Adoption Case in TFACTS
- 1. Adoption Case Overview Presented by Stuart Clements April 1, 2009
- 2. TFACTS Adoption Case Module An Adoption Case is created for children who are free for adoption and whose legal status is DCS Full Guardianship . When the new Adoption Case is created, the child and casework data from the child’s case of origin are copied to the new Adoption Case. Child is no longer an active member of the original family case. Process includes the assignment of a caseworker to the adoption case. Functionality provides the ability to associate a new case member to an already existing Adoption Case – siblings being placed together for adoption.
- 3. TFACTS Adoption Case Module Security Access: Who can create an Adoption Case? Adoption Case Creator – person responsible for creating Adoption Cases or associating children to existing adoption cases. Child must have a legal status of ‘Full Guardianship’ to be moved into an Adoption Case.
- 4. How Adoption Cases Are Created : In the ‘Case of Origin’ select the child or children who are free for adoption Select Case Reference Person Click ‘Create Adoption Case’ button
- 5. Upon creation of the Adoption Case, alerts associated with the child (ren) are moved to the Adoption Case. Once an Adoption Case has been created, the action cannot be reversed, nor can the case be merged. The child (ren) moved into the Adoption Case will automatically be inactivated as a case member in the Case of Origin. TFACTS Adoption Case Module
- 6. TFACTS Adoption Case Module TFACTS will prohibit the case member from coming into an Adoption Case if they are a part of an ‘In Progress’ or ‘Pending Approval’ work item including: CANS FAST YLS Life Skills Assessment Safety Assessment Case Plan/Permanency Plan Individual Program Plan Individual Program Plan Review CPS Investigation or Special Investigation must be in closed status.
- 7. TFACTS Adoption Case Module Upon Adoption Case Creation, TFACTS will maintain links to the following existing records for that child: Person Management Medical/Health History Educational History Eligibility Record The child’s legal status history and current legal status record The child’s placement history and current placement record Removal Information JJ child specific information Case Services that have been created for the child who is being moved to the Adoption Case will be copied to the Adoption Case.
- 8. TFACTS Adoption Case Module Displays Worker Assigned to the Case Displays Case Members associated to the Adoption Case Click on ‘Worker Assignment’ button to assign a different worker.
- 9. Adoption Case Structure Assigned workers continue to document casework activity including: Permanency Plans Services CFTM Placement Court-Legal Actions/Status
- 10. Adoption Case Structure In addition, the assigned workers will be able to maintain: Child information Adoption preparation activities Child specific recruitment efforts Sibling information Birth parent information
- 11. Adoption Case Structure The user will be able to: Navigate to casework items in the Adoption Case View Adoption Subsidy information Navigate from the Adoption Case back to the Case of Origin View historical information regarding the child and his original family. Available to the assigned worker as long as the Adoption Case is open Available only to designated ‘Closed Adoption Reviewers’ after the Adoption is finalized and the Adoption case is closed.
- 12. Adoption Case Structure Navigate to Case Work Items Access child’s Case of Origin View Member Details
- 13. Adoption Case Structure Children who are Case Members of the Adoption Case Scan Documents / View / Create Reports AdoptUsKids Narrative / Recruitment Activity Page Launches AdoptUsKids Interface Launches Adoption Details Pages for child
- 14. Adoption Case Structure Add Recruitment Activity Information Generates ‘Recruitment Plan’ form for individual child
- 15. Adoption Case Structure Recruitment Activity Category Recruitment Activity Type Responsible Person / Due Date/ Date Completed Contact Information Results / Narrative
- 16. Adoption Case Structure Sibling Information Add Sibling when not in the same Adoption Case Navigates to Visitation Plan list page to view, add or update a sibling visitation plan
- 17. Adoption Case Structure Sibling Information lists siblings added to the adoption case at case creation or after case creation. Additional siblings outside of the Adoption Case may be added to the siblings list as needed.
- 18. Adoption Case Structure Person Search to select Sibling Define Sibling Relationship Select if included in Sibling Group for Adoption
- 19. Adoption Case Structure Birth Parent Information – Display Only Launches Putative Father Registry Request Page pre-populated Upon save of Request – Date Submitted populates with date and ‘Putative Father Registrar’ is notified
- 20. Adoption Case Structure Adoption Subsidy Information – Display only from Eligibility Record for child in focus
- 21. Adoption Case Structure Adoption Matching TFACTS supports the automated matching of a child to potential adoption placement resources. Match criteria includes, but is not limited to age range, gender, location, and child characteristics. Supports the identification of potential homes to use in planning for Adoption Permanency CFTM and placement decision making for the child.
