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					State of Louisiana
Department of Social Services



ACESS
A Comprehensive Enterprise Social
Services System

AC18 – Increment 2 Detailed System
Requirements Document – Case
Management: Perform Intake



                                                                                     08/19/05
                                                                                  VERSION 2.1




State of Louisiana — ACESS                                                           Page 1 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Table of Contents

1.0     Document Control ..............................................................................................................4
2.0     Function Overview .............................................................................................................5
3.0     Core Capabilities................................................................................................................6
4.0     Cúram Business Functional Fit ..........................................................................................8
5.0     Detailed Business Requirements .......................................................................................9
  5.1         Core Capabilities ...........................................................................................................9
      5.1.1      Perform Search .........................................................................................................9
      5.1.2      Create/Maintain Household case ..............................................................................9
      5.1.3      Capture/Maintain Household Evidence .....................................................................9
      5.1.4      Create/Maintain Program Delivery Case...............................................................153
      5.1.5      Assign Case ..........................................................................................................188
      5.1.6      Person Data Requirements ...................................................................................191
      5.1.7      Program Specific Requirements............................................................................213
        5.1.7.1         Child Care......................................................................................................213
        5.1.7.2         Strategies to Empower People (STEP) .........................................................228
        5.1.7.3         Family Services .............................................................................................235
        5.1.7.4         Foster Care....................................................................................................264
        5.1.7.5         IV-E Eligibility.................................................................................................271
        5.1.7.6         Services to Parents .......................................................................................285
        5.1.7.7         Adoptions.......................................................................................................287
        5.1.7.8         Adoption Petitions..........................................................................................289
        5.1.7.9         Adoption Subsidy...........................................................................................314
        5.1.7.10            Interstate Compact on the Placement of Children (ICPC) .........................326
6.0     Administrative Requirements .........................................................................................382
  6.1         Tasks/Alerts and Work Queues.................................................................................382
  6.2         Communications........................................................................................................393
  6.3         Reporting...................................................................................................................394
  6.4         Organization/Security ................................................................................................395
7.0     Conversion Requirements..............................................................................................404


State of Louisiana — ACESS                                                                                                Page 2 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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8.0      Interface/Integration Requirements................................................................................406
9.0      Appendix E Mapping ......................................................................................................407
10.0         SARGe Mapping .......................................................................................................413
11.0         Appendices................................................................................................................414
  11.1       Appendix I .................................................................................................................414




State of Louisiana — ACESS                                                                                               Page 3 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                                                         08/19/05
1.0 Document Control

Version    Version       Nature of Change                                           Date
           Date                                                                     Submitted

1.0        04/22/2005    Initial Submission                                         04/22/2005

2.1        08/19/2005    Resubmission with IBM Responses to State                   08/19/2005
                         Comments, following facilitated walkthrough sessions.




State of Louisiana — ACESS                                                           Page 4 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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2.0 Function Overview
The Perform Intake function includes capturing data that is uniquely related to or required for
the creation and management of a program delivery case in ACESS. It also includes the
capture of common/shared evidence (data) that will be managed at the household case level.
The Perform Intake function builds on the data that was captured during the common intake
(person/household registration) process that was defined during Increment 1.


The perform intake process typically starts with:
    •   An application for Benefits (Child Care);
    •   Referral for Required Program Participation (STEP)
    •   The association of Services (Family Services, Foster Care, Adoptions, STEP Supportive
        Services); or
    •   A request For Services/Services to Another Agency (Family Services, Foster Care,
        Adoptions, Adoption Petition).
The perform intake process ends with the creation of a program delivery case and the addition
of the program specific evidence (data) required to manage/maintain the program delivery case
in ACESS.




State of Louisiana — ACESS                                                           Page 5 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
3.0 Core Capabilities
The Perform Intake function involves the following core system capabilities:
          a. Perform Search
          b. Create/Maintain Household Case
          c. Capture/Maintain Household Evidence
          d. Create/Maintain Program Delivery Case
          e. Capture/Maintain Program Specific Evidence
          f.   Assign Case




Figure 1 Intake Core Capabilities. (14, 15)




State of Louisiana — ACESS                                                           Page 6 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
ACESS will use a common infrastructure for the perform intake function. The perform intake
function will utilize a standard set of screens with common navigation features. In addition,
ACESS will support program specific data elements and rule sets for the various programs.
During Increment 2, ACESS will support the perform intake process for the following programs:
    •   Child Care
    •   STEP
    •   Family Services
    •   Foster Care
    •   IV-E Eligibility
    •   Services to Parents (SP)
    •   Adoption Petitions
    •   Adoption Subsidy


It should be noted that information required for Interstate Compact for the Placement of
Children (ICPC), Services to Other Agencies (SA), Families in Need of Services (FINS) (16),
and Young Adult Program (YAP) have been incorporated into the Foster Care and Family
Services cases and will be managed as a case ‘sub-type’ within the respective Foster Care or
Family Services program cases. These key decisions are documented as a part of the
workgroup session notes for this function.


In addition, requirements for the Adoptions Program will be managed as part of the ongoing
management of the Foster Care case through the use of an Adoption case “sub-type’. Due to
the confidential nature of information related to Adoption Petitions and Adoption Subsidies,
separate program cases will be created to support these areas.




State of Louisiana — ACESS                                                           Page 7 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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4.0 Cúram Business Functional Fit
Cúram’s Case Manager and Participant Manager will be used to implement the Perform Intake
process. As defined in Increment 1, the ‘Integrated Case’ case type provided by Cúram will be
used to implement a Household Case within ACESS. A new “Adoptive Household’ type of
Integrated Case will also be introduced to support the need to restrict the accessibility of
Adoption Cases to those users in the OCS Adoptions program area. The Case Search features
available within Cúram will be extended to support the search and retrieval of Adoptive
Household cases.


Cúram’s Participant Manager will facilitate the registration and maintenance of core information
for clients (e.g. general demographic information, addresses, and phone numbers). A new
Concern Role of type ‘Adoptive Person’ will be introduced to support the need to limit the
accessibility of Adoptive Person information to those users in the OCS Adoptions program area.
The Person Search features available within Cúram will be extended to support the search and
retrieval of Adoptive Person records.


Program Delivery Cases will be established in ACESS using the ‘Product Delivery’ case type
available within Cúram. The Program Delivery Case created will be associated to an existing
Household Case if one exists or to a newly created Household Case if the Intake represents the
household’s first interaction with the agency. The series of screens involved in the Create
Product Delivery process flow within Cúram will be modified to provide a more streamlined user
interface during the manual creation of a Program Delivery Case and to allow the ability to
select multiple household members to be included in the case.


The Program Delivery Case will consist of a combination of existing screens from Cúram and
new screens designed to support the capture of program specific evidence. The Product
Delivery Home page within Cúram will be modified to serve as a common Program Delivery
Case Home page. The Case Participants, Reviews, User Roles, and Close Case pages from
Cúram will be extended to implement required functionality and will be included in each
Program Delivery Case. The Status History page will also be included and used as provided
within Cúram. The Attachments, Communications, Tasks, Notes, Related Cases, Case Activity
Log, Staffing, and Interviews/Collaterals pages as defined during Increment 1 will also be
included in each Program Delivery Case.


The clients associated to the Program Delivery Case will be implemented using the Person
entity within the Participant Manager, as well as a new Adoptive Person. Cúram’s Person
Registration and Person Search features will be extended and used to support the ability to
search for Adoptive Persons in the database and/or register new Persons that may need to be
added to the Program Delivery Case. The Perform Intake process will also use Cúram’s Task
Manager to support the creation and allocation of tasks/alerts.


State of Louisiana — ACESS                                                           Page 8 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
5.0      Detailed Business Requirements
5.1     Core Capabilities
5.1.1          Perform Search
The first step in performing the Intake function is to determine if the person for whom the case
is being created is known to ACESS. In order to determine if the person is known to ACESS,
the user will invoke the Person Search process. If the person is not known to ACESS, the user
will initiate the Common Intake Process to register the person and create the Household case.
If the person is known to the ACESS, the user will perform a search to determine if a household
case exists. If a household case does not exist, the user will create the household case. If a
household case already exists, the user will update/maintain the household case.



5.1.2          Create/Maintain Household case
The Household case is the central point for viewing, maintaining and managing the various
evidence (data) and functions related to the case. All program delivery cases will be housed
inside of a household case therefore before creating a new program delivery case; a household
case must be created or updated/maintained to include the new information. In order to
create/maintain the household case, the user must initiate the Common Intake process.



5.1.3          Capture/Maintain Household Evidence
The capture/maintain household evidence capability allows the ACESS user to collect and
manage information at the integrated household level that can be used for multiple program
cases associated with that household. This information is defined as Shared Household
Evidence. ACESS will support the capture and maintenance of household evidence through
pages to which the user can navigate from the household case home page.


The system will include four evidence groups: Household, Expenses, Income, and Resources.
These evidence groups will include the following evidence:


Household
    •   Child Immunization Evidence
    •   Deprivation Evidence
    •   Disability/Incapacity Evidence
    •   Disqualification Evidence
    •   Citizenship Evidence

State of Louisiana — ACESS                                                           Page 9 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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    •   Household Member Relationship Evidence
    •   Living Arrangement Evidence
    •   Student Evidence
Expenses
    •   Child Support/Alimony Evidence
    •   Dependent Care Expense Evidence
Income
    •   Earned Income Evidence
    •   Self-Employment Evidence
    •   Unearned Income Evidence
Resources
    •   Burial Plan Evidence
    •   Burial Plot Evidence
    •   Life Insurance Evidence
    •   Liquid Resource Evidence
    •   Property Evidence
    •   Property Joint Owner Evidence
    •   Vehicle Evidence
    •   Vehicle Joint Owner Evidence (21)


FUNCTIONAL REQUIREMENTS


    1. The system will allow for the creation and maintenance of effective-dated evidence sets
       to be used in determining eligibility.
    2. The system will support ‘In Edit’, ‘Active’, ‘Cancelled’, and ‘Superseded’ statuses for
       evidence sets and will only use ‘Active’ evidence sets in determining eligibility. An
       ‘Active’ status indicates that the evidence set will be used when determining eligibility.
       An ‘In Edit’ status indicates that the evidence set is still being modified by the
       caseworker and cannot yet be used when determining eligibility. A ‘Cancelled’ status
       indicates that the evidence set will no longer be used by the system when determining
       eligibility. A ‘Superseded’ status indicates that the evidence set has been replaced by a
       new evidence set that has been given the same effective date as the superseded
       evidence set. (20)



State of Louisiana — ACESS                                                          Page 10 of 448
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    3. The system will automatically reassess eligibility within applicable program cases when
       a change is made to an ‘Active’ evidence set.
    4. The system will capture and maintain evidence across four evidence groups:
       Household, Expenses, Income, and Resources.
    5. The system will provide a site map to enable the user to navigate to evidence groups
       and evidence types within each group.
    6. The system will provide a summary screen for each evidence group to enable the user
       to view information regarding which evidence types have been completed for each
       group.


DATA REQUIREMENTS


Evidence Sets
    1. The system will allow the user to view a list of all evidence sets.
    2. The system will allow the user to activate and cancel evidence sets.
    3. The system will allow the user to create new evidence set by modifying an ‘Active’
       evidence set, which will result in the creation of the new evidence set placed in an ‘In
       Edit’ status with an effective date as provided by the user.


    4. The system will provide a list page to display and manage evidence sets.

Page: Select Evidence Tree

Page                 Field Name       Field Type      Field           Default        Mandatory
Description                                           Description     Value          Y/N?

The Select           Details
Evidence Tree
page allows the      Effective        System          The             N/A            N/A
user to select an    From Date        Generated       effective
evidence set to                       Text            date of the
modify                                                evidence set

                     Status           System          The status      N/A            N/A
                                      Generated       of the
                                      Text            evidence set

                     Navigation




State of Louisiana — ACESS                                                          Page 11 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Select Evidence Tree

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Select          Button          Navigates       N/A             N/A
                                                     the user to
                                                     the Site Map
                                                     page

                     Change          Button          Navigates       N/A             N/A
                                                     the user to
                                                     the Modify
                                                     Evidence
                                                     Status page
                                                     where the
                                                     status of the
                                                     evidence set
                                                     can be
                                                     changed

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 12 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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    5. The system will provide a page to modify Evidence Status.

Page: Modify Evidence Status

Page                  Field Name     Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Modify            Do you want to activate or cancel this evidence?
Evidence Status
page allows the       Navigation
user to activate or
                      Activate       Button          Activates       N/A             N/A
cancel an
                      Evidence                       the evidence
evidence set
                                                     set and
                                                     navigates
                                                     the user to
                                                     the Select
                                                     Evidence
                                                     Tree page

                      Cancel         Button          Cancels the     N/A             N/A
                      Evidence                       evidence set
                                                     and
                                                     navigates
                                                     the user to
                                                     the Select
                                                     Evidence
                                                     Tree page

                      Close          Button          Navigates       N/A             N/A
                                                     the user to
                                                     the Select
                                                     Evidence
                                                     Tree page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 13 of 448
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Verifications
    1. The system will allow the user to view the verification status of evidence.
Page: Verifications Page

Page                 Field Name       Field Type     Field           Default           Mandatory
Description                                          Description     Value             Y/N?

The Verifications    Household (22)
page will display
information          Verification     System         Type of         N/A               N/A
regarding the        Field            Generated      evidence
current status of                     Text           requiring
evidence                                             verification
verification
                     Household        Hyperlink      Household       N/A               N/A
                     Member                          Member to
                     Name                            whom the
                                                     evidence
                                                     verification
                                                     applies

                     Verification     System         Status of the   N/A               N/A
                     Type             Generated      verification
                                      Text

                     Income

                     Verification     System         Type of         N/A               N/A
                     Field            Generated      evidence
                                      Text           requiring
                                                     verification

                     Household        Hyperlink      Household       N/A               N/A
                     Member                          Member to
                     Name                            whom the
                                                     evidence
                                                     verification
                                                     applies

                     Verification     System         Status of the   N/A               N/A
                     Type             Generated      verification
                                      Text

                     Expenses




State of Louisiana — ACESS                                                            Page 14 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
Page: Verifications Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Verification    System          Type of         N/A             N/A
                     Field           Generated       evidence
                                     Text            requiring
                                                     verification

                     Household       Hyperlink       Household       N/A             N/A
                     Member                          Member to
                     Name                            whom the
                                                     evidence
                                                     verification
                                                     applies

                     Verification    System          Status of the   N/A             N/A
                     Type            Generated       verification
                                     Text

                     Resources

                     Verification    System          Type of         N/A             N/A
                     Field           Generated       evidence
                                     Text            requiring
                                                     verification

                     Household       Hyperlink       Household       N/A             N/A
                     Member                          Member to
                     Name                            whom the
                                                     evidence
                                                     verification
                                                     applies

                     Verification    System          Status of the   N/A             N/A
                     Type            Generated       verification
                                     Text

                     Navigation

                     Close           Button          Navigates       N/A             N/A
                                                     the user
                                                     back to the
                                                     Case Home
                                                     Page

Design Considerations


State of Louisiana — ACESS                                                          Page 15 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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Page: Verifications Page

Page                 Field Name       Field Type      Field           Default          Mandatory
Description                                           Description     Value            Y/N?



Business Rules

Only evidence records where the “Verification Type” is set to ‘Pending’ will be displayed.

The following verifications will be displayed in the Non-Financial cluster: Date of Birth (Age),
Relationship, Citizen/Alien, and Unable to Care for Child.

The following verifications will be displayed in the Income cluster: Earned Income, Self
Employment Income, and Unearned Income.

The following verifications will be displayed in the Expenses cluster: Child Support/Alimony,
Dependent Care.

The following verifications will be displayed in the Resources cluster: Burial Plan, Burial Plot,
Life Insurance, Liquid Resource, Property, Vehicle

Navigation Changes




State of Louisiana — ACESS                                                            Page 16 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
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Household Evidence Group


Child Immunization Evidence
    1. The system will capture and maintain child immunization evidence.
        •      The system will provide a list page to display and manage child immunization
               evidence.

Page: Child Immunization Evidence List Page

Page                   Field Name    Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Child              Details
Immunization
Evidence List          Household     Hyperlink       Household       N/A             N/A
page displays a        Member                        member to
list of                                              whom the
immunization                                         immunizatio
evidence for                                         n evidence
household                                            applies
members
                       Immunized     System          Indicates       N/A             N/A
                                     Generated       whether the
                                     Text            household
                                                     member
                                                     was
                                                     immunized

                       Not           System          Indicates the   N/A
                       Immunized     Generated       reason a
                       Reason        Text            Child is not
                                                     immunized

                       Navigation

                       New           Button          Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Child
                                                     Immunizatio
                                                     n Evidence
                                                     Details page




State of Louisiana — ACESS                                                          Page 17 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Child Immunization Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Child
                                                     Immunizatio
                                                     n Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Child
                                                     Immunizatio
                                                     n Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 18 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture child immunization evidence.

Page: New Child Immunization Evidence Details

Page/Group          Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

The New             Child Immunization Details
Child
Immunization        Household       System          Household       None            Yes
Evidence            Member          Generated       member to
Details page                        Code Table      whom the
allows the                                          immunization
user to                                             evidence
capture child                                       applies (from
immunization                                        list of all
evidence for                                        household
household                                           members)
members
                    Immunized       Checkbox        Indicates       Yes             N/A
                                                    whether the
                                                    household
                                                    member was
                                                    immunized

                    Not             Code Table      Reason that     None            No
                    Immunized                       the
                    Reason                          household
                                                    member was
                                                    not
                                                    immunized

                    Comments

                    Comments        Text            Additional      None            No
                                                    information
                                                    about the
                                                    immunization

                    Navigation




State of Louisiana — ACESS                                                          Page 19 of 448
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Page: New Child Immunization Evidence Details

Page/Group       Field Name       Field Type       Field              Default       Mandatory
Description                                        Description        Value         Y/N?

                 Save             Button           Saves the data       N/A         N/A
                                                   entered if
                                                   validation
                                                   routines are
                                                   successful and
                                                   navigates the
                                                   user to the Child
                                                   Immunization
                                                   Evidence List
                                                   page

                 Save & New       Button           Saves the data       N/A         N/A
                                                   entered if
                                                   validation
                                                   routines are
                                                   successful,
                                                   clears data
                                                   fields, and
                                                   remains on this
                                                   page for further
                                                   data entry

                 Cancel           Button           Navigates the        N/A         N/A
                                                   user to the Child
                                                   Immunization
                                                   Evidence List
                                                   page without
                                                   saving data

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 20 of 448
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Deprivation Evidence
    1. The system will capture and maintain deprivation evidence.
        •      The system will provide a list page to display and manage deprivation evidence.

Page: Deprivation Evidence List Page

Page                    Field Name     Field Type      Field          Default         Mandatory
Description                                            Description    Value           Y/N?

The Deprivation         Details
Evidence List
page displays a         Household      Hyperlink       Household      N/A             N/A
list of deprivation     Member                         Member
evidence for                                           who is
household                                              deprived
members
                        Deprivation    System          Reason that    N/A             N/A
                        Reason         Generated       the
                                       Text            household
                                                       member
                                                       was
                                                       deprived

                        Parent         Hyperlink       Depriving      N/A             N/A
                        Name                           parent

                        Navigation

                        New            Button          Navigates      N/A             N/A
                                                       the user to
                                                       the New
                                                       Deprivation
                                                       Evidence
                                                       Details page

                        View           Hyperlink       Navigates      N/A             N/A
                                       (13)            the user to
                                                       the View
                                                       Deprivation
                                                       Evidence
                                                       Details page




State of Louisiana — ACESS                                                           Page 21 of 448
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Page: Deprivation Evidence List Page

Page                    Field Name        Field Type     Field           Default       Mandatory
Description                                              Description     Value         Y/N?

                        Edit              Hyperlink      Navigates       N/A           N/A
                                          (13)           the user to
                                                         the Modify
                                                         Deprivation
                                                         Evidence
                                                         Details page

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page to capture new deprivation evidence.

Page: New Deprivation Evidence Details

Page/Group          Field Name       Field Type        Field            Default       Mandatory
Description                                            Description      Value         Y/N?

The New             Deprivation Details
Deprivation
Evidence            Household        System            Household        None          Yes
Details page        Member           Generated         Member to
allows the                           Code Table        whom the
user to enter                                          deprivation
deprivation                                            evidence is
evidence                                               associated
about                                                  (from list of
household                                              all household
                                                       members)




State of Louisiana — ACESS                                                            Page 22 of 448
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Version 2..1                                                                         08/19/05
Page: New Deprivation Evidence Details

Page/Group       Field Name       Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?
members
                 Deprivation      Code Table      Reason that      None             Yes
                 Reason                           the
                                                  household
                                                  member was
                                                  deprived

                 Parent Details

                 Parent           System          Parent who is    None             No
                 Participants     Generated       a case
                                  Code Table      participant

                 Parent           Search Tool     Search tool      None             No
                                                  to locate a
                                                  parent who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                 Parent First     Text            First name of    None             No
                 Name                             the parent

                 Parent Last      Text            Last name of     None             No
                 Name (3005)                      the parent
                                                  (3005)

                 Apt/Suite        Text            Apt/Suite of     None             No
                                                  the parent

                 Street 1         Text            Address          None             No
                                                  Street Line 1
                                                  of the parent

                 Street 2         Text            Address          None             No
                                                  Street Line 2
                                                  of the parent

                 City             Text            Address City     None             No
                                                  of the parent




State of Louisiana — ACESS                                                          Page 23 of 448
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Page: New Deprivation Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the parent

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  parent

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  parent

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the parent

                 Comments

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  parent

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Deprivation
                                                  Evidence List
                                                  page




State of Louisiana — ACESS                                                          Page 24 of 448
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Version 2..1                                                                      08/19/05
Page: New Deprivation Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the
                                                  Deprivation
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 25 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Disability/Incapacity Evidence
    1. The system will capture and maintain disability/incapacity evidence.
        •      The requirements for Disability/ Incapacity will necessitate a change to Register
               Client from Increment One. On Register Client screen, the Disability checkbox
               needs to be changed to a Disability/Incapacity dropdown with a Code Table. The
               system will display the values from Disability/Incapacity and Disability Verification as
               established in Register Client in Disability Evidence. Changing the values will
               require a worker to return to Register Client to establish the new values. (23)
        •      The system will provide a list page to display and manage disability/incapacity
               evidence.

Page: Disability/Incapacity Evidence List Page

Page                  Field Name       Field Type      Field            Default          Mandatory
Description                                            Description      Value            Y/N?

The Disability/       Details
Incapacity
Evidence List         Household        Hyperlink       Household        N/A              N/A
page displays         Member                           Member for
a list of                                              whom the
disability/                                            disability/
incapacity                                             incapacity is
evidence for                                           associated
household
                      Disability       System          Display the      N/A              N/A
members
                      Start Date       Generated       start date of
                                       Text            the disability

                      Unable to        System          Display of       N/A              N/A
                      Work Start       Generated       start date
                      Date             Text            member is
                                                       unable to
                                                       work

                      Unable to        System          Display of       N/A              N/A
                      Care for         Generated       the start date
                      Child            Text            member is
                                                       unable to
                                                       care for child

                      Navigation




State of Louisiana — ACESS                                                              Page 26 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                           08/19/05
Page: Disability/Incapacity Evidence List Page

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  New              Button          Navigates        N/A             N/A
                                                   the user to
                                                   the Select
                                                   Member
                                                   Page to
                                                   select a
                                                   member

                  View             Hyperlink       Navigates        N/A             N/A
                                   (13)            the user to
                                                   the View
                                                   Disability/
                                                   Incapacity
                                                   Evidence
                                                   Details page

                  Edit             Hyperlink       Navigates        N/A             N/A
                                   (13)            the user to
                                                   the Modify
                                                   Disability/
                                                   Incapacity
                                                   Evidence
                                                   Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 27 of 448
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Version 2..1                                                                      08/19/05
        •      The system will provide a household members list page to enable the user to select
               the household member to whom disability/incapacity evidence will be applied.

Page: Select Household Member

Page/Group          Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

The                 Select the household member for the relationship you want to enter
Household
Members             Name            Hyperlink       Household       N/A             N/A
page allows                                         member for
the user to                                         whom a
select the                                          relationship
household                                           will be
member to                                           created
whom the
                    Date Of Birth   System          Household       N/A             N/A
disability/
                                    Generated       member’s
incapacity will
                                    Text            date of birth
be applied.
                    Navigation

                    Close           Button          Navigates       N/A             N/A
                                                    the user to
                                                    the
                                                    Household
                                                    Member
                                                    Relationship
                                                    Evidence List
                                                    page

                    Select          Hyperlink       Navigates       N/A             N/A
                                                    the user to
                                                    the New
                                                    Disability
                                                    Evidence
                                                    page

Design Considerations



Business Process Consideration




State of Louisiana — ACESS                                                          Page 28 of 448
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Version 2..1                                                                      08/19/05
Navigation Changes




        •      The system will provide a page to capture new disability/incapacity evidence.

Page: New Disability/Incapacity Evidence Details

Page/Group          Field Name              Field Type   Field            Default      Mandatory
Description                                              Description      Value        Y/N?

The New             Disability Details
Disability/
Incapacity          Household Member        System       Household        None         Yes
Evidence                                    Generated    member to
Details page                                Code Table   whom the
allows a user                                            disability/
to enter                                                 incapacity is
disability/                                              associated
incapacity                                               (from list of
evidence for                                             all
household                                                household
members                                                  members)

                    Disability/Incapacity   System       Displays the     N/A          N/A
                                            Generated    value from
                                            Text         the from
                                                         Register
                                                         Client

                    Disability              System       Displays the     N/A          N/A
                    Verification            Generated    value from
                                            Text         Register
                                                         Client

                    Disability Start Date   Date         Start date of    None         Yes
                                                         the disability

                    Disability End Date     Date         End date of      None         No
                                                         the disability

                    Unable to Work Details

                    Start Date Unable       Date         Start date       None         No
                    to Work                              unable to
                                                         work


State of Louisiana — ACESS                                                            Page 29 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: New Disability/Incapacity Evidence Details

Page/Group      Field Name             Field Type      Field            Default      Mandatory
Description                                            Description      Value        Y/N?

                End Date Unable to     Date            End date         None         No
                Work                                   unable to
                                                       work

                Unable to Work         Code Table      Unable to        None         No
                Verification                           Work
                                                       verification
                                                       type

                Unable to Care For Child

                Start Date Unable      Date            Start date       None         No
                to Care for Child                      unable to
                                                       care for child

                End Date Unable to     Date            End date         None         No
                Care for Child                         unable to
                                                       care for child

                Unable to Care for     Code Table      Unable to        None         No
                Child Verification                     care for child
                                                       verification
                                                       type

                Comments

                Comments               Text            Additional       None         No
                                                       information
                                                       about the
                                                       disability

                Navigation




State of Louisiana — ACESS                                                          Page 30 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Disability/Incapacity Evidence Details

Page/Group      Field Name             Field Type      Field            Default      Mandatory
Description                                            Description      Value        Y/N?

                Save                   Button          Saves the        N/A          N/A
                                                       data entered
                                                       by the user if
                                                       validation
                                                       routines are
                                                       successful
                                                       and
                                                       navigates
                                                       the user to
                                                       the
                                                       Disability/
                                                       Incapacity
                                                       Evidence
                                                       List page

                Save & New             Button          Saves the        N/A          N/A
                                                       data entered
                                                       by the user if
                                                       validation
                                                       routines are
                                                       successful,
                                                       clears data
                                                       fields, and
                                                       remains on
                                                       this page for
                                                       further data
                                                       entry

                Cancel                 Button          Navigates        N/A          N/A
                                                       the user to
                                                       the
                                                       Disability/
                                                       Incapacity
                                                       Evidence
                                                       List page
                                                       without
                                                       saving data

Design Considerations

On Save if Unable to Work Start date has a value and Unable to Work Verification is blank
default the value to Pending.


State of Louisiana — ACESS                                                          Page 31 of 448
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Version 2..1                                                                      08/19/05
Page: New Disability/Incapacity Evidence Details

Page/Group      Field Name             Field Type      Field           Default       Mandatory
Description                                            Description     Value         Y/N?
On Save if Unable to Care for Child Start Date has a value and Unable to Care for Child
Verification is blank default the value to Pending.

Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 32 of 448
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Version 2..1                                                                      08/19/05
Disqualification Evidence
    1. The system will capture and maintain disqualification evidence.
        •      The system will provide a list page to display and manage disqualification evidence.

Page: Disqualification Evidence List Page

Page                    Field Name       Field Type    Field            Default        Mandatory
Description                                            Description      Value          Y/N?

The                     Details
Disqualification
Evidence List           Household        Hyperlink     Household        N/A            N/A
page displays a         Member                         Member to
list of                                                whom the
disqualification                                       disqualificati
evidence for                                           on applies
household
                        Disqualificati   System        Reason for       N/A            N/A
members
                        on Reason        Generated     the
                                         Text          disqualificati
                                                       on

                        Program          System        Program for      N/A            N/A
                        Disqualified     Generated     which the
                        From             Text          household
                                                       member is
                                                       disqualified

                        Start Date       System        Start date of    N/A            N/A
                                         Generated     the
                                         Text          disqualificati
                                                       on

                        Navigation

                        New              Button        Navigates        N/A            N/A
                                                       the user to
                                                       the New
                                                       Disqualificati
                                                       on Evidence
                                                       Details page




State of Louisiana — ACESS                                                            Page 33 of 448
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Version 2..1                                                                         08/19/05
Page: Disqualification Evidence List Page

Page                Field Name      Field Type      Field            Default         Mandatory
Description                                         Description      Value           Y/N?

                    View            Hyperlink       Navigates        N/A             N/A
                                    (13)            the user to
                                                    the View
                                                    Disqualificati
                                                    on Evidence
                                                    Details page

                    Edit            Hyperlink       Navigates        N/A             N/A
                                    (13)            the user to
                                                    the Modify
                                                    Disqualificati
                                                    on Evidence
                                                    Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 34 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new disqualification evidence.

Page: New Disqualification Evidence Details

Page/Group           Field Name       Field Type     Field            Default         Mandatory
Description                                          Description      Value           Y/N?

The New              Disqualification Details
Disqualification
Evidence             Household        System         Household        None            Yes
Details page         Member           Generated      Member to
allows a user                         Code Table     whom the
to enter                                             disqualificati
disqualification                                     on applies
evidence for                                         (from list of
household                                            all household
members                                              members)

                     Disqualificati   Code Table     Reason for       None            Yes
                     on Reason                       the
                                                     disqualificati
                                                     on

                     Program          Code Table     Program for      None            Yes
                     Disqualified                    which the
                     From                            household
                                                     member is
                                                     disqualified

                     Start Date       Date           Start date of    None            Yes
                                                     the
                                                     disqualificati
                                                     on

                     End Date         Date           End date of      None            No
                                                     the
                                                     disqualificati
                                                     on

                     Disqualificati   Code Table     Type of          None            Yes
                     on Type                         disqualificati
                                                     on

                     Comments




State of Louisiana — ACESS                                                           Page 35 of 448
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Version 2..1                                                                        08/19/05
Page: New Disqualification Evidence Details

Page/Group        Field Name      Field Type       Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Comments        Text             Additional       None            No
                                                   information
                                                   about the
                                                   Disqualificati
                                                   on (28, 29)

                  Navigation

                  Save            Button           Saves the        N/A             N/A
                                                   data entered
                                                   by the user if
                                                   validation
                                                   routines are
                                                   successful
                                                   and
                                                   navigates the
                                                   user to the
                                                   Disqualificati
                                                   on Evidence
                                                   List page

                  Save & New      Button           Saves the        N/A             N/A
                                                   data entered
                                                   by the user if
                                                   validation
                                                   routines are
                                                   successful,
                                                   clears data
                                                   fields, and
                                                   remains on
                                                   this page for
                                                   further data
                                                   entry

                  Cancel          Button           Navigates        N/A             N/A
                                                   the user to
                                                   the
                                                   Disqualificati
                                                   on Evidence
                                                   List page
                                                   without
                                                   saving data


State of Louisiana — ACESS                                                          Page 36 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Disqualification Evidence Details

Page/Group        Field Name      Field Type       Field            Default         Mandatory
Description                                        Description      Value           Y/N?

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 37 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Citizenship Evidence
    2. The system will capture and maintain citizenship evidence.
        •      The system will provide a list page to display and manage citizenship evidence.

Page: Citizenship Evidence List Page

Page                   Field Name          Field Type    Field           Default      Mandatory
Description                                              Description     Value        Y/N?

The Citizenship        Details
Evidence List
page displays a        Household           Hyperlink     Household       N/A          N/A
list of citizenship    Member                            Member to
evidence for                                             whom the
household                                                citizenship
members                                                  status
                                                         applies

                       Citizenship/Alien   System        Citizenship     N/A          N/A
                       Status (3006)       Generated     status of the
                                           Text          household
                                                         member

                       Navigation

                       View                Hyperlink     Navigates       N/A          N/A
                                           (13)          the user to
                                                         the View
                                                         Citizenship
                                                         Evidence
                                                         Details page

                       Edit                Hyperlink     Navigates       N/A          N/A
                                           (13)          the user to
                                                         the Modify
                                                         Citizenship
                                                         Evidence
                                                         Details page

                       New                 Button        Navigates       N/A          N/A
                                                         the user to
                                                         the New
                                                         Citizenship
                                                         Evidence
                                                         Details page

Design Considerations


State of Louisiana — ACESS                                                           Page 38 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: Citizenship Evidence List Page

Page                   Field Name         Field Type    Field           Default        Mandatory
Description                                             Description     Value          Y/N?



Business Rules

[Requirement Removed]. (3007)

Navigation Changes




        •      The system will provide a page to capture new citizenship evidence.

Page: Create Citizenship Evidence Details

Page/Group          Field Name      Field Type      Field           Default           Mandatory
Description                                         Description     Value             Y/N?

The New             Citizenship/Alien Details
Citizenship
Evidence            Household       System          Household       None              Yes
Details page        Member          Generated       member to
allows the                          Code Table      whom the
user to enter                                       Citizen/Alien
citizenship                                         status
evidence for                                        applies (from
household                                           list of all
members                                             household
                                                    members)

                    Citizen/Alien   Code Table      Citizenship     None              Yes
                    Status                          status of the
                                                    household
                                                    member

                    Citizen/Alien   Code Table      Manner in       None              No – see
                    Verification                    which the                         Business
                                                    household                         Considerations
                                                                                      – value will
                                                    member’s                          default to
                                                    Citizen/Alien                     Pending if not
                                                    status was                        entered.
                                                    verified



State of Louisiana — ACESS                                                            Page 39 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
Page: Create Citizenship Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Comments

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  household
                                                  member

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Citizenship
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the
                                                  Citizenship
                                                  Evidence List
                                                  page without
                                                  saving data



State of Louisiana — ACESS                                                          Page 40 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create Citizenship Evidence Details

Page/Group          Field Name       Field Type      Field            Default        Mandatory
Description                                          Description      Value          Y/N?

Design Considerations



Business Rules

On Save or Save & New, if Citizen/Alien Status Verification is blank, default the value to
Pending.

Navigation Changes




Household Member Relationship Evidence
    1. The system will capture and maintain household member relationship evidence.
        •      The system will provide a list page to display and manage relationship evidence.

Page: Household Member Relationship Evidence List Page

Page                    Field Name      Field Type     Field           Default        Mandatory
Description                                            Description     Value          Y/N?

The Household           Details
Member
Relationship            Household       Hyperlink      Household       N/A            N/A
Evidence List           Member                         Member to
page displays a                                        whom the
list of relationship                                   relationship
evidence for                                           applies
household
                        Relationship    System         Type of         N/A            N/A
members
                        Type            Generated      relationship
                                        Text

                        Related         Hyperlink      Related         N/A            N/A
                        Member                         member of
                                                       the
                                                       household
                                                       member




State of Louisiana — ACESS                                                           Page 41 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: Household Member Relationship Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Start Date      System          Start date of   N/A             N/A
                                     Generated       the
                                     Text            relationship

                     End Date        System          End date of     N/A             N/A
                                     Generated       the
                                     Text            relationship

                     Status          System          Status of the   N/A             N/A
                                     Generated       relationship
                                     Text

                     Navigation

                     New             Button          Navigates       N/A             N/A
                     Relationship                    the user to
                                                     the Create
                                                     Member
                                                     Relationship
                                                     screen

                     Edit            Hyperlink       Navigates       N/A             N/A
                                                     the user to
                                                     Modify
                                                     Member
                                                     Relationship

                     Delete          Hyperlink       Navigates       N/A             N/A
                                                     the user to
                                                     Delete
                                                     Member
                                                     Relationship

Design Considerations



Business Rules



Navigation Changes



State of Louisiana — ACESS                                                          Page 42 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new relationship evidence.

Page: Create Member Relationship Evidence Details

Page/Group          Field Name       Field Type        Field           Default         Mandatory
Description                                            Description     Value           Y/N?

The Create          Relationship Details
Household
Member              Household        System            Household       None            Yes
Relationship        Member           generated         member for
Evidence            (3008)           code table        whom a
Details page                         (listing of all   relationship
allows the                           household         will be
user to enter                        case              established
relationship                         members)
evidence for
                    Relationship     Code Table        Type of         None            Yes
household
                    Type                               relationship
members
                    Related          System            Household       None            Yes
                    Member           generated         member to
                                     code table        whom a
                                     (listing of all   relationship
                                     household         will be
                                     case              established
                                     members)

                    Start Date       Date              Start date of   None            Yes
                                                       the
                                                       relationship

                    End Date         Date              End date of     None            No
                                                       the
                                                       relationship

                    End Reason       Code Table        Reason          None            No
                                                       relationship
                                                       ended

                    Relationship     Code Table        Indicates       None            No
                    Verification                       how the
                                                       Relationship
                                                       was verified.

                    Is the Intake Client also (3008)



State of Louisiana — ACESS                                                             Page 43 of 448
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Version 2..1                                                                          08/19/05
Page: Create Member Relationship Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Foster Parent   Checkbox         Indicates that   No               N/A
                                                  the Member
                                                  is the Foster
                                                  Parent of the
                                                  Related
                                                  Member

                 Non Parent      Checkbox         Indicates that   No               N/A
                 Caretaker                        the Member
                                                  is the Non
                                                  Parent
                                                  Caretaker of
                                                  the Related
                                                  Member

                 Legal           Checkbox         Indicates that   No               N/A
                 Guardian                         the member
                                                  is a Legal
                                                  Guardian of
                                                  the
                                                  household
                                                  member

                 Comments

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  relationship

                 Navigation




State of Louisiana — ACESS                                                          Page 44 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create Member Relationship Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Member
                                                  Relationship
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Member
                                                  Relationship
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations

On Save or Save & New If the Relationship Verification is blank, default the value to Pending.
On Save if an End Date is entered, an End Reason must be selected.

Business Process Consideration




State of Louisiana — ACESS                                                          Page 45 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create Member Relationship Evidence Details

Page/Group         Field Name       Field Type     Field            Default         Mandatory
Description                                        Description      Value           Y/N?

Navigation Changes




Living Arrangement Evidence
    1. The system will capture and maintain living arrangement evidence.
        •      The system will provide a list page to display and manage living arrangement
               evidence.

Page: Living Arrangement Evidence List Page

Page                   Field Name     Field Type     Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Living             Details
Arrangement
Evidence List          Household      Hyperlink      Household       N/A             N/A
page displays a        Member                        Member to
list of living                                       whom the
arrangement                                          living
evidence for                                         arrangement
household                                            applies
members
                       Arrange-       System         Type of         N/A             N/A
                       ment Type      Generated      living
                                      Text           arrangement

                       Navigation

                       New            Button         Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Living
                                                     Arrange-
                                                     ment
                                                     Evidence
                                                     Details page




State of Louisiana — ACESS                                                          Page 46 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Living Arrangement Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Living
                                                     Arrangemen
                                                     t Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Living
                                                     Arrangemen
                                                     t Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 47 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new living arrangement evidence.

Page: New Living Arrangement Evidence Details

Page/Group          Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

The New             Living Arrangement Details
Living
Arrangement         Household       System          Household        None           Yes
Evidence            Member          Generated       member to
Details page                        Code Table      whom the
allows the                                          living
user to enter                                       arrangement
living                                              applies (from
arrangement                                         list of all
evidence for                                        household
household                                           members)
members
                    Arrangement     Code Table      Type of living   None           Yes
                    Type                            arrangement
                                                    Additional
                    Comments        Text                             None           No
                                                    information
                                                    about the
                                                    living
                                                    arrangement
                    Navigation

                    Save            Button          Saves the        N/A            N/A
                                                    data entered
                                                    if validation
                                                    routines are
                                                    successful
                                                    and
                                                    navigates the
                                                    user to the
                                                    Living
                                                    Arrangement
                                                    Evidence List
                                                    page




State of Louisiana — ACESS                                                          Page 48 of 448
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Version 2..1                                                                      08/19/05
Page: New Living Arrangement Evidence Details

Page/Group       Field Name       Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save & New       Button          Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel           Button          Navigates        N/A              N/A
                                                  the user to
                                                  the Living
                                                  Arrangement
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 49 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Student Evidence
    1. The system will capture and maintain student evidence.
        •      The system will provide a list page to display and manage student evidence.

Page: Student Evidence List Page

Page                    Field Name            Field        Field             Default      Mandatory
Description                                   Type         Description       Value        Y/N?

The Student             Details
Evidence List
page displays a         Household       Hyperlink     Household              N/A          N/A
list of student         Member                        Member to whom
evidence for                                          the student
household                                             information applies
members
                        School          Hyperlink     Household              N/A          N/A
                        Name                          member’s school

                        Student         System        Household              N/A          N/A
                        Status          Generated     member’s student
                                        Text          status

                        Graduation      System        Household              N/A          N/A
                        Date            Generated     member’s
                                        Text          graduation date

                        Navigation

                        New             Button        Navigates the user     N/A          N/A
                                                      to the Household
                                                      Members screen
                                                      to allow the user to
                                                      select to which
                                                      household
                                                      member the
                                                      Student evidence
                                                      should be applied

                        View            Hyperlink     Navigates the user     N/A          N/A
                                        (13)          to the View
                                                      Student Evidence
                                                      Details page




State of Louisiana — ACESS                                                              Page 50 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                           08/19/05
Page: Student Evidence List Page

Page                    Field Name               Field         Field            Default      Mandatory
Description                                      Type          Description      Value        Y/N?

                        Edit            Hyperlink         Navigates the user    N/A          N/A
                                        (13)              to the Modify
                                                          Student Evidence
                                                          Details page

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a household members list page to enable the user to select
               the household member to whom student evidence will be applied, and to determine
               which Education records to display in the subsequent Education list page.

Page: Household Members

Page/Group          Field Name       Field Type          Field           Default           Mandatory
Description                                              Description     Value             Y/N?

The                 Household        Hyperlink           Household       N/A               N/A
Household           Member                               Member to
Members                                                  whom the
page allows                                              student
the user to                                              evidence will
select the                                               be applied
household
member to           Date of Birth    System              Date of birth   N/A               N/A
whom the                             Generated           of household
student                              Text                member
evidence will
                    Navigation
be applied,
and                 Select           Hyperlink      Navigates the user         N/A         N/A
determines                                          to the Select
which                                               Education page


State of Louisiana — ACESS                                                                 Page 51 of 448
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Version 2..1                                                                              08/19/05
Page: Household Members

Page/Group          Field Name     Field Type      Field             Default        Mandatory
Description                                        Description       Value          Y/N?
Education
                    Close          Button        Navigates the user      N/A        N/A
records to
                                                 to the Student
display based
                                                 Evidence List page
on the
household
member
selected

Design Considerations



Business Process Consideration



Navigation Changes




        •      The system will provide a list page to display and manage student evidence for an
               already-specified student.

Page: Select Education

Page/Group          Field Name     Field         Field Description       Default    Mandatory
Description                        Type                                  Value      Y/N?

The Select          School Name    Hyperlink     Hyperlink to            N/A        N/A
Education                                        household
page allows                                      member’s education
the user to                                      record
select to
which               School Type    System        Type of school          N/A        N/A
education                          Generated
record the                         Text
student
                    Start Date     System        Start date of           N/A        N/A
evidence
                                   Generated     involvement with the
should be
                                   Text          school




State of Louisiana — ACESS                                                          Page 52 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: Select Education

Page/Group       Field Name      Field          Field Description       Default     Mandatory
Description                      Type                                   Value       Y/N?
applied
                 End Date        System         End date of             N/A         N/A
                                 Generated      involvement with the
                                 Text           school

                 Navigation

                 New             Button         Navigates the user      N/A         N/A
                                                to the New
                                                Education page

                 Cancel          Button         Navigates the user      N/A         N/A
                                                to the Student
                                                Evidence List page

                 View            Hyperlink      Navigates the user      N/A         N/A
                                 (38)           to the View
                                                Education page

                 Add Student     Hyperlink      Navigates the user      N/A         N/A
                                 (38)           to the New Student
                                                Evidence Details
                                                page

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 53 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new student evidence.

Page: New Student Evidence Details

Page/Group          Field Name        Field Type    Field           Default         Mandatory
Description                                         Description     Value           Y/N?

The New             Student Details
Student
Evidence            Student           Code Table    Status of the   None            Yes
Details page        Status                          student in
allows the                                          school
user to enter
                    Highest           Code Table    Highest         None            Yes
student
                    Grade                           grade that
evidence for
                    Completed                       the student
household
                                                    completed
members
                    Graduation        Date          Date that the   None            No
                    Date                            student
                                                    graduates/gr
                                                    aduated

                    Student           Code Table    Manner in       None (25)       No (25)
                    Status                          which the
                    Verification                    household
                                                    member’s
                                                    student
                                                    status was
                                                    verified

                    Comments
                                                    Additional
                    Comments          Text                          None            No
                                                    information
                                                    about the
                                                    student or
                                                    school
                    Navigation




State of Louisiana — ACESS                                                          Page 54 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Student Evidence Details

Page/Group       Field Name      Field Type       Field            Default            Mandatory
Description                                       Description      Value              Y/N?

                 Save            Button           Saves the        N/A                N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  use to the
                                                  Student
                                                  Evidence List
                                                  page

                 Cancel          Button           Navigates        N/A                N/A
                                                  the use to the
                                                  Student
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations

On Save if Student Status Verification is blank default the value to Pending. (25)

Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                            Page 55 of 448
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Version 2..1                                                                         08/19/05
Income Evidence Group


Paid Employment Evidence
    1. The system will capture and maintain evidence on paid employment of household
       members.
        •      The system will provide a list page to display and manage earned income evidence.

Page: Earned Income Evidence List Page

Page Description        Field Name     Field Type     Field           Default        Mandatory
                                                      Description     Value          Y/N?

The Earned              Details
Income Evidence
List page displays      Member         Hyperlink     Household         N/A           N/A
a list of all paid                                   member to
employment for                                       whom the paid
household                                            employment is
members                                              related

                        Employer       Hyperlink     Employer from     N/A           N/A
                                                     which the paid
                                                     employment is
                                                     being received

                        Earnings       System        Type of earned    N/A           N/A
                        Type           Generated     income
                                       Text

                        Monthly        System        System            N/A           N/A
                        Earnings       Generated     Calculated
                                       Text          Monthly
                                                     Earnings

                        Navigation




State of Louisiana — ACESS                                                          Page 56 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Earned Income Evidence List Page

Page Description     Field Name      Field Type      Field            Default        Mandatory
                                                     Description      Value          Y/N?

                     New             Button       Navigates the        N/A           N/A
                                                  user to the
                                                  Household
                                                  Members screen
                                                  to allow the user
                                                  to select to
                                                  which household
                                                  member the
                                                  Earned Income
                                                  should be
                                                  applied

                     View            Hyperlink    Navigates the        N/A           N/A
                                     (13)         user to the View
                                                  Earned Income
                                                  Evidence Details
                                                  page

                     Edit            Hyperlink    Navigates the        N/A           N/A
                                     (13)         user to the
                                                  Modify Earned
                                                  Income
                                                  Evidence Details
                                                  page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 57 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a household members list page to enable the user to select
               the household member to whom earned income evidence will be applied, and to
               determine which Employment records to display in the subsequent Employment list
               page.

Page: Household Members

Page/Group          Field Name      Field Type    Field              Default        Mandatory
Description                                       Description        Value          Y/N?

