topic number: topic...

TANF Eligibility

May 22, 2020

_____________________________________________________________________________________________ TANF Eligibility May 22, 2020 Topic Paper of 53

Change History Date Modified

CQ (M&O) / ENH

Change Description Author(s) Section Modified

03/02/2015 Prior changes were not captured however they will be captured going forward.

FSFN Implementation Team

All Sections

03/02/2015 Updates made based on DCF review and feedback

Matthew Mocniak 1.2.1.3/page 16; 1.2.2.2/page 31

11/04/2015 Initial updates due to Supported Platforms review

Robert Thornton Throughout

12/04/2015 Peer Review for Supported Platforms updates

Gina Schendowich Throughout

02/16/2016 Final Review for Supported Platforms

Nancy Weglinski Throughout

06/21/2016 Updates based on CR636

Amy Jenks Section 1.3.3 and clean-up of Ticklers section

04/3/2017 Updates related to defining “unpaid” placements and making topic paper consistent with the application for “include” check boxes

Amy Jenks Page 5, Section 1.1 Page 7, Section 1.2.1.1; Page 17, Section 1.2.1.2; and Pages 19 & 20, Section 1.2.1.3

05/29/2018 CR 688 Amd 17 Sprint 3 updates

Chris Gosselin 1.2.1.2, 1.2.1.3

05/29/2018 CR 688 Peer Review Nicole Balanoff Throughout

07/24/2018 Amd17 Formatting and Amd17 changes

Chris Gosselin Throughout

08/14/2018 Amd 17 Changes based on department feedback

Patricia Atchley Throughout

08/28/2018 Amd 17 Final Review Patricia Atchley

Throughout


04/12/2019 Eligibility Sprint 6 Updates Ingrid Weiss 2.1.3, 2.2.3

03/19/2019 Eligibility Sprint 7 Updates Mitzi Werner 2.1.3, 2.2.3

03/21/2019 Eligibility Sprint 7 Updates Melissa Daniel 2.1.2

04/10/2019 Eligibility Sprint 8 Updates Ingrid Weiss 2.2.3

04/17/2019 Eligibility Sprint 9 Updates Melissa Daniel 2.1.4, 2.2.4

06/03/2019 Eligibility Updates per DCF comments from Sprints 9-10

Nicole Balanoff Throughout

07/17/2019 Eligibility Updates per DCF comments from Sprints 11-13

Nicole Balanoff Throughout

08/29/2019 Eligibility Updates per DCF comments from Sprint 14 & Not Resolved

Melissa Daniel Throughout

11/26/2019 Eligibility Finalized and accepted changes for Eligibility Release 1, 1.5, & 1.75


12/06/2019 Eligibility R2 Sprint 16 Updates Melissa Daniel 2.2.2; 2.2.3

01/13/2020 Eligibility R2 Updates per OCW comments for Sprint 16

Melissa Daniel 2.2.1; 2.2.2; 2.2.3; 2.2.4

01/15/2020 Eligibility R2 Sprint 17 Updates Melissa Daniel 1, 2.1.3

01/28/2020 Eligibility R2 Sprint 18 Updates Melissa Daniel 2.1; 2.1.1; 2.1.2; 2.1.3; 2.2; 2.2.2; 2.2.3; 2.2.4

02/19/2020 Eligibility R2 Updates per OCW comments for Sprint 18

Melissa Daniel 1; 2.1.1; 2.1.2; 2.1.3; 2.2.2; 2.2.3;

03/09/2020 Eligibility R2 Finalized and accepted changes



03/10/2020 ENHQ4 Sprint 1 Updates Melissa Daniel 2.1.1; 2.1.2; 2.1.4; 2.2.2; 2.2.3

03/31/2020 ENHQ4 Sprint 2 Updates Atarri Hall Throughout

04/03/2020 ENHQ4 Updates per OCW Sprint 1 Review Comments

Melissa Daniel 1

04/20/2020 ENHQ4 Updates per OCW unresolved comments from Sprint 1


05/05/2020 ENHQ4 Updates per OCW Not Resolved and Final Review comments


05/14/2020 ENHQ4 Accepted changes and finalized for Q419-20 Enhancement



Table of Contents 1 Introduction ............................................................................................................................... 7

2 Pages ......................................................................................................................................... 8

2.1 Page – TANF ...................................................................................................................... 8

2.1.1 Page Overview ............................................................................................................ 8

2.1.2 Page Information ....................................................................................................... 10

2.1.3 Background Processing ............................................................................................. 19

2.1.4 Save Processing ........................................................................................................ 25

2.1.5 CRUD Matrix............................................................................................................ 25

2.2 Adoption – TANF ............................................................................................................ 26

2.2.1 Page Overview .......................................................................................................... 26



2.2.4 Save Processing ........................................................................................................ 40

2.2.5 Security ..................................................................................................................... 40

2.2.6 CRUD Matrix............................................................................................................ 41

2.3 FPL Maintenance ............................................................................................................. 42

2.3.1 Page Overview .......................................................................................................... 42



2.3.4 Save Processing ........................................................................................................ 44

2.3.5 Security ..................................................................................................................... 44

2.3.6 CRUD Matrix............................................................................................................ 44

2.4 Pop-up - FPL Update Information Page ........................................................................... 45

2.4.1 Pop-Up Overview ..................................................................................................... 45

2.4.2 Pop-Up Page Information ......................................................................................... 46


2.4.4 Save Processing ........................................................................................................ 47

2.4.5 Security ..................................................................................................................... 48

2.4.6 CRUD Matrix............................................................................................................ 48

3 Inventories............................................................................................................................... 49

3.1 Table Descriptions............................................................................................................ 49


3.2 Reference Data ................................................................................................................. 50

3.2.1 Dropdowns ................................................................................................................ 50

3.2.2 List Boxes ................................................................................................................. 50

3.3 Automated Messages........................................................................................................ 50

3.4 Checklists ......................................................................................................................... 52

3.5 Tasks Due ......................................................................................................................... 52

3.6 Notifications ..................................................................................................................... 52

3.7 Text Templates ................................................................................................................. 52

3.7.1 Maintenance Adoption Subsidy TANF Report form-5263 ...................................... 52

3.7.2 Request for TANF Funds/Eligibility Determination-5244 ....................................... 52

3.8 Reports ............................................................................................................................. 52

3.9 Trigger .............................................................................................................................. 53

3.9.1 Online Trigger Code cd_txn = 8000 ......................................................................... 53

4 Requirements .......................................................................................................................... 53


1 Introduction TANF Eligibility is just one of many funding streams supported in Florida Safe Family Network (FSFN). This module consists of the Temporary Assistance for Needy Families (TANF) eligibility screen and the Adoption TANF screen.

A TANF determination must be completed on Child Investigations with a subtype of “In-Home” or “Other” when there is at least one “face to face” contact “attempted” or “completed”. Users can manually create an Investigative TANF from the “Actions box” by selecting the “TANF” hyperlink within the associated investigation. The ‘Eligibility Applies To’ check box will be enabled for each child participant within the investigation. Upon approval (closure) of an investigation, a copy of the TANF determination will be system generated for each child in which the ‘Eligibility Applies To’ box is checked. The copied TANF’s will have the ‘Eligibility Applies To’ checkbox checked for all the children on the original Investigative TANF.

Users can manually create TANF records from Create Case Work by selecting the Create Case Work icon and selecting TANF from the Eligibility dropdown. Users can manually create the TANF from Create Financial Work by selecting the Create Financial Work icon on the banner bar and selecting ‘Create TANF’ from the Eligibility dropdown on the Financial Work page.

A TANF determination is valid for one year from the ‘Effective From Date’ of the TANF determination. However, a user can manually edit the ‘Effective To Date” to a different specified period. The need for an Initial and/or Redetermination of a TANF determination will be listed on the ‘TANF Eligibility Determinations Due Report’ that is accessed through the FSFN reporting subsystem.

Based on the information obtained from the Adoption TANF Eligibility Determination, the OCA Reimbursement Allocation Batch (FM04a: Reimbursement and Claiming) processes the payments and determines the portion of each payment that needs to be claimed using Adoption TANF funds.


2 Pages 2.1 Page – TANF

2.1.1 Page Overview

Navigation

Users will launch the TANF determination record from the Actions Group Box within the investigation page. Users can view and update this TANF-Eligibility page from their desktop when assigned to the case. The record can be found under the Eligibility icon of the case record, TANF Eligibility hyperlink, or is accessible through Search in view only mode.

Rev Max Specialists and Fiscal Workers can create and access the TANF determinations from the Financial Work page. The Financial Work page is also accessible to fiscal workers. The Financial Work page is accessed through the Create Financial Work icon located on the Banner Bar of the desktop. Once the user has launched the Financial Work page, ‘Create TANF’ displays in the


Eligibility dropdown. If a worker has an assignment to the case, they will also be able to access and update a determination on their desktop under the Eligibility section of the child record, TANF Eligibility hyperlink, or it will be accessible through Search. Users can manually create a TANF Eligibility record through the Create Case Work by selecting ‘TANF’ from the Eligibility dropdown of Create Case Work page, selecting a child, and clicking Create.

Page Summary

The TANF-Eligibility page consists of the ‘Eligibility’ group box, ‘Eligibility Information’ group box, ‘Household Information’ group box, ‘Questions’ group box, and ‘Actions’ group box. The Eligibility group box consists of the common eligibility information such as the ‘Case Name’, ‘Case ID’, ‘Child Name’, ‘Investigation ID’, ‘Removal Date’, and the ‘Eligibility ID’. The ‘Eligibility Information’ group box includes Eligibility dates and status along with the ‘Federal Poverty Level’ (FPL) calculation determination. The ‘Household Information’ group box includes a list of the active participants in the case or investigation with the demographic information for each. Below these group boxes are a set of questions that prompt the user to determine if the child is eligible for TANF funds in the ‘Questions’ group box, as well as Assets & Employment Expando and an Eligibility Notes Expando.

