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CWS/CMS Bulletin - Release 8.4 and Interim Release 8.4.0 Informational Bulletin


Date: 10/19/2018
Title: Release 8.4 and Interim Release 8.4.0 Informational Bulletin
What is Impacted: CWS/CMS Application
Describe Impact:

Release 8.4 and Interim Release 8.4.0 will be implemented on Saturday, November 17, 2018. 

Release 8.4 contains 6 SCRs: 8612, 8625, 8653, 8710, 8714, and 8729.  
SCR 8612 includes four (4) Requirements, SCR 8625 includes four (4) Requirements, SCR 8653 includes three (3) Requirements, SCR 8710 includes four (4) Requirements, SCR 8714 includes ten (10) Requirements, and SCR 8729 has seven (7) Requirements.


SCR 8612 – Update Missing AFCARS NavTool Fields

Requirement 1 - Add two (2) missing elements to the AFCARS NavTool: “Child Placed From” (also identified as AFCARS Adoption data element #33-Child Placed From) and “Child Placed By” (also identified as AFCARS Adoption data element #34-Child Placed By). Both elements should be added to the AFCARS NavTool under the header “Adoption Placement”.

Requirement 2 – Add up to three new alerts to Health notebook Summary and Diagnosed Condition pages, when the “Has this child been diagnosed as having a disability(ies)?” field is out of sync with the Diagnosed Conditions page.

An alert should display when:

  1. On the Summary page the “has this child been clinically diagnosed as having a disability(ies)?” field is “Yes” and no qualifying condition exists on the Diagnosed Condition page during the current AFCARS reporting period.
  1. On the Summary page the “has this child been clinically diagnosed as having a disability(ies)?” field is “No” or blank, and a qualifying condition exists (other than “No Known Health Condition”) during the current AFCARS reporting period.
  1. On the Summary page the “has this child been clinically diagnosed as having a disability(ies)?” field is “Not Yet Determined”.

Requirement 3 - The AFCARS NavTool Diagnosed Condition will appear green under the following conditions. Otherwise the field will appear white.

  1. When the “Has this child been clinically diagnosed as having a disability(ies)?” field is “Yes” and no qualifying condition exists during the current AFCARS reporting period.
  1. When the “Has this child been clinically diagnosed as having a disability(ies)?” field is “No” and a qualifying condition exists (other than “No Known Health Condition”) during the current AFCARS reporting period.
  1. When the “Has this child been clinically diagnosed as having a disability(ies)?” field is “Not Yet Determined”.
  1. When there is no selection for “Has this child been clinically diagnosed as having a disability(ies)?”

Requirement 4 - AFCARS qualifying conditions shall be identified by an asterisk in the Health Problem combo of the Diagnosed Condition page in the Health notebook, along with a label to explain the asterisk.


SCR 8625 – State ID Row End Date Logic

Requirement 1 - The system shall be updated to allow active State IDs to be automatically end dated when the client is no longer the focus child of an open case or in an open referral.

Requirement 2 –  The system shall be updated to end date active State IDs belonging to the county closing a case or referral when a client is no longer the focus child of an open case, or in an open referral, belonging to the county of closure.

Requirement 3 - When ending a State Id, the system shall set the State Id and Aid Code end dates to the case end date or the referral closure date (system date), whichever is applicable. However, when the State Id or Aid Code start date is greater than the case end date, the system date shall be used.

Requirement 4 - When reopening a case, only those State IDs that were ended at the time of case closure, and that belong to the county reopening the case, shall be reactivated.


SCR 8653 – Education Provider De-Dup Batch Merge

Requirement 1 – The system shall update the Education Provider Interface which populates Education information, to also batch merge user-entered education provider records to DOE master education provider records.

Requirement 2 – The system shall provide a listing of the education provider records that were merged.

Requirement 3 – The Education Provider population and batch merge processes shall be automated, and will be executed after DOE import data is loaded into CWS/CMS.


SCR 8710 – Child and Family Team Meeting Changes

Requirement 1 – The system shall be updated to capture the count of a CFT Key Role present at a CFT meeting for up to 12 CFT Key Roles.

Requirement 2 – Up to eight (8) CFT Key Roles shall be added to the system.

Requirement 3 – The CFT Key Roles of Parent/Father and Parent/Mother shall be disabled.

Requirement 4 – The system shall be updated to identify the facilitator of a CFT meeting. The facilitator may be a service provider or a CWS/CMS staff person.


SCR 8714 – AFCARS Race/Ethnicity Federal Reporting Compliance

Requirement 1 – The Race/Ethnicity frame on the Placement Home Substitute Care Provider page shall be updated to match the Race/Ethnicity frame on the Client notebook ID page.