The                 Household       Hyperlink     Household          N/A            N/A
Household           Member                        Member to
Members                                           whom the
page allows                                       earned income
the user to                                       evidence will
select the                                        be applied
household
member to           Date of Birth   System        Date of birth of   N/A            N/A
whom the                            Generated     household
earned                              Text          member
income
                    Navigation
evidence will
be applied,         Select          Hyperlink     Navigates the      N/A            N/A
and                                               user to the
determines                                        Employment
which                                             page
Employment
records to          Cancel          Button        Navigates the      N/A            N/A
display based                                     user to the
on the                                            Earned
household                                         Income
member                                            Evidence List
selected                                          page

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 58 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a list page to display and manage employment evidence
               relating to an already-selected household member’s earned-income employment
               with one or more employers.

Page: Employment

Page/Group          Field Name    Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The                 Primary       System          Indicates        N/A              N/A
Employment                        Generated       whether the
page allows                       Text            employer is
the user to                                       the
select to                                         household
which                                             member’s
employer the                                      primary
earned                                            employer
income
should be           Employer      Hyperlink       Hyperlink to     N/A              N/A
associated                                        employer's
                                                  home page

                    Occupation    System          Occupation       N/A              N/A
                                  Generated       of paid
                                  Text            employment

                    From          System          Start date of    N/A              N/A
                                  Generated       paid
                                  Text            employment

                    To            System          End date of      N/A              N/A
                                  Generated       paid
                                  Text            employment

                    Navigation

                    New           Button          Navigates        N/A              N/A
                                                  the user to
                                                  the New
                                                  Employer
                                                  Evidence
                                                  Details page




State of Louisiana — ACESS                                                          Page 59 of 448
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Version 2..1                                                                      08/19/05
Page: Employment

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Earned
                                                  Income
                                                  Evidence List
                                                  page

                 View            Button           Navigates        N/A              N/A
                                                  the user to
                                                  the View
                                                  Employment
                                                  page

                 Modify (39)     Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Modify
                                                  Employment
                                                  page

                 Add Earned      Button           Navigates        N/A              N/A
                 Income                           the user to
                                                  the New
                                                  Earned
                                                  Income
                                                  Evidence
                                                  Details page

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 60 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new employer evidence.

Page: New Employer Evidence Details

Page/Group          Field Name      Field Type     Field                 Default     Mandatory
Description                                        Description           Value       Y/N?

The New             Employer Details
Employer
Evidence            Employer        System-      Employer who is a       None        No
Details page        Participants    generated    case participant
allows the                          list of
user to create                      Employers
an                                  associated
employment                          to the
record for the                      case
household
                    Employer        Search       Search tool to locate   None        No
member
                                    Tool         an employer who is
                                                 registered in the
                                                 system, but is not a
                                                 case participant

                    Employer        Text         Employer who is not     None        No
                    Name                         registered in the
                                                 system

                    Apt/Suite       Text         Apt/Suite of the        None        No
                                                 employer

                    Street 1        Text         Address Street Line     None        No
                                                 1 of the employer

                    Street 2        Text         Address Street Line     None        No
                                                 2 of the employer

                    City            Text         Address City of the     None        No
                                                 employer

                    State           Code         U.S. State of the       Louisian    No
                                    Table        employer                a

                    Zip             Text         Address Zip Code of     None        No
                                                 the employer




State of Louisiana — ACESS                                                           Page 61 of 448
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Version 2..1                                                                        08/19/05
Page: New Employer Evidence Details

Page/Group       Field Name      Field Type       Field                 Default     Mandatory
Description                                       Description           Value       Y/N?

                 Phone Area      Text           3-digit U.S. phone      None        No
                 Code                           area code of the
                                                employer

                 Phone           Text           7-digit phone           None        No
                 Number                         number of the
                                                employer

                 Employment Details

                 From Date       Date           Start date of           None        Yes
                                                employment

                 To Date         Date           End date of             None        No
                                                employment

                 Occupation      Code           Occupation of           None        Yes
                                 Table          employment

                 Primary         Checkbox       Indicates whether       Yes         N/A (3003)
                                                the employer should     (3003)
                                                be set as the
                                                household
                                                member’s primary
                                                employer

                 Comments

                 Comments        Text           Additional              None        No
                                                information about
                                                the employer

                 Navigation

                 Save            Button         Saves the employer      N/A         N/A
                                                entered as a
                                                Representative
                                                within the
                                                Household case and
                                                navigates the user
                                                to the Employment
                                                page



State of Louisiana — ACESS                                                          Page 62 of 448
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Version 2..1                                                                      08/19/05
Page: New Employer Evidence Details

Page/Group          Field Name     Field Type      Field                 Default    Mandatory
Description                                        Description           Value      Y/N?

                    Save & New     Button       Saves the employer       N/A        N/A
                                                entered as a
                                                Representative
                                                within the
                                                Household case,
                                                clears data fields,
                                                and remains on this
                                                page for further data
                                                entry

                    Cancel         Button       Navigates the user       N/A        N/A
                                                to the Employment
                                                page without saving
                                                data

Design Considerations



Business Process Consideration



Navigation Changes




        •      The system will provide a page to capture new earned income evidence.

Page: New Earned Income Evidence Details

Page/Group          Field Name     Field Type      Field           Default          Mandatory
Description                                        Description     Value            Y/N?

The New             Earnings Details – Use Work Screen to Complete
Earned
Income              Employer       Hyperlink       Employer for    N/A              N/A
Evidence                                           whom the
Details page                                       earned
allows the                                         income is
user to create                                     related



State of Louisiana — ACESS                                                          Page 63 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: New Earned Income Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?
an earned
                 Monthly         System           Household        N/A              N/A
income
                 Earnings        Generated        member’s
record for a
                                 Text             system
household
                                 (calculated      calculated
member
                                 based on         monthly
                                 data entered     earnings,
                                 on the           based upon
                                 Worksheet)       data entered
                                                  on the
                                                  Worksheet

                 Hours           System           Household        N/A              N/A
                 Worked in       Generated        member’s
                 Month           Text             system
                                 (calculated      calculated
                                 based on         hours worked
                                 data entered     in month,
                                 on the           based upon
                                 Worksheet)       data entered
                                                  on the
                                                  Worksheet

                 Earned Income Details

                 Earnings        Code Table       Type of          None             Yes
                 Type                             earned
                                                  income

                 First Pay       Date             First pay date   None             No
                 Date                             of
                                                  employment

                 Frequency       Code Table       Frequency of     None             Yes
                 Paid                             the earned
                                                  income

                 Day of Week     Code Table       Day of the       None             No
                 Paid                             week on
                                                  which the
                                                  earned
                                                  income was
                                                  paid


State of Louisiana — ACESS                                                          Page 64 of 448
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Version 2..1                                                                      08/19/05
Page: New Earned Income Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Day of Month    Code Table       Day of the       None             No
                 Paid                             month on
                                                  which the
                                                  earned
                                                  income was
                                                  paid

                 Start Date      Date             Start date for   None             No
                                                  the earned
                                                  income

                 End Date        Date             End date for     None             No
                                                  the earned
                                                  income

                 Earned          Code Table       Manner in        None (25)        No (25)
                 Income                           which the
                 Verification                     earned
                                                  income was
                                                  verified

                 Is the          Checkbox         Indicates        Yes (40)         N/A (40)
                 Prevailing                       whether or
                 Minimum                          not the
                 Wage                             prevailing
                 Standard Met                     minimum
                                                  wage
                                                  standard has
                                                  been met

                 Employer Contact Information

                 Supervisor      Text             Name of the      None             No
                                                  household
                                                  member’s
                                                  supervisor

                 Supervisor      Text             Phone            None             No
                 Phone                            number of
                 Number                           the
                                                  household
                                                  member’s
                                                  supervisor

State of Louisiana — ACESS                                                          Page 65 of 448
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Version 2..1                                                                      08/19/05
Page: New Earned Income Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Comments

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  paid
                                                  employment

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Earned
                                                  Income
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Earned
                                                  Income
                                                  Evidence List
                                                  page without
                                                  saving data


State of Louisiana — ACESS                                                          Page 66 of 448
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Version 2..1                                                                      08/19/05
Page: New Earned Income Evidence Details

Page/Group          Field Name     Field Type      Field           Default           Mandatory
Description                                        Description     Value             Y/N?

                    Work Screen    Hyperlink       Navigates       N/A               N/A
                                                   the user to
                                                   the Earned
                                                   Income Work
                                                   Screen page

Design Considerations

On Save if Earned Income Verification is blank default the value to Pending. (25)

Business Process Consideration

The “Monthly Earnings” field will display the monthly amount as calculated on the Earned
Income Work Screen page.
The “Hours Worked in Month” field will display the monthly hours as calculated on the Earned
Income Work Screen page.

Navigation Changes




        •      The system will provide a work screen to capture earned income evidence for each
               pay period.

Page: New Earned Income Work Screen

Page/Group          Field Name     Field Type      Field           Default           Mandatory
Description                                        Description     Value             Y/N?

The Work            Earnings Details
Screen page
allows the          Frequency      System          Displays the    N/A               N/A
user to enter                      Generated       data entered
information                        Text            on the New
about the                                          Earned
household                                          Income
member’s                                           Evidence
earned                                             Details page




State of Louisiana — ACESS                                                           Page 67 of 448
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Version 2..1                                                                        08/19/05
Page: New Earned Income Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?
income that is
                 Pay Period      Number           Dollar           None             No
used by the
                 Amount                           amount of
system to
                                                  income in
calculate a
                                                  pay period
monthly
amount           Pay Period      Number           Number of        None             Yes
                 Hours                            hours worked
                                                  in pay period

                 Hourly Wage     Number           Hourly wage      None             No
                 Rate                             for pay
                                                  period

                 Date Paid       Date             Date paid for    None             Yes
                                                  pay period

                 Earnings Calculation Summary

                 Hours           System           Number of        N/A              N/A
                                 Generated        hours worked
                                 Text             in pay period

                 Amount          System           Amount           N/A              N/A
                                 Generated        earned in pay
                                 Text             period

                 Date Paid       System           Date paid for    N/A              N/A
                                 Generated        pay period
                                 Text

                 Calculation

                 Average Pay     System           System           N/A              N/A
                 Period Hours    Generated        calculated
                                 Text             average pay
                                                  period hours

                 Average Pay     System           System           N/A              N/A
                 Period          Generated        calculated
                 Amount          Text             average pay
                                                  period
                                                  amount



State of Louisiana — ACESS                                                          Page 68 of 448
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Version 2..1                                                                      08/19/05
Page: New Earned Income Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Monthly         System           System           N/A              N/A
                 Hours           Generated        calculated
                                 Text             monthly
                                                  hours

                 Monthly         System           System           N/A              N/A
                 Amount          Generated        calculated
                                 Text             monthly
                                                  amount

                 Comments

                 Navigation

                 Add Record      Button           Saves the        N/A              N/A
                                                  pay period
                                                  record, clears
                                                  data fields,
                                                  and remains
                                                  on this page
                                                  for further
                                                  data entry

                 Done            Button           Saves the        N/A              N/A
                                                  record,
                                                  calculates
                                                  monthly
                                                  amount and
                                                  monthly
                                                  hours, and
                                                  navigates the
                                                  user to the
                                                  New Earned
                                                  Income
                                                  Evidence
                                                  Details page




State of Louisiana — ACESS                                                          Page 69 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Earned Income Work Screen

Page/Group       Field Name       Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Cancel           Button          Navigates        N/A              N/A
                                                  the user to
                                                  the New
                                                  Earned
                                                  Income
                                                  Evidence
                                                  Details page
                                                  without
                                                  saving data

                 Delete           Button          Deletes the      N/A              N/A
                                                  pay period
                                                  record and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

Design Considerations



Business Rules

Either “Pay Period Amount” or “Hourly Wage Rate” must be entered.
An amount of zero may be entered for “Pay Period Amount” or “Hourly Wage Rate.” (42)
They system will automatically calculate Average Pay Period Hours, Average Pay Period
Amount, Monthly Hours, and Monthly Amount based upon the pay period records entered.
The following calculations will occur:
          Sum the Pay Period (Hours & Amounts) records in the Earnings Calculation Summary.
           Divide the sums by the number of records entered. Populate the results to Average
           Pay Period Hours (Rounded up with no decimals) and Average Pay Period Amount
           (Do not round or truncate in this step) and display with only two decimal places. For
           each Frequency Type:

                • Every 2 Weeks – If the Frequency is Every 2 Weeks; multiply the average by
                2.167 and populate Monthly Hours (Roundup if = or > 5, Round down if <5) and
                Monthly Amount (Round up or down to two decimal places.). (43)
                • Monthly - If the Frequency is Monthly; multiply the average by 1 and populate
                Monthly Hours (Roundup if = or > 5, Round down if <5) and Monthly Amount


State of Louisiana — ACESS                                                          Page 70 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Earned Income Work Screen

Page/Group         Field Name      Field Type       Field            Default         Mandatory
Description                                         Description      Value           Y/N?
                  (Round up or down to two decimal places.). (43)
                  • Quarterly - If the Frequency is Quarterly; divide the average by 3 and
                  populate Monthly Hours (Roundup if = or > 5, Round down if <5) and Monthly
                  Amount (Round up or down to two decimal places.). (43)
                  • Twice a Month - If the Frequency is Twice a Month; multiply the average by 2
                  and populate Monthly Hours (Roundup if = or > 5, Round down if <5) and
                  Monthly Amount (Round up or down to two decimal places.). (43)
                  • Weekly - If the Frequency is Weekly; multiply the average by 4.333 and
                  populate Monthly Hours (Roundup if = or > 5, Round down if <5) and Monthly
                  Amount (Round up or down to two decimal places.). (43)


Navigation Changes




Self Employment Evidence
    1. The system will capture and maintain evidence on a household member’s self
       employment.
        •      The system will provide a list page to display and manage self-employment
               evidence.

Page: Self Employment Evidence List Page

Page                   Field Name     Field Type     Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Self               Details
Employment
Evidence List          Name           Hyperlink      Household       N/A             N/A
page displays a                                      member to
list of all self                                     whom the
employment                                           self
records for                                          employment
household                                            income is
                                                     related




State of Louisiana — ACESS                                                          Page 71 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Self Employment Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?
members
                     Employer        Hyperlink       Employer to     N/A             N/A
                     Name                            which the
                                                     self
                                                     employment
                                                     income is
                                                     related

                     Ownership       System          Type of         N/A             N/A
                     Type            Generated       ownership
                                     Text            of the self
                                                     employment

                     Monthly Net     System          System          N/A             N/A
                     Income          Generated       calculated
                     Amount          Text            monthly net
                                                     income
                                                     amount

                     Navigation

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the
                                                     Household
                                                     Members
                                                     screen to
                                                     allow the
                                                     user to
                                                     select to
                                                     which
                                                     household
                                                     member the
                                                     Self
                                                     Employment
                                                     Income
                                                     should be
                                                     applied




State of Louisiana — ACESS                                                          Page 72 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Self Employment Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Self
                                                     Employment
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Self
                                                     Employment
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 73 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a household members list page to enable the user to select
               the household member to whom self-employment evidence will be applied, and to
               determine which Employment records to display in the subsequent Employment list
               page.

Page: Household Members

Page/Group          Field Name      Field Type    Field                Default      Mandatory
Description                                       Description          Value        Y/N?

The                 Household       Hyperlink     Household            N/A          N/A
Household           Member                        Member to whom
Members                                           the self
page allows                                       employment
the user to                                       income evidence
select the                                        will be applied
household
member to           Date of Birth   System        Date of birth of     N/A          N/A
whom the self                       Generated     household
employment                          Text          member
income
                    Navigation
evidence will
be applied,         Select          Hyperlink     Navigates the        N/A          N/A
and                                               user to the
determines                                        Employment page
which
Employment          Cancel          Button        Navigates the        N/A          N/A
records to                                        user to the Self
display based                                     Employment
on the                                            Income Evidence
household                                         List page
member
selected

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 74 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a list page to display and manage employment evidence
               relating to an already-selected household member’s self-employment with one or
               more employers.

Page: Employment

Page/Group          Field Name     Field Type     Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The                 Primary        System         Indicates        N/A              N/A
Employment                         Generated      whether the
page allows                        Text           employer is
the user to                                       the
select to                                         household
which                                             member’s
employer the                                      primary
self                                              employer
employment
income              Employer       Hyperlink      Hyperlink to     N/A              N/A
should be                                         employer's
associated                                        home page

                    Occupation     System         Occupation       N/A              N/A
                                   Generated      of self
                                   Text           employment

                    From           System         Start date of    N/A              N/A
                                   Generated      self
                                   Text           employment

                    To             System         End date of      N/A              N/A
                                   Generated      self
                                   Text           employment

                    Navigation

                    New            Button         Navigates        N/A              N/A
                                                  the user to
                                                  the New
                                                  Employer
                                                  Evidence
                                                  Details page




State of Louisiana — ACESS                                                          Page 75 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Employment

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Self
                                                  Employment
                                                  Evidence List
                                                  page

                 View            Button           Navigates        N/A              N/A
                                                  the user to
                                                  the View
                                                  Employment
                                                  page

                 Add Self        Button           Navigates        N/A              N/A
                 Employment                       the user to
                                                  the New Self
                                                  Employment
                                                  Evidence
                                                  Details page

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                          Page 76 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new self-employment income evidence.

Page: New Self Employment Evidence Details

Page/Group          Field Name     Field Type      Field           Default          Mandatory
Description                                        Description     Value            Y/N?

The New Self        Self Employment Income – Use Work Screen to Complete
Employment
Evidence            Household      Hyperlink       Link to         N/A              N/A
Details page        Member                         household
allows the                                         member's
user to enter                                      person home
self                                               page
employment
                    Employer       Hyperlink       Link to         N/A              N/A
income for a
                    Name                           employer's
household
                                                   home page
member
                    Monthly Net    System          System          N/A              N/A
                    Income         Generated       calculated
                    Amount         Text            monthly net
                                                   income
                                                   amount of
                                                   self
                                                   employment

                    Average        System          System          N/A              N/A
                    Hourly Wage    Generated       calculated
                                   Text            average
                                                   hourly wage
                                                   of self
                                                   employment

                    Self Employment Details

                    Household      Hyperlink       Link to         N/A              N/A
                    Member                         household
                                                   member's
                                                   person home
                                                   page

                    Employer       Hyperlink       Link to         N/A              N/A
                    Name                           employer's
                                                   home page



State of Louisiana — ACESS                                                          Page 77 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Self Employment Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Ownership       Code Table       Ownership        None             Yes
                 Type                             type of self
                                                  employment

                 Hours Per       Number           Hours of         None             Yes
                 Month                            work per
                                                  month for self
                                                  employment

                 % of            Number           Indicates the    None             Yes
                 Ownership                        percent
                                                  ownership of
                                                  the self
                                                  employment
                                                  business

                 Number of       Number           Number of        None             Yes
                 Months                           Months
                 Income                           Income
                 Intended to                      Intended to
                 Cover                            Cover

                 Start Date      Date             Start date of    None             Yes
                                                  the self
                                                  employment
                                                  income

                 End Date        Date             End date of      None             No
                                                  the self
                                                  employment
                                                  income

                 Verification    Code Table       Manner in        None (25,        No (25)
                                                  which the self   47)
                                                  employment
                                                  income was
                                                  verified




State of Louisiana — ACESS                                                          Page 78 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Self Employment Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Is the          Checkbox         Indicates if     Yes (40)         N/A (40)
                 Prevailing                       the prevailing
                 Minimum                          minimum
                 Wage                             wage
                 Standard Met                     standard was
                                                  met

                 Comments

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the self
                                                  employment

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  New Self
                                                  Employment
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry




State of Louisiana — ACESS                                                          Page 79 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Self Employment Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Self
                                                  Employment
                                                  Evidence List
                                                  page without
                                                  saving data

                 Work Screen     Hyperlink        Navigates        N/A              N/A
                                                  the user to
                                                  the Self
                                                  Employment
                                                  Work Screen
                                                  page

Design Considerations

On Save if Self Employment Income Verification is blank default the value to Pending. (25)

Business Rules

The “Monthly Net Income Amount” field will display the monthly net income amount as
calculated on the Self Employment Work Screen page.
The “Average Hourly Wage” field will display the average hourly wage as calculated on the Self
Employment Work Screen page.

Navigation Changes




State of Louisiana — ACESS                                                          Page 80 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a work screen to capture self-employment evidence for each
               pay period.

Page: Self Employment Work Screen

Page/Group          Field Name        Field Type    Field            Default        Mandatory
Description                                         Description      Value          Y/N?

The Self            Self Employment Details
Employment
Work Screen         Ownership         System        Ownership        N/A            N/A
page allows         Type              Generated     type of self
the user to                           Text          employment
enter
                    % of              System        Indicates the    N/A            N/A
information
                    Ownership         Generated     percent
about the
                                      Text          ownership of
household
                                                    the self
member’s
                                                    employment
self
                                                    business
employment
income that is      Number of         System        Number of        N/A            N/A
used by the         Months            Generated     Months
system to           Income            Text          Income
calculate a         Intended to                     Intended to
monthly             Cover                           Cover
amount
                    Hours Per         System        Hours of         N/A            N/A
                    Month             Generated     work per
                                      Text          month for self
                                                    employment

                    Income Details

                    Income            Number        Dollar           None           No
                    Amount                          amount of
                                                    self
                                                    employment
                                                    income in
                                                    pay period

                    Expense Details

                    Expense           Code Table    Type of          None           No
                    Type                            expense to
                                                    deduct from
                                                    the self

State of Louisiana — ACESS                                                          Page 81 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Self Employment Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?
                                                  employment
                                                  income

                 Expense         Number           Amount of        None             No
                 Amount                           expense to
                                                  deduct from
                                                  the self
                                                  employment
                                                  income

                 % of            Number           Percent of       None             No
                 Expense to                       expense to
                 be Used                          use during
                                                  the deduction

                 Self Employment Calculation Summary

                 Income          System           Dollar           N/A              N/A
                                 Generated        amount of
                                 Text             self
                                                  employment
                                                  income in
                                                  pay period

                 Expense         System           Amount of        N/A              N/A
                                 Generated        expense to
                                 Text             deduct from
                                                  the self
                                                  employment
                                                  income

                 Expense         System           Type of          N/A              N/A
                 Type            Generated        expense to
                                 Text             deduct from
                                                  the self
                                                  employment
                                                  income

                 % Used          System           Percent of       N/A              N/A
                                 Generated        expense to
                                 Text             use during
                                                  the deduction



State of Louisiana — ACESS                                                          Page 82 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Self Employment Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Calculation

                 Total Income    System           System           N/A              N/A
                                 Generated        calculated
                                 Text             total income

                 Total           System           System           N/A              N/A
                 Expense         Generated        calculated
                                 Text             total expense

                 Monthly Net     System           System           N/A              N/A
                 Countable       Generated        calculated
                 Income          Text             monthly net
                                                  countable
                                                  income

                 Navigation

                 Add Record      Button           Saves the        N/A              N/A
                                                  income or
                                                  expense
                                                  record, clears
                                                  data fields,
                                                  and remains
                                                  on this page
                                                  for further
                                                  data entry

                 Done            Button           Saves the        N/A              N/A
                                                  income or
                                                  expense
                                                  record,
                                                  performs
                                                  calculations,
                                                  and
                                                  navigates the
                                                  user to the
                                                  New Self
                                                  Employment
                                                  Evidence
                                                  Details page

                 Cancel          Button           Navigates        N/A              N/A

State of Louisiana — ACESS                                                          Page 83 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Self Employment Work Screen

Page/Group        Field Name      Field Type       Field            Default          Mandatory
Description                                        Description      Value            Y/N?
                                                   the user to
                                                   the New Self
                                                   Employment
                                                   Evidence
                                                   Details page
                                                   without
                                                   saving data

                  Delete          Button           Deletes the      N/A              N/A
                                                   income or
                                                   expense
                                                   record and
                                                   remains on
                                                   this page for
                                                   further data
                                                   entry

Design Considerations



Business Rules

Either “Income Amount” or “Expense Type” and “Expense Amount” must be entered.
If “% of Expense to be Used” is not entered, the system will default the value to 100% for
calculation purposes.
The system will automatically calculate Total Income, Total Expense, and Monthly Net
Countable Income based upon the income and expense records entered.
Calculations will occur as follows:
        Calculation – This section will display totals of the individual incomes that are countable
        and the totals of the individual expenses that are allowable. Using the Number of
        Months Intended to Cover and the % of Ownership will calculate the Monthly Self
        Employment Amount that will be persisted to the New Self Employment Evidence
        Details.
               1. Total Income - Sum the individual Income entries and display the sum in Total
               Income.
               2. Total Expense - Sum the individual allowable Expense entries and display the
               sum in Total Expenses. Refer to the Employment Expense Rate Table. It should
               be possible to have an Income Total with no Expenses.
                  a. If an expense amount is to be used at less than 100% the amount of that

State of Louisiana — ACESS                                                            Page 84 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: Self Employment Work Screen

Page/Group         Field Name      Field Type      Field            Default          Mandatory
Description                                        Description      Value            Y/N?
                   expense in included in the sum should be the net allowable. In the example
                   above $100 would be the amount summed to the Total Expense.
                3. Monthly Net Countable Income – Deduct the Total Expense from the Total
                Income.
                4. Using the Number of Months Intended to Cover and the % of Ownership,
                Monthly Countable Income is determined as follows:
                   a. Multiply the % of Ownership times the result of the deduction of Total
                   Allowable Expenses from Total Income.
                   b. Divide by the Number of Months Intended to Cover (Round up or down to
                   two decimal places.) (43)

Navigation Changes




Unearned Income Evidence
    1. The system will capture and maintain evidence on unearned income for household
        members.
        •      The system will provide a list page to display and manage unearned income
               evidence.

Page: Unearned Income Evidence List Page

Page                  Field Name      Field Type      Field           Default         Mandatory
Description                                           Description     Value           Y/N?

The Unearned          Details
Income Evidence
List page             Name            Hyperlink       Household       N/A             N/A
displays a list of                                    member to
all unearned                                          whom the
income records                                        unearned
for household                                         income is
members                                               related

                      Unearned        System          Type of         N/A             N/A
                      Income          Generated       unearned
                      Type            Text            income



State of Louisiana — ACESS                                                            Page 85 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: Unearned Income Evidence List Page

Page                Field Name      Field Type      Field           Default          Mandatory
Description                                         Description     Value            Y/N?

                    Monthly         System          System          N/A              N/A
                    Amount          Generated       calculated
                                    Text            monthly
                                                    income
                                                    amount

                    Navigation

                    New             Button          Navigates       N/A              N/A
                                                    the user to
                                                    the
                                                    Household
                                                    Members
                                                    screen to
                                                    allow the
                                                    user to
                                                    select to
                                                    which
                                                    household
                                                    member the
                                                    Unearned
                                                    Income
                                                    should be
                                                    applied (48)

                    View            Hyperlink       Navigates       N/A              N/A
                                    (13)            the user to
                                                    the View
                                                    Unearned
                                                    Income
                                                    Evidence
                                                    Details page
                                                    (48)

                    Edit            Hyperlink       Navigates       N/A              N/A
                                    (13)            the user to
                                                    the Modify
                                                    Unearned
                                                    Income
                                                    Evidence
                                                    Details page
                                                    (48)


State of Louisiana — ACESS                                                          Page 86 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Unearned Income Evidence List Page

Page                   Field Name     Field Type     Field          Default          Mandatory
Description                                          Description    Value            Y/N?

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page to capture new unearned income evidence.

Page: New Unearned Income Evidence Details

Page/Group          Field Name      Field Type     Field           Default          Mandatory
Description                                        Description     Value            Y/N?

The New             Unearned Income Details
Unearned
Income              Household       System         Household       None             Yes
Evidence            Member          Generated      member to
Details page                        Code Table     whom the
allows a user                                      unearned
to enter                                           income is
unearned                                           related (from
income                                             list of all
records for a                                      household
household                                          members)
member
                    Unearned        Code Table     Type of         None             Yes
                    Income Type                    unearned
                                                   income

                    Monthly         Number         Dollar          None             No
                    Amount                         amount of
                                                   monthly
                                                   unearned
                                                   income




State of Louisiana — ACESS                                                          Page 87 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Unearned Income Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Frequency       Code Table       Frequency of     None             Yes
                                                  unearned
                                                  income

                 Calculated      System           System           N/A              N/A
                 Monthly         Generated        calculated
                 Amount          Text             monthly
                                                  unearned
                                                  income
                                                  amount

                 Start Date      Date             Start date of    None             Yes
                                                  unearned
                                                  income

                 End Date        Date             End date of      None             No
                                                  unearned
                                                  income

                 Verification    Code Table       Manner in        None (25)        No (25)
                                                  which the
                                                  unearned
                                                  income was
                                                  verified

                 Deduction Details

                 Monthly         Number           Amount of        None             No
                 Deduction                        monthly
                 Amount                           deduction

                 Deduction       Code Table       Type of          None             No
                 Type                             deduction to
                                                  be applied to
                                                  unearned
                                                  income

                 Calculated      System           System           N/A              N/A
                 Monthly         Generated        calculated
                 Deduction       Text             amount of
                 Amount                           monthly
                                                  deduction



State of Louisiana — ACESS                                                          Page 88 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Unearned Income Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Comments
                                                  Additional
                 Comments        Text                              None             No
                                                  information
                                                  about the
                                                  unearned
                                                  income
                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Unearned
                                                  Income
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Unearned
                                                  Income
                                                  Evidence List
                                                  page without
                                                  saving data



State of Louisiana — ACESS                                                          Page 89 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Unearned Income Evidence Details

Page/Group          Field Name    Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                    Work Screen   Hyperlink       Navigates        N/A              N/A
                                                  the user to
                                                  the Unearned
                                                  Income Work
                                                  Screen page

Design Considerations

On Save if Unearned Income Verification is blank default the value to Pending. (25)

Business Rules

The “Calculated Monthly Amount” field will display the monthly unearned income amount as
calculated on the Unearned Income Work Screen page.
The “Calculated Monthly Deduction Amount” field will display the monthly deduction amount as
calculated on the Unearned Income Work Screen page.
If “Frequency” is set to ‘Monthly’, then “Monthly Amount” must be entered.
Either “Calculated Monthly Amount” or “Monthly Amount” must be entered.

Navigation Changes




        •      The system will provide a work screen to capture unearned income evidence for
               each pay period.

Page: Unearned Income Work Screen

Page/Group          Field Name    Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The                 Unearned Income Details
Unearned
Income Work         Household     Hyperlink       Household        N/A              N/A
Screen page         Member                        member to
allows the                                        whom the
user to enter                                     unearned
information                                       income is
about the                                         related



State of Louisiana — ACESS                                                          Page 90 of 448
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Version 2..1                                                                      08/19/05
Page: Unearned Income Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?
household
                 Income Type     System           Type of          N/A              N/A
member’s
                                 Generated        unearned
unearned
                                 Text             income
income that is
used by the      Frequency       System           Frequency of     N/A              N/A
system to                        Generated        unearned
calculate a                      Text             income
monthly
amount           Amount          Number           Dollar           None             Yes
                                                  amount of
                                                  unearned
                                                  income

                 Date            Date             Date the         None             Yes
                 Received                         unearned
                                                  income was
                                                  received

                 Deduction       Number           Amount of        None             No
                 Amount                           deduction to
                                                  apply to
                                                  unearned
                                                  income

                 Deduction       System           Type of          N/A              N/A
                 Type            Generated        deduction to
                                 Text             be applied to
                                                  unearned
                                                  income

                 Unearned Income Calculation Summary

                 Unearned        System           Dollar           N/A              N/A
                 Income          Generated        amount of
                                 Text             unearned
                                                  income

                 Date            System           Date the         N/A              N/A
                 Received        Generated        unearned
                                 Text             income was
                                                  received




State of Louisiana — ACESS                                                          Page 91 of 448
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Version 2..1                                                                      08/19/05
Page: Unearned Income Work Screen

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Deduction       System           Amount of        N/A              N/A
                 Amount          Generated        deduction to
                                 Text             apply to
                                                  unearned
                                                  income

                 Calculation

                 Average Pay     System           System           N/A              N/A
                 Period          Generated        calculated
                 Amount          Text             average pay
                                                  period
                                                  amount

                 Monthly         System           System           N/A              N/A
                 Amount          Generated        calculated
                                 Text             monthly
                                                  amount

                 Average Pay     System           System           N/A              N/A
                 Period          Generated        calculated
                 Deduction       Text             average pay
                                                  period
                                                  deduction

                 Monthly         System           System           N/A              N/A
                 Deduction       Generated        calculated
                                 Text             monthly
                                                  deduction

                 Navigation

                 Add Record      Button           Saves the        N/A              N/A
                                                  unearned
                                                  income
                                                  record, clears
                                                  data fields,
                                                  and remains
                                                  on this page
                                                  for further
                                                  data entry




State of Louisiana — ACESS                                                          Page 92 of 448
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Version 2..1                                                                      08/19/05
Page: Unearned Income Work Screen

Page/Group       Field Name       Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Done             Button          Saves the        N/A              N/A
                                                  unearned
                                                  income
                                                  record,
                                                  performs
                                                  calculations,
                                                  and
                                                  navigates the
                                                  user to the
                                                  New
                                                  Unearned
                                                  Income
                                                  Evidence
                                                  Details page

                 Cancel           Button          Navigates        N/A              N/A
                                                  the user to
                                                  the New
                                                  Unearned
                                                  Income
                                                  Evidence
                                                  Details page
                                                  without
                                                  saving data

                 Delete           Button          Deletes the
                                                  unearned
                                                  income
                                                  record and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

Design Considerations



Business Rules

Calculations will occur as follows:
          Sum the Amount and Deduction Amount records in the Unearned Calculation


State of Louisiana — ACESS                                                          Page 93 of 448
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Version 2..1                                                                      08/19/05
Page: Unearned Income Work Screen

Page/Group   Field Name              Field Type      Field            Default          Mandatory
Description                                          Description      Value            Y/N?
        Summary.
               If the “Use Actual Income Not Factored” indicator is “Yes” the earnings entered will
               not be averaged and not factored, they will be summed and the sum will populate
               the Monthly Amount and Monthly Deduction.


               If the Use Actual Income Not Factored indicator is “No” these records will be used to
               average and factor. Divide the sums by the number of records entered. Do not
               round or truncate in this step. Populate the results to Average Pay Period Deduction
               and Average Pay Period Amount and display the result with only two decimal places.

               For each Frequency Type:


                   • Every 2 Weeks – If the Frequency is Every 2 Weeks; multiply the average by
                   2.167 and populate Monthly Deduction and Monthly Amount (Round up or down
                   to two decimal places.). (43, 50)
                   • Monthly - If the Frequency is Monthly; multiply the average by 1 and populate
                   Monthly Deduction and Monthly Amount (Round up or down to two decimal
                   places.). (43, 50)
                   • Quarterly - If the Frequency is Quarterly; divide the average by 3 and
                   populate Monthly Deduction and Monthly Amount (Round up or down to two
                   decimal places.). (43, 50)
                   • Twice a Month - If the Frequency is Twice a Month; multiply the average by 2
                   and populate Monthly Deduction and Monthly Amount (Round up or down to two
                   decimal places.). (43, 50)
                   • Weekly - If the Frequency is Weekly; multiply the average by 4.333 and
                   populate Monthly Deduction and Monthly Amount (Round up or down to two
                   decimal places.). (43, 50)
Navigation Changes




State of Louisiana — ACESS                                                             Page 94 of 448
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Version 2..1                                                                         08/19/05
Resources Evidence Group


Burial Plan Evidence
    1. The system will capture and maintain evidence on burial plan resources.
        •      The system will provide a list page to display and manage burial plan resources
               evidence.

Page: Burial Plan List Page

Page                    Field Name    Field Type     Field            Default        Mandatory
Description                                          Description      Value          Y/N?

The Burial Plan         Details
List page displays
a list of all burial    Household     Hyperlink      Household        N/A            N/A
plan resource           Member                       member to
records for                                          whom the
household                                            burial plan
members                                              resource is
                                                     related

                        Face Value    System         Face value       N/A            N/A
                                      Generated      of the burial
                                      Text           plan in
                                                     dollars

                        Cash Value    System         Cash value       N/A            N/A
                                      Generated      of the burial
                                      Text           plan in
                                                     dollars

                        Funeral       System         Name of the      N/A            N/A
                        Home Name     Generated      funeral
                                      Text           home to
                                                     which the
                                                     burial plan is
                                                     related

                        Navigation




State of Louisiana — ACESS                                                          Page 95 of 448
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Version 2..1                                                                      08/19/05
Page: Burial Plan List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Burial Plan
                                                     Evidence
                                                     Details page

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Burial Plan
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Burial Plan
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 96 of 448
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Version 2..1                                                                      08/19/05
        •      The system will provide a page to create new burial plan evidence.

Page: New Burial Plan Evidence Details

Page/Group          Field Name      Field Type      Field            Default         Mandatory
Description                                         Description      Value           Y/N?

The New             Burial Plan Details
Burial Plan
Evidence            Household       System          Household        None            Yes
Details page        Member          Generated       member to
allows the                          Code Table      whom the
user to enter                                       burial plan is
burial plan                                         related (from
records for                                         list of all
household                                           household
members                                             members)

                    Face Value      Number          Face value of    None            No
                                                    the burial
                                                    plan in
                                                    dollars

                    Cash Value      Number          Cash value       None            Yes
                                                    of the burial
                                                    plan in
                                                    dollars

                    Description     Text            Description      None            No
                                                    of the burial
                                                    plan

                    Funeral         System          Funeral          None            No
                    Home            Generated       home that is
                    Participants    Code Table      registered in
                                                    the system

                    Funeral         Text            Funeral          None            No
                    Home Name                       home that is
                                                    not
                                                    registered in
                                                    the system

                    Apt/Suite       Text            Apt/Suite of     None            No
                                                    the funeral
                                                    home


State of Louisiana — ACESS                                                           Page 97 of 448
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Version 2..1                                                                        08/19/05
Page: New Burial Plan Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the funeral
                                                  home

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the funeral
                                                  home

                 City            Text             Address City     None             No
                                                  of the funeral
                                                  home

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the funeral
                                                  home

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  funeral home

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  funeral home

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the funeral
                                                  home

                 Verification    Code Table       Manner in        None (25)        No (25)
                 Type                             which the
                                                  burial plan
                                                  resource was
                                                  verified

                 Comments




State of Louisiana — ACESS                                                          Page 98 of 448
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Version 2..1                                                                      08/19/05
Page: New Burial Plan Evidence Details

Page/Group       Field Name       Field Type       Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                 Comments         Text             Additional       None            No
                                                   information
                                                   about the
                                                   burial plan

                 Navigation

                 Save             Button           Saves the        N/A             N/A
                                                   data entered
                                                   if validation
                                                   routines are
                                                   successful
                                                   and
                                                   navigates the
                                                   user to the
                                                   Burial Plan
                                                   Evidence List
                                                   page

                 Save & New       Button           Saves the        N/A             N/A
                                                   data entered
                                                   if validation
                                                   routines are
                                                   successful,
                                                   clears data
                                                   fields, and
                                                   remains on
                                                   this page for
                                                   further data
                                                   entry

                 Cancel           Button           Navigates        N/A             N/A
                                                   the user to
                                                   the Burial
                                                   Plan
                                                   Evidence List
                                                   page without
                                                   saving data

Design Considerations

On Save if Burial Plan Verification is blank default the value to Pending. (25)


State of Louisiana — ACESS                                                          Page 99 of 448
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Version 2..1                                                                      08/19/05
Page: New Burial Plan Evidence Details

Page/Group          Field Name         Field Type      Field              Default     Mandatory
Description                                            Description        Value       Y/N?

Business Rules

Out-of-the-box, the user must enter either “Funeral Home Participants” or “Funeral Home
Name”. Change this so that funeral home information is not mandatory.

Navigation Changes




Burial Plot Evidence
    1. The system will capture and maintain evidence on burial plot resources.
        •      The system will provide a list page to display and manage burial plot evidence.

Page: Burial Plot List Page

Page                     Field Name       Field Type     Field             Default     Mandatory
Description                                              Description       Value       Y/N?

The Burial Plot          Details
List page displays
a list of all burial     Household        Hyperlink      Household         N/A         N/A
plot resource            Member                          member to
records for                                              whom the
household                                                burial plot
members                                                  resource is
                                                         related

                         Fair Market      System         Fair market       N/A         N/A
                         Value            Generated      value of the
                                          Text           burial plot in
                                                         dollars

                         Cash Value       System         Cash value        N/A         N/A
                                          Generated      of the burial
                                          Text           plot in
                                                         dollars

                         Location         System         Location          N/A         N/A
                         Name             Generated      name of the
                                          Text           burial plot



State of Louisiana — ACESS                                                           Page 100 of 448
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Version 2..1                                                                         08/19/05
Page: Burial Plot List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Navigation

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Burial Plot
                                                     Evidence
                                                     Details page

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Burial Plot
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Burial Plot
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 101 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new burial plot resources evidence.

Page: New Burial Plot Evidence Details

Page/Group          Field Name       Field Type     Field             Default        Mandatory
Description                                         Description       Value          Y/N?

The New             Burial Plot Details
Burial Plot
Evidence            Household        System         Household         None           Yes
Details page        Member           Generated      member to
allows the                           Code Table     whom the
user to create                                      burial plot is
burial plot                                         related (from
resource                                            list of all
records for                                         household
household                                           members)
members
                    Purchase         Date           Purchase          None           No
                    Date                            date of the
                                                    burial plot

                    Fair Market      Number         Fair market       None           No
                    Value                           value of the
                                                    burial plot in
                                                    dollars

                    Cash Value       Number         Cash value        None           Yes
                                                    of the burial
                                                    plot in dollars

                    Location         Text           Location          None           No
                    Name                            name of the
                                                    burial plot

                    Verification     Code Table     Manner in         None (25)      No (25)
                    Type                            which the
                                                    burial plot
                                                    resource was
                                                    verified

                    Burial Plot Address

                    Apt/Suite        Text           Apt/Suite of      None           No
                                                    the burial plot




State of Louisiana — ACESS                                                          Page 102 of 448
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Version 2..1                                                                       08/19/05
Page: New Burial Plot Evidence Details

Page/Group       Field Name      Field Type       Field             Default         Mandatory
Description                                       Description       Value           Y/N?

                 Street 1        Text             Address           None            No
                                                  Street Line 1
                                                  of the burial
                                                  plot

                 Street 2        Text             Address           None            No
                                                  Street Line 2
                                                  of the burial
                                                  plot

                 City            Text             Address City      None            No
                                                  of the burial
                                                  plot

                 State           Code Table       U.S. State of     Louisiana       No
                                                  the burial plot

                 Zip             Text             Address Zip       None            No
                                                  Code of the
                                                  burial plot

                 Comments

                 Comments        Text             Additional        None            No
                                                  information
                                                  about the
                                                  burial plot

                 Navigation

                 Save            Button           Saves the         N/A             N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Burial Plot
                                                  Evidence List
                                                  page




State of Louisiana — ACESS                                                         Page 103 of 448
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Version 2..1                                                                      08/19/05
Page: New Burial Plot Evidence Details

Page/Group          Field Name      Field Type       Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                    Save & New      Button           Saves the       N/A             N/A
                                                     data entered
                                                     if validation
                                                     routines are
                                                     successful,
                                                     clears data
                                                     fields, and
                                                     remains on
                                                     this page for
                                                     further data
                                                     entry

                    Save & Add      Button           Navigates       N/A             N/A
                    Joint Owner                      the user to
                                                     the New
                                                     Burial Plot
                                                     Joint Owner
                                                     Evidence
                                                     Details page

                    Cancel          Button           Navigates       N/A             N/A
                                                     the user to
                                                     the Burial
                                                     Plot
                                                     Evidence List
                                                     page without
                                                     saving data

Design Considerations

On Save if Burial Plot Verification is blank default the value to Pending. (25)

Business Process Consideration

Out-of-the-box, the user must enter a burial plot address. Change this so that the burial plot
address is not mandatory.

Navigation Changes




        •      The system will provide a page to capture new joint owner burial plan evidence.

State of Louisiana — ACESS                                                          Page 104 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: New Burial Plot Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The New          Joint Owner Details
Burial Plot
Joint Owner      Participant     System           Joint owner      None             No
Evidence         Name            Generated        who is a case
Details page                     Code Table       participant
allows the                                        (from list of
user to                                           all household
identify joint                                    members)
owners of a
                 Name            Search Tool      Search tool      None             No
burial plot
                                                  to locate a
resource
                                                  joint owner
                                                  who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                 Joint Owner     Text             Joint owner      None             No
                 Name                             who is not
                                                  registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of     None             No
                                                  the joint
                                                  owner

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the joint
                                                  owner

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the joint
                                                  owner

                 City            Text             Address City     None             No
                                                  of the joint
                                                  owner




State of Louisiana — ACESS                                                         Page 105 of 448
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Version 2..1                                                                      08/19/05
Page: New Burial Plot Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the joint
                                                  owner

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  joint owner

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  joint owner

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the joint
                                                  owner

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Burial Plot
                                                  Evidence List
                                                  page




State of Louisiana — ACESS                                                         Page 106 of 448
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Version 2..1                                                                      08/19/05
Page: New Burial Plot Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Burial
                                                  Plot
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations

For Burial Plot Joint Owner , the rules for Joint Owner are found in Section 11.2.12.1.3 (53)

Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                         Page 107 of 448
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Version 2..1                                                                      08/19/05
Life Insurance Evidence
    1. The system will capture and maintain evidence on life insurance resources.
        •      The system will provide a list page to display and manage life insurance resources
               evidence.

Page: Life Insurance Evidence List Page (3002)

Page                    Field Name     Field Type     Field          Default         Mandatory
Description                                           Description    Value           Y/N?

The Life                Details
Insurance
Evidence List           Policy         Hyperlink      Household      N/A             N/A
page displays a         Owner                         member to
list of all life                                      whom the
insurance                                             life
resource records                                      insurance
for household                                         resource is
members                                               related

                        Insurance      Hyperlink      Provider of    N/A             N/A
                        Provider                      the life
                                                      insurance
                                                      policy

                        Policy         System         Number of      N/A             N/A
                        Number         Generated      the life
                                       Text           insurance
                                                      policy

                        Cash Value     System         Cash value     N/A             N/A
                                       Generated      of the life
                                       Text           insurance
                                                      policy

                        Navigation

                        New            Button         Navigates      N/A             N/A
                                                      the user to
                                                      the New Life
                                                      Insurance
                                                      Evidence
                                                      Details page




State of Louisiana — ACESS                                                         Page 108 of 448
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Version 2..1                                                                      08/19/05
Page: Life Insurance Evidence List Page (3002)

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Life
                                                     Insurance
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Life
                                                     Insurance
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 109 of 448
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Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new life insurance resources evidence.

Page: New Life Insurance Evidence Details

Page/Group          Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

The New Life        Life Insurance Details
Insurance
Evidence            Policy Owner    System          Owner of the     None           Yes
Details page                        Generated       life insurance
allows the                          Code Table      policy (from
user to create                                      list of all
life insurance                                      household
resource                                            members)
records for
                    Policy          Text            Policy           None           No
household
                    Number                          number of
members
                                                    the life
                                                    insurance
                                                    policy

                    Cash Value      Number          Cash value       None           Yes
                                                    of the life
                                                    insurance
                                                    policy in
                                                    dollars

                    Face Value      Number          Face value of    None           No
                                                    the life
                                                    insurance
                                                    policy in
                                                    dollars

                    Description     Text            Description      None           No
                                                    of the life
                                                    insurance
                                                    policy

                    Verification    Code Table      Manner in        None (25)      No (25)
                    Type                            which the life
                                                    insurance
                                                    resource was
                                                    verified

                    Insured Person Details


State of Louisiana — ACESS                                                         Page 110 of 448
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Version 2..1                                                                       08/19/05
Page: New Life Insurance Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Insurance       System           Insured          None             No
                 Participants    Generated        person who
                                 Code Table       is a case
                                                  participant
                                                  (from list of
                                                  all household
                                                  members)

                 Insured         Search Tool      Search tool      None             No
                 Person                           to locate an
                                                  insured
                                                  person who
                                                  is registered
                                                  in the
                                                  system, but
                                                  is not a case
                                                  participant

                 Insured         Text             Insured          None             No
                 Person                           person who
                 Name                             is not
                                                  registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of     None             No
                                                  the insured
                                                  person

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the insured
                                                  person

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the insured
                                                  person

                 City            Text             Address City     None             No
                                                  of the insured
                                                  person



State of Louisiana — ACESS                                                         Page 111 of 448
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Version 2..1                                                                      08/19/05
Page: New Life Insurance Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the insured
                                                  person

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  insured
                                                  person

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  insured
                                                  person

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the insured
                                                  person

                 Insurance Provider Details

                 Insurance       System           Insurance        None             No
                 Provider        Generated        provider who
                 Participants    Code Table       is a case
                                                  participant
                                                  (from list of
                                                  providers that
                                                  are
                                                  participants
                                                  in the
                                                  program
                                                  case)

                 Insurance       Text             Insurance        None             No
                 Provider                         provider who
                 Name                             is not
                                                  registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of     None             No
                                                  the insurance
                                                  provider

State of Louisiana — ACESS                                                         Page 112 of 448
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Version 2..1                                                                      08/19/05
Page: New Life Insurance Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the
                                                  insurance
                                                  provider

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the
                                                  insurance
                                                  provider

                 City            Text             Address City     None             No
                                                  of the
                                                  insurance
                                                  provider

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the insurance
                                                  provider

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  insurance
                                                  provider

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  insurance
                                                  provider

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the insurance
                                                  provider

                 Comments




State of Louisiana — ACESS                                                         Page 113 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Life Insurance Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  insurance
                                                  provider

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Life
                                                  Insurance
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Life
                                                  Insurance
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations


State of Louisiana — ACESS                                                         Page 114 of 448
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Version 2..1                                                                      08/19/05
Page: New Life Insurance Evidence Details

Page/Group         Field Name      Field Type      Field            Default           Mandatory
Description                                        Description      Value             Y/N?