The Assets & Employment Expando auto-populates with all active case participants or investigation participants in the associated case. Each participant name hyperlink within the Assets & Employment expando launches their associated Assets & Employment page. Selecting the checkbox associated with a participant within the Assets & Employment expando will include them in the Family Size and includes the participant’s Unearned and Earned Income if current based on the TANF Effective From date in the Estimated Family Income calculation. If income and assets are updated while the TANF is pending, upon either clicking the enabled Save button when returning to the TANF from Assets & Employment page or relaunching the TANF, the amount is automatically recalculated until the TANF is approved and frozen. The calculated Family Income is compared against the Federal Poverty Level (FPL).

When the TANF-Eligibility page is accessed via the Financial Work page, a Search hyperlink is enabled in the Eligibility group box. The Search hyperlink will bring up the Person Search page. Once a user searches a child, results will appear in the ‘Persons Returned’ group box of the Search page. User will need to select the appropriate record by expanding the child’s name, expand the case, and select the Eligibility icon. If a record has been created, a radio button next to the TANF Determination will appear. When the radio button is selected and ‘Continue’ is clicked, the user will be brought back to the TANF-Eligibility page and the information will be pre-filled from the system. Any active case participants will display in the Household Information group box and the Assets & Employment expando.

If a case TANF is created and the child is not in an Out of Home Placement as of the Effective From date of the TANF, all Asset & Employment participant checkboxes are enabled; if selected, income will pull in for the Mother (Relationship on Maintain Case = Mother, Mother – Birth, Mother – Adoptive, Mother – Step), Father (Relationship on Maintain Case =Father, Father – Birth, Father – Legal, Father – Adoptive, Father – Step), Sibling (Relationship on Maintain Case


= Sister, Sister – Half, Sister – Step, Brother, Brother – Half, Brother – Step), or Guardian (Relationship on Maintain Case = Guardian/Non-Custodial Parent).

If a case TANF is created and the child is in an Out of Home Placement as of the Effective From date of the TANF, all Asset & Employment participant checkboxes are disabled and only the child for whom the TANF is being documented will have their checkbox system derived as selected. If the Effective Date is changed, the TANF dynamically updates accordingly.

Users will receive an edit message if the Effective From date entered uses a year that does not have any FPL amounts input into FSFN.

2.1.2 Page Information

Group Box Fields Description

Eligibility Case Name The name of the case that the TANF eligibility record is associated with (Last name, First name, Middle name); system derived with the Case Name associated to selection on the Investigation page, the unpaid Placement, or Create Case Work; not User Editable.

Case ID The unique ID that is associate to the Case; system derived with the Case ID associated to selection from the Investigation page, the unpaid Placement, or Create Case Work; not user editable.

Child Name The child’s name (Last name, First name, Middle name) when created by Create Case Work: system pre-fills with the selected child associated with the TANF Eligibility record; displays null if created via an Investigation page until the TANF is approved, then displays the child’s name (Last name, First name, Middle name); not user editable; not required.

Investigation ID Displays the Investigation ID when a TANF Eligibility is created from an Investigation; system derived; not user editable; required only for investigation TANF’s. If TANF is created from Create Case Work, or Financial Work, the field is null; not user editable; not required

Removal Date The date that the child was removed from the home. When created from Investigation, system derived from the earliest Removal Date recorded on the Safety Assessment that is associated with the investigation; if the removal date cannot be found, the system will pull the date the intake was received. When created from Create Case Work, this field pre-fills from the most


recent Removal date in the Out of Home Placement. The Removal Date will be null if no placement for the child is documented. Not user editable.

Eligibility ID System derived from the TANF table with the Eligibility ID associated to the TANF; not user editable.

Actions Approval Displayed as a hyperlink within the Actions group box. Upon selecting the Approval hyperlink, the Approval History pop-up page is displayed. If the Form 5244 has not been launched the following prompt is displayed: “Request for TANF Funds/Eligibility Determination Form-5244 has not been launched. <Ignore> <Return>”. Once the TANF-Eligibility page has received final approval all fields will become frozen, disabled, and grayed out; even if a change is made to pages which pre-fill to the TANF-Eligibility page, the change will not be reflected on the TANF-Eligibility page to ensure data integrity.

Submit Void Determination

Allows the user to void a case TANF; 2 reviews are required in order for the TANF to successfully be voided; once the Submit Void Determination hyperlink has been selected from the case TANF, a prompt will be displayed and will ask if the user wishes to continue voiding the determination with a Yes and No selection; the Submit Void Determination hyperlink will be replaced with a Void Determination hyperlink; the worker that submitted the void determination cannot be the same worker that selects the Void Determination hyperlink; the user will receive the following message when they are the original user that voided the determination and are attempting to void the determination again: “In order to void an eligibility determination, two different users must void the determination regardless of security profile."; upon selecting the Void Determination hyperlink a prompt will be displayed and ask if the user is sure they wish to continue voiding the determination with a Yes and No selection; the Submit Void Determination will only be available from the case TANF if there are NO Determinations with Effective Dates after the current case TANFs Effective Date; once the Void determination process has been completed the system


will automatically select the "Determination Voided" check box which is disabled and grayed out. NOTE: The “Submit Void Determination” hyperlink is conditionally displayed once the case TANF-Eligibility page has been fully approved and frozen, disabled, and grayed out.

Request for TANF Funds/Eligibility Determination Form

Displayed as a hyperlink within the Actions group box; upon selecting the hyperlink, the Form 5244 template is displayed. A field will not be user editable if the field has previously been entered by the system. Once a user saves the template, the template will not be able to be pre-filled. The fiscal year will pre-fill based on the date entered in the ‘Effective From’ field of the TANF-Eligibility page and the label for Table 2 will also have its effective date pre-filled based on the date entered in the ‘Eligibility From’ field.

Eligibility Information

Effective From Date from which the eligibility status is effective; system derived from the first unpaid placement’s placement begin date if it is not associated with an investigation. User editable; required. The ‘Effective From’ date will be null if no placement for the child is documented. If the TANF eligibility is derived from an Investigation, the system will default the date to the earliest removal date that is recorded on the Safety Assessment associated with the investigation; if the removal date cannot be found, the system will pull the date the initial intake was received. (This only shows the date of the initial intake for the investigation (-01’s).) User editable; required. An FPL Maintenance entry must exist for the Effective date year entered. The date entered into this field pre-fills on the Request for TANF Funds/Eligibility Determination – 5244 templates.

Effective To The date will be pre-filled by the system to 364 days from the ‘Effective From’ date entered. The ‘Effective To’ will be null if the ‘Effective From’ date is null. An FPL Maintenance entry must exist for the Effective date year entered. System derived; user editable; not required.

Entry Date The system date on which the eligibility information is initially entered and the ‘Save’ button was first selected; not user editable; defaults to 00/00/0000.


Approval Date The system date when the TANF determination is approved. The ‘Approval Date’ for investigation TANF determinations will be the date that the investigation is approved for closure. Otherwise, the ‘Approval Date’ is derived when the standard approval process is completed.

Completed By Pre-fills the worker that initiated the first save. System generated; not user editable.

Eligibility Status ‘Is the child eligible?’ System derived radio button with the options of ‘Pending’, ‘Eligible’, ‘Ineligible’; not user editable; based on the information from questions 1-4 along with the FPL question in the ‘Eligibility Information’ group box. Defaults to ‘Pending’; AFCARS VALUE.

No Response Received

User selected checkbox that displays only on the case TANF; not required; when selected, the determination will be Ineligible.

FPL Question ‘Based on the information below, the child income is.’ Two radio buttons stating, ‘Less than 200% of the FPL- Child is Eligible’ and ‘At or above 200% of the FPL- Child is Ineligible’. System derived based on the income information entered in Question 4 and the FPL chart values for the fiscal year associated with the ‘Effective From’ date, this field only pre-fills with a determination when a dollar amount is entered in the "Estimated Family Income" field.

Determination Voided

Determination Voided check box is system derived, disabled, and grayed out; system derived when the Void Determination process is completed on that case TANF.

Household Information

Name (Last name, First name, Middle name) of active participants in the Investigation/Case that the TANF eligibility is being completed. The household information is populated for the investigation participants if the TANF is launched from investigation. If the TANF determination is derived from Create Case Work or from the Financial Work page, the household members will be populated with the active Case participants. System generated; not user editable. NOTE: Name is also a hyperlink that will launch the Person Record in view only mode.

Person ID ID that is associated to the active participant listed in the ‘Household Information’ group box retrieved from


the Person Management page. System generated; not user editable.

SSN List the SSN of the person listed in the ‘Household Information’ group box retrieved from the Person Management page. System generated; not user editable.

DOB Date of Birth for the person listed in the Household Information group box retrieved from the Person Management page. System generated; not user editable.

Age System calculated age field that is the record creation date minus the DOB. Not user editable.

Gender System generated gender field that is retrieved from the Person Management page. Not user editable.

Eligibility Applies To

Ongoing Services: case TANFs, the child listed in the header defaults the check box to be checked for the ‘Eligibility Applies To’ check box for that child and the check box is disabled for all rows (they can’t remove that child or add another child to that TANF eligibility determination); not required. Investigation TANF: All child(ren) in the ‘Household Information’ group box will have an enabled “Eligibility Applies To” check box; If the user does not select at least one child for investigation TANFs, then the system will give an error message stating ‘A minimum of one child must be selected’; not user editable; required.

US Citizen or Qualified Non-Citizen

Check box that is system derived from the Citizenship drop down on Person Management to indicate if the child is a U.S. Citizen or is a Qualified Non-Citizen; required; grayed out and not user editable.

Questions Question 1 ‘Was (were) the child(ren) living with a Parent or other Specified Relative at the time of investigation or at the time of the request for services? If Yes, go to question 2. If No, Ineligible.’

User selected response of ‘Yes’ or ‘No’ radio button. Required.

Relationship to Child Values include possible relationships to child; user selected dropdown; if the relationship to child value is not ‘Mother or Father’, the user will search for the participant by the Search hyperlink; enabled and required if ‘Yes’ is selected. System will default the


‘Parent/Relative Name’ for the ‘Relationship to Child’ that was selected for the youngest child in an investigation TANF. If the user selects Mother or Father and a name does not populate for the Parent/Relative name field, the user will receive a validation message upon saving. The user can then access the applicable child's person management record, make the applicable update to the Additional tab, save and close Person Management, return to the TANF-Eligibility page to then select Mother or Father from the drop down, and it will populate accordingly.

