BA3810 – Information Systems Analysis Dr. Vicki Sauter FSN Remote Client Access Proposal ________________________________________________________________________ Group D
BA3810 – Information Systems Analysis Dr. Vicki Sauter
FSN Remote Client Access Proposal ________________________________________________________________________
Group D
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Table of Contents
I. INTRODUCTION
i. CLIENT BACKGROUND……………………………..….2
ii. PROPOSAL……………………………………………..…3
iii. TECHNICAL SPECIFICATIONS……………………….3
II. SYSTEM DESCRIPTION………………………………………..4
III. FEASABILITY
i. ECONOMIC FEASABILITY…………………………….7
ii. TECHNICAL FEASABILITY……………………………8
iii. OPERATIONAL FEASABILITY………………………...8
iv. SCHEDULE FEASABILITY……………………………..9
v. POLITICAL FEASABILITY……………………………..9
IV. CLIENT VISIT/INTERVIEW
i. INITIAL CLIENT VISIT………………………………..10
ii. FSN MEETING……………………………………….....11
iii. QUESTIONNAIRE JUSTIFICATION………………....11
V. SUMMARY……………………………………………………....13
VI. APPENDICES
i. CONTEXT DATA FLOW DIAGRAM………………….14
ii. LEVEL 0 DATA FLOW DIAGRAM……………………15
iii. QUESTIONNAIRE……………………………………..16
iv. QUESTIONNAIRE RESULTS………………………...17
v. DATA DICTIONARY…………………………………..18
vi. REPORTS SUMMARY………………………………...23
vii. PROTOTYPE SCREEN CAPTURES……………........25
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INTRODUCTION
CLIENT BACKGROUND
The Family Support Network (FSN) is an organization dedicated to assisting families in
preventing child abuse and neglect. They strengthen families through methods such as direct counseling
and education. Additionally, they offer parenting tips, resource referrals and maintaining community
based partnerships with other local organizations and media outlets (e.g. Community Partners, KSDK
Channel 5), as well as basic tips on their website. FSN has three programs that are each focused to help
prevent child abuse in specific ways: First Step, Pathways and School Links. Depending upon a family’s
needs and the specifications of the program, a family will be accepted into service.
The current information system used to support the work of FSN utilizes a database application,
Alpha 4, which was configured to store client information and allow basic reporting. The therapists enter
data on their respective clients once they have been accepted into one of the programs. At the close of the
case, which can occur for various reasons, the therapist enters more data into the same database. Follow-
up dates are generated by the system, so that therapists can conduct follow-up visits with their clients.
Reporting is performed by management using the current database system and utilizes hard-coded
reports that were designed at system startup. The program director utilizes these reports the most,
performing error checking, viewing current and closed cases and providing reports to service requests
from charitable organizations. If errors have been noted, such as a gender field not completed, this will
be communicated to the responsible therapist for correction. Reports that do not meet exact criteria are
printed and information is manually gathered to provide the necessary information.
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PROPOSAL
The proposal from Group D is a remotely accessible system utilizing a web-based front end that
will store client/family counseling information into a SQL database. This system will allow the therapists
to easily access or add new client information. Additionally, the system will support entry of each client
session, capturing much more information than their current database. Progress notes will be supported
online, allowing the transition away from a paper-based notes system.
Reporting with the proposed system will be robust, allowing the user to generate, add or edit
reports in a user friendly environment and will take advantage of the additional information captured per
session to facilitate reports that meet the client’s needs. Remote access through a website will allow the
client to access and execute their reports quickly. Additionally, editing reports and adding new ones will
be supported through the same interface and will be simplified for the user, allowing the client to tailor
reporting to their current specifications.
We are offering the client two versions, one which could be considered conservative, and the
other as high-end. Both reflect the benefits of the above system, with the high-end option including
further enhancements, albeit at a higher cost. Ultimately, whichever option the client chooses, the results
should bring more opportunities to service families in need and provide more opportunities to court
charitable organizations for assistance.