- 22. Adoption Case Structure Navigate to Potential Adoptive Families page Select Child Name and Click on ‘Search Families’ button – Executes Adoption Matching functionality For each child in the Adoption Case a history of all Match results is listed within the ‘expandos’ Displays Match Criteria Lists all resources found in automated match
- 23. Adoption Case Structure View criteria used in Adoption Matching
- 24. Adoption Case Structure View Listing of Adoption Match Results Click Select hyperlink to access Consideration / Justification information for Permanency CFTM
- 25. Adoption Case Structure Consideration / Justification provides functionality for the user to record decisions related to consideration of Adoptive family for placement
- 26. Adoption Case Structure Navigate to the Family Consideration Process pages View or Add Placement Decision Information
- 27. Adoption Case Structure Select child or children for whom the Placement Decision information is being captured Saves children list and navigates user to the Placement Decision information pages
- 28. Adoption Case Structure Displays children selected from the Add Placement Decision function Provides ability to Link Permanency CFTM to Placement Decision Record Displays CFTMs Linked to the Placement Decision Information
- 29. Adoption Case Structure Displays children selected from the Add Placement Decision function Displays Resource Names brought over from automated match process – Select hyperlink provides functionality to add Family / Resource consideration information. Click to Add Resource that was not identified in automated Adoption Match results
- 30. Adoption Case Structure Provides the user with the ability to capture details about Adoption Placement decisions at the Resource level.
- 31. Adoption Case Structure Placement Decision Information is captured based on families selected in the Families Considered screen Family Response hyperlink – Displays Family Response Details page.
- 32. Adoption Case Structure Family Response Details – Captures Resource Family Response to prospective adoptive placement
- 33. Adoption Case Structure Confidential Court Report: Presented to the Court at or immediately prior to the Adoption Finalization hearing. TFACTS retrieves child information from person profile and other family member information. Information regarding the adoptive family is retrieved from the Resource Home record. Provides ability to record additional narrative information and recommendations of DCS regarding the adoption. Supports generating a printable report to be provided to the court.
- 34. Adoption Case Structure Access Confidential Court Report screens via Confidential Court Report hyperlink within Adoption Case Select Child or Children to be included in the Court Report Click Add Confidential Court Report button
- 35. Adoption Case Structure Displays Child or Children selected to be included in the report Listing of the major topics to be included in report information - hyperlinks open edit pages for each topic
- 36. Seal / Close Adoption Case TFACTS: Captures adoption finalization information for each child in an adoption case. Addresses security to secure the child’s information. Provides ability to close the Adoption Case. Addresses the security to secure/seal the closed Adoption Case.
- 37. Seal / Close Adoption Case From the Member Details hyperlink, access Finalization / Case Closure screen Click Add Finalization Info button Launches Approval to Restrict the Child’s Record Launches Validation for Case Closure
- 38. Seal / Close Adoption Case Displays Child’s Pre-Adoptive Information Provides the user with the ability to document Child’s Adoptive Information Finalization Checklist – Tasks to complete prior to Case Sealing / Closure
- 39. Seal / Close Adoption Case ‘ Approval/Restrict record’ link is available after the Child’s adoption information; and finalization checklist have been completed. Upon approval to secure the child’s adoptive information, TFACTS automatically adds the child to the adoptive resource home as a new member. Upon approval to secure the child’s adoptive information, TFACTS will restrict the person record of that child. Only user with the ‘Closed Adoption Reviewer’ security access rights are allowed access to person or case data for that child.
- 40. Seal / Close Adoption Case Validate Case Closure – TFACTS will complete a validation and will display any incomplete or unresolved items If all required work has been completed, the following message will display. “There are no unresolved items to be completed for this case; you may submit this case for approval to close the case.” Upon approval, the closed Adoption Case will be restricted except for those users with the ‘Closed Adoption Reviewer’ security access rights.
Editor's Notes
- #28: Children included in list are all children in adoption case + any siblings in other adoption cases that have been marked on the sibling page as ‘Include in Sibling group’