Parent/Relative Name

The name of the person that the child is/was living with (First name Middle name Last name); Pre-fills based upon the selection in the ‘Relationship to Child’ dropdown. If Mother or Father is selected from the ‘Relationship to Child’ drop down, the system will pre-fill the Mother or Father’s name from the child’s Person Management page, Additional tab (the youngest child for investigation TANFs). This is populated from the PERSON table, PERSON.id_mom and/or PERSON.id_dad fields; system derived if person is selected from the Person Search page; user enterable text field only if the relationship is Other; if the mother/father name doesn’t populate, then the user will need to add the information on the Person Management record and then launch the Eligibility page again. Required field and enabled if ‘Yes’ is selected.

Question 2 ‘Is (are) the child(ren) currently residing in the State of Florida? If Yes, go to question 3. If No, Ineligible.’

System derived based on the child’s Primary Residence address on Person Management, whether ended or not, “as of” the Effective From date documented on the TANF; system derived as ‘Yes’ if the Primary Residence is in the state of Florida; system derived as ‘No’ if the Primary Residence is a state other than Florida. If the user removes the Effective From date before clicking Save, then both the Yes and No radio buttons will not be selected. When the page is saved, it automatically refreshes the TANF with the updated Effective From date and the correct ‘Yes’ or ‘No’ selection populates.

Once the TANF is approved and frozen, the question


response will remain the same.

Question 3 ‘Is the family currently receiving cash assistance under the Temporary Cash Assistance Program or the Relative Caregiver Program? If Yes, Eligible. If, No go to question 4.’ User selected response of ‘Yes’ or ‘No’. Required if Question 1 and 2 are ‘Yes’; no default value; user editable.

Question 4 Family Income: Information Obtained From: ‘Unable to Obtain’ check box that is conditionally enabled only if the selected participants whose income is going to be included do not have “effective” income documented on Assets & Employment – Unearned Income and/or Employment Income tab. If the child is receiving SSI income, this income will not be considered in the FPL income calculation.

‘What is the family size?’ Family Size is defaulted to the number of check boxes that have been selected under the ‘Include’ column in the ‘Household Information’ group box.

‘Estimated Family Income:’ is system derived from Assets & Employment; required if question 1 and 2 are ‘Yes’ and 3 is ‘No’, otherwise disabled. This calculation includes both Earned and Unearned Income if active based on the TANF Effective Date for those persons checked in the Assets and Employment expando who meet the criteria based on relationship. Unearned Income and Earned Income will be calculated and displayed as a “Monthly” amount. If income and assets are updated while the TANF is pending, upon either saving the TANF or relaunching the TANF, the amount is automatically recalculated until the TANF is approved and frozen. If the income and assets are ended prior to the TANF Effective From date, they will not be included; if an End Date exists, but it is a future date, it will be considered current and included.

Assets & Employment

Assets & Employment

All "active" FSFN Case Participants will be displayed for selection; selecting the check box will include the participant in the "family size. If a case TANF is created and the child is not in an Out of Home Placement as of the Effective From date of


the TANF, all Asset & Employment participant checkboxes are enabled; if selected, income will pull in for the Mother (Relationship on Maintain Case = Mother, Mother – Birth, Mother – Adoptive, Mother – Step), Father (Relationship on Maintain Case =Father, Father – Birth, Father – Legal, Father – Adoptive, Father – Step), Sibling (Relationship on Maintain Case = Sister, Sister – Half, Sister – Step, Brother, Brother – Half, Brother – Step), or Guardian (Relationship on Maintain Case = Guardian/Non-Custodial Parent).

If a case TANF is created and the child is in an Out of Home Placement as of the Effective From date of the TANF, all Asset & Employment participant checkboxes are disabled and only the child for whom the TANF is being documented will have their checkbox system derived as selected. If the Effective Date is changed, the TANF dynamically updates accordingly.

If income and assets are updated while the TANF is pending, upon either clicking the enabled Save button when returning to the TANF from the Assets & Employment page or relaunching the TANF, the amount is automatically recalculated until the TANF is approved and frozen. If the income and assets are ended prior to the TANF Effective From date, they will not be included; if an End Date exists, but it is a future date, it will be considered current and included.

Expando Eligibility Notes User entered text narrative field until the determination is approved. 1000-character limit. Not required.

Buttons Save Standard Save Processing.

The user can save intermittently regardless if all questions have been answered or not on case TANFs. This accommodates the ability to access Person Management or Maintain Case, make necessary changes, and have the TANF-Eligibility page automatically refresh and update accordingly upon returning to the TANF-Eligibility page.

All edits still exist, for instance, when Yes is selected to Question 1, the user must then select a Relationship to Child and Parent/Relative Name, and so forth; however, the edits will be enforced when the user


attempts to click the Approval hyperlink.

If the user clicks a person’s Assets & Employment hyperlink, the Save button is enabled when returning to the TANF. Once Save is clicked, the TANF will refresh. This applies to both the Investigative TANF and case TANF.

NOTE: If the user selects Mother or Father from the Relationship to Child drop down and there is not an applicable person documented on the Person Management record, the user will still receive the validation message - with this change identified, the user will then be able to close the validation message, null out the Relationship to Child drop down and intermittently save the TANF-Eligibility page - this will allow the user to then directly access Person Management to make the necessary update without having to close the TANF-Eligibility page.

NOTE: The enforcing of the edits occurs when clicking the Approval hyperlink NOT when clicking the Approval hyperlink, selecting Approve, clicking Continue and attempting to save the TANF-Eligibility page.

Close Standard close processing.

2.1.3 Background Processing

• Information for the Child Name, Case Name, Investigation ID (For Investigation TANF’s only), Case ID, Eligibility ID, and Removal Date fields is retrieved from the TANF, Person, Case and Episode tables.

• The age of a case participant will be calculated based on the intake received date instead of the current date. If the victim's age is below 18 as of the intake received date, then the system will allow the TANF to be completed for that participant. This will allow an investigation to be closed if a victim is older than 18 when the case is being processed for closure but was under 18 when the intake was received.

• When the user selects the No Response Received checkbox, the determination will be Ineligible.

• The system will derive the FPL question from the combination of the family size and the income information entered in Question 4 as well as, the FPL Maintenance information derived from the FPL Maintenance Information page for the fiscal year associated with the ‘Effective From’ date. The Family Size is system derived from the number of participants that have a check box selected under the Assets & Employment expando.

• All Income calculations are based on income from their Assets and Employment Page • The ‘Eligibility Applies To’ check box will be enabled for all children within the

household on an Investigation TANF Eligibility record. If the user does not select at least one check box, the user will receive an error message stating. ‘A minimum of one child must be selected.’

• The ‘Eligibility Applies To’ check box will not be editable for case TANFs which are created through Create Case Work or Create Financial Work.

• If the TANF eligibility record is not created through an Investigation, the following logic applies to the check boxes within the Assets and Employment expando:

o When a case TANF is created and the child is not in an Out of Home Placement as of the Effective From date of the TANF, all Asset & Employment participant checkboxes are enabled; if selected, income will pull in for the Mother (Relationship on Maintain Case = Mother, Mother – Birth, Mother – Adoptive, Mother – Step), Father (Relationship on Maintain Case =Father, Father – Birth, Father – Legal, Father – Adoptive, Father – Step), Sibling (Relationship on Maintain Case = Sister, Sister – Half, Sister – Step, Brother, Brother – Half, Brother – Step), or Guardian (Relationship on Maintain Case = Guardian/Non-Custodial Parent).

o When a case TANF is created and the child is in an Out of Home Placement as of the Effective From date of the TANF, all Asset & Employment participant checkboxes are disabled and only the child for whom the TANF is being documented will have their checkbox system derived as selected.

o If the Effective Date is changed, the TANF dynamically updates accordingly.


• Removal Date is the date that the child was removed from the home. The following logic applies:

o When created from Investigation, system derived from the earliest Removal Date recorded on the Safety Assessment that is associated with the investigation; if the removal date cannot be found, the system will pull the date the intake was received (the initial (-01) ‘Intake Received Date’).

o When created manually from Create Case Work or Create Financial Work, this field pre-fills from the most recent Removal date in the Out of Home Placement page that created the eligibility, OR the Removal Date will be null if no placement for the child or case is documented, respectively.

• Effective From Date uses the following logic: o For case TANF determinations, which are those manually created from Create

Case Work or Create Financial Work, the ‘Effective From’ date is enabled until the TANF is approved. ‘Effective From’ date is system derived from the first unpaid placement’s placement begin date within the current removal episode. The ‘Effective From’ date will be null if no placement for the child is documented. ‘Effective From’ date cannot be less than the ‘Removal Date’ and cannot be a future date. ‘Effective From’ date can overlap with other TANF records.

o With Investigations TANF determinations, the ‘Effective From’ date defaults to the earliest removal date that is recorded on the Safety Assessment associated with the investigation; if the removal date cannot be found, the system will pull the date the initial intake was received. (This only shows the date of the initial intake for the investigation (-01’s).) ‘Effective From’ date is only enabled until the associated Investigation is approved. The ‘Effective From’ date cannot be less than ‘Removal Date’ and cannot be a future date. ‘Effective From’ date can overlap with other TANF records.

• ‘Effective To’ date is only enabled until record is approved. ‘Effective To’ date is set to the ‘Effective From’ date plus 364 days. ‘Effective To’ date cannot be less than ‘Effective From’ date. (Both Investigation and case TANF determinations).