TECHNICAL SPECIFICATIONS
There are several aspects of the new system that are important in ensuring that the new system
facilitates the work of FSN:
• Each therapist that travels to their clients will be provided a laptop with the configuration:
Dell Latitude D510:
Ø Intel Pentium M Processor 740 (1.73 GHz), 1GB Memory Ø 40 GB Hard Drive Ø Microsoft Windows XP Professional Ø Microsoft Office Professional 2003
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• Current server will be used for storage of the database and web front end with upgraded internet connection
• Backup will be handled by current tape backup system using the current schedule • Each laptop user must have internet access, through DSL or wireless provider
(recommended) • Users must enter ID and password to access web based system • Password requirements: Users will have to change their passwords every 90 days
Password will be restricted by certain rules (see page 18 – Data Dictionary) • Maximum number of concurrent users supported is unlimited for the conservative option,
and initially 15 users for the high-end. The client has the option of purchasing more licenses, if desired
• Database will have required fields to reduce time editing and adding information later • Current database will be exported via comma-delimited file from Alpha 4 and imported
into new database. Any new table fie lds will be set to null and the front end of the database will handle required fields for imported data.
• The web-based front end will allow user to add, search, edit client information in easy to read format
• User will be able to generate reports in user-friendly environment from same web-based front end
• Maximum size of the database is 4 GB for the conservative approach and unlimited for the high-end approach
SYSTEM DESCRIPTION
The client’s current information system allows the therapists and management to document and
store information regarding their casework through the use of a database system. This system also
provides reporting to management for multiple purposes. The technical aspects of the system consist of a
desktop personal computer and the Alpha4 database application and it is not currently connected to any
networks. The therapists use this computer to enter patient data into the database for storage. Later, they
may retrieve information for viewing or editing purposes. The program director and supervisors run
reports from the database application for quality assurance and management purposes, as well as for
providing information to other parties. He likewise retrieves information for editing and viewing.
There are several stakeholders involved with this system. Some of the stakeholders would be
those listed previously: the program director, supervisors and therapists. Community Partners provides
technical support and is currently backing the client on replacing or updating their current system. Family
Support Network’s clients, the families that they counsel, are stakeholders because it is their information
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that is stored and shared; they have expectations of privacy. Related to the issue of privacy, is the
existence of government regula tory bodies that enforce HIPAA regulations, requiring that the Protected
Health Information (PHI) of patients is kept confidential. Organizations, especially larger ones that
donate money to the Family Support Network require reports of how many families they have treated or
other such criteria, requiring accurate and acceptable reporting mechanisms.
In the current process, therapists will collect basic demographics of a family once they have been
accepted as eligible for a program that is offered by Family Support Network. The therapist that is
assigned the case will handle entering the demographics of the family and they will be placed on a
waiting list. Entering the information usually takes about five minutes of the therapist’s time. There will
then follow questionnaires and assessments to be filled out over the early sessions with the family. Each
session is counted in units, in which one hour is equal to one unit of time. Over the course of
approximately nine months, the therapist will continue to meet with the family once a week, filling out
progress reports manually. At the conclusion of this time period, the case is considered closed and the
therapist documents this in the database system. Additionally, they will document progress scores and
other measurements. Finally, they will check every field for accuracy and any empty fields that must be
entered. The data entry at the close of the case will take the therapist about ten to fifteen minutes of their
time. There are two follow-up dates, three month and twelve month, which are calculated by the system.
A case may not follow through the entire course of nine months: the family may drop out of the program,
there may be discovered instances of child abuse that result in court intervention, or over time the family
may no longer fit into the current programs that the client offers. In any of these situations, the therapist
uses the same process to close the case, along with appropriate dates and reasons for completion.
