.1.2 Submitted CMHRS Report Tables ............................................................ 108
      Table name: STATE_RPT_HDR () .................................................................. 108
      Table name: CMHRS_CLIENT_EXP () ............................................................. 109
      Table name: CMHRS_SVC_EXP () ................................................................. 110
  C.2 Codes ......................................................................................................... 111
    C.2.1 Code sets in CODE table ........................................................................ 111
      CNTY_CD 111
      CMHRS_SUB_POP_CD ................................................................................... 113
      HIGHLVL_DISABIL_CD .................................................................................. 114
      HISPANIC_CD .............................................................................................. 115
      GENDER_CD ................................................................................................ 115
       RACE_CD 115
       ST_RPT_TYPE_CD ......................................................................................... 115
       ST_RPT_PERIOD_CD ..................................................................................... 116
       ST_RPT_STATUS_CD..................................................................................... 116
     C.2.2 BRASS Services included on CMHRS ........................................................ 117
     C.2.3 Time Reporting Activities in TR_ACTIVITY ................................................ 119
     C.2.4 Security .............................................................................................. 120
APPENDIX D: Related Modules and Applications......................................................... 121
APPENDIX E: Related Screens................................................................................. 123
  E.1 Person Screen .............................................................................................. 123
  E.2 Client Race Screen ........................................................................................ 124
  E.3 Professionally Determined Disabilities Screen.................................................... 125
  E.4 Time Record Screen ...................................................................................... 126
  E.5 Workgroup Screen ........................................................................................ 127
                         SECTION ONE: OVERVIEW



1.0 Introduction
This document is the Software Specification for the CMHRS Report. It describes the
requirements and design of the CMHRS Report module. This specification is a rewritten
version of an existing specification to update business rules and format. It replaces the
previous document dated 07/07/2008 (file name: SS CMHRS.doc).


1.1 Business Need
The Department of Human Services / Mental Health Division (DHS/MHD) requires the
counties to submit semi-annual CMHRS (Community Mental Health Report System) Reports
summarizing mental health services provided by the county. DHS/MHD uses this report for
federal mental health block grants, policy analysis, planning, and program evaluation.
DHS/MHD defines the reporting requirements of the CMHRS Report. All of the information
needed for the report exists in SSIS.
The CMHRS Report consists of:
   •   A list of all mental health clients (children and adults) with client demographic data
   •   A list of mental health services provided for each client and the amount of time spent
       providing the service
Counties need an automated method of creating the report and submitting it to DHS/MHD.


1.2 Functionality Overview
The CMHRS Report module gives counties the ability to generate a CMHRS Report, run
proofing to verify the accuracy of the information on the report, and submit the report to
DHS/MHD. The report is also retained on the county database.
Figure 1-1, on the following page, shows a high-level overview of the CMHRS Report
module.




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               Figure 1-1: CMHRS Report High Level Business Process




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      SECTION TWO: HIGH-LEVEL REQUIREMENTS



2.0 Introduction
This section describes the high-level requirements and assumptions for the CMHRS Report
module. DHS/MHD, the counties, and SSIS are the source of this information.


2.0.1     Terms
Following is a list of terms introduced in this section. When used, these terms are denoted
with a bold, italic font (e.g. Group Time). Each term also appears in the glossary for easy
lookup.
       Term                                            Definition
Group Time               Group Time is recorded on Time Records using one of the following
                         Activities:
                            •   Group time .5 hours
                            •   Group time 1 hour
                            •   Group time 1.5 hours
                            •   Group time 2 hours
                            •   Group time 4 hours
                         The Reported Time for a Time Record with a group time activity is
                         the amount of time on the description of the Activity rather than the
                         amount of Time Recorded in the "Regarding" section of the Time
                         Record.
Regarding Time           Regarding Time is the amount of Time Recorded for a client in the
                         "Regarding" section of the Time Record. This is also referred to as
                         the "On behalf of" record.
                         With the exception of Group Time, the Regarding Time is the
                         Reported Time.
Reportable               A Reportable Service is a Mental Health BRASS Service that
Service                  DHS/MHD has indicated will be included in the CMHRS Report.
                         See Appendix C.2.2, "BRASS Services included on CMHRS," on page
                         117 for a complete list of Reportable Services.
                         DHS/MHD updates the list of Reportable Services as BRASS
                         Services are added, ended or changed.
Reported Time            Reported Time is the amount of time reported for CMHRS. It is
                         either the Group Time or the Regarding Time.
Reporting Period         The period of time being reported, either Jan. 1 through June 30 of
                         the report year, or July 1 through Dec. 31 of the report year




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       Term                                            Definition
Sub-population           The CMHRS Report uses Sub-population to categorize the severity
                         of a client's mental illness or emotional disturbance. The table
                         below lists the CMHRS sub-populations.
                                 Age         Code                   Description
                                               E     Severe emotional disturbance
                            Child (Age 17
                                               C     Other emotional disturbance
                             and under)
                                               D     No emotional disturbance
                                               S     Serious and persistent Mental Illness
                            Adult (Age 18
                                               A     Acute Mental Illness
                              and over)
                                               O     Other Mental Illness
                         SSIS uses the client's "Professionally Determined Disability" to
                         determine the Sub-population. Because a client can have multiple
                         Professionally Determined Disabilities, SSIS converts the information
                         using an order of precedence.
Time Record              Time Record refers to the information on a Time Record plus the
                         information for an individual client in the "Regarding" section of the
                         Time Record.

                         Table 2-1: High-level Requirements Terms




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2.1 DHS/MHD Requirements
DHS/MHD publishes a document for all mental health providers containing instructions for
creating the CMHRS Report. The following table summarizes these requirements.
               Requirement                                Comments                      Identifier
 The "CMHRS Reporting Manual", which         DHS/MHD and SSIS met to review             1.1
 can be found at www.dhs.state.mn.us,        this document and define the
 defines the requirements for the CMHRS      requirements specific to SSIS and
 Report. The manual is published for         agreed upon deviations from the
 county reporting as well as private party   "CMHRS Reporting Manual."
 reporting.
 The CMHRS Report must provide a list of     The Client Report and Services             1.2
 clients along with a list of Reportable     Report section later in this table
 Services for each client.                   describes the requirements for these
                                             sub-reports.
 The CMHRS Report is a semi-annual                                                      1.3
 report. The report periods are:
     •   Jan. 1 - June 30
     •   July 1 - Dec. 31
 The CMHRS Report is due by August 15th      It is the county's responsibility to       1.4
 and February 15th.                          submit the report on time.
 If a county does not have any                                                          1.5
 Reportable Services for a Reporting
 Period, they are still required to submit
 a report.
 Counties that do not record adult mental    It is the county's responsibility to       1.6
 health services in SSIS can submit a        make sure services are not
 children’s CMHRS Report using SSIS and      duplicated on the SSIS CMHRS
 another CMHRS Report for their adults       Report and the county’s custom
 using their custom system.                  CMHRS Report.
 Counties must maintain a copy of the                                                   1.7
 CMHRS Report for at least two years.
 Client Report
 Include all clients receiving a                                                        1.8
 Reportable Service provided by the
 county during the Reporting Period.
 Report clients by a unique person                                                      1.9
 identifier, "County of Financial
 Responsibility" and "County of Location"
 Base client age on the last day of the      Client's age is used to convert the        1.10
 Reporting Period.                           Professionally Determined Disability
                                             to Sub-population.




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               Requirement                                 Comments                   Identifier
 Services Report
 Include only services provided during                                                1.11
 the Reporting Period.
 Include only Reportable Services.             See Appendix C.2.2, "BRASS             1.12
                                               Services included on CMHRS," on
                                               page 117 for a complete list of
                                               Reportable Services.
 Include only staff-provided services.         Staff-provided services are recorded   1.13
                                               in SSIS on Time Records in Staff
                                               Activity.
                                               Payments for purchased services are
                                               not included in the report.
 Report time as a number of minutes.           Reported Time for Group Time is        1.14
                                               based on the description of the
                                               Activity on the Time Record.
                                               Reported Time for all other Time
                                               Records is the Regarding Time.
 Summarize the Reported Time by                                                       1.15
 "Client", "Service", "County of Financial
 Responsibility", and "County of
 Location".
 Include services provided by staff with                                              1.16
 any "Employee Type"

                          Table 2-2: DHS/MHD Requirements



2.2 County Requirements
The following requirements are based on input from county representatives.
              Requirement                                 Comments                    Identifier
 Display records with information that                                                 2.1
 prevents the record from being
 included on the report.
 Display records that may contain            DHS/MHD has a threshold on the            2.2
 incorrect information, which may            number of records with incorrect
 cause DHS/MHD to reject the report.         information which is used to decide if
                                             the report is accepted or rejected.
 Provide the ability to submit reports to                                              2.3
 DHS/MHD electronically.




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              Requirement                              Comments                Identifier
 Provide the ability to create a new                                            2.4
 version of a report for the same report
 period after one has been submitted.

                           Table 2-3: County Requirements



2.3 SSIS Assumptions
The following assumptions are based on SSIS standards and architecture.
                                  Assumption                                   Identifier
 The CMHRS Report module follows SSIS standards and architecture.              3.1
 Deviations from standards are noted.
 Validate user entry before saving a record.                                   3.2
 The CMHRS Report uses the State Reporting Framework.                          3.3
 The first available Reporting Period in SSIS is Jan. 1 – June 30, 2008.       3.4

                             Table 2-4: SSIS Assumptions




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             SECTION THREE: DESIGN OVERVIEW



3.0 Introduction
This section contains an overview of the design of the CMHRS Report module. The CMHRS
Report includes a CMHRS Client Report and a CMHRS Service Report. The functionality of
this module includes generating and regenerating the report, running proofing reports and
submitting the report to DHS/MHD.
The following screen shows the CMHRS Reports tree, a grid of all CMHRS Reports with a
preview of the selected report displayed below the grid.




                          Figure 3-1: CMHRS Reports Screen




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3.0.1     Terms
Following is a list of terms introduced in this section. When used, these terms are denoted
with a bold, italic font (e.g. Header). Each term also appears in the glossary for easy
lookup.
       Term                                          Definition
Header                   The general information about the report, such as report dates,
                         status information and contact information. This information is
                         stored in the State Reports table (STATE_RPT). The detail records
                         for the report are linked to the header record.

                  Table 3-1: CMHRS Report Design Overview Terms




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3.1 CMHRS Report Workflow
The steps to create, proof and submit a CMHRS Report are shown in the activity diagram
below. Each step is described in the table on the next page.




                                      1.0
                                     Create
                                     CMHRS
                                     Report




               2.0
                                                                         3.0 Run
             Generate
                                                                           Time
              CMHRS
                            Regenerate Report                            Proofing
              Report

                                                        Rerun Proofing



                                                                           4.0
               5.0
                                                                         Review &
              Review
                                                                          Correct
              Report
                                                                          Errors
                                                Errors found
                                                during review


                                Proofing & Review
                                are Complete

                                      6.0
                                    Finalize
                                    Report




                                      7.0           Transfer report records to DHS
                                     Submit
                                     Report


                         Figure 3-2: CMHRS Report Process


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#           Step                  Description                    Alternative Course
1.0   Create CMHRS       Select "New CMHRS Report"
      Report             and enter the information on
                         the report header, such as the
                         report dates and contact
                         information.
2.0   Generate           Select "Generate" to create the    Steps 2 and 3 can be done in
      CMHRS Report       CMHRS Client Report and the        any order and can be repeated
                         CMHRS Service Report based on      multiple times.
                         the Reporting Period on the
                         header.
3.0   Run Time           Select the "Time Proofing" tab     Users can run proofing for one
      Proofing           on the CMHRS Report. Select        error category at a time or in
                         the checkboxes of the types of     any combination.
                         errors to display and the date
                                                            Users are not required to run
                         range, and select "Search."
                                                            proofing to submit the report.
4.0   Review &           Review records with errors         Users can print the proofing
      Correct Errors     preventing the record from         report and send the list to the
                         being included in the report and   appropriate worker for
                         warnings that indicate             correction.
                         information about the client or
                                                            After changes are made, users
                         the Time Record may be
                                                            can re-run proofing, or re-
                         incorrect. Make changes to
                                                            generate the report.
                         incorrect information.
                                                            Note: The report must be re-
                                                            generated to include
                                                            corrections users have made.
5.0   Review Report      Visually check both the Client     If errors are found, the Time
                         Report and Services Report for     Records or client information
                         accuracy and investigate           can be corrected.
                         information that appears
                                                            2.0 through 5.0 can be
                         inaccurate or missing.
                                                            repeated any number of times.
6.0   Regenerate         Regenerate the report after        Note: The report must be re-
      Report             making all changes.                generated to include
                                                            corrections users have made.
7.0   Finalize Report    On the "Action" menu, select       No changes can be made to
                         "Finalize."                        the report when the status is
                                                            "Finalized." To make changes
                                                            or regenerate the report after
                                                            it has been finalized, select the
                                                            "Return to Draft" menu action.
8.0   Submit Report      On the "Action" menu, select
                         "Submit CMHRS to State"
Note: If changes are made to client information or Time Records, the report must be re-
generated to include the changes.

                          Table 3-2: CMHRS Report Process



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3.2 Accessing CMHRS Reports
The table below shows where to access CMHRS Reports in SSIS Worker. These options are
only visible if the user has the "Fiscal Default Activities" security function.
   From             Option                             Example
Main Menu     Searches/Logs |
              State Reports |
              CMHRS Report




Task Panel    State Reports
              group | CMHRS
              Report




                         Figure 3-3: CMHRS Report Menu Options



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3.3 CMHRS Report Tree

The CMHRS Report tree displays all CMHRS Reports. Each CMHRS Report has a folder of
CMHRS Clients and CMHRS Services, which contain the details of the report. The Time
Records included for each CMHRS Client record and each CMHRS Service record are also
included in the tree.
Detailed design information about the CMHRS Report tree is in Section 4.7, "CMHRS Report
Tree," starting on page 91.
The figure below shows an example of the CMHRS Report tree.




                           Figure 3-4: CMHRS Report Tree


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3.4 CMHRS Report Screen
The CMHRS Report screen includes a grid of all CMHRS Reports along with a preview of the
CMHRS Report selected in the grid. An individual CMHRS Report is displayed on the CMHRS
Report detail screen, which consists of the header, included client and service information
and a Time Proofing search.
CMHRS Reports are created by selecting the "New CMHRS Report" action, entering the
header information and clicking on the "Generate" button. The generate process creates
the CMHRS Client and CMHRS Services records for the Reporting Period and links the
corresponding Time Records to the CMHRS Client and CMHRS Services records. Records
created by the generate process cannot be edited.
Detailed design information about the CMHRS Report screen is in Section 4.1, "CMHRS
Report Screen," starting on page 40.
The following screen shows the CMHRS Reports tree, a grid of all CMHRS Reports with a
preview of the selected report displayed below the grid.




                          Figure 3-5: CMHRS Reports Screen




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3.4.1     CMHRS Report Grid
The CMHRS Report grid displays when the CMHRS Reports node container is selected in the
tree. The screen below shows a sample of the CMHRS Report grid. See the "State
Reporting Framework" section of the SSIS Fiscal System Specification for details about the
grid.




                            Figure 3-6: CMHRS Report Grid




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3.4.2     CMHRS Report Detail Screen
The CMHRS Report detail screen, as shown in the figure below, displays for an individual
CMHRS Report. The top section of the screen is the standard header screen used for state
reports. The "State Reporting Framework" section of the SSIS Fiscal System Specification
describes the fields, rules, and actions that are common to all state reports.
Detailed design information about the CMHRS Report detail screen is in Section 4.1.1,
"CMHRS Report Detail Screen," starting on page 41.




                         Figure 3-7: CMHRS Report Detail Screen




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3.4.2.1 CMHRS Report Field List Overview
The following table shows a list of fields on the header section of the CMHRS Report detail
screen, a description of each field, and whether or not the field is required. Fields are in
order by tab order.
Detailed design information about the CMHRS Report fields is in Section 4.1.2, "CMHRS
Report Field Rules," starting on page 42.
       Label                            Description                           Required
Report type        Identifies the type of state report                  System Generated
Generated date     Date and time the report was last generated          System Generated
Year               Report year                                          Always
Period             Report period                                        Always
                   Dropdown contains the following choices:
                         S1 (Jan 1 – Jun 30)
                         S2 (Jul 1 – Dec 31)
Revision           Report revision number                               System Generated
Status             Status of the report                                 System Generated
Status date        Date and time of the last status change              System Generated
Submitted by       The person who submitted the report to the state     System Generated
County contact     Name of the person responsible for the report        Conditional
Phone              Contact person’s phone number                        Conditional

                             Table 3-3: CMHRS Report Field List


3.4.2.2 CMHRS Report Detail Screen Tabs
The bottom section of the CMHRS Report detail screen contains three tabs, which are
defined in the table below.
  Tab Name                                         Description
CMHRS Clients      Grid of all CMHRS Clients included in the selected report with a preview
                   screen showing the selected CMHRS Client record.
CMHRS Services     Grid of all CMHRS Service records included in the selected report with a
                   preview screen showing the record selected in the grid.
Time Proofing      Proofing screen used to correct errors that prevent records from being
                   included in the report along with warnings on information included in the
                   report that may cause DHS/MHD to reject the report.

                     Table 3-4: CMHRS Report Detail Screen Tabs




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3.4.3           CMHRS Report User Actions
The table below summarizes View, Edit, standard Action menu options, custom Action menu
options, and custom buttons for the CMHRS Report screen.
Detailed design information about CMHRS Report user actions is in Section 4.1.4, "CMHRS
Report User Actions," starting on page 43.
       Action                            Description                             Security
View               Provides the ability to see all information included on    Fiscal Default
                   CMHRS Reports                                              Activities
Edit               Provides the ability to change values on a CMHRS           Create CMHRS
                   Report header                                              Report
Standard Action Menu options
New CMHRS          Create a new CMHRS Report header                           Create CMHRS
Report                                                                        Report
Delete             Delete a CMHRS Report along with all CMHRS Client and      Create CMHRS
                   CMHRS Service records for the report.                      Report
Custom Action Menu options
Finalize           "Finalize" allows users to change the "Status" of a        Create CMHRS
                   CMHRS Report from "Draft" to "Finalized." If changes       Report
                   to Finalized CMHRS Report are needed, the "Status"
                   must first be changed back to Draft.
Return to Draft    "Return to Draft" allows users to change the "Status" of   Create CMHRS
                   a CMHRS Report from "Finalized" to "Draft" in order to     Report
                   regenerate the report or make changes to the report
                   header.
Submit CMHRS       "Submit CMHRS to State" allows users to send all of the    Submit CMHRS
to State           report information for a "Finalized" CMHRS Report to       Report
                   DHS and change the "Status" to "Submitted." No
                   changes can be made to a Submitted CMHRS Report.
Custom Screen Buttons
Generate           The "Generate" button is used to have the system           Create CMHRS
                   gather the data for the report and create the records      Report
                   that are included on the report. If the report has been
                   generated previously, existing report records are
                   deleted before the report is re-generated

                          Table 3-5: CMHRS Report User Actions




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The figure below shows an example of the CMHRS Report action menu.




                         Figure 3-8: CMHRS Report Action Menu




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3.5 CMHRS Client Screen
CMHRS Clients are created when a CMHRS Report is generated. One record is created for
each client receiving a Reportable Service during the Reporting Period. In addition, a
separate CMHRS Client record is created for each "County of Financial Responsibility" and,
for regions only, for each "County of Service."
The "County of Financial Responsibility" comes from the Workgroup record for the
workgroup selected on the Time Record when the CMHRS Report is generated. "County of
Service" is based on the "County of Service" on the selected workgroup when the Time
Record is created.
   For example:
   •   Two Time Records exist for Jane Doe during the Reporting Period. Each Time
       Record is for a different workgroup.
   •   On Time Record 1, for the first workgroup, Ramsey is the "County of Financial
       Responsibility".
   •   The Ramsey workgroup was closed and a new workgroup opened with Stearns as the
       "County of Financial Responsibility".
   •   On Time Record 2, for the second workgroup, Stearns is the "County of Financial
       Responsibility".
   •   Two CMHRS Client records would be generated for Jane Doe, one for Ramsey and the
       other for Stearns.
The CMHRS Client screen displays the information for a single CMHRS Client record, along
with a tab containing all Time Records included on the report for the CMHRS Client record.
In other words, only the Time Records for the client, county of financial responsibility and
county of service combination are displayed on the Time Records tab.
Detailed design information about the CMHRS Client Screen is in Section 4.2, "CMHRS Client
Screen," starting on page 57.
The following screen shows the CMHRS Clients tree, a grid of all CMHRS Clients included on
the report and a preview of the selected CMHRS Client record below the grid.