• Question 1: o If ‘Mother’ is selected for the ‘Relationship to Child’ dropdown, the system

will attempt to retrieve mother’s name from the child’s Person Management record (PERSON.id_mom) to populate the Parent/Relative Name field. If not found, an error message displays prompting the user to add the information on the child ‘s Person Management page, Additional tab and then complete the Eligibility page.

o If ‘Father’ is selected for the ‘Relationship to Child’ dropdown, the system will attempt to retrieve father’s name from the child’s Person Management record (PERSON.id_dad) to populate the Parent/Relative Name field. If not found, an


error message displays, prompting the user to add the information on the child’s Person Management page, Additional tab and then complete the Eligibility page.

o If a value other than ‘Mother’ or ‘Father’ is selected in the ‘Relationship to Child’ drop down, the Parent/Relative Name field becomes enabled, required, and a Search hyperlink displays. The Parent/Relative Name field will populate only after the user selects Search hyperlink, searches for a person, and creates or selects the person. The intent is to oblige the user to search for the person before adding it to the FSFN database; that is, the person may already be active in the system. After selecting the name and clicking the ‘Continue’ button on the Person Search page, the ‘Parent/Relative Name’ field will populate with the selected name. If ‘Other’ is selected then the ‘Parent/Relative Name’ field becomes enabled and text can be entered.

o If ‘No’ is selected for question, then the user can complete the TANF determination with a status of ‘Ineligible’ without answering any further questions. The following message is displayed – “This will set the status of the child to Ineligible. You will not be required to answer other questions. Complete TANF determination?” If the user selects ‘No’, they are returned to the TANF-Eligibility page.

• Question 2: o ‘Yes’ or ‘No’ response is system derived based on the child’s Primary

Residency address on Person Management, whether ended or not, “as of” the Effective Date documented on the TANF.

o If the user removes the Effective From date before clicking Save, then both the ‘Yes’ and ‘No radio buttons will not be selected. When the page is saved, it automatically refreshes the TANF with the updated Effective From date and the correct ‘Yes’ or ‘No’ selection populates.

o If ‘No’ is system derived for Question 2, then the user can complete the TANF determination with a status of ‘Ineligible’ without answering any further questions. The following message is displayed - “This will set the status of the child to Ineligible. You will not be required to answer other questions. Complete TANF determination?” If the user selects ‘No’, they are returned to the TANF-Eligibility page.

o For Investigation TANFs, Question 2 is derived from the youngest participant that is included in the Investigation.

• Question 3: If ‘Yes’ is selected then the financial determination is completed for the child and the child is eligible (With Yes for question 1 and 2). The system will then not require Question 4 and it remains disabled.

• If Question 4 is not completed (null), then the FPL question will also be null, but child is still eligible.


• Question 4: If ‘Yes’ is selected for Question 3, the Unable to Obtain checkbox will be disabled, grayed out, and unable to be selected, Family Size field will be populated with ‘0’, and Estimated Family Income will be blank. If ‘No’ is selected for Question 3, the Family Size will populate based on the number of persons selected in the Assets & Employment drop down and the Estimated Family Income field will be populated with a dollar amount. The ‘Unable to Obtain’ checkbox is conditionally enabled only if the selected participants do not have any active income documented on Assets & Employment.

• If income and assets are updated while the case or investigative TANF is pending, upon either saving the TANF or relaunching the TANF, the amount is automatically recalculated until the TANF is approved and frozen.

• When the user selects the Approval option, the system will calculate the new status and then a pop-up message is displayed. This pop-up reads: ‘The TANF determination status will be set to {the new status}. Click Yes if this is correct. Click No to retain the previous status.” The user then has the options of ‘Yes’ and ‘No’ buttons. If the user selects ‘No’, then the user will be returned to the TANF-Eligibility page with no further processing and the status will revert to the previously saved status. If ‘Yes’ is chosen, the system will then check to make sure all questions have been answered. If they have not, a message box stating which answers need to be completed will display.

• If all questions on the TANF have been answered and the user selects ‘Yes’ on the Eligibility Status pop-up message, the correct status displays in the Eligibility Information list box.

o The new status is calculated to ‘Eligible’ if: Questions [1 and 2 and 3 are YES along with the Citizenship/Qualified Non-Citizen check box ‘checked’] OR

o The new status is calculated to ‘Eligible’ if: Questions [1 and 2 are YES; and 3 is NO Question 4 (is self-declared, documented, collateral) with the FPL less than 200% along with the Citizenship/Qualified Non-Citizen check box ‘checked’]

o The new status is calculated to ‘Ineligible’ if the scenario described above is NOT valid OR any of the following questions are No or Unable to Obtain. (1- No, 2-No,4- Unable to Obtain if Question 3 is No) OR if the Citizenship/Qualified Non-Citizen check box is ‘unchecked’]

• Special processing for Investigative TANFs: • Upon creating an Investigative TANF, the “Applies To” check box for any

Investigative Participants age 18 or older will be disabled and grayed out. The Investigative TANF-Eligibility page will continue to update in the event a change is made to the participant’s Date of Birth, resulting in the child being under 18 or age 18 or older, up to the point the Investigation is approved for closure. This applies to investigative subtypes of “In-Home” and “Other” only..


• Upon attempting to create the TANF-Eligibility page, whether from Create Financial Work or Create Case Work, if the participant for whom it is being created is 18 years of age or older, the following validation prompt is displayed:

o The participant you are creating the TANF-Eligibility page for is 18 years of age or older. Do you wish to continue? <Yes><No>

o The validation prompt is displayed upon clicking the Continue button on the Person Search page when creating from Create Financial Work and upon clicking the Continue button on the Create Case Work page.

• Upon selecting either the Case Name or Participant Name hyperlink, if any change has been made to the TANF-Eligibility page the user will be required to save the page in order to launch the Maintain Case or Person Management pages. This will ensure all changes have been saved directly prior to accessing an external module. If save hasn’t been invoked, the following validation message will be displayed:

o The General TANF page must be saved. <Close> • Upon returning to the TANF-Eligibility page from Person Management or Maintain Case

when accessed from the TANF-Eligibility page, the system will automatically refresh to pull in any applicable updates and reflect them on the TANF-Eligibility page. Additionally, if Maintain Case or Person Management was accessed external to the TANF-Eligibility page, each time the TANF-Eligibility page is launched it will automatically refresh upon opening the page.

• 30 and 60 days prior to the Effective To date, on the most recent approved TANF (most recent is based on the Effective From date), an automated message will be generated and sent to the Worker identified in the Completed By field on the TANF-Eligibility page, as well as that worker’s supervisor.

• If a TANF record is voided, the system will generate an automated message to the worker identified in the Completed By field on the TANF record being voided notifying them of such.

• For purposes of determining the “Estimated Family Income”, FSFN must perform the following calculation:

o 1st: Add each selected participant’s documented “active” Employment Income from Assets & Employment, Employment Tab, where the income Effective From date is current based on the TANF Effective From date and the income Effective To date is “null” and must be calculated as a “monthly” amount, as follows (NOTE: This is only for those participants whose associated check box is selected and meet the applicable criteria): Annually

• Wages/12 Every 6 Months

• Wages/6 Quarterly


• Wages/3 Monthly

• Wages Twice a Month

• Wages *2 Every Two Weeks (Bi-Weekly)

• Wages *2.15 Weekly

• Wages * 4.3 Hourly

• (Wages * hours per week * 30.416)/7 o 2nd: Add each participant’s Unearned Income where the Eff. End Date is “null”

and has the “Use in Eligibility Calculations” flag checked. • The total of all active Unearned and Earned Income as of the TANF Effective From date

is what displays in the Family Income field. • FSFN will not allow a FSFN Case to be closed if there is a “Pending” TANF record. • For Child Investigations with sub-types of ‘Institutional’, the TANF hyperlink no longer

displays and an Investigative TANF is not required to approve an Investigation. • For Special Condition Referrals, the TANF hyperlink no longer displays and an

Investigative TANF is not required to approve a Special Conditions Referral. • Investigative TANFs created for Child Investigations with sub-types of ‘In-Home’ and

‘Other’ will have the ‘Eligibility Applies To’ check box enabled for all children. • For a young adult to appear on the Create Young Adult Case Selection pop-up page, they

cannot have a “Pending” TANF. • The TANF will have a status of ‘Pending’ if:

o Question 1 does not have ‘Yes’ or ‘No’ radio button selected • The TANF will have a status of ‘Eligible’ if:

o Question 1 is ‘Yes’ AND o Question 2 is ‘Yes’ AND o Question 3 is ‘Yes’ OR o Question 3 is ‘No’ AND Question 4 Estimated Family Income is Less than

200% of the FPL • The TANF will have a status of ‘Ineligible’ if:

o ‘No Response Received’ check box is selected o Question 1 is ‘No’ o Question 2 is ‘No’ o Question 3 is ‘No’ AND Question 4 Estimated Family Income is at or above

200% of the FPL OR o Question 3 is ‘No’ AND Question 4 ‘Unable to Obtain’ check box is selected


2.1.4 Save Processing

• Save Processing is initiated by clicking on the Save command button. Save processing is also initiated when selecting the ‘Close’ button and answering ‘Yes’ when the system prompts the user if they would like to ‘Save changes before closing the page.’

• Based on the responses for the questions on the page, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>.’

• Excluding Investigation TANF determinations, if the ‘Effective From’ date value is less than the ‘Removal Date’ on save processing, the user will receive an error message stating ‘TANF Eligibility - Effective Date must be greater than the Removal Date’.

• The ‘Effective To’ date cannot prior to the ‘Effective From’ date of the TANF record. • If user attempts to save a TANF-Eligibility page with an Effective date for a year that

does not have a FPL Maintenance record created (ex. 08/09/2007), the user will receive an edit message stating: ‘No Federal Poverty Level amounts have been entered for this year this TANF cannot be saved.’.

• Excluding Investigation TANF determinations, if the Approval hyperlink in the Actions group box has been selected and the user has selected the ‘Yes’ button on the Eligibility status pop-up message and save processing has been initiated, the following processes occur:

o FSFN will check to make sure all questions have been answered. If all questions have not been answered, a validation message will

display stating which question will need to be completed. o The ‘Approval Date’ field is filled with the date the TANF was Approved. o The questions on the TANF-Eligibility page are frozen.

If the TANF-Eligibility page has been approved, clicking the Approval hyperlink will launch the Approval History page in view mode, which will display the Document Information, Approval Decision, and Supervisor Approval group boxes as well as a table with the Worker Name, Unit Name, Status, Date, and Action.

• Upon clicking Save, the Effective From Date is the only required field in order to initially save the TANF-Eligibility page. All other field edits are enforced upon clicking the Approval hyperlink.

• If the user clicks a person’s Assets & Employment hyperlink, the Save button is enabled when they return to the TANF. Once Save is clicked, the TANF will refresh. This applies to both the Investigative and case TANF.

