Person / Carer
Advanced Person Search
The Advanced Person Search allows you to search the database for a person or people by entering appropriate search criteria. The page has a series of tabstabs, each of which allows you to enter or select relevant search criteria.
A full or partial name may be entered in the Name field but this can be left blank. If the Name field is blank a search based on, for example, an Address will list all people with that address. Likewise, this applies to the other search tabs.
The browse in which all return names are displayed shows a summary of Person Details. The Flags column responds to a schedule of tasks which is set up on the server by the System Administrator. When certain areascertain areas of the Person Details are edited these flags will be updated at the next scheduled time.
The Check Name History box allows you to include name history records in your search. This box will, by default, be crossed, indicating that the Name History will not be included in your search. To include the Name History in the search tick the box. (If blank this is the same as crossed)
When a search is made all search tabs allow you to view the Name History of a person. This opens the View Name History for <Name> dialog showing name details and dates of changes.
All searches use 'fuzzy' matching by using vocal sound (metaphone), eg an entry Jon may also return Joan, providing a full and flexible search mechanism.
- Address/AgeAddress/Age
You may enter full or partial entries in the Address Line, this can be Street, with/without number, Town etc, eg Bedford, or Post Code fields. The choice is also available to only Show people currently living at the address. This is done by checking (tick) the box which, by default, will be unchecked (crossed). Clicking Search will list all people living at the address(es) matching the criteria.
The search can also be filtered by Age. This is defined by entering appropriate ages in the Age between boxes. You may also search on Estimated Due Date by ticking the check box and selecting a date from the On or After drop-down calendar.
- SchoolSchool
To search by School click the browse button. This will open the School Enquiry dialog which will list all schools including summary school information. When looking for a school the Looking for facility allows you to enter one or more characters of a School name which will move the highlight to the first instance in the list. Alternatively, you may choose to search on the School No, LEA No, Control category, School Type or Active schools only. To change the focus of the search select one of the Search by categories and enter appropriate Looking for characters or numbers. Highlight the required name and click Search or double click on the name.
This will populate the Select School box allowing you to search for an individual or all people (if the name field is left blank) at that school.
- Early Years SettingsEarly Years Settings
This works in the same way as the School search with Search by options being Reg(istration) Type, Locality or URN.
Once again, if the name field is left blank this search mechanism can be used to list all children attending a specific Setting.
- ExemplarExemplar
When selecting to search by Exemplar, all fields must contain a criterion. These are Form Definition which is the name of the Exemplar, a Question and an Answer. If the search Name field is left blank clicking Search will return a list of people matching the criteria. Clicking the Form Definition browse button will open the Form Definition Enquiry dialog in which to enter a full or partial Form Definition Code alternatively, leaving the field blank and clicking Search will display a list of Exemplars from which to choose.
Clicking the Question browse button will open a dialog displaying the Question Groups included in the selected Exemplar. These should be expanded by double clicking on a Group to select an appropriate question.
Finally, the Answer field will change its format according to the selected question, eg a Date field, Yes/No, etc.
When the criteria is set clicking Search will return an individual person or if the Name is left blank all records matching the criteria.
The search will only return names for a Question where an answer has been inserted. If the Question is represented by a checkbox and the box is left blank, this will not be included in the search.
- Reference SearchReference Search
This search returns names of any person’s record in which the name search criteria are found, using ‘fuzzy’ matching based on vocal sounds (metaphone and like). The query will search Person Details and optionally Exemplars and Case Notes. To include either or both Exemplars and Case Notes in the search ensure that the appropriate boxes are checked (ticked). By default, these boxes will be unchecked (crossed).
Person
- Person EnquiryPerson Enquiry
This page is opened when the Person Focus is selected; it may also be opened as a separate window when you are asked to select a person, eg linking people to activities or involvements. It allows you to search for and select a Person record from the One database.
When the Person Enquiry is displayed as a separate window clicking the Details button allows you to view additional identifying information before selecting the person.
Click the ContactPoint Search and Retrieve icon, which is located at the top of the page, to search and view information held on ContactPoint for a specific person.
To search for a person, enter full or partialfull or partial criteria in the fields to find the required record. The minimum search criteria must be either 2 characters in the Name field or 3 characters of a Postcode. If 2 characters are entered in the Name field, the search mechanism will return all records which contain those 2 characters at the beginning of any name recorded for a person, eg entering AL will return records such as Jane Albone, Alison James, etc; you may be asked to refine your search if too many records match.