On Save if Life Insurance Verification is blank default the value to Pending. (25)

Business Rules

Out-of-the-box, “Insurance Participants”, “Insured Person”, or “Insured Person Name” must be
entered by the user. Change this so that Insured Person Details are not mandatory.
Out-of-the-box, “Insurance Provider Participants” or “Insurance Provider Name” must be
entered by the user. Change this so that Insurance Provider Details are not mandatory.

Navigation Changes




Liquid Resource Evidence
    1. The system will capture and maintain evidence on liquid resources.
        •      The system will provide a list page to display and manage liquid resources
               evidence.

Page: Liquid Resource Evidence List Page

Page                   Field Name     Field Type     Field           Default           Mandatory
Description                                          Description     Value             Y/N?

The Liquid             Details
Resource
Evidence List          Household      Hyperlink      Household       N/A               N/A
page displays a        Member                        member to
list of all liquid                                   whom the
resource records                                     liquid
for household                                        resource is
members                                              related

                       Type           System         Type of         N/A               N/A
                                      Generated      liquid
                                      Text           resource

                       Value          System         Dollar value    N/A               N/A
                                      Generated      of liquid
                                      Text           resource



State of Louisiana — ACESS                                                           Page 115 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
Page: Liquid Resource Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Amount          System          Dollar          N/A             N/A
                     Owed            Generated       amount
                                     Text            owed on the
                                                     liquid
                                                     resource

                     Navigation

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Liquid
                                                     Resource
                                                     Evidence
                                                     Details page

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Liquid
                                                     Resource
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Liquid
                                                     Resource
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 116 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new liquid resources evidence.

Page: New Liquid Resource Evidence Details

Page/Group          Field Name        Field Type    Field                 Default    Mandatory
Description                                         Description           Value      Y/N?

The New             Liquid Resource Details
Liquid
Resource            Household         System        Household             None       Yes
Evidence            Member            Generated     member to whom
Details page                          Code Table    the liquid
allows the                                          resource member
user to enter                                       is related (from
liquid                                              list of all
resource                                            household
records for                                         members)
household
                    Type              Code Table    Type of liquid        None       Yes
members
                                                    resource

                    Value             Number        Dollar value of       None       Yes
                                                    liquid resource

                    Amount            Number        Dollar amount         None       No
                    Owed                            owed on the
                                                    liquid resource

                    Verification      Code Table    Manner in which       None       No (25)
                    Type                            the liquid            (25)
                                                    resource was
                                                    verified

                    Institution Details

                    Institution       System        Institution that is   None       No
                    Participants      Generated     a case participant
                                      Code Table    (from list of all
                                                    institutions
                                                    registered as
                                                    program case
                                                    participants0

                    Number of         Number        Number of             None       No
                    Shares                          shares held by
                                                    the household
                                                    member


State of Louisiana — ACESS                                                          Page 117 of 448
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Version 2..1                                                                        08/19/05
Page: New Liquid Resource Evidence Details

Page/Group       Field Name      Field Type       Field                 Default      Mandatory
Description                                       Description           Value        Y/N?

                 Institution     Text             Institution that is   None         No
                 Name                             not registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of the      None         No
                                                  institution

                 Street 1        Text             Address Street        None         No
                                                  Line 1 of the
                                                  institution

                 Street 2        Text             Address Street        None         No
                                                  Line 2 of the
                                                  institution

                 City            Text             Address City of       None         No
                                                  the institution

                 State           Code Table       U.S. State of the     Louisiana    No
                                                  institution

                 Zip             Text             Address Zip           None         No
                                                  Code of the
                                                  institution

                 Phone Area      Text             3-digit U.S.          None         No
                 Code                             phone area code
                                                  of the institution

                 Phone           Text             7-digit phone         None         No
                 Number                           number of the
                                                  institution

                 Comments

                 Comments        Text             Additional            None         No
                                                  information about
                                                  the liquid
                                                  resource

                 Navigation




State of Louisiana — ACESS                                                          Page 118 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: New Liquid Resource Evidence Details

Page/Group       Field Name      Field Type       Field                 Default     Mandatory
Description                                       Description           Value       Y/N?

                 Save            Button           Saves the data        N/A         N/A
                                                  entered if
                                                  validation
                                                  routines are
                                                  successful and
                                                  navigates the
                                                  user to the Liquid
                                                  Resource
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the data        N/A         N/A
                                                  entered if
                                                  validation
                                                  routines are
                                                  successful,
                                                  clears data fields,
                                                  and remains on
                                                  this page for
                                                  further data entry

                 Save & Add      Button           Saves the data        N/A         N/A
                 Joint Owner                      entered if
                                                  validation
                                                  routines are
                                                  successful and
                                                  navigates the
                                                  user to the New
                                                  Liquid Resource
                                                  Joint Owner
                                                  Evidence Details
                                                  page

                 Cancel          Button           Navigates the         N/A         N/A
                                                  user to the Liquid
                                                  Resource
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



State of Louisiana — ACESS                                                         Page 119 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Liquid Resource Evidence Details

Page/Group          Field Name     Field Type     Field                Default        Mandatory
Description                                       Description          Value          Y/N?

On Save if Liquid Resource Verification is blank default the value to Pending. (25)

Business Process Consideration



Navigation Changes




        •      The system will provide a page to capture new liquid resources joint ownership
               evidence.

Page: New Liquid Resource Joint Owner Evidence Details

Page/Group          Field Name     Field Type     Field            Default            Mandatory
Description                                       Description      Value              Y/N?

The New             Joint Owner Details
Liquid
Resource            Participant    System         Joint owner      None               No
Joint Owner         Name           Generated      who is a case
Evidence                           Code Table     participant
Details page                                      (from list of
allows the                                        all household
user to                                           members)
identify joint
                    Name           Search Tool    Search tool      None               No
owners for
                                                  to locate a
liquid
                                                  joint owner
resources
                                                  who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                    Joint Owner    Text           Joint owner      None               No
                    Name                          who is not
                                                  registered in
                                                  the system



State of Louisiana — ACESS                                                         Page 120 of 448
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Version 2..1                                                                      08/19/05
Page: New Liquid Resource Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Apt/Suite       Text             Apt/Suite of     None             No
                                                  the joint
                                                  owner

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the joint
                                                  owner

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the joint
                                                  owner

                 City            Text             Address City     None             No
                                                  of the joint
                                                  owner

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the joint
                                                  owner

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  joint owner

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  joint owner

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the joint
                                                  owner

                 Navigation




State of Louisiana — ACESS                                                         Page 121 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Liquid Resource Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field              Default        Mandatory
Description                                       Description        Value          Y/N?

                 Save            Button           Saves the data      N/A           N/A
                                                  entered if
                                                  validation
                                                  routines are
                                                  successful and
                                                  navigates the
                                                  user to the
                                                  Liquid
                                                  Resource
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the data      N/A           N/A
                                                  entered if
                                                  validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on this
                                                  page for further
                                                  data entry

                 Cancel          Button           Navigates the       N/A           N/A
                                                  user to the
                                                  Liquid
                                                  Resource
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                         Page 122 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Property Evidence
    1. The system will capture and maintain evidence on property resources.
        •      The system will provide a list page to display and manage property resources
               evidence.

Page: Property Evidence List Page

Page                    Field Name    Field Type     Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Property            Details
Evidence List
page displays a         Household     Hyperlink      Household       N/A             N/A
list of all property    Member                       member to
resource records                                     whom the
for household                                        property
members                                              resource is
                                                     related

                        Category      System         Category of     N/A             N/A
                                      Generated      the property
                                      Text           (real vs.
                                                     personal)

                        Type          System         Type of         N/A             N/A
                                      Generated      property
                                      Text

                        Fair Market   System         Fair market     N/A             N/A
                        Value         Generated      value of the
                                      Text           property in
                                                     dollars

                        Navigation

                        New           Button         Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Property
                                                     Evidence
                                                     Details page




State of Louisiana — ACESS                                                         Page 123 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Property Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Property
                                                     Evidence
                                                     Details page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Property
                                                     Evidence
                                                     Details page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 124 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new property resources evidence.

Page: New Property Evidence Details

Page/Group          Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

The New             Property Evidence
Property
Evidence            Household       System          Household       None            Yes
Details page        Member          Generated       member to
allows the                          Code Table      whom the
user to enter                                       property
property                                            resource is
resource                                            related (from
records for                                         list of all
household                                           household
members                                             members)

                    Type            Code Table      Type of         None            Yes
                                                    property

                    Usage           Code Table      Use of the      None            No
                                                    property

                    Category        Code Table      Category of     None            No
                                                    the property
                                                    (real vs.
                                                    personal)

                    Purchase        Date            Purchase        None            No
                    Date                            date of the
                                                    property

                    Fair Market     Number          Fair market     None            Yes
                    Value                           value of the
                                                    property in
                                                    dollars

                    Amount          Number          Amount          None            No
                    Owed                            owed on the
                                                    property
                                                    resource




State of Louisiana — ACESS                                                         Page 125 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Property Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Necessary       Checkbox         Indicates if     No (3003)        N/A (3003)
                 for Trade                        the property
                                                  is required
                                                  for trading
                                                  purposes

                 Verification    Code Table       Manner in        None (25)        No (25)
                 Type                             which the
                                                  property
                                                  resource was
                                                  verified

                 Property Address

                 Apt/Suite       Text             Apt/Suite of     None             No
                                                  the property

                 Street 1        Text             Address          None             No
                                                  Street Line 1
                                                  of the
                                                  property

                 Street 2        Text             Address          None             No
                                                  Street Line 2
                                                  of the
                                                  property

                 City            Text             Address City     None             No
                                                  of the
                                                  property

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the property

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  property

                 Comments




State of Louisiana — ACESS                                                         Page 126 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Property Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Comments        Text             Additional       None             No
                                                  information
                                                  about the
                                                  property

                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Property
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry




State of Louisiana — ACESS                                                         Page 127 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Property Evidence Details

Page/Group       Field Name       Field Type       Field           Default          Mandatory
Description                                        Description     Value            Y/N?

                 Save & Add       Button           Saves the       N/A              N/A
                 Joint Owner                       data entered
                                                   if validation
                                                   routines are
                                                   successful
                                                   and
                                                   navigates the
                                                   user to the
                                                   New Property
                                                   Joint Owner
                                                   Evidence
                                                   Details page

                 Cancel           Button          Navigates        N/A              N/A
                                                  the user to
                                                  the Property
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations

On Save if Vehicle Verification is blank default the value to Pending. (25)

Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 128 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new property joint owner resources
               evidence. (58)

Page: New Property Joint Owner Evidence Details

Page/Group         Field Name     Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The New            Joint Owner Details
Property Joint
Owner              Participant    System          Joint owner      None             No
Evidence           Name           Generated       who is a case
Details page                      Code Table      participant
allows the                                        (from list of
user to                                           all household
identify joint                                    members)
owners of
                   Name           Search Tool     Search tool      None             No
property
                                                  to locate a
resources
                                                  joint owner
                                                  who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                   Joint Owner    Text            Joint owner      None             No
                   Name                           who is not
                                                  registered in
                                                  the system

                   Apt/Suite      Text            Apt/Suite of     None             No
                                                  the joint
                                                  owner

                   Street 1       Text            Address          None             No
                                                  Street Line 1
                                                  of the joint
                                                  owner

                   Street 2       Text            Address          None             No
                                                  Street Line 2
                                                  of the joint
                                                  owner



State of Louisiana — ACESS                                                         Page 129 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Property Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 City            Text             Address City     None             No
                                                  of the joint
                                                  owner

                 State           Code Table       U.S. State of    Louisiana        No
                                                  the joint
                                                  owner

                 Zip             Text             Address Zip      None             No
                                                  Code of the
                                                  joint owner

                 Phone Area      Text             3-digit U.S.     None             No
                 Code                             phone area
                                                  code of the
                                                  joint owner

                 Phone           Text             7-digit phone    None             No
                 Number                           number of
                                                  the joint
                                                  owner

                 Comments
                                                  Additional
                 Comments        Text                              None             No
                                                  information
                                                  about the
                                                  anticipated
                                                  income of self
                                                  employment
                 Navigation

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Property
                                                  Evidence List
                                                  page

State of Louisiana — ACESS                                                         Page 130 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: New Property Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Property
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



Business Process Consideration



Navigation Changes




State of Louisiana — ACESS                                                         Page 131 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Vehicle Evidence
    1. The system will capture and maintain evidence on vehicle resources.
        •      The system will provide a list page to display and manage vehicle evidence.

Page: Vehicle Evidence List Page

Page                    Field Name               Field       Field            Default      Mandatory
Description                                      Type        Description      Value        Y/N?

The Vehicle             Details
Evidence List
page displays a         Household       Hyperlink        Household      N/A               N/A
list of all vehicle     Member                           member to
resource records                                         whom the
for household                                            vehicle
members                                                  resource is
                                                         related

                        Vehicle         System           Type of the    N/A               N/A
                        Make/Model      Generated        vehicle
                                        Text

                        Year            System           Year of the    N/A               N/A
                                        Generated        vehicle
                                        Text

                        Fair Market     System           Fair market    N/A               N/A
                        Value           Generated        value of the
                                        Text             vehicle in
                                                         dollars

                        Navigation

                        New             Button           Navigates      N/A               N/A
                                                         the user to
                                                         the New
                                                         Vehicle
                                                         Evidence
                                                         Details page

                        View            Hyperlink        Navigates      N/A               N/A
                                        (13)             the user to
                                                         the View
                                                         Vehicle
                                                         Evidence
                                                         Details page

State of Louisiana — ACESS                                                              Page 132 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                            08/19/05
Page: Vehicle Evidence List Page

Page                    Field Name                 Field          Field            Default      Mandatory
Description                                        Type           Description      Value        Y/N?

                        Edit             Hyperlink           Navigates       N/A               N/A
                                         (13)                the user to
                                                             the Modify
                                                             Vehicle
                                                             Evidence
                                                             Details page

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page to capture new vehicle resources evidence.

Page: New Vehicle Evidence Details

Page/Group          Field Name        Field Type           Field            Default           Mandatory
Description                                                Description      Value             Y/N?

The New             Vehicle Details
Vehicle
Evidence            Household         System               Household        None              Yes
Details page        Member            Generated            member to
allows the                            Code Table           be selected
user to enter
                    Vehicle           Text Field           Make and         None              Yes
vehicle
                    Make/Model                             Model of a
resource
                                                           Vehicle
records for
household           Year              Number               Year of the      None              No
members                                                    vehicle

                    Number of         Number               Number of        None              No
                    Doors                                  doors on the
                                                           vehicle


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Page: New Vehicle Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Fair Market     Number           Fair market      None             Yes
                 Value                            value of the
                                                  vehicle in
                                                  dollars

                 Usage           Code Table       Use of the       None             No
                                                  vehicle

                 Amount          Number           Amount           None             No
                 Owed                             owed on the
                                                  vehicle in
                                                  dollars

                 State           Code Table       U.S. State in    Louisiana        No
                 Licensed                         which the
                                                  vehicle is
                                                  licensed

                 License Plate   Text             License plate    None             No
                 Number                           number of
                                                  the vehicle

                 Verification    Code Table       Manner in        Pending          Yes
                 Type                             which the
                                                  vehicle
                                                  resource was
                                                  verified

                 Comments
                                                  Additional
                 Comments        Text                              None             No
                                                  information
                                                  about the
                                                  vehicle
                 Navigation




State of Louisiana — ACESS                                                         Page 134 of 448
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Page: New Vehicle Evidence Details

Page/Group       Field Name      Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                 Save            Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Vehicle
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A              N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Save & Add      Button           Saves the        N/A              N/A
                 Joint Owner                      data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  New Vehicle
                                                  Joint Owner
                                                  Evidence
                                                  Details page




State of Louisiana — ACESS                                                         Page 135 of 448
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Page: New Vehicle Evidence Details

Page/Group          Field Name     Field Type     Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                    Cancel         Button         Navigates        N/A              N/A
                                                  the user to
                                                  the Vehicle
                                                  Evidence List
                                                  page without
                                                  saving data

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page to capture new vehicle resources joint ownership
               evidence.

Page: New Vehicle Joint Owner Evidence Details

Page/Group          Field Name     Field Type     Field            Default         Mandatory
Description                                       Description      Value           Y/N?

The New             Joint Owner Details
Vehicle Joint
Owner               Participant    System         Joint owner      None            No
Evidence            Name           Generated      who is a
Details page                       Code Table     case
allows the                                        participant
user to                                           (from list of
identify joint                                    all household
owners for                                        members)




State of Louisiana — ACESS                                                         Page 136 of 448
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Page: New Vehicle Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?
vehicle
                 Name            Search Tool      Search tool      None            No
resources
                                                  to locate a
                                                  joint owner
                                                  who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                 Joint Owner     Text             Joint owner      None            No
                 Name                             who is not
                                                  registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of     None            No
                                                  the joint
                                                  owner

                 Street 1        Text             Address          None            No
                                                  Street Line 1
                                                  of the joint
                                                  owner

                 Street 2        Text             Address          None            No
                                                  Street Line 2
                                                  of the joint
                                                  owner

                 City            Text             Address City     None            No
                                                  of the joint
                                                  owner

                 State           Code Table       U.S. State of    Louisiana       No
                                                  the joint
                                                  owner

                 Zip             Text             Address Zip      None            No
                                                  Code of the
                                                  joint owner




State of Louisiana — ACESS                                                         Page 137 of 448
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Page: New Vehicle Joint Owner Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Phone Area      Text             3-digit U.S.     None            No
                 Code                             phone area
                                                  code of the
                                                  joint owner

                 Phone           Text             7-digit phone    None            No
                 Number                           number of
                                                  the joint
                                                  owner

                 Navigation

                 Save            Button           Saves the        N/A             N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Vehicle
                                                  Evidence List
                                                  page

                 Save & New      Button           Saves the        N/A             N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful,
                                                  clears data
                                                  fields, and
                                                  remains on
                                                  this page for
                                                  further data
                                                  entry

                 Cancel          Button           Navigates        N/A             N/A
                                                  the user to
                                                  the Vehicle
                                                  Evidence List
                                                  page without
                                                  saving data


State of Louisiana — ACESS                                                         Page 138 of 448
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Page: New Vehicle Joint Owner Evidence Details

Page/Group         Field Name       Field Type     Field            Default        Mandatory
Description                                        Description      Value          Y/N?

Design Considerations



Business Process Consideration



Navigation Changes




Expenses Evidence Group


Child Support/Alimony Expense Evidence
    1. The system will capture and maintain evidence on child support and alimony expenses.
        •      The system will provide a list page to display and manage alimony expense
               evidence.

Page: Child Support/Alimony Expense Evidence List Page

Page                   Field Name     Field Type     Field           Default         Mandatory
Description                                          Description     Value           Y/N?

The Child              Details
Support/Alimony
Expense                Household      System         Household       N/A             N/A
Evidence List          Member         Generated      member for
page displays a                       Text           whom the
list of all child                                    expense is
support and                                          related
alimony expense
                       Recipient      System         Recipient of    N/A             N/A
records
                                      Generated      the child
                                      Text           support or
                                                     alimony
                                                     expense




State of Louisiana — ACESS                                                         Page 139 of 448
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Page: Child Support/Alimony Expense Evidence List Page

Page                 Field Name      Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                     Amount          System          Dollar          N/A             N/A
                                     Generated       amount of
                                     Text            child support
                                                     or alimony
                                                     payment

                     Frequency       System          Frequency       N/A             N/A
                                     Generated       of child
                                     Text            support or
                                                     alimony
                                                     payment

                     Navigation

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the New
                                                     Child
                                                     Support/Ali
                                                     mony
                                                     Expense
                                                     Evidence
                                                     page

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Child
                                                     Support/Ali
                                                     mony
                                                     Expense
                                                     Evidence
                                                     page




State of Louisiana — ACESS                                                         Page 140 of 448
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Page: Child Support/Alimony Expense Evidence List Page

Page                    Field Name     Field Type     Field          Default         Mandatory
Description                                           Description    Value           Y/N?

                        Edit           Hyperlink      Navigates      N/A             N/A
                                       (13)           the user to
                                                      the Modify
                                                      Child
                                                      Support/Ali
                                                      mony
                                                      Expense
                                                      Evidence
                                                      page

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page to capture new alimony expense evidence.

Page: New Child Support/Alimony Expense Evidence Details

Page/Group          Field Name       Field Type     Field           Default        Mandatory
Description                                         Description     Value          Y/N?

The New             Household Member Details
Child Support
Expense             Household        System         Household       None           Yes
Evidence            Member           Generated      member for
Details page                         Code Table     whom the
allows the                                          expense is
user to                                             related (from
capture                                             list of all
information                                         household
regarding                                           members)




State of Louisiana — ACESS                                                         Page 141 of 448
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Page: New Child Support/Alimony Expense Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?
child support
                 Expense         Code Table       Identifies       None            Yes
and alimony
                 Type            (values are      whether the
expenses
                                 ‘Alimony’,       expense is
that may be
                                 ‘Child           related to
considered
                                 Support’)        Child
as
                                                  Support or
deductions.
                                                  Alimony

                 Child Details

                 Child           System           Child who is     None            No
                 Participants    Generated        a case
                                 Code Table       participant
                                                  (from list of
                                                  all household
                                                  members)

                 Child           Search Tool      Search tool      None            No
                                                  to locate a
                                                  child who is
                                                  registered in
                                                  the system,
                                                  but is not a
                                                  case
                                                  participant

                 Child Name      Text             Child who is     None            No
                                                  not
                                                  registered in
                                                  the system

                 Recipient Details

                 Recipient       System           Recipient        None            No
                 Participants    Generated        who is a
                                 Code Table       case
                                                  participant
                                                  (from list of
                                                  all household
                                                  members)




State of Louisiana — ACESS                                                         Page 142 of 448
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Page: New Child Support/Alimony Expense Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Recipient       Search Tool      Search tool      None            No
                                                  to locate a
                                                  recipient who
                                                  is registered
                                                  in the
                                                  system, but
                                                  is not a case
                                                  participant

                 Recipient       Text             Recipient        None            No
                 Name                             who is not
                                                  registered in
                                                  the system

                 Apt/Suite       Text             Apt/Suite of     None            No
                                                  the recipient

                 Street 1        Text             Address          None            No
                                                  Street Line 1
                                                  of the
                                                  recipient

                 Street 2        Text             Address          None            No
                                                  Street Line 2
                                                  of the
                                                  recipient

                 City            Text             Address City     None            No
                                                  of the
                                                  recipient

                 State           Code Table       U.S. State of                    No
                                                  the recipient    Louisiana

                 Zip             Text             Address Zip      None            No
                                                  Code of the
                                                  recipient

                 Phone Area      Text             3-digit U.S.     None            No
                 Code                             phone area
                                                  code of the
                                                  recipient



State of Louisiana — ACESS                                                         Page 143 of 448
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Page: New Child Support/Alimony Expense Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Phone           Text             7-digit phone    None            No
                 Number                           number of
                                                  the recipient

                 Payment Details

                 Amount          Number           Dollar           None            Yes
                                                  amount of
                                                  child support
                                                  or alimony
                                                  payment

                 Frequency       Code Table       Frequency of     None            Yes
                                                  child support
                                                  or alimony
                                                  payment

                 Obligated       Number           Obligated        None            No
                 Amount                           amount of
                                                  child support
                                                  or alimony
                                                  payment

                 Verification    Code Table       Manner in        None (25)       No (25)
                 Type                             which the
                                                  child support
                                                  or alimony
                                                  expense was
                                                  verified

                 Reimbursed Details

                 Reimbursem      Code Table       Type of child    None            No
                 ent Type                         support or
                                                  alimony
                                                  reimburseme
                                                  nt




State of Louisiana — ACESS                                                         Page 144 of 448
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Page: New Child Support/Alimony Expense Evidence Details

Page/Group       Field Name      Field Type       Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Reimbursed      Number           Dollar           None            No
                 Amount                           amount of
                                                  child support
                                                  or alimony
                                                  reimburseme
                                                  nt

                 Comments

                 Comments        Text             Additional       None            No
                                                  information
                                                  about the
                                                  child support
                                                  or alimony
                                                  expense

                 Navigation

                 Save            Button           Saves the        N/A             N/A
                                                  data entered
                                                  if validation
                                                  routines are
                                                  successful
                                                  and
                                                  navigates the
                                                  user to the
                                                  Child
                                                  Support/Alim
                                                  ony Expense
                                                  Evidence List
                                                  page




State of Louisiana — ACESS                                                         Page 145 of 448
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Version 2..1                                                                      08/19/05
Page: New Child Support/Alimony Expense Evidence Details

Page/Group       Field Name        Field Type       Field            Default           Mandatory
Description                                         Description      Value             Y/N?

                 Save & New        Button           Saves the        N/A               N/A
                                                    data entered
                                                    if validation
                                                    routines are
                                                    successful,
                                                    clears data
                                                    fields, and
                                                    remains on
                                                    this page for
                                                    further data
                                                    entry

                 Cancel            Button           Navigates        N/A               N/A
                                                    the user to
                                                    the Child
                                                    Support/Alim
                                                    ony Expense
                                                    Evidence List
                                                    page without
                                                    saving data

Design Considerations

On Save if Child Support Verification is blank default the value to Pending. (25)

Business Rules

If “Expense Type” is set to ‘Child Support’, then either “Child Participants”, “Child”, or “Child
Name” must be entered.

Navigation Changes




State of Louisiana — ACESS                                                            Page 146 of 448
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Version 2..1                                                                          08/19/05
Dependent Care Expense Evidence
    1. The system will capture and maintain evidence on dependent care expenses.
        •      The system will provide a list page to display and manage dependent care expense
               evidence.

Page: Dependent Care Expense Evidence List Page

Page Description        Field Name     Field Type    Field           Default         Mandatory
                                                     Description     Value           Y/N?

The Dependent           Details
Care Expense
Evidence List           Household      System        Household       N/A             N/A
page displays a         Member         Generated     member for
list of all                            Text          whom the
dependent care                                       expense is
expense records                                      related

                        Care           System        Individual      N/A             N/A
                        Recipient      Generated     for whom
                                       Text          the
                                                     dependent
                                                     care is
                                                     being
                                                     provided

                        Amount         System        Dollar          N/A             N/A
                                       Generated     amount of
                                       Text          dependent
                                                     care
                                                     payment

                        Frequency      System        Frequency       N/A             N/A
                                       Generated     of
                                       Text          dependent
                                                     care
                                                     payment

                        Navigation




State of Louisiana — ACESS                                                         Page 147 of 448
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Version 2..1                                                                      08/19/05
Page: Dependent Care Expense Evidence List Page

Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     New             Button          Navigates       N/A             N/A
                                                     the user to
                                                     the Create
                                                     Dependent
                                                     Care
                                                     Expense
                                                     Evidence
                                                     page

                     View            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the View
                                                     Dependent
                                                     Care
                                                     Expense
                                                     Evidence
                                                     page

                     Edit            Hyperlink       Navigates       N/A             N/A
                                     (13)            the user to
                                                     the Modify
                                                     Dependent
                                                     Care
                                                     Expense
                                                     Evidence
                                                     page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 148 of 448
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Version 2..1                                                                      08/19/05
        •      The system will provide a page to capture new dependent care expense evidence.

Page: Create Dependent Care Expense Evidence Details

Page/Group         Field Name     Field Type      Field            Default          Mandatory
Description                                       Description      Value            Y/N?

The Create         Dependent Care Expense Details
Dependent
Care               Household      System          Household        None             Yes
Expense            Member         Generated       member to be
Evidence                          Code Table      selected
Details page
                   Care           System          Recipient of     None             Yes
allows the
                   Recipient      Generated       the
user to
                   Name           Code Table      dependent
capture
                                                  care
information
on                 Amount         Number          Dollar           None             Yes
dependent                                         amount of
care                                              dependent
expenses                                          care expense
that may be
considered         Frequency      Code Table      Frequency of     None             Yes
as                                                dependent
deductions.                                       care expense

                   Reason         Code Table      Reason for       None             No
                                                  dependent
                                                  care expense

                   Last Payment   Date            Date of last     None             No
                   Date                           dependent
                                                  care payment

                   Reimbursed     Number          Dollar           None             No
                   Amount                         amount of
                                                  dependent
                                                  care
                                                  reimburseme
                                                  nt

                   Reimbursem     Code Table      Type of          None             No
                   ent Type                       dependent
                                                  care
                                                  reimburseme
                                                  nt

State of Louisiana — ACESS                                                         Page 149 of 448
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Page: Create Dependent Care Expense Evidence Details

Page/Group     Field Name       Field Type        Field            Default          Mandatory
Description                                       Description      Value            Y/N?

               Total Hours      Number            Total hours      None             No
               Per Week                           per week of
                                                  dependent
                                                  care

               Verification     Code Table        Manner in        None (25)        No (25)
               Type                               which the
                                                  dependent
                                                  care expense
                                                  was verified

               Care Provider Details

               Care             System            Care provider    None             No
               Provider         Generated         who is a case
               Participants     Code Table        participant

               Care             Search Tool       Search tool to   None             No
               Provider                           locate a care
                                                  provider who
                                                  is registered
                                                  in the system,
                                                  but is not a
                                                  case
                                                  participant

               Care             Text              Care provider    None             No
               Provider                           who is not
               Name                               registered in
                                                  the system

               Apt/Suite        Text              Apt/Suite of     None             No
                                                  the care
                                                  provider

               Street 1         Text              Address          None             No
                                                  Street Line 1
                                                  of the care
                                                  provider




State of Louisiana — ACESS                                                         Page 150 of 448
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Page: Create Dependent Care Expense Evidence Details

Page/Group     Field Name       Field Type        Field            Default          Mandatory
Description                                       Description      Value            Y/N?

               Street 2         Text              Address          None             No
                                                  Street Line 2
                                                  of the care
                                                  provider

               City             Text              Address City     None             No
                                                  of the care
                                                  provider

               State            Code Table        U.S. State of                     No
                                                  the care
                                                  provider         Louisiana

               Zip              Text              Address Zip      None             No
                                                  Code of the
                                                  care provider

               Phone Area       Text              3-digit U.S.     None             No
               Code                               phone area
                                                  code of the
                                                  care provider

               Phone            Text              7-digit phone    None             No
               Number                             number of the
                                                  care provider

               Comments
                                                  Additional
               Comments         Text                               None             No
                                                  information
                                                  about the
                                                  dependent
                                                  care expense
               Navigation




State of Louisiana — ACESS                                                         Page 151 of 448
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Version 2..1                                                                      08/19/05
Page: Create Dependent Care Expense Evidence Details

Page/Group     Field Name       Field Type        Field               Default       Mandatory
Description                                       Description         Value         Y/N?

               Save             Button          Saves the data          N/A         N/A
                                                entered if
                                                validation routines
                                                are successful
                                                and navigates the
                                                user to the
                                                Dependent Care
                                                Expense
                                                Evidence List
                                                page

               Save & New       Button          Saves the data          N/A         N/A
                                                entered if
                                                validation routines
                                                are successful,
                                                clears data fields,
                                                and remains on
                                                this page for
                                                further data entry

               Cancel           Button          Navigates the           N/A         N/A
                                                user to the
                                                Dependent Care
                                                Expense
                                                Evidence List
                                                page without
                                                saving data

Design Considerations

On Save if Dependent Care Expense Verification is blank default the value to Pending. (25)

Business Rules

Out-of-the-box, the user must enter “Care Provider Participants”, “Care Provider”, or “Care
Provider Name”. Change this so that Care Provider Details do not have to be entered.

Navigation Changes




State of Louisiana — ACESS                                                         Page 152 of 448
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Version 2..1                                                                      08/19/05
5.1.4          Create/Maintain Program Delivery Case
The Create/Maintain Program Delivery Case capability allows the ACESS user to create and
update a program delivery case in the system.


The following pages that were defined during Increment 1 will be commonly used for the
creation and maintenance of all program delivery cases in ACESS:


    1. Staffing Page (as defined in CPI Intake and Investigations)
    2. Interview and Collateral Page (as defined in CPI Intake and Investigations)
    3. Removal Page (as defined in CPI Intake and Investigations)
    4. Case Activity Log
    5. Related Cases Page
    6. Tasks (and Alerts)
    7. Notes
    8. Communications Page
    9. Attachments


In addition to these pages, the following common program pages that will be available inside of
all program delivery cases have been defined for Increment 2:


Note: These pages will be a part of the process for creating each program delivery case.
    1. Select Case Members – allows the user to select case members from the household
       case for the program and to designate a member as the primary client for the case.
    2. Select Program Case Type – allows the user to select the type of Program for the new
       program delivery case.
    3. Existing Cases – allows the user to view a listing of all of the existing cases in which
       the household members selected for the new program delivery case are members.
    4. Create Delivery Page – allows the user to specify the Start Date and Receipt Date for
       the case.


Note: These Pages will exist in each program delivery case.
    5. Program Delivery Case Homepage – provides a summary of the Program Delivery
       case data and functions uniquely associated with a particular program delivery type and

State of Louisiana — ACESS                                                         Page 153 of 448
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        allows the user to perform actions required to support the program and links to the
        relevant members.
    6. Modify Case Header – allows the user to modify the editable elements from the
       program delivery homepage.
    7. Case Participants List Page – allows the user to view a listing of all of the case
       members and allows the user to select a member to view more detailed information.
    8. Create Case Participant – allows the user to add a new case member to the program
       case.
    9. View Participant Role – allows the user to view the roles of each participant (member)
       of the program delivery case.
    10. Modify Participant Role – allows the user to modify the roles participants (members) of
        the program delivery case.
    11. Create Review – allows the user to create review for the program delivery case. There
        are corresponding list, view and modify pages to enable maintenance of reviews.
    12. Status History – allows the user to view the status history of the program delivery case.
    13. Close Case – allows the user to close the program delivery case.
    14. Modify Case Closure – allows the user to modify the case closure.
    15. Program Case Sub-Type – allows the user to modify the sub-type of the case and
        view a history of previous sub-types.


The following tables provide the details that will be displayed and managed on the common
program delivery case pages:




State of Louisiana — ACESS                                                         Page 154 of 448
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Select Case Members Page
    1. The system will provide a list page that includes all members of the household case and
       will allow the user to select one or more of the case members to be included in a
       program delivery case.

Page: Select Case Members

Page Description      Field Name     Field Type      Field           Default          Mandatory
                                                     Description     Value            Y/N?

The Select Case       Select Member (list section)
Members Page
allows the user to    Select         Checkbox        Indicates       No (3003)        N/A
select Case                                          whether a
Members from the                                     particular
household case                                       household
for the program                                      member
and to designate a                                   should be
member as the                                        included in
primary client for                                   the program
the case.                                            case (3003)

                      Member         System          Member of       N/A              N/A
                                     Generated       the
                                     Text            household
                                                     case

                      NAVIGATION:

                      Exit (66)      Button          Navigates       N/A              N/A
                                                     user to the
                                                     Household
                                                     Case Home
                                                     Page (66)

                      Next (66,      Button (66,     Navigates       N/A (66, 68)     N/A (66, 68)
                      68)            68)             user to the
                                                     Select
                                                     Program
                                                     Case Type
                                                     page (66,
                                                     68)

Design Requirements




State of Louisiana — ACESS                                                          Page 155 of 448
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Page: Select Case Members

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Business Rules

The system will require the user to designate the primary client.

Navigation Changes

‘Next’ Button to be added.


Select Program Case Type
    1. The system will provide the ability for the user to select a program case type when
       creating the new program delivery case.

Page: Select Program Case Type

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

The Select            Programs (list section)
Program Type
Page enables the      Program        System        Program types        N/A          N/A
selection of the                     Generated     available to be
type of Program                      Text          selected (70)
for the new
                      NAVIGATION:
program delivery
case.                 Select         Hyperlink     Navigates the        N/A          N/A
                                     (69, 71,      user to the
                                     72)           Select Program
                                                   Case Sub-Type
                                                   page if the
                                                   program case
                                                   type is ‘IV-E
                                                   Eligibility’ or
                                                   ‘Child Care’;
                                                   otherwise
                                                   navigates the
                                                   user to the
                                                   Existing cases
                                                   page




State of Louisiana — ACESS                                                         Page 156 of 448
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Version 2..1                                                                      08/19/05
Page: Select Program Case Type

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Previous       Button        Navigates the        N/A          N/A
                                                   user to the
                                                   Select Case
                                                   Members page

                      Exit           Button        Navigates the        N/A          N/A
                                                   user to the
                                                   Household Case
                                                   Home page

Design Considerations

The following programs will be available for selection: Family Services, Foster Care, IV-E
Eligibility, Services to Parents, Adoption Subsidy, Adoption Petitions, STEP and Child Care.

Business Rules



Navigation Changes



Note: The ‘Action (Select)’ field of the Select Program Case Type page was deleted in
response to comment 69.




State of Louisiana — ACESS                                                         Page 157 of 448
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Select Program Case Sub-Type
    1. The system will provide the ability for the user to select a sub-type for IV-E Eligibility and
       Child Care Program cases.

Page: Select Program Case Sub-Type

Page Description      Field Name       Field Type      Field           Default         Mandatory
                                                       Description     Value           Y/N?

The Select            Sub-Type
Program Case
Sub-Type page         Sub-Type         System          Sub-types       N/A             N/A
enables the                            Generated       applicable to
selection of a sub-                    Text            the program
type for IV-E                                          case chosen
Eligibility and                                        on the
Child Care                                             previous
program cases.                                         page

                      NAVIGATION:

                      Select           Hyperlink       Navigates       N/A             N/A
                                                       the user to
                                                       the Existing
                                                       Cases page

                      Previous         Button          Navigates       N/A             N/A
                                                       the user to
                                                       the Select
                                                       Program
                                                       page

                      Exit             Button          Navigates       N/A             N/A
                                                       the user to
                                                       the
                                                       Household
                                                       Case Home
                                                       page

Design Considerations



Business Rules

The Select Program Case Sub-Type page will be displayed during the Create Program Case
wizard only when a Program Case of type ‘IV-E Eligibility’ or ‘Child Care’ is selected on the

State of Louisiana — ACESS                                                           Page 158 of 448
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Page: Select Program Case Sub-Type

Page Description       Field Name     Field Type      Field           Default          Mandatory
                                                      Description     Value            Y/N?
Select Program page.
If the Program Case is of type ‘IV-E Eligibility’, the following sub-types will be displayed: OYD,
OCS.
If the Program Case is of type ‘Child Care’, the following sub-types will be displayed: OCS, Low
Income, STEP – FITAP Applicant, STEP - Active FITAP, STEP – Post FITAP.
When a Program Case of type ‘Foster Care’ is selected, the system will default the sub-type to
‘Foster Care’.
When a Program Case of type ‘Family Services’ is selected, the system will default the sub-
type to ‘Family Services’.

Navigation Changes




Existing Cases
    1. The system will enable the user to identify if an applicable case already exists prior to
       finalizing the creation of the new program delivery case.
    2. The system will provide a list page that displays of all of the existing cases in which any
       household member selected for the new program delivery case are members.

Page: Existing Cases

Page Description      Field Name      Field Type      Field           Default          Mandatory
                                                      Description     Value            Y/N?

The Existing          Existing Cases (list section)
Cases Page lists
all of the existing   Case          Hyperlink     Link to the case    N/A              N/A
cases in which        Reference                   home page
any household
                      Type          System        The type of case    N/A              N/A
member selected
                                    Generated
for the new
                                    Text
program delivery
case are              Start Date    System        The start date of   N/A              N/A
members. This                       Generated     the case
page enables the                    Text




State of Louisiana — ACESS                                                           Page 159 of 448
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Page: Existing Cases

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?
user to identify if
                      Status       System        The status of the   N/A             N/A
an applicable case
                                   Generated     case
already exists
                                   Text
prior to finalizing
the creation of the   Owner        Hyperlink     The name of the     N/A             N/A
new program                                      case owner
delivery case.
                      Client       Hyperlink     Link to             N/A             N/A
                                                 Participant
                                                 Manager

                      Primary      System        Yes/No indicator    N/A             N/A
                      Client       Generated     to specify if
                      Indicator    Text          person is
                                                 primary case
                                                 member of
                                                 existing case.

                      NAVIGATION:

                      Previous     Button        Navigates the       N/A             N/A
                                                 user to the
                                                 Select Program
                                                 Case Sub-Type
                                                 page if the
                                                 program case
                                                 type is ‘IV-E
                                                 Eligibility’ or
                                                 ‘Child Care’;
                                                 otherwise
                                                 navigates the
                                                 user to the
                                                 Select Program
                                                 page

                      Next         Button        Navigates the       N/A             N/A
                                                 user to the
                                                 Create Delivery
                                                 page




State of Louisiana — ACESS                                                         Page 160 of 448
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Page: Existing Cases

Page Description      Field Name         Field Type   Field          Default         Mandatory
                                                      Description    Value           Y/N?

                      Exit             Button     Navigates the      N/A             N/A
                                                  user to the
                                                  Household Case
                                                  Home page

Requirements



Design Considerations



Business Rules



Navigation Changes




Create Delivery Page
    1. The system will provide the ability for the user to specify the Start Date and Receipt
       Date for the Case.

Page: Create Delivery

Page Description       Field Name        Field Type   Field          Default         Mandatory
                                                      Description    Value           Y/N?

Allows the user to     Details
specify the Start
Date and Receipt       Receipt           Date         The receipt    None            No
Date for the case.     Date                           date of the
                                                      respective
                                                      request for
                                                      service

                       Certification     Date         The start      Current         Yes
                       Start Date                     date of the    Date
                       (1467)                         program
                                                      case


State of Louisiana — ACESS                                                         Page 161 of 448
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Page: Create Delivery

Page Description      Field Name      Field Type     Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Certification   Date           The end         None            No
                      End Date                       date of the
                                                     initial
                                                     certification
                                                     period for
                                                     the case

                      Open            Code Table     The reason      None            Yes
                      Reason                         why this
                                                     case is
                                                     being
                                                     created

                      NAVIGATION:

                      Previous        Button         Navigates       N/A             N/A
                                                     the user to
                                                     the previous
                                                     screen in
                                                     the Create
                                                     Delivery
                                                     wizard

                      Create          Button         Creates the     N/A             N/A
                      Program                        Program
                      (74)                           Case and
                                                     navigates
                                                     the user to
                                                     the Program
                                                     Case Home
                                                     Page

                      Exit            Button         Navigates       N/A             N/A
                                                     the user to
                                                     the
                                                     Household
                                                     Case Home
                                                     page

Design Considerations




State of Louisiana — ACESS                                                         Page 162 of 448
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Page: Create Delivery

Page Description         Field Name       Field Type      Field           Default         Mandatory
                                                          Description     Value           Y/N?

Business Rules

    1. When the Program Delivery case is created, the system will store the current date in the
       Entry Date field.
    2. Start Date cannot be set to a date in the future.
    3. When a Child Care, Title IV-E, or Adoption Subsidy program case is created (only), the
        system will automatically create a certification record for the program case. The
        “Certification From Date” will be set to the later of the “Receipt Date” or “Start Date”
        fields entered on the Create Delivery page. The “Certification End Date” will be set to
        the “Certification End Date” field entered on the Create Delivery page, if entered by the
        user. If the user does not enter this data, the system will automatically set the
        “Certification End Date” for the certification record according to the following rules:
        o      For Child Care, the “Certification End Date” will be set to 12 months after the
               “Receipt Date”
        o      For Title IV-E, the “Certification End Date” will be set to 6 months after the “Receipt
               Date”
        o      For Adoption Subsidy, the “Certification End Date” will be set to 60 months after the
               “Receipt Date”

Navigation Changes




State of Louisiana — ACESS                                                              Page 163 of 448
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Program Delivery Case Home Page
    1. The system will provide a summary view of the program delivery case data in a
       homepage structure.

Page: Program Delivery Case Home

Page                Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

The Program         Manage [Note: The individual program case sections describe which of
Delivery Case       these management functions will be available within each type of program
Home Page           case.] (75)
provides a
summary of the      Submit for      Icon/Hyperli    Submits the      N/A            N/A
Program             Approval        nk              case for
Delivery case                                       approval
data.
                    Activate        Icon/Hyperli    Activates the    N/A            N/A
                    Online          nk              case so that
                                                    payments
                                                    may be
                                                    generated.

                    Check           Icon/Hyperli    Checks the       N/A            N/A
                    Eligibility     nk              eligibility of
                                                    the case for
                                                    the program

                    Approve         Icon/Hyperli    Approves         N/A            N/A
                                    nk              the Case

                    Return          Icon/Hyperli    Returns the      N/A            N/A
                                    nk              case to the
                    (Renamed
                                                    case owner
                    from Reject)

                    Reassess        Icon/Hyperli    Reassess         N/A            N/A
                                    nk              the case

                    Suspend         Icon/Hyperli    Suspends         N/A            N/A
                                    nk              the case

                    Un-suspend      Icon/Hyperli    Un-              N/A            N/A
                                    nk              suspends
                                                    the case

                    Reactivate      Icon/Hyperli    Reactivates      N/A            N/A
                                    nk              the case


State of Louisiana — ACESS                                                         Page 164 of 448
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Page: Program Delivery Case Home

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Close Case      Icon/Hyperli    Closes the      N/A             N/A
                                    nk              case

                    Change          Icon/Hyperli    Updates the     N/A             N/A
                    Closure         nk              closure
                    Details                         details

                    Case Details

                    Program         System          The name of     N/A             N/A
                                    Generated       the program
                                    Text            case being
                                                    created

                    Primary         Hyperlink       The name of     N/A             N/A
                    Client:                         the primary
                                                    client within
                                                    the case

                    Status:         System          The status of   N/A             N/A
                                    Generated       the case
                                    Text

                    Entry Date      System          The date        N/A             N/A
                                    Generated       that the
                                    Text            program
                                                    case was
                                                    created in
                                                    the system
                                                    (cannot be
                                                    modified)

                    Start Date      System          The date        N/A             N/A
                                    Generated       that the
                                                    program
                                                    case was
                                                    opened

                    Expected        System          The date        N/A             N/A
                    End Date:       Generated       that the case
                                    Text            is expected
                                                    to end



State of Louisiana — ACESS                                                         Page 165 of 448
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Page: Program Delivery Case Home

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Open            System          The open        N/A             N/A
                    Reason          Generated       reason
                                    Text            selected
                                                    during the
                                                    creation of
                                                    the program
                                                    case

                    Program         System          The sub-        N/A             N/A
                    Case Sub-       Generated       type of the
                    Type            Text            program
                                                    case

                    Owner:          System          The name of     N/A             N/A
                                    Generated       the person
                                    Text            currently
                                                    assigned to
                                                    the case

                    Date            System          The receipt     N/A             N/A
                    Received:       Generated       date of the
                                    Text            respective
                                                    request for
                                                    service

                    Comments

                    Comments        Text            Additional      N/A             N/A
                                                    information
                                                    about the
                                                    program
                                                    case

                    NAVIGATION:

                    Edit            Button          Navigates                       N/A
                                                    the user to
                                                    the Modify
                                                    Case
                                                    Header
                                                    page.

Design Considerations

State of Louisiana — ACESS                                                         Page 166 of 448
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Page: Program Delivery Case Home

Page                  Field Name    Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?



Business Rules

    1. The system will automatically specify that the person creating the case will be the case
       owner. (The person can be re-assigned using the ‘New Owner’ page).
    2. The entry date will be automatically generated by the system when the case is created
       and set to the current date of the case creation.

Navigation Changes




Modify Case Header Page
    1. The system will provide the ability to modify the case header.