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                         Figure 3-9: CMHRS Client Screen




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3.5.1     CMHRS Client Grid
The CMHRS Client grid displays when the CMHRS Clients node container is selected in the
tree and when the "CMHRS Clients" tab is selected on a report. The screen below shows a
sample of the CMHRS Client grid.
Detailed design information about the CMHRS Client grid is in Section 4.2.4, "CMHRS Client
Grid," starting on page 64.




                            Figure 3-10: CMHRS Client Grid




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3.5.2     CMHRS Client Detail Screen
The CMHRS Client detail screen displays for an individual CMHRS Client. The reported
information for the client displays in the first tab of the screen. The "Time Records" tab
displays all Time Records included on the report for the CMHRS Client record, along with a
preview of the selected Time Record.
Detailed design information about the CMHRS Client detail screen is in Section 4.2.1,
"CMHRS Client Detail Screen," starting on page 58.
The figure below shows an example of the CMHRS Client detail screen.




                         Figure 3-11: CMHRS Client Detail Screen




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3.5.2.1 CMHRS Client Field List Overview
The following table shows a list of fields on the CMHRS Client detail screen, along with a
description of each field.
Detailed design information about the CMHRS Client fields is in Section 4.2.2, "CMHRS
Client Field Rules," starting on page 60.
          Label                                        Description
Client name                 The full name of the Client receiving services
Client index card           Button to display client index card. See 3.5.2.1.1, "Client
                            Index Card," after this table for an example of that screen.
SSIS person #               The unique ID for a client within SSIS
SSN                         The client's Social Security Number
PMI #                       The client's PMI #
Date of birth               The client’s actual date of birth
Est. date of birth          The estimated date of the client’s birth
Gender                      The gender of the client
Hispanic/Latino             A Yes/No field converted from "Hispanic heritage"
Sub-population              The mental health classification used by DHS/MHD. The value
                            is converted from the "Professionally determined disability."
Professionally              The "Professionally determined disability" entered in SSIS that
determined disability       was used to determine the value of "Sub-population".
Race                        Race descriptions for the CMHRS Report differ from those used
                            elsewhere in SSIS. SSIS race records are used to determine
                            the CMHRS race. A client can have more than one race.
                            The abbreviations at the end of the field labels show the
                            abbreviation used for the column heading in the grid
American Indian/Alaska      Checked if the client has a SSIS race record with "American
Native (AI/AN)              Indian/Alaskan Native" selected
White                       Checked if the client has a SSIS race record with "Caucasian"
                            selected
Black/African American      Checked if the client has a SSIS race record with "Black or
(B/AA)                      African American" selected
Asian                       Checked if the client has a SSIS race record with "Asian"
                            selected
Native Hawaiian/Other       Checked if the client has a SSIS race record with "Pacific
Pacific Islander (NH/OPI)   Islander" selected




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          Label                                       Description


County of financial         The County of Financial Responsibility based on the
responsibility              "Workgroup" selected on the Time Record
County of service           The County of Service based on the value on the Time
                            Record.
                            Visible only in regions

                           Table 3-6: CMHRS Client Field List

3.5.2.1.1     Client Index Card
A Client Index Card button is displayed after the Client Name field. Clicking on the button
displays an index card with additional information about the client as shown in the figure
below.




                             Figure 3-12: Client Index Card




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3.5.2.2 Time Records Tab
The screen below shows an example of the Time Records tab for a CMHRS Client.
Detailed design information about the Time Records screen is in Section 4.5, "Time Records
Screen," starting on page 87.




          Figure 3-13: Time Records Tab on a CMHRS Client Detail Screen




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3.6 CMHRS Service Screen
CMHRS Services are created when a CMHRS Report is generated. One record is created for
each Reportable Service for each CMHRS Client record. The CMHRS Service record
contains the BRASS Service and the total amount of Reported Time for that Service for
that CMHRS Client.
The CMHRS Service screen displays the information for a single CMHRS Service record,
along with a tab containing all Time Records included on the report for the CMHRS Service
record.
If a client has more than one CMHRS Client record, then it is possible to have a CMHRS
Service record with the same BRASS Service on each for the CMHRS Client record. In that
case, only the Reported Time for that Service, Client, "County of Financial Responsibility,"
and "County of Service" is included on an individual CMHRS Service record.
   For example:
   •   Jane Doe has three Time Records for BRASS Service 490 - Child Rule 79 Case
       Management.
   •   The "County of Financial Responsibility" on the Workgroup record for two of the
       Time Records is "Ramsey". The Reported Time on each record is 30 minutes.
   •   The "County of Financial Responsibility" on the Workgroup record for two of the
       Time Records is "Stearns". The Reported Time is 45 minutes.
   •   Two CMHRS Client records would be generated for Jane, one for Ramsey and one for
       Stearns.
   •   Two CMHRS Service records would also be generated for Jane, one for Ramsey and
       the other for Stearns. Both CMHRS Service records would be for BRASS Service 490.
   •   Jane's CMHRS Service record for Ramsey would show a Reported Time of 60
       minutes and would be linked to the two 30 minute Time Records.
   •   Jane's CMHRS Service record for Stearns would show a Reported Time of 45
       minutes and would be linked to the 45 minute Time Record.
Detailed design information about the CMHRS Service screen is in Section 4.3, "CMHRS
Service Screen," starting on page 66.
The following screen shows the CMHRS Services tree, a grid of all CMHRS Services included
on the report and a preview of the selected CMHRS Service record below the grid.




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                         Figure 3-14: CMHRS Service Screen


3.6.1     CMHRS Services Grid
The CMHRS Services grid displays when the CMHRS Services node container is selected in
the tree and when the "CMHRS Services " tab is selected on a report. The screen below
shows a sample of the CMHRS Service grid.
Detailed design information about the CMHRS Services grid is in Section 4.3.4, "CMHRS
Services Grid," starting on page 70.




                          Figure 3-15: CMHRS Services Grid




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3.6.2     CMHRS Service Detail Screen
The CMHRS Service detail screen displays for an individual CMHRS Service. The reported
information for the CMHRS Service displays in the first tab of the screen. The "Time
Records" tab displays all Time Records included on the report for the CMHRS Service
record, along with a preview of the selected Time Record.
Detailed design information about the CMHRS Service detail screen is in Section 4.3.1,
"CMHRS Service Detail Screen," starting on page 66.
The figure below shows an example of the CMHRS Service detail screen.




                         Figure 3-16: CMHRS Service Detail Screen


3.6.2.1 CMHRS Service Field List Overview
The following table shows a list of fields on the CMHRS Service detail screen, along with a
description of each field.
Detailed design information about the CMHRS Service fields is in Section 4.3.2, "CMHRS
Service Field Rules," starting on page 68.
          Label                                        Description
Service                      The BRASS Service provided to the client
Client name                  The full name of the Client receiving services
Client index card            Icon to display client index card
Total reported minutes       The total reported minutes on all Time Records for the
                             Service and the CMHRS Client record
County of financial          The County of Financial Responsibility based on the
responsibility               "Workgroup" selected on the Time Record
County of service            The County of Service based on the value on the Time
                             Record.
                             Visible only in regions

                            Table 3-7: CMHRS Service Field List




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3.6.2.1.1     Client Index Card
A Client Index Card button is displayed after the Client Name field. Clicking on the button
displays an index card with additional information about the client as shown in the figure
below.




                             Figure 3-17: Client Index Card




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3.6.2.2 Time Records Tab
The screen below shows an example of the Time Records tab for a CMHRS Service.
Detailed design information about the Time Records screen is in Section 4.5, "Time Records
Screen," starting on page 87.




         Figure 3-18: Time Records Tab on a CMHRS Service Detail Screen




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3.7 Time Proofing Screen
The "Time Proofing" screen is used to correct errors that prevent records from being
included in the CMHRS Report along with warnings on information included in the report
that may cause DHS/MHD to reject the report.
The Time Proofing screen contains checkboxes of error categories to identify the type of
edits the system does. The error categories include things like Client, Disability and Time
Record. The user selects one or more error categories, and then selects "Search" to display
records with the type of errors selected. Users can also select a date range to limit the
number of Time Records that are displayed.
The figure below shows an example of the "Time Proofing" tab on a CMHRS Report. In this
example, the user has not yet selected "Search", so no proofing results are displayed.




            Figure 3-19: Time Proofing Screen Prior to Selecting Search

When the Search button is selected, the system displays a list of Time Records with
proofing messages that meet the selected criteria. If more than one client is selected in the
"Regarding" section of the Time Record, it may be displayed in the search results once for
each client in the "Regarding" section.
The Time Proofing screen uses the standard proofing interface designed to return a list of
records and allow the user to navigate to underlying nodes for data correction. Error(s) for
the selected record are shown on the left side of the screen in the "Data Clean-up" tab. .
The following figure shows an example of the "Time Proofing" with the Data Clean-up tab
displayed.




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              Figure 3-20: Time Proofing Screen After Selecting Search

If the proofing message is caused by incorrect information on the Time Record, the user
can make changes to the Time Record if they have the "Edit Another Persons Time"
security function.
When the user clicks on a message, the system may navigate to another screen to correct
the error. The user must determine what information needs to be corrected, and may need
to consult with the social worker to make that determination. For example, if the proofing
message is "No Disability Entered," it may be that a Professionally Determined Disability
record needs to be created for the client, or it may be the wrong client is selected on the
Time Record, or it may be a valid error.
When the user clicks on a message in the Data Clean-up tab, additional information about
the error message is also displayed, below the error and warning messages.




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The following screen shows an example of a Time Record that had several error messages.
When the users selects the message "Warning: Client "Hispanic heritage" () cannot be
converted", the help text for that message is displayed and the screen is changed to the
Client's demographic screen.




       Figure 3-21: Time Proofing Navigation Example with Help Description

Detailed design information about the Time Proofing screen is in Section 4.4, "Time
Proofing," starting on page 71.




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3.7.1        Time Proofing Field List Overview
The following table shows a list of fields on the Time Proofing screen, along with a
description of each field.
Detailed design information about the Time Proofing fields is in Section 4.4.1, "Time
Proofing Search Fields," starting on page 72.
     Label                                      Description
From           First date to select
               Returns Time Records where the "Date" is on or after the 'From' date
To             Last date to select
               Returns Time Records where the "Date" is on or before the 'To' date
Client         Checkbox to indicate whether edits for the "Client" error category should be
               run
Disability     Checkbox to indicate whether edits for the "Disability" error category should
               be run
PMI #          Checkbox to indicate whether edits for the "PMI #" error category should be
               run
Time Record    Checkbox to indicate whether edits for the "Time Record" error category
               should be run
SSN            Checkbox to indicate whether edits for the "SSN" error category should be
               run

                     Table 3-8: Time Proofing Field List Overview




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3.7.2        Proofing Messages
The following table lists the error categories used by the CMHRS Report along with the
messages used for each error category.
Detailed design information about the Proofing Messages is in Section 4.4.5, "Proofing
Messages," starting on page 74.
    Error       Message
                                                      Description
  Category         #
Client             107     Estimated DOB
                   3010    No Race Entered
                   3013    Hispanic heritage cannot be converted
PMI #              1018    Missing PMI #
SSN                3012    No SSN
Disability         3015    No Disability Entered
                   3016    Disability not specific
                   3017    Age conflicts with Sub-population
Time Record        3002    Adult Client with Children's Service
                   3003    Child with Adult Service
                   3009    Regarding duration is zero
                   3014    County of Service not in the region

                     Table 3-9: CMHRS Report Proofing Messages




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3.7.3     Time Proofing Tree
The following screen show shows an example of the tree view for a Time Record that has
proofing messages. The "Client tree" is displayed below the Time Record in the tree. All
folders in the "Client tree" that you would see if you had done a Person Search are
displayed.
Detailed design information about the Time Records tree is in Section 4.7, "CMHRS Report
Tree," starting on page 91.




                           Figure 3-22: Time Proofing Tree




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              SECTION FOUR: DETAILED DESIGN



4.0 Introduction
This section describes the detailed design of CMHRS Report.


4.0.1     Terms
Following is a list of terms introduced in this section. When used, these terms are denoted
with a bold, italic font (e.g. Report Period Start Date). Each term also appears in the
glossary for easy lookup.
     Term                                        Definition
Report Period     Depending on the "Period" selected on the header, either Jan. 1 or July
Start Date        1 of the "Year" on the header
                     If STATE_RPT.ST_RPT_PERIOD_CD = 'S1'
                         "Jan. 1" for STATE_RPT. ST_RPT_YEAR
                     ELSE (STATE_RPT.ST_RPT_PERIOD_CD = 'S2')
                         "July 1" of STATE_RPT. ST_RPT_YEAR
Report Period     Depending on the "Period" selected on the header, either June 30 or
End Date          Dec. 31 of the "Year" on the header
                     If STATE_RPT.ST_RPT_PERIOD_CD = 'S1'
                         "June 30" for STATE_RPT. ST_RPT_YEAR
                     ELSE (STATE_RPT.ST_RPT_PERIOD_CD = 'S2')
                         "Dec. 31" of STATE_RPT. ST_RPT_YEAR

                   Table 4-1: CMHRS Report Detailed Design Terms




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4.1 CMHRS Report Screen

The following screen shows the CMHRS Reports tree, a grid of all CMHRS Reports with a
preview of the selected report displayed below the grid.




                         Figure 4-1: CMHRS Reports Screen




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4.1.1     CMHRS Report Detail Screen
An example of the CMHRS Report detail screen is shown below.




                         Figure 4-2: CMHRS Report Detail Screen




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4.1.1.1 CMHRS Report Detail Screen - Tabs
The CMHRS Report detail screen contains the tabs defined in the table below.
                                                                             Visible
  Tab Name                              Description                                    Order
                                                                             When
CMHRS Clients      Grid of all CMHRS Client records included in the         Always        1
                   report along with a preview of the selected record
CMHRS Services     Grid of all CMHRS Service records included in the        Always        2
                   report along with a preview of the selected record
Time Proofing      Time Proofing Search screen                              Always        3

                              Table 4-2: CMHRS Report Tabs



4.1.2      CMHRS Report Field Rules
The following section contains information about the header portion of the screen specific
to the CMHRS Report. The "State Reporting Framework" section of the SSIS Fiscal System
Specification describes the common field information that applies to all state reports.
Standard sections of the field definition that do not apply have been removed.
Unless otherwise specified, all fields in this section are in the table STATE_RPT.

4.1.2.1 Report Type
Label    Report type                                                                 Identifier

Field    ST_RPT_TYPE_CD                                                              4000.3161
Control Type        Text box                                                             Ref
Control Options     CODE.DESCRIPTION for ST_RPT_TYPE_CD                                  1.0
Default on New      3 (CMHRS)                                                            2.0

4.1.2.2 Period
Label    Period                                                                      Identifier

Field    ST_RPT_PERIOD_CD                                                            4000.3159
Control Type        Drop Down – single column                                              Ref
Control Options     Format     CODE.DESCRIPTION for ST_RPT_PERIOD_CD                      1.0
                    Values     Filtered to display only the following values:             1.1
                                   Code         Description
                                   S1       S1 (Jan 1 - Jun 30)
                                   S2       S2 (Jul 1 - Dec 31)
                    Sorting       CODE.SORT_ORDER                                         1.2




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4.1.3           Additional CMHRS Report Rules on Save
See the "State Reporting Framework" section of the SSIS Fiscal System Specification for
rules common to all state reports.


4.1.4           CMHRS Report User Actions
This section describes the rules for View, Edit, standard Action menu options, custom Action
menu options, and custom buttons for the CMHRS Report screen.
       Action                            Description                             Security
View               Provides the ability to see all information included on    Fiscal Default
                   CMHRS Reports                                              Activities
Edit               Provides the ability to change values on a CMHRS           Create CMHRS
                   Report header                                              Report
Standard Action Menu options
New CMHRS          Create a new CMHRS Report header                           Create CMHRS
Report                                                                        Report
Delete             Delete a CMHRS Report along with all CMHRS Client and      Create CMHRS
                   CMHRS Service records for the report.                      Report
Custom Action Menu options
Finalize           "Finalize" allows users to change the "Status" of a        Create CMHRS
                   CMHRS Report from "Draft" to "Finalized." If changes       Report
                   to Finalized CMHRS Report are needed, the "Status"
                   must first be changed back to Draft.
Return to Draft    "Return to Draft" allows users to change the "Status" of   Create CMHRS
                   a CMHRS Report from "Finalized" to "Draft" in order to     Report
                   regenerate the report or make changes to the report
                   header
Submit CMHRS       "Submit CMHRS to State" allows users to send all of the    Submit CMHRS
to State           report information for a "Finalized" CMHRS Report to       Report
                   DHS and change the "Status" to "Submitted." No
                   changes can be made to a Submitted CMHRS Report.
Custom Screen Buttons
Generate           The "Generate" button is used to have the system           Create CMHRS
                   gather the data for the report and create the records      Report
                   that are included on the report. If the report has been
                   generated previously, existing report records are
                   deleted before the report is re-generated

                          Table 4-3: CMHRS Report User Actions




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The figure below shows an example of the CMHRS Report action menu.




                         Figure 4-3: CMHRS Report Action Menu


4.1.4.1 View CMHRS Report Rules
The following security function is required to view a CMHRS Report.
View CMHRS Report Rules                                          Identifier    4000     Ref
Security            Fiscal Default Activities                                          1.0

                          Table 4-4: View CMHRS Report Rules




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4.1.4.2 Edit CMHRS Report Rules
The following rules define when a CMHRS Report can be edited.
Edit CMHRS Report Rules                                         Identifier    4000     Ref
Security            Create CMHRS Report                                               1.0
Enabled when        "Status" = "Draft" (ST_RPT_STATUS_CD = 1)                         2.0
Rules on Select
Rule                N/A                                                               3.0
Error condition
Message
                           Table 4-5: Edit CMHRS Report Rules


4.1.4.3 New CMHRS Report Rules
The following rules define when a user can create a new CMHRS Report.
New CMHRS Report Rules                                          Identifier    4000     Ref
Security            Create CMHRS Report                                               1.0
Enabled when        Always                                                            2.0
Multi-select        No                                                                3.0
Rules on Select
Rule                N/A                                                               4.0
Error condition
Message
                          Table 4-6: New CMHRS Report Rules


4.1.4.4 Delete CMHRS Report Rules
The following rules define when a user can delete a CMHRS Report.
Delete CMHRS Report Rules                                       Identifier    4000     Ref
Security          Create CMHRS Report                                                 1.0
Enabled when      "Status" = "Draft" (ST_RPT_STATUS_CD = 1)                           2.0
Multi-select      Yes                                                                 3.0
Rules on Select
Rule              N/A                                                                 4.0
Error condition
Message
System Action
The selected CMHRS Report header along with all child records (CMHRS Services,        5.0
CMHRS Clients and CMHRS Service / On Behalf Of cross references) are deleted.
                          Table 4-7: Delete CMHRS Report Rules




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4.1.4.5 Finalize
The table below summarizes the "Finalize" rules.
Finalize Rules                                                  Identifier    4000     Ref
Security            Create CMHRS Report                                               1.0
Enabled when        "Status" = "Draft" (ST_RPT_STATUS_CD = 1)                         2.0
Multi-select        No                                                                3.0
Rules on Select
Rule                "County contact" must have a value in order to change the         4.0
                    "Status" to "Finalized"
Error condition     "County contact" is blank (ST_RPT_CONTACT_NAME is null)
Message             "County contact" is required.