The search fields are: NameName, Gender, Date of Birth, Person ID, National Health Service Number, ActiveActive, if appropriate Deceased statusDeceased status, PostcodePostcode and an Age RangeAge Range may be selected from the drop-down list. You may also search by Base or Role.
To search for a person, select the appropriate criterion and enter the minimum search criterion in either the Name or Postcode fields.
Clicking Search will return a list of all people matching the criteria. Details of each record can be seen in the lower panel by selecting the Open icon, then use the up and down icons to move to the previous or next record.
The browse in which all return names are displayed shows a summary of Person Details. The Flags column may indicate D-Deceased or it may display a Shield symbol which indicates that the person is under Personnel Control and specific data is hidden to unauthorised users. Data withheld is controlled in One v3 System Administration..
The Links panel, at this point, contains hyperlinks to the selected Person’s Activities, Activity Calendar, Child Protection, Chronology, Communication Log, Equipment, Provision, Involvements, Risks, Social Network and Student Details.
Double clicking on an item in the list or clicking Open in New Window will open the generic Person Details page in a scrollable window. In all cases a Wizard is available allowing you to move through each details panel by clicking Previous or Next instead of scrolling down the page. To return to a scrollable form click Finish.
- Person Details
The Person Details page is opened by selecting a person from the Person Enquiry search page.
The Person Details page is displayed as a series of panels, each panel representing a component of a person/child's record.If the person is flagged as an Employee and under Personnel Control on the Personnel Profile panel, it is possible that certain information may not be displayed. Such information may be withheld to non-personnel users by Data Shielding and is indicated by a Shield symbol.
The Person Details panel contains Name and Title details, Gender, Person ID and a Person Notes memo option. Information held in this memo editor is directly related to the details in this panel. The Left England flag is for ContactPoint use, if it is set to True it means that the student has left England, and has no intention to return in the next three years. Memos added via the generic memo facility are related to the person record. A National Insurance Number can be recorded.- ContactPoint PanelsContactPoint Panels
ContactPoint Stop Notice and History
Stop Notice check box defaults to checked if a child is under 18 and unchecked when they are 18 or older.
If no requests have been received to retain the record beyond the child’s 18th birthday the record will be archived on the child’s 18th birthday and ContactPoint will send Stop Notices to any source subsequently sending data for this person and this box will be checked. If any other source has requested that a record is retained they will not receive Stop Notices and will continue to send data until the latest Adult Transition Date is reached. In this way, the complete record with all current information from all sources is retained on ContactPoint, if one or more sources requests retention.
If the person is 18 years old ContactPoint will already have archived the records. If consent is sought after the person's 18th birthday this box must be manually unchecked. This will then be sent to ContactPoint and data will continue to be sent.
A history is recorded of changes to the Stop Notice flag, showing the Date and Time, by whom it was updated and the status of the flag.
Consent to Store Details of a Person 18 and over on ContactPoint
This panel gives the facility for records of some young adults to stay on ContactPoint until they are 25, but only for very limited reasons and only with explicit consent. This is when it is believed that it would be in the young person’s interest to retain their record on ContactPoint after reaching the age of 18 and requires informed and explicit consent from the individual, and also ensures that ContactPoint legal requirements (as defined in The Children Act 2004 Information Database (England) Regulations 2007) have been met. It also includes young persons accessing Connexions services (until their 19th birthday), as well as individuals who have been looked after children, or have learning difficulties, to assist with transition to adult services (until their 25th birthday).
The Add icon will only be enabled if the person is over 17 years old. If the person is already 18 years old a message will be displayed informing you that the record has already been archived and asking if you are sure you want to give Consent. If consent is granted for an 18 to 24 year old it will need to be manually de-archived by unchecking the Stop Notice checkbox.
Clicking the Add icon will open the Record Consent dialog. Check the Consent Given box and complete the Person who gave consent and to whom consent was given fields. The Consent Recorded and Consent Sought fields will automatically be set to the current system date and time. Select the Adult Transition Date (18 to 25 years old).
- Other Panels of the Person RecordOther Panels of the Person Record
The National Health Service Number panel enables the National Health Service Number to be recorded. This must be a valid 10-digit NHS Number.
