CM20 Track Adoption Process (UC274)

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					           Ohio SACWIS Project
CM20 Track Adoption Process
                    (UC274)
                           Version 2.0



                              August 26, 2004

               Dynamics Research Corporation
                    4000 East 5th Ave. Suite B
                       Columbus, Ohio 43219
                       CM20 Track Adoption Process (UC274)
_____________________________________________________________________________



                                     Revision Log

Version    Date          A/D/C        Author         Document       Description
                         (Add,                       Section #
                         Delete,
                         Change)
1.0        07/ 22/2004                C. Roy                        Initial version
1.1        07/23/2004    A/D/C        C. Roy         All            Version 2
1.2        07/31/2004    A/D/C        C. Roy         All            Version 3
2.0        08/26/2004    A/D/C        C. Roy         All            Version 4




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                                                       Table of Contents
Revision Log ..........................................................................................................................2
Table of Contents ...................................................................................................................3
List of Figures ........................................................................................................................4
1 Description ......................................................................................................................5
2 Characteristic Information ................................................................................................5
3 Basic Flow ......................................................................................................................5
    3.1    Usage Examples and Narratives.................................................................................................................... 5
    3.2    Main Success Scenarios.................................................................................................................................. 5
4     Important and Required Fields ........................................................................................15
5     Special Requirements.....................................................................................................25
6     Notes, Background Information, User Interface Ideas.......................................................26




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                                                               List of Figures

Figure 1 – CM20 Track Adoption Process (UC274) ................................................................................................. 5
Figure 2 - Important Fields........................................................................................................................................... 25
Figure 3 – Requirements Table ................................................................................................................................... 35




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1 Description
Adoption is defined as the creation, by a court, of parental rights and responsibilities
between a child and an adult or adult couple.


2 Characteristic Information
Name                     CM20 Track Adoption Process (UC274)
Actor(s)                 Worker, Supervisor, Adoption Assessor
Stakeholders and         Child, Family seeking to adopt a child, PCSA, PCPA, ODJFS,
Interests                Court, PCSAO, PNA (Private Non-Custodial Agency), Court
                         Personnel, OFCA (Ohio Family Care Association) , Family
                         Services Counsel of Ohio
Pre -conditions          Permanent Custody has been granted and the child is legally free
                         for adoption.
Post-conditions          Post-adoptive Services after the child has been adopted.
Trigger(s)               Permanent Custody has been granted and the child is legally free
                            for adoption.
Requirements             216, 267, 272, 273, 274.3, 274.5, 274.6, 345, 346, 347, 348, 349,
Addressed                350, 359, 365, 405, 406, 407, 461, 470, 471, 472, 473, 474, 484,
                         485, 487.1, 487.2, 487.3, 487.4, 487.5, 617, 646, 647, 648, 687,
                         753.2
                         ASFA/AFCARS 214, 274.6, 379, 395.1, 723.1, 363, 723.9

                        Figure 1 – CM20 Track Adoption Process (UC274)


3 Basic Flow

3.1 Usage Examples and Narratives


Scenario 1: Permanent Custody granted and upheld by the Court for a child who is in
foster placement where the foster parents/kinship/other caregiver plans to adopt.
Scenario 2: Permanent Custody granted and upheld by the Court for a child who is being
adopted by a no n- identified (non-foster parent).

3.2 Main Success Scenarios
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Scenario 1: Permanent Custody granted and upheld by the Court for a child who
is in a foster placement where the foster parents/kinship/other caregiver plan to
adopt.




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        Birth Client ID (Child is part of Biological Family Case Number)
  1. A report has been taken by a worker concerning a baby who will be placed in the
      agency’s care who may be appropriate for adoption. IN01 Record Initial Contact
      Information (UC64)
  2. The worker (with an appropriate security level) reviews information on the
      biological page that contains information on the child’s siblings (if applicable) and
      biological family information. RM22 Search for Previously Adopted Siblings
      (UC334)
  3. The worker records demographic information on the new child as part of the
      child’s biological family case. PM01 Create a Person Profile (UC326)
  4. The worker records child staffing prior to Permanent Commitment (PC) being
      granted and records participants and narrative information concerning the staffing.
      CM30 Record Casework Activities Log (Case Management Track (UC91)
  5. The worker completes the Document of Placement Decision Making Process.
      (JFS1689)
  6. The worker requests supervisory approval of the Document of Placement Decision
      Making Process. Route and Apply Approvals (UC256)
  7. The supervisor receives the approval request and approves the Document of
      Placement Decision Making Process (JFS1689)
  8. The worker reviews the Checklist for New Cases. (View Online Help and OLI
      (UC313) (Online Help or pop- up checklist)
  9. The worker and agency legal representative records diligent search including the
      dates and narrative notes for all alleged and unknown biological fathers including
      the Ohio Putative Father Registry. (JFS 1695)
  10. The worker updates the child’s demographic, relationship, social, collaterals
      (including relatives) and medical information as needed. PM01 Create a Person
      Profile (UC326)
  11. The worker records additional potential contact information, date, name of person
      recording the information in the case notes under the case note selection type:
      placement locator. CM30 Record Casework Activities Log (Case Management
      Track (UC91)
  12. The worker prints a copy of Placement Locator type of case notes and collateral
      (relatives) information to review a list of all contacts concerning potential adoptive
      resources for the child.
  13. The System pre- fills existing demographic, social and medical information in Ohio
      SACWIS and generates a copy of the Social and Medical History Report
      (JFS1616).
  14. The worker instructs the system to print a copy of the Social and Medical History
      Report. (JFS 1616)
  15. The worker or agency legal representative files a petition for Permanent
      Commitment with the Court and records details of the pending court hearing.
      CM01 Track Court Events (UC125)
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  16. The worker records an Amended (Permanent Custody) Case Plan including change
      of Permanency Plan goal which is changed to Adoption. (JFS 1444) CM05
      Maintain Case Plan (UC96)
  17. The worker instructs system to print a copy of the Amended Case Plan. (JFS 1444)
  18. The worker attends the Court hearing for Permanent Custody (PC) and records
      Court decision to grant PC including file stamp date. CM01 Track Court Events
      (UC125)
  19. The system generates a pop-up note asking the worker if they wish to seal the
      child’s biological information and create a Pre-Adoptive Status for the child.
        Birth Client ID (Child has own Family Case Number with or without siblings
        as applicable)
  20. The worker selects Yes to restricting the child’s biological information and creation
      to a Pre-Adoptive Status for the child.
  21. The system assigns the child his/her own family case number and the child keeps
      his/her own client number.
  22. The system removes the child from the biological family case number which stays
      open and places the child’s biological information under the biological page which
      has a link back to the biological family case number.
  23. The system sends the worker a tickler when the permanent custody file stamp date
      is recorded in SACWIS concerning a Pre-Adoptive Staffing is required by day 30.
  24. The worker verifies that the Transfer Checklist items are completed.
  25. The supervisor transfers the case to an adoption worker as applicable. Transfer
      Case (UC137) Maintain Worker Assignments (UC69)
  26. The worker records adoption services for the child. CM09 Authorize Client and
      Family Non-Placement Services (UC303)
  27. The system generates a tickler to the worker at day 14 that the Child Study
      Inventory is due on day 30. (based on the SACWIS court hearing file stamp date for
      permanent custody)
  28. The system creates a tickler at day 14 to register a child for OAPL which is due on
      day 90 based on file stamp date of Permanent Custody. (based on the SACWIS
      court hearing file stamp date for permanent custody) CM22 Track Child OAPL
      Status (UC167)
  29. The worker completes the registration or waiver of a child in OAPL. CM22 Track
      Child OAPL Status (UC167)
  30. The worker records the pending adoptive status of a child including foster
      family/caretaker to adoption, relative to adoption, kinship to adopt, which has been
      identified for a child. (RM18 Maintain Ohio Adoption Photo Listing Information
      (UC329)
  31. The worker completes the Child Study Inventory (CSI) (JFS # pending) and Child
      Study Inventory Face Sheet. (JFS1685)