Rule             "Phone" must have a value in order to change the "Status" to         4.1
                 "Finalized"
Error condition  "Phone" is blank (ST_CONTACT_PHONE is null)
Message          "Phone" is required.
Confirmation Dialog
N/A                                                                                   5.0
System Action
Set "Status" = "Finalized" (ST_RPT_STATUS_CD = 2)                                     6.0
Set "Status date" to the current date and time                                        6.1

                               Table 4-8: Finalize Action


4.1.4.6 Return to Draft
The table below summarizes the "Return to Draft" rules.
Return to Draft Rules                                           Identifier    4000     Ref
Security           Create CMHRS Report                                                1.0
Enabled when       "Status" = "Finalized" (ST_RPT_STATUS_CD = 2)                      2.0
Multi-select       Yes                                                                3.0
Rules on Select
Rule               N/A                                                                4.0
Error condition
Message
Confirmation Dialog
Are you sure that you want to change the "Status" to "Draft"?                         5.0
System Action
Set "Status" = "Draft" (ST_RPT_STATUS_CD = 1)                                         6.0
Set "Status date" to the current date and time                                        6.1

                           Table 4-9: Return to Draft Action




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4.1.4.7 Submit CMHRS to State
The table below summarizes the "Submit CMHRS to State" rules.
Return to Draft Rules                                            Identifier      0349   Ref
Security            Submit CMHRS Report                                                 1.0
Enabled when        "Status" = "Finalized" (ST_RPT_STATUS_CD = 2)                       2.0
Multi-select        No                                                                  3.0
Rules on Select
Rule             A connection to the state server must be available.                    4.0
Error condition  Unable to connect to SWNDX
Message          This system does not currently have connectivity to the state
                 server (SWNDX). Please try again later.
Confirmation Dialog
Are you sure you want to submit the CMHRS Report?                                       5.0
System Action
Create a State Report Header record (STATEREPORT.STATE_RPT_HDR) for the                 6.0
selected CMHRS Report with the following values:
   •   FROM_CNTY_CD = SYSTEM_CONTROL.CNTY_CD
   •   All other fields = Corresponding field on the local STATE_RPT_HDR table
Create a CMHRS Client record (STATE_REPORT.CMHRS_CLIENT_EXP) for each                   6.1
CMHRS Client on the selected CMHRS Report using the following values:
   •   FROM_CNTY_CD = SYSTEM_CONTROL.CNTY_CD
   •   All other fields = Corresponding field on the local CMHRS_CLIENT table
Create a CMHRS Service record (STATE_REPORT.CMHRS_SVC_EXP) for each                     6.2
CMHRS Service on the selected CMHRS Report using the following values:
   •   FROM_CNTY_CD = SYSTEM_CONTROL.CNTY_CD
   •   All other fields = Corresponding field on the local CMHRS_SVC table
Set "Status" = "Submitted" (ST_RPT_STATUS_CD = 3)                                       6.3
Set "Status date" to the current date and time                                          6.4

                         Table 4-10: Submit CMHRS to State Action




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4.1.4.8 Generate Button
The table below summarizes the "Generate" rules.
Generate Rules                                                   Identifier   0349     Ref
Security         Create CMHRS Report                                                  1.0
Enabled when     "Status" = "Draft" (ST_RPT_STATUS_CD = 1)                            2.0
Multi-select     No                                                                   3.0
Rules on Select
Rule             N/A                                                                  4.0
Error condition
Message
Confirmation Dialog
Rule             If the report has previously been generated, confirm the user        5.0
                 wants to re-generate before starting the generate process.
Applied When     "Generated date" has a value (ST_RPT_GEN_DT is not NULL)
Message          Re-generating this report will remove all generated report
                 records and re-process all eligible records. Do you want to
                 continue?
System Action
Create a State Report lock                                                            6.0
    Rule            Only one user can generate a state report at a time.
    Error           System is unable to create the State Report lock.
    Condition
    Message         Another State Report is currently generating. Try again later.
    Action          Exit the process.
Verify the CMHRS Report header still exists.                                          6.1
    Rule            The report must exist to run the generate process. In other
                    words, another user cannot have deleted the report.
    Error           The selected STATE_RPT.STATE_RPT_ID does not exist
    Condition
    Message         Another user has deleted the report.
    Action          Release the State Report lock and exit the process.
Verify the CMHRS Report "Status" is "Draft"                                           6.2
    Rule            The "Status" of the report must be "Draft" to re-generate the
                    report.
    Error           Status <> Draft (ST_RPT_STATUS_CD <> '1')
    Condition
    Message         "Status" (value) must be "Draft" to re-generate the CMHRS
                    Report.
    Action          Release the State Report lock and exit the process.
Delete all existing CMHRS Client, CMHRS Service and Service/On Behalf Of cross-       6.3
reference records for the selected CMHRS Report
Clear the "Generated date"                                                            6.4




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Generate Rules                                                    Identifier     0349   Ref
Select all Time Records that meet the following criteria:                               6.5
       Criteria                                 Details                          Ref
 Activity Date is        TIME_RECORD.ACTIVITY_DT between Report                6.5.1
 during the              Period Start Date and Report Period Start Date
 Reporting Period
 Regarding Time          ON_BEHALF_OF.DURATION > 0                             6.5.2
 is greater than 0
 "Service" is a          TIME_RECORD.BRASS_SVC_ID in                           6.5.3
 Reportable
                         (Select BRASS_SVC_HIST.BRASS_SVC_ID from
 Service
                         BRASS_SVC_HIST
                         where BRASS_SVC_HIST.CMHRS_IND is ‘Y’
                         and TIME_RECORD.ACTIVITY_DT between
                         BRASS_SVC_HIST.VALID_START_DT and
                         BRASS_SVC_HIST.VALID_END_DT
                         See Appendix C.2.2, "BRASS Services included on
                         CMHRS," on page 117 for a complete list of
                         Reportable Services.
 For regions only:       For Faribault/Martin                                  6.5.4
 "County of                 TIME_RECORD.CNTY_OF_SVC_CD in (22,46)
 Service" is in the
                         For Lincoln/Lyon/Murray
 region.
                            TIME_RECORD.CNTY_OF_SVC_CD in (41,42,51)

Create the CMHRS Client records:                                                        6.6
   •   Create one CMHRS Client record for each unique combination of the following
       fields:
          •   Client (ON_BEHALF_OF.PERSON_ID)
          •   County of Financial Responsibility
              (WORK_GROUP.CNTY_FIN_RESP_CD for TIME_RECORD.WG_ID)
          •   County of Service (TIME_RECORD.CNTY_OF_SVC_CD)
   A client may have more than one CMHRS Client record if they have more than
   one County of Financial Responsibility or County of Service or both.
See details in Section 4.1.4.8.1, "CMHRS Client Records," starting on page 51.




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Generate Rules                                                    Identifier    0349     Ref
Create the CMHRS Service records:                                                       6.7
    •     For each CMHRS Client record, summarize the Reported Time and create a
          CMHRS Service record for each unique "Service"
          (TIME_RECORD.BRASS_SVC_ID) on the included Time Records.
    If a client has more than one CMHRS Client record, they may also have multiple
    CMHRS Service records for the same BRASS Service – one for each CMHRS
    Client record.
See details in Section 4.1.4.8.2, "CMHRS Service Records," starting on page 54.
Create the CMHRS Service/On Behalf Of cross-reference records:                          6.8
•   For each CMHRS Service record, create a cross-reference to each "On Behalf Of"
    record included in the summarized Reported Time.
The following sub-sections contain detailed information for each record type.
See details in Section 4.1.4.8.3, "CMHRS Service/On Behalf Of Cross-Reference
Records," starting on page 55.
Set "Generated date" to the current date and time                                       6.9
Release the State Report lock                                                           6.10
Display a message if an error occurs during the generate process that is not            6.11
specifically described in the previous steps.
        Error        Any error occurred that does not have specific error handling
        Condition
        Message      Error generating the CMHRS Report
        Action       Roll back all changes and exit the generate process
Display one of two success message, depending on whether or not data was found          6.12
for the report.
        Condition    CMHRS Report data was created
        Message      Generate successful.

        Condition    No data was found for the CMHRS Report
        Message      Generate successful. No data found.
                                Table 4-11: Generate Button




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4.1.4.8.1       CMHRS Client Records
Create one CMHRS Client record for each unique combination of the following fields:
      •   Client (ON_BEHALF_OF.PERSON_ID)
      •   County of Financial Responsibility (WORK_GROUP.CNTY_FIN_RESP_CD for
          TIME_RECORD.WG_ID)
      •   County of Service (TIME_RECORD.CNTY_OF_SVC_CD)
The table below describes how each field on the CMHRS Client record is populated.
CMHRS_CLIENT Field                                  Source                              Ref
CMHRS_CLIENT_ID           Unique key - system generated                                6.3.1
STATE_RPT_ID               STATE_RPT.STATE_RPT_ID                                      6.3.2
NPI                        Non-regions: CNTY_CLM_CONTROL.NPI                           6.3.3
                           Regions: CNTY_CLM_CONTROL.NPI for the
                              TIME_RECORD.CNTY_OF_SVC_CD
PERSON_ID                  PERSON.PERSON_ID                                            6.3.4
SSN                        PERSON.SSN                                                  6.3.5
PMI                        PERSON.PMI                                                  6.3.6
CNTY_OF_SVC_CD             TIME_RECORD.CNTY_OF_SVC_CD                                  6.3.7
CNTY_FIN_RESP_CD          WORK_GROUP.CNTY_FIN_RESP_CD for                              6.3.8
                          TIME_RECORD.WG_ID
BIRTH_DT                   PERSON.BIRTH_DT                                             6.3.9
ESTMATED_BIRTH_DT          PERSON.ESTMATED_BIRTH_DT                                    6.3.10
GENDER_CD                  Convert the client's "Gender" (PERSON.GENDER_CD) to         6.3.11
                           the Gender codes used by CMHRS:
                                        SSIS Code          CMHRS Code
                                     F                   F
                                     M                   M
                                     Any other value     Blank
CAUCASIAN_IND              Set to Y if a Race record exists for the client where the   6.3.12
                           "Race" = "Caucasian" (RACE_ETHNIC_TRIBE.RACE_CD
                           = 1)
                           Otherwise, blank
ASIAN_IND                  Set to Y if a Race record exists for the client where the   6.3.13
                           "Race" = "Asian" (RACE_ETHNIC_TRIBE.RACE_CD = 4)
                           Otherwise, blank
PACIFIC_IND               Set to Y if a Race record exists for the client where the    6.3.14
                          "Race" = "Pacific Islander"
                          (RACE_ETHNIC_TRIBE.RACE_CD = 5)
                           Otherwise, blank




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CMHRS_CLIENT Field                                 Source                               Ref
BLACK_IND                Set to Y if a Race record exists for the client where the    6.3.15
                         "Race" = "Black or African American"
                         (RACE_ETHNIC_TRIBE.RACE_CD = 2)
                         Otherwise, leave blank
NORTH_AMER_IND           Set to Y if a Race record exists for the client where the    6.3.16
                         "Race" = "American Indian/Alaskan Native"
                         (RACE_ETHNIC_TRIBE.RACE_CD = 3)
                         Otherwise, blank
HISPANIC_IND             Convert the client's "Hispanic heritage"                     6.3.17
                         (PERSON.HISPANIC_CD) to the Hispanic/Latino codes
                         used by CMHRS:
                              SSIS                                   CMHRS
                                          SSIS Description
                              Code                                    Code
                              1        Yes                        Y
                              2        No                         N
                              3        Unable to determine -      Blank
                                       abandoned child
                                       Blank                      Blank

HIGHLVL_DISABIL_CD       The client's predominant High-Level Disability as defined    6.3.18
                         below:
                                          Description                       Ref
                          Calculate the client’s age on the Report        6.3.18.1
                          Period End Date using on one of the
                          following:
                              •   The client's "Date of Birth", if the
                                  client has one
                                  (PERSON.BIRTH_DT)
                              Otherwise
                              •   The client's "Est. date of birth"
                                  (PERSON.ESTMATED_BIRTH_DT)
                          Using Table 4-13, "Sub-population               6.3.18.2
                          conversion," select the client's
                          predominant High-Level Disability
                          The table lists the High-Level Disabilities
                          in order of precedence. There is a
                          section for clients 17 and under and
                          another for clients 18 and over.

CMHRS_SUB_POP_CD         The CMHRS Sub-Population code based on the age               6.3.19
                         calculation and High-Level Disability calculated above,
                         and Table 4-13, "Sub-population conversion."

                          Table 4-12: CMHRS Client record



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                  SSIS High-level Disability               CMHRS Sub-population
Children                 Description           Code           Description            Code
(Age 17
           Emotional Disturbance, Child         08    Severe emotional disturbance       E
and
           under age 18, severe
Under)
           Adult Mental Illness – Serious       15    Serious and persistent MI          S
           and Persistent (SPMI)
           Emotional Disturbance, Child         07    Other emotional disturbance        C
           under age 18, not severe
           Adult Mental Illness – Acute         16    Acute MI                           A
           All other SSIS Professionally              No emotional disturbance           D
           Determined Disabilities
                  SSIS High-level Disability               CMHRS Sub-population
Adults                   Description           Code           Description            Code
(Age 18
           Adult Mental Illness - Serious      15     Serious and persistent MI      S
and
           and Persistent (SPMI)
Over)
           Emotional Disturbance, Child        08     Severe emotional disturbance   E
           under age 18, severe
           Adult Mental Illness – Acute        16     Acute MI                       A
           Emotional Disturbance, Child        07     Other emotional disturbance    C
           under age 18, not severe
           All other SSIS Professionally              Other MI                       O
           Determined Disabilities

                          Table 4-13: Sub-population conversion




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4.1.4.8.2     CMHRS Service Records
For each CMHRS Client record, summarize the Reported Time and create a CMHRS Service
record for each unique "Service" (TIME_RECORD.BRASS_SVC_ID) on the included Time
Records.
The following table describes how each field on the CMHRS Service record is populated.
 CMHRS_SVC field                                   Source                              Ref
CMHRS_SVC_ID             Unique key - system generated                                6.4.1
CMHRS_CLIENT_ID          CMHRS_CLIENT.CMHRS_CLIENT_ID                                6.4.2
BRASS_SVC_ID             TIME_RECORD.BRASS_SVC_ID                                     6.4.3
TOT_REPORTED_MIN         Summarize all Time Records for the CMHRS Service            6.4.4
                         record based on the Activity or Regarding Duration on the
                         Time Record as listed below:
                                Time Record Activity
                          (TIME_RECORD.TR_ACTIVITY_ID)            Reported Time
                                                                   (in minutes)
                               Description             ID
                          Group time .5 hours     91308885               30
                          Group time 1 hour       91308887               60
                          Group time 1.5 hours    91308889               90
                          Group time 2 hours      91308891              120
                          Group time 4 hours      91308893              240
                          All Other Activities                    ON_BEHALF_OF.
                                                                  DURATION

                           Table 4-14: CMHRS Service record




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4.1.4.8.3     CMHRS Service/On Behalf Of Cross-Reference Records
For each CMHRS Service record, create a cross-reference to all of the included Time
Records.
The following table describes how each field on the CMHRS Service record is populated.
     CMHRS_SVC field                                  Source                              Ref
CMHRS_SVC_OBO_XREF_ID         Unique key - system generated                              6.5.1
CMHRS_SVC_ID                  CMHRS_SVC.CMHRS_SVC_ID                                     6.5.2
ON_BEHALF_OF_ID               ON_BEHALF_OF.ON_BEHALF_OF_ID                               6.5.3
GRP_TIME_IND                  Yes or No based on the following table:                    6.5.4
                                      Time Record Activity               Group
                                (TIME_RECORD.TR_ACTIVITY_ID)              Time
                                     Description               ID       Indicator

                               Group time .5 hours      91308885
                               Group time 1 hour        91308887
                               Group time 1.5 hours     91308889               Y
                               Group time 2 hours       91308891
                               Group time 4 hours       91308893
                               All Other Activities                            N

REPORTED_MIN                  Reported Minutes based on the following table:             6.5.5
                                    Time Record Activity
                                      (TIME_RECORD.                 Reported Time
                                     TR_ACTIVITY_ID)                 (in minutes)
                                   Description           ID
                               Group time .5 hours    91308885           30
                               Group time 1 hour      91308887           60
                               Group time 1.5         91308889           90
                               hours
                               Group time 2 hours     91308891           120
                               Group time 4 hours     91308893           240
                               All Other Activities                 ON_BEHALF_OF.
                                                                    DURATION

         Table 4-15: CMHRS Service/On Behalf Of Cross-Reference record




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4.1.5     CMHRS Report Grid
The CMHRS Report grid displays when the CMHRS Reports node container is selected in the
tree. The screen below shows a sample of the CMHRS Report grid. See the "State
Reporting Framework" section of the SSIS Fiscal System Specification for details about the
grid.




                            Figure 4-4: CMHRS Report Grid




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4.2 CMHRS Client Screen
The following screen shows an example of the CMHRS Client screen.




                          Figure 4-5: CMHRS Client Screen




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4.2.1     CMHRS Client Detail Screen
The CMHRS Client detail screen, as show below, displays for an individual CMHRS Client.




                         Figure 4-6: CMHRS Client Detail Screen




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4.2.1.1 CMHRS Client Detail Screen Tabs
The CMHRS Client detail screen contains the tabs defined in the table below.
                                                                           Visible
 Tab Name                             Description                                     Order
                                                                           When
CMHRS Client     The CMHRS Client detail screen                            Always       1
                 Caption displays as: [Name] ([CntyFinResp])
                 Example          Smith, John M Sr. (Ramsey)
                 [Name]           Last, First Middle Suffix for
                                  CMHRS_CLIENT.PERSON_ID using
                                  FormatNameLFMS
                 [CntyFinResp] CMHRS_CLIENT.CNTY_FIN_RESP_CD
                                  description
Time Records     Grid of all Time Records included for the CMHRS Client    Always       2
                 record along with a preview of the selected record.
                 The defaults columns and available columns for the
                 results grid are listed in Section 4.5.2, "Time Records
                 Grid," starting on page 88.

                             Table 4-16: CMHRS Client Tabs




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4.2.2     CMHRS Client Field Rules
This section contains detailed information about each field on the CMHRS Client screen.
CMHRS Client records are generated by the system and are never editable.
Standard sections of the field definition that do not apply have been removed.