The Date of Birth panel completes the personal details showing the Date of Birth, Guessed DoB, for records where the actual DoB is not known, and Estimated Due Date, for records created for an unborn child.
The Current Role Summary panel will list posts held by the selected person, showing the Role/Post, Establishment and Start and End Dates. The Add icon allows you to link additional Roles/Posts to the selected person. This will open the People Role Enquiry dialog. If the person already has that role it will not be available for selection.
Other components are: Personal ProfilePersonal Profile, Personnel ProfilePersonnel Profile, Addresses, Address memo facilityAddress memo facility, Base Addresses, Contact DetailsContact Details, Impairment Details, Ethnicity, Language and Means of Communications, Asylum DetailsAsylum Details, Deceased DetailsDeceased Details, Name HistoryName History, HazardsHazards and Last Update InformationLast Update Information. Migrated UDFs will be displayed in a separate User Defined Fields panel.
- Base AddressesBase Addresses
This panel is will display the past and present Base Addresses of a person who is an employee. This information comes from the employee's contract details and will only be displayed if a licence is held for the Personnel module.
By default, only current Base address records are displayed; unchecking the Current/Future box will show all Bases for the employee.
Like other panels, the Base Addresses panel can be hidden using the Data Panels functionality.
- Functionality and LinksFunctionality and Links
The page becomes scrollable when the number of panels is more than your monitor can display. Each panel is represented by a hyperlinked tab at the top of the form, making it easy to select the panel you wish to see. To display tabs not initially visible, use the Previous or Next icons. Alternatively, a “go to” box is available (next to the Wizard icon). To use this, enter the panel numbernumber of the focus entity, eg Person, and press your ENTER key.
Alternatively, click the Wizard iconWizard icon.
Clicking the Set ACL icon opens the Access Control List dialog allowing you to define access levels to data for individual Users or users in a specific Post or Group.
Clicking the Data Panels icon opens the View/Hide Data Panels dialog. The purpose of this dialog is to give you the option to hide panels (via Groups) which are infrequently used. It is not a security measure as data is delivered to the panel and not restricted.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on (User Name) and the area where the Mail Merge is being created (Entity Name).
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs.
UDF Management can also be found in Tools | Administration.The Links panel contains the following hyperlinks:
- Activities
- Calendar
- Case Notes
- Child Protection
- Chronology
- Communication Log
- Equipment
- Involvements
- Provision
- Risks
- Social Network
- Student Details
Users with permissions for individual reports or report folders can access them via the Links | Reports panel.
Quick Reports can be available.
- Impairment DetailsImpairment Details
If the Person is disabled, this panel allows you to record details of one or more disabilities. Multiple disability statistics are required for DfE Statutory Returns.
Check the box which indicates that the Person is on the Disability Register and select the appropriate response to Are Day to Day activities substantially affected by mental or physical impairment?
The View Current Disabilities only box is defaulted to True, meaning that only Disability records without an End Date will be displayed. To view all Disability records for the person, uncheck the box.
To record disability details click the Add button. This opens the Disability Details dialog which allows you to select the appropriate disability and set a Start date. A disability can also be flagged as a Primary Disability but only one Disability record for the person can be set as Primary. Duplicate disabilities for the same period cannot be added. An End Date is only to be used for closing a Disability record; such records will then not be included in Statutory Returns.
If a new Disability record is being added and other Disability records exist without End Dates, a message will be displayed listing all Disability records without an End Date for the person. The message will ask if you wish to end these disabilities, if you respond Yes you will be returned to the Person Details page from where you can edit the records. Selecting No will allow you to continue creating a new Disability record.
To Edit a record, for example, to end the disability period, highlight the record and click the Edit button. This will open the Disability Details dialog in which you can make the necessary changes.
To Remove a record, highlight the record to be deleted and click the Remove button. After confirmation that you wish to continue, details of the disability will be deleted from the database Table and it will be removed from the list.
- ContactPoint PanelsContactPoint Panels
- Disability DetailsDisability Details
This dialog is opened from the Person/Student Details page by clicking the Add button or by clicking the Edit button for an existing record. To define details of a new disability record:
- Click the Disability Description drop-down arrow and select from the list. This list is populated in Lookup Table ID 0030.
- Enter a Start Date (Mandatory)
The End Date is only used to finalise a Disability record. Such records will then not be included in any Statutory Return after that date.