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  32. The worker requests supervisory approval of the CSI. Route and Apply Approvals
      (UC256)
  33. The supervisor receives the approval request and approves the Child Study
      Inventory (CSI).
  34. The system pre-populates the CSI with current information and worker is able to cut
      and paste from previous CSI’s.
  35. The worker reviews the New Adoption Case/Transfer Checklist for first thirty days
      (Online Help or pop- up checklist) (View Online Help and OLI (UC313)
  36. The worker verifies that the Ohio Law and Adoption Material Form (JFS 1693) is
      the file.
  37. The worker meets with biological parents and completes the Ohio Law and
      Adoption Form (JFS 1693) and records date and narrative information in Ohio
      SACWIS. (this can happen prior to PC or after PC)
  38. The worker documents that a Life Book exists for the child, a copy has been put
      into case file/record and the date verified is recorded.
  39. The worker records the Foster/Kinship notification of Permanent Custody and the
      foster parents/kinship/other caregiver has a right to be considered for adoption of
      child.
  40. The system will generate a notification of Permanent Custody to the foster
      parents/kinship/other caregiver indicating that they have a right to be considered for
      adoption of child. (JFS # Pending)
  41. The worker prints a copy of the Application for Adoption of a Foster Child
      (Placement in Foster Home > than 12 months) (JFS 1692) or Application Placement
      in Foster Home < than 12 months (JFS 1691) RM1a Maintain Homestudy
      Information (UC314)
  42. The worker reviews and insures that all current information is in the Homestudy
      (JFS1385, JFS 1673, and JFS1698). RM1a Maintain Ho mestudy Information
      (UC314)
  43. The worker completes the Document of Placement Decision Making Process
      (Matching Process) (JFS1689)
  44. The Eligibility worker negotiates the Adoption Assistance (AA). FM19 Determine
      Adoption Subsidy Eligibility (UC282)
  45. The worker requests the system print a copy of the Adoptive Placement Agreement
      (JFS 1654). View or Print a whatever (UC236)
  46. The worker completes ICPC paperwork if adoption is out of state (JFS # 100A and
      JFS2424) in addition to other ICPC mandated materials. Maintain ICPC
      Information (UC101)
  47. The worker records that the foster parents/kinship/other caregiver have received and
      signed a copy of the Adoptive Placement Agreement (JFS 1654) (Adoptive
      Placement Checklist)


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  48. The worker requests the system print a copy of the Medical Treatment
      Form/Authorization (consent for treatment). (JFS Form: Pending) View or Print a
      whatever (UC236)
  49. The worker records that the foster parents/kinship/other caregiver has received and
      a copy of the Medical Treatment Form/Authorization (consent for treatment). (JFS
      Form: Pending)
  50. The worker requests the system print a copy of the updated Child Study Inventory
      and CSI Face Sheet. View or Print a whatever (UC236)
  51. The worker records that the foster parents/kinship/other caregiver have received and
      signed a copy of the updated Child Study Inventory and CSI Face Sheet to include
      current adoptive placement and date information. (Updated at adoptive placement)
  52. The worker records updated indicator and date is on the updated version of the
      Medical and Social History. (JFS 1616)
  53. The worker requests the system print a copy of the Medical and Social History
      Form. (JFS 1616) View or Print a whatever (UC236)
  54. The worker records that the foster parents/kinship/other caregiver have received a
      copy of the Medical and Social History form and documents the date the Medical
      and Social History Form was provided. (JFS 1616).
  55. The worker requests the system print a copy of the Disclosure Form. (JFS 1667)
      View or Print a whatever (UC236)
  56. The worker records that the foster parents/kinship/other caregiver have received and
      signed a copy of the Disclosure Form (JFS 1667) including the CSI/CSI Facesheet,
      Subsidy information, Lifebook, Social Security Number, and all materials listed on
      ODJFS Ohio Law Adoption material) and the family has acknowledged receipt of
      the information via a signature and date. CM06 Record Participants Signatures
      (UC317)
        Birth Client ID (Child Placed in Adoptive Home – Child’s Pre-Adoptive
        Family Case is closed)
  57. The worker places the child with the Adoptive Family.
  58. The worker closes the Removal in Pre-Adoptive Case. CM07 Record Removal
      Information(UC318)
  59. The worker closes the existing foster child placement for the child. (Status change)
      CM09 Record Placement Information (UC304)
  60. The worker closes existing Services in Pre-Adoptive Case CM09 Authorize Client
      and Family Non-Placement Services (UC303)
  61. The worker reviews existing Entitlements in Pre-Adoptive Case are correct. FM19
      Determine Adoption Subsidy Eligibility (UC282)
  62. The worker ends the child’s involvement in the existing Pre-Adoptive family case
      (close existing pre-adoptive family case) – Sealing process. CM16 Process Case
      Closure Checklist (UC322)
        Birth Client ID (The child is placed under the Adoptive Family Resource
        Number)
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  63. The worker changes the child’s name to the adoptive family name.
  64. The worker adds the new adoptive child to the foster/adoptive parents in resource.
      Maintain Service Provider Enrollment Information (UC164)
  65. The system restricts access to adoption information.
  66. The system pre-populates child information from the child’s pre-adoptive family
      case.
  67. The worker records additional adoptive child information as needed.
  68. The worker record relationship information between adoptive parents/family and
      newly adoptive child.
  69. The system transfers existing Entitlements from Pre-Adoptive child’s name to
      Child’s Adoptive Name. FM19 Determine Adoption Subsidy Eligibility (UC282)
  70. The worker records post adoptive services for child and family as needed. CM09:
      Authorize Client and Family Non-Placement Services (UC303)
  71. The worker records Court documents that have been sent to the court.
  72. The worker or appropriate party files the petition to adopt in Probate court.
  73. The worker records Probate Court information in Ohio SACWIS. CM01 Track
      Court Events (UC125)
  74. The System generates a tickler based on the hearing date for adoption finalization to
      the worker at days 60, 45 and 30 as a reminder to complete the Pre-Finalization
      Report. (escalating tickler) Date of Finalization filed turns off tickler.
  75. The worker completes the Pre-Finalization Report and requests the system print a
      copy of the Pre-Finalization Report (JFS1699) View or Print a whatever (UC236)
  76. The Worker submits the Pre-Finalization Report (JFS1699) to Probate Court and
      adoptive family no later than 20 days prior to Finalization Hearing. The worker
      records the date the report was submitted to the court.
  77. The worker records Pre-Finalization Report (JFS1699) the date submitted and by
      whom and method of delivery to the foster parents/kinship/other caregiver.
  78. The worker records the date the foster parents/kinship/other caregiver sign and
      acknowledge receipt of the Pre-Finalization Report (JFS1699).
  79. The worker attends the Finalization Hearing at the Probate Court where the foster
      parent(s)/kinship/other caregiver are granted approval to adopt the child.