Reporting is currently output by the project manager and supervisors and is very important to the
work of the organization. The current reports allow for the client to view individual family cases, all
current open cases, and the types of referrals that they receive, and so on. These reports were designed
and hard-coded by an outside party when the database was designed. The client uses the results of these
reports to perform quality assurance; if he notices errors, such as a gender not entered for a closed case,
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he will report this to the supervisor, who will then have the therapist edit and correct the family’s data in
the system. Editing occurs roughly two to three times a week per therapist. This process may also occur
if the supervisor runs the report and notices any errors. Additionally, the client must report gross numbers
to large organizations that regularly donate to them, such as the United Way, which is facilitated by the
current reports that can be run.
According to the client, the biggest problem with the current system is the reporting services of
the database. Since the database is only used by the therapist during the opening and closing of the case,
much of the information during the course of the treatment is not in the database. Currently, therapists
must provide monthly statistic reports to the project manager, which must be done manually due to the
limitations of the current system. Another problem is that reports that were built back in 2000 are
becoming obsolete. For instance, the United Way now requests reporting based upon zip code, which the
client must do manually without the proper reporting mechanisms.
Also, the client feels that the system is slow. From a reporting standpoint, running some reports
requires that the user must scroll down an entire alphabetical list of families. The user can’t page down
multiple records at one time or even perform a search but must move one family at a time until they reach
the correct entry. Adding to this slow process is the use of an older operating system and hardware to
support the database application.
The client would like a system that allows him to automate some of the manual tasks that they
must do now, and have more robust reporting abilities than he currently has. He would prefer that the
system support documentation of all of the therapist’s session with families. Also, he would like the
ability to automatically determine when follow-up sessions are due, a process that is currently done
manually. From a quality assurance standpoint, the client would like required fields in the database that
would prevent the therapist from leaving out important information.
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FEASABILITY
ECONOMIC FEASABILITY
Since the user already leases their current desktop systems, we recommend that they continue this
practice for the conservative option; in the high-end option, the laptops would be purchased. Only those
therapists that must travel to meet their clients will be provided laptops. Our estimates say they can lease
them for $45/month per laptop for 36 months at the specified configuration above. In our more expensive
proposal, the laptops would be purchased at $1300 per unit. There will be additional cost in hiring for
database design, web-based front end programming, transfer of current database, and configuration of the
web server. The therapists will require internet access: we recommend that each therapist have Sprint
Mobile Broadband connection cards for their laptop at a cost of $100/unit and $40/month connection cost
for those who travel to their clients. Additionally, we recommend that the client upgrade their current
internet connection at FSN, which we estimate to be an additional $80/month. The therapists and
management will be required to train on the new system, which means time away from their work and the
cost of training supplies and trainers. While the more expensive solution includes 15 licenses at an initial
cost of $1000, additional licenses can be purchased for $40 each.
The benefits of the new system will mostly be realized by the use of remote access. By adding
this feature, we allow the therapists much more flexibility in their data entry. Automating many of the
manual tasks (such as their monthly reporting) allows the therapists and management more time to devote
to their primary mission of preventing child abuse. A simple user friendly interface coupled with
increased flexibility will promote positive attitudes and higher production, leading to the possibility of
increased case loads. Remote access will also allow the opportunity of FSN broadening their reach
beyond their current client service area. Required fields and data validation in the new system will
eliminate the need for therapists to revisit and edit current client data, saving more time for the therapists
and management.
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Assuming that we are providing laptops for seven therapists, overall we believe that the initial
cost for the conservative option to be $700, not including technical staff costs. Recurring cost would be
roughly $675/month. For our high-end solution, initial cost would be $10800, again not including
technical staff costs. Recurring costs for this solution would be about $360/month. It is assumed that
Community Partners will provide the technical and design support at startup, so we are estimating that
costs for that will be negligible. As new therapists are added to FSN, there will be incremental increases
in the monthly recurring costs.
TECHNICAL FEASABILITY
Our prototype shows that this system can be implemented with the use of Active Service Pages
(ASP) and the use of Microsoft SQL Server Express 2005 software. One limitation of the Express
version is the 4GB size limit to the database. In the more expensive proposal, we will be using Microsoft
Small Business 2003 Premium using SQL Server 2003 which is only limited by available storage space.
