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FASP and Progress Notes Reminder

Please Note: Narrative fields in the FASP and Progress Note components of the CONNECTIONS application are text fields only. If a user attempts to paste an entire WORD document, a scanned document, a picture, a table or a screen print into a narrative field it can result in the user being unable to view or print the FASP or Progress Note. It is recommended that users copy and paste text only into narrative fields.

Confidentiality and Records Integrity

Please Note: To preserve the confidentiality and integrity of records associated with an adopted child, do not put the new legal name of a child who is being adopted in any Text Narrative or Comment Box, including the Stage Closure Question, in the CWS or CCR stages. The new legal name is appropriately entered on the Finalized Adoption Window in the CCR only.

FASP Assessments and FASP Reassessments...

As you may be aware, not all items "carry-over" from one FASP to another. Those items that do not carry over are the Scales, Update Questions and Assessment Issues. The reason that these items do not carry over is because each FASP Assessment and Re-assessment should be a fresh description of what has occurred in the recent past (since the last FASP). If nothing has changed then workers need to re-evaluate the Service Plan, PPG etc. to attempt to support progress made. It should be noted that the items included on the FASP, as well as the FASP structure, were suggested and discussed in various user's groups and then solidified by the OCFS Legal and Policy Bureaus.

"Implied Role" with a case in another district...

You have an "implied role" with a case in another district when the two cases have a person in common. In order to see the case in the other district you have to navigate to the case as follows:

You can now navigate to the FASP, Progress notes, etc.

Did you know that a casework contact with a foster parent may be recorded using the selections from the following fields:

Viewing or Printing an Approved FASP From a Closed Case...

When attempting to view or print a completed FASP from a closed case, the FASP cannot be viewed from the FASP tree. Users must go through the Event List to view or print an approved FASP on a closed case. To access the approved FASP's, the user may complete an Event Search to find the FASP events and then select the FASP Submitted for Approval event in the returned list to view each approved FASP in a case.

A note about the "To-Do Detail"....

Issue: The system does not pre-fill the stage name and case ID on user generated To-Do's. Those fields are blank on the Staff To-Do list and only display under descriptive field.
Action: Just highlight an existing To-Do for the case and select 'File' and 'New Using'. The system will then create a To-Do with the correct IDs and names.

Progress Notes Pending Approval...

Just as a point of clarification, with the implementation of Build 18.4 users may no longer enter Progress Notes while a stage is pending approval for closure.

The entry of Progress Notes Related to Adoption Milestones for the "8D" Cases...

Issue: Case Managers are unable to add the infant child of a minor child in foster care to a CCR, as a CCR only permits one child on this stage.
Actions To Be Taken: Districts who have already been converted should close the CCR case and reopen as a CWS case with the infant added. This will allow 8D payments to be made in WMS. For districts that have not been converted, the Case Manager should add the child to the mother's current WMS case prior to conversion. This will convert the case as a CWS case. The FASP questions regarding adoption milestones do not appear on the CWS stage. Progress note entries are currently the only means to capture this information. In Build 19, the child of a minor parent in foster care on the CCR stage will be accommodated, allowing 8D payments and appropriate FASP adoption milestone questions to be answered.

More on CCRS Indicators...

Just a reminder that if the CCRS indicator is not correct, whether it is set to a Y or a Z, or is missing, we ask that instead of calling the WMS Helpline these issues be called into the NYS OFT Enterprise Help Desk @ 1.800.697.1323.

More on Copying/Pasting Into Progress Notes...

Please remember to copy/paste only text into the Progress Notes.

Submitting a FASP for Approval...

Please note that the identified procedure is for a Case Planner to submit the FASP for approval; the FASP will first go to their Unit Approver and then to the Case Manager. However, if any supervisor from a voluntary agency goes into the Case Planner's workload and submits a FASP for approval, it will go directly to the Case Manager for approval. This process will then bypass the Case Planner supervisory approval process.

Directions on "How To" Open an Open Case Inquiry (OCI) Report by Worker for Supervisors

Did You Know...that you can review a series of Progress Notes on line without having to open each individual note?

To do this, you would search for the set of notes you want to review, choose Select All and then choose Print. This will generate a Print Preview view of the set of notes. Closing the Print preview window will cancel the print request. In addition, users can select the notes they want to read by holding down the 'Control' button and clicking on each note individually (either before or after searching) and view the notes through Print Preview.

Changes...changes... changes....

It is recommended that users not change the Unit Approver, Case Manager or Case Planner while the case is pending any approval.

Strengths, Needs and Risks...

Please note that the family scales evaluate the household, not the person listed. If there is a case address (household) that needs to be evaluated, the oldest child living at that address will appear on the family scales. If there are further questions on the Strengths, Needs and Risks window please refer to the CONNECTIONS Case Management Step by Step Guide, Module 11, Section 4.

Implied Role Access

As a CPS worker with a role in the case, you can view historical and current information on an individual in your case even if they have been reported in another district. You can view this information for any stage, open or closed where the individual is part of the case composition.

For further information on this topic, please refer to the CONNECTIONS Security Step By Step Guide, page 17 posted on the CONNECTIONS intranet on the Security page.

A clarification on the FASP Visiting Plan Window...

At this time, the Primary Location, Frequency, Duration and Visiting Plan Status fields are not highlighted in yellow in order to show they are required for completion of the Visiting Plan Tab. Please note, that in order to complete the FASP Visiting Plan, users must select information from the drop down fields for Primary Location, Frequency, Duration and Visiting Plan Status.

This clarification is also noted in a revised version of the CONNECTIONS Build 18 Implementation Issues Document ~ Version 5.

JD/PINS Cases...

In a JD/PINS case, only the child to whom services are being provided must be tracked. The other children will appear in the child scales and the worker may opt to complete the information, but is not required.

"When closing a case in CONNECTIONS that is linked to WMS"...

users should check the status of the WMS case before closing a case in CONNECTIONS; WMS must be in a NO PEND status. If the WMS case has any outstanding transactions these transactions must be completed, cancelled, or, cases in error status must be corrected, to put the case in a NO PEND status before the CONNECTIONS case is closed.

Exiting Preview...

In order to properly exit the Preview environment, users must click the Start button at the bottom of the Citrix screen and then click Log off, this will prompt the message "Are you sure you want to log off", click yes. This will first close the application and then end your Citrix session. This task may take a few seconds. Do not click the "x" box in the top right corner of the Citrix screen to close either the application or the Citrix session, as this will 'hang' the application up.

How To Mark a Case as Sensitive....

After the FSI has been completed and progressed to the FSS

Synching a Case...

When a case is transferred from one Case Manager to another and saved, the save does not synch with WMS as it does in other circumstances. The 'synch' button will be highlighted once the new Case Manager has the case and must be pushed to change the unit worker number in WMS and produce a new 2970.