         Birth Client ID (Child Adoption is finalized)
  80. The worker receives a copy of the final decree of adoption or the interlocutory order
      of adoption and records the results of the Court Hearing in Ohio SACWIS including
      file stamp date. CM01 Track Court Events (UC125)
  81. The system restricts access to all information from the granting of permanent
      custody once the adoption finalization date has been recorded in SACWIS.
  82. The worker reviews the Checklist for Closing a Case.
  83. The worker asks the system to closes the Child’s case.
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  84. The system generates a checklist instructing the worker of missing items required to
      close a child’s case. Process Case Closure Checklist (UC322),
  85. The System generates a checklist instructing the worker of missing AFCARS and
      ASFA data elements.
  86. The worker completes missing items.
  87. The system closes the child’s case in SACWIS.


               Alternative Scenarios: The worker has created a Pre-Adoptive Family
                     Case for the pre-adoptive child. A decision is made to remove the
                     child from pre-adoptive status and return child to biological family
                     case.
               Alternative Scenario: The worker has placed the child in an Adoptive
                     Placement. A decision is made to remove the child from Adoptive
                     Home and return child to pre-adoptive status where the child has
                     his/her own family case.
               Alternative Scenario: Pre-Finalization Disruption
               Alternative Scenario: Adoption dissolution
               Alternative Scenario: Two existing case plans under one family for
                     different children. Case Plans under both Child and Family Case.
               Alternative Scenario: The system generates a pop-up note asking the
                     worker if they wish to seal the child’s biological information and
                     create a Pre-Adoptive Status for the child. Yes or No. If worker
                     selects No then a tickler will be generated at day 30 as a reminder.
               Alternative Scenario: A county changes the child’s name at adoption
                     placement including change in eligibility based on adoptive home
                     placement. (prior to court ordered finalization hearing)
               Alternative Scenario: A child is adopted out of the county.
               Alternative Scenario: A child is adopted out of state.(ICPC)
               Alternative Scenario: An Indian child is available for adoption. (ICWA)
               Alternative Scenario: RCNO as a factor
               Alternative Scenario: Private Agency Adoption (subsidy only)PCPA
               access to the system and recording information into SACWIS
               Alternative Scenario: The system shall alert the worker immediately after
               the permanent custody file stamp date has been recorded in SACWIS that
               a Transfer of Case is required by day 60. (Needs further work) (CARP)


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           Scenario 2: Permanent Custody granted and upheld by the Court for a child
           who is being adopted by a non-identified (non-foster parent).

  88. Complete MSS 1 Steps 1-37.
  89. The system shall ale rt the worker immediately after the permanent custody file
      stamp date has been recorded in SACWIS that a Matching Staffing must occur at
      every 90 days until the child is adopted. (CARP)
  90. The worker records recruitment activities to locate an adoptive home.
  91. The worker records preparing the child for adoption. Case note selection: Child
      preparation for adoption CM30 Record Casework Activity Log (Case Management
      Track) (UC)
  92. The worker completes the pre- matching process and narrative text concerning pre-
      matching process.
  93. The worker records results of Team Meeting. (Matching Conference) CM30 Record
      Casework Activity Log (Case Management Track) (UC)
  94. The worker completes the Document of Placement Decision Making Process
      (Matching Process where Adoptive Family is selected) (JFS1689) including
      participants to the applicant process and date.
  95. The worker prints updated CSI and records date and name of review with potential
      adoptive family. View or Print a whatever (UC236)
  96. The worker assists in the determination of IV-E and AA. (FM19 Determine
      Adoption Subsidy Eligibility (UC282)
  97. The worker completes the rejection letter to those families who were not selected
      for the child. (pending JFS form)
  98. The worker completes ICPC paperwork if adoption is out of state (JFS # 100A and
      JFS2424) in addition to other ICPC mandated materials. Maintain ICPC
      Information (UC101)
  99. The adoptive family completes a Welcome Book and a record of it is recorded in
      the system and date.
  100. The worker schedules the pre-placement visitation and records visitation details in
      SACWIS.
  101. The system generates an Adoptive Placement Checklist.
  102. The worker requests the system print a copy of the Adoptive Placement
      Agreement (JFS 1654). View or Print a whatever (UC236)
  103. The worker records that the adoptive family have received and signed a copy of
      the Adoptive Placement Agreement (JFS 1654)
  104. The worker requests the system print a copy of the Medical Treatment
      Form/Authorization (consent for treatment). (JFS Form: Pending) View or Print a
      whatever (UC236)



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  105. The worker records that the adoptive family has received and a copy of the
     Medical Treatment Form/Authorization (consent for treatment). (JFS Form:
     Pending)
  106. The worker requests the system print a copy of the updated Child Study Inventory
     and CSI Face Sheet. View or Print a whatever (UC236)
  107. The worker records that the adoptive family have received and signed a copy of
     the updated Child Study Inventory and CSI Face Sheet to include current adoptive
     placement and date information. (Updated at adoptive placement)
  108. The worker records updated indicator and date is on the updated version of the
     Medical and Social History. (JFS 1616)
  109. The worker requests the system print a copy of the Medical and Social History.
     (JFS 1616) View or Print a whatever (UC236)
  110. The worker records that the adoptive family have received a copy of the Medical
     and Social History form and documents the date the Medical and Social History
     was provided. (JFS 1616).
  111. The worker requests the system print a copy of the Disclosure Form. (JFS 1667)
     View or Print a whatever (UC236)
  112. The worker records that the adoptive family have received and signed a copy of
     the Disclosure Form (JFS 1667) including the CSI/CSI Facesheet, Subsidy
     information, Lifebook, Social Security Number, and all materials listed on ODJFS
     Ohio Law Adoption material) and the family has acknowledged receipt of the
     information via a signature and date. CM06 Record Participants Signatures
     (UC317)
       Birth Client ID (Child Placed in Adoptive Home - Pre-Adoptive Family Case
       is closed)
  113. The worker closes the child’s current placement. CM09 Record Placement
     Information (UC304) (FM05 Maintain Service Authorization UC280)
  114. The worker records new placement information on the child and the child is
     placed into the adoptive home. CM09 Record Placement Information (UC304)
     (FM05 Maintain Service Authorization UC280)
  115. The system sends the worker a tickler after the child has been placed in the
     adoptive home at day 60 to remind the worker that the child is in placement, the six
     months timeline is approaching and adoption finalization needs to be completed.
  116. Resume at MSS 1 Step 71 -86.