Requirement 2 - The Race/Ethnicity frame on the Zippy Referral Clients page shall be updated to match the Race/Ethnicity frame on the Client notebook ID page.

Requirement 3 - The Hispanic or Latino Origin option buttons shall be added to the Zippy Referral Clients page.

Requirement 4 - Only federally recognized values shall be available in the Primary Ethnicity dropdown. Federally recognized values are currently identified by an asterisk (*). Any non-federal values previously selected as a Primary Ethnicity will display as disabled.

Requirement 5 - Case Plan Approval shall not be enabled when the Primary Ethnicity value displays as disabled in the Client notebook.

Requirement 6 - All values shall be available in the Other Ethnicity dropdown regardless of value selected in Primary Ethnicity. The exceptions to this are:

  •  ‘Declines to State’ shall not be available when it has already been selected as the Primary Ethnicity.
  • When ‘Declines to State’ is the Primary Ethnicity only non-federal (no asterisk) values shall be available for Other Ethnicity.
  • ‘Unable to Determine’ shall not be available as an Other Ethnicity.
  • Other Ethnicity shall not be enabled if the Primary Ethnicity is ‘Unable to Determine’ and the Unable to Determine-Reason is ‘Abandonment’ or ‘Incapacitation’.

Requirement 7 - The red warning text ‘Check to see if Ethnicity is in sync with Hispanic or Latino Origin’ shall be removed from the ID page of Client notebook and Substitute Care Provider page of Placement Home notebook.

Requirement 8 - The asterisk shall be removed from the code table value ‘Other Race Unknown’.

Requirement 9 - Data conversion will be performed for existing data.

For the Substitute Care Provider if a single federally recognized value is found it will be kept as the Primary Ethnicity.

If more than one federally recognized value is found, or only non-federally recognized values are found, all values will be moved to the new Other Ethnicity section and Primary Ethnicity will be blank.

Requirement 10 - A new red text warning message shall be added to the Substitute Care Provider page. This text should display when the Primary Ethnicity is blank and there are one or more entries in Other Ethnicity.

 
SCR 8729 –  Training Tools Package for R8.4

Requirement 1 - The Scenario Manager application must include the latest code tables upon completion of the testing cycle.

Requirement 2 - Provide file for Scenario Manager application that can be uploaded to the Training website.

Requirement 3 - The CAD training Database and Tables, Business Object Universes, and Business Objects Mapping spreadsheet must be updated to be consistent with current release.

Requirement 4 – Business Objects curriculum content must be consistent with current version of Business Objects.

Requirement 5 – Client ages in Scenario Manager must be consistent with corresponding client ages throughout Scenario Manager and the New User Curriculum.

Requirement 6 – Update the curriculum screen shots so that ages are consistent within each student guide.

Requirement 7 – The CWS/CMS for New Users Curriculum, process maps and mapped documents must reflect screen changes and must address the code changes to the system as stated in SCR’s 8710, 8612, 8714, 8625 and 8653.

 

Release 8.4.0 contains three (3) SCRs, seven (7) DPUs, and 12 PTSs. 

The following information once available for R8.4 will be located behind County Logon>Code Release Secure Site>Release 8.4:
Database Changes
Release 8.4>County Test Workshop/User Acceptance Testing/CTW/UAT:
R8.4 Incident Status Report (Pending)

Coexistent county CWSCMS.MSI file availability:

The CWSCMS.MSI file will be available by Monday, November 5, 2018 for technical staff to begin testing the installation of the release.  The code will be located on the CWSDFSr share in the following location:

  •  \CODEDIST\Staging\R8.4

 

Dedicated County CWSCMS.MSI file delivery:

By Monday November 5, 2018 dedicated county users should start seeing the CWSCMS.MSI file copied to their workstations during Windows logon.  Technical staff can verify that they have received the file by checking for its presence in the C:\CACW\R8.4 folder.  This file must exist on the workstation for the installation of Release 8.4 to take place on or after November 17, 2018.

 

The following information has been posted:

Database Changes
R8.4 Data Structure Changes
Business Objects Mappings 8.4
Charts-Entity Relationship Diagram (ERD)
Index-Entity Relationship Diagram (ERD)
Folded Keys

xTools is available and is located on the CWS/CMS website under the County Info tab>County Logon>Applications>xTools.

CWS/CMS Error Messages is available and is located on the Training Portal
Training Portal>Guides>General User
https://cwscms.osi.ca.gov/Portal/Training-Portal/Guides#gen_user


When: November 17, 2018
Start Time: 6:00AM
End Time: 2:00PM
Duration: 8.0 Hours

Who is Impacted: All CWS/CMS Users
Why: Information Sharing

Contact Name: CWDS Customer Relations
Contact Email: CWS_CustRel@osi.ca.gov
Contact Phone: (916) 891-3143