Page: Modify Case Header

Page Description       Field Name    Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page enables           Details
modification of
those Home Page        Date          Date            The date the    None            No
data items that are    Received:                     case was
not managed by                                       received
other pages.
                       Start Date    Date            The start       None            Yes
                                                     date of the
                                                     case

                       Open          Code Table      The reason      None            Yes
                       Reason                        the case
                                                     was opened

                       Comments

                       Comments      Text            Additional      None            No
                                                     comments

                       NAVIGATION:



State of Louisiana — ACESS                                                         Page 167 of 448
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Version 2..1                                                                      08/19/05
Page: Modify Case Header

Page Description      Field Name      Field Type      Field          Default          Mandatory
                                                      Description    Value            Y/N?

                      Save            Button          Saves the      N/A              N/A
                                                      changes
                                                      and
                                                      navigates
                                                      the user to
                                                      the Program
                                                      Case Home
                                                      Page.

                      Cancel          Button          Navigates      N/A              N/A
                                                      the user to
                                                      the Program
                                                      Case Home
                                                      Page
                                                      without
                                                      saving the
                                                      changes.

Design Considerations



Business Rules

    1. The Start Date cannot be modified to a date later than the Entry Date of the case.
    2. The system will recalculate Expected End Date and Review Events, if applicable, based
       on the new start date entered.

Navigation Changes




Case Participants (List) Page
    1. The system will provide a page to list all of the members of a case.
    2. The system will filter the list of case participants to case members only.
    3. The system will provide the ability to add a new case member to a program delivery
       case.




State of Louisiana — ACESS                                                          Page 168 of 448
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Version 2..1                                                                        08/19/05
Page: Case Participants:

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page lists all        Programs
members of a
case and enables      Name           Hyperlink       The name of     N/A             N/A
selection for                                        the member
viewing of editing.
                      Type           System          The type of     N/A             N/A
                                     Generated       participation
                                     Text            in the case

                      Start Date     System          The             N/A             N/A
                                     Generated       participation
                                     Text            start date of
                                                     the member

                      End Date       System          The             N/A             N/A
                                     Generated       participation
                                     Text            end date of
                                                     the member

                      Status         System          The status      N/A             N/A
                                     Generated       of the
                                     Text            member’s
                                                     participation

                      NAVIGATION

                      New (76)       Button (76)     Navigates       N/A (76)        N/A (76)
                                                     the user to
                                                     the Create
                                                     Case
                                                     Participant
                                                     page (76)

                      View (76)      Hyperlink       Navigates       N/A (76)        N/A (76)
                                     (76)            the user to
                                                     the View
                                                     Case
                                                     Participant
                                                     page (76)




State of Louisiana — ACESS                                                         Page 169 of 448
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Version 2..1                                                                      08/19/05
Page: Case Participants:

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Edit (76)      Hyperlink       Navigates       N/A (76)        N/A (76)
                                     (76)            the user to
                                                     the Modify
                                                     Case
                                                     Participant
                                                     page (76)

Design Considerations



Business Rules



Navigation Changes

A “New Case Participant” button is needed.

Note: The ‘Action (View | Edit)’ field was deleted from the Case Participants page. (76.)




State of Louisiana — ACESS                                                         Page 170 of 448
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Create Case Participant
    1. The system will provide the ability to add new case members to a program case.

Page: Create Case Participant (3009)

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page allows the       Details
user to add a new
case member to        Case           System          The name of     N/A             Yes
the Program           Member         Generated       a single
Case.                                Code Table      member of
                                                     the
                                                     household
                                                     case (from a
                                                     list of all
                                                     household
                                                     case
                                                     members
                                                     who are not
                                                     yet included
                                                     as case
                                                     members in
                                                     the program
                                                     case.

                      Start Date     Date            The start       Current         Yes
                                                     date of the     Date
                                                     case
                                                     member’s
                                                     participation
                                                     in the
                                                     program
                                                     case

                      Comments       Text            Additional      N/A             No
                                                     comments
                                                     regarding
                                                     the case
                                                     member’s
                                                     participation
                                                     in the case

                      NAVIGATION:




State of Louisiana — ACESS                                                         Page 171 of 448
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Version 2..1                                                                      08/19/05
Page: Create Case Participant (3009)

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Save            Button         Saves the       N/A             No
                                                     current
                                                     information
                                                     and
                                                     navigates
                                                     the user to
                                                     the case
                                                     participants
                                                     list page

                      Save and       Button          Saves the       N/A             No
                      New                            current
                                                     information
                                                     but clears
                                                     the data and
                                                     remains on
                                                     the create
                                                     participant
                                                     page

                      Cancel         Button          Navigates       N/A             No
                                                     the user to
                                                     the Case
                                                     Participants
                                                     list page
                                                     without
                                                     saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 172 of 448
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Version 2..1                                                                      08/19/05
View Case Participant Role Page
    1. The system will provide the ability to view a case member from a program delivery
       case.


Page: View Participant Role

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page enables          Details
viewing of
Participant Role.     Name:          Hyperlink       The name of     N/A             N/A
                                                     a single
                                                     member of
                                                     the
                                                     household
                                                     case

                      Type:          System          The type of     N/A             N/A
                                     Generated       case
                                     Text            member

                      Start Date:    System          The start       N/A             N/A
                                     Generated       date of the
                                     Text            case
                                                     member’s
                                                     participation
                                                     in the
                                                     program
                                                     case

                      End Date:      System          The end         N/A             N/A
                                     Generated       date of the
                                     Text            case
                                                     member’s
                                                     participation
                                                     in the
                                                     program
                                                     case

                      Status:        System          The status      N/A             N/A
                                     Generated       of the case
                                     Text            member
                                                     record

                      Comments


State of Louisiana — ACESS                                                         Page 173 of 448
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Version 2..1                                                                      08/19/05
Page: View Participant Role

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Comments       Text            Additional      N/A             N/A
                                                     information
                                                     about the
                                                     case
                                                     members
                                                     participation

                      NAVIGATION:

                      Edit           Button          Navigates       N/A             N/A
                                                     the user to
                                                     the modify
                                                     case
                                                     participant
                                                     role page

                      Delete         Button          Navigates       N/A             N/A
                                                     the user to
                                                     the delete
                                                     case
                                                     participant
                                                     role page

                      Cancel         Button          Navigates       N/A             N/A
                                                     the user
                                                     back to the
                                                     case
                                                     participant
                                                     list page

Design Considerations



Business Rules



Navigation Changes
A delete button must be added to this screen to allow the user to delete a case member from a
program delivery case.




State of Louisiana — ACESS                                                         Page 174 of 448
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Version 2..1                                                                      08/19/05
Modify Case Participant Role Page
    1. The system will provide the ability to modify participant role.


Page: Modify Participant Role

Page Description      Field Name      Field Type      Field              Default     Mandatory
                                                      Description        Value       Y/N?

Page enables          Details
modification of
Participant Role.     Name:           Hyperlink       Link to the        None        N/A
                                                      home page
                                                      of the
                                                      participant

                      Type:           System          The type of        None        N/A
                                      Generated       participation
                                      Text            of the
                                                      member

                      Start Date:     Date            The start          Current     No
                                                      date of the        Date
                                                      member’s
                                                      participation

                      End Date:       Date            The end            None        No
                                                      date of the
                                                      member’s
                                                      participation

                      Status:         Code Table      The status         None        No
                                                      of the
                                                      member’s
                                                      participation

                      Comments

                      Comments        Text            Additional         None        No
                                                      information
                                                      on the
                                                      member’s
                                                      participation

                      NAVIGATION:




State of Louisiana — ACESS                                                         Page 175 of 448
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Version 2..1                                                                       08/19/05
Page: Modify Participant Role

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Save           Button          Saves the       N/A             N/A
                                                     date and
                                                     navigates
                                                     the user
                                                     back to the
                                                     page from
                                                     where the
                                                     user
                                                     invoked the
                                                     modify
                                                     function

                      Cancel         Button          Navigates       N/A             N/A
                                                     the user
                                                     back to the
                                                     page from
                                                     where the
                                                     user
                                                     invoked the
                                                     modify
                                                     function
                                                     without
                                                     saving the
                                                     data

Design Considerations



Business Rules

    1. The Start date cannot be later than the end date and cannot be earlier than the start
       date of the case.
    2. The end date cannot be before the start date.

Navigation Changes




State of Louisiana — ACESS                                                         Page 176 of 448
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Create Review Page
    1. The system will provide the ability to create a review.

Page: Create Review

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page enables          Details
creation of a
review.               Reviewer:      Search Tool     The name of     Logged-in       Yes
Corresponding                                        the user        user
List, View, and                                      performing      (editable)
Modify pages                                         the review
enable
management of         Reason:        Code Table      The reason      None            No
reviews.                                             for the
                                                     review

                      Scheduled      Date            The             None            Yes
                      Start Date:                    Scheduled
                                                     Start Date of
                                                     the Review
                                                     Period

                      Expected       Date            The             None            Yes
                      End Date:                      Expected
                                                     End Date of
                                                     the Review
                                                     Period

                      Comments       Text            Narrative       None
                                                     comments.

                      NAVIGATION:

                      Save           Button          Saves                           N/A
                                                     Review and
                                                     navigates
                                                     user to the
                                                     Program
                                                     Case Home
                                                     Page.




State of Louisiana — ACESS                                                         Page 177 of 448
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Page: Create Review

Page Description      Field Name     Field Type      Field            Default        Mandatory
                                                     Description      Value          Y/N?

                      Save & New     Button          Saves                           N/A
                                                     Review and
                                                     clears out
                                                     the page to
                                                     enable the
                                                     entry of
                                                     another
                                                     review.

                      Cancel         Button          Navigates                       N/A
                                                     user to the
                                                     Program
                                                     Case Home
                                                     Page
                                                     without
                                                     saving the
                                                     review.

Design Considerations

    1. Information to be transferred to Case Activity Log

Business Rules

    1. The reviewer field will default to the user logged on and can be changed.

Navigation Changes


    2. The system will provide a list page of reviews.

Page: Review List Page (3009)

Page Description      Field Name     Field Type      Field            Default        Mandatory
                                                     Description      Value          Y/N?

Page displays a       Details
list of all reviews
for the case          Action:        Hyperlinks    Enables the user     N/A          No
                      View|Edit                    to view or edit
                                                   reviews




State of Louisiana — ACESS                                                         Page 178 of 448
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Page: Review List Page (3009)

Page Description     Field Name      Field Type      Field             Default        Mandatory
                                                     Description       Value          Y/N?

                     Reviewer        System        The name of the       N/A          No
                                     Generated     user performing
                                     Text          the review

                     Reason          System        The reason for        N/A          No
                                     Generated     the review
                                     Text

                     Scheduled       System        The Scheduled         N/A          No
                     Start Date:     Generated     Start Date of the
                                     Date          Review Period

                     Expected        System        The Expected          N/A          No
                     End Date:       Generated     End Date of the
                                     Date          Review Period

                     NAVIGATION:

                     View (77)       Hyperlink     Enables the user      N/A (77)     N/A (77)
                                     (77)          to view reviews
                                                   (77)

                     Edit (77)       Hyperlink     Enables the user      N/A (77)     N/A (77)
                                     (77)          to modify
                                                   reviews (77)

                     New             Button        Navigates user        N/A          N/A
                                                   to the Create
                                                   Review Page.

Design Considerations



Business Rules



Navigation Changes

Note: The ‘Action: View | Edit’ row was deleted from the Review List Page in response to
comment 77.




State of Louisiana — ACESS                                                          Page 179 of 448
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Status History Page
    1. The system will store a history of the changes to the case status.


Page: Status History

Page Description       Field Name    Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page lists Status      (List Page)
History records.
                       Action        Hyperlink       Enables the     N/A             N/A
                       (View)                        user to view
                                                     the status
                                                     history

                       From          System          Starting        N/A             N/A
                                     Generated       date of the
                                     Text            status.

                       To            System          Ending Date     N/A             N/A
                                     Generated       of the
                                     Text            status.

                       Status        System          Status of the   N/A             N/A
                                     Generated       case
                                     Text

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 180 of 448
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Close Case
    1. The system will provide the ability to close a case.
    2. The system will prohibit edits to a case after closure, except for case activity log and the
       ‘modify case closure’ page.
    3. The system will keep tasks open even when cases are closed.
    4. The system will automatically close the household case when a program case is closed,
       if that case was the only open case in the household case.


    5. The system will provide a page for capturing information about a case closure.


Page: Close Case

Page Description      Field Name      Field Type      Field           Default         Mandatory
                                                      Description     Value           Y/N?

This page allows      Details
the user to close
the case.             Closure         Date            The date        Current         Yes
                      Date:                           that the        Date
                                                      case was
                                                      closed

                      Reason:         Code Table      The reason      N/A             Yes
                                                      the case
                                                      was closed

                      Comments

                      Comments        Text            Additional      NA              No
                                                      information
                                                      regarding
                                                      the closure
                                                      of the case.

                      NAVIGATION:

                      Save            Button          Saves the       N/A             N/A
                                                      information,
                                                      closes the
                                                      case and
                                                      navigates
                                                      the user to
                                                      the case
                                                      homepage

State of Louisiana — ACESS                                                          Page 181 of 448
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Page: Close Case

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Cancel         Button          Navigates       N/A             N/A
                                                     the user to
                                                     the case
                                                     homepage
                                                     without
                                                     saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 182 of 448
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Modify Case Closure Page
    1. The system will allow the user to modify information regarding the closure of the case.


Page: Modify Case Closure

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

Page enables          Details
modification of
Case Closure.         Closure        Date            Date that       None            Yes
                      Date:                          case was
                                                     closed.

                      Reason:        Code Table      Reason          None            Yes
                                                     case was
                                                     closed.

                      Previous Comments

                      On:            System          The date        N/A             N/A
                                     Generated       that the
                                     Text            case closure
                                                     note was
                                                     created

                      Created By:    System          The user        N/A             N/A
                                     Generated       who created
                                     Text            the case
                                                     closure note

                      Text           System          The text of     N/A             N/A
                                     Generated       the case
                                     Text            closure note

                      Comments

                      Comments       Text            Additional      N/A             N/A
                                                     comments
                                                     regarding
                                                     the
                                                     modification
                                                     of case
                                                     closure
                                                     details

                      NAVIGATION:

State of Louisiana — ACESS                                                         Page 183 of 448
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Page: Modify Case Closure

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Save           Button          Saves the       N/A             N/A
                                                     information
                                                     and
                                                     navigates
                                                     the user to
                                                     the case
                                                     homepage.

                      Cancel         Button          Navigates       N/A             N/A
                                                     the user to
                                                     the case
                                                     homepage
                                                     without
                                                     saving the
                                                     data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 184 of 448
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Program Case Sub-Type Page
    1. The system will allow the user to modify the sub-type of the program case and view a
       history of sub-types.
        •      The system will list the history of sub types on a list page.


Page: Program Case Sub-Type List Page

Page Description          Field Name      Field Type      Field            Default     Mandatory
                                                          Description      Value       Y/N?

The Program               Details
Case Sub-Type
List page allows          Sub-Type        System          The sub-         N/A         N/A
the user to view a                        Generated       type of the
history of sub-                           Text            program
types for a                                               case
program case.
                          Start Date      System          The start        N/A         N/A
                                          Generated       date of the
                                          Text            sub-type

                          End Date        System          The end          N/A         N/A
                                          Generated       date of the
                                          Text            sub-type

                          NAVIGATION:

                          New             Button          Navigates        N/A         N/A
                                                          the user to
                                                          the Create
                                                          Program
                                                          Case Sub-
                                                          Type page

                          View            Button          Navigates        N/A         N/A
                                                          the user to
                                                          the View
                                                          Program
                                                          Case Sub-
                                                          Type page




State of Louisiana — ACESS                                                           Page 185 of 448
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Page: Program Case Sub-Type List Page

Page Description         Field Name     Field Type     Field          Default         Mandatory
                                                       Description    Value           Y/N?

                         Modify         Button         Navigates      N/A             N/A
                                                       the user to
                                                       the Modify
                                                       Program
                                                       Case Sub-
                                                       Type page

Design Considerations



Business Rules



Navigation Changes




        •      The system will provide a page that enables the capture of case sub-type.

Page: Create Program Case Sub-Type

Page Description         Field Name     Field Type     Field          Default         Mandatory
                                                       Description    Value           Y/N?

The Create               Details
Program Case
Sub-Type page            Sub-Type       Code Table     The sub-       None            Yes
allows the user to                                     type of the
change the sub-                                        program
type of a program                                      case
case.
                         Start Date     Date           The start      None            Yes
                                                       date of the
                                                       sub-type

                         NAVIGATION:




State of Louisiana — ACESS                                                          Page 186 of 448
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Page: Create Program Case Sub-Type

Page Description      Field Name     Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                      Save           Button          Saves the       N/A             N/A
                                                     data entered
                                                     if validation
                                                     routines are
                                                     successful
                                                     and
                                                     navigates
                                                     the user to
                                                     the Program
                                                     Case Sub-
                                                     Type List
                                                     page

                      Cancel         Button          Navigates       N/A             N/A
                                                     the user to
                                                     the Program
                                                     Case Sub-
                                                     Type List
                                                     page
                                                     without
                                                     saving data

Design Considerations



Business Rules

The system will set the “End Date” of the previous Program Case Sub-Type record to the “Start
Date” entered for the new sub-type.

Navigation Changes




State of Louisiana — ACESS                                                         Page 187 of 448
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5.1.5          Assign Case

    1. The system will enable an authorized user (as determined in the final
       Organization/Security Roles by the Administrative JAD/Workgroups and specified in the
       Administrative Requirements Document) to assign a program delivery case by
       navigating to the User Roles pages. (79)
    2. The system will default the case owner to the current user.
    3. The system will default the case supervisor to the case owner’s supervisor, as
       designated in the organizational structure.
    4. The system will enable the user (of supervisory level or higher) to specify a new owner.
    5. The system will automatically change the case supervisor if a user changes the case
       owner.
    6. The system will enable the user (of supervisory level or higher) to specify a new
       supervisor.


New Owner Page
    1. The system will provide the ability to perform en-masse caseload reassignments.
    2. The system will automatically change the case supervisor when the case owner is
       changed.
    3. The system will provide a page that enables the designation of a new owner.

Page: New Owner

Page              Field Name     Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

Page              New Owner      Search Tool      Allows the       N/A              Yes
enables the                                       user to
assignment                                        search for
of a new                                          the name of
case owner.                                       the new case
                                                  owner

                  Reason         Code Table       The reason       N/A              No
                                                  for the
                                                  reassignment




State of Louisiana — ACESS                                                         Page 188 of 448
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Page: New Owner

Page            Field Name       Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                Comments         Text             Additional       N/A              No
                                                  information
                                                  about the
                                                  reassignment
                                                  of the case

Design Considerations



Business Rules



Navigation Changes




    4. The system will provide a page that enables the designation of a new owner.

Page: New Supervisor

Page            Field Name       Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                New              Search Tool      Allows the       N/A              No
                Supervisor                        user to
                                                  search for
                                                  the name of
                                                  the
                                                  supervisor of
                                                  the new case
                                                  owner

                Reason           Code Table       The reason       N/A              No
                                                  for the
                                                  reassignment




State of Louisiana — ACESS                                                         Page 189 of 448
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Page: New Supervisor

Page            Field Name       Field Type       Field            Default          Mandatory
Description                                       Description      Value            Y/N?

                Comments         Text             Additional       N/A              No
                                                  information
                                                  about the
                                                  reassignment
                                                  of the case

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 190 of 448
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5.1.6          Person Data Requirements
Data requirements were captured during the Perform Intake JAD/Workgroup sessions that
relate to the enhancement of existing Person pages or the creation of new Person pages.


DATA REQUIREMENTS
The following pages will be incorporated into the Person pages found in the Common Intake
module.
    1. Register Client/Modify Client – Existing pages (defined in Increment 1 Screen Design)
       for creating and managing client information (176)
    2. Medical/Dental History Page – documents the medical/dental history record of a client.
       (80, 81)
    3. Medical/Genetic History Page – documents the medical/genetic history of the child
       and their family.
    4. Disability Page – provides an overview of disability data on clients.
    5. Education Page – additional data requirements unique to the Foster Care program
       were identified.
    6. Indian Child Welfare Act (ICWA) – documents information regarding the Indian Child
       Welfare Act.
    7. Benefit Eligibility Page – Documents used for Benefit Eligibility information (initially
       requested for Medicaid Eligibility Information to be passed to MEDS). Note: During
       Design, it may be determined that this should be attached to the Household Case
       Rather than the Person Page). (1358,1370)




State of Louisiana — ACESS                                                          Page 191 of 448
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Register Client/Modify Client (176)
    1. The system will include the following additional items on the Register Client and Modify
       Client pages:


Page: Register Client Page (additional items only)

Page               Field Name          Field Type       Field               Default          Mandatory
Description                                             Description         Value            Y/N?

This page is
used when
registering a      Religion (176)      Code Table       Religion or         None             No
client. A                                               Religious
corresponding                                           Preference of
Home and                                                the Client
Modify pages
are used to view
and edit data.


Medical/Dental History
    1. The system will record a history of medical/dental information.


    2. The system will provide a page to capture medical/dental information.

Page: Medical/Dental History Record Page

Page               Field Name       Field Type       Field           Default           Mandatory
Description                                          Description     Value             Y/N?

This page is
used to
document the       Child            System           The name of     None              Yes
medical/dental                      Generated        the child who
history record                      Code Table       received the
of a client                                          medical/dent
                                                     al treatment
                                                     (from list of
                                                     participants
                                                     in program
                                                     case)



State of Louisiana — ACESS                                                            Page 192 of 448
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Page: Medical/Dental History Record Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Date of         Date             The date the    None            Yes
                   Treatment                        medical/dent
                                                    al service
                                                    was
                                                    provided to
                                                    the client

                   Treatment       Text             The name of     None            No (11)
                   Provider                         the provider
                   Name                             providing the
                                                    medical/dent
                                                    al service

                   Treatment       Search Tool      Allows the      None            No (11)
                   Provider                         user to
                   Name                             search for a
                   Search                           provider
                                                    known to the
                                                    system

                   Treatment       Text (3004)      In Care of      None            No
                   Provider In                      (C/O) line of
                   Care of                          Provider’s
                                                    address
                                                    (3004)

                   Treatment       Text             Apartment/S     None            No
                   Provider                         uite of
                   Apt./Suite                       Provider.

                   Treatment       Text             Address Line    None            No
                   Provider                         1 of
                   Address Line                     Provider.
                   1

                   Treatment       Text             Address Line    None            No
                   Provider                         2 of
                   Address Line                     Provider.
                   2

                   Treatment       Text             City of         None            No
                   Provider City                    Provider


State of Louisiana — ACESS                                                         Page 193 of 448
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Page: Medical/Dental History Record Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Treatment       Code Table       State of        None            No
                   Provider                         Provider
                   State

                   Treatment       Number           The zip         None            No
                   Provider Zip                     phone

                   Treatment       Number           The phone       None            No
                   Provider                         number of
                   Phone                            the
                                                    treatment
                                                    provider

                   Medical/Dent    Code Table       The             None            Yes
                   al Service                       medical/dent
                                                    al service
                                                    provided to
                                                    the client

                   Other           Text             Other           None            No
                   Medical/Dent                     medical/dent
                   al Service                       al service
                                                    provided to
                                                    the client

                   Age at which    Number           The age at      None            No
                   person had                       which the
                   Disease                          person had
                   (170)                            the disease,
                                                    illness, or
                                                    condition

                   Reproductiv     Text             Narrative       None            No
                   e History                        description
                   (171)                            of client’s
                                                    reproductive
                                                    history




State of Louisiana — ACESS                                                         Page 194 of 448
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Page: Medical/Dental History Record Page

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Immunizatio     Text             Narrative        None           No
                   ns (172)                         description
                                                    of
                                                    immunizatio
                                                    ns and
                                                    correspondin
                                                    g dates

                   Pre-Natal       Text             Narrative        None           No
                   Birth                            description
                   Information                      of pre-natal
                   (173)                            birth
                                                    information

                   Current         Text             Name of          None           No
                   Physician/                       current
                   Doctor (174)                     physician/
                                                    doctor

                   Current         Text             Narrative list   None           No
                   Medications                      of current
                   (175)                            medications

                   Evaluation      Code Table       The              None           No
                                                    Medical/Dent
                                                    al Service
                                                    Provider’s
                                                    report on the
                                                    progress of
                                                    the client

                   Recommend       Comment          The worker’s     None           No
                   ation           Field            comments
                                                    regarding
                                                    the
                                                    treatment
                                                    provider’s
                                                    recommenda
                                                    tions

Design Considerations

    1. This information must be secured from programs external to OCS. (82)

State of Louisiana — ACESS                                                         Page 195 of 448
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Page: Medical/Dental History Record Page

Page                  Field Name      Field Type      Field               Default     Mandatory
Description                                           Description         Value       Y/N?

Business Rules

    1. On Save if Medical/Dental Service has a value of “Other” then Other Medical/Dental
       Service must be completed.
    2. The user must either enter a “provider name” or perform a search to locate a known
       provider. One of these two fields must be populated.

Navigation Changes




Family Medical/Genetic History
    1. The system will capture and maintain information on the child’s family medical/genetic
       history.


        •      The system will provide a list page to display and manage medical/genetic history.


Page: Medical/Genetic History List Page

Page                   Field Name     Field Type     Field                 Default     Mandatory
Description                                          Description           Value       Y/N?

This page allows
the user to view
and create a           Client         System         Client for whom       N/A         N/A
new                                   Generated      the medical
medical/genetic                       Text           record exists
history record
                       Illness        System         Illness listed for    N/A         N/A
                                      Generated      the client
                                      Text

                       Start Date     System         Start Date of         N/A         N/A
                       of             Generated      Treatment
                       Treatment      Text

                       End Date of    System         End Date of           N/A         N/A
                       Treatment      Generated      Treatment (if
                                      Text           applicable)

State of Louisiana — ACESS                                                           Page 196 of 448
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Page: Medical/Genetic History List Page

Page                Field Name     Field Type      Field              Default        Mandatory
Description                                        Description        Value          Y/N?

                    NAVIGATION

                    View (83)      Hyperlink       Navigates user     N/A (83)       N/A (83)
                                   (83)            to the View
                                                   Family
                                                   Medical/Genetic
                                                   History page
                                                   (83)

                    Edit (83)      Hyperlink       Navigates user     N/A (83)       N/A (83)
                                   (83)            to the Modify
                                                   Family
                                                   Medical/Genetic
                                                   History page
                                                   (83)

                    New (83)       Button (83)     Navigates user     N/A (83)       N/A (83)
                                                   to the Create
                                                   Family
                                                   Medical/Genetic
                                                   History page
                                                   (83)

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 197 of 448
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        •      The system will provide a page to capture new medical/genetic history records.


Page: Create Family Medical/Genetic History Page

Page                   Field Name         Field Type     Field                Default          Mandatory
Description                                              Description          Value            Y/N?

This page
captures the
child’s family         Child Name         System         Specific case        None             Yes
medical/genetic                           Generated      member (from
history                                   Code Table     list of all of the
                                                         members in the
                                                         case)

                       Informant          Text           The name of          None             No
                                                         the first person
                                                         providing the
                                                         information

                       Relative           System         The relative of      None             Yes
                                          Generated      the child (from
                                          Code Table     list of all of the
                                                         members in the
                                                         case)

                       Illness/Conditio   Multi-Select   The illness/         None             Yes
                       n                  Code Table     condition

                       Other Illness      Text           The name of          None             No
                                                         the other
                                                         illness/
                                                         condition that
                                                         was not listed
                                                         in the code
                                                         table

                       NAVIGATION




State of Louisiana — ACESS                                                              Page 198 of 448
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Page: Create Family Medical/Genetic History Page

Page                Field Name          Field Type       Field               Default          Mandatory
Description                                              Description         Value            Y/N?

                    Save (84)           Button (84)      Saves the data      N/A (84)         N/A (84)
                                                         entered and
                                                         navigates the
                                                         user to the
                                                         Family Medical/
                                                         Genetic History
                                                         List page. (84)

                    Save & New          Button (84)      Saves the data      N/A (84)         N/A (84)
                    (84)                                 entered, clears
                                                         the data fields
                                                         and remains on
                                                         the Create
                                                         Family Medical/
                                                         Genetic History
                                                         page. (84)

                    Cancel (84)         Button (84)      Navigates the       N/A (84)         N/A (84)
                                                         user to the
                                                         Family Medical/
                                                         Genetic History
                                                         List page
                                                         without saving
                                                         data. (84)

Design Considerations

This page will be managed at the Person (participant) level in ACESS. Security will be designed to
restrict access this data to users with appropriate security roles.

Business Rules

If “other” is selected in the Illness/Condition field, then the “other” text field must be completed.

Navigation Changes




State of Louisiana — ACESS                                                             Page 199 of 448
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Disability
    1. The system will capture disability information.
               •   The system will provide a list page to display and manage disability data.

Page: Disability List Page

Page                   Field Name      Field Type      Field            Default         Mandatory
Description                                            Description      Value           Y/N?

The Disability
List Page will
present an             Disability      System          Type of          N/A             N/A
overview of            Type            Generated       disability
disability data on                     Text            pertinent to
clients.                                               a particular
                                                       client (i.e.,
                                                       physical,
                                                       mental)

                       Disability      System          The specific     N/A             N/A
                       Category        Generated       disability
                                       Text            pertinent to
                                                       the client
                                                       (i.e., mental
                                                       retardation)

                       Disability      System          Date the         N/A             N/A
                       Date of         Generated       disability
                       Diagnosis       Text            was
                                                       diagnosed
                                                       by a Non-
                                                       OCS
                                                       professional

                       Level of        System          Severity of      N/A             N/A
                       Severity        Generated       the Disability
                                       Text            (mild,
                                                       moderate,
                                                       profound,
                                                       severe)

                       NAVIGATION




State of Louisiana — ACESS                                                            Page 200 of 448
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Page: Disability List Page

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    View (85)       Hyperlink       Navigates       N/A (85)        N/A (85)
                                    (85)            user to the
                                                    View
                                                    Disability
                                                    page (85)

                    Edit (85)       Hyperlink       Navigates       N/A (85)        N/A (85)
                                    (85)            user to the
                                                    Modify
                                                    Disability
                                                    page (85)

                    New (85)        Button (85)     Navigates       N/A (85)        N/A (85)
                                                    user to the
                                                    Create
                                                    Disability
                                                    page (85)

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 201 of 448
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               •   The system will provide a list page to capture new disability data records.


Page: Disability Create Page

Page                    Field Name      Field Type      Field            Default        Mandatory
Description                                             Description      Value          Y/N?

The Disability
Create Page will
document                Disability      Code Table      Type of          None           Yes
disabilities on         Type                            disability
clients.                                                pertinent to
                                                        a particular
                                                        client (i.e.,
                                                        physical,
                                                        mental)

                        Disability      Code Table      The specific     None           Yes
                        Category                        disability
                                                        pertinent to
                                                        the client
                                                        (i.e., mental
                                                        retardation)

                        Disability      Date            Date the         None           Yes
                        Date of                         disability
                        Diagnosis                       was
                                                        diagnosed
                                                        by a Non-
                                                        OCS
                                                        professional

                        Level of        Code Table      Severity of      None           Yes
                        Severity        (include N/A    the Disability
                                        as a value)     (mild,
                                                        moderate,
                                                        profound,
                                                        severe)

                        NAVIGATION




State of Louisiana — ACESS                                                             Page 202 of 448
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Page: Disability Create Page

Page                Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                    Save (86)       Button (86)     Saves the        N/A (86        N/A (86)
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the Disability
                                                    List page.
                                                    (86)

                    Save & New      Button (84)     Saves the        N/A (86)       N/A (86)
                    (86)                            data
                                                    entered,
                                                    clears the
                                                    data fields
                                                    and remains
                                                    on the
                                                    Create
                                                    Disability
                                                    page. (86)

                    Cancel (86)     Button (86)     Navigates        N/A (86)       N/A (86)
                                                    the user to
                                                    the Disability
                                                    List page
                                                    without
                                                    saving data.
                                                    (86)

Design Considerations



Business Rules

The Disability Type field should be pre-populated based upon the input from CPI
Investigations.

Navigation Changes




State of Louisiana — ACESS                                                         Page 203 of 448
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Education
    1. The following data will be added to the Person Education page to accommodate the
       unique education requirements for Foster Care.


Page: Education Page (updates for Foster Care)

Page                Field Name       Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

This page will be
to used
document the        Attendance       Code Table      The child’s     None            No
cumulative                                           attendance
                                     (Reg./Irreg.)
educational                                          history.
record of the
                    Academic         Code Table      The child’s     None            No
Foster Child.
                    Record                           academic
                                     (Pass/Fail)
                                                     success
                                                     record

                    Special          Code Table      Indicates       None            No
                    Education                        whether the
                                     (Y/N)
                                                     child is in
                                                     special
                                                     education or
                                                     not

                    IEP in           Code Table      Indicates       None            No
                    Record           (Y/N)           whether the
                                                     child’s IEP
                                                     information
                                                     is in the
                                                     record

                    4th Grade        Code Table      Indicates       None            No
                    LEAP                             whether the
                                     (Pass/Fail)
                                                     child passed
                                                     or failed the
                                                     test

                    8th Grade        Code Table      Indicates       None            No
                    LEAP                             whether the
                                     (Pass/Fail)
                                                     child passed
                                                     or failed the
                                                     test

State of Louisiana — ACESS                                                         Page 204 of 448
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Page: Education Page (updates for Foster Care)

Page                Field Name       Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                    10th Grade       Code Table      Indicates       None            No
                    GEE                              whether the
                                     (Pass/Fail)
                                                     child passed
                                                     or failed the
                                                     test

                    11th Grade       Code Table      Indicates       None            No
                    GEE                              whether the
                                     (Pass/Fail)
                                                     child passed
                                                     or failed the
                                                     test

                    12th Grade       Code Table      Indicates       None            No
                    GEE                              whether the
                                     (Pass/Fail)
                                                     child passed
                                                     or failed the
                                                     test

                    Special Ed at    Code Table      Indicates       None            No
                    Custody?                         whether the
                                     (Yes/No)
                                                     child was in
                                                     special
                                                     education at
                                                     the time
                                                     custody was
                                                     obtained

                    Fail             Text            Additional      None            No
                    Comments                         information
                                                     about the
                                                     child’s
                                                     education

                    Suspensions/     Text            Narrative       None            No
                    Expulsions                       text
                    (177)                            regarding
                                                     suspensions/
                                                     expulsions
                                                     and dates

                    NAVIGATION



State of Louisiana — ACESS                                                         Page 205 of 448
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Page: Education Page (updates for Foster Care)

Page                Field Name       Field Type      Field           Default         Mandatory
Description                                          Description     Value           Y/N?

                    Save (89)        Button (89)     Saves the       N/A (89)        N/A (89)
                                                     data entered
                                                     and
                                                     navigates
                                                     the user to
                                                     the
                                                     Education
                                                     List page.
                                                     (89)

                    Save & New       Button (89)     Saves the       N/A (89)        N/A (89)
                    (89)                             data
                                                     entered,
                                                     clears the
                                                     data fields
                                                     and remains
                                                     on the
                                                     Create
                                                     Education
                                                     page. (89)

                    Cancel (89)      Button (89)     Navigates       N/A (89)        N/A (89)
                                                     the user to
                                                     the
                                                     Education
                                                     List page
                                                     without
                                                     saving data.
                                                     (89)

Design Considerations



Business Rules

If any of LEAP and GEE are set to “fail”, the system will require a comment.

Navigation Changes




State of Louisiana — ACESS                                                         Page 206 of 448
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Indian Child Welfare Act (ICWA)
The system will provide a Person page to accommodate the unique ICWA requirements for
Foster Care.


Page: Indian Child Welfare Act (ICWA)

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?



                    Name of         Text            The name of     None (90)       No (90)
                    Tribe                           the tribe

                    Contact         Text            The name of     None            No
                    Person                          the contact
                                                    person for
                                                    the tribe

                    Street 1        Text            The Address     None            No
                                                    of the
                                                    contact
                                                    person

                    Street 2        Text (90)       The Address     None            No
                    (Optional)                      of the
                                                    contact
                                                    person

                    City            Text            The Address     None            No
                                                    of the
                                                    contact
                                                    person

                    State           Code Table      The Address     None            No
                                                    of the
                                                    contact
                                                    person

                    Zip             Number          The Address     None            No
                                                    of the
                                                    contact
                                                    person




State of Louisiana — ACESS                                                         Page 207 of 448
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Page: Indian Child Welfare Act (ICWA)

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Area Code       Number          The phone       None            No
                                                    number of
                                                    the contact
                                                    person

                    Prefix          Number          The phone       None            No
                                                    number of
                                                    the contact
                                                    person

                    Last four       Number          The phone       None            No
                    digits                          number of
                                                    the contact
                                                    person

                    Action          Code Table      The action      None            No
                                                    taken by the
                                                    worker

                    Contact         Date            The date of     None            No
                    Date                            the contact

                    Involvement     Text            Narrative       None            No
                                                    comments
                                                    Describing
                                                    the tribes
                                                    involvement
                                                    with this
                                                    child

                    NAVIGATION

                    Save (90)       Button (90)     Saves the       N/A (90)        N/A (90)
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the Indian
                                                    Child
                                                    Welfare Act
                                                    List page.




State of Louisiana — ACESS                                                         Page 208 of 448
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Page: Indian Child Welfare Act (ICWA)

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Save & New      Button (90)     Saves the       N/A (90)        N/A (90)
                    (90)                            data
                                                    entered,
                                                    clears the
                                                    data fields
                                                    and remains
                                                    on the
                                                    Create
                                                    Indian Child
                                                    Welfare Act
                                                    page. (90)

                    Cancel (90)     Button (90)     Navigates       N/A (90)        N/A (90)
                                                    the user to
                                                    the Indian
                                                    Child
                                                    Welfare Act
                                                    List page
                                                    without
                                                    saving data.
                                                    (90)

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 209 of 448
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Benefit Eligibility (1358,1370)


    1. The system will capture benefit eligibility information (initially to capture Medicaid
       information to be passed to MEDS) Note: during Design, it may be determined to
       associate this page with the Household Case, rather than the Person Page.
       (1358,1370)
               •   The system will provide a list page to display and manage benefit eligibility data.
                   (1358,1370)

Page: Benefit Eligibility List Page

Page                   Field Name       Field Type      Field              Default      Mandatory
Description                                             Description        Value        Y/N?

The Benefit
Eligibility List
Page will              Benefit Type     Code Table      Type of benefit      None       Yes
present an                                              for which client
overview of                                             is eligible
benefit eligibility
                       Start Date of    Date            The start date       None       Yes
data on clients.
                       Benefit                          of benefit
                       Eligibility                      eligibility

                       End Date of      Date            The start date       None       Yes
                       Benefit                          of benefit
                       Eligibility                      eligibility

                       NAVIGATION

                       View             Hyperlink       Navigates user       N/A        N/A
                                                        to the View
                                                        Benefit
                                                        Eligibility page

                       Edit             Hyperlink       Navigates user       N/A        N/A
                                                        to the Modify
                                                        Benefit
                                                        Eligibility page

                       New)             Button          Navigates user        N/A       N/A
                                                        to the Create
                                                        Benefit
                                                        Eligibility page



State of Louisiana — ACESS                                                            Page 210 of 448
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Page: Benefit Eligibility List Page

Page                   Field Name      Field Type   Field           Default         Mandatory
Description                                         Description     Value           Y/N?

Design Considerations



Business Rules



Navigation Changes




               •   The system will provide a list page to capture new benefit eligibility data
                   records. (1358,1370)


Page: Create Benefit Eligibility Page

Page                   Field Name      Field Type   Field           Default         Mandatory
Description                                         Description     Value           Y/N?

The Create
Benefit Eligibility
Page will              Benefit Type    Code Table   Type of         None            Yes
document                                            benefit for
client’s eligibility                                which client
for benefits                                        is eligible

                       Start Date of   Date         The start       None            Yes
                       Benefit                      date of
                       Eligibility                  benefit
                                                    eligibility

                       End Date of     Date         The start       None            No
                       Benefit                      date of
                       Eligibility                  benefit
                                                    eligibility

                       NAVIGATION




State of Louisiana — ACESS                                                         Page 211 of 448
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Version 2..1                                                                      08/19/05
Page: Create Benefit Eligibility Page

Page                Field Name      Field Type      Field              Default      Mandatory
Description                                         Description        Value        Y/N?

                    Save            Button          Saves the          N/A          N/A
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the Benefit
                                                    Eligibility List
                                                    page.

                    Save & New      Button          Saves the          N/A          N/A
                                                    data
                                                    entered,
                                                    clears the
                                                    data fields
                                                    and remains
                                                    on the
                                                    Create
                                                    Benefit
                                                    Eligibility
                                                    page.

                    Cancel          Button          Navigates          N/A          N/A
                                                    the user to
                                                    the Benefit
                                                    Eligibility
                                                    page without
                                                    saving data.

Design Considerations



Business Rules

The Disability Type field should be pre-populated based upon the input from CPI
Investigations.

Navigation Changes




State of Louisiana — ACESS                                                         Page 212 of 448
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Version 2..1                                                                      08/19/05
5.1.7          Program Specific Requirements
5.1.7.1          Child Care
PROGRAM OVERVIEW AND DESCRIPTION
The Child Care Assistance Program is designed to make payments on behalf of eligible
parents/caretakers for children receiving child care services rendered by DSS licensed/certified
facilities or individuals. Types of child care assistance include ‘Low Income Child Care’, STEP
Child Care, Family Services Child Care, and Foster Care Protective Services Child Care Cases.
(91) ACESS will support the Child Care Assistance Program by:
    • Determining eligibility for the need for child care (parent hours, wages, etc.);
    • Determining financial eligibility;
    • Maintaining provider information to allow for payments;
    • Storing certification/licensure of providers, including provider registration and
         management;
    • Generating payments for child care;
    • Generating payables for improvement grants and bonuses for staff
         training/improvements;
    • Establishing co-payments;
    • Maintaining information for child care reporting;
    • Creating/maintaining provider/recipient correspondence; and
    • Maintaining linkage to LAMI.


FUNCTIONAL REQUIREMENTS


    1. The system will allow for the manual creation of a Child Care case from within a
       household case.


    2. The system will allow the ACESS user to specify which members of the household case
       should be members of the Child Care program case.


    3. The system will allow a worker to set a future close date, and will automatically close the
       Child Care case when that date occurs.




State of Louisiana — ACESS                                                         Page 213 of 448
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    4. The system will automatically update all service authorizations associated with a child
       care case under any of the following circumstances:
        •      case closure
        •      child/person removed from program case
        •      change in percentage of agency payment
        •      change in hours part-time to full-time, vice versa
        •      service complete
        •      authorization updates based on program case
        •      provider disqualification
        •      provider no longer registered or certified
        •      parish transfer of program case (93)


    5. The system will allow the ACESS user to immediately close a Child Care program case.


    6. The system will allow the ACESS user to close a Child Care program case without
       affecting payment included in the active certification period (override at supervisor level).
       Note: the user may need to reopen the case to make additional payments (94).


    7. The system will allow a Child Care case to be reopened without a change of start date
       and without a gap in services, as if it had never been closed (except that the changes
       will be recorded in the case activity log).


    8. The system will allow a Child Care case to be reopened with a new start date and
       possibly new data sets (usually a gap in services).


    9. The system will capture the following key dates for Child Care cases:
               a. Application Date (Human or System entered)
               b. Date of Data Entry
               c. Approve/Deny Date of Child Care Case
               d. Benefit Start Date
               e. Benefit Pay Date
               f.   Benefit End Date
               g. Post-FITAP Services Begin Date


State of Louisiana — ACESS                                                          Page 214 of 448
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               h. Post-FITAP Services End Date


    10. The system will enable the collection and maintenance of the following core data sets
        related to Child Care cases:
               a. Child Care
               b. Relationships
               c. Citizenship
               d. Alien Status
               e. Student Information
               f.   Education and Training
               g. Disability/Incapacity
               h. Employment Details
               i.   FITAP Info (i.e., receipt of FITPAP benefits)
               j.   Child Care Need Information
               k. Provider Information (including licensure/certification) will be part of Payments.
               l.   Special needs child care
               m. Income details (e.g., earned, unearned, self employment)
               n. Residency
               o. Immunizations
               p. Disqualifications


    11. The system will provide the following functions for managing Child Care cases:
               a. Submit for Approval
               b. Check Eligibility
               c. Approve
               d. Re-Determine Eligibility
               e. Reassess
               f.   Returned (formerly Reject)
               g. Suspend
               h. Un-suspend
               i.   Reactivate
               j.   Close Case

State of Louisiana — ACESS                                                             Page 215 of 448
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               k. Change Closure Details


    12. When the user selects the “Check Eligibility” function for Child Care Cases, the system
        will check eligibility on the day the rule set is run. This function can be accessed multiple
        times throughout the lifetime of a case by caseworkers to allow them to check results
        prior to formally determining initial eligibility or re-determining eligibility.


    13. The system will automatically reassess eligibility for Child Care when evidence
        changes.


    14. When the Child Care Program Case is approved, the system will automatically set the
        status to ‘Active’ and run the assessment engine to assess initial eligibility for child
        care.


    15. When the user selects the “Re-Determine Eligibility” function for a Child Care case, the
        following will occur:
        o      The system will navigate the user to the Create Certification page to prompt the user
               to enter a certification period.
        o      The system will validate that the start date of the new certification period is one day
               after the end date of the most current certification period record and that the end
               date of the new certification period is no more than 12 months after the start date of
               the new certification period.
        o      The system will store the certification record.
        o      The system will run the assessment engine to re-determine eligibility for child care
               for the certification period entered by the user. If the user did not enter a valid
               certification period, assessment will not occur.


    16. For children that are eligible for Child Care, but funding is not available, the system must
        support a waiting list queue.


    17. The system must be able to suspend a Child Care case and create a waiting list.


    18. The system will enable recertification of Child Care cases (on an annual basis, 12
        months from the date of application or from the date of the previous certification, and
        capture the need, financial eligibility and the fact that the child is in a licensed or certified
        facility.



State of Louisiana — ACESS                                                               Page 216 of 448
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    19. The system must allow additional reviews for Child Care cases prior to the end of the
        certification period.


    20. The system will generate a recertification notice for mailing no later than the 12th of the
        month proceeding the last month of certification for Child Care.


    21. The system will support the following case statuses for Child Care program cases:
           a. Open (pending)
           b. Submitted (registered)
           c. Approved (submitted for approval)
           d. Active (open or dispositioned)
           e. Suspended (no benefits paid)
           f. Pending Closure
           g. Closed


    22. The system will require that each Child Care case be approved by a worker (with
        supervisory oversight) or supervisor at the following times:
               a. Upon Application
               b. Recertification
               c. Interim change
    23. If the supervisor determines that additional work is needed on a Child Care case, the
        case will be returned to the user for further clarification


    24. The system will allow users to run the Child Care eligibility rule set on-demand and allow
        for the extension of the certification period


    25. The system will generate an alert when to the Child Care case owner when a home
        removal has been entered regarding a child with an open Child Care case. (1398)




State of Louisiana — ACESS                                                           Page 217 of 448
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Version 2..1                                                                         08/19/05
DATA REQUIREMENTS
Note: These pages, in addition to those defined in the “Create/Maintain Program Delivery Case”
and “Capture/Maintain Household Evidence” sections of this document, will be a part of the
process for creating and maintaining Child Care program delivery cases:
    1. Education and Training – enables the creation of a new Education & Training record.
       Corresponding List, View, and Modify versions will enable data maintenance.
    2. Child Care Need – enables the creation of a new Child Care Need Information record.
       Corresponding List, View, and Modify versions will enable data maintenance.
    [Please note that Child Care Special Needs, formerly a separate set of pages, has been
    consolidated with Child Care need. Please also note that provider information that had
    been listed on each of these page sets has been moved to the Placements and Non-
    Placement Services Requirements Document] (96, 97)


The following tables reflect the unique data requirements for the creation and maintenance of a
Child Care program case in ACESS.


Education and Training


The system will support the collection and maintenance of data regarding Education and
Training for Child Care program delivery cases.
    •   The system will provide a list page to display and maintain Education and Training
        evidence for Child Care cases.

Page: List Education & Training

Page/Group        Field Name      Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

Page lists        Education & Training Details
Education &
Training          Household       Hyperlink       Link to          N/A             N/A
records.          Member:                         Person
                                                  Home Page

                  Name of         Hyperlink       Link to          N/A             N/A
                  School                          School
                                                  Home Page

                  Start Date      System          Date that        N/A             N/A
                                  Generated       education
                                  Text            started.