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4 Important and Required Fields

MSS or AF Step                Fields

MSS 1 Step 2                  Bio Tab Page
                                 o Link to Biological Family
                                 o Sibling Information
MSS 1 Step 8                  Transfer to Adoption Unit Checklist
                                 o Social/Medical History (JFS 1616) including date of
                                     last physical/dental
                                 o Permanent Custody Journal Entry with File Stamp
                                     Date
                                 o Birth Certificate
                                 o Social Security Card
                                 o Birth Record
                                 o Early Intervention Assessment (on all children under
                                     the age of 4)
                                 o Most recent report card(s)
                                 o Current IEP on child(ren)
                                 o All medical records on child
                                 o Ohio Law Adoption material (ODJFS 1693) signed
                                     by birth parent or date sent to last known address of
                                     birth mom
                                 o Data on protective custody entry matches exactly
                                     name on birth certificate
                                 o IV-E information recorded for each child
                                 o Permanent Custody Case Plan (Amended Case Plan)
                                 o Life book
                                 o FAPM+
                                 o Current Case Notes
                                 o Current Transfer Summary
                                 o Mental Health Assessment
                                 o Efforts to prepare child for adoption
                                 o Is this is ICWA case and is Form Tribal Letter
                                     placement (also needs to happen at intake)
                              Forms:
                                 o JFS 1616
                                 o JFS 1685
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                                 o JFS1414
                                 o Ohio Law and Adoption Materials
                                 o OAPL Registration
MSS 1 Step 24                Checklist for 1st 30 days with a New Case once agency has
                             permanent custody- the case is transferred to adoption area.
                                 o Review of Life Book
                                 o Home Visit completed in 7 days
                                 o Discussed Adoption with Foster parent
                                    (Foster/Kinship notification of Permanent Custody
                                    Letter of Interest) (JFS form review pending))
                                 o OAPL picture and narrative on interests meeting with
                                    the child
                                 o Review need for Psychological or Early Intervention
                                    Assessment
                                 o Child Study Inventory completed by 60 days after
                                    permanent custody file stamp date
                                 o Verify Birth Certificate is accurate
                                 o Check for PC entry and order
MSS 1 Step 66                Documents/data element that are carried forward from the
                             Adoptive Child and go with the child to Adoption (New
                             Name): Adoptive Placement (restricting)
                             Non-Identifying Information
                             Fiscal
                             Security recommendations for Biological Tab:
                             Intake(Screeners/Hotline), Supervisors, Adoption Staff,
                             Placement Resource

                             Data Elements:
                                o Parent Name (s)
                                o Parents Client ID and Family Number
                                o Child’s Biological Name
                                o DOB
                                o Race
                                o Ethnicity
                                o Sibling Information
                                o Child’s Family ID Number
                                o AKA
                                o Resource Family Number (Adoptive #)
                                o
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                             Reports
                             Social/Medical History (JFS 1616)
                             Updated Child Study Inventory
                             Amended Case Plan (Permanent Custody Case Plan) JFS JFS
                             1444


MSS 1 Step 71                Picklist:
                             Probate Court Documents
                             o Social/Medical History (JFS 1616)
                             o Pre-Finalization Adoption Assessment Report (JFS
                                1699)
                             o Consent Form( Executive Director Allows child to be
                                adopted - JFS Form pending)
                             o Homestudy (JFS 1673) or Step-Parent/Adoption Home
                                Study Report (JFS1698) or Home Study Report
                                (JFS1698)
                             o Placement Agreement
                             o Certified Copy of Birth Certificate
                             o Social Security Number/Card
                             o Copy of Reference Letter for Adoptive Family
                             o Copy of background check
                             o BCI check
                             o Ohio Law and Adoption materials
                             o Request for Notification (JFS 1679)
                             o Putative Father Registry
                             o ICPC Approval (Out of State 100A)
                             o Child Study Inventory (JFS Form being developed)
                                Updated version
                             o Child Study Inventory (CSI) Face Sheet (JFS1685)
                             o Adoptive Investigation Statement (Fee Reimbursement)
                             o FBI Checks
                             o Court Documents
                             o Other: Textbox

MSS 1 Step 77                Pre-Finalization Report (JFS1699) Method of Delivery
                             Picklist:
                                 o Regula r Mail
                                 o Email
                                 o hand delivered
                                 o fax
                                 o certified mail
                                 o Other: textbox.
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MSS 1 Step 81                Checklist for Closing a Case
                                o Change in Status
                                o Family name and address
                                o Adoption Placement Agreement
                                o Copy of Final Decree
                                o Home Study
                                o CI completed
                                o JFS 1667
                                o JFS 1616
                                o Life book
                                o Subsidy determination
                                o Adoption Notice Request
                                o Case Notes

MSS 2 Step 90                Recruitment Activities
                                o Flyers (mail and email out to adoptive families,
                                    public and private agencies)
                                o Radio spots (Wednesday Child, commercials)
                                o TV spots
                                o Newspaper spots
                                o Internal email to other adoption staff to locate internal
                                    homes
                                o Send CSI (via fax, email or mail) to other states to
                                    recruit for homes
                                o AdoptOhio
                                o County Website
                                o AdoptUsKids Website
                                o Investigate relatives, neighbors, friends, kinship
                                    options
                                o Review Resource materials (collection of
                                    homestudies sent to agency in the past for all cases)
                                o Attend Northeast Ohio Adoption Resource Exchange
                                    (NEOARE) and other matching meetings
                                o Adoption Picnic, Fair, Events, Activities
                             Original Case Plan List
                                    o Locating Extended Family”
                                    o AdoptOHIO Website
                                    o Radio
                                    o Adoption Congress
                                    o Locating Interested Non-Relative(s)
                                    o Own Agency Website
                                    o Flyers
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                                    o Adoption Resource Exchange (Regional or
                                        National)
                                    o OAPL
                                    o Television
                                    o Adoption Fair/Party
                                    o Other
MSS 2 Step 101                Adoptive Placement Checklist
                                 • Signed CSI
                                 • JFS1616
                                 • JFS1667
                                 • Consent for Medical Treatment
                                 • Copy of Adoptive Placement Agreement
                                 • Medical Card
                                 • Immunization Records
                                 • Birth and Medical Records
                                 • Current MFE and IEP
                                 • Social Security Number
                                 • Subsidy
                                 • Life Book
                                 • Emergency Numbers to Call
                                 • Medically Fragile Child resources in place and
                                    verified
                                 • In State/Out of County Placement information/letter
                                 • Out of State Placement
                                 • Case Plan

Reports:                              1. Ohio Putative Father Registry: Application for
                                         Search for Ohio Putative Father Registry (JFS
                                         1695)
                                      2. Ohio Putative Father Registry: Response to the
                                         Court (JFS1697)
                                      3. Individualized Child Assessment Instructions and
                                         Form (JFS1688)
                                      4. Applicant Financial Statement (JFS1681MEPA
                                         Bi-Annual Comprehensive Self- Assessment
                                         Report (JFS1668) Application for Adoption of a
                                         Foster Child (Placement in Foster Ho me > than
                                         12 months) (JFS 1692)
                                      5. Application Placement in Foster Home < than 12
                                         months (JFS 1691)
                                      6. OAPL – Child Registry Form (JFS 1686)
                                      7. OAPL Family Registration Form (JFS1687)