Since we can export the current database as a comma-delimited file, we can easily import this information
into the new database. We will need a database designer to actually add the new fields required and to set
up rules for current and new fields. The design process should not be overly difficult, as the system is not
very complex. Most of the information is demographics and table design should be straightforward.
Also, user data tables must be established and entered during database design. We will be using the
current server configuration, so installing the database software and setting up a web server on the current
file server will be the only additional tasks. After database design, the client will need to have the
designer build currently used reports for them.
OPERATIONAL FEASABILITY
It should be noted that in order to properly begin usage of the new system, there will need to be a
period where the new and old system exist. Since there is little data entry occurring to the current system,
this will work smoothly. However, there will be a shift in how the therapists work, specifically entering
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notes electronically and entering data for each client session. Therapists will have to be encouraged to
use the new system, despite the changes. The enhancement of remote access and simple interface to
access their information should alleviate some of the therapists concerns and help them through the
changes.
SCHEDULE FEASABILITY
Since the server and network are in place, the web server must be configured on the current file
server as well as installation of Microsoft SQL Express 2005 software or SQL Server 2003, depending on
the option chosen. Designing the web-based front end would take roughly two weeks, with the database
design taking one month, including user data. Transfer of the current information should be
straightforward, requiring some additional back-end work (error checking, unexpected technical
problems) and would require one week of time. Configuration of laptops would be minimal, as their
factory settings and software should be adequate. Connecting them to the current network, assuming the
user is working at the FSN building should be straightforward and could be done within an afternoon.
Training will be required to show the therapists how to connect to the internet from a remote location.
Additionally, they will need to be trained on using the new interface; all of this could be done within one
week. The database designer will be required to develop currently used reports, which should take two
weeks. Finally, the supervisors and program director will need training on reporting services and user
information management, which would be an additional week for them. Overall, we estimate that it
would take approximately 10 weeks total time for system to be fully functional.
POLITICAL FEASABILITY
Our client is particularly concerned with the manual work that occurs, simply because the current
system does not capture each counseling session the therapist conducts with a family. As a result, much
of the data is still manually processed. Based on our proposal, the therapists will be required to enter
much more information and for each session. This could potentially lead to therapists’ initial rejection of
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the system. By making the system easy to access remotely and providing a much more pleasing and
familiar user interface than their current system, we plan to offset their initial fears and transition to the
new process of data entry. After they see the overall benefits and become accustomed to the new system,
there should no longer be any problems.
Management, especially the program director, should be very pleased with the enhancements to
their methods of reporting and searching for clients. Automation of many of their manual tasks will free
up their time for other activities. After initial training, they should be very supportive of the system and
its benefits.
CLIENT VISIT/INTERVIEW
INITIAL CLIENT VISIT
Vincent Marino, Program Director for the Family Support Network, visited our class to give us
information on their company and their goals. He was accompanied by Patrick McEnaney of Community
Partners, providing a technical background of the current system. It was clear from Mr. Marino that he is
not technically savvy, but he wanted to point out that the current information system that they use is slow.
From his perspective, he felt that the system does not capture enough information. He admitted that it
probably wouldn’t save much time for the therapists to enter more information, but it would save them
some of their manual tasks. He proposed an entirely new system to replace the old one, which was
installed in the year 2000, perhaps with web based data entry.
Most of the problems that Mr. Marino focused on related to use of the reporting system. It was
inadequate for some of the work that they do and the interface made it slow and difficult to gather
information timely. Mr. McEnaney did provide some of the more technical explanations to help
communicate Mr. Marino’s concerns, but it was unclear how involved we would be with him on this
project.