State of Louisiana — ACESS                                                         Page 218 of 448
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Version 2..1                                                                      08/19/05
Page: List Education & Training

Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Expected         System          Actual date      N/A             N/A
                 Completion       Generated       that
                 Date             Text            education
                                                  ended.

                 Actual           System          Actual date      N/A             N/A
                 Completion       Generated       that
                 Date             Text            education
                                                  ended.

                 NAVIGATION

                 View             Hyperlink       Navigates        N/A             N/A
                                  (13)            the user to
                                                  the View
                                                  page

                 Edit             Hyperlink       Navigates        N/A             N/A
                                  (13)            user to the
                                                  Modify page.

                 New              Button          Navigates        N/A             N/A
                                                  user to the
                                                  Create page.

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 219 of 448
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Version 2..1                                                                      08/19/05
    •   The system will provide a page to capture new Education and Training evidence for
        Child Care cases.

Page: Create Education & Training

Page/Group        Field Name      Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

Page enables      Education & Training Details
the creation of
a new             Household       System          Household        None            Yes
Education &       Member:         Generated       member
Training                          Code Table      (from list of
record.                                           all members
                                                  in the
                                                  program
                                                  case)

                  Name of         System          School (from     None            No (11)
                  School          Generated       list of
                                  Code Table      schools
                                                  already
                                                  associated
                                                  with case)

                  Name of         Search tool     Search tool      N/A             No (11)
                  School                          for locating a
                                                  school
                                                  already
                                                  known to
                                                  ACESS.

                  Name of         Text            Standard         None            No (11)
                  School                          ACESS
                                                  registry
                                                  function to
                                                  register the
                                                  school.




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Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Weekly           Number          Number of        None            Yes
                 Attendance                       hours
                 Hours                            attended by
                                                  the specified
                                                  household
                                                  member in
                                                  the specified
                                                  school

                 Weekly           Number          Number of        None            No
                 Attendance                       days
                 Days                             attended by
                                                  the specified
                                                  household
                                                  member in
                                                  the specified
                                                  school

                 Weekly           Number          Total amount     None            Yes
                 Travel Time                      of weekly
                                                  travel time to
                                                  and from
                                                  school.

                 Start Date       Date            Date that        None            Yes
                                                  education
                                                  started.

                 Expected         Date            Expected         None            Yes
                 Completion                       date that
                 Date                             education
                                                  ended.

                 Actual           Date            Actual date      None            Yes
                 Completion                       that
                 Date                             education
                                                  ended.




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Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Verification     Code Table      Type of          N/A             N/A
                 Type (99)                        Verification
                                                  Used to
                                                  Verify
                                                  Enrollment in
                                                  Training or
                                                  Education

                 NAVIGATION

                 Save             Button          Saves the        N/A             N/A
                                                  data entered
                                                  and
                                                  navigates
                                                  the user to
                                                  the List
                                                  page.

                 Save & New       Button          Saves the        N/A             N/A
                                                  data entered,
                                                  clears the
                                                  data fields
                                                  and remains
                                                  on the
                                                  Create page.

                 Cancel           Button          Navigates        N/A             N/A
                                                  the user to
                                                  the List Page
                                                  without
                                                  saving data.

Design Considerations



Business Rules

One of three methods of school identification is required. (11)

Navigation Changes




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Child Care Need


The system will support the collection and maintenance of data regarding Child Care Need for
Child Care program delivery cases.
    •   The system will provide a list page to display and maintain Child Care Need
        Information.


Page: List Child Care Need Information

Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

Page lists       Child Care Need Details
Child Care
Need             Household        Hyperlink       Link to          N/A             N/A
Information      Member:                          Person
records.                                          Home Page

                 Start Date       System          Start Date       N/A             N/A
                                  Generated       that child
                                  Text            care is
                                                  provided for
                                                  specified
                                                  child by
                                                  specified
                                                  provider.

                 End Date         System          End Date         N/A             N/A
                                  Generated       that child
                                  Text            care ended
                                                  for specified
                                                  child by
                                                  specified
                                                  provider.

                 NAVIGATION

                 View             Hyperlink       Navigates        N/A             N/A
                                                  the user to
                                                  the View
                                                  page




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Page: List Child Care Need Information

Page/Group        Field Name      Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                  Edit            Hyperlink       Navigates        N/A             N/A
                                                  user to the
                                                  Modify page.

                  New             Button          Navigates        N/A             N/A
                                                  user to the
                                                  Create page.

Design Considerations

None.

Business Rules

None.

Navigation Changes

None.


    •   The system will provide a page to collect new Child Care Need Information.

Page: Create Child Care Need Information

Page/Group        Field Name      Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

Page enables      Child Care Need Information
the creation of
a new Child       Household       System          Child            None            Yes
Care Need         Member:         Generated       member of
Information                       Code Table      program
record.                                           case
                                                  needing child
                                                  care
                                                  (selected
                                                  from list of
                                                  program
                                                  case
                                                  participants)




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Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Does This        Checkbox        Indicates        Yes (100)       N/A
                 Child Need                       whether or
                 Child Care?                      not child
                                                  needs child
                                                  care

                 Hours of         Number          Hours that       None            Yes
                 Care                             specified
                 Required Per                     child needs
                 Week                             child care at
                                                  specified
                                                  provider.

                 Travel Hours     Number          Hours that       None            N/A
                 Required Per                     specified
                 Week (41)                        child needs
                                                  to travel to
                                                  child care at
                                                  specified
                                                  provider.

                 Does Child       Checkbox        Indicates        No (3003)       N/A
                 Attend                           whether or
                 School?                          not child is
                                                  attending
                                                  school

                 Child Care Special Need Details

                 Special          Code Table      Type of          None            No
                 Need                             special
                 Required                         needs child
                 For:                             care that is
                                                  required.

                 Reason           Code Table      For Children     None            No
                 Child 13-18                      Ages 13-18,
                 Needs Care:                      the reason
                                                  that the
                                                  special care
                                                  is needed.



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Page: Create Child Care Need Information

Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Start Date       Date            Start Date       None            No
                                                  that child
                                                  care is
                                                  provided for
                                                  specified
                                                  child by
                                                  specified
                                                  provider.

                 End Date         Date            End Date         None            No
                                                  that child
                                                  care ended
                                                  for specified
                                                  child by
                                                  specified
                                                  provider.

                 Comments

                 Comments         Text            Narrative        None            No
                                                  comments
                                                  regarding
                                                  Child Care
                                                  Need

                 NAVIGATION

                 Save             Button          Saves the        N/A             N/A
                                                  data entered
                                                  and
                                                  navigates
                                                  the user to
                                                  the List
                                                  page.

                 Save & New       Button          Saves the        N/A             N/A
                                                  data entered,
                                                  clears the
                                                  data fields
                                                  and remains
                                                  on the
                                                  Create page.


State of Louisiana — ACESS                                                         Page 226 of 448
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Page/Group       Field Name       Field Type      Field            Default         Mandatory
Description                                       Description      Value           Y/N?

                 Cancel           Button          Navigates        N/A             N/A
                                                  the user to
                                                  the List Page
                                                  without
                                                  saving data.

Design Considerations

A mechanism is needed to convert the hourly rate to the daily rate.
On Save, if ‘Special Need Required For:’ has a value, then Start Date is required. (111)
On Save, if ‘Reason Child 13-18 Needs Care:’ has a value, then ‘Special Need Required For:’
is required. (112)

Business Rules

Requirement Deleted (113)
** Requirement Deleted (113)

Navigation Changes




State of Louisiana — ACESS                                                         Page 227 of 448
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5.1.7.2           Strategies to Empower People (STEP)
Program Overview and Description
The STEP Program provides opportunities for work-eligible families of FITAP to receive job
training, employment, and supportive services to enable them to become self-sufficient.
ACESS will support the STEP Program by:
    •     Tracking hours of participation in an approved activity;
    •     Managing payables for supportive services and approved activities (see Financial
          Management) (114);
    •     Feeding into federal participation reporting (see Placements and Non-placement
          Services) (114);
    •     Performing “smart” assessments (see Assessments) (114);
    •     Tracking and monitoring program timeframes;
    •     Creating/maintaining provider/recipient correspondence;
    •     Capturing staffing data (see CPI intake and Investigation in Increment 1); and (114)
    •     Maintaining linkage to LAMI.


FUNCTIONAL REQUIREMENTS
    1. The system will allow for the manual creation of a STEP case from within a household
       case.


    2. The system will allow the ACESS user to specify which members of the household case
       should be members of the STEP program case.


    3. The system will capture the following key dates for STEP cases:
          •    Application Date for FITAP Cash (from L’AMI Interface)
          •    Date of Data Entry (system-generated/non-editable)
          •    Approve/Deny Date (from L’AMI Interface)
          •    Benefit End Date (date after which participation cannot be paid, but Post-FITAP
               supportive services may still be payable)
          •    Post FITAP Services Begin Date (most current date in which Post-FITAP supportive
               services and participation can be paid)
          •    Post FITAP Services End Date (date after which no supportive services or
               participation can be paid)


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    4. The system will allow a worker to set a future close date, and will automatically close the
       STEP case when that date occurs.


    5. The system will allow the ACESS user to immediately close a STEP program case.


    6. The system will allow the ACESS user to close a STEP program case without affecting
       payment (override at supervisor level), such as Post-FITAP payments or payments
       affected by invoicing delays, etc.


    7. The system will allow a STEP case to be reopened as if it had never been closed (no
       gap in services).


    8. The system will allow a STEP case to be reopened with a new start date and possibly
       new data sets (usually a gap in services).


    9. The system will enable the collection and maintenance of the following core data sets
       for STEP program delivery cases:
        •      Relationships
        •      Citizenship
        •      Alien Status
        •      Pregnancy
        •      Student Information
        •      Education and Training
        •      Disability/Incapacity
        •      Employment Details
        •      Child Care Need Information
        •      Provider Information (including licensure/certification)
        •      Special needs child care
        •      Income details (e.g., earned, unearned, self employment)
        •      Residency
        •      Participation Information (e.g., dates, hours, disposition)
        •      Additional Assessment Information


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        •      Case/Service Planning Information (e.g., case staffing, support services referrals,
               support services)


    10. The system will provide the following functions for managing STEP cases:
        •      Submit for Approval
        •      Activate Online
        •      Approve
        •      Reject
        •      Reassess
        •      Suspend
        •      Unsuspend
        •      Reactivate
        •      Close Case
        •      Change Closure Detail


    11. The system will not need to recertify STEP Cases.


    12. The system will support the following case statuses for STEP program cases:
        • Open (pending)
        • Submitted (registered)
        • Approved (submitted for approval)
        • Active (open or dispositioned)
        • Suspended (benefits to services)
        • Pending Closure
        • Closed


    13. If a supervisor determines that additional work is needed on a STEP program case, the
        case will be returned to the user for further clarification.




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DATA REQUIREMENTS
The following pages, in addition to those defined in the “Create/Maintain Program Delivery
Case” and “Capture/Maintain Household Evidence” sections of this document, will be a part of
the process for creating and maintaining STEP program delivery cases:


    1. STEP Assessment Data – enables the capture and maintenance of data from STEP
       Assessments.
    2. Family Success Agreement and Application Activity Agreement Data – enables the
       capture and maintenance of data from the Family Success Agreement and Application
       Activity Agreement. (118)
    3. Participation Data – enables the creation of a new record of a client’s participation in
       activities required by the Family Success Agreement Data. Corresponding List, View,
       and Modify versions will enable data maintenance.


The following tables reflect the unique data requirements for the STEP Program case in
ACESS: (119)


STEP Assessment Data


The system will capture data from STEP assessments. This information is detailed in the
Assessments documents.


Family Success Agreement and Application Activity Agreement Data


The system will capture data from the Family Success Agreement and Application Activity
Agreement. This information is detailed in the Case/Service Plans documents. (118)


Participation Data


The system will capture data regarding the activities in which STEP participants actually
participate in order to address the requirements of the Family Success Agreement and
Application Activity Agreement. For each activity for each month, the system will collect
participation information. (118)




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    •   The system will provide a list page to display and maintain STEP participation data.

Page: List STEP Participation

Page              Field Name      Field Type       Field           Default          Mandatory
Description                                        Description     Value            Y/N?

Page lists        Participation
STEP
Participation     Activity        System           Specific        N/A              N/A
records.                          Generated        Activity
                                  Text             required to
                                                   fulfill STEP
                                                   participation
                                                   requirements

                  Month           System           Month           N/A              N/A
                                  Generated
                                  Text

                  Year            System           Year            N/A              N/A
                                  Generated
                                  Text

                  Total Hours     System           Total           N/A              N/A
                                  Generated        monthly
                                  Text             actual hours
                                                   as summed
                                                   from the
                                                   weekly
                                                   actual hours

                  NAVIGATION:

                  View            Hyperlink        Navigates       N/A              N/A
                                  (13)             the user to
                                                   the View
                                                   page

                  Edit            Hyperlink        Navigates       N/A              N/A
                                  (13)             user to the
                                                   Modify page.

                  New             Button           Navigates       N/A              N/A
                                                   user to the
                                                   Create page.



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Page: List STEP Participation

Page             Field Name       Field Type       Field               Default      Mandatory
Description                                        Description         Value        Y/N?

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new STEP participation data.

Page: Create STEP Participation Details

Page             Field Name       Field         Field Description        Default    Mandatory
Description                       Type                                   Value      Y/N?

Page enables     Participation
creation of
new STEP         Activity         Code          Specific Activity        None         Yes
Participation                     Table         required to fulfill
record.                                         STEP participation
                                                requirements

                 Month            Code          Month                    None         Yes
                                  Table

                 Year             Code          Year                     None         Yes
                                  Table

                 Week 1           Number        Actual hours for 1st     None         No
                 Hours                          week of month

                 Week 2           Number        Actual hours for 2nd     None         No
                 Hours                          week of month

                 Week 3           Number        Actual hours for 3rd     None         No
                 Hours                          week of month

                 Week 4           Number        Actual hours for 4th     None         No
                 Hours                          week of month


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Page: Create STEP Participation Details

Page             Field Name       Field         Field Description      Default      Mandatory
Description                       Type                                 Value        Y/N?

                 Week 5           Number        Actual hours for 5th   None           No
                 Hours                          week of month

                 Week 6           Number        Actual hours for 6th   None           No
                 Hours                          week of month (if
                                                applicable)

                 NAVIGATION:

                 Save             Button        Saves the data         N/A            N/A
                                                entered and
                                                navigates the user
                                                to the List page.

                 Save & New       Button        Saves the data         N/A            N/A
                                                entered, clears the
                                                data fields and
                                                remains on the
                                                Create page.

                 Cancel           Button        Navigates the user     N/A            N/A
                                                to the List Page
                                                without saving
                                                data.

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 234 of 448
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5.1.7.3          Family Services
PROGRAM OVERVIEW DESCRIPTION
The Family Services program provides social services, which are provided to families and
children in their own homes in order to address problems of abuse/neglect and promote the
safety of the children within the family unit. Such services are appropriate in situations where
the abuse/neglect is not assessed to be of the nature and extent which would place one or
more of the children in immediate danger of serious harm if services are provided to the family,
and in which the parents or responsible caretakers demonstrate a willingness to change the
abusive/neglectful behavior or circumstances. (121) Services provided under this program can
be both voluntary and court ordered. (Policy Ref. – Chapter 5-100 Definition of Family
Services).
ACESS will support the Family Services program by:
    •     Storing and maintaining the demographic and relationship information on the family and
          children;
    •     Connecting the family to community resources and documenting the closure decision
          making process;
    •     Documenting and reporting on services considered and/or provided;
    •     Documenting collaborative activities with other agencies;
    •     Aiding in the monitoring and successful adherence to mandated timeframes;
    •     Providing a log to track case activities;
    •     Capturing the required legal information to appropriately respond to the court; and
    •     Managing financial services to support services provided to families and children.


FUNCTIONAL REQUIREMENTS
    1. The system will allow for the manual creation of a Family Services Program Case.


    2. [Requirement Deleted per State Comments]


    3. The system will generate an Approval task to the Case Owner’s supervisor and an
       approval alert to the Case Owner’s supervisor when the Submit for Approval function is
       invoked and set the status of the case to ‘Submitted’. (122)


    4. The system will set the expected end date for a newly created Family Services Program
       case to 6 months from the start date. (123)



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    5. The system will generate a task when the case is within 30 days of the expected end
       date indicating that the case should either be closed or submitted to the District
       Manager for an extension. (123)


    6. The system will set the status of the case to ‘Approved’ and then to ‘Open’ when the
       Approved function is invoked. The system will also set the Expected End Date to 90
       days from the previous Expected End. Only the Case Owner’s District Manager will
       have the security to approve the case.


    7. The system will set the status of the case to ‘Open’ when the Rejected function is
       invoked. Only the Case Owner’s District Manager will have the security to ‘Returned’
       (formerly reject) the case.


    8. The system will allow for the manual closure of a Family Services Program Case. The
       Closure Date can be entered by the user, and can be set to a date in the future. The
       date can also be set to a date in the past, but cannot precede the start date of the case.
       If the Closure Date is set to a date in the future, the system will place the Family
       Services Program Case into a status of ‘Pending Closure’.


    9. The system will generate a task to the Case Owner when the current date exceeds the
       Closure Date (if in ‘Pending Closure’ status) indicating that it is necessary to submit the
       case for closure. This task will include a deadline interval of 7 days and a deadline
       strategy of creating an alert to the Case Owner’s Supervisor indicating that the worker is
       late in submitting the case for closure.


    10. An alert will be generated to the Family Services Worker, Family Services Supervisor,
        and District Manager if the Family Services Program Case is in an ‘Open’ status past
        the expected end date and has not been approved for extension. The ‘Approval’ status
        will indicate whether the case has been approved for extension.


    11. The Family Services Program Case will become read-only when closed, with the
        exception of the Case Activity Log and the Change Closure Details page.


    12. A Family Services Program Case cannot be re-opened.


    13. The following management functions will be provided on the Home page of the Family
        Services Program Case
               •   Submit for Approval


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               •   Approve
               •   Returned (formerly Reject)
               •   Submit for Closure
               •   Close Case
               •   Change Closure Details


    14. The Home page will contain a Submit for Closure function which will generate an alert to
        the supervisor of the user indicating that the case is ready for closure.


    15. The following status’ will be used within the Family Services Program Case:
        •      Open
        •      Submitted
        •      Approved
        •      Pending Closure
        •      Closed


    16. The review frequency for the Family Services Program Case will be every 6 months.


DATA REQUIREMENTS
Each Family Services case will have the following unique pages:
    1. Visitation/Continuing Contact Page(s) – provides the ability to view, create, edit and
       delete a list of all of the scheduled visits/contacts and to create a recurring continuing
       contact schedule.
    2. Worker Visitation Page – documents the worker’s visitation history with a child,
       caretaker or parent.
    3. Efforts to Locate Page – documents the agencies’ efforts to locate the parents and/or
       relatives of the child.
    4. Home Study Summary Page – provides a summary of all of the home studies
       requested/conducted on behalf of a child/children in a case.
    5. Recruitment Efforts Page – documents all of the efforts conducted by the agency to
       recruit adoptive homes.
    6. Staffing – documents the staffing that are held and the outcome of the staffing for a
       case. (As defined in CPI Intake and Investigations).



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    7. Removals – captures removal information for a family. (As defined in CPI Intake and
       Investigations).


The following tables reflect the unique data requirements for the Family Service Case in
ACESS.


Visitation/Continuing Contact
The system will support the collection and maintenance of data regarding Visitation/Continuing
Contact for Foster Care program delivery cases.
    •   The system will provide a list page to display and manage Visitation/Continuing Contact
        data.

Page: Visitation/Continuing Contact List Page

Page                 Field Name     Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page
provides a list of
all of the           Action:        Hyperlinks      Links to        N/A             N/A
scheduled            New|Create                     appropriate
visits/contacts      Recurring                      actions.
                     Schedule|Ed
                     it|View)

                     Child Name     System          Display the     N/A             N/A
                                    Generated       first child
                                    Text            selected
                                                    from the
                                                    child list on
                                                    the create
                                                    page (124)

                     Member         System          Displays the    N/A             N/A
                     Visited        Generated       member
                                    Text            visited

                     Schedule       System          Displays the    N/A             N/A
                     Date           Generated       scheduled
                                    Text            date of the
                                                    visit




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Page: Visitation/Continuing Contact List Page

Page               Field Name       Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Held?            System          Displays        N/A             N/A
                                    Generated       whether this
                                    Text            visit was
                                                    held or not
                                                    held

                   Reschedule       System          Displays        N/A             N/A
                   d?               Generated       whether this
                                    Text            visit has
                                                    been
                                                    rescheduled

Design Considerations

Create Recurring Schedule – the schedule link opens the Visitation/Continuing Contact
Recurring Schedule Page
New – opens the Create Visitation/Continuing Contact Documentation Page (allows the user to
manually create a single visitation for a specific date)
Edit – the edit link opens the Modify Visitation/Continuing Contact Documentation Page
View – the view link opens the View Visitation/Continuing Contact Documentation Page

Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 239 of 448
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    •   The system will provide a page to capture new Visitation/Continuing Contact data.

Page: Create Visitation/Continuing Contact Recurring Schedule Page

Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

This page will be
used to schedule
both Family          Child           Multi-select    The list of     None            Yes
Services and                                         children in
Foster Care                                          the program
visits/contacts.                                     case
(126)
                     Case            Multi-select    The list of     None            No (125)
                     Members                         members in
                                                     the program
                                                     case

                     Other           Text            The First       None            No (125)
                     Member                          Name of the
                     First Name                      person
                                                     (other than
                                                     a case
                                                     member)
                                                     that the
                                                     child(ren)
                                                     will be
                                                     visiting

                     Other           Text            The Last        None            No (125)
                     Member                          Name of the
                     Last Name                       person
                                                     (other than
                                                     a case
                                                     member)
                                                     that the
                                                     child(ren)
                                                     will be
                                                     visiting




State of Louisiana — ACESS                                                         Page 240 of 448
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Page: Create Visitation/Continuing Contact Recurring Schedule Page

Page Description     Field Name      Field Type      Field            Default        Mandatory
                                                     Description      Value          Y/N?

                     Visitation      Date            The              Current        Yes
                     From Date                       beginning of     Date
                                                     the date
                                                     range for
                                                     which the
                                                     visitations
                                                     will be
                                                     scheduled

                     Visitation To   Date            The end of       None           Yes
                     Date                            the date
                                                     range for
                                                     which the
                                                     visitations
                                                     will be
                                                     scheduled

                     Visitation      Time            The start        None           Yes
                     From Time                       time of the
                                                     visit

                     Visitation To   Time            The end          None           Yes
                     Time                            time of the
                                                     visit

                     Visitation      Code Table      The              None           Yes
                     Frequency                       frequency of
                                                     the visitation

                     Location        Text            The location     None           No
                                                     of the
                                                     scheduled
                                                     visit

                     Child           Text            The name of      None           Yes
                     Transportati                    the person
                     on                              responsible
                                                     for
                                                     transporting
                                                     the member
                                                     to the visit.



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Page: Create Visitation/Continuing Contact Recurring Schedule Page

Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     Member          Text            The name of     None            Yes
                     Transportati                    the person
                     on                              responsible
                                                     for
                                                     transporting
                                                     the member
                                                     to the visit.

                     Other Types     Code Table      This page       None            Yes
                     of Contacts                     documents
                                                     the
                                                     additional
                                                     types of
                                                     contacts
                                                     (i.e. phone,
                                                     email, mail)

                     Restricted      Text            Identifies      None            Yes
                     Contact                         people that
                                                     the child
                                                     cannot have
                                                     contact with
                                                     (visits,
                                                     phone call,
                                                     etc.)

Design Considerations

    1. The system will create multiple visitation records based upon the Visitation From Date,
       Visitation To Date and the Frequency.
    2. The system will generate a representative participant when the user enters another
       member.

Business Rules

The user must enter either a case member or an ‘other’ member. (125)

Navigation Changes




State of Louisiana — ACESS                                                         Page 242 of 448
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    •   The system will provide a page to capture new Visitation/Continuing Contact
        Documentation data.

Page: Create Visitation/Continuing Contact Documentation Page

Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

This page            Family Visits
documents visits
scheduled and        Child Name      System-         Child Name      None            Yes
held between                         generated       (from list of
family members                       Multi-select    the
and significant                                      participants
others.                                              in the
                                                     program
                                                     case)

                     Member          System-         The Name        None            No (127)
                     Name            generated       of the
                                     Multi-select    person the
                                                     children will
                                                     be visiting
                                                     (from list of
                                                     the
                                                     participants
                                                     in the
                                                     program
                                                     case)

                     Other           Text            The Last        None            No (127)
                     Member last                     Name of the
                     Name                            person
                                                     (other than
                                                     a case
                                                     member)
                                                     that the
                                                     child(ren)
                                                     will be
                                                     visiting




State of Louisiana — ACESS                                                         Page 243 of 448
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Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     Other           Text            The First       None            No (127)
                     Member                          Name of the
                     First Name                      person
                                                     (other than
                                                     a case
                                                     member)
                                                     that the
                                                     child(ren)
                                                     will be
                                                     visiting

                     Visitation      Date            Date of the     None            Yes
                     From Date                       Scheduled
                                                     Visit

                     Visitation To   Date            Date of the     None            Yes
                     Date                            Scheduled
                                                     Visit

                     Visitation      Time            Start Time      None            Yes
                     Time From                       of the
                                                     scheduled
                                                     visit

                     Visitation      Time            End Time of     None            Yes
                     Time To                         the
                                                     scheduled
                                                     visit

                     Frequency       Code Table      The
                                                     Frequency
                                                     of the Visit

                     Location        Text            The location    None            No
                                                     of the
                                                     scheduled
                                                     visit




State of Louisiana — ACESS                                                         Page 244 of 448
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Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     Child           Text            The name of     None            Yes
                     Transportati                    the person
                     on                              responsible
                                                     for
                                                     transporting
                                                     the member
                                                     to the visit.

                     Member          Text            The name of     None            Yes
                     Transportati                    the person
                     on                              responsible
                                                     for
                                                     transporting
                                                     the member
                                                     to the visit.

                     Supervised?     Code Table      Indicates       None            No
                                     (Yes/No)        whether the
                                                     visit has to
                                                     be
                                                     supervised

                     If so, by       Text            Indicates       None            No (128)
                     Whom                            the
                                                     supervisor
                                                     responsible
                                                     for
                                                     supervising
                                                     the visit

                     Held?           Code Table      Indicates       None            No
                                     (Yes/No)        whether or
                                                     not the visit
                                                     was held

                     Not Held        Text            Narrative       None            No (128)
                     Reason                          comments
                                                     describing
                                                     the reason
                                                     for missed
                                                     visit



State of Louisiana — ACESS                                                         Page 245 of 448
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Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     Observation     Text            Narrative       None            No
                     s                               comments
                                                     describing
                                                     the
                                                     observation
                                                     s of the
                                                     worker
                                                     during the
                                                     visit

                     Evidence        Checkbox        Indicates       No (3003)       No
                     Indicator                       that
                                                     documents
                                                     were
                                                     obtained
                                                     during the
                                                     visit

                     Reschedule      Code Table      Indicates       No              No (11)
                     d?                              whether the
                                     (Yes/No)
                                                     missed
                                                     visitation
                                                     was
                                                     rescheduled
                                                     .

                     Reschedule      Text            Narrative       None            No (11)
                     d Reason                        comments
                                                     describing
                                                     the reason
                                                     why the
                                                     worker did
                                                     or did not
                                                     reschedule
                                                     the visit

                     Reschedule      Date/Time       Indicates       None            No
                     Date                            the new
                                                     date for the
                                                     previously
                                                     schedule
                                                     visit


State of Louisiana — ACESS                                                         Page 246 of 448
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Page Description     Field Name      Field Type      Field           Default         Mandatory
                                                     Description     Value           Y/N?

                     Reschedule      Text            The location    None            Yes
                     Location                        of the
                                                     scheduled
                                                     visit

                     Parents’        Text (>500      Narrative       None            No
                     perception      characters)     comments
                     of                              describing
                     Abuse/Negl                      parents’
                     ect (178)                       perception
                                                     of abuse
                                                     and neglect

                     Data Fields Applicable to Foster Care Cases Only.

                     Foster Care     Text (>500      Narrative       None            No
                     Parents’        characters)     comments
                     Perception                      describing
                     of Foster                       parents’
                     Care (178)                      perception
                                                     of foster
                                                     care

                     Foster Care     Text (>500      Narrative       None            No
                     Child’s         characters)     comments
                     feelings                        describing
                     regarding                       child’s
                     placement                       perception
                     (179)                           of foster
                                                     care

                     Other Visits

                     Other Types     Code Table      This page       None            No
                     of Contacts                     documents
                                                     the
                                                     additional
                                                     types of
                                                     contacts
                                                     (i.e. phone,
                                                     email,mail)



State of Louisiana — ACESS                                                         Page 247 of 448
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Page: Create Visitation/Continuing Contact Documentation Page

Page Description      Field Name      Field Type      Field           Default         Mandatory
                                                      Description     Value           Y/N?

                      Restricted      Text            Identifies      None            Yes
                      Contact                         people that
                                                      the child
                                                      cannot have
                                                      contact with
                                                      (visits,
                                                      phone call,
                                                      etc.)

Design Considerations

Schedule date is done for six months at a time.

Business Rules

    1. The user must enter either a case member or another member.
    2. If the supervised yes/no indicator is set to yes, the system must require the user to enter
       the name of the person responsible for supervising in the “by whom” field. (129)
    3. If the Held yes/no indicator is set to no, the system must require the user to enter a
       reason in the not held reason comment field.
    4. If the held yes/no indicator is set to no, the system must require the user to enter a
       yes/no value in the rescheduled yes/no indicator.
    5. If the Rescheduled yes/no indicator is set to no, the system must require the user to
       enter a reason the visit was not rescheduled comment field.
    6. If the evidence indicator box is checked, the system will alert the worker to complete the
       attachments page.

Navigation Changes




State of Louisiana — ACESS                                                          Page 248 of 448
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Version 2..1                                                                       08/19/05
Worker Visitation
    1. The system will record information on worker visits.
    •   The system will provide a list page to display and manage Worker Visitation data.

Page: Worker Visitation List Page

Page                 Field Name     Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page
provides a list of
all of the worker    Action:        Hyperlinks      See             N/A             N/A
visits               (Edit|View)                    Navigation




                     Name           System          Display the     N/A             N/A
                                    Generated       name of the
                                    Text            first person
                                                    visited

                     Date of the    System          Displays the    N/A             N/A
                     Visit          Generated       date of the
                                    Date            visit

                     Focus          System          Displays the    N/A             N/A
                                    Generated       focus of the
                                    Text            visit

                     NAVIGATION

                     New            Button          Navigates       N/A             N/A
                                                    user to the
                                                    Create
                                                    Worker
                                                    Visitation
                                                    Page

                     Edit           Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    Modify
                                                    Worker
                                                    Visitation
                                                    Page



State of Louisiana — ACESS                                                         Page 249 of 448
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Page: Worker Visitation List Page

Page                 Field Name     Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                     View           Hyperlink       Navigates        N/A            N/A
                                                    user to the
                                                    View Worker
                                                    Visitation
                                                    Page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new Worker Visitation data.

Page: Create Worker Visitation Page

Page                 Field Name     Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

This page
documents the
worker’s visits to   Name           Text            Identifies the   None           Yes
parents,                                            person with
caretakers and                                      whom the
children.                                           visit was
                                                    being
                                                    conducted

                     Role of        Code Table      The type of      None           Yes
                     Person                         visit that was
                     Visited                        conducted
                                                    (i.e.
                                                    caretaker,
                                                    parent,
                                                    child)

State of Louisiana — ACESS                                                         Page 250 of 448
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Page: Create Worker Visitation Page

Page                Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                    Date of Visit   Date            The date         None           Yes
                                                    that the visit
                                                    occurred.

                    Location of     Text            The location     None           Yes
                    Visit                           where the
                                                    visit
                                                    occurred

                    Focus of        Text            Narrative        None           No
                    Visit                           comments
                                                    describing
                                                    the reason
                                                    the visit was
                                                    conducted

                    Other           Text            The name of      None           No
                    Person                          the other
                    Present 1                       people
                                                    attending
                                                    the visit

                    Relationship    Code Table      The              None           No
                                                    relationship
                                                    of the other
                                                    person
                                                    attending
                                                    the visit

                    Other           Text            The name of      None           No
                    Person                          the other
                    Present 2                       people
                                                    attending
                                                    the visit

                    Relationship    Code Table      The              None           No
                    2                               relationship
                                                    of the other
                                                    person
                                                    attending
                                                    the visit



State of Louisiana — ACESS                                                         Page 251 of 448
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Version 2..1                                                                      08/19/05
Page: Create Worker Visitation Page

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Other           Text            The name of     None            No
                    Person                          the other
                    Present 3                       people
                                                    attending
                                                    the visit

                    Relationship    Code Table      The             None            No
                    3                               relationship
                                                    of the other
                                                    person
                                                    attending
                                                    the visit

                    Transportati    Code Table      Indicates       None            No
                    on?                             whether
                                    (Yes/No)
                                                    transportatio
                                                    n was
                                                    provided to
                                                    the person

                    Comment         Text            Narrative       None            No
                                                    comments
                                                    describing
                                                    the visit

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 252 of 448
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Version 2..1                                                                      08/19/05
Efforts to Locate
    1. The system will capture information on the agencies’ efforts to locate parents and/or
       relatives of a client.
    •   The system will provide a list page to display and manage Efforts to Locate data.

Page: Efforts to Locate List Page

Page                 Field Name     Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page
provides a list of
the agencies         Action:        Hyperlinks      See             N/A             N/A
efforts to locate    (Edit|View)                    Navigation




                     Name           System          Displays the    N/A             N/A
                                    Generated       name of the
                                    Text            person that
                                                    the agency
                                                    is trying to
                                                    locate

                     Relationship   System          Displays the    N/A             N/A
                                    Generated       relationship
                                    Text            of the
                                                    person that
                                                    the agency
                                                    is trying to
                                                    locate to the
                                                    child

                     Date of the    System          Displays the    N/A             N/A
                     Attempt        Generated       date of the
                                    Date            attempt to
                                                    locate

                     NAVIGATION

                     New            Button          Navigates       N/A             N/A
                                                    user to the
                                                    Create
                                                    Efforts to
                                                    Locate Page

State of Louisiana — ACESS                                                         Page 253 of 448
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Version 2..1                                                                      08/19/05
Page: Efforts to Locate List Page

Page               Field Name       Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Edit             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    Modify
                                                    Efforts to
                                                    Locate Page

                   View             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    View Efforts
                                                    to Locate
                                                    Page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 254 of 448
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Version 2..1                                                                      08/19/05
    •   The system will provide a page to capture new Efforts to Locate data.

Page: Efforts to Locate

Page                Field Name      Field     Field Description         Default     Mandatory
Description                         Type                                Value       Y/N?

This page
documents the
agencies’ efforts   Name            Text      Identifies the person     None        Yes
to locate parents                             who the agency is
and/or relatives.                             looking for

                    Relationship    Code      The relationship of       None        Yes
                    to Child        Table     the person who the
                                              agency is looking for
                                              to the child

                    Date of         Date      The date of the           None        Yes
                    Attempt                   attempt to locate.

                    Method of       Text      The method used by        None        Yes
                    Attempt                   the agency to locate
                                              the person

                    Outcome of      Text      The result of the         None        Yes
                    the Attempt               search

                    Comment         Text      Free-form narrative       None        No
                                              comments about the
                                              visit

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 255 of 448
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Version 2..1                                                                      08/19/05
Home Study
    1. The system will provide a summary of all of the home studies requested/conducted on
       behalf of a particular child in the case .
    •   The system will provide a list page to display and manage Home Study Summary data.

Page: Home Study Summary List Page

Page                 Field Name     Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page
provides a list of
Home Study           Action:        Hyperlinks      See             N/A             N/A
Summaries            (Edit|View)                    Navigation




                     Home Study     System          Displays the    N/A             N/A
                     Type           Generated       home study
                                    Text            type

                     Decision       System          Displays the    N/A             N/A
                     Date           Generated       date of the
                                    Date            decision

                     Approved       System          Displays        N/A             N/A
                                    Generated       whether or
                                    Text            not the
                                                    potential
                                                    placement
                                                    was
                                                    approved

                     NAVIGATION

                     New            Button          Navigates       N/A             N/A
                                                    user to the
                                                    Create
                                                    Home Study
                                                    Summary
                                                    Page




State of Louisiana — ACESS                                                         Page 256 of 448
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Version 2..1                                                                      08/19/05
Page: Home Study Summary List Page

Page               Field Name       Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Edit             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    Modify
                                                    Home Study
                                                    Summary
                                                    Page

                   View             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    View Home
                                                    Study
                                                    Summary
                                                    Page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 257 of 448
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Version 2..1                                                                      08/19/05
    •   The system will provide a page to capture new Home Study Summary data.

Page: Create Home Study Summary Page

Page Description        Field Name     Field Type      Field           Default       Mandatory
                                                       Descriptio      Value         Y/N?
                                                       n

This page provides a
summary of all of the
home studies            Child(ren)     System-         The             None          Yes
requested/conducte                     generated       child(ren)
d on behalf of this                    Multi-select    for whom
child(ren),                                            the home
                                                       study is
                                                       being
                                                       requested/c
                                                       onducted
                                                       (from list of
                                                       program
                                                       case
                                                       participants
                                                       )

                        Home           Code Table      The type of     None          Yes
                        Study Type                     home study
                                                       that was
                                                       requested/c
                                                       onducted

                        Potential      Search Tool     The             None          Yes
                        Placement                      potential
                                                       place where
                                                       the child
                                                       may be
                                                       placed

                        Approved       Code Table      Indicates       None          No (11)
                        for Case?                      whether the
                                       (Yes/No)
                                                       home study
                                                       was
                                                       approved
                                                       for this case

                        Decision       Date            The date of     Current       No
                        Date                           the decision    Date

                        Comments

State of Louisiana — ACESS                                                         Page 258 of 448
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Version 2..1                                                                      08/19/05
Page: Create Home Study Summary Page

Page Description        Field Name      Field Type     Field          Default         Mandatory
                                                       Descriptio     Value           Y/N?
                                                       n

                        Comments        Text           Free-form      None            No
                                                       narrative
                                                       comments
                                                       about the
                                                       Home
                                                       Study

Design Considerations

    1. Data entered on this screen should be duplicated and populated into each
       associated/related child’s individual foster care record in order to minimize the
       duplication of data entry.
    2. Approved for Case?’ has a value of yes, then the Decision Date must also be entered.
       (11)

Business Rules

    1. The Potential Placement Field will be a search field which searches the potential
       providers table.


Navigation Changes




State of Louisiana — ACESS                                                         Page 259 of 448
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Version 2..1                                                                       08/19/05
Recruitment Efforts
    1. The system will capture information on all of the efforts conducted by the agency to
       recruit adoptive homes.
    •   The system will provide a list page to display and manage Recruitment Efforts data.

Page: Recruitment Efforts List Page

Page                 Field Name       Field Type    Field             Default       Mandatory
Description                                         Description       Value         Y/N?

This page
provides a list of
all recruitment      Action:          Hyperlinks    See               N/A           N/A
efforts              (Edit|View)                    Navigation




                     Activity         System        Displays the      N/A           N/A
                                      Generated     name of the
                                      Text          activity

                     Activity Date    System        Displays the      N/A           N/A
                                      Generated     date of a
                                      Date          single
                                                    activity

                     Activity Start   System        Displays the      N/A           N/A
                     Date             Generated     start date of
                                      Text          the activity if
                                                    the activity is
                                                    ongoing

                     Activity End     System        Displays the      N/A           N/A
                     Date             Generated     end date of
                                      Text          the activity if
                                                    the activity is
                                                    ongoing

                     NAVIGATION

                     New              Button        Navigates         N/A           N/A
                                                    user to the
                                                    Create
                                                    Recruitment
                                                    Efforts Page



State of Louisiana — ACESS                                                         Page 260 of 448
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Version 2..1                                                                      08/19/05
Page: Recruitment Efforts List Page

Page               Field Name       Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Edit             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    Modify
                                                    Recruitment
                                                    Efforts Page

                   View             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    View
                                                    Recruitment
                                                    Efforts Page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new Recruitment Efforts data.

Page: Create Recruitment Efforts Page

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page           Recruitment Details
documents all of
the efforts         Activity        Code Table      Document s      None            Yes
conducted by                                        the activity
the agency to                                       conducted
recruit adoptive                                    by the
homes.                                              agency

                    Activity Date   Date            The date the    None            No
                                                    activity was
                                                    conducted


State of Louisiana — ACESS                                                         Page 261 of 448
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Version 2..1                                                                      08/19/05
Page: Create Recruitment Efforts Page

Page                Field Name       Field Type     Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                    Ongoing?         Code Table     Indicates       None            No
                                                    whether this
                                     (Yes/No)
                                                    activity is
                                                    ongoing

                    Activity Start   Date           The Start       None            No
                    Date                            Date of the
                                                    Ongoing
                                                    Activity

                    Activity End     Date           The End         None            No
                    Date                            Date of the
                                                    Ongoing
                                                    Activity

                    Frequency        Code Table     The             None            No
                                                    frequency of
                                                    the ongoing
                                                    event

                    Comment          Text           Free-text       None            No
                                                    narrative
                                                    comments

                    Navigation

                    Save             Button         Saves the       N/A             N/A
                                                    data and
                                                    navigates
                                                    the user to
                                                    the list page

                    Save and         Button         Saves the       N/A             N/A
                    New                             data and
                                                    navigates
                                                    the user to
                                                    the create
                                                    page

                    Cancel           Button         Returns the     N/A             N/A
                                                    user to the
                                                    list page



State of Louisiana — ACESS                                                         Page 262 of 448
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Version 2..1                                                                      08/19/05
Page: Create Recruitment Efforts Page

Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 263 of 448
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Version 2..1                                                                      08/19/05
5.1.7.4          Foster Care
PROGRAM OVERVIEW AND DESCRIPTION
The Foster care program is a planned, goal-directed protective service for children and their
parents who must live apart because of child abuse, neglect, or special family circumstances
necessitating out-of-home care. Foster care services are intended to be an interim process to
provide care for a child until he is reunited with his family or until another permanent living
situation is provided. . (Policy Ref. – Chapter 6-100 Definition of Foster Care). (131)


ACESS will support the Foster Care Program by:
    •     Documenting and reporting on initial and ongoing services considered and/or provided
          for the child(ren) placed in foster care;
    •     Supporting provision of services;
    •     Storing and maintaining placement history, including efforts to find kinship;
    •     Maintaining a history of assignments;
    •     Updating the changes in foster care goals;
    •     Managing financial services to support services provided to foster children;
    •     Storing and maintaining the demographic and relationship information on the children;
    •     Aiding in the monitoring and successful adherence to mandated timeframes;
    •     Providing a log to track case activities;
    •     Capturing the required legal information to appropriately respond to court orders; and
    •     Documenting closure decision making process and connection of the family to
          community resources and/or aftercare services.
Note: Updating LARE was removed from above list because ACESS will be replacing LARE.
(130)


FUNCTIONAL REQUIREMENT(S):
    1. The system will allow for the manual creation of a Foster Care Program Case.


    2. The Foster Care Program Case will become read-only when closed, with the exception
       of the Case Activity Log and the Change Closure Details page.


    3. A Foster Care Program Case cannot be re-opened.


State of Louisiana — ACESS                                                            Page 264 of 448
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    4. The following management functions will be provided on the Home page of the Foster
       Care Program Case
               o   Submit for Closure
               o   Close Case
               o   Change Closure Details


    5. The Home page will contain a Submit for Closure function which will generate an alert to
       the supervisor of the user indicating that the case is ready for closure.


    6. The following status’ will be used within the Foster Care Program Case:
               o   Open
               o   Pending Closure
               o   Closed


    7. The review frequency for the Foster Care Program Case will be every 6 months.


    8. The status of the Foster Care Program Case will automatically be set to ‘Pending
       Closure’ 45 days prior to the 18th birthday of the youth. The system will also set the
       ‘Closure Date’ on the Close Case Screen to the appropriate date and ‘Reason’ to
       ‘Child Turning 18’.


    9. The system will generate an alert to the Foster Care Worker to include Independent
       Living Activities in the Case Plan and referral to Independent Living Program 30 days
       prior to the Child’s 16th birthday. (152).


DATA REQUIREMENTS
The Foster Care Case will include ALL of the pages of the Family Services Case plus the
following tables that reflect the unique data requirements for the Foster Care Case in ACESS.


Establish Parenthood/Termination of Parental Rights
    1. The system will capture, store and display information on the agencies efforts to
       establish the identity of the biological parent of the child.




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    •   The system will provide a list page to display and manage Establishment of
        Parenthood/Termination of Parental Rights data.

Page: Establishment of Parenthood/Termination of Parental Rights List Page

Page                 Field Name     Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page
provides a list of
all efforts to       Action:        Hyperlinks      See             N/A             N/A
establish            (Edit|View)                    Navigation
parenthood/term
ination of
parental rights
                     Name of        System          Displays the    N/A             N/A
                     Parent         Generated       name of the
                                    Text            alleged
                                                    parent

                     Date           System          Displays the    N/a             N/A
                     Paternity      Generated       date
                     Established    Date            paternity
                                                    was
                                                    established

                     Date           System          Displays the    N/A             N/A
                     Parental       Generated       date
                     Rights         Date            parental
                     Terminated                     rights were
                                                    terminated

                     NAVIGATION

                     New            Button          Navigates       N/A             N/A
                                                    user to the
                                                    Create
                                                    Establish
                                                    Parenthood/
                                                    Termination
                                                    of Parental
                                                    Rights Page




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Page: Establishment of Parenthood/Termination of Parental Rights List Page

Page               Field Name       Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Edit             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    Modify
                                                    Establish
                                                    Parenthood/
                                                    Termination
                                                    of Parental
                                                    Rights Page

                   View             Hyperlink       Navigates       N/A             N/A
                                                    user to the
                                                    View
                                                    Establish
                                                    Parenthood/
                                                    Termination
                                                    of Parental
                                                    Rights Page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 267 of 448
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    •   The system will provide a page to                   capture     new     Establishment   of
        Parenthood/Termination of Parental Rights data.

Page: Create Establish Parenthood/Termination of Parental Rights Page

Page                Field Name       Field Type     Field             Default        Mandatory
Description                                         Description       Value          Y/N?

This page
documents the
agencies efforts    Name of          Text           The name of       None           Yes
to establish the    Parent                          the alleged
identify of the                                     parent
biological parent
                    Is this parent   Check Box      Indicates if      No             Yes
of the child
                    a Putative                      the parent is
                    Father                          a putative
                                                    father

                    How was          Code Table     Specifies the     None           Yes
                    paternity                       various
                    alleged?                        ways in
                                                    paternity
                                                    could be
                                                    alleged

                    Date of          Date           The date          None           Yes
                    Father’s                        that the
                    Test                            father’s DNA
                                                    Test was
                                                    conducted

                    Date of          Date           The date          None           No
                    Mother’s                        that the
                    Test                            mother’s
                                                    DNA Test
                                                    was
                                                    conducted

                    Date of          Date           The date          None           Yes
                    Child’s Test                    that the
                                                    child’s DNA
                                                    Test was
                                                    conducted




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Page                Field Name      Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                    Result          Code Table      The result of    None           Yes
                    Mother                          the DNA
                                                    Test

                    Result          Code Table      The result of    None           Yes
                    Father                          the DNA
                                                    Test

                    Result Child    Code Table      The result of    None           Yes
                                                    the DNA
                                                    Test

                    How was         Code Table      Specifies        None           Yes
                    Paternity                       how
                    Established?                    paternity
                                                    was
                                                    established

                    Date            Date            Date that        None           Yes
                    Paternity                       paternity
                    Established                     was
                                                    established

                    How were        Code Table      Specifies        None           Yes
                    Parental                        how parental
                    Rights                          rights were
                    Terminated                      terminated

                    Date            Date            Date that        None           Yes
                    Parental                        parental
                    Rights                          rights were
                    Terminated                      terminated

                    Comment         Text            Free-form        None           No
                                                    narrative
                                                    comments
                                                    for
                                                    documenting
                                                    the results of
                                                    the test

Design Considerations



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Page                Field Name      Field Type      Field           Default         Mandatory
Description                                         Description     Value           Y/N?



Business Rules



Navigation Changes




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5.1.7.5            IV-E Eligibility
PROGRAM OVERVIEW AND DESCRIPTION
The IV-E Eligibility Program is the means by which the agency determines whether children in
OCS custody are IV-E eligible. IV-E Eligibility is also determined for OYD children.