4.2.2.1 Client Name
Label    Client name                                                             Identifier

Field    CMHRS_CLIENT.PERSON_ID                                                 4800.0625.1
Control Type        Text box                                                          Ref
Control Options     Last, First Middle Suffix using FormatNameLFMS                    1.0

4.2.2.2 SSIS Person #
Label    SSIS person #                                                           Identifier

Field    CMHRS_CLIENT.PERSON_ID                                                 4800.0625.2
Control Type        Text box                                                          Ref
Control Options     N/A                                                               1.0

4.2.2.3 SSN
Label    SSN                                                                     Identifier

Field    CMHRS_CLIENT.SSN                                                       4800.0760
Control Type        Text box                                                          Ref
Control Options     Formatted 999-99-9999                                             1.0

4.2.2.4 PMI #
Label    PMI #                                                                   Identifier

Field    CMHRS_CLIENT.PMI                                                       4800.1176
Control Type        Text box                                                          Ref
Control Options     N/A                                                               1.0

4.2.2.5 Date of Birth
Label    Date of birth                                                           Identifier

Field    CMHRS_CLIENT.BIRTH_DT                                                  4800.0092
Control Type        Date Picker                                                       Ref
Control Options     Date only - mm/dd/yyyy                                            1.0




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4.2.2.6 Est. Date of Birth
Label    Est. date of birth                                                  Identifier

Field    CMHRS_CLIENT.ESTIMATED_BIRTH_DT                                     4800.2386
Control Type        Date Picker                                                  Ref
Control Options     Date only - mm/dd/yyyy                                       1.0

4.2.2.7 Gender
Label    Gender                                                              Identifier

Field    CMHRS_CLIENT.GENDER_CD                                              4800.0402
Control Type        Radio Button                                                 Ref
Control Options     Male, Female                                                 1.0

4.2.2.8 Hispanic/Latino
Label    Hispanic/Latino                                                     Identifier

Field    CMHRS_CLIENT.HISPANIC_IND                                           4800.0412
Control Type        Radio Button                                                 Ref
Control Options     Yes, No                                                      1.0

4.2.2.9 Sub-population
Label    Sub-population                                                      Identifier

Field    CMHRS_CLIENT.CMHRS_SUB_POP_CD                                       4800.3499
Control Type        Drop down – single column                                Ref
Control Options     Format      CODE.DESCRIPTION for CMHRS_SUB_POP_CD        1.0
                    Values      All CMHRS Sub-Populations (CMHRS_SUB_POP_CD) 1.1
                    Sorting     CODE.SORT_ORDER                              1.2

4.2.2.10      Professionally Determined Disability
Label    Professionally determined disability                                Identifier

Field    CMHRS_CLIENT.HIGHLVL_DISABIL_CD                                     4800.0411
Control Type        Drop down – single column                                    Ref
Control Options     Format      CODE.DESCRIPTION for HIGHLVL_DISABIL_CD          1.0
                    Values      All Professionally determined disabilities       1.1
                                (HIGHLVL_DISABIL_CD)
                    Sorting     CODE.SORT_ORDER                                   1.2




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4.2.2.11      American Indian/Alaska Native (AI/AN)
Label    American Indian/Alaska Native (AI/AN)                          Identifier

Field    CMHRS_CLIENT.NORTH_AMER_IND                                   4800.3500
Control Type        Check box                                                Ref
Control Options     N/A                                                      1.0

4.2.2.12      White
Label    White                                                          Identifier

Field    CMHRS_CLIENT.CAUCASIAN_IND                                    4800.3504
Control Type        Check box                                                Ref
Control Options     N/A                                                      1.0

4.2.2.13      Black/African American (B/AA)
Label    Black/African American (B/AA)                                  Identifier

Field    CMHRS_CLIENT.BLACK_IND                                        4800.3501
Control Type        Check box                                                Ref
Control Options     N/A                                                      1.0

4.2.2.14      Asian
Label    Asian                                                          Identifier

Field    CMHRS_CLIENT.ASIAN_IND                                        4800.3503
Control Type        Check box                                                Ref
Control Options     N/A                                                      1.0

4.2.2.15      Native Hawaiian/Other Pacific Islander (NH/OPI)
Label    Native Hawaiian/Other Pacific Islander (NH/OPI)                Identifier

Field    CMHRS_CLIENT.PACIFIC_IND                                      4800.3502
Control Type        Check box                                                Ref
Control Options     N/A                                                      1.0

4.2.2.16      County of Financial Responsibility
Label    County of financial responsibility                             Identifier

Field    CMHRS_CLIENT.CNTY_FIN_RESP_CD                                 4800.0136
Control Type        Drop down – single column                                Ref
Control Options     Format      CODE.DESCRIPTION for CNTY_CD =               1.0
                                CNTY_FIN_RESP_CD
                    Values      All active County Codes (CNTY_CD)            1.1
                    Sorting     CODE.SORT_ORDER                              1.2




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4.2.2.17       County of Service
Label      County of service                                                      Identifier

Field    CMHRS_CLIENT.CNTY_OF_SVC_CD                                             4800.0139
Control Type        Drop down – single column                                           Ref
Control Options     Format      CODE.DESCRIPTION for CNTY_CD =                          1.0
                                CNTY_OF_SVC_CD
                    Values      All active County Codes (CNTY_CD)                       1.1
                    Sorting     CODE.SORT_ORDER                                         1.2
                    Other       Visible only in regions                                 1.3


4.2.3       CMHRS Client User Actions
The table below describes the rules for View, Edit, standard Action menu options, and
custom buttons for the CMHRS Client screen.
View CMHRS Client Rules                                          Identifier    4800      Ref
Security            Fiscal Default Activities                                           1.0
Edit CMHRS Client Rules                                          Identifier    4800      Ref
Security            N/A                                                                 1.0
Enabled when        Never                                                               2.0
New CMHRS Client Rules                                           Identifier    4800      Ref
Security            N/A                                                                 1.0
Enabled when        N/A                                                                 2.0
Multi-select        N/A                                                                 3.0
Delete CMHRS Client Rules                                        Identifier    4800      Ref
Security            N/A                                                                 1.0
Enabled when        Never                                                               2.0
Multi-select        N/A                                                                 3.0
Client Index Card Button Rules                                   Identifier    4800      Ref
Security            Fiscal Default Activities                                           1.0
Enabled when        Always                                                              2.0
System Action
Display the Client Index Card Pop-up for the CMHRS Client                               3.0
(CMHRS_CLIENT.PERSON_ID)

                          Table 4-17: CMHRS Client User Actions




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4.2.4      CMHRS Client Grid
The screen below shows a sample of the CMHRS Client grid.




                              Figure 4-7: CMHRS Client Grid

Below is a list of fields available on the CMHRS Client grid.
   Column                                                                            Default
                                           Settings                           Ref
   Heading                                                                            Order
Client Name       Data Source      CMHRS_CLIENT.PERSON_ID                     1.1    1
                  Format           Last, First Middle Suffix using            1.2
                                   FormatNameLFMS
                  Sorting    1     Primary sort on Last, First, Middle        1.3
Cnty of Fin       Data Source      CMHRS_CLIENT.CNTY_FIN_RESP_CD              2.1    2
Resp              Format           CODE.DESCRIPTION                           2.2
                  Sorting    2     Secondary sort on CODE.DESCRIPTION         2.3
DOB               Data Source      CMHRS_CLIENT.BIRTH_DT                      3.1    3
                  Format           mm/dd/yyyy                                 3.2
Est DOB           Data Source      CMHRS_CLIENT.ESTIMATED_BIRTH_DT            4.1    4
                  Format           mm/dd/yyyy                                 4.2
Calculated Age    Data Source      n/a                                        5.1    5
                  Format           999                                        5.2
                  Calculations     Client’s age, in years, as of the Report   5.3
                                   Period End Date
                                   Based on the actual DOB, if the client
                                   has one, otherwise based on the
                                   estimated DOB.
SSN               Data Source      CMHRS_CLIENT.SSN                           6.1    6
                  Format           999-99-9999                                6.2
PMI #             Data Source      CMHRS_CLIENT.PMI                           7.1    7
AI/AN             Data Source      CMHRS_CLIENT.NORTH_AMER_IND                8.1    Optional
                  Format           Yes or blank                               8.2



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   Column                                                                 Default
                                        Settings                   Ref
   Heading                                                                 Order
Asian             Data Source    CMHRS_CLIENT.ASIAN_IND            9.1    Optional
                  Format         Yes or blank                      9.2
B/AA              Data Source    CMHRS_CLIENT.BLACK_IND            10.1   Optional
                  Format         Yes or blank                      10.2
CMHRS Client      Data Source    CMHRS_CLIENT.CMHRS_CLIENT_ID      11.1   Optional
#
Cnty of Svc       Data Source    CMHRS_CLIENT.CNTY_OF_SVC_CD       12.1   Optional
                  Format         CODE.DESCRIPTION                  12.2
County Person     Data Source    PERSON.CNTY_PERSON_NUM for        13.1   Optional
#                                CMHRS_CLIENT.PERSON_ID
Gender            Data Source    CMHRS_CLIENT.GENDER_CD            14.1   Optional
                  Format         CODE.DESCRIPTION                  14.2
Hispanic/Latino   Data Source    CMHRS_CLIENT.HISPANIC_IND         15.1   Optional
                  Format         Yes, No or blank                  15.2
NH/OPI            Data Source    CMHRS_CLIENT.PACIFIC_IND          16.1   Optional
                  Format         Yes or blank                      16.2
NPI/UMPI          Data Source    CMHRS_CLIENT.NPI                  17.1   Optional
Professionally    Data Source    CMHRS_CLIENT.HIGHLVL_DISABIL_CD   18.1   Optional
Determined
                  Format         CODE.DESCRIPTION                  18.2
Disability
SSIS Person #     Data Source    CMHRS_CLIENT.PERSON_ID            19.1   Optional
Sub-Population    Data Source    CMHRS_CLIENT.CMHRS_SUB_POP_CD     20.1   Optional
                  Format         CODE & " – " & CODE.DESCRIPTION   20.2
SWNDX #           Data Source    PERSON.SW_INDEX_ID for            21.1   Optional
                                 CMHRS_CLIENT.PERSON_ID
White             Data Source    CMHRS_CLIENT.CAUCASIAN_IND        22.1   Optional
                  Format         Yes or blank                      22.2
                         Table 4-18: CMHRS Client Grid Columns




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4.3 CMHRS Service Screen
The following screen shows an example of the CMHRS Services screen.




                            Figure 4-8: CMHRS Service Screen



4.3.1     CMHRS Service Detail Screen
The CMHRS Service detail screen, as show below, displays for a single CMHRS Service
record.




                         Figure 4-9: CMHRS Service Detail Screen


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4.3.1.1 CMHRS Service Detail Screen Tabs
The CMHRS Service detail screen contains the tabs defined in the table below.
                                                                           Visible
Tab Name                              Description                                    Order
                                                                           When
CMHRS         The CMHRS Service detail screen                              Always      1
Service       Caption displays as:
                                [SvcCode] - [Name] ([CntyFinResp])
              Example          491 - Smith, John M Sr. (Ramsey)
              [SvcCode]        3 digit Service Code for
                               CMHRS_SVC.BRASS_SVC_ID
              [Name]           For CMHRS_SVC.CMHRS_CLIENT_ID
                               Get Last, First Middle Suffix for
                               CMHRS_CLIENT.PERSON_ID
                               Use FormatNameLFMS
              [CntyFinResp]    For CMHRS_SVC.CMHRS_CLIENT_ID
                               Get CMHRS_CLIENT.CNTY_FIN_RESP_CD
                               description
Time          Grid of all Time Records included for the CMHRS Service      Always      2
Records       record along with a preview of the selected record.
              The defaults columns and available columns for the results
              grid are listed in Section 4.5.2, "Time Records Grid,"
              starting on page 88.

                           Table 4-19: CMHRS Service Tabs




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4.3.2     CMHRS Service Field Rules
This section contains detailed information about each field on the CMHRS Service screen.
CMHRS Service records are generated by the system and are never editable.
Standard sections of the field definition that do not apply have been removed.

4.3.2.1 Service
Label    Service                                                                 Identifier

Field    CMHRS_SVC.BRASS_SVC_ID                                                 4805.2548
Control Type        Drop down – multi-column                                          Ref
Control Options     Format      3 digit Service code – Current Service Description    1.0
                    Values      All BRASS Services                                    1.1
                    Column 1 3 digit Service code                                     1.2
                    Column 2 Current Service Description                              1.3
                    Sorting     3 digit Service code                                  1.4

4.3.2.2 Client Name
Label    Client name                                                             Identifier

Field    CMHRS_CLIENT.PERSON_ID for                                             4800.0625
         CMHRS_SVC.CMHRS_CLIENT_ID
Control Type        Text box                                                          Ref
Control Options     Last, First Middle Suffix using FormatNameLFMS                    1.0

4.3.2.3 Total Reported Minutes
Label    Total reported minutes                                                  Identifier

Field    CMHRS_SVC.TOT_REPORTED_MIN                                             4805.3497
Control Type        Text box                                                          Ref
Control Options     N/A                                                               1.0

4.3.2.4 County of Financial Responsibility
Label    County of financial responsibility                                      Identifier

Field    CMHRS_CLIENT.CNTY_FIN_RESP_CD for                                      4800.0136
         CMHRS_SVC.CMHRS_CLIENT_ID
Control Type        Drop down – single column                                         Ref
Control Options     Format      CODE.DESCRIPTION for CNTY_CD =                        1.0
                                CNTY_FIN_RESP_CD
                    Values      All active County Codes (CNTY_CD)                     1.1
                    Sorting     CODE.SORT_ORDER                                       1.2




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4.3.2.5 County of Service
Label      County of service                                                      Identifier

Field    CMHRS_CLIENT.CNTY_OF_SVC_CD for                                         4800.0139
         CMHRS_SVC.CMHRS_CLIENT_ID
Control Type        Drop down – single column                                           Ref
Control Options     Format      CODE.DESCRIPTION for CNTY_CD =                          1.0
                                CNTY_OF_SVC_CD
                    Values      All active County Codes (CNTY_CD)                       1.1
                    Sorting     CODE.SORT_ORDER                                         1.2
                    Other       Visible only in regions                                 1.3


4.3.3       CMHRS Service User Actions
The table below describes the rules for View, Edit, standard Action menu options, and
custom buttons for the CMHRS Service screen.
View CMHRS Service Rules                                         Identifier    4805      Ref
Security            Fiscal Default Activities                                           1.0
New CMHRS Service Rules                                          Identifier    4805      Ref
Security            N/A                                                                 1.0
Enabled when        N/A                                                                 2.0
Multi-select        N/A                                                                 3.0
Edit CMHRS Service Rules                                         Identifier    4805      Ref
Security            N/A                                                                 1.0
Enabled when        Never                                                               2.0
Delete CMHRS Service Rules                                       Identifier    4805      Ref
Security            N/A                                                                 1.0
Enabled when        Never                                                               2.0
Multi-select        N/A                                                                 3.0
Client Index Card Button Rules                                   Identifier    4800      Ref
Security            Fiscal Default Activities                                           1.0
Enabled when        Always                                                              2.0
System Action
Display the Client Index Card Pop-up for the CMHRS Client                               3.0
(CMHRS_CLIENT.PERSON_ID for CMHRS_SVC.CMHRS_CLIENT_ID)

                          Table 4-20: CMHRS Service User Actions




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4.3.4      CMHRS Services Grid
The screen below shows a sample of the CMHRS Service grid.




                            Figure 4-10: CMHRS Services Grid

Below is a list of fields available on the CMHRS Service grid.
   Column                                                                      Default
                                          Settings                       Ref
   Heading                                                                      Order
Svc Code          Data Source      CMHRS_SVC.BRASS_SVC_ID                1.1   1
                  Format           3 Digit Service Code                  1.2
Svc Description   Data Source      CMHRS_SVC.BRASS_SVC_ID                2.1   2
                  Format           Current Service ion                   2.2
Client Name       Data Source      CMHRS_CLIENT.PERSON_ID for            3.1   3
                                   CMHRS_SVC.CMHRS_CLIENT_ID
                  Format           Last, First Middle Suffix using       3.2
                                   FormatNameLFMS
                  Sorting          Primary sort on Last, First, Middle   3.3
Cnty of Fin       Data Source      CMHRS_CLIENT.CNTY_FIN_RESP_CD         4.1   4
Resp                               for CMHRS_SVC.CMHRS_CLIENT_ID
                  Format           CODE.DESCRIPTION                      4.2
                  Sorting          Secondary sort on CODE.DESCRIPTION    4.3
Total Reported    Data Source      CMHRS_SVC.TOT_REPORTED_MIN            5.1   5
Minutes
CMHRS Service     Data Source      CMHRS_SVC.CMHRS_SVC_ID                6.1   Optional
#
Cnty of Svc       Data Source      CMHRS_CLIENT.CNTY_OF_SVC_CD for       7.1   Optional
                                   CMHRS_SVC.CMHRS_CLIENT_ID
                  Format           CODE.DESCRIPTION                      7.2
SSIS Person #     Data Source      CMHRS_CLIENT.PERSON_ID for            8.1   Optional
                                   CMHRS_SVC.CMHRS_CLIENT_ID
                         Table 4-21: CMHRS Client Grid Columns




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4.4 Time Proofing
The following figure shows an example of the "Time Proofing" screen for a CMHRS Report.




                    Figure 4-11: Time Proofing on a CMHRS Report




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4.4.1        Time Proofing Search Fields
The table below describes the fields on the Time Proofing search.
     Label      Control Type          Default                    Search Behavior
From           Date picker      Report Period         Returns Time Records where the
               (Date only -     Start Date            activity "Date" is on or after the
               mm/dd/yyyy)                            "From" date
To             Date picker      Report Period         Returns Time Records where activity
               (Date only -     End Date              "Date" is on or before the "To" date
               mm/dd/yyyy)
Client         Checkbox         Checked
Disability     Checkbox         Checked               Returns Time Records with proofing
PMI #          Checkbox         Checked               messages in the error category, or
Time Record    Checkbox         Checked               categories, that are checked
SSN            Checkbox         Checked
                          Table 4-22: Time Proofing Field List



4.4.2        Time Proofing User Actions
This section describes the rules for the Search and Clear buttons on the Time Proofing
screen.

4.4.2.1 Search Button Rules
The table below summarizes the "Search" button rules.
Search Button Rules                                                 Identifier    1000     Ref
Security            Create CMHRS Report                                                   1.0
Enabled when        Any of the following checkboxes are checked: Client, Disability,      2.0
                    PMI #, Time Record, or SSN.
Rules on Select
Rule                "From" date must be on or after the Report Period Start Date          3.0
Error condition     "From" is blank or prior to the Report Period Start Date
Action              Set the value of "From" to the Report Period Start Date

Rule                "To" date must be on or before the Report Period End Date             3.1
Error condition     "To" is blank or after to the Report Period End Date
Message             Set the value of "To" to the Report Period End Date
System Action
Run proofing logic based on selected criteria                                             4.0

                            Table 4-23: Search Button Rules




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4.4.2.2 Clear Button Rules
The table below summarizes the "Clear" button rules.
Clear Button Rules                                                  Identifier    1000     Ref
Security            Create CMHRS Report                                                   1.0
Enabled when        Always                                                                2.0
System Action
Reset all Time Proofing defaults and clear the Time Proofing search results               3.0

                               Table 4-24: Clear Button Rules



4.4.3      Time Proofing Search Results Grid
The defaults columns and available columns for the results grid are listed in Section 4.5.2,
"Time Records Grid," starting on page 88.