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                                   8. OAPL Family Registration Waiver: JFS1614)
                                   9. Child Study Inventory (JFS Form being
                                       developed)
                                   10. Child Study Inventory (CSI) Face Sheet
                                       (JFS1685)
                                   11. Adoption Information Disclosure (JFS 1667)
                                   12. Ohio Law Adoption material (ODJFS 1693)
                                   13. Social/Medical History (JFS 1616)
                                   14. Adoption Placement Agreement (JFS1654)
                                   15. Adoptive Case Plan (JFS1444)
                                   16. Pre-Finalization Adoption Assessment Report
                                       (JFS 1699)
                                   17. Concurrent Planning Process Form. (JFS Form
                                       pending)
                                   18. Document of Placement Decision Making
                                       Process (JFS1689)
                                   19. Request for Notification (JFS 1679)
                                   20. Consent Form( Executive Director Allows child
                                       to be adopted - JFS Form pending)
                                   21. Rejection Letter(JFS Form pending)
                                   22. Application for State Adoption Subsidy (JFS
                                       1613)
                                   23. Adoption Assistance Agreement (JFS 1453)
                                   24. Compliance Summary of Adoptive Parent Record
                                       (JFS1272)
                                   25. ODJFS Medical Statement for Foster
                                       Care/Adoptive Applicant and Adoptive Applicant
                                       and All Household Members (JFS 1653)
                                   26. ODJFS Safety Audit of a Foster Home (JFS1348)
                                   27. Adoptive Applicant Authorization for Release of
                                       Confidential Information Police/Criminal Record
                                       Check (JFS1683)
                                   28. Homestudy (JFS 1673)
                                   29. Step-Parent/Adoption Home Study Report
                                       (JFS1698)
                                   30. Home Study Report (JFS1698)
                                   31. ICMA (Interstate Compact on Adoption and
                                       Medical Assistance (6.01, 6.02, 6.03)


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Reports                        o Timeframes time that child is removed PC – adoption
                                 perma nent placement
                               o A number of days a child has been in placed based
                                 out of 12/22
                               o Number of sibling groups adopted
                               o Number of children adopted out of state
                               o Number of children adopted out of county
                               o Number of children adopted by relatives
                               o Number of children adopted with siblings
                               o Number of children adopted by a specific type of
                                 recruitment (i.e. OAPL, agency recruitment etc)
                               o Age of child
                               o Age of Family
                               o Status of Adoptive Parents (i.e. single, married)
                               o Number of children adopted into blended homes
                               o Number of children adopted into non-traditional
                                 homes
                               o OAPL compliance
                               o SAR overdue report
                               o Kids not seen report
                               o Number of children in paid placement (foster care
                                 and residential)
                               o Number of children in adoptive placement
                               o Number of adoption finalizations
                               o Number of adoptions disruptions or dissolutions after
                                 finalization
                               o Number of adoption disruptions before finalization
                               o Number of cases and children assigned to a worker
                               o Length of time from initial custody to adoption
                                 finalization
                               o Length of time from case assignment in adoption
                                 department to finalization
                               o Children adopted outside of their race or by non-
                                 traditional family (MEPA/IEPA violation?)
                               o Total expenditures on child since coming into care to
                                 date
                               o Upcoming AR/Court hearings
                               o Number of children in out of home care
                               o Number of days from removal to permanent custody
                               o Number of days from removal to permanency
                               o visitation dates per child by worker
                               o location of adoptive homes by county, zip code and
                                 area code
                               o Number or percent of siblings placed in the same
                                 home for adoption
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                               o Number or percent of siblings adopted separately
                               o Number or percent of children in PPLA
                               o Age of child at finalization
                               o Total cost of child’s case since initial placement to
                                 date
                               o Number of appeals and length of time between appeal
                                 and permanent custody appeals upheld vs. denied
                               o Newly licensed foster parents in the first year of
                                 licensure with placements vs. no placements received
                               o Number of approved adoptive families matched with
                                 a placement vs. not matched during a calendar year
                               o
                               o

Ticklers                   8/3/04: New Requirement The system generates a tickler to
                           the worker at day 14 that the Child Study Inventory is due on
                           day 30. (based on the SACWIS court hearing file stamp date
                           for permanent custody)
                           8/3/04: New Requirement The system generates a tickler
                           based on the hearing date for adoption finalization to the
                           worker at days 60, 45 and 30 as a reminder to complete the
                           Pre-Finalization Report.
                           8/3/04: New Requirement The system generates a tickler to
                           the worker a tickler after the child has been placed in the
                           adoptive home at day 60 and day 100 to remind the worker
                           that the child is in placement, the six months timeline is
                           approaching and adoption finalization needs to be completed.
                           RFP 267 Original Wording: The system must alert workers
                           when paternity has not been established for their assigned
                           cases. (Secondary Team 4)
                           8/3/04: New Requirement Review New Wording A tickler
                           shall generate to the worker the first time custody is
                           determination is recorded in court for a child reminding
                           worker to verify that paternity has been established and will
                           delete until paternity has been established.
                           New Requirement 8/3/04: The system shall alert the worker
                           immediately after the permanent custody file stamp date has
                           been recorded in SACWIS that a Pre-Adoptive Staffing is
                           required by day 30. (needs further work) (CARP)
                           New Requirement 8/3/04: The system shall alert the worker
                           that immediately after the permanent custody file stamp date
                           has been recorded in SACWIS that a Matching Staffing
                           occurs at every 90 days until the child is adopted. (Decision
                           Making Tool)( JFS 1689) (CARP)
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Notifications                1. The system will generate a notification of Permanent
                                Custody to the foster parents/kinship/other caregiver
                                indicating that they have a right to be considered for
                                adoption of child. (JFS # Pending) (checkbox)

                                  Check make sure no other notification letters
                               117.
AFCARS
                                 •   Has Child Ever Been Adopted?
                                 •   If Yes, How Old Was Child When Adoption Was
                                     Legalized?
                                 •   Date Child Was Discharged from Last Foster Care
                                 •   Date of Mother’s Parental Rights Termination (if
                                     applicable)
                                 •   Date of Legal or Putative
                                 •   Father’s Parental Rights Termination (if applicable)
                                 •   Title IV-E (Adoption Assistance)
                                 •   Date Adoption Legalized


ASFA
                                 •   Reasonable Efforts Determination within 60 days of
                                     initial custody for initial title IV-E:
                                          q Judicial Determination Reasonable Efforts
                                              Required
                                          q Judicial Determination Reasonable Efforts
                                              Not Required

                                 •   Termination of Parental Rights if Child is in Custody
                                     12 of 22 months:
                                        q 12 of 22 months
                                        q Motion of TPR against Mother
                                        q Motion of TPR against Father


                                 •   Identification of Services Planned, Received, Barriers
                                     to Services:
                                         q Barriers to Child Services Planned
                                         q Barriers to Family Services Planned
                                         q Barriers to Caregiver Services Planned
                                         q Reasonable Efforts Not Required,
                                             Permanency Plan Hearing Results
                                         q Supplemental Case Plan Completed


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                                       q   Case Plan (modified)
                                       q   Race, Color, National Origin as A Factor
                                       q   Amendment to Case Plan (modified)

                               •   Track issuance of Title XIX Medicaid application
                                   material to non title IV-E adopted children:
                                   q Event 126: Title XIX Medicaid Application
                                      Provided

                               •   Collection of Information as required by the Chafee
                                   Foster Care Independence Act, which determines
                                   funding for emancipated youth:
                                      q Independent Living Information
                                      q Emancipated Youth Information