2.1.5 CRUD Matrix

Table Name Create Read Update Delete

PERSON X

CASE X



EPISODE X

ELIGIBILITY RECORD X X X

2.2 Adoption – TANF

2.2.1 Page Overview

Navigation

An Adoption TANF record will be generated when an Adoption Eligibility determination is completed and determined Ineligible, except when a pending Adoption TANF already exists for the person. An Adoption TANF can only be created on active case participants.

Eligibility workers can create or access the Adoption TANF determinations from the Financial Work page if a pending Adoption TANF does not already exist for that person and they are an active participant in the case. The Financial Work page is accessed through the Financial Work Icon located on the Banner Bar of the desktop. Once the user has launched the Financial Work page, the Adoption TANF determination is located on the Eligibility dropdown. TANF Adoption can also be created through the Create Case Work page. The user must select the


Create Case Work icon on the desktop and then select the Eligibility dropdown. From the Eligibility dropdown, click Create Adoption TANF. If an Eligibility worker has an assignment to the case, they will also be able to access this determination under the Eligibility section of the child record, Adoption TANF Eligibility hyperlink, or is accessible through Search.

Page Summary

The Adoption TANF Eligibility page consists of the 'Child Information' group box which includes Child Demographic information. Below the ‘Child Information’ group box is the ‘Eligibility Information’ group box which displays details specific to the TANF Adoption Eligibility Status and just below, is an additional group box with a list of five questions that will determine if the child is eligible for Adoption TANF funds. An Eligibility Notes Expando displays beneath the questions. If the Adoption TANF is created through Financial Work, once the page appears, a search hyperlink is enabled in the ‘Child Information’ group box. The search hyperlink will bring up the Person record search page. Once a user searches a child, results will appear on the search page. User will need to select the appropriate record by expanding the child’s name, expand the case, and select the eligibility icon. If a record has been created, then a radio button next to the adoption TANF Determination will appear. When the radio button is selected and ‘Continue’ is clicked, the user will be return to the TANF-Eligibility page and the information will be populated from the system. When an Adoption has been finalized, the following will be copied to the new Adoptive Case: the associated Adoption TANF, Title IV-E Foster Care and Title IV-E Adoption records.

Users will receive an edit message if the Effective Date entered uses a year that does not have any FPL amounts input into FSFN.



Child Information

Case Name The name of the case that the child is associated with (Last name, First name, Middle name); required; not user editable. This field is displayed as a hyperlink that launches the Maintain Case page when clicked.

Child Name The Pre-Adoptive Name of the child that is associated with (Last name, First name, Middle name) Adoption TANFs that are created in the pre-adoption case; For TANFs created in post-adoption cases, displays the Post-Adoptive name of the child (Last name, First name, Middle name); required; not user editable. This field is displayed as a hyperlink that launches the Person


Management page when clicked. If the child’s name is edited in the Person Management screen, the Adoption TANF will refresh to pull in the new information, without the user needing to close the current Adoption TANF and reopen it.

Person ID ID that is associated to the Birth Name. System generated; not user editable.

SSN The SSN of the child that the Adoption TANF eligibility determination is being completed. System generated from the Person Management Record; not user editable.

Date Applied For The date that the SSN was applied for. It is pre-filled from the Person Management page, if applicable. Not user editable; not required

DOB Date of Birth of the child that the Adoption TANF eligibility determination is being completed for. System derived from the Person Management Record; not user editable.

Age System derived age field that is the record creation date minus the DOB. Not user editable.

Gender: System derived gender field that is retrieved from the Person Management page. Not user editable; not required.

Race The race of the child in the case the TANF eligibility determination is being completed. System derived from the Person Management Record. Not user editable; not required.

Ethnicity The ethnicity of the child in the case that the TANF is being completed for. This is derived from the dropdown on the Basic Tab of the Person Management page. If “Other” is selected on the Person Management page, then this field will display “Other - ……” with the included text that was entered when the choice was selected. Not user editable; not required.

Actions Approval Displayed as a hyperlink within the Actions group box; Upon selecting the Approval hyperlink, the Approval History pop-up page is displayed. If the Form 5263 has not been launched the following prompt is displayed: “Request for TANF Funds/Eligibility Determination Form-5263 has not been launched. <Ignore> <Return>”. Once the Adoption TANF-Eligibility page has received final approval all fields will become frozen, disabled, and


grayed out; even if a change is made to pages which prefill to the Adoption TANF-Eligibility page, the change will not be reflected on the Adoption TANF-Eligibility page to ensure data integrity.

Submit Void Determination

Allows the user to void an Initial or Redetermination; 2 reviews are required in order for the Adoption TANF to successfully be voided; once the Submit Void Determination hyperlink has been selected from an Initial or Redetermination, a prompt will be displayed and will ask if the user wishes to continue voiding the determination with a Yes and No selection; the Submit Void Determination hyperlink will be replaced with a Void Determination hyperlink; the worker that submitted the void determination cannot be the same worker that selects the Void Determination hyperlink; the user will receive the following message when they are the original user that voided the determination and are attempting to void the determination again: “In order to void an eligibility determination, two different users must void the determination regardless of security profile."; upon selecting the Void Determination hyperlink a prompt will be displayed and ask if the user is sure they wish to continue voiding the determination with a Yes and No selection; the system will look at the Effective Date of the Adoption TANF from which the Void process was completed and void any subsequent redeterminations with Effective Dates that are after the voided Adoption TANFs Effective Date; the Submit Void Determination will only be available from the Initial or Redetermination if there are NO Initial Determinations with Effective Dates after the current Adoption TANFs Effective Date; once the Void Determination process has been completed the system will automatically select the “Determination Voided” check box which is disabled and grayed out and will do the same on any subsequent Redeterminations. NOTE: The “Submit Void Determination” hyperlink is conditionally displayed once the Adoption TANF-Eligibility page has been fully approved and frozen, disabled and grayed out.


Maintenance Adoption Subsidy TANF Form - 5263

A hyperlink within the Actions group box; upon selecting the hyperlink, the Form 5263 template is displayed. This form will display on both Initial and Redeterminations.

TANF MAS Annual Redetermination Form

A hyperlink within the Actions group box; upon selecting the hyperlink, the Redetermination Form template is displayed; only displayed on Redeterminations.

Eligibility Information

Determination Type

A collection of two radio buttons which are both disabled and grayed out and labeled: “Initial” and Redetermination”. Upon creation of the first Adoption TANF, the “Initial” radio button will default to being selected. Each subsequent Adoption TANF created will automatically default to “Redetermination” being selected. If there is not already a “Pending” Adoption TANF record upon documenting a IV-E Adoption Eligibility Status of “Ineligible”, but there is a pre-existing, non-voided Initial Adoption TANF record, the system will automatically create a new Adoption TANF record defaulted to the “Redetermination” radio button.

TANF Adoption Eligibility Status

When the Determination Type is Redetermination, the only two questions that factor into the status are Question 4 related to FPL and the Redeterminations response. If Question 4 is “Yes” and the Income is over the FPL, then the child is Ineligible. If the child is not living in the State of Florida, the child is Ineligible. To be Eligible for a Redetermination, the child must live in the State of Florida and either have no income or have an income below the FPL.

Determination Voided

The Determination Voided check box is system derived, disabled, and grayed out. The check box is automatically checked when the Void Determination process is completed on that Adoption TANF or a previous Adoption TANF and as a result, the current Adoption TANF is voided.

Effective Date Date from which the eligibility status is effective; system derived from the Effective Date on the Title IV-E Adoption Record that was ineligible, which initiated the TANF record. When created through Create Case Work or Financial Work page, then the Effective Date will default


to the Effective To Date +1 from the most recently approved TANF Record. An FPL Maintenance entry must exist for the Effective date year entered. A future date up to 60 days can also be entered. The system will display a validation prompt that the user is entering a future date for the Effective Date and if they are sure they want to proceed <Yes> <No>. This field will only accept a date that is greater than the Effective Dates on other Adoption TANF-Eligibility pages created for the child. User editable; required.

Effective To The date will be pre-filled by the system to 364 days from the Effective date entered above. User editable; not required. If the Effective Date is null, the Effective To date will also be null. An FPL Maintenance entry must exist for the Effective date year entered.

Worker Pre-fill the name of the worker that is logged into the system and completing the Adoption TANF eligibility. System determined based upon the users’ completion of the required question and the first initial save. The system will pre-fill the name of the worker and will determine the status of the page; not user editable.

Approved Date

Date the Adoption TANF is approved by a supervisor or other specified user with the appropriate security. Not user editable; system generated.

FPL Question: “Based on the information below, the child income is.” Two radio buttons stating, “Less than 200% of the FPL- Child is Eligible” and “At or above 200% of the FPL- Child is Ineligible”. System derived answer from the combination of the family size and the income information entered in Question 4 and the FPL chart values for the fiscal year associated with the Effective Date. If No is selected for the Child’s Income question the system will calculate the value at zero dollars and the child will meet the FPL criteria.

No Response Received

User selected checkbox; not required; when selected, the determination will be Ineligible.

Questions Question 1 “Will the child be living in the State of Florida? If No, Ineligible.” User selected radio button of “Yes” or “No” field will pre-fill from the previous Adoption TANF-Eligibility page based on the Effective Date when the


Determination Type is “Redetermination”; only defaults to null when the Determination Type is “Initial”; required; Once the Adoption TANF is approved and frozen, the answer to Question 1 will remain as selected even if the address changes.

Question 2 “Is the child a US Citizen or Qualified Non-Citizen? If Yes, go to question 3. If No, Ineligible.” System derived as plain black text; possible results are: “Yes – U.S. Citizen”, “Yes – Qualified Non-Citizen”, or “No”. If “Yes – Qualified Non-Citizen” is selected the Qualified Non-Citizen ID will display directly beneath the result in plain black text. The Qualified Non-Citizen ID and the applicable ID are derived from the Person Management page. This field is required if the answer to question 1 is “Yes”. NOTE: If the response is not “Yes – Qualified Non-Citizen”, then the label “Qualified Non-Citizen ID” will NOT display on the screen and will be hidden.

Qualified Non- Citizen ID

System derived field to list the ID for the non-citizen. Displays automatically if “Yes – Qualified Non-Citizen” is selected from question 2.