The Primary Disability box will, by default, be False. If the disability is considered to be the Primary Disability, change the box to True. Only one Disability record can be set as Primary but it can be changed at any time. It is not mandatory to have a Primary Disability.
- Provision
- OverviewOverview
Prerequisites for creating Provision records are:
- The user must have the appropriate access rights
- Provision Year(s)Provision Year(s) with Start and End dates must be defined
- A Service Category must be set up and linked to the CSS Service Team
- Lookups must be populated during the CSS Service Team definition
- Service Provider(s) must be set up as type Agency
The following prerequisites depend on the method chosen for controlling Provision Charge/Cost Types and Services.
- Service Provider Links must be created between the Service Provider and the Service if you choose to use the Charge/Cost Type associated with a selected Service Provider Link.
- Charge/Cost Types can be directly used with a Service which allows Provision Charge/Cost Types to be independent of individual linked Providers and Services. If this method is chosen, Charge/Costs Types should be pre-defined in Services | Provision Charge Type. Services available for selection are those linked to your Service Team by the Service Category(ies) which are applied to a Service in Services | Services definition.
CSS Provision records may be created for CSS People and Students by clicking the Provision hyperlink found in the Links panel of a Person or Student details record, Enquiry page or via an Involvement form.
When this link is selected the Provision Summary page is opened listing any existing Provision records and allowing you to create a new Provision record.
- SummarySummary
When the Provision link is selected from a Person or Student record this page is opened listing any existing Provision records for the selected person; it also allows you to create a new Provision record. If the Person or Student has a long history of Provision records the Provision Search allows you to enter search criteria to find a specific record.
Provision by Base: If the Provision link is selected from a Base record the page summarises all Provision records for the Base. A Provision record, when viewed from a Base, does not show the Subjects (5) and ContactPoint (8) panels.
Available search criteria are: Provider, Service, Provision YearProvision Year and Provision Start and End Dates.
Summary information displayed is the Base Name, the Service for which the provision record is created, Funding BodyFunding Body, Charge Type with details, ie FTE, Hrs/Wk, Wks/Year, Current Rate, PBPB, Start and End Dates, the Calculated Estimate, the Edited Estimate, the Amount Paid, the Provision Year the Provider and the Service Team.
Selecting a Provision record for editing purposes or clicking New will open the Provision Allocation Details page.
- AllocationAllocation
The Provision Allocation Details page is a series of panels in which to enter information relevant to the provision being provided. These panels are headed by the Provision Details panel which contains the Service Team name.
If a Service Team does not have any Service Categories, it will not be included in the Service Team Chooser. Service Categories are defined in Services | Service Categories.
To add a new provision record:
Click the Service Team browse button to display the Service Team Chooser dialog. Select a Service TeamService Team. Select the radio button for Provider and Service or Charge Type.- Provider and Service
The Provider and Service field identifies the Provider and the Service. This information is defined during the Service Provider Link setup. - Charge Type and Service
Alternatively, a Charge Type (Lookup Table ID 1062) may be used with a Service; this allows it to be independent of an individual Service Provider link. This also allows multiple provision records, linked to a Charge Type to be maintained easily in bulk.
For example, if a Local Authority chooses to associate a Charge Type with a specific Service, it means that any changes to the Charge Type will affect all Provision records for that Service.Changes to a Charge Type will affect all records using it.
Select a Personal Budget TypePersonal Budget Type.
Select the Third Party Arrangements check box, if you wish to record payments that are made directly to other people.
The radio button controls the use of the Provider and Service and Charge Type fields to enable you to recognise which fields are required when creating a new provision.
When the Charge Type and Service option is used and the record is saved, an additional Change Charge Type field is displayed and the Charge Type field is made read-only. The Charge Type may be changed, if necessary, and a new Service can then be selected. The Charge Type field will be updated when saved.
Clicking the Change Charge Type browse button opens a dialog from which to select an alternative Charge Type. When a new Charge Type is selected a Preview dialog is then opened allowing you to see the effects of the new Charge Type on the Provision costs.
The Provision Start Date is mandatory and may be changed. If the Provision is for a limited period an End Date may be selected but it may be left blank for ongoing Provision needs.
Click the Save and Continue button to generate the Provision record and open the full Provision Details panel, including the associated Charge/Cost Details panel.
The Base field is mandatory and shows the name of the student/person's registered school or establishment; this may be changed.