FUNCTIONAL REQUIREMENTS:
    1. The system will allow for the manual creation of a IV-E Eligibility Program Case.


    2. The system will allow for the manual closure of a IV-E Eligibility Program Case. The
       Closure Date can be entered by the user, but cannot be set to a date in the future. The
       date can be set to a date in the past, but cannot precede the start date of the case .


    3. A IV-E Eligibility Program Case can only be closed by a IV-E Eligibility Supervisor.


    4. The IV-E Eligibility Program Case will become read-only when closed, with the
       exception of the Case Activity Log.


    5. A IV-E Eligibility Program Case can be re-opened. This may only be done by a IV-E
       Supervisor.


    6. The following management functions will be provided on the Home page of the IV-E
       Program Case:
               •   Submit for Approval
               •   Approve
               •   Check Eligibility
               •   Re-Determine Eligibility
               •   Reassess
               •   Reactivate
               •   Close Case
               •   Change Closure Details
               •   Submit for Closure




State of Louisiana — ACESS                                                         Page 271 of 448
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    7. When the user selects the “Check Eligibility” function, the system will check eligibility on
       the day the rule set is run. This function can be accessed multiple times throughout the
       lifetime of a case by caseworkers to allow them to check results prior to formally
       determining initial eligibility or re-determining eligibility.


    8. The system will automatically reassess eligibility when evidence changes.


    9. When the IV-E Eligibility Case is approved, the system will automatically set the status
       to ‘Active’ and run the assessment engine to assess initial eligibility for Title IV-E.


    10. When the user selects the “Re-Determine Eligibility” function, the following will occur:
               •   The system will navigate the user to the Create Certification page to prompt the
                   user to enter a certification period.
               •   The system will validate that the start date of the new certification period is one
                   day after the end date of the most current certification period record and that the
                   end date of the new certification period is no more than 6 months after the start
                   date of the new certification period.
               •   The system will store the certification record.
               •   The system will run the assessment engine to re-determine eligibility for Title IV-
                   E for the certification period entered by the user. If the user did not enter a valid
                   certification period, assessment will not occur.


    11. The following status’ will be used within the IV-E Eligibility Program Case:
               •   Open
               •   Submitted
               •   Approved
               •   Active
               •   Closed


    12. When the user selects the Submit for Closure function on the home page, the system
        will generate a task to the Case Supervisor indicating that the case is ready for closure .


    13. The system will automatically close the IV-E Eligibility Program Case when the
        associated Foster Care Program Case closes.




State of Louisiana — ACESS                                                               Page 272 of 448
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DATA REQUIREMENTS
Each IV-E Eligibility case will contain all of the common program case pages plus the following
unique pages:
    1. Qualified Relative – captures information on a qualified relative of a foster care child
       who lives outside of the home.
    2. Properly Worded Court Order – captures information on whether a properly worded
       court order exists.


The following tables reflect the unique data requirements for the IV-E Eligibility Case.


Qualified Relative
    1. The system will capture information on a qualified relative of a foster care child who lives
       outside of the home.


    •   The system will provide a list page to select and manage Qualified Relative data (132)

Page: List Qualified Relative

Page              Field Name      Field Type       Field             Default Value    Mandatory
Description                                        Description                        Y/N?

This page         Details
lists qualified
relative          Qualified       System           The name of       N/A              N/A
information       Relative        Generated        the qualified
records           Name            Text             relative
related to IV-                                     outside of the
E eligibility                                      household
determination                                      with whom
                                                   the child
                                                   stayed

                  Qualified       System           The               N/A              N/A
                  Relative        Generated        relationship
                  Relationship    Text             of the
                                                   qualified
                                                   relative to the
                                                   child




State of Louisiana — ACESS                                                           Page 273 of 448
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Page: List Qualified Relative

Page            Field Name       Field Type       Field             Default Value    Mandatory
Description                                       Description                        Y/N?

                Qualified        System           Indicates         N/A              N/A
                Relative         Generated        whether the
                Resident         Text             qualified
                Indicator                         relative is a
                                                  resident of
                                                  Louisiana

                Siblings         System           Indicates any     N/A              N/A
                                 Generated        siblings that
                                 Text             were also
                                                  living with the
                                                  qualified
                                                  relative

                Navigation

                View             Button           Navigates         N/A              N/A
                                                  the user to
                                                  the View
                                                  Qualified
                                                  Relative
                                                  page

                Edit             Button           Navigates         N/A              N/A
                                                  the user to
                                                  the Modify
                                                  Qualified
                                                  Relative
                                                  page

                New              Button           Navigates         N/A              N/A
                                                  the user to
                                                  the Create
                                                  Qualified
                                                  Relative
                                                  page

Design Considerations



Business Rules



State of Louisiana — ACESS                                                          Page 274 of 448
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Page: List Qualified Relative

Page             Field Name      Field Type       Field             Default Value    Mandatory
Description                                       Description                        Y/N?



Navigation Changes




    •   The system will provide a view page to display Qualified Relative data.

Page: View Qualified Relative

Page             Field Name      Field Type       Field             Default Value    Mandatory
Description                                       Description                        Y/N?

This page        Details
displays
qualified        Qualified       System           The name of       N/A              N/A
relative         Relative        Generated        the qualified
information      Name            Text             relative
related to IV-                                    outside of the
E eligibility                                     household
determination                                     with whom
                                                  the child
                                                  stayed

                 Qualified       System           The               N/A              N/A
                 Relative        Generated        relationship
                 Relationship    Text             of the
                                                  qualified
                                                  relative to the
                                                  child

                 Qualified       System           Indicates         N/A              N/A
                 Relative        Generated        whether the
                 Resident        Text             qualified
                 Indicator                        relative is a
                                                  resident of
                                                  Louisiana




State of Louisiana — ACESS                                                          Page 275 of 448
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Page: View Qualified Relative

Page            Field Name       Field Type       Field             Default Value    Mandatory
Description                                       Description                        Y/N?

                At Least One     System           Indicates         N/A              N/A
                Night With       Generated        whether the
                Qualified        Text             child spent at
                Relative                          least one
                Indicator                         night in the
                                                  six month
                                                  period prior
                                                  to custody
                                                  with the
                                                  qualified
                                                  relative

                Siblings         System           Indicates any     N/A              N/A
                                 Generated        siblings that
                                 Text             were also
                                                  living with the
                                                  qualified
                                                  relative

                Navigation

                Edit             Button           Navigates         N/A              N/A
                                                  the user to
                                                  the Modify
                                                  Qualified
                                                  Relative
                                                  page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 276 of 448
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Version 2..1                                                                        08/19/05
    •   The system will provide a page to modify Qualified Relative data.

Page: Modify Qualified Relative

Page               Field Name     Field Type      Field             Default Value    Mandatory
Description                                       Description                        Y/N?

This page          Details
captures
qualified          Qualified      Text            The name of       None             Yes
relative           Relative                       the qualified
information        Name                           relative
necessary for                                     outside of the
IV-E eligibility                                  household
determination                                     with whom
                                                  the child
                                                  stayed

                   Qualified      Code Table      The               None             Yes
                   Relative                       relationship
                   Relationship                   of the
                                                  qualified
                                                  relative to the
                                                  child

                   Qualified      Code Table      Indicates         None             Yes
                   Relative                       whether the
                                  (Yes, No)
                   Resident                       qualified
                   Indicator                      relative is a
                                                  resident of
                                                  Louisiana

                   At Least One   Code Table      Indicates         None             Yes
                   Night With                     whether the
                                  (Yes, No)
                   Qualified                      child spent at
                   Relative                       least one
                   Indicator                      night in the
                                                  six month
                                                  period prior
                                                  to custody
                                                  with the
                                                  qualified
                                                  relative




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Page: Modify Qualified Relative

Page            Field Name        Field Type      Field             Default Value    Mandatory
Description                                       Description                        Y/N?

                Siblings          System          Indicates any     None             No
                                  Generated       siblings that
                                  List of         were also
                                  Household       living with the
                                  Case            qualified
                                  Members         relative

                Navigation

                Save              Button          Saves the         N/A              N/A
                                                  data entered
                                                  and
                                                  navigates the
                                                  user to the
                                                  View
                                                  Qualified
                                                  Relative
                                                  page

                Cancel            Button          Navigates         N/A              N/A
                                                  the user to
                                                  the View
                                                  Qualified
                                                  Relative
                                                  page without
                                                  saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                          Page 278 of 448
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Version 2..1                                                                        08/19/05
Properly Worded Court Order
    1. The system will capture information on whether a properly worded court order exists.
    •   The system will provide a list page to display and manage Properly Worded Court Order
        data.

Page: View Properly Worded Court Order

Page             Field Name      Field Type       Field             Default Value    Mandatory
Description                                       Description                        Y/N?

This page        Details
displays
properly         Best            System           Indicates         N/A              N/A
worded court     Interests of    Generated        whether
order            Child           Text             taking the
information                                       child into
related to IV-                                    custody was
E eligibility                                     in the best
determination                                     interest of the
                                                  child

                 Contrary to     System           Indicates         N/A              N/A
                 Welfare of      Generated        whether
                 Child           Text             remaining in
                                                  the home is
                                                  contrary to
                                                  the welfare of
                                                  the child

                 Reasonable      System           The               N/A              N/A
                 Efforts         Generated        reasonable
                                 Text             efforts taken
                                                  to avoid
                                                  taking the
                                                  child into
                                                  custody




State of Louisiana — ACESS                                                          Page 279 of 448
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Page: View Properly Worded Court Order

Page            Field Name       Field Type       Field            Default Value    Mandatory
Description                                       Description                       Y/N?

                Aggravated       System           Statutorily      N/A              N/A
                Circumstanc      Generated        defined
                es               Text             aggravated
                                                  circumstance
                                                  s that
                                                  existed, if no
                                                  reasonable
                                                  efforts were
                                                  taken

                Navigation

                Edit             Button           Navigates        N/A              N/A
                                                  the user to
                                                  the Modify
                                                  Properly
                                                  Worded
                                                  Court Order
                                                  page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 280 of 448
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Version 2..1                                                                       08/19/05
    •   The system will provide a page to create a Properly Worded Court Order data. (133)

Page: Create Properly Worded Court Order

Page               Field Name     Field Type      Field             Default Value    Mandatory
Description                                       Description                        Y/N?

This page          Details
captures
properly           Best           Code Table      Indicates         None             Yes
worded court       Interests of                   whether
                                  (Yes, No)
order              Child                          taking the
information                                       child into
necessary for                                     custody was
IV-E eligibility                                  in the best
determination                                     interest of the
                                                  child

                   Contrary to    Code Table      Indicates         None             Yes
                   Welfare of                     whether
                                  (Yes, No)
                   Child                          remaining in
                                                  the home is
                                                  contrary to
                                                  the welfare of
                                                  the child

                   Reasonable     Multi-Select    The               None             Yes
                   Efforts        (values         reasonable
                                  include         efforts taken
                                  ‘None’)         to avoid
                                                  taking the
                                                  child into
                                                  custody

                   Aggravated     Multi-Select    Statutorily       None             No
                   Circumstanc                    defined
                   es                             aggravated
                                                  circumstance
                                                  s that
                                                  existed, if no
                                                  reasonable
                                                  efforts were
                                                  taken

                   Navigation



State of Louisiana — ACESS                                                          Page 281 of 448
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Version 2..1                                                                        08/19/05
Page: Create Properly Worded Court Order

Page            Field Name       Field Type       Field            Default Value    Mandatory
Description                                       Description                       Y/N?

                Save             Button           Saves the        N/A              N/A
                                                  data entered
                                                  and
                                                  navigates the
                                                  user to the
                                                  View
                                                  Properly
                                                  Worded
                                                  Court Order
                                                  page

                Cancel           Button           Navigates        N/A              N/A
                                                  the user to
                                                  the View
                                                  Properly
                                                  Worded
                                                  Court Order
                                                  page without
                                                  saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 282 of 448
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Version 2..1                                                                       08/19/05
    •   The system will provide a page to modify Properly Worded Court Order data.

Page: Modify Properly Worded Court Order

Page               Field Name     Field Type      Field             Default Value    Mandatory
Description                                       Description                        Y/N?

This page          Details
captures
properly           Best           Code Table      Indicates         None             Yes
worded court       Interests of                   whether
                                  (Yes, No)
order              Child                          taking the
information                                       child into
necessary for                                     custody was
IV-E eligibility                                  in the best
determination                                     interest of the
                                                  child

                   Contrary to    Code Table      Indicates         None             Yes
                   Welfare of                     whether
                                  (Yes, No)
                   Child                          remaining in
                                                  the home is
                                                  contrary to
                                                  the welfare of
                                                  the child

                   Reasonable     Multi-Select    The               None             Yes
                   Efforts        (values         reasonable
                                  include         efforts taken
                                  ‘None’)         to avoid
                                                  taking the
                                                  child into
                                                  custody

                   Aggravated     Multi-Select    Statutorily       None             No
                   Circumstanc                    defined
                   es                             aggravated
                                                  circumstance
                                                  s that
                                                  existed, if no
                                                  reasonable
                                                  efforts were
                                                  taken

                   Navigation



State of Louisiana — ACESS                                                          Page 283 of 448
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Version 2..1                                                                        08/19/05
Page: Modify Properly Worded Court Order

Page            Field Name       Field Type       Field            Default Value    Mandatory
Description                                       Description                       Y/N?

                Save             Button           Saves the        N/A              N/A
                                                  data entered
                                                  and
                                                  navigates the
                                                  user to the
                                                  View
                                                  Properly
                                                  Worded
                                                  Court Order
                                                  page

                Cancel           Button           Navigates        N/A              N/A
                                                  the user to
                                                  the View
                                                  Properly
                                                  Worded
                                                  Court Order
                                                  page without
                                                  saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 284 of 448
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Version 2..1                                                                       08/19/05
5.1.7.6        Services to Parents
PROGRAM OVERVIEW AND DESCRIPTION
The Services to Parents Program is a planned, goal directed protective service for parents of
children placed in Foster Care because of child abuse, neglect or special family circumstances
necessitating out of home care. These services are intended to be an interim process until the
child in Foster Care is reunited with his family or until another permanent living situation is
provided. (Policy Ref. 6-100 Definition of Foster Care)


ACESS will support the Services to Parents Program by:
    1. Documenting and reporting on initial and ongoing services considered and/or provided
       for the parents with children in foster care;
    2. Supporting provision of services;
    3. Assisting in the location of kinship/family and other placement and visitation resources;
    4. Maintaining a history of assignments;
    5. Capturing and maintaining foster care goals and changes/updates to those goals (130);
    6. Managing financial services to support services provided to foster children;
    7. Storing and maintaining the demographic and relationship information on the children;
    8. Aiding in the monitoring and successful adherence to mandated timeframes;
    9. Providing a log to track case activities;
    10. Capturing the required legal information to appropriately respond to court actions and
        orders;
    11. Documenting closure decision making process and connection of the family to
        community resources and/or aftercare services; and
    12. Generating and storing history of correspondence.


FUNCTIONAL REQUIREMENT(S):


1. The system will allow for the manual creation of a Service to Parents Case.


2. The system will automatically create a Services to Parents Program Case from within an
   Investigation Case when the user selects ‘Yes’ for the ‘Case Accepted’ field and ‘Foster
   Care’ for the ‘Program Assigned’ field on the Staffing screen and saves the data. The
   following processing will occur:


State of Louisiana — ACESS                                                         Page 285 of 448
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        •      The system will create a new Services to Parents Program Case within the
               Household Case to which the Investigation Case belongs.
        •      The system will associate all case members associated to the Investigation Case
               with the Services to Parents Program Case.
        •      The system will set the “Start Date” to the “Date Assigned” field entered on the
               Staffing Screen in the Investigation Case.
        •      The system will set the Case Owner to the user selected in the ‘Case Worker
               Assigned’ field on the Staffing screen within the Investigation Case.
        •      The system will set the case status to ‘Open’.


3. The following management functions will be provided on the Home page of the Services to
   Parents Program Case
        •      Submit for Closure
        •      Close Case
        •      Change Closure Details


4. The Home page will contain a Submit for Closure function which will generate an alert to the
   supervisor of the user indicating that the case is ready for closure.


5. The following status’ will be used within the Services to Parents Program Case:
    •   Open
    •   Closed


6. The system will allow for the manual closure of a Services to Parents Program Case. The
   Expected Closure Date can be entered by the user, and can be set to a date in the future.
   The date can also be set to a date in the past, but cannot precede the start date of the
   case.


7. A Services to Parents Program Case cannot be re-opened.


DATA REQUIREMENTS
The Services to Parents Case will contain all of the pages contained within the Family Services
Case. There are no other unique data requirements for the Services to Parents cases.




State of Louisiana — ACESS                                                         Page 286 of 448
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5.1.7.7          Adoptions
PROGRAM OVERVIEW AND DESCRIPTION
The Adoption program is the method provided by law to establish the legal and social
relationships of parents and child between persons who are not so related by birth with the
mutual rights and obligations that exist between children and their birth parents. The Adoption
program is one of the case plan goals of the foster care system within the office of Community
Services. The Adoption program has several focuses, including:
    •     Providing caring relationships in an adoptive family to children who are, or are expected
          to be, legally free for adoption and whose birth parents are unwilling or unable to
          appropriately care for them and;
    •     Providing a coordinated set of services for the child, the child’s birth parents, and
          adoptive applicants/parents.


There will not be a separate Adoption Program Case, however, ACESS will support the
Adoptions Program by:
    •     Aiding the Adoption worker in identifying all activities that have been done on the case
          to ensure completion of all required activities;
    •     Supporting the review of the application to ensure that the agency gives equal
          consideration to allow certified adoptive applicants who are equally qualified to meet the
          needs of the specific child;
    •     Supporting the continuance of services and activities established in the Foster Care
          program;
    •     Supporting the finalization of the adoption, including severing the links between the child
          and the child’s biological parents/family and closing the Foster Care case;
    •     Performing and documenting appropriate assessments;
    •     Documenting, tracking and reporting on the agencies efforts to recruit and assess
          potential adoption resources;
    •     Determining the appropriateness of an adoption subsidy and creating the adoption
          subsidy case if determined to be appropriate;
    •     Tracking and monitoring timeframes; and
    •     Tracking case activities for state and federal regulations.


FUNCTIONAL REQUIREMENTS
    1. The system will provide for a new Adoptive Person participant type and a new Private
       Adoptive Person participant type.

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    2. The system will provide for Adoptive Person search/registration and Private Adoptive
       Person search/registration capabilities. This functionality will be accessible through
       hyperlinks on a user home page, and will be restricted to those users with the
       appropriate security privileges.


    3. The system will provide for a new Adoptive Household type of Integrated Case. The
       Adoption Petitions Program Case and Adoption Subsidy Program Case types will be
       available within this type of Integrated Case. This type of Integrated Case will be created
       through a hyperlink on a user home page, and will be restricted to those users with the
       appropriate security privileges (please refer to the Organization/Security section for
       details).


    4. The system will provide for a new Private Adoptive Household type of Integrated Case.
       The Adoption Petitions Program Case and Private Adoption Subsidy Program Case
       types will be available within this type of Integrated Case. This type of Integrated Case
       will be created through a hyperlink on a user home page, and will be restricted to those
       users with the appropriate security privileges (please refer to the Organization/Security
       section for details).


    5. The system will provide new case search functionality to support the search and
       retrieval of the Adoptive Household Integrated Case, Private Adoptive Household
       Integrated Case, Adoption Petitions Program Case, Adoption Subsidy Program Case,
       and Private Adoption Subsidy Program Case. This case search will be secured to those
       users with the appropriate security privileges (please refer to the Organization/Security
       section for details).


DATA REQUIREMENTS
All of the data requirements for Adoptions will be collected under Foster Care, Adoption
Petitions and Adoption Subsidy.




State of Louisiana — ACESS                                                         Page 288 of 448
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5.1.7.8            Adoption Petitions
PROGRAM OVERVIEW AND DESCRIPTION
The Adoption Petition program offers services as they may be requested by the court to
persons who may have petitioned to adopt a child, to their attorneys, to children who have
become subject to an adoption petition, and to the child’s biological and legal parents. The
Adoption Petition program serves as the agent to prepare or review for the court the
confidential reports regarding adoption petitions filed on behalf of agency adoptions, private
adoptions, and interfamily adoptions in Louisiana. (Policy Ref. – Chapter 8-600: The Adoption
Petition Program). ACESS will support three types of Adoption petitions - Agency
(Private/Public), Inter-family and Private (Individuals).


ACCESS will support the Adoption Petitions Program by:
    •     Tracking and managing petitions from the court regarding citizens who wish to adopt a
          child(ren) within specified timeframes;
    •     Supporting efforts to locate biological parents;
    •     Generating and managing correspondence and legal documents;
    •     Supporting the worker in conducting the child abuse and neglect clearance (State
          Central Registry); and
    •     Generating required reports.


FUNCTIONAL REQUIREMENTS
    1. The system will allow for the manual creation of an Adoption Petitions Program Case.


    2. The system will allow the user to finalize adoption within the Adoption Petitions Program
       Case. When this occurs, the system will:


               •   The system will generate a task to the Adoptions Worker indicating that the
                   Foster Care Program Case should be closed


    3. The system will allow for the manual closure of an Adoption Petitions Program Case.
       The Closure Date can be entered by the user, but cannot be set to a date in the future.
       The date can be set to a date in the past, but cannot precede the start date of the case.


    4. An Adoption Petitions Program Case can only be closed by an Adoption Petitions
       Supervisor.



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    5. The Adoption Petitions Program Case will become read-only when closed, with the
       exception of the Case Activity Log.


    6. An Adoption Petitions Program Case cannot be re-opened.


    7. Once an Adoption Petitions Program Case is closed, it can only be accessed by a
       specified set of users.


    8. The following management functions will be provided on the Home page of the Adoption
       Petitions Program Case:
               •   Close Case
               •   Change Closure Details
               •   Submit for Closure


    9. The following status’ will be used within the Adoption Petitions Program Case:
               •   Open
               •   Closed


    10. When the user selects the Submit for Closure function on the home page, the system
        will generate a task to the Case Supervisor indicating that the case is ready for closure.


DATA REQUIREMENTS
The Adoption Petition Case will contain all of the pages contained within the Family Services
Case plus the following unique pages:
    1. Court Information – captures court related information for the petition. (134)
    2. Petition Child Information – captures all petition child information. This page has
       corresponding list, view, modify and create pages.
    3. Petitioners – captures petitioner information. This page has corresponding list, view,
       modify and create pages.
    4. Legal/Biological Parent – captures information on the legal/biological parent of the
       child. This page has corresponding list, view, modify and create pages.
    5. Adoption Fees – captures information on the adoption fees. This page has
       corresponding list, view, modify and create pages.
    6. Pre/Post Adoption – captures information on the child’s pre-adoptive identity. (138)


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The following tables reflect the unique data requirements for the Adoption Petition Case in
ACESS.


Court Information
    1. The system will capture, store and display court related information for the petition within
       the Adoption Petition Case. (136)
    •   The system will provide a view page to display and manage court information data.

Page: View Court Information

Page           Field Name       Field Type       Field              Default Value   Mandatory
Description                                      Description                        Y/N?

This page      Court Information
displays
court          Court of         System           The court of       N/A             N/A
related        Jurisdiction     Generated        jurisdiction for
information                     Text             the petition
for the
               Parish           System           The parish         N/A             N/A
petition
               Location of      Generated        within which
               Court            Text             the court of
                                                 jurisdiction is
                                                 located

               Court Docket     System           The court          N/A             N/A
               #                Generated        docket
                                Text             number for
                                                 the petition

               Navigation

               Edit             Button           Navigates the      N/A             N/A
                                                 user to the
                                                 Modify Court
                                                 Information
                                                 page

Design Considerations

No list page is required, as this information will be captured once per Adoption Petitions
Program Case.

Business Rules



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Page: View Court Information

Page           Field Name        Field Type      Field              Default Value   Mandatory
Description                                      Description                        Y/N?



Navigation Changes




    2. The system will provide the ability to modify court information within the Adoption
       Petition case.
    •   The system will provide a page to modify court information data.

Page: Modify Court Information

Page           Field Name        Field Type      Field              Default Value   Mandatory
Description                                      Description                        Y/N?

This page      Court Information
captures
court          Court of          Code Table      The court of       None            Yes
related        Jurisdiction                      jurisdiction for
information                                      the petition
for the
               Parish            Code Table      The parish         None            Yes
petition
               Location of                       within which
               Court                             the court of
                                                 jurisdiction is
                                                 located

               Court Docket      Text            The court          None            Yes
               #                                 docket
                                                 number for
                                                 the petition

               Navigation

               Save              Button          Saves the          N/A             N/A
                                                 data entered
                                                 and navigates
                                                 the user to
                                                 the View
                                                 Court
                                                 Information
                                                 page

State of Louisiana — ACESS                                                          Page 292 of 448
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Page: Modify Court Information

Page           Field Name        Field Type      Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               Cancel            Button          Navigates the    N/A              N/A
                                                 user to the
                                                 View Court
                                                 Information
                                                 page without
                                                 saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 293 of 448
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Petition Child Information
    1. The system will capture, store, and display petition child information.
    •   The system will provide a list page to display and manage child information data.

Page: Petition Child Information List Page

Page           Field Name       Field Type       Field             Default Value   Mandatory
Description                                      Description                       Y/N?

This page      Child Information
displays a
list of all    Adoptive         Hyperlink        Link to home      N/A             N/A
Petition       Child                             page of the
Child                                            child for
Information                                      whom the
records                                          petition is
                                                 being filed

               Subsidy          System           Indicates         N/A             N/A
                                Generated        whether or
                                Text             not an
                                                 adoption
                                                 subsidy
                                                 service will be
                                                 provided

               Disposition      System           The               N/A             N/A
                                Generated        disposition for
                                Text             the child

               Navigation

               View             Hyperlink (13)   Navigates the     N/A             N/A
                                                 user to the
                                                 View Petition
                                                 Child
                                                 Information
                                                 page

               Edit             Hyperlink (13)   Navigates the     N/A             N/A
                                                 user to the
                                                 Modify
                                                 Petition Child
                                                 Information
                                                 page




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Page: Petition Child Information List Page

Page            Field Name      Field Type       Field             Default Value   Mandatory
Description                                      Description                       Y/N?

                New             Button           Navigates the     N/A             N/A
                                                 user to the
                                                 Create
                                                 Petition Child
                                                 Information
                                                 page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new Petition Child Information data.

Page: Create Petition Child Information

Page            Field Name      Field Type       Field             Default Value   Mandatory
Description                                      Description                       Y/N?

This page       Child Information
captures
information     Adoptive        System           The name of       None             Yes
on the          Child           Generated        the child for
child(ren)                      List of case     whom the
listed in the                   members          petition is
petition                                         being filed

                Subsidy         Code Table       Indicates         None            Yes
                                (Yes, No)        whether or
                                                 not an
                                                 adoption
                                                 subsidy
                                                 service will be
                                                 requested



State of Louisiana — ACESS                                                         Page 295 of 448
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Page: Create Petition Child Information

Page           Field Name          Field Type    Field             Default Value   Mandatory
Description                                      Description                       Y/N?

               Disposition         Code Table    The               None             Yes
                                                 disposition for
                                                 the child

               Placing Agent       Code Table    Legal             None             Yes
               Legal                             adoption type
               Adoption                          of the placing
               Type                              agent

               Placing Agent       Code Table    Geographic        None             Yes
               Geographic                        location of the
               Location                          placing agent

               Date of             Date          Date the child    None             Yes
               Placement                         was placed

               ICPC                Code Table    Indicates         None             Yes
                                   (Yes, No)     whether or
                                                 not ICPC is
                                                 applicable

               Birth Information

               Birth Site          Code Table    The birth site    None             Yes
                                                 of the child

               Birth Location      Code Table    Birth location    None             Yes
                                   (Other)       of the child

               Location            Text          Additional        None            No
               Description                       information
                                                 regarding the
                                                 location of the
                                                 child’s birth

               Birth               Text          The child’s       None             Yes
               Certificate #                     birth
                                                 certificate
                                                 number

               Legal Status        Code Table    The legal         None             Yes
               of Child at                       status of the
               Birth                             child at birth


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Page: Create Petition Child Information

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               Finalization

               Adoption         Date             The date         None             No
               Finalization                      adoption was
               Date                              finalized

               How Child        Code Table       Indicates how    None              Yes
               Freed For                         the child was
               Adoption                          freed for
                                                 adoption

               Navigation

               Save             Button           Saves the        N/A              N/A
                                                 data entered
                                                 and navigates
                                                 the user to
                                                 the Petition
                                                 Child
                                                 Information
                                                 List Page

               Save & New       Button           Saves the        N/A              N/A
                                                 data entered,
                                                 clears the
                                                 data fields,
                                                 and remains
                                                 on the Create
                                                 Petition Child
                                                 Information
                                                 page

               Cancel           Button           Navigates the    N/A              N/A
                                                 user to the
                                                 Petition Child
                                                 Information
                                                 List Page
                                                 without
                                                 saving data

Design Considerations




State of Louisiana — ACESS                                                         Page 297 of 448
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Page: Create Petition Child Information

Page           Field Name        Field Type       Field             Default Value     Mandatory
Description                                       Description                         Y/N?

Business Rules

The “Location Description” field is mandatory if ‘Other’ is selected as the value for the “Birth
Location” field.

Navigation Changes




Petitioners
    1. The system will provide the ability to capture, store and display information on
       petitioners.
    •   The system will provide a list page to display and manage petitioner’s data.

Page: Petitioners List Page

Page           Field Name        Field Type       Field             Default Value     Mandatory
Description                                       Description                         Y/N?

This page
displays a
list of all    Child             Hyperlink        The child(ren)    N/A               N/A
Petitioner                                        involved in
records                                           the petition

               Petitioner        Hyperlink        The               N/A               N/A
                                                  petitioner(s)
                                                  involved in
                                                  the petition

               First Petition    System           The date the      N/A               N/A
               Received          Generated        first petition
               Date              Text             was received

               First Petition    System           The hearing       N/A               N/A
               Hearing Date      Generated        date of the
                                 Text             first petition

               Navigation



State of Louisiana — ACESS                                                           Page 298 of 448
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Page: Petitioners List Page

Page           Field Name        Field Type        Field             Default Value     Mandatory
Description                                        Description                         Y/N?

               View              Hyperlink (13)    Navigates the     N/A               N/A
                                                   user to the
                                                   View
                                                   Petitioner
                                                   page

               Edit              Hyperlink (13)    Navigates the     N/A               N/A
                                                   user to the
                                                   Modify
                                                   Petitioner
                                                   page

               New               Button            Navigates the     N/A               N/A
                                                   user to the
                                                   Create
                                                   Petitioner
                                                   page

Design Considerations



Business Rules

    1. The Child field will display the first child selected on the Create Petitioner screen.
    2. The Petitioner field will display the first petitioner selected on the Create Petitioner
       screen.

Navigation Changes




State of Louisiana — ACESS                                                            Page 299 of 448
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    •   The system will provide a page to capture new petitioner data.

Page: Create Petitioner

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

This page      Details
captures
information    Child            System           The child(ren)   None             Yes
on                              Generated        involved in
petitioners                     Multi-select     the petition
                                                 (from list of
                                                 case
                                                 participants)

               Petitioner       System           The              None             Yes
                                Generated        petitioner(s)
                                Multi-select     involved in
                                                 the petition
                                                 (from list of
                                                 case
                                                 participants)

               Petitioner       Search Tool      The              None             Yes
                                                 petitioner(s)
                                                 involved in
                                                 the petition

               Previous         Code Table       Indicates        None             Yes
               Marriage         (Yes, No)        whether or
                                                 not one of the
                                                 petitioners
                                                 was
                                                 previously
                                                 married

               Previous         Text             Additional       None             No
               Marriage                          information
               Information                       regarding
                                                 previous
                                                 marriage




State of Louisiana — ACESS                                                         Page 300 of 448
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Page: Create Petitioner

Page           Field Name        Field Type      Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               Own Children      Code Table      Indicates        None             Yes
                                 (Yes, No)       whether or
                                                 not one of the
                                                 petitioners
                                                 has child(ren)

               First Petition

               Petition          Date            The date the     None              Yes
               Received                          first petition
               Date                              was received

               Hearing Date      Date            The hearing      None              Yes
                                                 date of the
                                                 first petition

               Judgment          Date            The judgment     None             Yes
               Date                              date of the
                                                 first petition

               Disposition       Code Table      The              None             Yes
                                                 disposition of
                                                 the first
                                                 petition

               Second Petition

               Petition          Date            The date the     None              Yes
               Received                          second
               Date                              petition was
                                                 received

               Hearing Date      Date            The hearing      None              Yes
                                                 date of the
                                                 second
                                                 petition

               Judgment          Date            The judgment     None             Yes
               Date                              date of the
                                                 second
                                                 petition




State of Louisiana — ACESS                                                         Page 301 of 448
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Page: Create Petitioner

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               Disposition      Code Table       The              None             Yes
                                                 disposition of
                                                 the second
                                                 petition

               Navigation

               Save             Button           Saves the        N/A              N/A
                                                 data entered
                                                 and navigates
                                                 the user to
                                                 the
                                                 Petitioners
                                                 List Page

               Save & New       Button           Saves the        N/A              N/A
                                                 data entered,
                                                 clears the
                                                 data fields,
                                                 and remains
                                                 on the Create
                                                 Petitioner
                                                 page

               Cancel           Button           Navigates the    N/A              N/A
                                                 user to the
                                                 Petitioners
                                                 List Page
                                                 without
                                                 saving data

Design Considerations

    1. This screen assumes that for Private Adoption Petitions, petitioners will be entered as
       Private Adoptive Persons and be set up as case members, and that for OCS Adoption
       Petitions, petitioners will be entered as Adoptive Providers in the Resource Directory.

Business Rules

    1. A Petitioner must be entered by the user, either through the use of the Petitioner search
       field or multi-select field.




State of Louisiana — ACESS                                                         Page 302 of 448
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Page: Create Petitioner

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?
    2. The Petition search field will initiate a search of the Resource Directory. The Resource
       selected will be associated to the Adoption Petitions Program Case.

Navigation Changes



Business Process Considerations

For Private Adoption Petitions, petitioners will be entered as Private Adoptive Persons and be
set up as case members within the Adoption Petitions Program Case. For OCS Adoption
Petitions, petitioners will be entered as Adoptive Providers within the Resource Directory, and
selected via a search of the resource directory.


Legal/Biological Parent Information
    1. The system will capture, store and display legal/biological parent information.
    •   The system will provide a list page to display and manage legal/biological parent data.

Page: Legal/Biological Parent Information List Page

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

This page
displays a
list of all    Type             System           The type of      N/A              N/A
legal/                          Generated        parent
                                Text
biological
parents        Name             System           The name of      N/A              N/A
entered                         Generated        the parent
                                Text

               Child Freed      System           The date that    N/A              N/A
               for Adoption     Generated        the parent
               Date             Text             freed the
                                                 child for
                                                 adoption

               Navigation



State of Louisiana — ACESS                                                         Page 303 of 448
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Page: Legal/Biological Parent Information List Page

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               View             Hyperlink (13)   Navigates the    N/A              N/A
                                                 user to the
                                                 View
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 page

               Edit             Hyperlink (13)   Navigates the    N/A              N/A
                                                 user to the
                                                 Modify
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 page

               New              Button           Navigates the    N/A              N/A
                                                 user to the
                                                 Create
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new legal/biological parent data.

Page: Create Legal/Biological Parent Information

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?


State of Louisiana — ACESS                                                         Page 304 of 448
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Page: Create Legal/Biological Parent Information

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

This page      Details
captures
information    Type             Code Table       The type of      None             Yes
on the                          (Mother,         parent
legal/                          Father)
biological     First Name       Text             The first        None             Yes
parents                                          name of the
                                                 parent

               Last Name        Text             The last         None             Yes
                                                 name of the
                                                 parent

               Date of Birth    Date             The date of      None             Yes
                                                 birth of the
                                                 parent

               Street 1         Text             The address      None             No
                                                 of the parent

               Street 2         Text             The address      None             No
               (Optional)                        of the parent

               City             Text             The address      None             No
                                                 of the parent

               State            Code Table       The address      None             No
                                                 of the parent

               Zip code         Common           The address      None             No
                                Address          of the parent
                                Format

               SSN              Text             The social       None             No
                                                 security
                                                 number of the
                                                 parent

               Child Freed      Date             The date that    None             Yes
               for Adoption                      the parent
               Date                              freed the
                                                 child for
                                                 adoption

State of Louisiana — ACESS                                                         Page 305 of 448
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Page: Create Legal/Biological Parent Information

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               Child Freed      Code Table       The manner       None             Yes
               for Adoption     (Death,          in which the
               Type             Surrender,       parent freed
                                TPR)             the child for
                                                 adoption

               Comments         Text             Additional       None             No
                                                 information
                                                 regarding the
                                                 parent

               Navigation

               Save             Button           Saves the        N/A              N/A
                                                 data entered
                                                 and navigates
                                                 the user to
                                                 the
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 List Page

               Save & New       Button           Saves the        N/A              N/A
                                                 data entered,
                                                 clears the
                                                 data fields,
                                                 and remains
                                                 on the Create
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 page

               Cancel           Button           Navigates the    N/A              N/A
                                                 user to the
                                                 Legal/Biologic
                                                 al Parent
                                                 Information
                                                 List Page
                                                 without
                                                 saving data


State of Louisiana — ACESS                                                         Page 306 of 448
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Page: Create Legal/Biological Parent Information

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

Design Considerations

This page assumes that legal/biological parents will not be entered as case members within the
Adoption Petition Program Case.

Business Rules



Navigation Changes



Business Process Consideration

This page will not be completed for OCS Adoption Petitions, as information on the biological
parents will exist in the child’s Foster Care Program Case.


Adoption Fees
    1. The system will capture, store and display information on adoption fee records.
    •   The system will provide a list page to display and manage adoption fees data.

Page: Adoption Fees List Page

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

This page      Details
displays a
list of all    Adoption         System           The type of      N/A              N/A
Adoption       Disclosure       Generated        adoption
Fees           Fee Type         Text             disclosure fee
records
               Actual/Estima    System           The amount       N/A              N/A
               ted Expenses     Generated        of the fee
               Due              Text

               Navigation




State of Louisiana — ACESS                                                         Page 307 of 448
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Page: Adoption Fees List Page

Page           Field Name       Field Type       Field            Default Value    Mandatory
Description                                      Description                       Y/N?

               View             Hyperlink (13)   Navigates the    N/A              N/A
                                                 user to the
                                                 View
                                                 Adoption
                                                 Fees page

               Edit             Hyperlink (13)   Navigates the    N/A              N/A
                                                 user to the
                                                 Modify
                                                 Adoption
                                                 Fees page

               New              Button           Navigates the    N/A              N/A
                                                 user to the
                                                 Create
                                                 Adoption
                                                 Fees page

Design Considerations



Business Rules



Navigation Changes




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    •   The system will provide a page to capture new adoption fees data.

Page: Create Adoption Fees

Page           Field Name      Field Type     Field Description      Default       Mandatory
Description                                                          Value         Y/N?

This page      Details
captures
information    Adoption        Code Table     The type of            None          Yes
on             Disclosure      (Legal         adoption disclosure
adoption       Fee Type        Expenses,      fee
fees                           Agency
                               Mental
                               Health
                               Counseling
                               Expenses,
                               Medical
                               Expenses
                               for
                               Biological
                               Mother,
                               Medical/Fo
                               ster Care
                               Expenses
                               for Child,
                               Living
                               Expenses
                               of the
                               Biological
                               Mother)

               Other Fee       Text           Information            None          No (11)
               Type                           regarding other
                                              types of adoption
                                              disclosure fees

               Actual/Estima   Number         The amount of the      None          Yes
               ted Expenses                   fee
               Due

               To Whom         Text           Indicates to whom      None          Yes
               Due or Paid                    the fee is due or
                                              was paid




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Page: Create Adoption Fees

Page           Field Name       Field Type     Field Description      Default       Mandatory
Description                                                           Value         Y/N?

               Disclosure       Code Table     Indicates whether      None          Yes
               Affidavit        (yes/no)       a Disclosure
               Received?                       Affidavit was
               (135)                           received with the
                                               Adoption Petition
                                               Application

               Navigation

               Save             Button         Saves the data         N/A           N/A
                                               entered and
                                               navigates the user
                                               to the Adoption
                                               Fees List Page

               Save & New       Button         Saves the data         N/A           N/A
                                               entered, clears the
                                               data fields, and
                                               remains on the
                                               Create Adoption
                                               Fees page

               Cancel           Button         Navigates the user     N/A           N/A
                                               to the Adoption
                                               Fees List Page
                                               without saving data

Design Considerations



Business Rules

If ‘Other’ is selected as a type of adoption disclosure fee type, then “Other Fee Type” is
mandatory.

Navigation Changes




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Pre/Post Adoption
    1. The system will capture, store, list and display information on children’s pre-adoptive
       identity.
    •   The system will provide a view page to display and manage pre/post adoption data.
        (138, 3001)

Page: View Pre/Post Adoption

Page               Field Name      Field Type      Field             Default        Mandatory
Description                                        Description       Value          Y/N?

This page          Pre Adoption Identity
displays
information on     Pre-Adoption    Hyperlink       Link to the       N/A            N/A
the child’s pre-   Legal Name                      home page
adoptive                                           of the child
identity                                           prior to
                                                   adoption

                   ACESS ID        System          ACESS ID of       N/A            N/A
                                   Generated       the child
                                                   prior to
                                                   adoption

                   Post Adoption Identity

                   Adopted         Hyperlink       Link to the       N/A            N/A
                   Name                            homepage of
                                                   the child
                                                   following
                                                   finalization of
                                                   the adoption

                   ACESS ID        System          ACESS ID of       N/A            N/A
                                   Generated       the child
                                                   following
                                                   finalization of
                                                   the adoption

                   Navigation

                   Edit            Button          Navigates         N/A            N/A
                                                   the user to
                                                   the Modify
                                                   Pre/Post
                                                   Adoption
                                                   page


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Page: View Pre/Post Adoption

Page               Field Name       Field Type       Field            Default          Mandatory
Description                                          Description      Value            Y/N?

Design Considerations



Business Rules

Only users with a security role of ‘State Office Restricted’ will be able to view this information.

Navigation Changes




    •   The system will provide a page to modify pre/post adoption data.

Page: Modify Pre/Post Adoption

Page               Field Name       Field Type       Field            Default          Mandatory
Description                                          Description      Value            Y/N?

This page          Pre Adoption Identity
captures
information on     Pre-Adoption     Search        Name of the child         None       Yes
the child’s pre-   Legal Name       Tool          prior to adoption
adoptive
                   ACESS ID         System        ACESS ID of the           N/A        No
identity
                                    Generated     child prior to
                                    Text          adoption

                   Post Adoption Identity

                   Adopted          Hyperlink     Link to the home          N/A        No
                   Name                           page of the child
                                                  following finalization
                                                  of the adoption

                   ACESS ID         System        ACESS ID of the child     N/A        No
                                    Generated     following finalization
                                                  of the adoption

                   Navigation




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Page: Modify Pre/Post Adoption

Page              Field Name      Field Type       Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Save            Button        Saves the data            N/A       N/A
                                                entered and
                                                navigates the user to
                                                the Pre/Post Adoption
                                                page

                  Cancel          Button        Navigates the user to     N/A       N/A
                                                the Pre/Post Adoption
                                                page without saving
                                                data

Design Considerations

Once the information on this page is saved, only a specified set of users will be able to view the
information.

Business Rules

    1. The Birth Name search field will initiate a Person search.


    2. The Pre Adoption Identity ACESS ID field will display the ACESS ID of the person
       record retrieved during the search.


    3. The Adopted Name field will display the name of the primary case member.


    4. The Post Adoption Identity ACESS ID field will display the ACESS ID of the primary case
       member.

Navigation Changes




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5.1.7.9           Adoption Subsidy


PROGRAM OVERVIEW AND DESCRIPTION
The Adoption Subsidy Program is the means by which the agency is able to continue financial
involvement and other support in relation to the child’s needs beyond the point of the legal
finalization of an adoption. (Policy Ref. – Chapter 08-710: Adoption Subsidy Program – State
and IV-E)


FUNCTIONAL REQUIREMENTS:
    1. The system will allow for the manual creation of an Adoption Subsidy Program Case.


    2. The system will allow for the manual closure of an Adoption Subsidy Program Case.
       The Closure Date can be entered by the user, but cannot be set to a date in the future.
       The date can be set to a date in the past, but cannot precede the start date of the case.


    3. An Adoption Subsidy Program Case can only be closed by an Adoption Subsidy
       Supervisor.


    4. The Adoption Subsidy Program Case will become read-only when closed, with the
       exception of the Case Activity Log.


    5. An Adoption Subsidy Program Case can be re-opened. This may only be done by an
       Adoption Subsidy Supervisor.


    6. The following management functions will be provided on the Home page of the Adoption
       Subsidy Program Case:
          •    Submit for Approval
          •    Approve
          •    Check Eligibility
          •    Re-Determine Eligibility
          •    Reassess
          •    Reactivate
          •    Close Case
          •    Change Closure Details

State of Louisiana — ACESS                                                         Page 314 of 448
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               a. Submit for Closure


    7. When the user selects the “Check Eligibility” function, the system will check eligibility on
       the day the rule set is run. This function can be accessed multiple times throughout the
       lifetime of a case by caseworkers to allow them to check results prior to formally
       determining initial eligibility or re-determining eligibility.


    8. The system will automatically reassess eligibility when evidence changes.


    9. When the Adoption Subsidy Program Case is approved, the system will automatically
       set the status to ‘Active’ and run the assessment engine to assess initial eligibility for
       adoption subsidy.


    10. When the user selects the “Re-Determine Eligibility” function, the following will occur:
               a. The system will navigate the user to the Create Certification page to prompt the
                  user to enter a certification period.
               b. The system will validate that the start date of the new certification period is one
                  day after the end date of the most current certification period record and that the
                  end date of the new certification period is no more than 60 months after the start
                  date of the new certification period.
               c. The system will store the certification record.
               d. The system will run the assessment engine to re-determine eligibility for adoption
                  subsidy for the certification period entered by the user. If the user did not enter a
                  valid certification period, assessment will not occur.


    11. The following status’ will be used within the Adoption Subsidy Program Case:
               a. Open
               b. Submitted
               c. Approved
               d. Active
               e. Closed


    12. When the user selects the Submit for Closure function on the home page, the system
        will generate a task to the Case Supervisor indicating that the case is ready for closure.




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    13. The system will automatically close Adoption Subsidy Program Cases and end date all
        service records when the child reaches the age of 18.


DATA REQUIREMENTS
Each Adoption Subsidy Program case will contain all of the pages that exist within the Family
Services Case plus the following unique pages:
    1. Adoption Subsidy Request – captures information on the adoption subsidy request.
       This page has corresponding list, view, modify and create pages.
    2. Adoption Subsidy Type – captures information on the type of adoption subsidy
       requested. This page has corresponding list, view, modify and create pages.


The following tables reflect the unique data requirements for the Adoption Subsidy Case.
These pages should also be available within the Foster Care Program Case.


Adoption Subsidy Request
    1. The system will capture, store, list and display adoption subsidy request information.
    •   The system will provide a list page to display and manage adoption subsidy request
        data.

Page: Adoption Subsidy Request List Page

Page           Field Name        Field Type   Field Description   Default Value     Mandatory
Description                                                                         Y/N?

This page      Date              System       Specifies the       N/A               N/A
displays a     Application       Generated    effective date of
list of all    Signed            Text         the request
Adoption
Subsidy        Date of           System       Specifies the       N/A               N/A
Request        Adoption          Generated    date the Subsidy
records        Petition Filing   Text         begins

               Subsidy           System       Specifies the       N/A               N/A
               Status            Generated    Status of the
                                 Text         Subsidy
                                              Request

               Decision          System       Indicates           N/A               N/A
               Appealed          Generated    whether the
                                 Text         action on the
                                              subsidy request
                                              was appealed


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Page: Adoption Subsidy Request List Page

Page           Field Name       Field Type    Field Description   Default Value     Mandatory
Description                                                                         Y/N?

               Appeal           System        Specifies the       N/A               N/A
               Outcome          Generated     outcome of the
               (141)            Text          appeal

               Navigation

               View             Hyperlink     Navigates the       N/A               N/A
                                (13)          user to the View
                                              Adoption
                                              Subsidy
                                              Request page

               Edit             Hyperlink     Navigates the       N/A               N/A
                                (13)          user to the
                                              Modify Adoption
                                              Subsidy
                                              Request page

               New              Button        Navigates the       N/A               N/A
                                              user to the
                                              Create Adoption
                                              Subsidy
                                              Request page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new adoption subsidy request data.