                               •   To collect the child’s finalization date to assure
                                   accurate mapping for AFCARS requirements:
                                      q Adoption Placements Agreement Signed
                                          (modified)
                                      q Adoptive Family Structure and First Adoptive
                                          Parent Demographics (modified)
                                      q Semi Annual Review (modified)
                                      q Adoption Assistance Special Needs
                                          (modified)
                                      q Initial Case Plan Type Assistance (modified)
                                      q Case Type Change (modified)


                               •   Other ASFA Requirements
                                      § Services Planned/Provided (modified)
                                      § Terminate Custody (modified)
NCANDS                         Don’t know
ICWA                           •   A placeholder needs to go into Placement CM09
                                   Authorize Out of Home Placement
                               •   Determine if child has an extended Indian family
                               •   A selection (pick list) what the placement preference
                                   of the tribe
                               •   In court area
                               •   If Parent Voluntary Termination (anonymous)
                               •   Court makes determination based on what agency
                                   submits to them concerning adoption of child
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                                 •   See ICWA rules: Ask for Clarification from Carrie

                                  Figure 2 - Important Fields


5 Special Requirements
Business Rules

JFS 1616: Medical and Social History Form: The system has to be able to pull
information from biological parent and sibling into form before and after sealing of
adoptive child’s birth record.

JFS 1444 Case Plan
Adoption Case Plan: The case plan should not be under biological family due to sealing
or need to send parties in adoption sanitized and regular versions of case plan prior to
adoption being fina lized. Case Plans for siblings (often the case plan is the same
information) and in some counties, sibling group are listed together on the same court
number and need a case plan to have the ability to have same case plan with multiple
siblings listed. Need to have the ability to have two case plans – one from biological
family for sibling to remain non permanent custody remain attached to the family and one
removed TPR
Issue: Name of head of household: child vs. family impacts system design of case pla n.

Child Study Inventory
CSI updated at day 180 from original day 30) (with SAR) Need to have ability to have
multiple CSI’s (inset grid/history)/ Approval process is gets locked. The worker record
completed date and supervisor approval date and date adoptive parents reviewed and
signed CSI.

Foster Parent Adoption Process (no 6 month minimum as the child has been in the foster
placement prior to adoption process being initiated and thus longer than the mandatory 6
months) did not want tied into 6 months

Pre-Finalization Report (JFS1699) JFS 1699 goes to probate court and adoptive family
no later than 20 days prior to Finalization Hearing with date submitted and by whom and
how.
Issue: Need one version with identifying information and reference information for
Court and one version with out biological family and references information which
removed for adoptive parents.

Biological Case to Pre-Adoptive Case to Adoptive Case
Pre-Adoptive Case: Establishing a pre-adoptive case (post permanent custody status):
Once the permanent custody file stamp date has been recorded, the authorized agency
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personnel determines if they wish to establish a pre-adoptive family case for the child.
When the permanent custody date is entered into SACWIS, a pop-up window displays
and asks the worker if they want to seal the child’s biological information and create a
family case for the child. If the authorized agency personnel determines that they want
too seal the child’s biological information, the child’s biological family information has a
status change with specific information being auto filled into the child’s pre-adoptive
family case including a biological tab page that lists sibling and biological information.
The child retains his/her own client number. If the authorized agency personnel, chooses
not to seal the child’s biological information and create a family case for the child, a
tickler is generated at the 30th day (and every 30 days thereafter) asking the authorized
agency personnel if they wish to establish a pre-adoptive case on the child. Siblings,
where permanent custody has been granted to the agency, are listed under the same pre-
adoptive family case number but each child has their own individual client number.
Sealing is done differently in Ohio counties but sealing has to occur by the time the
adoption is finalized in the Probate Court.

Fiscal Issue : New Adoption ID (the child becomes part of the Adoptive Family Case
After Finalization in some counties but most counties do it at the time of Adoptive
Placement) based on funding issue– IV-E eligibility – This is a financial issue when this
name change and placement in the adoptive home happens by county. Some counties
change the child’s name at the time of adoptive placement, others change it at the time of
finalization with the probate court.

MEPA/IEPA: Reference Rule 13 (ODJFS 5101:2-48-13) Section I concerning specific
information.



6 Notes, Background Information, User Interface Ideas

                 Requirements allocated to this common use case
               Primary Responsibility

New         The system generates a tickler to the worker at day 14 that the Child
Requirement Study Inventory is due on day 30. (based on the SACWIS court hearing
            file stamp date for permanent custody)


New         The system generates a tickler based on the hearing date for adoption
Requirement finalization to the worker at days 60, 45 and 30 as a reminder to
            complete the Pre-Finalization Report.


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New         The system will create a tickler after the child has been placed in the
Requirement adoptive home at day 60 and day 100 to remind the worker that the
            child is in placement, the six months timeline is approaching and
            adoption finalization needs to be completed.

RFP 267       Original Wording: The system must alert workers when paternity has
              not been established for their assigned cases. (Secondary Team 4)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review: No wording change
RFP273        Original Wording: The system must provide for processing Interstate
              Compact on Adoption and Medical Assistance (ICAMA) cases. This
              will include creation of forms online and the interface with Title XIX
              for issuance of the Medicaid card. (Secondary Team 3 & 5)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review: No wording change

RFP 274.3     Original Wording: Recording paternity information and searches
              completed; (Secondary Team 1 & 5)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review: No wording change

RFP 274.5     Original Wording: e. Identifying siblings who have been adopted and
              their adoptive homes (Secondary Team 1)

              7/19/04 Requirement Review: No wording change. Business Rule
              needed that there needs to be some indicator of siblings that have been
              previously adopted.
              8/3/04: Requirement Review: No wording change
RFP 274.6     Original Wording: Assisting the worker in child/family matching, and
              tracking all Adoption and Foster Care Analysis Reporting System
              (AFCARS) data elements. (Secondary Team 1)
              7/19/04 Requirement Review:
              8/3/04: Requirement Review: No wording change
RFP 345       Original Wording: Date of Mother's Termination of parental rights
              (TPR) (Secondary Team 1 (Data Requirement)
              7/19/04 Requirement Review: No wording change Business Rule:
              Should auto fill from Court window
              8/3/04: Requirement Review: No wording change
RFP 346       Original Wording: Paternity has or has not been established
              (Secondary Team 1) (Data Requirement)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review: No wording change
RFP 347       Original Wording: Putative Father Registry checked
              indicator(Secondary Team 1) (Data Requirement)

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              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review: No wording change
RFP 348       Original Wording: Name of Father(Secondary Team 1) (Data
              Requirement)
              7/19/04 Requirement Review: No wording change

RFP 349       Original Wording: If paternity has not been established, a list of
              alleged Father names(Secondary Team 1) (Data Requirement)
              7/19/04 Requirement Review: No wording change

RFP 350       Original Wording: Date of Father's TPR (Secondary Team 1) (Data
              Requirement)
              7/19/04 Requirement Review: No wording change
              Business Rule: Should auto fill from Court window

RFP 359       Original Wording: Other adoption services registered for the child
              (Secondary Team 1) (Data Requirement)
              7/19/04 Requirement Review: No wording change

RFP 363       Original Wording: Required Adoption and Foster Care Analysis
              Reporting System (AFCARS), National Child Abuse and Neglect Data
              System (NCANDS), and Adoption and Safe Families Act (ASFA)
              elements (Secondary Team 1) (Data Requirement)
              Requirement Review 7/19/04: No wording change

RFP 365       Original Wording: Interstate Compact on Adoption and Medical
              Assistance (ICAMA) case elements (Secondary Team 1)
              7/19/04 Requirement Review: No wording change

RFP617        Original Wording: The system must provide for documenting what
              private agency arranged the adoption. (Secondary Team 5)
              7/19/04 Requirement Review: Wording Change: The system must
              provide for documenting the PCPA. (Verify that this is done in
              eligibility)

RFP647        Original Wording: Private agency that arranged the adoption.
              (Secondary Team 5)
              7/19/04 Requirement Review: Wording change : The PCPA that
              arranged the adoption.