The Owner field, Shared and CarryOver checkboxes are only populated by migrated provision records.
Select the Personal Budget check box if you wish to record details about provisions that are personal budgets.
- Provider and Service
- Charge/Cost DetailsCharge/Cost Details
The Charge/Cost Details panel will apply the charges added when the Service Provider Link was defined or when selected with a Service, based on the Start and End Dates of the Provision and the Provision Years on the system; these may be changed to reflect new costs by clicking the Edit icon. This will open the Cost Details dialog in which to make the changes. Changes made in the Edit dialog will affect all records using that Charge Type.
Changing Charge/Cost DetailsCharge/Cost Details directly on the Provision Details panel will update all Charge/Costs for the current Provision record only. Changes will not affect the Charge/Costs in other Provision records.
Charges will not be displayed until the record is saved.
- Provision Cost DetailsProvision Cost Details
The maintenance of the Charge/Cost information for Provision may be set up against Service Providers and the relationship between Providers and Services (i.e. to identify which Service is provided by which Provider) in which case the Charge/Cost information will be recorded against this Provider/Service relationship.
Alternatively, Charge Types are created via Services | Provision Charge Types. Once the Charge Type has been created, it can be linked to none, one or more Service Teams. This allows the user to set specific Charge Types for a Service Team; these Charge Types are subsequently available for use by that Service Team when allocating Provision to a Student. This method allows a Charge Type to be changed and then cascaded to all Services using that Charge Type.
The linking of Charge Type to a Service Team is carried out as part of the CSS Service Teams Administration | Charge Types panel.
Charge/Cost elements will be automatically created by the system which will record as many Charge/Costs records as needed based on the Start Date and End Date of the Provision together with the Provision Years present in the system.
Changes to a Charge/Cost which you wish to take affect on all Provision records using the same Service and Provider must be made via the Service Provider Link or, if linked to a Service, the change should be made using the Services | Provision Charge Types route.
In edit mode the dialog displays fields which are non-editable, editable and calculated; the Provision YearProvision Year, Provision Start and End DatesStart and End Dates, the UnitUnit on which the Provision is costed, eg Monthly, Cost per UnitCost per Unit, Period AllocatedPeriod Allocated for the Provision, Staff FTEStaff FTE, Current Rate %Current Rate %, Carry Over Rate %Carry Over Rate %, Hours/WeekHours/Week, Weeks/YearWeeks/Year, Calculated EstimateCalculated Estimate and Edited EstimateEdited Estimate, these two fields will initially be the same; a negative value can be entered, Amount PaidAmount Paid, Amount OutstandingAmount Outstanding and PaymentsPayments.
- PaymentsPayments
To record payments against the Provision select the Payments icon. This opens the Provision Transaction dialog.
The Subject panel is automatically populated with student/person details or Subject of Involvement for whom the Provision record is being created.Provision Transactions
This allows you to record payments to third parties as Transactions against a Provision Charge/Cost.
All payments will be listed in the top half of the dialog showing the Date Created, Type and StatusStatus and Amount. The lower half of the dialog displays details of the highlighted payment. Click New to add a new payment transaction.
To complete a transaction enter the following: TypeType, Created DateCreated Date, Created byCreated by, AmountAmount, StatusStatus, Pay by DatePay by Date, Invoice NumberInvoice Number, Invoice DateInvoice Date, Authorisation DateAuthorisation Date, Authorised byAuthorised by, Last Updated and Updated byLast Updated and Updated by.
Payments will not be displayed on the Provision record unless they are either Issued or Authorised
- Payee DetailsPayee Details
This panel enables you to record the financial details of the person or organisation who are receiving the funding linked to this provision line.
- Other PanelsOther Panels
Other panels for completion from lookupslookups are: Provision Reasons, and Funding BodyFunding Body; the Specialist(s) involved panel is populated by selecting an appropriate person or Key Contacts (Key Contacts are not available when adding a Base Provision record); the Funding LA is mandatory and is completed by selecting from the Local Authority lookup, defined in Tools | Administration | LookupsLookups. In the Send Data to ContactPoint panel the Send to ContactPoint, ContactPoint Sensitive and Pre-Archive Period are all recorded against the Provision. However the consent to send the involvement is recorded against the Subject. If there are multiple subjects consent can be applied for each one. This is carried out using the ContactPoint Consent button in the Subjects panel.