Page: Create Adoption Subsidy Request Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?


State of Louisiana — ACESS                                                         Page 317 of 448
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Page: Create Adoption Subsidy Request Evidence Details

Page           Field Name        Field Type      Field             Default Value    Mandatory
Description                                      Description                        Y/N?

This page      Subsidy Request Details
captures
information    Initial           Date            Date of the       Current Date     Yes
regarding      Request Date                      initial subsidy
applications                                     request
for adoption
               Date              Date            Specifies the     None             Yes
subsidy
               Application                       effective date
               Signed &                          of the request
               Submitted
               (SA 1)
               Note: This date
               should be the
               Receipt Date.

               Date of the       Date            Specifies the     None             No
               Adoption                          date on which
               Petition                          the Adoption
               Filing:                           Petition was
               Note: This date
                                                 filed.
               should be the
               Start Date.

               Date of the       Date            Specifies the     None             No
               Adoption                          date on which
               Finalization:                     the Adoption
                                                 was finalized

               Application       Checkbox        Indicates         No (3003)        N/A
               Date                              whether or
               Exception                         not an
               Required                          exception to
                                                 the
                                                 application
                                                 date is
                                                 required




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Page: Create Adoption Subsidy Request Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

               Can this         Checkbox         Indicates        No (3003)         N/A (3003)
               Adoption                          whether or
               Take Place                        not this
               without a                         Adoption can
               Subsidy?                          take place
                                                 without the
                                                 requested
                                                 subsidy.

               Special Needs Detail

               Special          Multi-Select     Indicates the    None              Yes
               Needs                             qualifying
               Qualifications                    reasons for
                                                 the adoption
                                                 subsidy.
                                                 Race Gender
                                                 and Age;
                                                 Ethnicity;
                                                 Chronic &
                                                 Sever
                                                 Physical
                                                 Condition;
                                                 Mental or
                                                 Emotional
                                                 condition;
                                                 Member of
                                                 Sibling
                                                 Group; Risk
                                                 factors in
                                                 child’s Birth
                                                 Family; No
                                                 Special
                                                 Need.)

               Is an            Checkbox         Indicates        No (3003)         N/A (3003)
               Exception                         whether an
               Required                          Exception to
                                                 the Special
                                                 Needs criteria
                                                 is Required


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Page: Create Adoption Subsidy Request Evidence Details

Page           Field Name        Field Type      Field             Default Value    Mandatory
Description                                      Description                        Y/N?

               IV-E Eligibility Details

               Child Title IV-   Code Table      Indicates the     None             Yes
               E Eligibility     (Eligible,      basis under
               Status            Non-Eligible)   which a
                                                 Child’s IV-E
                                                 eligibility was
                                                 determined.
                                                 (Child is
                                                 eligible for
                                                 AFDC
                                                 (TANF); Child
                                                 was Eligible
                                                 for IV-E
                                                 Foster Care;
                                                 Child was
                                                 eligible for
                                                 SSI at
                                                 Petition
                                                 Filing; Child
                                                 is Non IV-E)

               Non IV-E Details:

               Adoptive          Number (Up      Indicates the     None             Only if IV-E
               Family            to Two          size of the                        Eligibility
               Household         Characters)     Household of                       Status is
               Size (Include                     the Adoptive                       “Child is Non
               Adoptive                          Family                             IV-E”.
               Child):

               Adoptive          Number          Indicates the     None             Only if IV-E
               Family Gross                      Annual Gross                       Eligibility
               Annual                            Income of the                      Status is
               Income:                           Adoptive                           “Child is Non
                                                 Family                             IV-E”)

               Income            Checkbox        Indicates if an   No (3003)        N/A (3003)
               Exception                         Exception to
               Required                          the Income
                                                 Rules is
                                                 Required.

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Page: Create Adoption Subsidy Request Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

               Appeal Details

               Decision         Date             Date the         None              No
               Appealed                          Eligibility
                                                 Decision was
                                                 Appealed.

               Appeal           Code Table       Specifies the    N/A               N/A
               Outcome                           outcome of
               (141)                             the appeal

               Navigation

               Save             Button           Saves the        N/A               N/A
                                                 data entered
                                                 and
                                                 navigates the
                                                 user to the
                                                 Adoption
                                                 Subsidy
                                                 Request List
                                                 Page

               Cancel           Button           Navigates the    N/A               N/A
                                                 user to the
                                                 Adoption
                                                 Subsidy
                                                 Request List
                                                 Page without
                                                 saving data

Design Considerations



Business Rules



Navigation Changes




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Adoption Subsidy Type
    1. The system will capture, store, list and display information on the type of adoption
       subsidy request.
    •   The system will provide a list page to display and manage adoption subsidy type data.

Page: Adoption Subsidy Type List Page

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

This page      Date Subsidy     System           Specifies the    N/A               N/A
displays a     Requested        Generated        date of the
list of all                     Text             request
Adoption
Subsidy        Type of          System           Specifies the    N/A               N/A
Request        Subsidy          Generated        type of the
records                         Text             Subsidy
                                                 Requested

               Amount           System           Specifies the    N/A               N/A
               Requested        Generated        Amount of
                                Text             the Request
                                                 for this
                                                 Subsidy Type

               Navigation

               View             Hyperlink        Navigates the    N/A               N/A
                                (13)             user to the
                                                 View
                                                 Adoption
                                                 Subsidy Type
                                                 page

               Edit             Hyperlink        Navigates the    N/A               N/A
                                (13)             user to the
                                                 Modify
                                                 Adoption
                                                 Subsidy Type
                                                 page



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Page: Adoption Subsidy Type List Page

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

               New              Button           Navigates the    N/A               N/A
                                                 user to the
                                                 Create
                                                 Adoption
                                                 Subsidy Type
                                                 page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to capture new adoption subsidy type data.

Page: Create Adoption Subsidy Type Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

This page      Adoption Assistance Request Details
captures
information    Type of          Code Table       Indicates the    None              Yes
regarding      Subsidy                           Type of
the                                              Adoption
amounts of                                       Subsidy
Adoption                                         Requested
Subsidy
               Amount           Number           Specifies the    None              Yes
requested
               Requested                         amount of
by the
                                                 Subsidy
Adoptive
                                                 Requested




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Page: Create Adoption Subsidy Type Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?
Family.
               Date             Date             Specifies the    None              Yes
               Requested                         date on which
                                                 the request
                                                 for this
                                                 subsidy type
                                                 was made.

               Comments         System           Documents        N/A               N/A
                                Generated        comments
                                Text             about the
                                                 subsidy
                                                 request

               Navigation

               Save             Button           Saves the        N/A               N/A
                                                 data entered
                                                 and
                                                 navigates the
                                                 user to the
                                                 Adoption
                                                 Subsidy
                                                 Request
                                                 Type List
                                                 Page

               Save & New       Button           Saves the        N/A               N/A
                                                 data entered
                                                 and returns
                                                 the user to a
                                                 new Create
                                                 Adoption
                                                 Subsidy Type
                                                 Evidence
                                                 Page

               Cancel           Button           Returns the      N/A               N/A
                                                 user to the
                                                 Adoption
                                                 Subsidy Type
                                                 List Page



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Page: Create Adoption Subsidy Type Evidence Details

Page           Field Name       Field Type       Field            Default Value     Mandatory
Description                                      Description                        Y/N?

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 325 of 448
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5.1.7.10       Interstate Compact on the Placement of Children (ICPC)


PROGRAM OVERVIEW AND DESCRIPTION
The Interstate Compact program is designed to protect the child who crosses state lines by
evaluating the placement prior to the child’s arrival. Interstate Compact is a legally enforceable
agreement between two or more states entered into for the purpose of dealing with a problem
that transcends state lines. (Policy Ref. – Chapter 11-100: The Compact and its Statutory
Basis).


In ACESS, ICPC data will be managed through Foster Care and Family Services program
delivery cases. The completion of home studies related to ICPC will be managed through
Family Services and Foster Care cases as well as Home Development. (142)


ACESS will support the ICPC program by:
    •   Storing and maintaining the demographic and relationship information on the family and
        children;
    •   Aiding the ICPC worker in the identification, monitoring and review of all required
        activities that have been completed on the case;
    •   Providing a mechanism to perform state, federal and ad-hoc reports;
    •   Supporting the continuance of services and activities established in the ICPC program;
    •   Tracking and monitoring timeframes; and
    •   Tracking case activities for state and federal regulations.




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DATA REQUIREMENTS
ICPC Information will be collected and stored within the Family Services and Foster Care
Cases. The following pages will be available from these program cases:
    1. Incoming Interstate Compact for the Placement of Children Request – enables the
       user to record, view and maintain information associated with an incoming request for
       ICPC services. This page has corresponding list, view, modify and create pages.
    2. ICPC Placement Information – enables the user capture information on the placement
       related to an ICPC service. (144)
    3. ICPC Services Requested – allows the user to record, view and maintain service
       information related to an ICPC request.
    4. ICPC Approvals – allows the user to record, view and maintain approval information
       pertaining to a request for ICPC services. This page has corresponding list, view,
       modify and create pages. (146)
    5. Report on Placement Status – provides the user with the ability to record, view and
       maintain information on children placed under outgoing ICPC provisions.


The following tables reflect the unique data requirements for ICPC that will be available within
the Family Services and Foster Care cases:


Incoming Interstate Compact for the Placement of Children (ICPC) Request
    1. The system will provide the ability to record, view and maintain information on incoming
       request for ICPC services within Family Services and Foster Care cases.
    •   The system will provide a list page to display and manage Interstate Compact for the
        Placement of Children (ICPC) data.

Page: Incoming Interstate Compact for the Placement of Children (ICPC) Request List Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page lists    Child Information
requests from
Local Agency       Child           System           The name of     N/A             N/A
Offices for                        Generated        the child for
ICPC services                      Text             whom ICPC
                                                    services are
                                                    being
                                                    requested




State of Louisiana — ACESS                                                         Page 327 of 448
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Page: Incoming Interstate Compact for the Placement of Children (ICPC) Request List Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Request         System           Date of the     N/A             N/A
                   Date            Generated        request for
                                   Text             ICPC
                                                    services

                   ICWA            System           Indicates       N/A             N/A
                   Eligible?       Generated        whether the
                                   Text             child is
                                                    ICWA
                                                    eligible

                   Title IV-E      System           Indicates       N/A             N/A
                   Determinatio    Generated        whether the
                   n               Text             child is IV-E
                                                    Eligible

                   Navigation

                   View            Hyperlink        Navigates       N/A             N/A
                                   (13)             the user to
                                                    the View
                                                    Incoming
                                                    ICPC
                                                    Request
                                                    page

                   Edit            Hyperlink        Navigates       N/A             N/A
                                   (13)             the user to
                                                    the Modify
                                                    Incoming
                                                    ICPC
                                                    Request
                                                    page

                   New             Button           Navigates       N/A             N/A
                                                    the user to
                                                    the Create
                                                    Incoming
                                                    ICPC
                                                    Request
                                                    page

Design Considerations

State of Louisiana — ACESS                                                         Page 328 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Incoming Interstate Compact for the Placement of Children (ICPC) Request List Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?



Business Rules



Navigation Changes




    •   The system will provide a page to capture new Interstate Compact for the Placement of
        Children (ICPC) data.

Page: Create Incoming Interstate Compact for the Placement of Children (ICPC) Request

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

This page         Child Information
captures
information on    Child            System          The name of      None            Yes
the request                        Generated       the child for
from Local                         Code Table      whom ICPC
Agency Offices                                     services are
for ICPC                                           being
services                                           requested
                                                   (from list of
                                                   program
                                                   case
                                                   participants)

                  Request          Date            Date of the      Current Date    Yes
                  Date                             request for
                                                   ICPC
                                                   services

                  ICWA             Code Table      Indicates        None            Yes
                  Eligible?                        whether the
                                   (Yes/No)
                                                   child is
                                                   ICWA
                                                   eligible



State of Louisiana — ACESS                                                         Page 329 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: Create Incoming Interstate Compact for the Placement of Children (ICPC) Request

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Title IV-E       Code Table      Indicates        None            Yes
                  Determinatio     (143)           whether the
                  n                                child is IV-E
                                                   Eligible

                  Navigation

                  Save             Button          Saves the        N/A             N/A
                                                   data entered
                                                   and
                                                   navigates
                                                   the user to
                                                   the View
                                                   Incoming
                                                   ICPC
                                                   Request
                                                   page

                  Cancel           Button          Navigates        N/A             N/A
                                                   the user to
                                                   the Incoming
                                                   ICPC
                                                   Request List
                                                   page without
                                                   saving data

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 330 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
ICPC Placement Information
    1. The system will provide the ability to record, view and maintain information on
       placements for ICPC services.
    •   The system will provide a view page to display and manage ICPC Placement data.

Page: View ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page          Placing Agency Information
displays
placement          Name of         System           Name of         N/A             N/A
information        Agency/Pers     Generated        agency or
pertaining to a    on              Text             person
request from       Responsible                      responsible
Local Agency       for Planning                     for planning
Offices for        for Child                        for the child
ICPC services
                   Phone           System           Phone           N/A             N/A
                   Number          Generated        number of
                                   Text             the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   In Care Of      System           In Care Of      N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child




State of Louisiana — ACESS                                                         Page 331 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Street 1        System           Street 1        N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Street 2        System           Street 2        N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   City            System           City            N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   State           System           State           N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child




State of Louisiana — ACESS                                                         Page 332 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Zip Code        System           Zip Code        N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Parish          System           Parish          N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Name of         System           Name of         N/A             N/A
                   Agency/Pers     Generated        agency or
                   on              Text             person
                   Financially                      financially
                   Responsible                      responsible
                   for the Child                    for the child

                   Phone           System           Phone           N/A             N/A
                   Number          Generated        number of
                                   Text             the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child




State of Louisiana — ACESS                                                         Page 333 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   In Care Of      System           In Care Of      N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Street 1        System           Street 1        N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Street 2        System           Street 2        N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   City            System           City            N/A             N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child




State of Louisiana — ACESS                                                         Page 334 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Placement Information

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   State           System           State            N/A            N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Zip Code        System           Zip Code         N/A            N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Parish          System           Parish           N/A            N/A
                                   Generated        component
                                   Text             of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Placement Information

                   Provider        Hyperlink        Link to the      N/A            N/A
                   Child Is To                      home page
                   Be Placed                        of the
                   With                             person(s) or
                                                    facility the
                                                    child is to be
                                                    placed with




State of Louisiana — ACESS                                                         Page 335 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Placement Information

Page               Field Name       Field Type       Field            Default         Mandatory
Description                                          Description      Value           Y/N?

                   Type of Care     System           The type of      N/A             N/A
                   Requested        Generated        care
                                    Text             requested
                                                     for the
                                                     child’s
                                                     placement

                   Other Type       System           Additional       N/A             N/A
                   of Care          Generated        information
                                    Text             regarding
                                                     the type of
                                                     care
                                                     requested

                   Current          System           The child’s      N/A             N/A
                   Legal Status     Generated        legal status
                   of Child         Text             at the time of
                                                     the request
                                                     for ICPC
                                                     services

                   Other State -    System           Additional       N/A             N/A
                   Please           Generated        information
                   Explain          Text             regarding
                                                     placements
                                                     from other
                                                     states

                   Navigation

                   Edit             Button           Navigates        N/A             N/A
                                                     the user to
                                                     the Modify
                                                     ICPC
                                                     Placement
                                                     Information
                                                     page

Design Considerations

This page assumes that the person(s) or facilities with which the child will be placed will exist in
the Resource Directory.


State of Louisiana — ACESS                                                           Page 336 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
Page: View ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?
No list page is required, as this information will be captured once per Incoming ICPC Request
record.

Business Rules

[Requirement Removed]. (145)

Navigation Changes




    •   The system will provide a page to modify ICPC Placement data .

Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page          Placing Agency Information
allows the user
to modify          Name of         Text             Name of         None            Yes
placement          Agency/Pers                      agency or
information        on                               person
pertaining to a    Responsible                      responsible
request from       for Planning                     for planning
Local Agency       for Child                        for the child
Offices for
                   Phone           Text             Phone           None            No
ICPC services
                   Number                           number of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child




State of Louisiana — ACESS                                                         Page 337 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   In Care Of      Text             In Care Of      None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Street 1        Text             Street 1        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Street 2        Text             Street 2        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   City            Text             City            None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child




State of Louisiana — ACESS                                                         Page 338 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   State           Code Table       State           None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Zip Code        Text             Zip Code        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Parish          Code Table       Parish          None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    responsible
                                                    for planning
                                                    for the child

                   Name of         Text             Name of         None            Yes
                   Agency/Pers                      agency or
                   on                               person
                   Financially                      financially
                   Responsible                      responsible
                   for the Child                    for the child




State of Louisiana — ACESS                                                         Page 339 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Phone           Text             Phone           None            No
                   Number                           number of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   In Care Of      Text             In Care Of      None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Street 1        Text             Street 1        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Street 2        Text             Street 2        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child




State of Louisiana — ACESS                                                         Page 340 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   City            Text             City            None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   State           Code Table       State           None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Zip Code        Text             Zip Code        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Parish          Code Table       Parish          None            No
                                                    component
                                                    of the
                                                    address of
                                                    the agency
                                                    or person
                                                    financially
                                                    responsible
                                                    for the child

                   Placement Information



State of Louisiana — ACESS                                                         Page 341 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Provider        Search Tool      The name of      None           Yes
                   Child Is To                      the
                   Be Placed                        person(s) or
                   With                             facility the
                                                    child is to be
                                                    placed with

                   Type of Care    Code Table       The type of      None           Yes
                   Requested                        care
                                   (includes
                                                    requested
                                   Other)
                                                    for the
                                                    child’s
                                                    placement

                   Other Type      Text             Additional       None           No
                   of Care                          information
                                                    regarding
                                                    the type of
                                                    care
                                                    requested

                   Current         Code Table       The child’s      None           Yes
                   Legal Status                     legal status
                   of Child                         at the time of
                                                    the request
                                                    for ICPC
                                                    services

                   Other State -   Text             Additional       None           No
                   Please                           information
                   Explain                          regarding
                                                    placements
                                                    from other
                                                    states

                   Navigation




State of Louisiana — ACESS                                                         Page 342 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Placement Information

Page               Field Name       Field Type       Field            Default         Mandatory
Description                                          Description      Value           Y/N?

                   Save             Button           Saves the        N/A             N/A
                                                     data entered
                                                     and
                                                     navigates
                                                     the user to
                                                     the View
                                                     ICPC
                                                     Placement
                                                     Information
                                                     page

                   Cancel           Button           Navigates        N/A             N/A
                                                     the user to
                                                     the View
                                                     ICPC
                                                     Placement
                                                     Information
                                                     page without
                                                     saving data

Design Considerations

This page assumes that the person(s) or facilities with which the child will be placed will exist in
the Resource Directory.

Business Rules

If the “Type of Care Requested” field is set to ‘Other’, then the “Other Type of Care” field is
mandatory.

Navigation Changes




State of Louisiana — ACESS                                                           Page 343 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
ICPC Services Requested
    1. The system will provide the ability to record, view and maintain information on services
       requested through ICPC.
    •   The system will provide a view page to display and manage ICPC Services Requested
        data.

Page: View ICPC Services Requested

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

This page          Adoption Information
displays service
related            Adoption IV-    System           Indicates        N/A            N/A
information        E Subsidy       Generated        whether or
pertaining to a                    Text             not adoption
request from                                        subsidy is
Local Agency                                        applicable
Offices for                                         for a IV-E
ICPC services                                       eligible child

                   Adoption        System           Indicates        N/A            N/A
                   Non IV-E        Generated        whether or
                   Subsidy         Text             not adoption
                                                    subsidy is
                                                    applicable
                                                    for a non IV-
                                                    E eligible
                                                    child

                   Services Requested

                   Priority        System           Indicates        N/A            N/A
                   Referral?       Generated        whether or
                                   Text             not the ICPC
                                                    request
                                                    represents a
                                                    priority
                                                    referral

                   Comments        System           Additional       N/A            N/A
                                   Generated        information
                                   Text             about the
                                                    referral



State of Louisiana — ACESS                                                         Page 344 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Services Requested

Page               Field Name       Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Initial Report   System          Indicates        N/A            N/A
                   Requested?       Generated       whether or
                                    Text            not an initial
                                                    report is
                                                    requested

                   Supervisory      System          Indicates        N/A            N/A
                   Services         Generated       whether or
                   Requested        Text            not
                                                    supervisory
                                                    services are
                                                    requested

                   Supervisory      System          Indicates        N/A            N/A
                   Reports          Generated       whether or
                   Requested        Text            not
                                                    supervisory
                                                    reports are
                                                    requested

                   Other            System          Additional       N/A            N/A
                   Supervisory      Generated       information
                   Reports          Text            regarding
                   Requested                        supervisory
                                                    reports
                                                    requested

                   Name and         System          Name and         N/A            N/A
                   Address of       Generated       address of
                   Supervising      Text            supervising
                   Agency in                        agency in
                   Receiving                        receiving
                   State                            state

                   Information      System          Information      N/A            N/A
                   Attached to      Generated       attached to
                   Service          Text            service
                   Request                          request

                   Navigation




State of Louisiana — ACESS                                                         Page 345 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Services Requested

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Edit            Button           Navigates        N/A            N/A
                                                    the user to
                                                    the Modify
                                                    ICPC
                                                    Services
                                                    Requested
                                                    page

Design Considerations

No list page is required, as this information will be captured once per Incoming ICPC Request
record.

Business Rules



Navigation Changes




    •   The system will provide a page to modify ICPC Services Requested data.

Page: Modify ICPC Services Requested

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

This page          Adoption Information
allows the user
to modify          Adoption IV-    Checkbox         Indicates        No (3003)      N/A (3003)
service related    E Subsidy                        whether or
information                                         not adoption
pertaining to a                                     subsidy is
request from                                        applicable
Local Agency                                        for a IV-E
Offices for                                         eligible child




State of Louisiana — ACESS                                                         Page 346 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Services Requested

Page               Field Name       Field Type      Field            Default        Mandatory
Description                                         Description      Value          Y/N?
ICPC services
                   Adoption         Text            Indicates        None           No
                   Non IV-E                         whether or
                   Subsidy                          not adoption
                                                    subsidy is
                                                    applicable
                                                    for a non IV-
                                                    E eligible
                                                    child

                   Services Requested

                   Priority         Code Table      Indicates        None           No
                   Referral?                        whether or
                                    (Yes/No)
                                                    not the ICPC
                                                    request
                                                    represents a
                                                    priority
                                                    referral

                   Comments         Text            Additional       None           No
                                                    information
                                                    about the
                                                    referral

                   Initial Report   Code Table      Indicates        None           Yes
                   Requested?                       whether or
                                    Values:
                                                    not an initial
                                    Yes/No          report is
                                                    requested

                   Supervisory      Code Table      Indicates        None           Yes
                   Services                         whether or
                   Requested                        not
                                                    supervisory
                                                    services are
                                                    requested




State of Louisiana — ACESS                                                         Page 347 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Services Requested

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Supervisory     Code Table       Indicates       None            Yes
                   Reports                          whether or
                   Requested                        not
                                                    supervisory
                                                    reports are
                                                    requested

                   Other           Text             Additional      None            No
                   Supervisory                      information
                   Reports                          regarding
                   Requested                        supervisory
                                                    reports
                                                    requested

                   Name and        Text             Name and        None            No
                   Address of                       address of
                   Supervising                      supervising
                   Agency in                        agency in
                   Receiving                        receiving
                   State                            state

                   Information     Code Table       Information     None            No
                   Attached to                      attached to
                   Service                          service
                   Request                          request

                   Navigation

                   Save            Button           Saves the       N/A             N/A
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the View
                                                    ICPC
                                                    Services
                                                    Requested
                                                    page




State of Louisiana — ACESS                                                         Page 348 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Services Requested

Page               Field Name      Field Type       Field           Default          Mandatory
Description                                         Description     Value            Y/N?

                   Cancel          Button           Navigates       N/A              N/A
                                                    the user to
                                                    the View
                                                    ICPC
                                                    Services
                                                    Requested
                                                    page without
                                                    saving data

Design Considerations



Business Rules



Navigation Changes




ICPC Approvals
    1. The system will provide the ability to record, view and maintain information on ICPC
       approvals.
    •   The system will provide a list page to display and manage data relating to ICPC
        approvals data. (146)


Page: List ICPC Approvals

Page              Field Name       Field Type      Field                  Default    Mandatory
Description                                        Description            Value      Y/N?

                  Child            System          Name of Child          N/A        N/A
                                   Generated
                                   Text

                  Request          System          The date the           N/A        N/A
                  Date             Generated       request for
                                   Text            approval was sent


State of Louisiana — ACESS                                                          Page 349 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: List ICPC Approvals

Page              Field Name       Field Type      Field                   Default    Mandatory
Description                                        Description             Value      Y/N?

                  ICPC Eligible    System          Indicator as to         N/A        N/A
                                   Generated       whether or not
                                   Text            ICPC eligibility
                                                   was determined

                  Title IV-E       System          Indicator as to         N/A        N/A
                  Determinatio     Generated       whether or not
                  n                Text            Title-IVE eligibility
                                                   was determined

                  Navigation

                  View             Hyperlink       Navigates the           N/A        N/A
                                   (13)            user to the View
                                                   ICPC Approvals
                                                   page

                  Edit             Hyperlink       Navigates the           N/A        N/A
                                   (13)            user to the Modify
                                                   ICPC Approvals
                                                   page

                  New              Button          Navigates the           N/A        N/A
                                                   user to the Create
                                                   ICPC Approvals
                                                   page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                           Page 350 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                         08/19/05
    •   The system will provide a view page to display and manage ICPC approvals data.

Page: View ICPC Approvals

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

This page         Sending Agency Approval
displays
approval          Name of          System          Name of the      N/A             N/A
information       Sending          Generated       sending
pertaining to a   Agency or        Text            agency or
request from      Person                           person
Local Agency
                  Date             System          The date the     N/A             N/A
Offices for
                  Request          Generated       request for
ICPC services
                  Sent             Text            approval was
                                                   sent

                  Receiving State Approval

                  Placement        System          Indicates        N/A             N/A
                  made?            Generated       whether or
                                   Text            not the
                                                   placement
                                                   was made

                  Comments         System          Additional       N/A             N/A
                                   Generated       information
                                   Text            about
                                                   whether or
                                                   not the
                                                   placement
                                                   was made

                  Name of          Hyperlink       Name of the      N/A             N/A
                  Receiving                        receiving
                  ICPC                             ICPC
                  Administrator                    Administrator
                  , Deputy or                      , Deputy or
                  Alternative                      Alternative

                  Date of          System          Date of          N/A             N/A
                  Approval         Generated       receiving
                                   Text            state
                                                   approval


State of Louisiana — ACESS                                                         Page 351 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Approvals

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Navigation

                  Edit             Button          Navigates        N/A             N/A
                                                   the user to
                                                   the Modify
                                                   ICPC
                                                   Approvals
                                                   page

Design Considerations



Business Rules



Navigation Changes




    •   The system will provide a page to modify ICPC approvals data.


Page: Modify ICPC Approvals

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

This page         Sending Agency Approval
allows the user
to modify         Name of          Text            Name of the      None            Yes
approval          Sending                          sending
information       Agency or                        agency or
pertaining to a   Person                           person
request from
                  Date             Date            The date the     None            Yes
Local Agency
                  Request                          request for
Offices for
                  Sent                             approval
ICPC services
                                                   was sent

                  Receiving State Approval


State of Louisiana — ACESS                                                         Page 352 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Approvals

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Placement        Code Table      Indicates        None            Yes
                  made?                            whether or
                                   (Yes/No)
                                                   not the
                                                   placement
                                                   was made

                  Comments         Text            Additional       None            No
                                                   information
                                                   about
                                                   whether or
                                                   not the
                                                   placement
                                                   was made

                  Name of          Search Tool     Name of the      None            Yes
                  Receiving                        receiving
                  ICPC                             ICPC
                  Administrator                    Administrator
                  , Deputy or                      , Deputy or
                  Alternative                      Alternative

                  Date of          Date            Date of          None            Yes
                  Approval                         receiving
                                                   state
                                                   approval

                  Navigation

                  Save             Button          Saves the        N/A             N/A
                                                   data entered
                                                   and
                                                   navigates
                                                   the user to
                                                   the View
                                                   ICPC
                                                   Approvals
                                                   page




State of Louisiana — ACESS                                                         Page 353 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Approvals

Page              Field Name       Field Type      Field            Default         Mandatory
Description                                        Description      Value           Y/N?

                  Cancel           Button          Navigates        N/A             N/A
                                                   the user to
                                                   the View
                                                   ICPC
                                                   Approvals
                                                   page without
                                                   saving data

Design Considerations



Business Rules

The “Name of Receiving ICPC Administrator, Deputy or Alternative” search field will invoke a
User search.

Navigation Changes




ICPC Report on Placement Status
    1. The system will provide the ability to record, view and maintain report on placement
       information for ICPC services.
    •   The system will provide a list page to display and manage data relating to the ICPC
        Report on Placement Status.

Page: ICPC Report on Placement Status List Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page lists    Child Information
information on
children placed    Child           Hyperlink        Link to the     N/A             N/A
under outgoing                                      home page
ICPC                                                of the child
provisions                                          placed under
                                                    ICPC
                                                    provisions



State of Louisiana — ACESS                                                         Page 354 of 448
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Version 2..1                                                                      08/19/05
Page: ICPC Report on Placement Status List Page

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Initial         System           Indicates       N/A             N/A
                   Placement of    Generated        whether or
                   Child in        Text             not this is
                   Receiving                        the initial
                   State?                           placement of
                                                    the child in
                                                    the receiving
                                                    state

                   Date of         System           The date of     N/A             N/A
                   Placement in    Generated        the child’s
                   Receiving       Text             placement in
                   State                            the receiving
                                                    state

                   Navigation

                   View            Hyperlink        Navigates       N/A             N/A
                                   (13)             the user to
                                                    the View
                                                    ICPC Report
                                                    on
                                                    Placement
                                                    Status page

                   Edit            Hyperlink        Navigates       N/A             N/A
                                   (13)             the user to
                                                    the Modify
                                                    ICPC Report
                                                    on
                                                    Placement
                                                    Status page

                   New             Button           Navigates       N/A             N/A
                                                    the user to
                                                    the Create
                                                    ICPC Report
                                                    on
                                                    Placement
                                                    Status page

Design Considerations


State of Louisiana — ACESS                                                         Page 355 of 448
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Version 2..1                                                                      08/19/05
Page: ICPC Report on Placement Status List Page

Page                Field Name     Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?



Business Rules



Navigation Changes




    •   The system will provide a page to capture new data relating to the ICPC Report on
        Placement Status.

Page: Create ICPC Report on Placement Status

Page                Field Name     Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

This page           Child Information
documents the
status of a child   Child          System           The name of     None            Yes
placed under                       Generated        the child
ICPC provisions                    Code Table       placed under
                                                    ICPC
                                                    provisions
                                                    (from list of
                                                    program
                                                    case
                                                    participants)

                    Placement Status

                    Initial        Code Table       Indicates       None            Yes
                    Placement of                    whether or
                                   (Yes/No)
                    Child in                        not this is
                    Receiving                       the initial
                    State?                          placement of
                                                    the child in
                                                    the receiving
                                                    state




State of Louisiana — ACESS                                                         Page 356 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Date of         Date             The date of      None           Yes
                   Placement in                     the child’s
                   Receiving                        placement in
                   State                            the receiving
                                                    state

                   Type of Care    Code Table       The type of      None           Yes
                                                    care related
                                                    to the child’s
                                                    placement

                   Name of         Search Tool      The name of      None           No
                   Placement                        the
                   Resource                         placement
                                                    resource

                   Name of         Text             The name of      None           No
                   Placement                        the
                   Resource                         placement
                                                    resource

                   Phone           Text             The phone        None           No
                   Number                           number of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 357 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   In Care Of      Text             The In Care     None            No
                                                    Of
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Street 1        Text             The Street 1    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Street 2        Text             The Street 2    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 358 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   City            Text             The City        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   State           Code Table       The State       None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Zip Code        Text             The Zip         None            No
                                                    Code
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 359 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Parish          Code Table       The Parish       None           No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Placement Change Information

                   Effective       Date             The effective    None           No
                   Date of                          date of the
                   Placement                        child’s
                   Change                           placement
                                                    change

                   Type of Care    Code Table       The type of      None           No
                                                    care related
                                                    to the child’s
                                                    placement

                   Name of         Search Tool      The name of      None           No
                   Placement                        the
                   Resource                         placement
                                                    resource

                   Name of         Text             The name of      None           No
                   Placement                        the
                   Resource                         placement
                                                    resource




State of Louisiana — ACESS                                                         Page 360 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Phone           Text             The phone       None            No
                   Number                           number of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   In Care Of      Text             The In Care     None            No
                                                    Of
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Street 1        Text             The Street 1    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 361 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Street 2        Text             The Street 2    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   City            Text             The City        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   State           Code Table       The State       None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 362 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Zip Code        Text             The Zip         None            No
                                                    Code
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Parish          Code Table       The Parish      None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Compact Placement Termination

                   Reason for      Code Table       The reason      None            No
                   Compact                          for the
                   Placement                        termination
                   Termination                      of the
                                                    interstate
                                                    compact
                                                    placement

                   Date of         Date             The date of     None            No
                   Termination                      termination
                                                    of the
                                                    interstate
                                                    compact
                                                    placement



State of Louisiana — ACESS                                                         Page 363 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Comments        Text             Additional       None           No
                   Field                            information
                                                    regarding
                                                    the
                                                    termination
                                                    of the
                                                    interstate
                                                    compact
                                                    placement

                   Name of         Text             The name of      None           No
                   Person                           the individual
                   Completing                       completing
                   Report                           the report of
                                                    termination

                   Date Report     Date             The date the     None           No
                   Completed                        report of
                                                    termination
                                                    was
                                                    completed

                   Navigation

                   Save            Button           Saves the        N/A            N/A
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the ICPC
                                                    Report on
                                                    Placement
                                                    Status List
                                                    Page




State of Louisiana — ACESS                                                         Page 364 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Create ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Save & New      Button           Saves the       N/A             N/A
                                                    data
                                                    entered,
                                                    clears the
                                                    data fields,
                                                    and remains
                                                    on the
                                                    Create ICPC
                                                    Report on
                                                    Placement
                                                    Status page

                   Cancel          Button           Navigates       N/A             N/A
                                                    the user to
                                                    the ICPC
                                                    Report on
                                                    Placement
                                                    Status List
                                                    Page without
                                                    saving data

Design Considerations



Business Rules

The “Name of Placement Resource” must be entered by the user, either through the use of the
search field or text field.
The “Name of Placement Resource” search field will invoke a Resource Directory search.
On Save, if “Reason for Compact Placement Termination” has been selected, then “Date of
Termination” must be entered. (147)

Navigation Changes




    •   The system will provide a view page to display data relating to the ICPC Report on
        Placement Status.


State of Louisiana — ACESS                                                         Page 365 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: View ICPC Report on Placement Status

Page                Field Name     Field Type       Field                 Default    Mandatory
Description                                         Description           Value      Y/N?

This page           Child Information
displays the
status of a child   Child          Hyperlink        Link to home          N/A        N/A
placed under                                        page of the child
ICPC provisions                                     placed under
                                                    ICPC provisions

                    Placement Status

                    Initial        System           Indicates whether     N/A        N/A
                    Placement of   Generated        or not this is the
                    Child in       Text             initial placement
                    Receiving                       of the child in the
                    State?                          receiving state

                    Date of        System           The date of the       N/A        N/A
                    Placement in   Generated        child’s placement
                    Receiving      Text             in the receiving
                    State                           state

                    Type of Care   System           The type of care      N/A        N/A
                                   Generated        related to the
                                   Text             child’s placement

                    Name of        Hyperlink or     The name of the       N/A        N/A
                    Placement      System           placement
                    Resource       Generated        resource
                                   Text
                                   (depending
                                   upon
                                   whether the
                                   placement
                                   was entered
                                   as text or
                                   searched for
                                   within the
                                   Resource
                                   Directory)




State of Louisiana — ACESS                                                          Page 366 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                        08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   Phone           System           The phone            N/A        N/A
                   Number          Generated        number of the
                                   Text             placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   In Care Of      System           The In Care Of       N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Street 1        System           The Street 1         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Street 2        System           The Street 2         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 367 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   City            System           The City             N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   State           System           The State            N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Zip Code        System           The Zip Code         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Parish          System           The Parish           N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Placement Change Information

                   Effective       System           The effective date   N/A        N/A
                   Date of         Generated        of the child’s
                   Placement       Text             placement
                   Change                           change


State of Louisiana — ACESS                                                         Page 368 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   Type of Care    System           The type of care     N/A        N/A
                                   Generated        related to the
                                   Text             child’s placement

                   Name of         Hyperlink of     The name of the      N/A        N/A
                   Placement       System           placement
                   Resource        Generated        resource
                                   Text
                                   (depending
                                   upon
                                   whether the
                                   placement
                                   was entered
                                   as text or
                                   searched for
                                   within the
                                   Resource
                                   Directory)

                   Phone           System           The phone            N/A        N/A
                   Number          Generated        number of the
                                   Text             placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   In Care Of      System           The In Care Of       N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 369 of 448
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Version 2..1                                                                       08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   Street 1        System           The Street 1         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Street 2        System           The Street 2         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   City            System           The City             N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   State           System           The State            N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 370 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   Zip Code        System           The Zip Code         N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Parish          System           The Parish           N/A        N/A
                                   Generated        component of the
                                   Text             address of the
                                                    placement
                                                    resource, if not
                                                    selected from the
                                                    Resource
                                                    Directory

                   Compact Placement Termination

                   Reason for      System           The reason for       N/A        N/A
                   Compact         Generated        the termination of
                   Placement       Text             the interstate
                   Termination                      compact
                                                    placement

                   Date of         System           The date of          N/A        N/A
                   Termination     Generated        termination of the
                                   Text             interstate
                                                    compact
                                                    placement

                   Comments        System           Additional           N/A        N/A
                   Field           Generated        information
                                   Text             regarding the
                                                    termination of the
                                                    interstate
                                                    compact
                                                    placement




State of Louisiana — ACESS                                                         Page 371 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
Page: View ICPC Report on Placement Status

Page               Field Name      Field Type       Field                Default    Mandatory
Description                                         Description          Value      Y/N?

                   Name of         System           The name of the      N/A        N/A
                   Person          Generated        individual
                   Completing      Text             completing the
                   Report                           report of
                                                    termination

                   Date Report     System           The date the         N/A        N/A
                   Completed       Generated        report of
                                   Text             termination was
                                                    completed

                   Navigation

                   Edit            Button           Navigates the        N/A        N/A
                                                    user to the Modify
                                                    ICPC Report on
                                                    Placement Status
                                                    page

                   Delete          Button           Navigates the        N/A        N/A
                                                    user to the ICPC
                                                    Report on
                                                    Placement Status
                                                    Delete page

                   Close           Button           Navigates the        N/A        N/A
                                                    user to the ICPC
                                                    Report on
                                                    Placement Status
                                                    List Page

Design Considerations



Business Rules



Navigation Changes




State of Louisiana — ACESS                                                         Page 372 of 448
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Version 2..1                                                                       08/19/05
    •   The system will provide a page to modify data relating to the ICPC Report on Placement
        Status.

Page: Modify ICPC Report on Placement Status

Page                Field Name     Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

This page           Child Information
allows the user
to modify the       Child          Hyperlink        Link to the      N/A            N/A
status of a child                                   home page
placed under                                        of the child
ICPC provisions                                     placed under
                                                    ICPC
                                                    provisions

                    Placement Status

                    Initial        Code Table       Indicates        None           Yes
                    Placement of                    whether or
                                   (Yes/No)
                    Child in                        not this is
                    Receiving                       the initial
                    State?                          placement of
                                                    the child in
                                                    the receiving
                                                    state

                    Date of        Date             The date of      None           Yes
                    Placement in                    the child’s
                    Receiving                       placement in
                    State                           the receiving
                                                    state

                    Type of Care   Code Table       The type of      None           Yes
                                                    care related
                                                    to the child’s
                                                    placement

                    Name of        Search Tool      The name of      None           No
                    Placement                       the
                    Resource                        placement
                                                    resource

                    Name of        Text             The name of      None           No
                    Placement                       the
                    Resource                        placement
                                                    resource


State of Louisiana — ACESS                                                         Page 373 of 448
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Version 2..1                                                                      08/19/05
Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Phone           Text             The phone       None            No
                   Number                           number of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   In Care Of      Text             The In Care     None            No
                                                    Of
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Street 1        Text             The Street 1    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 374 of 448
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Version 2..1                                                                      08/19/05
Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Street 2        Text             The Street 2    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   City            Text             The City        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   State           Code Table       The State       None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 375 of 448
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Version 2..1                                                                      08/19/05
Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Zip Code        Text             The Zip          None           No
                                                    Code
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Parish          Code Table       The Parish       None           No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Placement Change Information

                   Effective       Date             The effective    None           No
                   Date of                          date of the
                   Placement                        child’s
                   Change                           placement
                                                    change

                   Type of Care    Code Table       The type of      None           No
                                                    care related
                                                    to the child’s
                                                    placement

                   Name of         Search Tool      The name of      None           No
                   Placement                        the
                   Resource                         placement
                                                    resource


State of Louisiana — ACESS                                                         Page 376 of 448
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Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Name of         Text             The name of     None            No
                   Placement                        the
                   Resource                         placement
                                                    resource

                   Phone           Text             The phone       None            No
                   Number                           number of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   In Care Of      Text             The In Care     None            No
                                                    Of
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Street 1        Text             The Street 1    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 377 of 448
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Version 2..1                                                                      08/19/05
Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Street 2        Text             The Street 2    None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   City            Text             The City        None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   State           Code Table       The State       None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory




State of Louisiana — ACESS                                                         Page 378 of 448
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Version 2..1                                                                      08/19/05
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Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Zip Code        Text             The Zip         None            No
                                                    Code
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Parish          Code Table       The Parish      None            No
                                                    component
                                                    of the
                                                    address of
                                                    the
                                                    placement
                                                    resource, if
                                                    not selected
                                                    from the
                                                    Resource
                                                    Directory

                   Compact Placement Termination

                   Reason for      Code Table       The reason      None            No
                   Compact                          for the
                   Placement                        termination
                   Termination                      of the
                                                    interstate
                                                    compact
                                                    placement

                   Date of         Date             The date of     None            No
                   Termination                      termination
                                                    of the
                                                    interstate
                                                    compact
                                                    placement



State of Louisiana — ACESS                                                         Page 379 of 448
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Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field            Default        Mandatory
Description                                         Description      Value          Y/N?

                   Comments        Text             Additional       None           No
                   Field                            information
                                                    regarding
                                                    the
                                                    termination
                                                    of the
                                                    interstate
                                                    compact
                                                    placement

                   Name of         Text             The name of      None           No
                   Person                           the individual
                   Completing                       completing
                   Report                           the report of
                                                    termination

                   Date Report     Date             The date the     None           No
                   Completed                        report of
                                                    termination
                                                    was
                                                    completed

                   Navigation

                   Save            Button           Saves the        N/A            N/A
                                                    data entered
                                                    and
                                                    navigates
                                                    the user to
                                                    the page
                                                    from which
                                                    the Modify
                                                    function was
                                                    invoked




State of Louisiana — ACESS                                                         Page 380 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
Page: Modify ICPC Report on Placement Status

Page               Field Name      Field Type       Field           Default         Mandatory
Description                                         Description     Value           Y/N?

                   Cancel          Button           Navigates       N/A             N/A
                                                    the user to
                                                    the page
                                                    from which
                                                    the Modify
                                                    function was
                                                    invoked
                                                    without
                                                    saving data

Design Considerations



Business Rules

The “Name of Placement Resource” must be entered by the user, either through the use of the
search field or text field .
The “Name of Placement Resource” search field will invoke a Resource Directory search.
On Save, if “Reason for Compact Placement Termination” has been selected, then “Date of
Termination” must be entered. (147)

Navigation Changes




State of Louisiana — ACESS                                                         Page 381 of 448
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Version 2..1                                                                      08/19/05
6.0 Administrative Requirements
6.1     Tasks/Alerts and Work Queues
The system will use tasks and alerts to support the Perform Intake process.

Task / Alerts                Actor              Purpose            Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

STEP Tasks/Alerts

Time Limit       System        Case          Inform worker     Generation of
Expiration                     Worker        that time limit   FITAP time limit
Approaching                                  expiration is     expiration
                                             approaching       notification by
                                                               L’AMI

STEP Case to     System        Work          Indicate that     Interface from
be created                     Queue         STEP case         L’AMI
                                             needs to be
                                             manually
                                             created

Child Care Tasks/Alerts

Review           System        Case          Reminds the
Checklist/Co                   Owner         case owner to
mplete                                       complete the
Checklist                                    checklist
Task



State of Louisiana — ACESS                                                         Page 382 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval      Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Alert:           System        Case          Notifies Child    Home removal        N/A          N/A           N/A         N/A
Removal of                     Owner         Care case         of child that has
Child From                                   owner that a      a child care case
Home(1398)                                   child has been
                                             removed from
                                             home,
                                             removed from
                                             the child care
                                             case, and (if
                                             the case only
                                             has one child)
                                             case has
                                             been
                                             automatically
                                             closed

YAP Tasks/Alerts

YAP Youth        System        YAP           Alert YAP         60 Days before
Aging Out of                   Worker,       care worker       the youth’s 21st
program                        YAP           and               Birth Date
                               Supervisor    supervisor
                                             that a youth in
                                             the YAP
                                             program is
                                             aging out of
                                             the system.



State of Louisiana — ACESS                                                         Page 383 of 448
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Version 2..1                                                                       08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

YAP Youth        System        YAP           Alert YAP         30 Days before
Aging Out of                   Worker,       care worker       the youth’s 21st
program                        YAP           and               Birth Date
                               Supervisor    supervisor
                                             that a youth in
                                             the YAP
                                             program is
                                             aging out of
                                             the system
                                             and the need
                                             for the worker
                                             to complete all
                                             administrative
                                             work before
                                             the youth’s
                                             birthdate.

Case Plan        System        YAP           Alert YAP         Start Date of the
Review                         Worker,       worker and        case
                               YAP           supervisor of
                               Supervisor    the need for a
                                             case plan
                                             review every
                                             six months.




State of Louisiana — ACESS                                                         Page 384 of 448
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Version 2..1                                                                       08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Foster Care Tasks/Alerts

Foster Care      System        Foster Care   Alert foster      60 Days before
Youth Aging                    Worker,       care worker       the youth’s 18th
Out of Care                    Foster Care   and               Birth Date
                               Supervisor    supervisor
                                             that a youth in
                                             foster care is
                                             aging out of
                                             the system
                                             and potentially
                                             eligible for
                                             YAP.