4.4.4      Standard Criteria for Records on Proofing
For a record to display in proofing, it must meet all of the following conditions. If any
condition is not met, the record is not included in the Time Proofing search results or in the
CMHRS Report.
        Criteria                                      Details                             Ref
Activity Date is during     TIME_RECORD.ACTIVITY_DT between Report Period                1.0
the Reporting Period        Start Date and Report Period Start Date
Regarding Time is           ON_BEHALF_OF.DURATION > 0                                    2.0
greater than 0
"Service" is a              TIME_RECORD.BRASS_SVC_ID in                                  3.0
Reportable Service
                            (Select BRASS_SVC_HIST.BRASS_SVC_ID from
                            BRASS_SVC_HIST
                            where BRASS_SVC_HIST.CMHRS_IND is ‘Y’
                            and TIME_RECORD.ACTIVITY_DT between
                            BRASS_SVC_HIST.VALID_START_DT and
                            BRASS_SVC_HIST.VALID_END_DT
                            See Appendix C.2.2, "BRASS Services included on
                            CMHRS," on page 117 for a complete list of Reportable
                            Services.
For regions only:           For Faribault/Martin                                         4.0
"County of Service" is         TIME_RECORD.CNTY_OF_SVC_CD in (22,46)
in the region.
                            For Lincoln/Lyon/Murray
                               TIME_RECORD.CNTY_OF_SVC_CD in (41,42,51)

                          Table 4-25: Time Record Proofing Criteria




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4.4.5        Proofing Messages
The table below shows the error categories for the CMHRS Report and messages used for
each error category
 Error Category      Message #                               Description
Client                     107     Estimated DOB
                          3010     No Race Entered
                          3013     Hispanic heritage cannot be converted
PMI #                     1018     Missing PMI #
SSN                       3012     No SSN
Disability                3015     No Disability Entered
                          3016     Disability not specific
                          3017     Age conflicts with Sub-population
Time Record               3002     Adult Client with Children's Service
                          3003     Child with Adult Service
                          3009     Regarding duration is zero
                          3014     County of Service not in the region

                         Table 4-26: Summary of Proofing Messages




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 4.4.5.1 #107 - Estimated DOB
Error Category     Client                                           Message #      107
Description        Estimated DOB
Edit Logic         Client must have an Actual DOB
Display As         Warning                    Navigates    Client node container (Person
Message Type       Client                     To           Screen)

Short Message      "Est. date of birth" ([@ClientEDOB]).
Example            Client: "Est. date of birth" (09/01/1991).
Long Message       Client has an estimated date of birth rather than an actual date of birth.
                   @ClientEDOB = PERSON.ESTIMATED_BIRTH_DT, formatted as
Parameters
                     mm/dd/yyyy
                   Display when client does not have an actual date of birth
Edit Details
                      PERSON.BIRTH_DT is null



 4.4.5.2 #1018 – Missing PMI #
Error Category     Client                                           Message #      1018
Description        Missing PMI #
Edit Logic         Client does not have a PMI number
Display As         Warning                    Navigates    Client node container (Person
Message Type       Client                     To           Screen)

Short Message      PMI # not found.
Example            Client: PMI # not found.
                   Client does not have a Person Master Index (PMI) number in SSIS.
Long Message
                   Client must have a PMI #.
Parameters         None
                   Display when PMI is null for the Client on the Time Record:
Edit Details
                      PERSON.PMI is null for ON_BEHALF_OF.PERSON_ID




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 4.4.5.3 #3002 – Adult Client with Children's Service
Error Category     Time Record                                      Message #       3002
Description        Adult Client with Children's Service
Edit Logic         Client was an adult (18 or older) when the Service was provided and the
                   Service is for children.
Display As         Warning                   Navigates
                                                           selected Time Record
Message Type       Time Record               To

                   Client is an adult ([@ClientAge]) on the activity date and "Service"
Short Message
                   ([@SvcCode] - [@SvcDescription]) is for children.
                   Time Record: Client is an adult (25) and “Service” (453 - Child
Example
                   outpatient psychotherapy) is for children.
Long Message       The age of the client on the Time Record is incorrect for the "Service".
                   @ClientAge = Calculated age (in years) on the date of service.
                      If PERSON.BIRTH_DT is not null then calculate the age for
                      PERSON.BIRTH_DT on trunc(TIME_RECORD.ACTIVITY_DT)
                      Else calculate the age for PERSON.ESTMATED_BIRTH_DT on
Parameters
                      trunc(TIME_RECORD.ACTIVITY_DT)
                   @SvcCode = 3 digit Service Code for TIME_RECORD.BRASS_SVC_ID
                   @SvcDescription = Current Service Description for
                                   TIME_RECORD.BRASS_SVC_ID




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                   Display when all of the following are true:
                   •   Client age is 18 or older on the service date
                            If PERSON.BIRTH_DT is not null then calculate the age for
                            PERSON.BIRTH_DT on trunc(TIME_RECORD.ACTIVITY_DT)
                            Else calculate the age for PERSON.ESTMATED_BIRTH_DT on
                            trunc(TIME_RECORD.ACTIVITY_DT)
                   •   The Service is one of the following children services:
                          Service                      Description
                          405       Child outpatient diagnostic
                                    assessment/psychological testing
                          410       Child Level of Care Determination

Edit Details              430       Other family community support services (FCSS)
                          432       Children's mental health crisis services
                          439       Child Mental Health Behavioral Aide Services
                          440       Child Direction of Mental Health Behavioral Aides
                          453       Child outpatient psychotherapy
                          455       Child outpatient medication management
                          462       Family-Based Services
                          466       Mental Health Therapeutic Pre-school Program
                          467       Child Day Treatment
                          490       Child Rule 79 Case Management
                          492       Child General Case Management

                   •   Children's Services considered for this message must be reviewed
                       and, if necessary, updated for each release of the BRASS Service
                       Bulletin.
Note
                   •   Ended Services need to remain in this message for a period of time
                       to display with reports created for a time period when the Service
                       was valid.




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 4.4.5.4 #3003 – Child with Adult Service
Error Category      Time Record                                      Message #      3003
Description         Child with Adult Service
Edit Logic          Client was a child (17 or younger) when the Service was provided and
                    the Service is for adults.
Display As          Warning                    Navigates
                                                            selected Time Record
Message Type        Time Record                To

                    Client is a child ([@ClientAge]) on the activity date and "Service"
Short Message
                    ([@SvcCode] - [@SvcDescription]) is for adults.
                    Time Record: Client is a child (7) and "Service" (436 – Adult crisis
Example
                    stabilization) is for adults.
Long Message        The age of the client on the Time Record is incorrect for the "Service".
                    @ClientAge = Calculated age (in years) on the date of service.
                          If PERSON.BIRTH_DT is not null then calculate the age for
                          PERSON.BIRTH_DT on trunc(TIME_RECORD.ACTIVITY_DT)
                          Else calculate the age for PERSON.ESTMATED_BIRTH_DT on
Parameters
                          trunc(TIME_RECORD.ACTIVITY_DT)
                    @SvcCode = 3 digit Service Code for TIME_RECORD.BRASS_SVC_ID
                    @SvcDescription = Current Service Description for
                                    TIME_RECORD.BRASS_SVC_ID




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                    Display when all of the following are true:
                    •     Client age is 17 or younger on the service date
                             If PERSON.BIRTH_DT is not null then calculate the age for
                             PERSON.BIRTH_DT on trunc(TIME_RECORD.ACTIVITY_DT)
                             Else calculate the age for PERSON.ESTMATED_BIRTH_DT on
                             trunc(TIME_RECORD.ACTIVITY_DT)
                    •     The Service is a valid for CMHRS on the Service date.
                             BRASS_SVC_HIST.CMHRS_IND = ‘Y’
                    •     The Service is one of the following adult services:
                           Service                        Description
                           408        Adult outpatient diagnostic
                                      assessment/psychological testing
Edit Details               420
                           431        Adult mental health crisis assess. & intervention
                                      services
                           436        Adult crisis stabilization
                           434        Other community support program services (CSP)
                           437
                           438        Assertive Community Treatment (ACT)
                           452        Adult outpatient psychotherapy
                           454        Adult outpatient medication management
                           468        Adult Day Treatment
                           491        Adult Rule 79 Case Management
                           493        Adult General Case Management

                    •     Adult Services considered for this message must be reviewed and,
                          if necessary, updated for each release of the BRASS Service
                          Bulletin.
Note
                    •     Ended Services need to remain in this message for a period of time
                          to display with reports created for a time period when the Service
                          was valid.




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 4.4.5.5 #3009 – Regarding duration is zero
Error Category      Time Record                                     Message #       3009
Description         Regarding duration is zero
Edit Logic          The Allocated Time for the client cannot be zero.
Display As          Error                    Navigates
                                                            selected Time Record
Message Type        Time Record              To

Short Message       Duration for Client ([@ClientName]) is 0.
Example             Time Record: Duration for Client (Tarkenton, Fran M Sr) is 0.
                    The Duration for the client in the Regarding section of the Time Record
Long Message
                    is 0. Duration must be at least one minute to be included.
                    @ClientName = Trim(PERSON.LAST_NAME + “, “ +
Parameters            PERSON.FIRST_NAME + " " + PERSON.MIDDLE_NAME + “ “ +
                      PERSON.NAME_SUFFIX) for ON_BEHALF_OF.PERSON_ID
                    Display when the regarding duration is <= 0
Edit Details
                             ON_BEHALF_OF.DURATION <= 0

 4.4.5.6 #3010 – No Race Entered
Error Category      Client                                          Message #       3010
Description         No Race Entered
Edit Logic          Client does not have a Race record in SSIS
Display As          Warning                                 Client |
                                             Navigates
                                                            Name/Race/Relationship node
Message Type        Client                   To
                                                            container
Short Message       No Race record exists.
Example             Client: No Race record exists.
Long Message        Client does not have a Race record entered in SSIS.
Parameters          None
                    Display when client does not have a Race record.
Edit Details
                          Count(RACE_ETHNIC_TRIBE.PERSON_ID) = 0




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 4.4.5.7 #3012 – No SSN
Error Category      Client                                          Message #      3012
Description         No SSN
Edit Logic          Client does not have a SSN entered in SSIS.
Display As          Warning                   Navigates     Client node container (Person
Message Type        Client                    To            Screen)

Short Message       "SSN" is blank.
Example             Client: "SSN" is blank.
Long Message        The CMHRS Report uses SSN to uniquely identify the client
Parameters          None
                    Display when client does not have a SSN:
Edit Details
                             PERSON.SSN is null



 4.4.5.8 #3013 – Hispanic heritage cannot be converted
Error Category      Client                                          Message #      3013
Description         Hispanic heritage cannot be converted
Edit Logic          Display when client's Hispanic heritage is not Yes or No
Display As          Warning                   Navigates     Client node container (Person
Message Type        Client                    To            Screen)

Short Message       "Hispanic heritage" ([@HispHeritageDescription]) cannot be converted.
                    Client: "Hispanic heritage" (Unable to determine - abandoned child)
Example
                    cannot be converted.
                    "Hispanic heritage" must be "Yes" or "No" to convert to a CMHRS
Long Message
                    "Hispanic/Latino" code.
                    @HispHeritageDescription = CODE.DESCRIPTION for
Parameters
                    PERSON.HISPANIC_CD
                    Display when client's Hispanic heritage is not Yes or No
Edit Details
                             PERSON.HISPANIC_CD not = 'Y' or 'N'




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 4.4.5.9 #3014 – County of Service is not in the region.
Error Category      Time Record                                       Message #      3014
                    County of Service not in the region
Description
                    Only applies to regions (L/L/M) & (F/M)
Edit Logic          The County of Service must be a county in the region.
Display As          Error                       Navigates
                                                              selected Time Record
Message Type        Time Record                 To

Short Message       County of Service ([@CountyName]) is not in the region.
Example             Time Record: County of Service (Carver) is not in the region.
Long Message        The County of Service must be one of the counties in the region.
                    @CountyName = CODE.DESCRIPTION for
Parameters
                                  TIME_RECORD.CNTY_OF_SVC_CD
                    Display when one of the following conditions is met:
                    •     The region is 88 (Lincoln/Lyon/Murray) but the County of Service is
                          not Lincoln, Lyon, or Murray.
                             SYSTEM_CONTROL.CNTY_CD = 88
Edit Details                 and TIME_RECORD.CNTY_OF_SVC_CD <> 41, 42, or 51
                    •     The region is 92 (Faribault/Martin) but the County of Service is not
                          Faribault or Martin.
                             SYSTEM_CONTROL.CNTY_CD = 92
                             and TIME_RECORD.CNTY_OF_SVC_CD <> 22 or 46




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 4.4.5.10      #3015 – No Disability Entered
Error Category       Client                                         Message #       3015
Description          No Disability Entered
Edit Logic           Client does not have a Professionally Determined Disability
Display As           Warning                                 Client node container |
                                              Navigates      Disability/Diagnosis/
Message Type         Client                   To             Substance | Professionally
                                                             Determined Disability Tab
Short Message        No Professionally Determined Disability selected.
Example              Client: No Professionally Determined Disability selected.
                     Client does not have a Professionally Determined Disability entered in
Long Message
                     SSIS.
Parameters           None
                     Display when client does not have a disability record
Edit Details
                              Count(DISABILITY.PERSON_ID) = 0




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 4.4.5.11      #3016 –Disability not specific
Error Category       Client                                          Message #     3016
Description          Disability not specific
Edit Logic           The Professional Determined Disabilities: "No known disability" or
                     "Currently being evaluated" cannot be converted to a CMHRS Sub-
                     population
Display As           Warning                     Client node container |
                                     Navigates
                                                 Disability/Diagnosis/Substance |
Message Type         Client          To
                                                 Professionally Determined Disability Tab
                     Professionally Determined Disability ([@PDDDescription]) converted to
Short Message
                     CMHRS "Sub-population" ([@SubPopCode] - [@SubPopCodeDesc]).
                     Client: Professionally Determined Disability (No known disability)
Example              converted to CMHRS "Sub-population" (D – No emotional disturbance
                     (Child)).
                     Client's Professionally Determined Disability may need to be more
Long Message
                     specific.
                     @PDDDescription = CODE.DESCRIPTION for
                       DISABILITY.HIGHLVL_DISABIL_CD
                     @SubPopCode =
                          If PERSON.BIRTH_DT is not null then calculate the age for
                          PERSON.BIRTH_DT on Report Period End Date
Parameters
                          Else calculate the age for PERSON.ESTMATED_BIRTH_DT on t
                          Report Period End Date
                          "O" if CalculatedAge on the Report Period End Date >=18
                          Else "D"
                     @SubPopCodeDesc = CODE.DESCRIPTION for @SubPopCode
                     Display when any of the following are true:
                     •    Client has one of the following Disability codes: 'No known
Edit Details              disability' or 'Currently being evaluated'
                              DISABILITY.HIGHLVL_DISABIL_CD in (‘01’, '97')
                     •    Client does not have any other Disability records




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 4.4.5.12      #3017 – Age conflicts with Sub-population
Error Category       Client                                          Message #      3017
Description          Age conflicts with Sub-population
Edit Logic           Age on the Report Period End Date and the age for Disability do not
                     match
Display As           Warning                     Client node container |
                                     Navigates
                                                 Disability/Diagnosis/ Substance |
Message Type         Client          To
                                                 Professionally Determined Disability Tab
                     Professionally Determined Disability ([@PDDDescription]) converted to
Short Message        CMHRS "Sub-population" ([@SubPopCode] - [@SubPopCodeDesc])
                     conflicts with the age of the client ([@ClientAge]).
                     Client: Professionally Determined Disability (Adult Mental Illness –
Example              Serious and Persistent (SPMI)) converted to CMHRS "Sub-population"
                     conflicts with the age of the client (17).
                     Selection of the Professionally Determined Disability to convert to the
                     CMHRS "Sub-population" is based on the order of precedence defined
Long Message         by the Mental Health Division. Use adult disabilities for clients age 18
                     and over. Use children's disabilities for clients under 18. The age is
                     calculated for the client based on the report end date.
                     @PDDDescription = CODE.DESCRIPTION for
                              DISABILITY.HIGHLVL_DISABIL_CD
                     @ClientAge =
                          If PERSON.BIRTH_DT is not null then calculate the age for
                          PERSON.BIRTH_DT on Report Period End Date
Parameters                Else calculate the age for PERSON.ESTMATED_BIRTH_DT on t
                          Report Period End Date
                     @SubPopCode =
                          "O" if @ClientAge on the Report Period End Date >=18
                          Else "D"
                     @SubPopCodeDesc = CODE.DESCRIPTION for @SubPopCode




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                     Calculate the client's age on Report Period End Date:
                          If PERSON.BIRTH_DT is not null then calculate the age for
                          PERSON.BIRTH_DT on Report Period End Date
                          Else calculate the age for PERSON.ESTMATED_BIRTH_DT on t
                          Report Period End Date
                     Display when one of the following are true:
                     •    Client is < 18 and the Professionally Determined Disability that
                          would convert to the CMHRS Sub-population is one of the following
                          Adult disabilities:
Edit Details
                             15       Adult Mental Illness - Serious and Persistent (SPMI)
                             16       Adult Mental Illness – Acute
                     •    Client >= 18 and the Professionally Determined Disability that
                          would convert to the CMHRS Sub-population is one of the following
                          child disabilities:
                             07      Emotional Disturbance, Child under age 18, not severe
                             08      Emotional Disturbance, Child under age 18, severe
                                  DISABILITY.HIGHLVL_DISABIL_CD in ('07', '08')




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4.5 Time Records Screen
This section describes the user actions for Time Records that are available from the CMHRS
Report and the Time Record grids displayed in the CMHRS Report.


4.5.1      Time Record User Actions
The table below describes the rules for View, Edit and standard Action menu options for the
Time Record screen on the "Time Records" tab of the CMHRS Client and CMHRS Service
screens and on the "Time Proofing" tab of the CMHRS Report.
View Time Record Rules                                            Identifier    1000     Ref
Security            Fiscal Default Activities                                           1.0

New Time Record Rules                                             Identifier    1000     Ref
Security            N/A                                                                 1.0
Enabled when        N/A                                                                 2.0
Multi-select        N/A                                                                 3.0
Edit Time Record Rules                                            Identifier    1000     Ref
Security            Enter Another Persons Time                                          1.0
Enabled when        Always                                                              2.0
Delete Time Record Rules                                          Identifier    1000     Ref
Security            Enter Another Persons Time                                          1.0
Enabled when        Always                                                              2.0
Multi-select        Yes                                                                 3.0
                          Table 4-27: Time Record User Actions




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4.5.2      Time Records Grid
Below is a list of fields available on the Time Records grid.
    Column                                                                           Default
                                                Settings
    Heading                                                                           Order
Client Name         Data Source      ON_BEHALF_OF.PERSON_ID                          1
                    Format           Last, First Middle Suffix using
                                     FormatNameLFMS
                    Sorting          Primary
                    Total            Count
Activity Date       Data Source      TIME_RECORD.ACTIVITY_DT                         2
                    Format           Date only: mm/dd/yyyy
                    Sorting          Secondary
Svc Code            Data Source      TIME_RECORD.BRASS_SVC_ID                        3
                    Format           3 digit Service Code
Activity            Data Source      TIME_RECORD.TR_ACTIVITY_ID                      4
                    Format           TR_ACTIVITY.DESCRIPTION
Reported Min        Data Source      CMHRS_SVC_OBO_XREF.REPORTED_MIN                 5
                    Total            Sum
                    Other            Displayed only on the Time Records tab for a
                                     CMHRS Client & CMHRS Service record
                                     Not available on Time Proofing
Regarding           Data Source      ON_BEHALF_OF.DURATION                           6
Duration (Min)      Total            Sum
Worker              Data Source      TIME_RECORD.STAFF_ID                            7
                    Format           Last, First Middle Suffix using
                                     FormatNameLFMS
Calculated Age      Calculations     Calculate age on the Report Period Start        8
                                     Date using on one of the following:
                                         •   PERSON.BIRTH_DT if not null
                                         Otherwise
                                        • PERSON.ESTMATED_BIRTH_DT
Cnty Acctg          Data Source      TIME_RECORD.CNTY_ACCTG_CODE                     Optional

Cnty of Svc         Data Source      TIME_RECORD.CNTY_OF_SVC_CD                      Optional
                    Format           CODE.DESCRIPTION
Cnty Sub-Svc        Data Source      CNTY_SUBSVC.CNTY_SUBSVC_DESC for                Optional
Description                          TIME_RECORD.CNTY_SUBSVC_ID
Cnty Sub-Svc        Data Source      CNTY_SUBSVC.CNTY_SUBSVC_NUM for                 Optional
Number                               TIME_RECORD.CNTY_SUBSVC_ID

County Person #     Data Source      PERSON.CNTY_PERSON_NUM for                      Optional
                                     TIME_RECORD.PERSON_ID




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    Column                                                                 Default
                                           Settings
    Heading                                                                 Order
DOB                 Data Source   PERSON.BIRTH_DT for                      Optional
                                  TIME_RECORD.PERSON_ID
                    Format        Date only: mm/dd/yyyy
Est DOB             Data Source   PERSON. ESTIMATED_BIRTH_DT for           Optional
                                  TIME_RECORD. PERSON_ID
                    Format        Date only: mm/dd/yyyy
Group Time          Data Source   CMHRS_SVC_OBO_XREF.GRP_TIME_IND          Optional
                    Format        Yes or No
On Behalf Of #      Data Source   ON_BEHALF_OF.ON_BEHALF_OF_ID             Optional

PMI #               Data Source   PERSON.PMI for TIME_RECORD.PERSON_ID    Optional

SSIS Person #       Data Source   TIME_RECORD.PERSON_ID                   Optional

SSIS WG #           Data Source   TIME_RECORD.WG_ID                       Optional
Svc Description     Data Source   Current Service Description for         Optional
                                  TIME_RECORD.BRASS_SVC_ID
Time Record #       Data Source   TIME_RECORD.TIME_RECORD_ID              Optional

Workgroup Name      Data Source   WORK_GROUP.WG_DESC for                  Optional
                                  TIME_RECORD.WG_ID
                         Table 4-28: Time Records Grid Columns




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4.6 Accessing CMHRS Reports
The table below shows where to access CMHRS Reports in SSIS Worker.
    From                        Option                        Visible When
Main Menu       Searches/Logs                      Security = Fiscal Default Activities
                    State Reports
                         CMHRS Report
Task Panel      State Reports group                Security = Fiscal Default Activities
                    CMHRS Report

                          Figure 4-12: Accessing CMHRS Report




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4.7 CMHRS Report Tree
The figure below shows an example of the CMHRS Report tree.