New         7/22/04: A tickler shall be generated to the worker if paternity has not
Requirement been established.
            7/23/04: New Wording: A tickler shall generate to the worker every
            time a custody determination is recorded in court for a child reminding
            worker to verify that paternity has been established. This requirement
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            needs to go to the CM125 Track Court Events.
            8/3/04: New Requirement Review New Wording A tickler shall
            generate to the worker the first time custody is determination is
            recorded in court for a child reminding worker to verify that paternity
            has been established and will delete until paternity has been
            established.
New          7/22/04: The system shall create a data book based on ODJFS
Requirement forms/reports on each client in SACWIS that can be collated as needed.
            (example: probate court document requirements)

New          7/22/04: The system shall generate a Child Study Inventory (CSI) and
Requirement Child Study Inventory Face Sheet that has supervisory approval where
            the CSI is not editable after approval but worker can make a copy to be
            edited.
              8/3/04: Requirement Review
New         7/23/04: The system shall track a disruption after finalization where
Requirement the goal is other than termination of adoptive parental rights.
              8/3/04: Requirement Review
New         7/22/04: The System shall generate Adoption Forms and Reports.
Requirement    1. Ohio Putative Father Registry: Application for Search for Ohio
                   Putative Father Registry (JFS 1695)
               2. Individualized Child Assessment Instructions and Form
                   (JFS1688)
               3. Applicant Financial Statement (JFS1681)
               4. MEPA Bi-Annual Comprehensive Self-Assessment Report
                   (JFS1668)
               5. Application for Adoption of a Foster Child (Placement in Foster
                   Home > than 12 months) (JFS 1692)
               6. Application Placement in Foster Home < than 12 months (JFS
                   1691)
               7. OAPL – Child Registry Form (JFS 1686)
               8. OAPL Family Registration Form (JFS1687)
               9. OAPL Family Registration Waiver: JFS1614)
               10. Child Study Inventory (JFS Form being developed)
               11. Child Study Inventory (CSI) Face Sheet (JFS1685)
               12. Adoption Information Disclosure (JFS 1667)
               13. Ohio Law Adoption material (ODJFS 1693)
               14. Social/Medical History (JFS 1616)
               15. Adoption Placement Agreement (JFS1654)
               16. Adoptive Case Plan (JFS1444)
               17. ODJFS Pre-Finalization Adoption Assessment Report (JFS
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                      1699)
                  18. Team Meeting Notes/Concurrent Planning Process Form. (JFS
                      Form pending)
                  19. Document of Placement Decision Making Process (JFS1689)
                  20. Request for Notification (JFS 1679)
                  21. Consent Form( Executive Director Allows child to be adopted -
                      JFS Form pending)
                  22. Rejection Letter(JFS Form pending)
                  23. Application for State Adoption Subsidy (JFS 1613)
                  24. Adoption Assistance Agreement (JFS 1453)
                  25. Compliance Summary of Adoptive Parent Record (JFS1272)
                  26. ODJFS Medical Statement for Foster Care/Adoptive Applicant
                      and Adoptive Applicant and All Household Members (JFS
                      1653)
                  27. ODJFS Safety Audit of a Foster Home (JFS1348)
                  28. Adoptive Applicant Authorization for Release of Confidential
                      Information Police/Criminal Record Check (JFS1683)
                  29. Homestudy (JFS 1673)
                  30. Step-Parent/Adoption Home Study Report (JFS1698)
                  31. Home Study Report (JFS1698)
                  32. Home Study Update (JFS 1385)
                  33. Adoption Assistance Application (JFS#)
                  34. JFS 1421
                  35. JFS 1428
                  36. JFS 1453
                  37. JFS 1613
                  38. JFS 1449 Medical Mental Health and Rehabilitatve Care New
                      Form
                  39. JFS 1615 Approval for State Adoption Subisdy
                  40. JF1618
                  41. JFS 1050
                  42. JFS 1050A
                  43. JFS 1051
                  44. 1666 Permanent Surrender
                  45. ICMA (Interstate Compact on Adoption and Medical
                      Assistance (6.01, 6.02, 6.03)
New           7/22/04: The system shall display checklists for Adoption processes.
Requirement

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New         7/22/04: The system shall allow the sealing of information for a child
Requirement who is adopted.
              8/3/04: Requirement Review
New           7/23/04: The system shall generate blank templates of all adoption
Requirement   forms.
New           7/21/04: The system shall provide for a concurrent planning process.
Requirement   8/3/04: Requirement Review
New           7/23/04: The system shall provide for a biological window for adopted
Requirement   children that will capture biological information for adopted youth
              including biological parents, sibling information and adoptive home
              information that will be accessible at all times during the child’s
              involvement with the agency.
              8/3/04: Requirement Review
New             The System shall generate a checklist of missing AFCARS and
Requirement     ASFA data elements.
              8/3/04: Requirement Review
New           The System must comply with CARP (Corrective Action and
Requirement   Resolution Plan) Federal mandates.
New           8/3/04: The system shall alert the worker immediately after the
Requirement   permanent custody file stamp date has been recorded in SACWIS that
              a Pre-Adoptive Staffing is required by day 30(CARP)
New         8/3/04: The system shall alert the worker immediately after the
Requirement permanent custody file stamp date has been recorded in SACWIS that
            a Transfer of Case is required by day 60. (CARP)
New         8/3/04: The system shall alert the worker that immediately after the
Requirement permanent custody file stamp date has been recorded in SACWIS that
            a Matching Staffing occurs at every 90 days until the child is adopted.
            (Decision Making Tool)( JFS 1689) (CARP)
New         Decision Making Tool)( JFS 1689) Same rules as CSI (wording from
Requirement CSI0 Ability to have copy feature etc. (CARP)
New         To Placement window to track
Requirement
                         • Pre-Finalization Disruption Adoptive Status
                             •    Post Finalization Disruption – Disrupt aft er
                                  finalization
                              • Dissolution
New                  Place in Intake
Requirement
                             •    I/R
                             •    Post Adoptive Services

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            Secondary Responsibility

RFP 216     Original Wording: The system must support adoption services by
            determining eligibility for any Federal or State adoption subsidy.
            (Primary Team 5)
             Requirement Review 7/19/04: No wording change

RFP648      Original Wording: ProtectOhio information (Primary Team 5)
            (Secondary Team 2) Requirement Review 7/19/04: No wording
            change

RFP753.2    Original Wording: Paternity establishment status and name & address
            if known (SETS to SACWIS) (Primary Team 5)
            Requirement Review 7/19/04: No wording change