Question 3 “Is the child a special needs child?” System derived radio buttons of ‘Yes’ or ‘No’. This question is derived as “Yes” if any of the following criteria are met, otherwise it is derived as “No”:

• The child has “African American” selected as an ethnicity or race on their Person Management page.

• The child is of age 8 or older based on the date of birth entered on their Person Management page

• The child has a Medical Condition on their Medical/ Mental Health page that is the Category "Intellectual/Developmental" and the Type is: Borderline Intellectual Functioning, Down Syndrome, Hydrocephalus, Intellectual Disability (Mental Retardation, all degrees), or Microcephaly; Category "Medical/Physical" and the Type is Arthritis, Brittle Bones/Osteogenesis Imperfectus, Cerebral Palsy, Chronic Motor Tic Disorder, Club Foot, Diplegia, Multiple Sclerosis, Muscular Dystrophy, Myasthenia Gravis, Paralysis - Paraplegic, Quadriplegic, Diplegic,


Poliomyelitis, Rheumatoid Arthritis (juvenile), or Spina Bifida; Category "Behavioral/Mental Health" and any type; Category "Medical/Physical" and the Type is: Hearing Loss (ICD-9: 389), Visual Disturbances (ICD-9: 368), Blindness and Low Vision (ICD-9: 369), Cataracts, Congenital anomaly of the eye, Deaf, Diabetic Retinopathy, Glaucoma, Retinal Detachment and Defects (ICD-9: 361)

• The “Sibling Group”, “At risk of medically diagnosed condition”, “Medically Fragile” or “Developmental Delay” checkboxes are selected on the Background tab of the child’s Adoption Information page.

Medical Mental Health

Medical Mental Health hyperlink displays if there is an existing Medical record in the associated FSFN Case for the child; if there is not a Medical Mental Health record in the associated FSFN Case, the hyperlink will not display. If accessed from Financial Work OR the user’s Desktop (Case Assignment exists) based on the users security who is accessing the page AND only if the Adoption TANF-Eligibility page is accessed in Create or Edit mode, if the user has security to view or edit the Medical Mental Health record, clicking the hyperlink will launch the Medical Mental Health page in edit mode; if the user doesn't have "edit" security to the Medical Mental Health page upon attempting to save any change on the Medical Mental Health record the user will receive a Security Error that security doesn't exist; if the user doesn't have security to view Medical Mental Health records, upon clicking the Medical Mental Health hyperlink the Security Error message will be displayed indicating that security does not exist. If the Adoption TANF-Eligibility page is accessed from Search, ONLY if the user accessing the Adoption TANF-Eligibility page has Medical Mental Health - All security will they be able to launch and view the Medical Mental Health record AND it will be displayed in view only mode; if the Adoption TANF-Eligibility page is accessed from Search and the user has no access OR Medical Mental Health - View access, upon clicking the Medical Mental Health hyperlink the Security Error message will


be displayed indicating that security does not exist. NOTE: The Adoption TANF-Eligibility page must be saved directly prior to clicking the Medical Mental Health hyperlink.

Adoption Information

Conditionally displayed hyperlink if the participant for whom the Adoption TANF-Eligibility page is being documented has an Adoption Information page and only once the Adoption TANF-Eligibility page has been successfully saved for the first time; based on whether the Adoption TANF-Eligibility page is accessed in Edit or View mode determines if the Adoption Information page is launched in Edit or View mode and is based on security.

Question 4 ‘Does the Child have any income? System derived as Yes/No based on if the child has any income documented on Assets & Employment: Unearned Income/ Employment.

Assets & Employment

Assets & Employment hyperlink displays for the child; based on whether the Adoption TANF-Eligibility page is accessed in Edit or View mode determines if the Assets & Employment page is launched in Edit or View mode and is based on security.

Amount System derived by calculating the total of "Unearned Income" where the "Include in Eligibility Calculations" is flagged AND the Employment Income (monthly).

Question 5 ‘Has the Specified degree of relationship been met?’ User selected radio button of ‘Yes’ or ‘No’; defaults to null only if “Initial”; required if previous questions 1-4 are ‘Yes’. When ‘Yes’ is selected the ‘Relationship to Child’ and ‘Parent/Relative Name’ fields will be enabled. A search hyperlink is enabled. If the Adoption TANF is a “Redetermination” then the field pre-fills from the previous Adoption TANF. The search link will also not be displayed since the person cannot be changed on a Redetermination.

Relationship to Child

Values include possible relationships to child; user selected dropdown; not required;

Parent/Relative Name

The name of the person who is adopting the child. (First name Middle name Last name); system derived if a person is selected using search; if the name doesn’t populate, then the field will become a user entered text field.


Redetermination Redetermination Question

“Is the child living in the State of Florida? if No, Child is Ineligible.” System derived based on the child's Primary Residence on Person Management, whether ended or not, “as of” the Effective Date documented; system derived as ‘Yes’ if the Primary Residence is in the state of Florida; system derived as ‘No’ if the Primary Residence is a state other than Florida. If the Effective Date is removed before clicking Save, then both the ‘Yes’ and ‘No’ radio buttons will not be selected. When the page is saved, it automatically refreshes with the updated Effective Date and the correct ‘Yes’ or ‘No’ selection is populated.

Expando Eligibility Notes Buttons Save User entered text narrative field until the Adoption TANF

is approved. 1000-character limit. Not required. Close Standard save processing. The user can save intermittently

regardless if all questions have been answered or not. This accommodates the ability to access Person Management, Maintain Case, or Medical Mental Health, make necessary changes, and have the Adoption TANF-Eligibility page automatically refresh and update accordingly upon returning to the Adoption TANF-Eligibility page. All applicable edits will still exist; however, they will still be enforced when the user attempts to click the Approval hyperlink. NOTE: The enforcing occurs when clicking the Approval hyperlink, NOT when clicking the Approval hyperlink, selecting Approve, clicking Continue, and attempting to save the Adoption TANF-Eligibility page.


• When the user selects ‘Approval’ from the Options dropdown, the system will calculate the new status and then a pop-up message is displayed. This pop-up reads: “The Adoption TANF determination status will be set to {the new status}. Click Yes if this is correct. Click No to retain the previous status.” The user then has the options of ‘Yes’ and ‘No’ buttons. If the user selects ‘No’, then the user will be returned to the eligibility page with no further processing and the status will revert to the previously saved status. If ‘Yes’ is chosen, the system will then check to make sure all questions have been answered. If they have not, a message box stating which answers need to be completed will display. If all questions have been answered and the user selects ‘Yes’, the correct status displays in the eligibility information list box.


• On newly created Adoption TANFs, the Effective Date field will only accept a date that is greater than the Effective Dates on other Adoption TANF-Eligibility pages created for the child. If an incorrect date is entered, the following validation message will display:

o The Effective Date cannot be a date prior to or equal to the Effective Date of another Adoption TANF-Eligibility page.

• Status Determination:

• When the ‘No Response Received’ checkbox is selected, the determination will be Ineligible.

• The new status is calculated to ‘Eligible’ if: Questions [1 is YES and 2 (either ‘Yes’, US Citizen or Yes, Qualified Non-Citizen) and 3 and 5 are YES and Question 4 must be ‘No’ or if ‘Yes’ the FPL must also be under 200%]

• The new status is calculated to ‘Eligible’ if: Question [1 is YES and 2 (either ‘Yes’, US Citizen or Yes, Qualified Non-Citizen) 5 is Yes and Question 3 is No and 4 must be ‘No’ or if ‘Yes’ the FPL must also be under 200%]

• The new status is calculated to ‘Ineligible’ if the scenario described above is NOT valid.

• The system will derive the FPL question from the combination of the ’Family Size’ and the Estimated Family Income’ information entered in question 5 and the FPL Maintenance information derived from the FPL Maintenance Information page for the fiscal year associated with the ‘Effective Date’. Once an Adoption TANF has been approved, the eligibility information can only be changed by completing a new Adoption TANF determination record.

• Question 1:

• If ‘No’ is selected for question, then the user can complete the TANF determination with a status of ‘Ineligible’ without answering any further questions. The following message is displayed – ‘This will set the status of the child to Ineligible. You will not be required to answer other questions. Complete TANF determination?’ If the user selects ‘No’, they are returned to the TANF-Eligibility page.

• Question 2:

• If ‘No’ is selected for question, then the user can complete the TANF determination with a status of ‘Ineligible’ without answering any further questions. The following message is displayed – ‘This will set the status of the child to Ineligible. You will not be required to answer other questions. Complete TANF determination?’ If the user selects ‘No’, they are returned to the TANF-Eligibility page.

• Question 4:


• If ‘No’ is selected for question, the system will calculate the value at zero dollars and the child will meet the FPL criteria.

• Question 5: If the child is eligible prior to question 5 and ‘No’ is selected for question 5, then the user can complete the determination with a status of ‘Ineligible’. The following message is displayed: “This will set the status of the child to Ineligible. You will not be required to answer other questions. Complete TANF determination?” If the user selects ‘No’, they are returned to the TANF.

• For the Redetermination Question, the answer is system derived based on the child’s Primary Residence address on Person Management, where ended or not, “as of” the Effective Date documented; system derived as ‘Yes’ if the Primary Residence address is in the state of Florida; system derived as ‘No’ if the Primary Residence is in a state other than Florida.

o If the Effective Date is removed before clicking Save, then both the ‘Yes’ and ‘No’ radio buttons will not be selected. When the page is saved, it automatically refreshes the Adoption TANF Redetermination with the updated Effective Date and the correct ‘Yes’ or ‘No’ selection is populated.

• If a user attempts to create an Adoption TANF for an inactive case participant, they will receive the edit message “The status of the case participant is inactive. Please activate the participant in the case.”

• As part of the Adoption Eligibility Termination process, all Adoption TANF records created by the Adoption Eligibility will be terminated when the Adoption Termination process is completed.

• When an Adoption TANF is voided, the status on the outliner will display “Void” and both dates on the outliner will display the Effective Date.

• Upon attempting to create the Adoption TANF-Eligibility page, whether from Create Financial Work or Create Case Work, if the participant for whom it is being created is 18 years of age or older, the following validation prompt is displayed:

o The participant you are creating the Adoption TANF page for is 18 years of age or older. Do you wish to continue? <Yes><No>

The validation prompt is displayed upon clicking the Continue button on the Person Search page when creating from Create Financial Work and upon clicking the Continue button on the Create Case Work page.