                          Figure 4-13: CMHRS Report Tree




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The table below links the example in the previous screen shot to the detailed tree definition,
which follows this table. The "Reference" and "ID" columns provide a unique name and
number for each node of the tree for documentation purposes only.
                  Example                                      Reference                  ID
CMHRS Reports                                      CMHRS Reports                          1
  2008 S2 Draft                                      Individual CMHRS Report              2
    CMHRS Clients                                      CMHRS Clients                      3
       Worker, Jane Test (Faribault)                      Individual CMHRS Client         4
         Contact/Activity – 07/03/2008                       CMHRS Client Time Record     5
    CMHRS Services                                     CMHRS Services                     6
       491 – Worker, Jane Test (Faribault)                Individual CMHRS Service        7
         Contact/Activity – 07/03/2008                       CMHRS Svc Time Record        8
    Time Proofing                                      Time Proofing                      9
       Contact – 07/13/2008                               CMHRS Proofing Time Record      10
         Molly MH-TCM                                        CMHRS Person                 11
                         Table 4-29: CMHRS Report Tree Nodes

CMHRS Reports                                                                      ID     1
    Description       Top level node of the tree
    Fixed Caption     CMHRS Reports
    Icon                 (149)
Individual CMHRS Report                                                            ID     2
    Description       A single CMHRS Report record
    Fixed Caption     CMHRS Report
    Calculated        [Year] [Period] [Revision] [Status]
    Caption           Example          2008 S2 (Revision: 1) Submitted
                      [Year]           STATE_RPT.ST_RPT_YEAR
                      [Period]         STATE_RPT.ST_RPT_PERIOD_CD
                      [Revision]       '(Revision: ' & STATE_RPT.ST_RPT_REV_NUM & ')'
                                       Nothing displayed if ST_RPT_REV_NUM = '0'
                      [Status]         STATE_RPT.ST_RPT_STATUS_CD description
    Records           One node for each CMHRS Report record
    included          (STATE_RPT.ST_RPT_TYPE_CD = '3')
    Sort Order        STATE_RPT.ST_RPT_YEAR                                  Descending
                      STATE_RPT.ST_RPT_PERIOD_CD                             Descending
                      STATE_RPT.ST_RPT_REV_NUM                               Descending
    Icon                 (20)       (21)
CMHRS Clients                                                                      ID     3
    Description       Folder of all CMHRS Clients for the selected report
    Fixed Caption     CMHRS Clients
    Icon                 (20)       (21)




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Individual CMHRS Client                                                        ID     4
    Description      A single CMHRS Client record on the selected report
    Fixed Caption    CMHRS Client
    Calculated       [Name] ([CntyFinResp])
    Caption          Example           Smith, John M Sr. (Ramsey)
                     [Name]            Last, First Middle Suffix for
                                       CMHRS_CLIENT.PERSON_ID using FormatNameLFMS
                     [CntyFinResp] CMHRS_CLIENT.CNTY_FIN_RESP_CD description
    Records          One node for each CMHRS Client record associated with the selected
    included         report (CMHRS_CLIENT)
    Sort Order       Last, First Middle Suffix for CMHRS_CLIENT.PERSON_ID Ascending
                     CMHRS_CLIENT.CNTY_FIN_RESP_CD description               Ascending
    Icon                 (20)      (21)
CMHRS Client Time Record                                                       ID     5
    Description      A single Time Record during the Reporting Period for the selected
                     CMHRS Client
    Fixed Caption    Contact/Activity
    Calculated       Contact/Activity – [Date]
    Caption          Example          Contact/Activity – 05/01/2009
                     [Date]           TIME_RECORD.DATE formatted as mm/dd/yyyy
    Records          One node for each associated Time Record for the selected CMHRS
    included         Client (CMHRS_SVC_OBO_XREF)
    Sort Order       TIME_RECORD.DATE                                        Ascending
CMHRS Services                                                                 ID     6
    Description      Folder of all CMHRS Services for the selected report
    Fixed Caption    CMHRS Services
    Icon                 (20)      (21)
Individual CMHRS Service                                                       ID     7
    Description      A single CMHRS Service record on the selected report
    Fixed Caption    CMHRS Service
    Calculated       [Service] – [Name] ([CntyFinResp])
    Caption          Example           491 - Smith, John M Sr. (Ramsey)
                     [Service]         CMHRS_SVC.BRASS_SVC_ID 3 digit Service code
                     [Name]            Last, First Middle Suffix for
                                       CMHRS_CLIENT.PERSON_ID using FormatNameLFMS
                     [CntyFinResp] CMHRS_CLIENT.CNTY_FIN_RESP_CD description
    Records          One node for each CMHRS Service record associated with the selected
    included         report (CMHRS_SVC)
    Sort Order       3 digit Service code for CMHRS_SVC.BRASS_SVC_ID         Ascending
                     Last, First Middle Suffix for CMHRS_CLIENT.PERSON_ID Ascending
                     CMHRS_CLIENT.CNTY_FIN_RESP_CD description               Ascending
    Icon                 (20)      (21)




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CMHRS Service Time Record                                                         ID     8
    Description      A single Time Record during the Reporting Period for the selected
                     CMHRS Service
    Fixed Caption    Contact/Activity
    Calculated       Contact/Activity – [Date]
    Caption          Example          Contact/Activity – 05/01/2009
                     [Date]           TIME_RECORD.DATE formatted as mm/dd/yyyy
    Records          One node for each associated Time Record for the selected CMHRS
    included         Service (CMHRS_SVC_OBO_XREF)
    Sort Order       TIME_RECORD.DATE                                        Ascending
Time Proofing                                                                     ID     9
    Description      Search screen used to find errors and warnings on records that cause
                     records to be excluded from the report or that could cause the report
                     to be rejected by DHS/MHD
    Fixed Caption    Time Proofing
    Icon                 (156)
CMHRS Proofing Time Record                                                        ID     10
    Description      A single Time Record containing one or more errors or warning
                     based on the criteria selected on the Time Proofing screen
    Fixed Caption    Contact/Activity
    Calculated       Contact/Activity – [Date]
    Caption          Example              Contact/Activity – 05/01/2009
                     [Date]               TIME_RECORD.DATE formatted as mm/dd/yyyy
    Records          One node for each Time Record that meets the Time Proofing search
    included         criteria
    Sort Order       Last, First Middle Suffix for ON_BEAHLF_OF.PERSON_ID Ascending
                     TIME_RECORD.DATE                                           Ascending
CMHRS Person                                                                      ID     11
    Description      Top level node of the Person tree for the client on the Time Record.
                     This node expands to the full Person tree, which is not defined in this
                     document.
    Inheriting       Inherits from dmnClient Node
                   Table 4-30: CMHRS Report Tree Node Definitions




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                           RELATED DOCUMENTS


Following is a list of documents that are related to this software specification.
   •   SSIS Fiscal System Specification
   •   CMHRS Reporting Manual dated October 2003
   •   Replacement Pages for the CMHRS Reporting Manual dated 10/2006




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                                       GLOSSARY


Following is a list of terms used in this software specification. When used, these terms are
denoted with a bold, italic font (e.g. Group Time).
        Term                                           Definition
CMHRS                    Community Mental Health Report System
Group Time               Group Time is recorded on Time Records using one of the following
                         Activities:
                            •   Group time .5 hours
                            •   Group time 1 hour
                            •   Group time 1.5 hours
                            •   Group time 2 hours
                            •   Group time 4 hours
                         The Reported Time for a Time Record with a group time activity is
                         the amount of time on the description of the Activity rather than the
                         amount of Time Recorded in the "Regarding" section of the Time
                         Record.
Header                   The general information about the report, such as report dates,
                         status information and contact information. This information is
                         stored in the State Reports table (STATE_RPT). The detail records
                         for the report are linked to the header record.
Regarding Time           Regarding Time is the amount of Time Recorded for a client in the
                         "Regarding" section of the Time Record. This is also referred to as
                         the "On behalf of" record.
                         With the exception of Group Time, the Regarding Time is the
                         Reported Time.
Reportable               A Reportable Service is a Mental Health BRASS Service that
Service                  DHS/MHD has indicated will be included in the CMHRS Report. See
                         Appendix C.2.2, "BRASS Services included on CMHRS," on page 117
                         for a complete list of Reportable Services.
                         DHS/MHD updates the list of Reportable Services as BRASS
                         Services are added, ended or changed.
Reported Time            Reported Time is amount of time reported for CMHRS. It is either
                         the Group Time or the Regarding Time.
Reporting Period         The period of time being reported, either Jan. 1 through June 30 of
                         the report year, or July 1 through Dec. 31 of the report year




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       Term                                            Definition
Report Period            Depending on the "Period" selected on the header, either Jan. 1 or
Start Date               July 1 of the "Year" on the header
                            If STATE_RPT.ST_RPT_PERIOD_CD = 'S1'
                                "Jan. 1" for STATE_RPT. ST_RPT_YEAR
                            ELSE (STATE_RPT.ST_RPT_PERIOD_CD = 'S2')
                                "July 1" of STATE_RPT. ST_RPT_YEAR
Report Period End        Depending on the "Period" selected on the header, either June 30
Date                     or Dec. 31 of the "Year" on the header
                            If STATE_RPT.ST_RPT_PERIOD_CD = 'S1'
                                "June 30" for STATE_RPT. ST_RPT_YEAR
                            ELSE (STATE_RPT.ST_RPT_PERIOD_CD = 'S2')
                                "Dec. 31" of STATE_RPT. ST_RPT_YEAR
Sub-population           The CMHRS Report uses Sub-population to categorize the severity of
                         a client's mental illness or emotional disturbance. Separate sub-
                         populations for children and adults. The table below lists the CMHRS
                         sub-populations.
                                 Age         Code                   Description
                                               E     Severe emotional disturbance
                            Child (Age 17
                                               C     Other emotional disturbance
                             and under)
                                               D     No emotional disturbance
                                               S     Serious and persistent Mental Illness
                            Adult (Age 18
                                               A     Acute Mental Illness
                              and over)
                                               O     Other Mental Illness
                         SSIS uses the client's "Professionally Determined Disability" to
                         determine the sub-population. Because a client can have multiple
                         Professionally Determined Disabilities, SSIS converts this
                         information using an order of precedence.
                         y records. Only one Sub-population code per client is allowed in
                         CMHRS. The following tables list the conversion from SSIS
                         Professionally Determined Disability to Sub-population in order of
                         precedence.
                         Note: The conversion for children includes the adult codes S and A,
                         and the adult conversion includes the child codes E and C. These
                         records display on the Proofing Report as warnings, but are still
                         reported to CMHRS.
Time Record              Time Record refers to the information on a Time Record plus the
                         information for an individual client in the "Regarding" section of the
                         Time Record.




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APPENDIX A: Issues, Design Decisions and Change
                    Requests


This section describes design issues and decisions along with information regarding change
requests.


A.1 Issues and Design Decisions

The following table lists major issues identified during design. The decision on how to
address the issue, along with the rationale is included for issues that have been resolved or
deferred.
    #         Issue Description              Design Decision and Rationale            Date
1       Aggregate Report                   Per Gary Mager, the aggregate section     09/25/07
                                           of the CMHRS report is no longer
                                           required.
2       Group Time must be reported        Staff Activity in SSIS was designed to    10/16/07
        for each client with the total     keep a record of how county workers
        time of the group.                 spent their time, rather than the
                                           amount of time each client received
                                           services.
                                           To accommodate this requirement,
                                           several "Group time" activities have
                                           been added to Staff Activity, each with
                                           a specific duration. The CMHRS
                                           Report will use the amount of time
                                           defined by the activity description,
                                           rather than the duration on the Time
                                           Record or the On Behalf Of record.
3       Should there be edits on which     Per Deb Wesley, any BRASS Service         11/16/07
        BRASS Services are valid with      that uses a "Group time" activity
        Group Time? Counties can add       should be reported as Group Time.
        and remove activities associated
        with any BRASS Service based
        on how they provide services in
        their county.

                         Table A-1: Issues and Design Decisions




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A.2 Change Requests
The following table lists change requests and how each request was addressed.
Version         PR #              Issue Description               Design Decision
5.2.e     09-0723-0857-53    New BRASS Services 420 &        Update Appendix C.2.2,
                             437 will be included on the     "BRASS Services included on
                             CMHRS Report                    CMHRS" with new services.
5.3       09-1009-0914-17    New BRASS Services 420 &        Add new BRASS Services 420
                             437 should only be used with    & 437 to Proofing Message
                             adult clients                   3003
5.6       09-1120-1127-38    Generate process allows the     The Status must be Draft to
                             report to be re-generated       re-generate the report.
                             when the Status is Finalized.   Update business rule and
                                                             error message accordingly.
                                                             In addition, change the
                                                             message that displays if
                                                             another user has deleted the
                                                             report to be more user
                                                             friendly.

                             Table A-2: Change Requests




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                      APPENDIX B: Database Models


Below is a summary of the models contained in this section and a description of each model.
           Heading                                               Description
Figure B-1: CMHRS Report                 Tables used to store the CMHRS Report
Tables
Figure B-2: CMHRS Report                 CMHRS Report tables with related Person and Time
Tables with Person and Time              Record tables
Records
Figure B-3: Additional                   Additional tables used to create the CMHRS Report and
Supporting Tables                        their relationship to the CMHRS Report and Time Record
                                         tables
Figure B-4: Submitted CMHRS              Tables used to store CMHRS Reports that have been
Report Tables on the State               submitted to the state and the additional BRASS Service
Report Database                          tables needed to access those records


B.1 CMHRS Report Tables
This figure shows the tables used to store the information for a CMHRS Report.

                                               CMHRS_CLIENT                         CMHRS_SVC
                                            CMHRS_CLIENT_ID                      CMHRS_SVC_ID
                                            STATE_RPT_ID                         CMHRS_CLIENT_ID
     STATE_RPT                              PERSON_ID                            BRASS_SVC_ID
                                            ASIAN_IND                            TOT_REPORTED_MIN
STATE_RPT_ID                                BIRTH_DT                             LAST_CHGD_BY
STAFF_ID                                    BLACK_IND            CMHRS_CLIENT_ID LAST_CHGD_DT
ST_CONTACT_PHONE                            CAUCASIAN_IND
ST_RPT_CONTACT_NAME                         CMHRS_SUB_POP_CD
ST_RPT_GEN_DT                               CNTY_FIN_RESP_CD
                      *   STATE_RPT_ID
ST_RPT_PERIOD_CD                            CNTY_OF_SVC_CD                        CMHRS_SVC_ID
ST_RPT_REV_NUM                            1 ESTIMATED_BIRTH_DT
ST_RPT_STATUS_CD                            GENDER_CD
ST_RPT_STATUS_DT                            HIGHLVL_DISABIL_CD
ST_RPT_TYPE_CD                              HISPANIC_IND                       CMHRS_SVC_OBO_XREF
ST_RPT_YEAR                                 NORTH_AMER_IND                   CMHRS_SVC_OBO_XRF_ID
LAST_CHGD_BY                                NPI                              CMHRS_SVC_ID
LAST_CHGD_DT                                PACIFIC_IND                      ON_BEHALF_OF_ID
                                            PMI                              GRP_TIME_IND
                                            SSN                              REPORTED_MIN
                                            LAST_CHGD_BY                     LAST_CHGD_BY
                                            LAST_CHGD_DT                     LAST_CHGD_DT



                               Figure B-1: CMHRS Report Tables




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B.2 CMHRS Report Tables with Person and Time Records

This figure shows the CMHRS Report tables with related Person and Time Record tables.

       CMHRS_CLIENT                              CMHRS_SVC                             TIME_RECORD
    CMHRS_CLIENT_ID                          CMHRS_SVC_ID                          TIME_RECORD_ID
    STATE_RPT_ID                             CMHRS_CLIENT_ID                       BRASS_SVC_ID
    PERSON_ID                                BRASS_SVC_ID                          CNTY_SUBSVC_ID
    ASIAN_IND                                TOT_REPORTED_MIN                      DOCUMENT_ID
    BIRTH_DT                                 LAST_CHGD_BY                          STAFF_ID
    BLACK_IND            CMHRS_CLIENT_ID     LAST_CHGD_DT                          SUBPROG_ID
    CAUCASIAN_IND                                                                  TR_ACTIVITY_ID
    CMHRS_SUB_POP_CD                                                               WG_ID
    CNTY_FIN_RESP_CD                           CMHRS_SVC_ID                        ACTIVITY_DT
    CNTY_OF_SVC_CD                                                                 CNTY_ACCTG_CODE
    ESTIMATED_BIRTH_DT                                                             CNTY_OF_SVC_CD
    GENDER_CD                               CMHRS_SVC_OBO_XREF                     CONTACT_LOC_CD
    HIGHLVL_DISABIL_CD                     CMHRS_SVC_OBO_XRF_ID                    CONTACT_METHOD_CD
    HISPANIC_IND                           CMHRS_SVC_ID                            CONTACT_STATUS_CD
    NORTH_AMER_IND                         ON_BEHALF_OF_ID                         DURATION
    NPI                                    GRP_TIME_IND                            HCPCS_CD
    PACIFIC_IND                            REPORTED_MIN                            NUM_PERS_REC_SVC
    PMI                                    LAST_CHGD_BY                            PURPOSE
    SSN                                    LAST_CHGD_DT                            TR_STAT_CD
    LAST_CHGD_BY                                                                   LAST_CHGD_BY
    LAST_CHGD_DT                                                                   LAST_CHGD_DT

                                              ON_BEHALF_OF_ID     TIME_RECORD_ID
        PERSON_ID

                                               ON_BEHALF_OF
          PERSON                                                                          WG_ID
                                             ON_BEHALF_OF_ID
    PERSON_ID                                PERSON_ID
    BIRTH_CNTY_CD                            PROV_ID
    BIRTH_COUNTRY                            TIME_RECORD_ID
    BIRTH_DT                                 DURATION
    BIRTH_ST_CD                              LEGACY_CLAIM_DT
    CLEARING_STATUS_CD                       LAST_CHGD_BY
    CNTY_PERSON_NUM                                                                    WORK_GROUP
                                             LAST_CHGD_DT
    CTZNSHP_EFF_DT                                                                 WG_ID
    CTZNSHP_STATUS_CD      PERSON_ID                                               FOLDER_ID
    CTZNSHP_VFCN_CD                                                                SUBPROG_ID
    CTZNSHP_VFCN_DT                          RACE_ETHNIC_TRIBE                     UNIT_ID
    DECEASED_DT                            RACE_ETHNIC_ID                          APP_COMPL_DT
    ESTIMATED_BIRTH_DT                     PERSON_ID                               APP_NUM
    FIRST_NAME                             RACE_CD                                 APP_SIGNED_DT
    GENDER_CD             PERSON_ID                                                APP_STATUS_CD
                                           RACE_SUBGRP_CD
    HISPANIC_CD                            TRIBAL_STAT_CD                          ASSIGNED_IND
    ICWA_IND                               LAST_CHGD_BY                            CNTY_CASE_NUM
    INTERPRETER_IND                        LAST_CHGD_DT                            CNTY_DESTDT_MOD_IND
    LAST_NAME                                                                      CNTY_FIN_RESP_CD
    LEGAL_STATUS_CD                                                                CNTY_OF_SVC_CD
    MARITAL_STATUS_CD      PERSON_ID                                               CONVERSION_CD
    MIDDLE_NAME                                 DISABILITY                         CURR_STATUS_CD
    NAME_SUFFIX                                                                    DESTRUCTION_DT
                                            DISABILITY_ID
    PHONE_1                                                                        END_DT
                                            PERSON_ID
    PMI                                                                            READ_RESTRICT_CD
                                            CORRECTABLE_IND
    PRIM_LANGUAGE_CD                                                               REASON_ENDED_CD
                                            END_DT
    SECURITY_EXCL_IND                                                              SPECIAL_STUDIES_CD
                                            HIGHLVL_DISABIL_CD
    SSN                                                                            START_DT
                                            SEVERITY_CD
    SW_INDEX_ID                                                                    WG_DESC
                                            START_DT
    TITLE_OF_COURTESY                                                              WG_LABEL
                                            THERAPY_REQ_IND
    VETERAN_IND                                                                    WG_TYPE_CD
                                            LAST_CHGD_BY
    LAST_CHGD_BY                                                                   LAST_CHGD_BY
                                            LAST_CHGD_DT
    LAST_CHGD_DT                                                                   LAST_CHGD_DT




           Figure B-2: CMHRS Report Tables with Person and Time Records



SS CMHRS Report.doc                                      CMHRS Report                         Page 102 of 131
Last Updated: 01/25/10
  B.3 Additional Supporting Tables

  The figure below shows additional tables used to create the CMHRS Report and their
  relationship to the CMHRS Report and Time Record tables.