State of Louisiana — ACESS                                                         Page 385 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval      Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Need for          System       Foster Care   Task to foster    30 Days before
Staffing for                   Worker,       care worker       the youth’s 18th
Foster Care                    Foster Care   and               Birth Date
Youth Aging                    Supervisor    supervisor
Out of Care                                  that a staffing
                                             needs to be
                                             held to
                                             determine
                                             course of
                                             actions for
                                             youth in foster
                                             care who is
                                             aging out of
                                             the system
                                             and potentially
                                             eligible for
                                             YAP. (153)

Alert: include    System       Foster Care   To notify the     30 days prior to    N/A          N/A           N/A         N/A
Independent                    Worker        worker to take    child’s 16th
Living                                       appropriate       birthday
activities in                                steps to
Case Plan                                    transition the
and referral to                              child to
Independent                                  independent
Living                                       living.
Program.
(152)

State of Louisiana — ACESS                                                         Page 386 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                           Process
                   Sender       Recipient                                                            (days)
  Queues

Family Services Tasks/Alerts

Alert at 60       System       Assigned      Remind to         Case Open Date      Worker
calendar days                  Worker        schedule the                          entering
to conduct                                   supervisory                           the
supervisory                                  staffing                              staffing
staffing                                                                           informa-
                                                                                   tion in
                                                                                   system


Alert: District   System       Assigned      Remind to         Case Open Date      Worker
Supervisor        Generate     Worker        schedule the                          entering
staffing at 30    d                          district                              the
days prior to 6                              supervisor                            staffing
month review                                 staffing                              informatio
date (154)                                                                         n in the
                                                                                   system

Alert: District   System       Assigned      Remind            9 months from       Entering
Manager                        Worker        worker to hold    case open date      the
Staffing 90                                  the staffing if                       staffing
days following                               the case                              informatio
the 6 month                                  remains open                          n in the
District                                                                           system
Manager
staffing



State of Louisiana — ACESS                                                         Page 387 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Alert: Face to    System       Assigned      Remind            Family Services     Worker
face visit to                  Worker        worker to         Case Open date      entering
client with                                  mane home                             home visit
children in the                              visit                                 informatio
home within                                                                        n
48 hours of
FS case open
date

                                                     Foster Care Tasks/Alerts

Alert: Hold       System       Assigned      Remind            48 hours after      Entering
Parent Child                   Worker        worker to hold    the Custody         the home
Visit within 5                               the visit         date                visit
calendar                                                                           informatio
days of                                                                            n
custody date

Alert: Within     System       Assigned      Remind            15 days after the   Entering
30 days of the                 Worker        worker to set     custody date        staffing
custody date,                                pre-initial FTC                       informatio
hold the pre-                                staffing date                         n
initial FTC
staffing




State of Louisiana — ACESS                                                         Page 388 of 448
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Version 2..1                                                                       08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval      Strategy     Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Quarterly        System        Assigned      Remind            60 days from        Entering
Staffing                       Worker        worker that       custody date        the
                                             the staffing is   and then every      staffing
                                             due to be held    90 days             data
                                                               thereafter

Adoption Subsidy Tasks/Alerts

Task -           System        Case          This task is      Three months        Reauthori     45 days;     Escalate to
Subsidy Re-                    Owner         used to notify    prior to the end    zing the                   Supervisor;
                                                                                                 3 months
determination                                the case          date of the         subsidy
                                                                                                              Escalate to
Review                                       owner of the      adoption subsidy    service for
                                                                                                              District
                                             need to re-       service             payment
                                                                                                              Manager
                                             determine         authorization       on the
                                             eligibility for   (note that this     Services
                                             and               assumes that a      page
                                             reauthorize       service end date
                                             the provision     has been
                                             of the            entered
                                             adoption
                                             subsidy
                                             service.




State of Louisiana — ACESS                                                         Page 389 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval      Strategy     Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Alert –          System        Regional      This task is      60 days prior to    Manual        30 days;     Escalate to
Medicaid                       eligibility   used to notify    the child’s 18th                               Supervisor;
                                                                                                 30 days
Case Closure                   unit          the Medicaid      birthday
                                                                                                              Escalate to
Notification                   supervisor    department
                                                                                                              District
                                             that the case
                                                                                                              Manager
                                             is going to
                                             close because
                                             the child will
                                             be 18 and that
                                             a Medical
                                             Card is
                                             required.

Task -           System        Case          This task is      Three months        Reauthori     45 days;     Escalate to
Subsidy Re-                    Owner         used to notify    prior to the end    zing the                   Supervisor;
                                                                                                 3 months
determination                                the case          date of the         subsidy
                                                                                                              Escalate to
Review                                       owner of the      adoption subsidy    service for
                                                                                                              District
                                             need to re-       service             payment
                                                                                                              Manager
                                             determine         authorization       on the
                                             eligibility for   (note that this     Services
                                             and               assumes that a      page
                                             reauthorize       service end date
                                             the provision     has been
                                             of the            entered
                                             adoption
                                             subsidy
                                             service.



State of Louisiana — ACESS                                                         Page 390 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose            Trigger          Closure      Interval      Strategy     Priority
 and Work                                                                           Process
                  Sender        Recipient                                                            (days)
  Queues

Alert –          System        Regional      This task is      60 days prior to    Manual        30 days;     Escalate to
Medicaid                       eligibility   used to notify    the child’s 18th                               Supervisor;
                                                                                                 30 days
Case Closure                   unit          the Medicaid      birthday
                                                                                                              Escalate to
Notification                   supervisor    department
                                                                                                              District
                                             that the case
                                                                                                              Manager
                                             is going to
                                             close because
                                             the child will
                                             be 18 and that
                                             a Medical
                                             Card is
                                             required.

Task -           System        Case          This task is      Three months        Reauthori     45 days;     Escalate to
Subsidy Re-                    Owner         used to notify    prior to the end    zing the                   Supervisor;
                                                                                                 3 months
determination                                the case          date of the         subsidy
                                                                                                              Escalate to
Review                                       owner of the      adoption subsidy    service for
                                                                                                              District
                                             need to re-       service             payment
                                                                                                              Manager
                                             determine         authorization       on the
                                             eligibility for   (note that this     Services
                                             and               assumes that a      page
                                             reauthorize       service end date
                                             the provision     has been
                                             of the            entered
                                             adoption
                                             subsidy
                                             service.



State of Louisiana — ACESS                                                         Page 391 of 448
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Version 2..1                                                                      08/19/05
Task / Alerts                Actor              Purpose             Trigger          Closure      Interval     Strategy   Priority
 and Work                                                                            Process
                   Sender       Recipient                                                             (days)
  Queues

ICPC Tasks/Alerts
Task:             system       Assigned       To inform the     Ten working days    Report       quarterly
Notification to                worker (156)   assigned          from the date set   completed.
assigned                                      worker that the   for the due date
worker that                                   progress report   for the progress
progress report                               is due.           report.
is due

Task:             system       Assigned       To inform the     Five working        Report       quarterly
Notification to                worker         assigned          days from the       completed
assigned                                      worker that       date set for the    .
worker that                                   the home          due date for the
home study is                                 study is due.     home study.
due


Note: the task/alert named “Forward Application to Appropriate Worker” has been removed. (149)




State of Louisiana — ACESS                                                          Page 392 of 448
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Version 2..1                                                                        08/19/05
6.2     Communications
The system will use Communications to support the Perform Intake process.
Note: In response to comment 157, the five communications previously listed in the Perform
Intake section have been moved. IBM believes that these communications have been defined
in detail in the Eligibility Determination section of Case Management for Child Care and STEP
and should not appear in the Perform Intake section. (‘Recertification Results – Provider’ has
been defined in Provider Management.) (157)




State of Louisiana — ACESS                                                         Page 393 of 448
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Version 2..1                                                                      08/19/05
6.3     Reporting
The system will use reports to support the Perform Intake function.




 Report Name          Report Type           Purpose              Frequency         Data Detail

Pending             Management          On-demand              On-demand        Being defined.
Recertification                         report of re-
                                        certifications still
                                        pending by a
                                        worker during a
                                        specified time.

Note: The ‘Recertification Due’ report was removed from the above table, because it was
defined in Eligibility Determination as CDM 2050. (161)




State of Louisiana — ACESS                                                         Page 394 of 448
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Version 2..1                                                                      08/19/05
6.4     Organization/Security
The system will restrict access to Perform Intake functionality based on specified
Organization/Security Roles.

 Organization and            Description           Functional                   Access
  Security Role                                     Access

STEP/CHILD CARE

Support/Clerical                               STEP Cases             View, Create, Modify
Staff (OFS)
                                               Child Care (STEP       View, Create, Modify
                                               & Low Income)
                                               Cases

                                               Child Care (Foster     View
                                               Care/CPI-Related)
                                               Cases

Support/Clerical                               STEP                   View,
Staff (OCS)
                                               Child Care (STEP       View,
                                               & Low Income)

                                               Child Care (Foster     View, Create, Modify
                                               Care/CPI-Related)

Worker/Analyst                                 STEP                   View, Create, Modify,
(OFS) (30)                                                            Approve

                                               Child Care (STEP       View, Create, Modify,
                                               & Low Income)          Approve

                                               Child Care (Foster     View
                                               Care/CPI-Related)

Intake                                         STEP                   View
Worker/Analyst
(OCS)                                          Child Care (STEP       View
                                               & Low Income)

                                               Child Care (Foster     View, Create, Modify,
                                               Care/CPI-Related)      Approve

                                               Child Care (STEP       View, Create, Modify,
                                               & Low Income)          Approve




State of Louisiana — ACESS                                                           Page 395 of 448
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Version 2..1                                                                         08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

                                               Child Care (Foster     View,
                                               Care/CPI-Related)

Case Management                                STEP                   View
Worker (OCS)
                                               Child Care (STEP       View
                                               & Low Income)

                                               Child Care (Foster     View, Create, Modify,
                                               Care/CPI-Related)      Approve

Supervisor (OFS)                               STEP                   View, Create, Modify,
                                                                      Approve

                                               Child Care (STEP       View, Create, Modify,
                                               & Low Income)          Approve

                                               Child Care (Foster     View
                                               Care/CPI-Related)

Supervisor (OCS)                               STEP                   View,

                                               Child Care (STEP       View
                                               & Low Income)

                                               Child Care (Foster     View, Create, Modify,
                                               Care/CPI-Related)      Approve

State Management                               STEP                   View, Create, Modify,
(OFS)                                                                 Approve

                                               Child Care (STEP       View, Create, Modify,
                                               & Low Income)          Approve

                                               Child Care (Foster     View
                                               Care/CPI-Related)

State Management                               STEP                   View
(OCS)
                                               Child Care (STEP       View
                                               & Low Income)

                                               Child Care (Foster     View, Create, Modify,
                                               Care/CPI-Related)      Approve

Family Services


State of Louisiana — ACESS                                                         Page 396 of 448
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Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

Intake Worker                                  Family Services        View

Intake Supervisor                              Family Services        View, Create, Modify,
                                                                      Approve

District Manager                               Family Services        View, Create, Modify,
                                                                      Approve

Family Services                                Family Services        View, Modify
Worker

Family Services                                Family Services        View, Create, Modify,
Supervisor                                                            Approve

Foster Care Worker                             Family Services        View, Modify

Foster Care                                    Family Services        View, Create, Modify,
Supervisor                                                            Approve

Services to Parents                            Family Services        View, Modify
Worker

Services to Parents                            Family Services        View, Create, Modify,
Supervisor                                                            Approve

Adoption Subsidy                               Family Services        View
Worker

Adoption Subsidy                               Family Services        View
Supervisor

Adoption Petition                              Family Services        View
Worker

Adoption Petition                              Family Services        View
Supervisor

Adoption Petition                              Family Services        View
Clerical

Services to                                    Family Services
Agencies Worker

Services to                                    Family Services
Agencies Supervisor



State of Louisiana — ACESS                                                         Page 397 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

Services to                                    Family Services
Agencies Clerical

YAP Worker                                     Family Services

YAP Supervisor                                 Family Services

YAP Clerical                                   Family Services

ICPC Worker                                    Family Services

ICPC Supervisor                                Family Services

ICPC Clerical                                  Family Services

Foster Care

Intake Worker                                  Foster Care            View

Intake Supervisor                              Foster Care            View, Create, Modify,
                                                                      Approve

District Manager                               Foster Care            View, Create, Modify,
                                                                      Approve

Family Services                                Foster Care            View, Modify
Worker

Family Services                                Foster Care            View, Create, Modify,
Supervisor                                                            Approve

Foster Care Worker                             Foster Care            View, Modify

Foster Care                                    Foster Care            View, Create, Modify,
Supervisor                                                            Approve

Services to Parents                            Foster Care            View, Modify
Worker

Services to Parents                            Foster Care            View, Create, Modify,
Supervisor                                                            Approve

Adoptions Worker                               Foster Care            View, Modify

Adoptions                                      Foster Care            View, Create, Modify,
Supervisor                                                            Approve



State of Louisiana — ACESS                                                         Page 398 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

Adoption Petition                              Foster Care            View, Modify
Worker

Adoption Petition                              Foster Care            View, Create, Modify,
Supervisor                                                            Approve

Adoption Petition                              Foster Care            View, Modify
Clerical

Services to                                    Foster Care
Agencies Worker

Services to                                    Foster Care
Agencies Supervisor

Services to                                    Foster Care
Agencies Clerical

YAP Worker                                     Foster Care

YAP Supervisor                                 Foster Care

YAP Clerical                                   Foster Care

ICPC Worker                                    Foster Care

ICPC Supervisor                                Foster Care

ICPC Clerical                                  Foster Care

IV-E Eligibility                               Foster Care            View
Worker

IV-E Eligibility                               Foster Care            View
Supervisor

Services to Parents

Intake Worker                                  Services to Parents

Intake Supervisor                              Services to Parents    View, Create, Modify,
                                                                      Approve

District Manager                               Services to Parents    View, Create, Modify,
                                                                      Approve




State of Louisiana — ACESS                                                         Page 399 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

Family Services                                Services to Parents    View, Modify
Worker

Family Services                                Services to Parents    View, Create, Modify,
Supervisor                                                            Approve

Foster Care Worker                             Services to Parents    View, Modify

Foster Care                                    Services to Parents    View, Create, Modify,
Supervisor                                                            Approve

Services to Parents                            Services to Parents    View, Modify
Worker

Services to Parents                            Services to Parents    View, Create, Modify,
Supervisor                                                            Approve

Adoptions Worker                               Services to Parents    View

Adoptions                                      Services to Parents    View
Supervisor

Adoption Petition                              Services to Parents    View
Worker

Adoption Petition                              Services to Parents    View
Supervisor

Adoption Petition                              Services to Parents    View
Clerical

Services to                                    Services to Parents
Agencies Worker

Services to                                    Services to Parents
Agencies Supervisor

Services to                                    Services to Parents
Agencies Clerical

YAP Worker                                     Services to Parents

YAP Supervisor                                 Services to Parents

YAP Clerical                                   Services to Parents

ICPC Worker                                    Services to Parents

State of Louisiana — ACESS                                                         Page 400 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

ICPC Supervisor                                Services to Parents

ICPC Clerical                                  Services to Parents

Services to                                    Services to Parents
Agencies Worker

OCS Adoption Subsidy

Adoption Subsidy                               Adoption Subsidy       Create, View, Maintain,
Worker                                                                Search

Adoption Subsidy                               Adoption Subsidy       Create, View, Maintain,
Supervisor                                                            Search

State Office                                   Adoption Subsidy       Create, View, Maintain,
Restricted                                                            Search

Private Adoption Subsidy

Adoption Subsidy                               Private Adoption       Create, View, Maintain,
Supervisor                                     Subsidy                Search

State Office                                   Private Adoption       Create, View, Maintain,
Restricted                                     Subsidy                Search

Adoption Petitions

Adoption Petition                              Adoption Petitions     Create (only cases
Worker                                                                assigned to the user can
                                                                      be viewed or modified)

Adoption Petition                              Adoption Petitions     Create (only cases
Supervisor                                                            assigned to the user can
                                                                      be viewed or modified)

Adoption Petition                              Adoption Petitions
Clerical

State Office                                   Adoption Petitions     Create, View, Modify,
Restricted                                                            Search

Adoptive Household Case

Adoption Petitions                             Adoptive               Create, View, Maintain,
Clerical Support                               Household Case         Search


State of Louisiana — ACESS                                                         Page 401 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

Adoption Subsidy                               Adoptive               Create, View, Maintain,
Worker                                         Household Case         Search

Adoption Subsidy                               Adoptive               Create, View, Maintain,
Supervisor                                     Household Case         Search

Adoption Petitions                             Adoptive               Create, View, Maintain,
Worker                                         Household Case         Search

Adoption Petitions                             Adoptive               Create, View, Maintain,
Supervisor                                     Household Case         Search

State Office                                   Adoptive               Create, View, Maintain,
Restricted                                     Household Case         Search

Private Adoptive Household Case

Adoption Subsidy                               Private Adoptive       Create, View, Maintain,
Supervisor                                     Household Case         Search

Adoption Petitions                             Private Adoptive       Create, View, Maintain,
Worker                                         Household Case         Search

Adoption Petitions                             Private Adoptive       Create, View, Maintain,
Supervisor                                     Household Case         Search

State Office                                   Private Adoptive       Create, View, Maintain,
Restricted                                     Household Case         Search

Adoptive Person

Adoption Petitions                             Adoptive Person        Register, Search
Clerical Support

Adoption Subsidy                               Adoptive Person        Register, Search
Worker

Adoption Subsidy                               Adoptive Person        Register, Search
Supervisor

Adoption Petitions                             Adoptive Person        Register, Search
Worker

Adoption Petitions                             Adoptive Person        Register, Search
Supervisor



State of Louisiana — ACESS                                                         Page 402 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Organization and            Description           Functional                   Access
  Security Role                                     Access

State Office                                   Adoptive Person        Register, Search
Restricted

Private Adoptive Person

Adoption Petitions                             Private Adoptive       Register, Search
Supervisor                                     Person

State Office                                   Private Adoptive       Register, Search
Restricted                                     Person




State of Louisiana — ACESS                                                         Page 403 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
7.0 Conversion Requirements

Conversion          Child Care
Data:

REQMT:              Convert all “Open”/actively receiving payment child care cases. This
                    includes cases currently in CAPS and OCS cases with current service
                    authorization periods for Major Service Code 900 (Day Care).
                    Convert Child Care provider information from TIPS.
                    Convert closed cases with outstanding invoices for both Step and Child
                    Care. (164)

SOURCE(S):          CAPS (Find Work, Low Income)

                    TIPS (Protective Services Child Care, SP,FC) (Child Care Providers)




SUBSETS:            Client Demographic information, Household Evidence (Income, parent
                    participation hours and child care need hours, specific provider information

ESTIMATED           55,329 children currently in 31,499 cases. (12/31/04)
VOLUMES

REFERENCE:
                    For OCS related Day Care cases to be converted, look at service
CONVERSION
                    authorizations to Day Care(major service code 900) that would be included
RULES:
                    in Protective Services Child Care, Services to Parents Foster Care
                    Issue with SP or CP is whether this case would be related to the conversion
Considerations:
                    of the Family Services case, or the Foster Care Case.




Conversion         STEP
Data:




State of Louisiana — ACESS                                                         Page 404 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
REQMT:             Demographic information on Open active cases from JAS on cases that
                   are closed on FITAP but open on CAPS. (165)

SOURCE(S):         JAS




SUBSETS:           Demographic information, participation hours and possibly time limits within
                   activities.

ESTIMATED          6231 (Includes classes A, E, R, & U.)
VOLUMES

REFERENCE:
                   Conversion is for Open active cases from JAS.
CONVERSION
RULES:
                   Depending on the amount of information stored in JAS there may need to
Considerations
                   be some information brought into ACESS from LAMI (FITAP) in order to
                   complete the STEP case information.


                   Because STEP assessment and case plans are manual today there can be
                   no automated conversion of assessments and case plans.




State of Louisiana — ACESS                                                         Page 405 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
8.0 Interface/Integration Requirements
This table represents an initial set of requirements based upon JAD and Workgroup Business
Participants. Additional requirements will be collected during sessions conducted by the
Technical Team.


System                   Interface or             Read/Update              Data Details
                         Integration

L’AMI                    Nightly batch            Read                     L’AMI Case Number
                         Interface to send all
                                                                           Name
                         Non-KCSP or exempt
                         cases (as indicated                               Social Security
                         by work registration                              Number
                         codes). Triggers                                  Work Registration
                         generation of task to                             Codes (115)
                         work queue to create
                         new STEP cases.

L’AMI                    Nightly batch            Read                     L’AMI Case Number
                         interface to update
                                                                           Name
                         existing STEP cases
                         with L’AMI data.                                  Social Security
                                                                           Number
                                                                           Work Registration
                                                                           Codes (115)




State of Louisiana — ACESS                                                         Page 406 of 448
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Version 2..1                                                                      08/19/05
9.0 Appendix E Mapping

                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

 Intake            1.1       APPE1.1    System shall have the capacity to create a case, track,
                                        transition, transfer, close, and follow-up numerous types
                                        of cases individually and in mass simultaneously

                   1.2       APPE5      System shall create and organize data into case file in
                                        the case tracking system as appropriate

                   1.4       APPE7      System shall have the capability to create a waiting list
                                        for clients who require services

                   1.5       APPE8      System shall provide a shared application interface to
                                        collect client/case information

                   1.6       APPE9      System shall provide multiple methods for searching and
                                        retrieving existing clients/cases whether active, closed,
                                        archived, etc based on numerous, client identification
                                        numbers, cross references, names, addresses, etc.
                                        whether temporary, current or historical and across
                                        multiple legacy systems

                   1.7       APPE10     System shall have the capability to system generate and
                                        assign a unique client and/or case identification number

                   1.8       APPE11     System shall automatically populate information into the
                                        appropriate fields when submitted

                   1.9       APPE12     System shall have the capability to maintain a snapshot
                                        record of all information obtained during intake and at
                                        each decision point

                   1.14      APPE15     System shall record the client application for benefits or
                                        services

                   1.17      APPE16     System shall prominently display confidentiality
                                        statements and privacy protections wherever
                                        appropriate

                   1.18      APPE17     System shall support an intake process with system
                                        generated time and date stamp


State of Louisiana — ACESS                                                         Page 407 of 448
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Version 2..1                                                                       08/19/05
                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

                   1.21      APPE19     System shall have soundex-like, partial, exact and fuzzy
                                        search capabilities

                   1.23      APPE1      System shall have ability to search multiple databases

                   1.24      APPE20     System shall have ability to temporarily assign a unique
                                        identifier at intake for each individual which can be
                                        “disassociated” if necessary

                   1.25      APPE21     System shall have ability to automatically assign existing
                                        case and participant id numbers and other data into
                                        current intake record, if search reveals existing matching
                                        record

                   1.26      APPE22     System shall have ability to add, close, transfer, change,
                                        merge, delete, expunge, archive and purge
                                        clients/cases

                   1.29      APPE23     System must provide the capability to present multiple
                                        views of case/client record information depending on the
                                        roles and responsibilities of the user

                   1.35      APPE26     System shall provide for the matching of placement and
                                        service needs of clients with available resources. The
                                        flexibility to seek alternative options by changing
                                        characteristics or client, resource or need

 Eligibility       3.12      APPE48     System shall validate that eligibility determination data
 Determination                          has been captured

 Case              4.1       APPE71     System shall have the capacity to update a case
 Management
                   4.2       APPE72     System shall have the capacity to delete a case based
                                        on set criteria

                   4.3       APPE73     System shall have the ability to associate a case to
                                        another case, client, program, provider, contract, worker,
                                        court, etc. as necessary

                   4.5       APPE75     System shall have the capacity to transfer a case to
                                        another office or organization

                   4.6       APPE76     System shall record a reason for case closure, rejection,
                                        or approval as appropriate

State of Louisiana — ACESS                                                          Page 408 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

                   4.7       APPE77     System shall provide the worker the ability to establish
                                        varying relationships within a case(s) in one or more
                                        programs

                   4.8       APPE78     System shall have the capability to update a case
                                        activity review

                   4.9       APPE79     System shall have the capability to update case status

                   4.10      APPE80     System shall have the capability to allow the re-
                                        determination due dates to be updated by the user

                   4.11      APPE81     System shall have the capability to create a case review
                                        for a change

                   4.12      APPE82     System shall have the capability to record actions
                                        related to an individual or case in a case

                   4.13      APPE83     System shall populate the case file and maintain
                                        historical eligibility data

                   4.14      APPE84     System shall be capable of sharing client or case status
                                        & information across multiple programs

                   4.15      APPE85     System shall have the capability to associate multiple
                                        clients to one case

                   4.16      APPE86     System shall have the capability to uniquely identify
                                        each case by a case number

                   4.17      APPE87     System shall have the capability to allow individuals in a
                                        household to receive separate services & benefits,
                                        though a household may represent a single case.

                   4.18      APPE88     System shall have the capability to add new client
                                        characteristics

                   4.19      APPE89     System shall have the capability to modify client
                                        information

                   4.20      APPE90     System shall have the capability to delete client
                                        information




State of Louisiana — ACESS                                                         Page 409 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

                   4.22      APPE91     System shall ensure that captured information is linked
                                        to automated verification process based on business
                                        rules

                   4.23      APPE92     System shall track verification timeframes with state
                                        policy

                   4.24      APPE93     System shall manage client relationships

                   4.25      APPE94     System shall have the capability to associate a client to
                                        other clients

                   4.26      APPE95     System shall have the capability to inactivate the
                                        association among clients

                   4.28      APPE96     System shall have the capability to recognize client
                                        groupings such as families, households, and income
                                        groupings

                   4.29      APPE97     System shall have the capability to provide client’s case
                                        history

                   4.31      APPE99     System shall have the capability to associate external
                                        documents to case(s)

                   4.32      APPE100    System shall have the capability to update the status of
                                        external documents associated with case(s)

                   4.33      APPE101    System shall provide role based access to shared
                                        narrative entries

                   4.37      APPE103    System shall provide functionality necessary to meet
                                        SACWIS certification

                   4.38      APPE104    System shall support program specific capability for
                                        Child Protective Services, Foster Care, Adoption, Family
                                        Preservation, Young Adults and Foster Home Licensing

                   4.39      APPE105    System shall support functionality for STEP

                   4.41      APPE107    System shall support program functionality for Child
                                        Care Subsidy Programs




State of Louisiana — ACESS                                                         Page 410 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

                   4.43      APPE109    System shall have the capability to record case
                                        narratives

                   4.45      APPE111    System shall have the capability to track client outcomes
                                        feedback based on program requirements

                   4.46      APPE112    System shall have the capability to report outcomes

                   4.47      APPE113    System shall have the capability to record the final
                                        disposition of a case

                   4.48      APPE114    System shall provide the capability to track the
                                        relationship between multiple programs.

                   4.49      APPE115    System shall provide the capability to record the
                                        verification of client information

                   4.53      APPE119    System shall record client’s STEP Responsibilities

                   4.73      APPE137    System shall have the capability to track participation in
                                        the STEP program against established time limitations
                                        and/or program expectations

                   4.74      APPE138    System shall have the capability to track the provision of
                                        services even after termination of benefits

                   4.75      APPE139    System shall generate ticklers for upcoming case
                                        management activities and court dates

                   4.78      APPE142    System shall provide multiple methods (mass, rules-
                                        based, individually) to reassignment of a case/client and
                                        appropriate work tasks and ticklers to another worker or
                                        unit and provide alerts regarding case
                                        assignments/acceptance.

                   4.79      APPE143    System shall comply with tracking requirements of the
                                        Interstate Compact on Placement of Children

                   4.81      APPE145    System shall provide checklist of needed actions
                                        depending on status or type of case

                   4.83      APPE147    System shall provide for an electronic case record.




State of Louisiana — ACESS                                                         Page 411 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
                                       Appendix E Mapping

 Category          Req.      ReqPro     Requirement Description
                   #         ID

                   4.85      APPE149    System shall provide for commonality of data usage and
                                        provide seamless flow through the various agency
                                        programs and service delivery systems, yet address
                                        uniqueness of each child and family.

                   4.86      APPE150     System shall record and track client and case
                                        information that is specific enough to uniquely associate
                                        with all/each child and adult in a manner that facilitates
                                        case management yet prevents duplication in caseload
                                        counts.

                   4.87      APPE151    System shall record and track referral information -
                                        information which records both initial contacts regarding
                                        need for agency involvement and the results of
                                        subsequent actions. This includes tracking the agency
                                        or person who referred and the reason for that referral
                                        as well as request for service received by the agency,
                                        whether from an individual, another agency, state, or
                                        competent court of jurisdiction.

                   4.88      APPE152    System shall record and track client background and
                                        characteristics including information about the client's
                                        prior involvement with the Department as well as
                                        (characteristics and special needs of the child or adult
                                        that are needed to develop service or treatment plans
                                        and to monitor progress.

                   4.93      APPE157    System shall record outcome and case closure
                                        information - includes such things as how and why and
                                        when the case moved through certain stages to closure.
                                        Also includes client placement tracking information,
                                        recidivism, performance and treatment outcomes, goal
                                        achievement and whether client’s overall needs are
                                        being met timely and satisfactorily.

                   4.95      APPE159    System shall have the ability to obtain and depict both
                                        historical and current information about a particular
                                        client, family, or provider

                   4.99      APPE163     System shall support automated workflow process for
                                        all required requests, approvals, authorizations,
                                        confirmations or denials.


State of Louisiana — ACESS                                                         Page 412 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
10.0 SARGe Mapping

                                         SARGe Mapping

 Category                     Requirements
 Intake Management            7. Establish case record

                              8. Assign case to worker

                              9. Refer for investigation and/or services, as appropriate

                              10 (Optional) Collect and record investigation information

                              11 Record investigation decision

                              13 Determine and record risk assessment

                              14 (Optional) Perform risk assessment

                              15 collect and record special needs/problems

                              16. Determine and record needed services

                              17 (Optional) Record client contacts

                              18. Prepare and record referrals to other agencies
 Case Management              29 Prepare and document service/case plans

                              30 (Optional) Identify and match services to the client’s case plan
                              needs

                              31 (Optional) Record contact with and acquisition of needed
                              resources/services

                              33 (Optional) Match client to placement alternatives, if needed

                              35 (Optional) Request and record supervisory approval of plan, if
                              needed

                              42 (Optional) Track and record services identified in the
                              service/case plan




State of Louisiana — ACESS                                                         Page 413 of 448
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Version 2..1                                                                       08/19/05
11.0 Appendices
11.1 Appendix I
Perform Intake Code Table Values

 Perform Intake Code Table Values

 Field Name               Page(s)                       Values

 10th Grade GEE               •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 11th Grade GEE               •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 12th Grade GEE               •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 4th Grade LEAP               •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 8th Grade LEAP               •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 Academic Record              •   Education (updates        •    Pass
                                  for Foster Care)          •    Fail
 Action                       •   Indian Child              •    Telephone
                                  Welfare Act (ICWA)        •    Fax
                                                            •    Email
                                                            •    Letter
                                                            •    In Person (169)




State of Louisiana — ACESS                                                         Page 414 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                       08/19/05
 Perform Intake Code Table Values

 Field Name               Page(s)                       Values

 Activity                     •   Recruitment Efforts       •    Brochure/Newsletter
                                  Capture                   •    Church
                                                            •    Foster/Adoptive Parent Referral
                                                            •    OCS Staff Referral
                                                            •    Friend/Relative
                                                            •    Child Specific
                                                            •    Home study
                                                            •    Inquiry/Interested Friend or
                                                                 Relative
                                                            •    Louisiana Adoption Resource
                                                                 Exchange
                                                            •    National Adoption Exchange
                                                            •    Native American Adoption
                                                                 Resource Exchange
                                                            •    Newspaper
                                                            •    Not Stated/Missing Data
                                                            •    OCS Public Function
                                                            •    Other Printed Media
                                                            •    Professional/Agency
                                                            •    Personal Experience
                                                            •    Radio
                                                            •    Telephone Book
                                                            •    Television
                                                            •    Other Exchange
                                                            •    Other (169)
 Activity                     •   STEP Participation        •
                                  Details
 Adoption Disclosure          •   Adoption Fees             •    Legal Expenses
 Fee Type                                                   •    Agency Mental Health
                                                                 Counseling Expenses
                                                            •    Medical Expenses for Biological
                                                                 Mother
                                                            •    Medical/Foster Care Expenses
                                                                 for Child
                                                            •    Living Expenses of the
                                                                 Biological Mother
 Aggravated
                          Properly Worded Court             •    Legal Convictions
 Circumstances
                          Order                             •    Prior Termination of Parental
                                                                 Rights of another child (169)




State of Louisiana — ACESS                                                         Page 415 of 448
AC18 — Increment 2 Detailed System Requirements Document – Case Management: Perform Intake
Version 2..1                                                                      08/19/05
 Perform Intake Code Table Values

 Field Name               Page(s)                       Values

 Appeal Outcome               •   Adoption Subsidy          •    Agency Upheld
 (141)                            Request                   •    Client Upheld

 Approved for Case?           •   Home Study                •    Yes
                                  Summary                   •    No
 Arrangement Type             •   Living Arrangement        •    Adult Care Home
                                  Evidence Details          •    Adult Relative
                                                            •    Alcohol and Drug Treatment
                                                                 Center
                                                            •    Emergency Shelter
                                                            •    Foster Care
                                                            •    Group Home
                                                            •    Halfway house
                                                            •    Home
                                                            •    Hospital over 30 days
                                                            •    Lacks Fixed Nighttime Address
                                                            •    Non Relative
                                                            •    Place not designed for sleeping
                                                            •    Psychiatric Hospital over 30
                                                                 days
                                                            •    Psychiatric Residential
                                                                 Treatment Facility
                                                            •    Residential Treatment Facility
                                                            •    Shelter for Battered Women
                                                                 and Children
                                                            •    Subsidized Housing for Elderly
                                                            •    Supervised Shelter
 At Least One Night           •   Qualified Relative        •    Yes
 With Qualified                                             •    No
 Relative Indicator

 Attendance                   •   Education (updates        •    Regular
                                  for Foster Care)          •    Irregular
 Benefit Type                 •   Benefit Eligibility       •    Adoption Subsidy
                                  (1358,1370)               •    Attendance Allowance
                                                            •    Black/Brown Lung Benefit
                                                            •    Child Benefit
                                                            •    Disability Annuity Payment
                                                            •    Disability based GA Benefits
                                                            •    Disability Insurance
                                                            •    Disabled Tax Credit


State of Louisiana — ACESS                                                         Page 416 of 448
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 Field Name               Page(s)                       Values
                                                            •    Disaster UA
                                                            •    Diversion Payments
                                                            •    Emergency SSI Assistance
                                                            •    Food Stamps
                                                            •    Foster Care Assistance
                                                            •    General Assistance
                                                            •    High Rate DLA
                                                            •    Incapacity Benefit
                                                            •    Income Support UK
                                                            •    Interim Assistance Payments
                                                            •    Invalid Care Allowance
                                                            •    Low Rate DLA
                                                            •    Maternity Benefit
                                                            •    Medicaid
                                                            •    Medicare(Part A)
                                                            •    Medicare(Part B)
                                                            •    Middle Rate DLA
                                                            •    Severe Disability
                                                            •    Sickness Benefit
                                                            •    SS Disability Insurance
                                                            •    SSA Disability based MA
                                                                 Benefits
                                                            •    SSI
                                                            •    Survivors Benefit
                                                            •    TANF
                                                            •    Temporary Assistance
                                                            •    Unemployment Insurance
                                                            •    Working Allowance
 Best Interests of            •   Properly Worded           •    Yes
 Child                            Court Order               •    No

 Birth Site                   •   Petition Child            •    At Home
                                  Information               •    Hospital
                                                            •    Elsewhere
                                                            •    Unknown
                                                            •    Worker’s assessment of
                                                                 whether the adoption can take
                                                                 place without the subsidy
 Category                     •   Property Evidence         •    Personal
                                  Details                   •    Real


State of Louisiana — ACESS                                                         Page 417 of 448
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 Field Name               Page(s)                       Values

 Child Freed for              •   Legal/Biological          •    Death
 Adoption Type                    Parent Information        •    Surrender
                                                            •    Termination of Parental Rights
 Child Title IV-E             •   Adoption Subsidy          •    Eligible
 Eligibility Status               Request Evidence          •    Non-Eligible
                                  Details
 Citizen/Alien Status         •   Citizenship               •    US Citizen
                                  Evidence Details          •    Eligible Alien
                                                            •    Ineligible Alien


 Citizen/Alien                •   Citizenship               •    Pending (3010)
 Verification                     Evidence Details          •    Worker-verified documentation
                                                                 (3010)
                                                            •    Verified via Interface (not
                                                                 available for user selection)
                                                                 (1360)
 Classification:              •   Modify Case               •
                                  Header
 Contrary to Welfare          •   Properly Worded           •    Yes
 of Child                         Court Order               •    No

 Court of Jurisdiction        •   Court Information         •    Use CPI Code Table Info for
                                                                 Court of Jurisdiction from
                                                                 Increment 1 (169)
 Currency                     •   Create Delivery           •

 Current Legal Status
                          ICPC Placement                    •  Adoption Finalized
 of Child
                          Information                       •  Child Reached Majority/Legally
                                                               Emancipated
                                                            2. Legal Custody Returned to
                                                               Parents
                                                            • Legal Custody Given to Relative
                                                               (169)
 Day of Month Paid            •   Earned Income             • 1 - 30, Last Day of Month
                                  Evidence Details




State of Louisiana — ACESS                                                          Page 418 of 448
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 Field Name               Page(s)                       Values

 Day of Week Paid             •   Earned Income             •    Sunday
                                  Evidence Details          •    Monday
                                                            •    Tuesday
                                                            •    Wednesday
                                                            •    Thursday
                                                            •    Friday
                                                            •    Saturday
 Deduction Type               •   Benefit Evidence          •    Electricity
                                  Details                   •    Gas
                                                            •    Housing
                                                            •    Telephone
                                                            •    Transport
 Deduction Type               •   Unearned Income           •    Voluntary
                                  Evidence Details          •    Involuntary
 Delivery Type                •   Benefit Evidence          •    Bank Draft
                                  Details                   •    Cash
                                                            •    Check
                                                            •    Direct Debit
                                                            •    EFT
                                                            •    Giro
                                                            •    Invoice
                                                            •    Money Order
                                                            •    Postal Order
                                                            •    Standing Order
                                                            •    Voucher
 Deprivation Reason           •   Deprivation               •    Birth out of wedlock
                                  Evidence Details          •    Deportation
                                                            •    Desertion
                                                            •    Divorce
                                                            •    Hospitalization
                                                            •    Incarceration
                                                            •    Legal Separation
                                                            •    Other
                                                            •    Single Parent Adoption




State of Louisiana — ACESS                                                         Page 419 of 448
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 Field Name               Page(s)                       Values

 Disability Category          •   Disability                •    Mental Retardation
                                                            •    Visually Impaired
                                                            •    Hearing Impaired
                                                            •    Physically Disabled
                                                            •    Emotionally Disturbed
                                                            •    Other Diagnosed Condition
                                                            •    HIV
                                                            •    AIDS
                                                            •    Learning Disability
                                                            •    Behavior Problem
                                                            •    None
                                                            •    Unknown
 Disability Type              •   Disability                •    Physical
                                                            •    Mental
 Disposition                  •   Petition Child            •    Continued for Cause
                                  Information               •    Denied
                              •   Petitioner                •    Granted
                                                            •    Interlocutory
                                                            •    No Action
                                                            •    Pending
                                                            •    Withdrawn
                                                            (from TIPS adoption disposition
                                                            codes)

 Disqualification             •   Disqualification          •    Intentional Program Violation
 Reason                           Evidence Details

 Disqualification Type        •   Disqualification          •    First Violation – Six Months
                                  Evidence Details          •    Second Violation – 12 Months
                                                            •    Third & Subsequent Violations –
                                                                 24 Months




State of Louisiana — ACESS                                                         Page 420 of 448
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 Field Name               Page(s)                       Values

 Earned Income                •   Earned Income             •    Pending
 Verification                     Evidence Details          •    Check stubs
                                                            •    W-2 forms
                                                            •    Employer’s statement
                                                            •    Income tax return
                                                            •    Actual check
                                                            •    Letter of award
                                                            •    Court document
                                                            •    Cash receipts (for self
                                                                 employment)
                                                            •    Other documentary evidence
                                                            •    Verified via Interface (not
                                                                 available for user selection)
                                                                 (1360)
 Earnings Type                •   Earned Income             •    Wage
                                  Evidence Details          •    Salaries
                                                            •    Self-Employment
 Evaluation
                          Medical/Dental History            •    Annual Exam – No follow-up
                          Record                                 Appt
                                                            •    Annual Exam – Follow-up Appt
                                                            •    Annual Exam – Referral to
                                                                 Specialist
                                                            •    Lab Work
                                                            •    X-rays/CAT Scan/MRI
                                                            •    Illness/Medication Prescribed
                                                            •    Illness/Medication Prescribed
                                                                 Follow up Appt
                                                            •    Illness/Hospitalization
                                                            •    Injury/Follow-up Appt
                                                            •    Injury/Hospitalization
                                                            •    Injury/Treatment/No Follow-up
                                                                 Appt
                                                            •    Tooth Extraction
                                                            •    Orthodontia Exam
                                                            •    Physical Therapy Appt
                                                            •    Occupational Therapy Appt
                                                            •    Speech/Hearing Therapy
                                                            •    Consultation
                                                            •    Other (169)



State of Louisiana — ACESS                                                         Page 421 of 448
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 Field Name               Page(s)                        Values

 Expected Due Date            •   Pregnancy                 •     Pending (3010)
 Verification                     Evidence Details          •     Doctor’s Statement
                                                            •     Health Unit Verification
                                                            •     Verified via Interface (not
                                                                  available for user selection)
                                                                  (1360)
 Expense Type                 •   Child                     •     Child Support
                                  Support/Alimony           •     Alimony
                                  Expense Evidence
                                  Details
 Expense Type                 •   Self Employment           •
                                  Work Screen
 Frequency                    •   Child                     •     Daily
                                  Support/Alimony           •     Weekly
                                  Expense Evidence          •     Bi-Weekly (Every Two Weeks)
                                  Details                   •     Twice Monthly (Two Times Per
                              •   Dependent Care                  Month)
                                  Expense Evidence          •     Monthly
                                  Details                   •     Quarterly
                              •   Unearned Income           •     Annually
                                  Evidence Details
                              •   Visitation/Continuin
                                  g Contact
                                  Documentation
                              •   Benefit Evidence
                                  Details
                              •   Earned Income
                                  Evidence Details
 Frequency                    •   Recruitment Efforts       •     Daily
                                  Capture                   •     Weekly
                                                            •     Bi-Weekly (Every Two Weeks)
                                                            •     Twice Monthly (Two Times Per
                                                                  Month)
                                                            •     Monthly
                                                            •     Quarterly
 Held?                        •   Visitation/Continuin      •     Yes
                                  g Contact                 •     No
                                  Documentation




State of Louisiana — ACESS                                                           Page 422 of 448
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 Field Name               Page(s)                       Values

 Highest Grade                •   Student Evidence          •    Pre-K
 Completed                        Details                   •    Kindergarten
                                                            •    First Grade
                                                            •    Second Grade
                                                            •    Third Grade
                                                            •    Fourth Grade
                                                            •    Fifth Grade
                                                            •    Sixth Grade
                                                            •    Seventh Grade
                                                            •    Eighth Grade
                                                            •    Ninth Grade
                                                            •    Tenth Grade
                                                            •    Eleventh Grade
                                                            •    High School Diploma
                                                            •    GED
                                                            •    Some College – No Degree
                                                            •    Awarded Associate Degree
                                                            •    Awarded Bachelor’s Degree
                                                            •    Awarded Master’s Degree
                                                            •    Other Credentials (Degree,
                                                                 Certificate, etc.)
                                                            •    No Education
                                                            •    Unknown
 Home Study Type              •   Home Study                •    ICPC
                                  Summary                   •    Court Order
                                                            •    Home Development (167)
                                                            •    Voluntary
 How Child Freed For          •   Petition Child            •    Consents
 Adoption                         Information               •    Surrenders –Voluntary TPR
                                                            •    Judgment Termination –
                                                                 Involuntary TPR
                                                            •    No Consent Given
                                                            •    Not Applicable
 ICPC                         •   Petition Child            •    Yes
                                  Information               •    No
 ICWA Eligible?               •   Incoming Interstate       •    Yes
                                  Compact for the           •    No
                                  Placement of
                                  Children (ICPC)
                                  Request


State of Louisiana — ACESS                                                         Page 423 of 448
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 Field Name               Page(s)                       Values

 IEP in Record                • Education (updates          •    Yes
                                for Foster Care)            •    No
 Illness/Condition           • Family                       •    Yes
 (168)                          Medical/Genetic             •    No
                                History
 Information Attached
                          ICPC Services Requested           •    Child’s Social History
 to Service Request                                         •    Home Study of Placement
                                                                 Resource
                                                            •    Court Order
                                                            •    ICWA Enclosure
                                                            •    Financial/Medical Plan
                                                            •    IV-E Eligibility Documentation
                                                            •    Other Enclosure (169)
 Initial Placement of         •   ICPC Report on            •    Yes
 Child in Receiving               Placement Status          •    No
 State?

 Initial Report               •   ICPC Services             •    Yes
 Requested?                       Requested                 •    No

 Legal Status of Child        •   Petition Child            •    Child born out of wedlock
 at Birth                         Information               •    Child born in wedlock
                                                            •    Unknown – Child Abandoned
                                                                 no documentation available
                                                                 (169)
 Level of Severity            •   Disability                •    Mild
                                                            •    Moderate
                                                            •    Severe
                                                            •    N/A




State of Louisiana — ACESS                                                         Page 424 of 448
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 Field Name               Page(s)                       Values

 Medical/Dental               •   Medical/Dental            •    Psychiatric
 Service                          History Record            •    Psychiatric Medical Check
                                                            •    Psychiatric Other
                                                            •    Subcontracted Psychological
                                                            •    MDT Consultation
                                                            •    Psychological/Educational/Voca
                                                                 tional
                                                            •    CEP Evaluation and Testing
                                                            •    Consultation
                                                            •    Social Assessment
                                                            •    Medical Exam – Foster Parent
                                                            •    Medical Exam - Day Care
                                                                 Home
                                                            •    Medical Testing
                                                            •    Hepatitis B Vaccination
                                                            •    HIV/AIDS Test
                                                            •    Medical Exam Other
                                                            •    Extended Exam
                                                            •    Sexual Abuse Exam
                                                            •    Psychiatric Therapy
                                                            •    Psychological Therapy
                                                            •    Psychological Therapy – Non
                                                                 Client Specific
                                                            •    Treatment Consultations
                                                            •    Treatment Services
                                                            •    Treatment Consultation CEP
                                                            •    Treatment Services Special
                                                            •    Dental Services
                                                            •    Speech and Hearing
                                                            •    Therapy BCSW, LMSW
                                                            •    Physical Therapy
                                                            •    Orthodontist (169)




State of Louisiana — ACESS                                                         Page 425 of 448
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 Field Name               Page(s)                       Values

 Month                        •   STEP Participation        •    January
                                  Details                   •    February
                                                            •    March
                                                            •    April
                                                            •    May
                                                            •    June
                                                            •    July
                                                            •    August
                                                            •    September
                                                            •    October
                                                            •    November
                                                            •    December
 Not Immunized                •   Child Immunization        •    Contrary to Religious Beliefs
 Reason                           Evidence Details          •    Medical Condition Prohibits
                                                                 Immunizations
                                                            •    Other
 Ongoing?                     •  Recruitment Efforts        •    Yes
                                 Capture (has an            •    No
                                 accompanying list)
                          Create Delivery                   Family Services Cases
 Open Reason
                          Modify Case Header                   • Intent to Surrender by
                                                                   Parent
                                                               • Combination Abuse/Neglect
                                                               • Court Ordered Supervision
                                                               • Assessment Only Referral
                                                               • Physical Abuse Assessment
                                                               • Neglect Assessment
                                                               • Sexual Assessment
                                                               • Combination Assessment
                                                               • Neglect of Child
                                                               • Abuse of Child
                                                               • Sexual Abuse
                                                               • Other
                                                               • Intake Officer Referral
                                                               • Informal FINS Conference
                                                               • Court Ordered Services
                                                               • Other
                                                            Foster Care Cases
                                                               • Abandonment
                                                               • Surrendered by Parent
                                                               • Voluntary

State of Louisiana — ACESS                                                         Page 426 of 448
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 Field Name               Page(s)                       Values
                                                                   Placement/Adoption
                                                               • Caretaker Inability Care –
                                                                   AIDS
                                                               • Caretaker Inability/Illness
                                                                   Disability
                                                               • Refugee – Not
                                                                   Unaccompanied Minor
                                                               • Combination Abuse/Neglect
                                                               • Voluntary Placement
                                                               • Neglect
                                                               • Physical Abuse
                                                               • Alcohol Abuse (Child)
                                                               • Drug Abuse (Child)
                                                               • Sexual Abuse
                                                               • Maltreatment
                                                               • Death of a Parent
                                                               • Child Disability
                                                               • Child Behavior
                                                               • Alcohol Abuse (Parent)
                                                               • Drug Abuse by
                                                                   Parent/Caretaker
                                                               • Incarceration of a Parent
                                                                   Caretaker
                                                               • Inadequate Housing
                                                               • Welfare Reform/TANF
                                                                   Related
                                                               • Parent’s Refusal to Assume
                                                                   Responsibility
                                                               • FINS
                                                               • Other
                                                               • Child Eligible for Title IVE
                                                                   Ind P
                                                            Adoption Subsidy
                                                               • Child Available for Adoption
                                                               • Child Placed in Adoption
                                                               • Continued Funding Needed
                                                               • Private Adoption
                                                               • Private Adoption Non –
                                                                   Recurring
                                                               • Independent Adoption Non-
                                                                   Recurring

State of Louisiana — ACESS                                                         Page 427 of 448
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 Field Name               Page(s)                       Values
                                                                 •   Adoption – Post Finalization
                                                                 •   Adoption Post
                                                                     Finalization/Private
                                                                     Adoption
                                                                 •   Other