• Upon selecting the Case Name, Participant Name, or Medical Mental Health hyperlink, if any change has been made to the Adoption TANF-Eligibility page, the user will be required to save the page to launch the Maintain Case, Person Management, and Adoption Information pages. This will ensure all changes have been saved directly prior to accessing an external module. If save hasn’t been invoked, the following validation message will be displayed:


o The Adoption TANF page must be saved. <Close>

• Upon returning to the Adoption TANF-Eligibility page from Person Management, Maintain Case, or Adoption Information when accessed from the Adoption TANF-Eligibility page, the system will automatically refresh to pull in any applicable updates and reflect them on the Adoption TANF-Eligibility page. Additionally, if Maintain Case, Person Management, or Adoption Information was accessed external to the Adoption TANF-Eligibility page, each time the Adoption TANF-Eligibility page is launched it will automatically refresh upon opening the page.

• The only field required to initially save the Adoption TANF-Eligibility page is the “Effective Date”.

• Only one non-approved Adoption TANF-Eligibility page can be open at any given point in time for the same Person ID.

• Only once the 2nd step in the Void Determination process has been performed will the Adoption TANF-Eligibility page be voided and the “Determination Voided” flag is selected on the Adoption TANF-Eligibility page.

• Upon voiding an Adoption TANF-Eligibility page, the OCA Reimbursement Allocation Batch must pick up and process the changes. This is only once the 2nd step in the Void Determination process has been completed and the Void Determination flag checked.

• Upon voiding an Adoption TANF-Eligibility page, the system will not automatically generate a new Adoption TANF-Eligibility page.

• Upon voiding an Adoption TANF-Eligibility page, an automated message will be sent to the Worker identified in the worker field on the Adoption TANF-Eligibility page, as well as to that worker’s supervisor.

• At such time that the Effective To date has passed, if there is not a new Adoption TANF-Eligibility page with a more recent Effective Date, the system will not automatically create a new “Pending” Adoption TANF record.

• Once the Adoption TANF-Eligibility page is approved and becomes frozen, the fields will no longer update if a change is made to any of the external pages which pre-fill to the Adoption TANF-Eligibility page. This is to ensure data integrity.

• Upon creating an Adoption TANF Redetermination, both Question 4 and the Redetermination question must have responses to submit for approval. Question 4 pre-fills from the previous Adoption TANF-Eligibility page based on the Effective Date and the Redetermination question pre-fills based on Person Management. Therefore, both questions should have a response upon creation.

• For Adoption TANF Redeterminations, the child’s eligibility is based on Question 4 AND the Redetermination question. If the child lives in the State of Florida and either has No Income or the Income is below the FPL, then child is Eligible.


Therefore, Question 4 must either be “Yes” and Income is below the FPL or “Yes” and the Redetermination question must be Yes. Otherwise, child is Ineligible.

• Upon documenting an Adoption Eligibility record with a status of Ineligible, the system will continue to automatically create an Adoption TANF record but only if a “pending” one does not already exist. At the time the Adoption Eligibility Status becomes Ineligible, a Task Due will be displayed on the Desktop of the worker who completed the approval of the Adoption Eligibility record.

• 45 days prior to the Effective To date, on the most recent non-voided Adoption TANF, an automated message will be generated and sent to the Worker identified in the Worker field on the Adoption TANF-Eligibility page, as well as that worker’s supervisor.

• For purposes of determining the “Child’s Income”, FSFN must perform the following calculation:

• 1st: Add the child’s documented Employment Income from Assets & Employment Tab, where the Effective To date is “null” and must be calculated as a “monthly” amount, as follows:

Annually

• Wages/12 Every 6 Months

• Wages/6

Quarterly

• Wages/3 Monthly

• Wages Twice a Month

• Wages *2 Every Two Weeks (Bi-Weekly)

• Wages *2.15 Weekly

• Wages * 4.3

• 2nd: Add the child’s Unearned Income where the Eff. End Date is “null” and has the “Use in Eligibility Calculations” flag checked.

• The total of all Unearned and Earned Income is what displays in the “Amount” field.


• FSFN will not allow a FSFN Case to be closed if there is a “Pending” Adoption TANF record.

• An Adoption Assistance Agreement page cannot be terminated if a system generated pending Adoption TANF exists; a system generated Adoption TANF is created when an Ineligible Adoption Eligibility is approved.

• For a young adult to appear on the Create Young Adult Case Selection pop-up page, they cannot have a “Pending” Adoption TANF.


• Save Processing is initiated by clicking on the ‘Save’ command button. Save processing is also initiated when selecting the ‘Close’ button, and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

• Effective Date cannot be future dated.

• Additionally, based on the responses for the questions on the page, various fields may also be required. If any of these fields are null, the user will receive an error validation stating, ‘Please enter data in the fields which are highlighted - <field name>.’

• ’Effective To’ date cannot be less than the ‘Effective Date’ and is enabled until approved.

• If user attempts to save an Adoption TANF-Eligibility page with an Effective date for a year that does not have a FPL Maintenance record created (ex. 08/09/2007), the user will receive an edit message stating: ‘No Federal Poverty Level amounts have been entered for this year this TANF cannot be saved.’.

• If the Approval selection is approved in the Options dropdown, then the following processes occur:

o The ‘Approval Date’ field is filled with the date the Adoption TANF was approved.

o The questions on the Adoption TANF tab are disabled. • Once the Adoption TANF is approved and frozen, the answer to Question 1 will

remain as selected even if the address changes.

2.2.5 Security

• There are no changes to security as to the workers who can view, document, and approve the Adoption TANF-Eligibility page.

• Upon submitting a Void Determination, the system will require that another worker, other than the worker who submitted the Void Determination, who has create/edit access to the Adoption TANF-Eligibility page, perform the 2nd Void Determination step.


2.2.6 CRUD Matrix


ELIG_REDET X X X

AGREEMENT X

EPISODE X

PROVIDER_ORG X

ELIG_EPISODE X X X


2.3 FPL Maintenance

2.3.1 Page Overview

Navigation The FPL Maintenance page is accessed from the FSFN menu bar by selecting Utilities > FPL Maintenance Page.

Access to the page is controlled through security. Only users with the ‘TANF Maintenance’ security resource will be able to access this page. Those who do not possess this security resource will receive a security message. Page Summary The FPL Maintenance page allows users with the appropriate security resource to document Federal Poverty Level (FPL) amounts using FSFN. The Federal Poverty Levels that are set by the Federal Government are effective across child welfare programs and will affect two modules in FSFN: TANF and TANF Adoption.

The FPL Maintenance page contains one group box titled FPL Information group box. This group box contains five columns: Fiscal Year, Effective From, Effective To, Last Updated By, and an untitled column. This page also includes an Insert, Save, and Close button. The FPL Information group box is read only and is not user editable.


To create a new FPL Update Information entry, the user selects the Insert button which launches the FPL Update Information Pop-up page. The FPL Update Information Pop-up page is used to enter FPL calculations (further described in section 1.2.4 FPL Update Information Pop-up page).

If a user selects the Insert button from the FPL Maintenance page and an FPL Update Information Pop-up page exists that has not been completed, the user will receive this message: ‘A FPL Update Information page already exists please update the existing FPL Update Information page or complete the existing FPL Update Information page to create a new page.’



FPL Information

Fiscal Year This column will display the fiscal year for which the FPL is in effect; not user editable; no default value; not required.

Effective From This column will display the dates the user entered in the effective from field on the FPL Update Information Pop-up page; not user editable; no default value; not required.

Effective To This column will display the dates the user entered in the Effective To field of the FPL Update Information Pop-up Page; not user editable; no default value; not required.

Last Updated By This column will display the name of the most recent worker to save the page; not user editable; no default value;

t i d Untitled This column will display an ‘Edit’ hyperlink for the entries on the FPL Update Information pop-up page that have not been completed and will display ‘View’ as hyperlink for entries on the FPL Update Information page that have been completed.

Buttons Save Standard save processing.


Insert When selected, this button will launch the FPL Update Information Pop-up page.

Links View View hyperlink will launch the FPL Update Information pop-up page for entries on the FPL Update Information page that have been completed.

Edit Edit hyperlink will launch the FPL Update Information Pop-up page for entries on the FPL Update Information page that have not been completed.



When the Insert button is selected, the FPL Update Information Pop-up page launches. Once information is entered in the FPL Update Information Pop-up page and saved, a new row is entered onto the FPL Maintenance page. If the FPL Update Information Pop-up page has not been completed, an Edit link will display beside the new row in the FPL Information group box. If the FPL Update Information Pop-up page has been completed, a View link will display beside the new row in the FPL Information group box.


Save Processing is initiated by clicking on the ‘Save’ command button. Save processing is also initiated when selecting the ‘Close’ button and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

2.3.5 Security


2.3.6 CRUD Matrix


TANF_FED_PVRTY_LVL X


2.4 Pop-up - FPL Update Information Page

2.4.1 Pop-Up Overview

The FPL Update Information Pop-up page enables users with appropriate security rights to enter information that will be used in calculations to determine if a family’s income is below the Federal Poverty Level based on their family size. Once this information is entered and saved, a new row will be displayed in the FPL Maintenance page, which will allow users to view or edit the information entered.

The FPL Update Information Pop-up page contains two group boxes: The Fiscal Year group box and the FPL Amounts (FPL guidelines should be entered at the 200% level) group box. The Fiscal Year group box contains the Fiscal Year field and the Effective From and Effective-To date fields.

The Fiscal Year group box contains fiscal year for which the Federal Poverty Levels will apply, including the Effective To and Effective-From dates.


The FPL Amounts (FPL guidelines should be entered at the 200% level) group box contains a table named Family Size where users input the monthly and yearly Federal Poverty Level amounts based on the family size. The two fields Monthly Income and Yearly Income are used to input values specified in FPL documentation for households larger than 10.

2.4.2 Pop-Up Page Information


Information Fiscal Year Users input the fiscal year for which the Federal Poverty Levels will apply. The beginning and ending of the fiscal year must be entered in this field. User entered; no default value; required.