                                       BRASS_PROGRAM                        CNTY_CLM_CONTROL
                                     BRASS_PROGRAM_ID                     CNTY_CLM_CONTROL_ID
                                     BRASS_PROG_DESC                      CNTY_CD
                                     BRASS_PROG_NUM                       FED_TID
                                     LAST_CHGD_BY                         ISA_CTRL_NUM
                                     LAST_CHGD_DT                         MMIS_PROV_NUM
                                                                          NPI
   CMHRS_SVC                                                              LAST_CHGD_BY
                                                                          LAST_CHGD_DT
CMHRS_SVC_ID                          BRASS_PROGRAM_ID
CMHRS_CLIENT_ID
BRASS_SVC_ID
TOT_REPORTED_MIN
LAST_CHGD_BY        BRASS_SVC_ID                                             SYSTEM_CONTROL
LAST_CHGD_DT                              BRASS_SVC
                                                                          CNTY_CD
                                     BRASS_PROGRAM_ID
                                                                          ADDR_1
                                     BRASS_SVC_ID
                                                                          ADDR_2
                                     BRASS_SVC_NUM
                                                                          AGENCY_NAME
                                     LAST_CHGD_BY
                                                                          AGENCY_PHONE
                                     LAST_CHGD_DT
                                                                          APPEAL_PHONE
                                                                          BUSORG_SVC_REQ_IND
   TIME_RECORD                                                            CNTY_DSH_PROV_NUM
                                                                          CNTY_EMP_ID_NUM
TIME_RECORD_ID        BRASS_SVC_ID                                        CNTY_IND_1
BRASS_SVC_ID                             BRASS_SVC_ID                     CNTY_IND_2
CNTY_SUBSVC_ID
                                                                          DB_GUID
DOCUMENT_ID
                                                                          DB_VERSION
STAFF_ID
                                                                          DEF_INTK_ACC_REST_CD
SUBPROG_ID
                                                                          DIRECTOR_FIRST
TR_ACTIVITY_ID
                                                                          DIRECTOR_LAST
WG_ID
                                                                          HOURS_PER_DAY
ACTIVITY_DT                             BRASS_SVC_HIST
                                                                          INTAKE_UNIT_ID
CNTY_ACCTG_CODE
                                     BRASS_SVC_HIST_ID                    NEXT_SEQ_NUM
CNTY_OF_SVC_CD
                                     BRASS_SVC_ID                         PURGE_RUNDAY
CONTACT_LOC_CD
                                     BRASS_SVC_DESC                       PYMT_INT_REQOWNR_IND
CONTACT_METHOD_CD
                                     CMHRS_IND                            SYS_CITY
CONTACT_STATUS_CD
                                     OVERRD_STAFFPROV_IND                 SYS_STATE_CD
DURATION
                                     STAFF_PROV_IND                       SYS_ZIP_CODE
HCPCS_CD
                                     UNIT_TYPE_CD                         SYS_ZIP_CODE_EXT
NUM_PERS_REC_SVC
                                     VALID_END_DT                         TR_LOG_PREV_MONTHS
PURPOSE
                                     VALID_START_DT                       TR_PERIOD_CD
TR_STAT_CD
                                     VENDOR_PROV_IND                      WEEKLY_START_DT
LAST_CHGD_BY
                                     LAST_CHGD_BY                         LAST_CHGD_BY
LAST_CHGD_DT
                                     LAST_CHGD_DT                         LAST_CHGD_DT


                           Figure B-3: Additional Supporting Tables




  SS CMHRS Report.doc                              CMHRS Report             Page 103 of 131
  Last Updated: 01/25/10
B.4 Submitted CMHRS Report Tables

 The figure below shows tables used to store CMHRS Reports that have been submitted to
the state and the additional BRASS Service tables needed to access those records.

   STATE_RPT_HDR                         CMHRS_CLIENT_EXP                             CMHRS_SVC_EXP
STATE_RPT_ID                            CMHRS_CLIENT_ID                               CMHRS_SVC_ID
FROM_CNTY_CD                            FROM_CNTY_CD                                  FROM_CNTY_CD
STAFF_ID                                STATE_RPT_ID                                  CMHRS_CLIENT_ID
ST_CONTACT_PHONE                        ASIAN_IND                                1..* BRASS_SVC_ID
ST_RPT_CONTACT_NAME                     BIRTH_DT                                      TOT_REPORTED_MIN
ST_RPT_GEN_DT                           BLACK_IND                   CMHRS_CLIENT_ID LAST_CHGD_BY
ST_RPT_PERIOD_CD      1                 CAUCASIAN_IND                                 LAST_CHGD_DT
ST_RPT_REV_NUM          STATE_RPT_ID CMHRS_SUB_POP_CD
ST_RPT_STATUS_CD                        CNTY_FIN_RESP_CD                                         0..*
                                                                1
ST_RPT_STATUS_DT                   0..* CNTY_OF_SVC_CD
ST_RPT_TYPE_CD                          ESTIMATED_BIRTH_DT
ST_RPT_YEAR                             GENDER_CD
LAST_CHGD_BY                            HIGHLVL_DISABIL_CD                             BRASS_SVC_ID
LAST_CHGD_DT                            HISPANIC_IND
                                        NORTH_AMER_IND
                                        NPI
                                        PACIFIC_IND
                                        PERSON_ID                                           1
                                        PMI
                                        SSN                                             BRASS_SVC
                                        LAST_CHGD_BY                                 BRASS_SVC_ID
                                        LAST_CHGD_DT                                 BRASS_PROGRAM_ID
                                                                                     BRASS_SVC_NUM
                                                                                     LAST_CHGD_BY
                                                                                0..* LAST_CHGD_DT
                                                                                                 1


                                                             BRASS_PROGRAM_ID          BRASS_SVC_ID




                                                                                          1..*

                                    BRASS_PROGRAM       1                             BRASS_SVC_HIST
                                  BRASS_PROGRAM_ID                                 BRASS_SVC_HIST_ID
                                  BRASS_PROG_DESC                                  BRASS_SVC_DESC
                                  BRASS_PROG_NUM                                   BRASS_SVC_ID
                                  LAST_CHGD_BY                                     CMHRS_IND
                                  LAST_CHGD_DT                                     OVERRD_STAFFPROV_IND
                                                                                   STAFF_PROV_IND
                                                                                   UNIT_TYPE_CD
                                                                                   VALID_END_DT
                                                                                   VALID_START_DT
                                                                                   VENDOR_PROV_IND
                                                                                   LAST_CHGD_BY
                                                                                   LAST_CHGD_DT



    Figure B-4: Submitted CMHRS Report Tables on the State Report Database




SS CMHRS Report.doc                                  CMHRS Report                         Page 104 of 131
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                    APPENDIX C: Data Structure



C.1 Tables
This section contains information about the CMHRS Report tables. The first part of the
section describes tables on the server in the local agency (county or tribe). The second part
of this section describes the tables on SWNDX that contain the CMHRS Reports from all
counties, which are accessed by DHS/FOD.


C.1.1 Local Agency Tables
This section describes the tables on the local agency's server.


Table name: STATE_RPT (4000)
Parent table:     N/A
Notes:            Common table used for all State Reports
Field                                                           Null
                Name                 Type      Length Scale                   Comments
 ID                                                           Allowed
3190    STATE_RPT_ID              NUMBER         10      0        N     Unique record ID
3161    ST_RPT_TYPE_CD            VARCHAR2       1                Y     Report Type
3160    ST_RPT_YEAR               VARCHAR2       4                N     Report Year
3159    ST_RPT_PERIOD_CD          VARCHAR2       2                N     Report Period (S1 or
                                                                        S2)
3158    ST_RPT_STATUS_CD          VARCHAR2       1                Y     Status
3157    ST_RPT_STATUS_DT          DATE            7               Y     Status Date
3156    ST_RPT_GEN_DT             DATE           7                Y     Generate Date
3155    ST_RPT_REV_NUM            NUMBER         3       0        Y     Revision Number
0763    STAFF_ID                  NUMBER         10      0        Y     ID of the person who
                                                                        submitted the report
3154 ST_RPT_CONTACT_NAME VARCHAR2                65               Y     County contact person
                                                                        for DHS/MHD
3153 ST_CONTACT_PHONE             VARCHAR2       50               Y     County Contact Phone
                                                                        Number
0449 LAST_CHGD_BY                 NUMBER         10      0        N     ID of the last person to
                                                                        change to the record
0450 LAST_CHGD_DT                 DATE            7               N     Date the record was
                                                                        last changed




SS CMHRS Report.doc                             CMHRS Report                   Page 105 of 131
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Table name: CMHRS_CLIENT (4800)
Parent table:     STATE_RPT
Notes:            Contains client information for each client receiving services reported on
                  CMHRS during the Reporting Period. One record is created for each
                  unique PERSON_ID, CNTY_OF_SVC_CD and CNTY_FIN_RESP_CD.
Field                                                         Null
                Name               Type      Length Scale                    Comments
 ID                                                         Allowed
3505 CMHRS_CLIENT_ID            NUMBER         10      0       N      Unique record ID
3190 STATE_RPT_ID               NUMBER         10      0       N      Foreign key to State
                                                                      Report record
0625 PERSON_ID                  NUMBER         10      0       N      Foreign key to Person
                                                                      record
2662 NPI                        VARCHAR2       10              Y      NPI/UMPI # of the
                                                                      County of Service
0760    SSN                     VARCHAR2       9               Y      Social security number
1176    PMI                     VARCHAR2       10              Y      PMI number
0139    CNTY_OF_SVC_CD          CHAR            2              Y      County of Service
0136    CNTY_FIN_RESP_CD        CHAR            2              Y      County of Financial
                                                                      Responsibility
0092    BIRTH_DT                DATE           7               Y      Actual date of birth
2386    ESTIMATED_BIRTH_DT      DATE           7               Y      Estimated date of birth
0402    GENDER_CD               CHAR           1               Y      Client's gender
3504    CAUCASIAN_IND           VARCHAR2       1               Y      Caucasian indicator
3503    ASIAN_IND               VARCHAR2       1               Y      Asian indicator
3502    PACIFIC_IND             VARCHAR2       1               Y      Native Hawaiian/Other
                                                                      Pacific Islander indicator
3501 BLACK_IND                  VARCHAR2       1               Y      Black/African American
                                                                      indicator
3500 NORTH_AMER_IND             VARCHAR2       1               Y      American Indian/Alaska
                                                                      Native indicator
0412 HISPANIC_IND               VARCHAR2       1               Y      Hispanic/Latino indicator
3499 CMHRS_SUB_POP_CD           VARCHAR2       1               Y      Sub-population - the
                                                                      mental health
                                                                      classification used by
                                                                      DHS/MHD
0411 HIGHLVL_DISABIL_CD         CHAR           2               Y      Professionally
                                                                      determined disability
                                                                      used to determine the
                                                                      Sub-population
0449 LAST_CHGD_BY               NUMBER         10      0       N      ID of the last person to
                                                                      change to the record
0450 LAST_CHGD_DT               DATE           7               N      Date the record was last
                                                                      changed




SS CMHRS Report.doc                             CMHRS Report                   Page 106 of 131
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Table name: CMHRS_SVC (4805)
Parent table:     CMHRS_CLIENT
Notes:            Contains information about the CMHRS services each client received
                  during the Reporting Period.
Field                                                          Null
                Name            Type     Length Scale                            Comments
 ID                                                          Allowed
3507 CMHRS_SVC_ID            NUMBER           10         0       N      Unique record ID
3505 CMHRS_CLIENT_ID         NUMBER           10         0       N      Foreign key to the CMHRS
                                                                        Client record
2548 BRASS_SVC_ID     NUMBER                  10         0       N      Foreign to the Service
3497 TOT_REPORTED_MIN NUMBER                  10         0       Y      Total number of minutes
                                                                        reported to CMHRS for the
                                                                        Service
0449 LAST_CHGD_BY            NUMBER           10         0       N      ID of the last person to
                                                                        change to the record
0450 LAST_CHGD_DT            DATE             7                  N      Date the record was last
                                                                        changed


Table name: CMHRS_SVC_OBO_XREF (4810)
Parent table:     CMHRS_SVC
Notes:            Links The CMHRS Service record to the Time Records used to create the
                  CMHRS Service record.
Field                                                                  Null
                 Name                  Type        Length Scale                     Comments
 ID                                                                  Allowed
3496 CMHRS_SVC_OBO_XRF_ID NUMBER                     10      0         N       Unique record ID
3507 CMHRS_SVC_ID         NUMBER                     10      0         N       Foreign key to CMHRS
                                                                               Service record
0908 ON_BEHALF_OF_ID                NUMBER           10      0         N       Foreign to the On
                                                                               Behalf Of record
3506 GRP_TIME_IND                 VARCHAR2           1                 Y       Indicates if the Time
                                                                               Record linked to the
                                                                               On Behalf Of record
                                                                               contains Group Time
                                                                               activity
3498 REPORTED_MIN                 NUMBER             10      0         Y       The amount of time
                                                                               reported to CMHRS for
                                                                               the associated On
                                                                               Behalf Of record.
0449 LAST_CHGD_BY                 NUMBER             10      0         N       ID of the last person
                                                                               to change to the
                                                                               record
0450 LAST_CHGD_DT                 DATE               7                 N       Date the record was
                                                                               last changed




SS CMHRS Report.doc                                CMHRS Report                     Page 107 of 131
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C.1.2 Submitted CMHRS Report Tables
This section describes the tables on the state database at DHS/SSIS. DHS/MHD uses these
tables to import CMHRS Reports into their system..


Table name: STATE_RPT_HDR ()
Parent table:       N/A
Notes:              Common table used for all State Reports submitted by all counties
Field                                                             Null
                 Name                  Type      Length Scale                 Comments
 ID                                                             Allowed
                                                                          Unique record ID for
0232     STATE_RPT_ID               NUMBER       10      0      N         county who
                                                                          submitted the report
                                                                          County who
0192     FROM_CNTY_CD               VARCHAR2     2              N
                                                                          submitted the report
0124     ST_RPT_TYPE_CD             VARCHAR2     1              Y         Report Type
0211     ST_RPT_YEAR                VARCHAR2     4              N         Report Year
                                                                          Report Period (S1 or
0119     ST_RPT_PERIOD_CD           VARCHAR2     2              N
                                                                          S2)
0113     ST_RPT_STATUS_CD           VARCHAR2     1              Y         Status
0158     ST_RPT_STATUS_DT           DATE         7              Y         Status Date
0132     ST_RPT_GEN_DT              DATE         7              Y         Generate Date
0276     ST_RPT_REV_NUM             NUMBER       3       0      Y         Revision Number
                                                                          ID of the person who
0263     STAFF_ID                   NUMBER       10      0      Y
                                                                          submitted the report
                                                                          County contact
0145     ST_RPT_CONTACT_NAME VARCHAR2            65             Y
                                                                          person for DHS/MHD
                                                                          County Contact Phone
0153     ST_CONTACT_PHONE           VARCHAR2     50             Y
                                                                          Number
                                                                          ID of the last person
0040     LAST_CHGD_BY               NUMBER       10      0      N         to change to the
                                                                          record
                                                                          Date the record was
0042     LAST_CHGD_DT               DATE         7              N
                                                                          last changed




SS CMHRS Report.doc                              CMHRS Report                 Page 108 of 131
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Table name: CMHRS_CLIENT_EXP ()
Parent table:     STATE_RPT_HDR
Notes:            Contains client information for each client receiving services on a
                  submitted CMHRS Report.
Field                                                        Null
                Name              Type      Length Scale                    Comments
 ID                                                        Allowed
                                                                     Unique record ID for
0226 CMHRS_CLIENT_ID           NUMBER       10      0      N         county who submitted the
                                                                     report
                                                                     County who submitted the
0192 FROM_CNTY_CD              VARCHAR2 2                  N
                                                                     report
                                                                     Foreign key to State
0232 STATE_RPT_ID              NUMBER       10      0      N
                                                                     Report record
                                                                     Foreign key to Person
0303 PERSON_ID                 NUMBER       10      0      N
                                                                     record
                                                                     NPI/UMPI # of the County
0175 NPI                       VARCHAR2 10                 Y
                                                                     of Service
0076 SSN                       VARCHAR2 9                  Y         Social security number
0138 PMI                       VARCHAR2 10                 Y         PMI number
0151 CNTY_OF_SVC_CD            CHAR     2                  Y         County of Service
                                                                     County of Financial
0203 CNTY_FIN_RESP_CD          CHAR         2              Y
                                                                     Responsibility
0004    BIRTH_DT               DATE         7              Y         Actual date of birth
0157    ESTIMATED_BIRTH_DT     DATE         7              Y         Estimated date of birth
0037    GENDER_CD              CHAR         1              Y         Client's gender
0204    CAUCASIAN_IND          VARCHAR2     1              Y         Caucasian indicator
0215    ASIAN_IND              VARCHAR2     1              Y         Asian indicator
                                                                     Native Hawaiian/Other
0184 PACIFIC_IND               VARCHAR2 1                  Y
                                                                     Pacific Islander indicator
                                                                     Black/African American
0137 BLACK_IND                 VARCHAR2 1                  Y
                                                                     indicator
                                                                     American Indian/Alaska
0161 NORTH_AMER_IND            VARCHAR2 1                  Y
                                                                     Native indicator
0039 HISPANIC_IND              VARCHAR2 1                  Y         Hispanic/Latino indicator
                                                                     Sub-population - the
                                                                     mental health
0166 CMHRS_SUB_POP_CD          VARCHAR2 1                  Y
                                                                     classification used by
                                                                     DHS/MHD
                                                                     Professionally determined
0191 HIGHLVL_DISABIL_CD CHAR                2              Y         disability used to
                                                                     determine Sub-population
                                                                     ID of the last person to
0040 LAST_CHGD_BY              NUMBER       10      0      N
                                                                     change to the record
                                                                     Date the record was last
0042 LAST_CHGD_DT              DATE         7              N
                                                                     changed


SS CMHRS Report.doc                              CMHRS Report                  Page 109 of 131
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Table name: CMHRS_SVC_EXP ()
Parent table:     CMHRS_CLIENT
Notes:            Contains service information for each client on a submitted CMHRS
                  Report.
Field                                                     Null
                Name            Type     Length Scale                   Comments
 ID                                                     Allowed
                                                                  Unique record ID for
0281 CMHRS_SVC_ID            NUMBER      10      0      N         county who submitted
                                                                  the report
                                                                  County who submitted
0192 FROM_CNTY_CD            VARCHAR2 2                 N
                                                                  the report
                                                                  Foreign key to the
0226 CMHRS_CLIENT_ID         NUMBER      10      0      N
                                                                  CMHRS Client record
0267 BRASS_SVC_ID            NUMBER      10      0      N         Foreign to the Service
                                                                  Total number of minutes
0225 TOT_REPORTED_MIN NUMBER             10      0      Y         reported to CMHRS for
                                                                  the Service
                                                                  ID of the last person to
0040 LAST_CHGD_BY            NUMBER      10      0      N
                                                                  change to the record
                                                                  Date the record was last
0042 LAST_CHGD_DT            DATE        7              N
                                                                  changed




SS CMHRS Report.doc                           CMHRS Report                  Page 110 of 131
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C.2 Codes
This section contains all of the code sets and lookup fields used by CMHRS Report.