RFP 405     Original Wording: The system must provide for automated adoption
            match. Matching should be based on age range, gender, sibling
            grouping, child’s characteristics, etc. (Primary Team 3) (Secondary
            Team 1)
            7/19/04 Requirement Review: No wording change
RFP 406     Original Wording: The system must provide for on-line review of
            automated adoption match results. . (Primary Team 3) (Secondary
            Team 1)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP 407     Original Wording: The system must provide service provider/adoptive
            home information, to the worker, for siblings of children taken into
            custody. This is to allow placement in the same home where possible.
            (Primary Team 3) (Secondary Team 2 & 4)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP 461     Original Wording: Identification of sibling groups available for
            adoption(Primary Team 3) (Secondary Team 1) (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP 484     Original Wording: Adoption match: family hold status reason and
            date(Primary Team 3) (Secondary Team 2) (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP 485     Original Wording: Adoption match: family removal from hold status
            date(Primary Team 3) (Secondary Team 2) (Data Requirement)
            8/3/04: Requirement Review
RFP 687     Original Wording: The system must generate required State and
            Federal reports in either paper or electronic formats as required (e.g.,
            Adoption and Foster Care Analysis Reporting System (AFCARS),
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              Child Protection Oversight and Evaluation (CPOE), National Child
              Abuse and Neglect Data System (NCANDS), Form ODJFS 4262 (Title
              IV-E report), and federal Chafee reporting requirements). Where
              applicable, the system must capture historical information necessary to
              produce the reports (i.e. AFCARS).
              (Primary Team 4) (Secondary Team 1)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review
RFP216        Original Wording: The system must support adoption services by
              determining eligibility for any Federal or State adoption subsidy.
              (Primary Team 5) (Secondary Team 1)
              7/19/04 Requirement Review: No wording change

              8/3/04: Requirement Review
RFP470        Original Wording: Date adoption agreement signed (Primary Team 3)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review
RFP471        Original Wording: Date of adoption finalization (Primary Team 3)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review
RFP472        Original Wording: Date of adoption dissolution (Primary Team 3)
              7/19/04 Requirement Review: New Wording: Date of adoption
              dissolution after adoption legalized.
              8/3/04: Requirement Review
RFP473        Original Wording: Date of adoption disruption (prior to finalized
              adoption) (Primary Team 3)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review
RFP474        Original Wording: Foster to adopt placement indicator (Primary Team
              3) (Data Requirement)
              7/19/04 Requirement Review: Note: new statute change: Team 2
              recommends to Team 3 that a drop down list which includes relative
              change status not a new placement vs. a new adoptive home
              8/3/04: Requirement Review Deleted the comments for 7/19/04
New           7/23/04: The system shall change status not placement on those
Requirement   children whose original physical placement does not change but the
To Team 3:    change in type of placement including Relatives: Non-licensed to
Resource      Licensed Foster parent to adoptive home, Kinship (non- licensed).
              8/3/04: Requirement Review
RFP487        Original Wording: Adoptive family (Primary Team 3) (Data
              Requirement)
              7/19/04 Requirement Review: No wording change
              8/3/04: Requirement Review
RFP487.1      Original Wording: Relationship of adoptive parent to the child
              (Primary Team 3) (Data Requirement)

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            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP487.2    Original Wording: Adoptive parent family structure (Primary Team 3)
            (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP487.3    Original Wording: Date of birth the first and second adoptive parent
            (Primary Team 3) (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP487.4    Original Wording: Race of first and second adoptive parent (Primary
            Team 3) (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP487.5    Original Wording: Ethnicity of first and second adoptive parent
            (Primary Team 3) (Data Requirement)
            7/19/04 Requirement Review: No wording change
            8/3/04: Requirement Review
RFP646      Original Wording: PASSS (Post Adoption Special Services Subsidy)
            services purchased and the reason for the purchase. (Primary Team 5)
            (Secondary Team 2)(Data Requirement)
            Requirement Review 7/19/04: No wording change
             8/3/04: Requirement Review

            AFCARS and ASFA Requirements

RFP214      Original Wording: The system must capture the data necessary to
            support the Adoption and Foster Care Analysis Reporting System
            (AFCARS) requirements such as: a. Foster Care data element number
            62 (#62 indicates whether child support funds are being paid to the
            State agency on behalf of the child - interface with SETS). b Foster
            Care element number 63 (#63 indicates whether the child is eligible for
            or receiving assistance under Title XIX - interface with MMIS).
            7/19/04 Requirement Review: No wording change

            8/3/04: Requirement Review
RFP274.6    Original Wording: f. Assisting the worker in child/family matching,
            and tracking all Adoption and Foster Care Analysis Reporting System
            (AFCARS) data elements. . (Secondary Team 1, 3,4,5)
            7/19/04 Requirement Review: No wording change

            8/3/04: Requirement Review
RFP379      Original Wording: The system must capture and maintain provider
            information such as license/certification status, types of services, level
            of care provided, level of care compliance and cost of care, variances,
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            waivers, revocations, received training, and Adoption and Foster Care
            Analysis Reporting System (AFCARS) information. . (Secondary Team
            1, 3,4,5)
            7/19/04 Requirement Review: No wording change

            8/3/04: Requirement Review
RFP395.1    Original Wording: The system must support entry and maintenance of
            required MEPA/IEPA criteria, Adoption and Foster Care Analysis
            Reporting Sys tem (AFCARS), service type, demographic, capacity,
            child acceptance criteria, and background check information. .
            (Secondary Team 1, 3,4,5)
            7/19/04 Requirement Review: No wording change

            8/3/04: Requirement Review
RFP723.1    Original Wording: AFCARS - Adoption and Foster Care Analysis -
            Federal/semi-annual;
            7/19/04 Requirement Review: No wording change

             8/3/04: Requirement Review
RFP363      Original Wording: Required Adoption and Foster Care Analysis
            Reporting System (AFCARS), National Child Abuse and Neglect Data
            System (NCANDS), and Adoption and Safe Families Act (ASFA)
            elements. (Secondary Team 1, 3,4,5)
            7/19/04 Requirement Review: No wording change

            8/3/04: Requirement Review
RFP723.9    Original Wording: ASFA for county- State/quarterly (Secondary Team
            1, 3,4,5)
             7/19/04 Requirement Review: No wording change
                              Figure 3 – Requirements Table




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ADOPTION eWiSACWIS WEB PAGE EXAMPLES : The following figure(s) illutrate
how information was stored and maintaind in the Wisconson SACWIS system. The scrren
shots do not represent the design of the Ohio system.



EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW – GENERAL INFORMATION




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EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW – BIRTH PARENTS




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EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW – CHILD BACKGROUND




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EXAMPLE SCREEN SHOT
CHILD’S BACKGROUND: SOCIAL/MENTAL/PHYSICAL CONDITIONS




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EXAMPLE SCREEN SHOT
CHILD’S BACKGROUND: BEHAVIOR PROBLEMS




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EXAMPLE SCREEN SHOT
CHILD’S BACKGROUND: PHYSICAL/MEDICAL CARE




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EXAMPLE SCREEN SHOT
CHILD’S BACKGROUND: EMOTIONAL PROBLEMS




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EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW: PLACEMENT




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EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW: CHILD SUMMARY




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EXAMPLE SCREEN SHOT
ADOPTION REFERRAL WINDOW: MATCHING INFORMATION




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