Effective From Users input the date the FPL information will begin to be in effect. User entered; no default value;

i d Effective To Users input the date the FPL information will end its effectiveness. NOTE: If the Effective To date lapses on the FPL Update Information page and a new FPL Maintenance page is not created or has not been completed using the FPL Update Complete option from the options dropdown TANFs with, an Effective From date that are not within the Effective From and Effective To date will not be able to be completed. User entered; no default value; required.

FPL Amount FPL guidelines should be entered at the 200% level.

Monthly Income (Rows 1 to 10)

User inputs the monthly Federal Poverty Level amount based on family size. User entered; no default value; required.

Yearly Income (Rows 1 to 10)

User inputs the yearly Federal Poverty Level amount based on family size. User entered; no default value; required.

Monthly Income (for households larger than 10)

This field is used in FPL calculation for each family member more than 10. User entered; no default value; required.

Yearly Income (for households larger than 10)

This field is used in FPL calculation for each family member more than 10. User entered; no default value; required.


Options FPL Update Complete

When this option is selected, the page will no longer be user editable; the FPL Maintenance page will display a ‘View’ hyperlink in the Untitled column for this row, and the Last Updated By field will display the name of the worker who saved the page after the FPL Update Complete option was Updated By field will display the name of the worker who saved the page after the FPL Update Complete option was selected. This option is always available in the options dropdown field and is user selected; not required; no default value.

Buttons Save Standard save processing



• Navigation to the page is invoked when the user selects the Insert command button on the FPL Maintenance page.

2.4.4 Save Processing • Save Processing is initiated by clicking the ‘Save’ command button. Save

processing is also initiated when selecting the ‘Close’ button and then answering ‘Yes’ when the system asks the user if they would like to ‘Save changes before closing the page.’

• If the user attempts to save the FPL Update Information pop-up page and has not entered data in the Fiscal Year field, the user will receive this message: ‘Please enter data in the required field - [field name]’.

• If the user attempts to save the FPL Update Information pop-up page and has not entered a date in the Effective From field, the user will receive this message: ‘Please enter data in the required field - [field name]’.

• If the user attempts to save the FPL Update Information pop-up page and has not entered data in the Effective To field, the user will receive this message: ‘Please enter data in the required field - [field name]’.

• If the user attempts to save the FPL Update Information pop-up page and has not entered amounts for the Household Members and Family Size table, the user will receive this message: ‘Please enter data in the required fields – Household Members and Family Income table’.

• If the user attempts to save the FPL Update Information pop-up page and has not entered an amount for the Question field, the user will receive this message: ‘Please enter data in the required field – Household larger than 10 [field name]’.

• If the user attempts to save the FPL Update Information pop-up page and the Effective From and Effective To fields are the same date, the user will receive this message:

• ‘The Effective From and Effective To dates cannot be the same date.’


• If the user attempts to save the FPL Update Information pop-up page and the Effective From overlaps the Effective To of the previous FPL record, the user will receive this message: ‘The Effective From cannot overlap the Effective To date of the previous FPL record.’

• If the user attempts to save the FPL Update Information pop-up page and the Effective From of the new FPL Update Information pop-up page leaves a gap between the Effective To of the previous FPL record, the user will receive this message: ‘The Effective From cannot create a gap between the Effective To date of the previous FPL record and the Effective from date of the new FPL record.’

2.4.5 Security


2.4.6 CRUD Matrix


TANF_FED_PVRTY_LVL X X X


3 Inventories 3.1 Table Descriptions

Table Name Description

TANF_ADPTN_ELIG This table maintains all TANF_ADPTN_ELIG information pertaining to an Adoption TANF record.

TANF_ELIG This table maintains all TANF_ELIG information pertaining to a TANF record.

CASE A CASE is the focus of every human services business activity. A case is created as a result of intake work and can be one of three types: individual (which includes TPR and Adoption cases), family, and DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS provider or other provider. The CASE table contains case relations, address and approval information. Processes of SM04 (Maintain Case) and SM05 (Close Case) create and maintain case records.

ELIGIBILITY The ELIGIBILITY table maintains information pertaining to a foster child's initial Title IV-E eligibility determination. Once the determination is complete, the child will be assigned an eligibility status. Processes of FM03 (Eligibility) build and maintain this information.

EPISODE The EPISODE table maintains information pertaining to the occurrence of the delivery of one or more out-of-home SERVICEs involving one PROVIDER and one or more CASE PARTICIPANTs. Placement out of home and removal from home are other types of Episodes stored in this table. Processes of SM10a (Out of Home Placement) build and maintain this information.

PERSON This PERSON table maintains information that identifies an individual known to DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS or the county child welfare division such as name, date of birth, social security number, race, sex, etc. A PERSON can be a WORKER, REPORT PART, REFERRAL PART, CASE PART or PROVIDER PART. Primary search processing is centered around this data. Processes of CM01 (Manage Person) build and maintain this information.


WORKER The WORKER table maintains information pertaining to an individual (PERSON) who is employed by DCF/SHERIFF’S OFFICE/COMMUNITY-BASED CARE PARTNERS and is in a job class that provides services and/or receives FSFN - defined work assignments. The information is created in CM18 (Manage Worker).

ORG_ENTITY The ORG_ENTITY table maintains the information that relates Parent Agencies to their Fiscal Agencies, and workers to Fiscal Agencies.

3.2 Reference Data

3.2.1 Dropdowns

Field Name: Relationship to Child

Table Name: CODE_DESC

Group ID: CODE_DESC

3.2.2 List Boxes

• None

3.3 Automated Messages

• TANF Determination Due o Description: Upon the first Relative or Non-Relative Out-of-Home

Placement in a Removal Episode based on the Service Category, and ONLY if the FSFN Case Type is NOT “ICPC” or “ICPC Priority” an automated message will be sent to the Primary Worker, if Ongoing Services Assignment Type, and their Supervisor, indicating that a TANF Determination is due.

o Subject: TANF Determination is due o Message Text: A TANF Determination is due for Child ID: <> in FSFN

Case ID: <>. • TANF Redetermination Due (12 months)

o Description: 15 days prior to the Effective To date on the most recent, approved TANF record (most recent based on the Effective From date), an automated message will be sent out to the worker identified in the Completed By field on the TANF record, as well as their supervisor, indicating that a TANF record is about to expire and a TANF Redetermination is due.

o Subject: TANF Redetermination Due (12 months) o Message Text: A TANF Redetermination (12 months) is due for Child ID:

<> in FSFN Case ID: <>.


o The batch generating this automated message was disabled on 06/15/2016 upon request from the user community. A design review of the automated message and full testing is needed prior to re-enabling this batch.

• TANF Redetermination Due (Placement Change) o Description: Upon a Placement Change from any Service Category other

than Relative “to” Relative OR a Placement Change from any Service Category other than Non-Relative “to” Non-Relative and ONLY if the FSFN Case Type is NOT “ICPC” or “ICPC Priority” an automated message will be sent to the Primary Worker, if Ongoing Services Assignment Type, and their Supervisor, indicating that a TANF Redetermination is due.

o Subject: TANF Redetermination Due (Placement Change) o Message Text: A TANF Redetermination (Placement Change) is due for

Child ID: <> in FSFN Case ID: <>. • TANF Voided

o Description: Upon a TANF record being voided, an automated message will be sent out to the worker identified in the Completed By field on the TANF record being voided, as well as their supervisor, indicating that a TANF record has been voided.

o Subject: TANF record VOIDED o Message Text: A TANF has been VOIDED for Child ID: <> in FSFN

Case ID: <>. Please access and review the TANF record to determine next steps.

• Adoption TANF Redetermination Due (12 months) o Description: 15 days prior to the Effective To date on the most recent,

approved Adoption TANF record, an automated message will be sent out to the worker identified in the Worker field on the Adoption TANF record, as well as their supervisor, indicating that an Adoption TANF record is about to expire and a redetermination is due.

o Subject: Adoption TANF Redetermination Due (12 months) o Message Text: An Adoption TANF Redetermination (12 months) is due

for Child ID: <> in FSFN Case ID: <>. o The batch generating this automated message was disabled on

06/15/2016 upon request from the user community. A design review of the automated message and full testing is needed prior to re-enabling this batch.

• Adoption TANF Voided o Description: Upon an Adoption TANF record completing the void process

and flag checked, an automated message will be sent out to the worker identified in the Worker field on the Adoption TANF record, as well as


their supervisor, indicating that an Adoption TANF record has been voided.

o Subject: Adoption TANF record VOIDED o Message Text: An Adoption TANF has been VOIDED for Child ID: <> in

FSFN Case ID: <>. Please access and review the Adoption TANF record to determine next steps.

3.4 Checklists

• None

3.5 Tasks Due

Category: TANF

Type: TANF Determination Due

Description: There will be a Task Due for the Primary Worker when an Annual Redetermination for TANF needs to be completed for investigation TANF.

Creation: Created when the associated Investigation has been approved for closure.

Deletion: This tickler is deleted when the TANF determination is completed and approved or if a Child Based TANF determination has been completed for the child.

Due Date: Effective To Date of the associated TANF Determination record.

Reminder Date: 30 days prior to the Task Due due date.

First Escalation Date: None

Second Escalation Date: None

3.6 Notifications

• None

3.7 Text Templates

3.7.1 Maintenance Adoption Subsidy TANF Report form-5263

3.7.2 Request for TANF Funds/Eligibility Determination-5244

3.8 Reports

TANF Eligibility Report TANF Determination Due Report

TANF Placement Change Report


3.9 Trigger

3.9.1 Online Trigger Code cd_txn = 8000

Description: Completion of TANF Adoption Completed or Created when an initial determination is completed. The effective date is date from TANF_ADPTN_ELG.dt_eftctv_from. Store TANF_ADPTN_ELG.dt_bgn in ONLINE_TRIGGER.TS_EFFCT_FRM, TANF_ADPTN_ELG.ID_CASE in ONLINE_TRIGGER.ID_CASE, and TANF_ADPTN_ELG.ID_PRSN in ONLINE_TRIGGER.ID_PRSN

4 Requirements • FME-011 • FME-012 • FME-013 • FME-014 • FME-015 • FME-016 • FME-017 • FME-018

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