C.2.1 Code sets in CODE table
The following code sets in the CODE table are used by the CMHRS Report module.


CNTY_CD
Used by:      CMHRS_CLIENT.CNTY_OF_SVC_CD
              CMHRS_CLIENT.CNTY_FIN_RESP_CD
              TIME_RECORD.CNTY_OF_SVC_CD
              WORK_GROUP.CNTY_FIN_RESP_CD
Code                             Description                             Active      Sort
1        Aitkin                                                             Y          1
2        Anoka                                                              Y          2
3        Becker                                                             Y          3
4        Beltrami                                                           Y          4
5        Benton                                                             Y          5
6        Big Stone                                                          Y          6
7        Blue Earth                                                         Y          7
8        Brown                                                              Y          9
9        Carlton                                                            Y         10
10       Carver                                                             Y         11
11       Cass                                                               Y         12
12       Chippewa                                                           Y         13
13       Chisago                                                            Y         14
14       Clay                                                               Y         15
15       Clearwater                                                         Y         16
16       Cook                                                               Y         17
17       Cottonwood                                                         Y         18
18       Crow Wing                                                          Y         19
19       Dakota                                                             Y         20
20       Dodge                                                              Y         21
21       Douglas                                                            Y         22
22       Faribault                                                          Y         23
23       Fillmore                                                           Y         25
24       Freeborn                                                           Y         27
25       Goodhue                                                            Y         28
26       Grant                                                              Y         30
27       Hennepin                                                           Y         31



SS CMHRS Report.doc                            CMHRS Report                 Page 111 of 131
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Code                         Description                  Active    Sort
28       Houston                                            Y         32
29       Hubbard                                            Y         33
30       Isanti                                             Y         34
31       Itasca                                             Y         35
32       Jackson                                            Y         36
33       Kanabec                                            Y         37
34       Kandiyohi                                          Y         38
35       Kittson                                            Y         39
36       Koochiching                                        Y         40
37       Lac qui Parle                                      Y         41
38       Lake                                               Y         42
39       Lake of the Woods                                  Y         43
40       LeSueur                                            Y         45
41       Lincoln                                            Y         46
42       Lyon                                               Y         49
43       McLeod                                             Y         50
44       Mahnomen                                           Y         51
45       Marshall                                           Y         52
46       Martin                                             Y         53
47       Meeker                                             Y         54
48       Mille Lacs                                         Y         55
49       Morrison                                           Y         57
50       Mower                                              Y         58
51       Murray                                             Y         59
52       Nicollet                                           Y         60
53       Nobles                                             Y         61
54       Norman                                             Y         62
55       Olmsted                                            Y         63
56       Otter Tail                                         Y         64
57       Pennington                                         Y         65
58       Pine                                               Y         66
59       Pipestone                                          Y         67
60       Polk                                               Y         68
61       Pope                                               Y         69
62       Ramsey                                             Y         71
63       Red Lake                                           Y         72
64       Redwood                                            Y         74
65       Renville                                           Y         75
66       Rice                                               Y         76
67       Rock                                               Y         77
68       Roseau                                             Y         78
69       St. Louis                                          Y         79



SS CMHRS Report.doc                        CMHRS Report     Page 112 of 131
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Code                             Description                  Active    Sort
70       Scott                                                  Y         80
71       Sherburne                                              Y         82
72       Sibley                                                 Y         83
73       Stearns                                                Y         84
74       Steele                                                 Y         85
75       Stevens                                                Y         86
76       Swift                                                  Y         87
77       Todd                                                   Y         88
78       Traverse                                               Y         89
79       Wabasha                                                Y         91
80       Wadena                                                 Y         92
81       Waseca                                                 Y         93
82       Washington                                             Y         94
83       Watonwan                                               Y         95
84       Wilkin                                                 Y         97
85       Winona                                                 Y         98
86       Wright                                                 Y         99
87       Yellow Medicine                                        Y        100
88       Lincoln/Lyon/Murray                                    Y         47
89       Out of State                                           Y        101
90       Out of U.S.                                            Y        102
92       Faribault/Martin                                       Y         24
94       DHS Licensing                                          Y        105
95       CSIS/Computer Support Services                         Y        103
96       MAXIS                                                  Y        106
97       PRISM                                                  Y        108
98       Statewide Index & Repository                           Y        109
99       MAXIS Data Interchange                                 Y        107
A4       Leech Lake Band of Ojibwe                              Y         44
B2       White Earth Band of Ojibwe                             Y         96
E1       State of MN                                            Y        104


CMHRS_SUB_POP_CD
Used by:      CMHRS_CLIENT.CMHRS_SUB_POP_CD
Code                             Description                  Active    Sort
A        Acute Mental Illness (Adult)                           Y         1
C        Other emotional disturbance (Child)                    Y         2
D        No emotional disturbance (Child)                       Y         3
E        Severe emotional disturbance (Child)                   Y         4
O        Other Mental Illness (Adult)                           Y         5
S        Serious and persistent Mental Illness (Adult)          Y         6


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HIGHLVL_DISABIL_CD
Used by:      CMHRS_CLIENT.HIGHLVL_DISABIL_CD
              DISABILITY.HIGHLVL_DISABIL_CD
Code                              Description                         Active    Sort
01       No known disability                                            Y         2
02       Chemical Dependency (Substance Abuse) - Alcohol                Y         3
03       Chemical Dependency (Substance Abuse) - Drugs                  Y         4
04       Developmentally Disabled, Mental Retardation only              Y         5
05       Developmentally Disabled, Mental Retardation with other DD     Y         6
06       Developmentally Disabled, without Mental Retardation           Y         7
07       Emotional Disturbance, Child under age 18, not severe          Y         8
08       Emotional Disturbance, Child under age 18, severe              Y         9
09       Hearing Impairment                                             Y         11
10       Speech Impairment                                              Y         15
11       Visual Impairment                                              Y         18
12       Specific Learning Disability                                   Y         16
13       Physical Disability - Ambulation Limited                       Y         13
14       Physical Disability - Ambulation not Limited                   Y         14
15       Adult Mental Illness - Serious and Persistent (SPMI)           Y         19
16       Adult Mental Illness - Acute                                   Y         20
17       Adult Mental Illness - Other                                   Y         21
18       HIV/AIDS                                                       Y         12
19       Traumatic Brain Injury (TBI)                                   Y         17
20       Other Clinically Diagnosed Condition                           Y         22
21       Fetal alcohol spectrum disorder                                Y         10
97       Currently being evaluated                                      Y         1
98       Other                                                          N         23
99       Unknown                                                        N         24




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HISPANIC_CD
Used by:      PERSON.HISPANIC_CD
Code                           Description                  Active    Sort
1        Yes                                                  Y         2
2        No                                                   Y         1
3        Unable to determine – abandoned child                Y         3


GENDER_CD
Used by:      CMHRS_CLIENT.GENDER_CD
              PERSON.GENDER_CD
Code                           Description                  Active    Sort
F        Female                                               Y
M        Male                                                 Y
U        Unknown                                              Y
         Note: CMHRS uses Female, Male or blank


RACE_CD
Used by:      RACE_ETHNIC_TRIBE.RACE_CD
Code                           Description                  Active    Sort
1        Caucasian                                            Y         1
2        Black or African American                            Y         2
3        American Indian/Alaskan Native                       Y         3
4        Asian                                                Y         4
5        Pacific Islander                                     Y         5
9        Unable to determine                                  Y         6


ST_RPT_TYPE_CD
Used by:      STATE_RPT.ST_RPT_TYPE_CD
Code                           Description                  Active    Sort
1        TCM CSR                                              Y         3
2        SEAGR                                                Y         2
3        CMHRS                                                Y         1
4        Title IV-E Abstract                                  Y         4




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ST_RPT_PERIOD_CD
Used by:      STATE_RPT.ST_RPT_PERIOD_CD
Code                           Description                  Active    Sort
A        Annual (Jan 1 - Dec 31)                              Y         7
Q1       Q1 (Jan 1 - Mar 31)                                  Y         1
Q2       Q2 (Apr 1 - Jun 30)                                  Y         2
Q3       Q3 (Jul 1 - Sept 30)                                 Y         3
Q4       Q4 (Oct 1 - Dec 31)                                  Y         4
S1       S1 (Jan 1 - Jun 30)                                  Y         5
S2       S2 (Jul 1 - Dec 31)                                  Y         6


ST_RPT_STATUS_CD
Used by:      STATE_RPT.ST_RPT_STATUS_CD
Code                           Description                  Active    Sort
1        Draft                                                Y         1
2        Finalized                                            Y         2
3        Submitted                                            Y         3




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C.2.2 BRASS Services included on CMHRS
The BRASS Services include on CMHRS Report are listed in the table below. The list of
included mental health services is defined by DHS/MHD.
Note:         The Start and End Dates indicate the dates the Service is to be included in the
              CMHRS Report. Jan. 1, 2008 through June 30, 2008 is the first valid CMHRS
              reporting period in SSIS.
                                                       Include on CMHRS         Valid for
 Svc
                   Service Description                  Start
Code                                                              End Date Child? Adult?
                                                        Date
405     Child outpatient diagnostic                    01/01/08                 Y       N
        assessment/psychological testing
407     Early Identification and Intervention          01/01/08                 Y       Y
408     Adult outpatient diagnostic                    01/01/08                 N       Y
        assessment/psychological testing
409     Pre-Petition Screening/ Hearing                01/01/08                 Y       Y
410     Child Level of Care Determination              01/01/08                 Y       N
420     Peer Support Services                          01/01/10                 N       Y
430     Other family community support services        01/01/08                 Y       N
        (FCSS)
431     Adult mental health crisis assess. &           01/01/08                 N       Y
        intervention services
432     Children's mental health crisis services       01/01/08                 Y       N
434     Other community support program services       01/01/08                 N       Y
        (CSP)
436     Adult crisis stabilization                     01/01/08                 N       Y
437     Supported Employment                           01/01/10                 N       Y
438     Assertive Community Treatment (ACT)            01/01/08                 N       Y
439     Child Mental Health Behavioral Aide Services   01/01/08                 Y       N
440     Child Direction of Mental Health Behavioral    01/01/08                 Y       N
        Aides
446     Basic living/social skills and community       01/01/08                 Y       Y
        intervention
452     Adult outpatient psychotherapy                 01/01/08                 N       Y
453     Child outpatient psychotherapy                 01/01/08                 Y       N
454     Adult outpatient medication management         01/01/08                 N       Y
455     Child outpatient medication management         01/01/08                 Y       N
462     Family-Based Services                          01/01/08                 Y       N
466     Mental Health Therapeutic Pre-school           01/01/08                 Y       N
        Program
467     Child Day Treatment                            01/01/08                 Y       N
468     Adult Day Treatment                            01/01/08                 N       Y
490     Child Rule 79 Case Management                  01/01/08                 Y       N
491     Adult Rule 79 Case Management                  01/01/08                 N       Y
492     Child General Case Management                  01/01/08                 Y       N


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                                              Include on CMHRS       Valid for
 Svc
                   Service Description          Start
Code                                                     End Date Child? Adult?
                                                Date
493    Adult General Case Management          01/01/08               N       Y




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C.2.3 Time Reporting Activities in TR_ACTIVITY
The Time reporting Activity table is used as a lookup table for the list of valid Activities.
Used by:       TIME_RECORD.TR_ACTIVITY_ID
Note:          The following list contains only the Activities with an "Activity Type" =
               Service. Activities with an "End Date" that is prior to 1/1/2004 have been
               excluded.
TR_ACTIVITY_ID                          Description                     Start Date    End Date
1                        Adoption planning
2                        Assessment/investigation - adult interview
3                        Background study
104                      CDCS - Background check                        01-Oct-04     01-Oct-04
102                      CDCS - Environmental modifications             01-Oct-04
106                      CDCS - Flexible case management                01-Oct-04
105                      CDCS - Mandatory case management               01-Oct-04
100                      CDCS - Personal assistance                     01-Oct-04
103                      CDCS - Self direction support activities       01-Oct-04
101                      CDCS - Treatment and training                  01-Oct-04
                         CW-TCM eligible contact 60+ mi. from cnty.
15                       border
5                        Case conversion - AC
49                       Child observation/interview
7                        Client contact
8                        Collateral contact
9                        Consultation
10                       Coordination
11                       Counseling
12                       Court appearance
13                       Court documentation
14                       Court evaluation
16                       Documentation
17                       Eligibility/financial/fee assessment
110                      FGDM event                                     29-Jul-08
41                       Family counseling (CAC)
39                       Family counseling/training (CADI, TBI)
40                       Family training (CAC)
44                       Group therapy
91308887                 Group time - 1 hour                            01-Jan-08
91308885                 Group time - .5 hours                          01-Jan-08
91308889                 Group time - 1.5 hours                         01-Jan-08
91308891                 Group time - 2 hours                           01-Jan-08
91308893                 Group time - 4 hours                           01-Jan-08




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TR_ACTIVITY_ID                          Description                    Start Date   End Date
18                       ICS plan/develop/review
43                       Individual therapy
45                       Maintenance
19                       Paraprofessional case management
20                       Personal support
21                       Post adoption
47                       Prognosis development
22                       Program information
23                       Public speech/education
24                       Recruitment
26                       Resource information
27                       Resource referral
28                       Screening
29                       Service delivery
                         Service delivery - extended home health
30                       aide
38                       Service delivery - extended personal care
42                       Service delivery - personal care assistance
48                       Service delivery - visit
107                      Service delivery, in home                     01-Jul-07
108                      Service delivery, out of home                 01-Jul-07
31                       Service planning
32                       Supervisor contact
33                       Training - family/individual
34                       Transportation
35                       Travel in county
36                       Travel out of county
37                       Volunteer management

C.2.4 Security
The following table lists the security functions that are specific to the CMHRS Report
module. The county determines which staff is given this security function.
Activity ID      Description                                Comments
      78      Create CMHRS           Users with this function can create and generate a
              Report                 CMHRS report, run proofing and change the status to
                                     Finalized and back to Draft.
      79      Submit CMHRS           Users with this function can submit CMHRS Reports to
              Report                 DHS/MHD at the state.




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   APPENDIX D: Related Modules and Applications


Following is a list of modules and application that either:
   •    Use data from CMHRS Report
   •    Supply data for CMHRS Report, or
   •    Have business rule dependencies with CMHRS Report
Module/Application                                       Impact
Alerts & Reminders        N/A
Bus Org Merge             N/A
Charting/Analysis         N/A
Clearing                  N/A
Copy Client               N/A
County Preferences        N/A
Data Warehouse            N/A
Delete Bus Org &          N/A
Vendor Import
Delete Workgroup          N/A
Document Templates        N/A
Person Merge              A person with a CMHRS Client record can be merged.
                          The "SSIS Person #" on all CMHRS Client records for the person
                          being deleted is changed to the "SSIS Person #" of the person that
                          remains.
                          The PMI #, SSN, and DOB or Estimated DOB are also stored on the
                          CMHRS Client record. These fields are not changed when a person
                          is merged.
Purge                     A Client can not be purged if CMHRS Client records exist for the
                          client.
Push/Pull                 N/A
Remove Client from        N/A
Workgroup
Remove Person from        N/A
Workgroup
Replace Person in         N/A
Workgroup
Repository                N/A
State and Federal         N/A
Reporting



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Module/Application                                   Impact
Statewide Case Access    N/A
Staff Activity           The CMHRS Report relies on Time Records to generate the report.
State Reporting          The CMHRS Report module uses the State Reporting Framework.
Framework                Any changes to the rules or screen for this module may impact the
                         CMHRS Report module.
Programs & Services      The BRASS Service History table is used to determine which
                         Services are included in the CMHRS Report.




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                   APPENDIX E: Related Screens



E.1 Person Screen
The screen below shows an example of the Person screen.




                             Figure E-1: Person Screen




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E.2 Client Race Screen
The screen below shows an example of the Client Race screen.




                           Figure E-2: Client Race Screen




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E.3 Professionally Determined Disabilities Screen
The screen below shows an example of the Professionally Determined Disabilities screen.




              Figure E-3: Professionally Determined Disabilities Screen




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E.4 Time Record Screen
The screen below shows an example of the Time Record screen.




                          Figure E-4: Time Record Screen


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E.5 Workgroup Screen
The screen below shows an example of the Workgroup screen.




                           Figure E-5 Workgroup Screen




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                                           Table of Figures
Figure 1-1: CMHRS Report High Level Business Process................................................ 2
Figure 3-1: CMHRS Reports Screen............................................................................ 9
Figure 3-2: CMHRS Report Process .......................................................................... 11
Figure 3-3: CMHRS Report Menu Options.................................................................. 13
Figure 3-4: CMHRS Report Tree .............................................................................. 14
Figure 3-5: CMHRS Reports Screen.......................................................................... 15
Figure 3-6: CMHRS Report Grid............................................................................... 16
Figure 3-7: CMHRS Report Detail Screen .................................................................. 17
Figure 3-8: CMHRS Report Action Menu.................................................................... 20
Figure 3-9: CMHRS Client Screen ............................................................................ 22
Figure 3-10: CMHRS Client Grid .............................................................................. 23
Figure 3-11: CMHRS Client Detail Screen.................................................................. 24
Figure 3-12: Client Index Card................................................................................ 26
Figure 3-13: Time Records Tab on a CMHRS Client Detail Screen ................................. 27
Figure 3-14: CMHRS Service Screen ........................................................................ 29
Figure 3-15: CMHRS Services Grid........................................................................... 29
Figure 3-16: CMHRS Service Detail Screen ............................................................... 30
Figure 3-17: Client Index Card................................................................................ 31
Figure 3-18: Time Records Tab on a CMHRS Service Detail Screen ............................... 32
Figure 3-19: Time Proofing Screen Prior to Selecting Search ....................................... 33
Figure 3-20: Time Proofing Screen After Selecting Search ........................................... 34
Figure 3-21: Time Proofing Navigation Example with Help Description .......................... 35
Figure 3-22: Time Proofing Tree.............................................................................. 38
Figure 4-1: CMHRS Reports Screen.......................................................................... 40
Figure 4-2: CMHRS Report Detail Screen .................................................................. 41
Figure 4-3: CMHRS Report Action Menu.................................................................... 44
Figure 4-4: CMHRS Report Grid............................................................................... 56
Figure 4-5: CMHRS Client Screen ............................................................................ 57
Figure 4-6: CMHRS Client Detail Screen ................................................................... 58
Figure 4-7: CMHRS Client Grid ................................................................................ 64
Figure 4-8: CMHRS Service Screen .......................................................................... 66
Figure 4-9: CMHRS Service Detail Screen ................................................................. 66
Figure 4-10: CMHRS Services Grid........................................................................... 70
Figure 4-11: Time Proofing on a CMHRS Report......................................................... 71
Figure 4-12: Accessing CMHRS Report ..................................................................... 90
Figure 4-13: CMHRS Report Tree............................................................................. 91
Figure B-1: CMHRS Report Tables ..........................................................................101
Figure B-2: CMHRS Report Tables with Person and Time Records ................................102




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Figure B-3: Additional Supporting Tables .................................................................103
Figure B-4: CMHRS Report Tables on the State Report Database.................................104




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                         End of CMHRS Report Software Specification




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