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FSN MEETING
Our next meeting was at the FSN office with Mr. Marino only. At this time we were able to
better determine the entire system processes. Mr. Marino described in detail the process of their case
work and each employee’s tasks within these processes. He re-iterated some of his concerns with the
system and we discovered that, per the client, the therapists aren’t really upset with the current
information system. It became clear that we were hearing Mr. Marino’s issues with the current system
and we did not have access to any therapists to get their point of view. We were provided with screen
captures of reports that helped us better understand the limitations of the current reporting. Upon viewing
the desktop system used for client data storage, we discovered that the backup process currently utilized
might be inadequate to restore their system as it currently operates. During the walk-through of the
office, we took note of the technical details of the installed server and the desktop system.
QUESTIONNAIRE JUSTIFICATION
As discussed previously, our contact with the client has only consisted of communication with the
program director. It became apparent that we needed feedback from the therapists in order to address any
issues that they may have and to ensure that any proposal would benefit them. Each question in the
survey plays an integral part in helping to understand the business needs of the therapists. Our client has
provided the necessary information about the organizations desired deliverables. The questionnaire is a
tool that will help refine our solution to the problem by focusing on end user expectations of the future
system by further studying the current system from their point of view. The following list justifies the
purpose of each survey question (see appendix for questionnaire):
1. The question will statistically help determine if the survey results varying according to length of
service. Often employees with more experience perceive situations differently from newer less
experienced employees.
2. Same as above.
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3. This question will help determine whether or not data validation should be built into our system. If the
therapists are not asked to frequently correct entries we may not place emphasis on developing data
validation features.
4. This question will help determine the level of complexity our new database interface will have and
whether a network accessible database is desired.
5. Our solution to the problem will take on average a projected 10 – 15 minutes per record entry. Results
to this question will validate whether or not our solution is feasible to the therapists.
6. Answers to this question will directly effect our decision to build in networking functionality. The
results will also directly affect our budget, technical specifications, security concerns, and client support
issues.
7. Same as above.
8. Same as above.
9. This question has duel implications. Results will help provide insight into the major shortcoming and
or problem involved with using the current system, thus allowing us to focus our problem solution to
make sure we eliminate that problem.
10. Answers to this question will aid in determining the level of congruency between client and end user
dislikes involved with using the current system.
11. The purpose of this question is to collect feedback to possible enhancements that may not
have been previously identified up to this point, but may be crucial in our effort to improve the
system.
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SUMMARY
The purpose of our proposal has been to suggest a system that will help the client better achieve
their goal of preventing and reducing child abuse. We believe that our proposed system, whichever is
chosen, will help them in their mission through an entirely new system incorporating data validation and
data requirements existing in a very user friendly and familiar computing environment. By utilizing web-
based technologies that the therapists and management are comfortable with, we can foster growth into a
more electronic based process.
The initial client visit provided a basic framework for the problems with their current system.
Following with a visit to the client’s location further developed our vision of the problem and was
invaluable to describing their processes. Ultimately, therapist’ involvement through the questionnaire
helped steer our proposal to ensure that all stakeholders will be successful in supporting FSN’s activities.
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Context Data Flow Diagram
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Level 0 Data Flow Diagram
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Questionnaire Purpose: To ensure the new database system meets your needs, we need your help. Please answer the following questions about the process of entering patient information into the Patient Database 1. How long have you been employed at FSN (yrs)?
___ 1-2 yrs ___ 3-5 yrs ___6 yrs or longer 2. How often are you asked to make corrections or reenter records per week?
___ 1-3 ___ 4-6 ___ 7-9 ___ 10 or more
3. Rate the level of convenience to access and enter information into the current database.
___ High ___Moderate ___Low
4. If the new system took 10 – 15 minutes to enter records but, eliminated most handwritten reports would this improve reporting tasks?
___ Yes ___ No
5. Would it benefit you to be able to access the system remotely from a location outside the office via Internet connection?
___ Yes ___ No
6. Would you find it useful to be able to enter data while visiting with the client?
___ Yes ___ No
7. Would you use a laptop if given the option?
___ Yes ___ No
8. Which of the following do you think is the most important improvement in a new system (pick one)? ___ ease of use ___ speed (time spent entering info) ___ accessibility 9. What do you like least about the current system? _________________________________________________________________________________ _________________________________________________________________________________ 10. What would you add to the current system to help you do your job better? _________________________________________________________________________________ _________________________________________________________________________________ Thank you for taking the time to complete this questionnaire. Your input is very valuable.
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1. 1 - 2 yrs 2 25% 83 - 5 yrs 4 50%6 yrs or longer 2 25%
2. 1 to 3 8 100%4 to 6 0 0%7 to 9 0 0%10 or more 0 0%
3. High 1 13%Moderate 1 13%Low 6 74%
4. Yes 8 100%No 0 0%
5. Yes 8 100%No 0 0%
6. Yes 5 62%No 3 38%
7. Yes 3 38%No 5 62%
8. Ease 6 74%Speed 1 13%Accessibility 1 13%
9. Most common answer: Accessibility and Ease of use.
10. Most common answer: Improved reporting functionality.
Summary of Survey Results
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Data Dictionary
Data Entry Screen Caption Data type Options Definition Case/Household Member
Last Name Text Client or household member's last name
Case/Household Member
Middle Initial Single alphabet character
Client or household member's middle initial
Case/Household Member
First Name Text Client or household member's first name
Household Member Relationship to Case Name
Drop-Box spouse, paramour, child, stepchild, grandchild, parent, other relative, non-relative, unknown
Household member's relation to client
Case/Household Member
Sex Drop-Box male, female, unknown Client or household member's gender
Case/Household Member
Date of Birth Date Client or household member's date of birth
Case/Household Member
Race Drop-Box African-American, Asian/Pacific Islander, Bi-Racial, Caucasian, Hispanic/Latino, Native American, other, unknown
Client or household member's race
Case/Household Member
Disability Drop-Box none, ADHD, autism, behavior disorder, cerebral palsy, developmental delays, epilepsy, head injury, learning disability, mental illness, mental retardation, physical, spina bifida, other, unknown [if yes, registered, with Regional Center? Yes/no/unknown; if yes, DMH/Regional Center number]
Client or household member's disability, if any, and registration status with Regional Center, if any
Case/Household Member
Social Security Number
9-digit numeric
Client's or household member's Social Security number
Case/Household Member
Insurance Drop-Box Medicaid, MC +, private, uninsured
Client or household member's insurance status
Case Street Address 1
Text Client's home address, line one
Case Street Address 2
Text Client's home address, line two if needed
Case City Text Client's home city Case State Drop-Box State abbreviations Client's home state Case Zip Code 5-digit
numeric Client's home zip code
Case Telephone Number (Home)
9-digit numeric
Client's home phone number, with area code
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Case Telephone Number (Work)
9-digit numeric
Client's work phone number, with area code
Case Telephone Number (Other)
9-digit numeric
Client's other phone number, with area code
Case Annual Household Income
6-digit numeric
Client's annual household income
Case High Risk Y/N Lists whether or not case is high risk
Referral/Intake Information
Case Number Automatically assigned
Client's case number
Referral/Intake Information
Program Code Identification code for program client is enrolled in
Referral/Intake Information
Date of Referral/intake
Date Date client was referred/began service
Referral/Intake Information
Reason for Referral
Drop-Box family disorganization, family violence, health problem, mental illness (parent), mental illness (child), MR/DD (parent), MR/DD (child), parenting knowledge/practices, pregnancy problems, school problems, substance abuse, other
Reason client was referred
Referral/Intake Information
Referral Source
Drop-Box self, Children's Services, community agency, health clinic/hospital, Medicaid/managed care, Regional Center, school, state agency, other
Person or agency who referred client
Waiting List Contact Date Date Date Family Support Network was contacted for services
Case Assignment Date Assigned Date Date client was assigned to Family Support Network worker
Case Assignment Worker Assigned
Text Name of worker assigned to client
Re-Opening Date Reopen Requested
Date Date case reopening was requested
Re-Opening Reason for Reopening
Text Reason case reopening was requested
Re-Opening Date Assigned Date Date reopened case was assigned to worker
Re-Opening Worker Assigned
Text Name of worker assigned to client
Case Service Record
Date of Session
Date/time Client appointment date/time
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Case Service Record
Type of Session
Drop-Box class, group, home, office, school, 3/followup, 12/followup
Session type
Case Service Record
Units of service
Numeric, by .25
Number of units of service, measured in quarter hours
Case Service Record
Client Cancel Y/N Client cancellation
Case Service Record
Therapist Cancel
Y/N Therapist cancellation
Case Service Record
Client No Show
Y/N Client did not show up
Case Service Record
Billing Y/N Billing was applicable or not
Case Service Record
Service plan completion
Date Reminder when plan is due
DSM Diagnosis Axis I Text Axis I diagnosis code DSM Diagnosis Axis II Text Axis II diagnosis code DSM Diagnosis Axis III Text Axis III diagnosis DSM Diagnosis Axis IV Checklist problems w/primary support group;
problems related to social environment; educational problems; occupational problems; housing problems; economic problems; problems w/access to health care services; problems related to interaction w/legal system/crime; other psychosocial and environmental problems; none
Axis IV diagnosis (one or more)
DSM Diagnosis Axis V (current)
Numeric range 0-100 Current Axis V diagnosis
DSM Diagnosis Axis V (highest in past year)
Numeric range 0-100 Highest Axis V diagnosis in last year
Case Closed Date Closed Date Case closed date Case Closed Case Status Drop-box mutual term. w/o referral, mutual
term w/referral, client withdrew (4 or more sessions), client withdrew (1 to 3 sessions), client withdrew (0 sessions), closed from waiting list, court/state involvement
Reason case was closed
Case Outcome Assessment Complete
Y/N Indicates whether or not the case assessment was complete
Case Outcome Parent Focus learn 3
Drop-box learn 3, learn 1-2, learn 0, NA
Case Outcome Child Focus (7 y/o & above) learn 3
Drop-box learn 3, learn 1-2, learn 0, NA
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Case Outcome Support Referrals
Drop-box 4, 1-3, 0 Indicates how many support referrals were made/confirmed
Case Outcome Supports Used
Drop-box 2, 1, 0 Indicates how many supports were used
Case Outcome Goal Completion
Drop-box all, substantial, moderate, minimal, none
Indicates how much of goal was achieved
Case Outcome Case Completion
Y/N Indicates whether or not the case was completed
Case Outcome Parent Focus PSI (initial score)
Numeric Initial score on the Parent Focus PSI
Case Outcome Parent Focus PSI (closing score)
Numeric
No entry indicates NA
Closing score on the Parent Focus PSI
Case Outcome Parent Focus IPA (initial score)
Numeric Initial score on the Parent Focus IPA
Case Outcome Parent Focus IPA (closing score)
Numeric
No entry indicates NA
Closing score on the Parent Focus IPA
Case Outcome Parent Focus PSC (initial score)
Numeric Initial score on the Parent Focus PSC
Case Outcome Parent Focus PSC (closing score)
Numeric
No entry indicates NA
Closing score on the Parent Focus PSC
Case Outcome Parent Focus GAF (initial score)
Numeric Initial score on the Parent Focus GAF
Case Outcome Parent Focus GAF (closing score)
Numeric
No entry indicates NA
Closing score on the Parent Focus GAF
Case Outcome Child Focus BRIC (7 y/o & above) (initial score)
Numeric Initial score on the Child Focus BRIC for 7 y/o and older
Case Outcome Child Focus BRIC (7 y/o & above) (closing score)
Numeric
No entry indicates NA
Closing score on the Child Focus BRIC for 7 y/o and older
Case Outcome Child Focus TABS (1 to 6 y/o) (initial score)
Numeric No entry indicates NA Initial score on the Child Focus TABS for 1 to 6 y/o
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Case Outcome Child Focus TABS (1 to 6 y/o) (closing score)
Numeric Closing score on the Child Focus TABS for 1 to 6 y/o
Case Outcome Child Focus C-GAS (all) (initial score)
Numeric Initial Score on the Child Focus C-GAS for all ages
Case Outcome Child Focus C-GAS (all) (closing score)
Numeric
No entry indicates NA
Closing Score on the Child Focus C-GAS for all ages
Case Outcome FRS (initial score)
Numeric Initial score on FRS
Case Outcome FRS (closing score)
Numeric Closing Score on FRS
Case Outcome Hotline Y/N/ Unknown
Whether or not a hotline was called during treatment
Case Outcome Hotline (yes) Drop-box no services, brief services, ongoing services, police/court involvement, child(ren) removed, unknown
Response if a hotline was called during treatment
Case Outcome Hotline (yes) Drop-box physical, sexual, emotional, educational neglect, other neglect, unknown
Reason for hotline call
Case Outcome Hotline (yes) Drop-box parent, stepparent, paramour, other household member, other, unknown
Alleged perpetrator of abuse/neglect
Case Outcome FRS (3 month follow-up)
Numeric FRS scores at 3 months post-treatment
Case Outcome FRS (12 month follow-up)
Numeric FRS scores at 12 months post-treatment
Case Outcome Client satisfaction score
2-digit numeric
Client satisfaction rating
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Reports Summary Follow Up Reports Follow Up: 3 month/ 12 month Case Number: is a four or five digit number that was generated by the computer Case name: last name of the family Member name: first name of a parent Follow Up Completed: Yes/No Follow Up Assigned Date: Follow Up Completed Date: Follow Up Retry Completed: Yes/No Follow Up Retry Assigned Date: Follow Up Retry Completed Date: Assigned Date: when the case was assigned to FSN Case Worker Name: therapist name who will be assigned the case Case Closeout Date: when case is closed FRS initial score: FRS closed score Customized Reports Client Record: pull all records by Case Name, Program Type, or Case Number Client Waiting List: pull all records with Case Type = “Waiting List” Client Active List: pull all records with Case Type = “Active List” Referrals: Give a From Date and To Date, will pull all records within that time period. Sort by Referral Date and Program Type Disabilities: Give a From Date and To Date, will pull all records within that time period. Sort by Referral Date and Program Type Case Review: pull all records with Case Type = “Active List” and Follow Up Completed Date is within 3 months of given date. Demographics: may pull all record by and/or # of Household Members, Sex, Race, Zip Code, City, Annual Househo ld Income, Program Type, Age Monthly Stats: Give a From Date and To Date and Therapist Name, pull all records of active cases giving total #sessions, #units of service, # cancels, and # no shows for the period.
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Case Closings: Give a From Date and To Date and Program Type, pull all records giving # of members, Case Status, avg. #sessions, #units of service, # cancels, and # no shows, and total # of Hotline and Hotline Action Case Outcomes: if Case Status = “closed” and if Focus = “Parent”, “Child”, or “Both”. Give a From Date and To Date and Program Type or Therapist Name, will give total # of cases, avg. # of months open, avg., sessions, avg. initial score and closed score, and % change between the two avg. scores for all the score sets. It will give the avg. Client Satisfactory score, tell the # of initial > closed score, initial = closed score, and initial < closed score for all categories. Follow Up: Give a From Date and To Date, Program Type, and Follow Up = “3 month” or Follow Up =“12 month” for (Follow Up Completed = “yes”) and (if Follow Up Completed = “no” and Follow Up Retry Completed = “no”). It will give # of follow up completed and uncompleted. Hotline Report: Give a From Date and To Date, will pull all records if Cases Status = “closed”, Case Name, #sessions, Street, City, State, Zip Code, DOB, Sex, Race, First Name, and Last Name
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Prototype Screen Captures
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