- Functionality and LinksFunctionality and Links
Functionality at the top of the page includes a Memo which will be linked to the Provision record.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on (User Name) and the area where the Mail Merge is being created (Entity Name).
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs.
UDF Management can also be found in Tools | Administration.
The Links panel contains hyperlinks to Activities, Student Attendance Summary and Communications Log.
- OverviewOverview
- Involvements
- SummarySummary
The Involvement Summary page is opened when adding an Involvement record from a Person record or Student record by selecting the Involvements hyperlink. If an active Involvement exists this will be displayed, at the same time, it is also possible to search for any inactive Involvement records by unchecking the Active flag in the Involvement Filters panel and clicking Search.
Involvement Summary Filters
This panel has three filter criterions, ActiveActive, My InvolvementsMy Involvements and ServiceService.
In this case the Involvement Subject panel will be pre-populated with the Person/Student name.
Click the New button to create a new involvement record.
A record can only be deleted by a member of the linked Service Team.
- DetailsDetails
An Involvement record can be added from a Person record, a Student record or it may be added by a Caseworker from the Home Page | My Involvements. In the latter case the system will not automatically populate the Involvement Subject; the Caseworker must select appropriately, particularly useful in respect of an Involvement with more than one subject or a School.
Functionality at the top of the Involvement Details page enables you to add the involvement to your Workflow. Click the Workflow button to create a workflow item, assign it to a user or post, that will display on your Workflow Messages section of the My Home Page.
Click the Memo button to link a Memo to the involvement record.
Click the Set ACL button to display the Access Control List dialog enabling you to define access levels to data for individual Users or users in a specific Post, Group or Service Team.
Click the Data Panels button to display the View/Hide Data Panels dialog. The purpose of this dialog is to give you the option to hide panels (via Groups) which are infrequently used. It is not a security measure as data is delivered to the panel and not restricted.
Click the Alerts button to display the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Click the SQL Mail Merge button to display the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Click the Sign Off button to electronically sign off the activity record. The digital signature records who signed off the activity and the date.
Once the Involvement has been saved, clicking the Timeline icon opens the Select Timeline dialog.
The Links panel gives access to Activities, Attendance Summary, Communication Log, Exclusions, Provision, Reintegration, Relocation and Student Attendance. (The Provision link is not available where there is more than one Involvement Subject.)
In use: An Involvement record will be added to a Person or Student by selecting the Involvements hyperlink. This will open the Involvement Summary page.
All Involvement Forms will have: Involvement Details, Subject(s), Reasons, Send Data to ContactPoint, Caseworker(s) and Outcomes. Other panels will vary according to the type of Involvement being created, e.g. CSS Involvement, SEN Assessment, Legal Actions.
Some fields on the Involvement Details page can be set to mandatory. One checks that the mandatory fields are completed, if not, a validation message is displayed. Mandatory fields are set via Tools | Set Mandatory Field | Mandatory Field Admin.
- Involvements Details PanelInvolvements Details Panel
The Involvement Details comprise: Start and End Dates; the Start Date will default to the current system date. The Status (Lookup ID 0674) field will initially be blank, this may be changed manually to reflect the Involvement circumstances, e.g. Active, Under Review but this field must be populated. A Description must be added in the appropriate box.
The RAG Status (Red, Amber, Green) allows clear visiblity of high risk cases. The LA defines its own business rules for red, amber and green. You do not have to set a RAG Status. The RAG Status field is turned on via Tools | Administration | System Administration | System admin | System defaults. This information is displayed on the Home page | My Involvements panel.
The Service Team, Involvement Form, Updated By and Last Updated fields will automatically be populated with information linked to the Caseworker and the type of form.
- Subject(s), Caseworker(s) Reason(s) and Outcomes PanelsSubject(s), Caseworker(s) Reason(s) and Outcomes Panels
The Subject(s) and Caseworker panels allow you to show Current/Future or Both. If the Involvement is created from a Person or Student record the subject will automatically be populated. Panel functionality allows you to Add subjects, Remove and view Details. The Edit function is not available until the Involvement form has been saved.
A Reason must be added; Add, Edit and Remove functions are also available.
The Caseworker panel will automatically be populated with details of the Caseworker creating the Involvement record; again Add, Edit, Remove and Details functions are available.
AddAdd, EditEdit, RemoveRemove and DetailsDetails.
- Send Data to ContactPointSend Data to ContactPoint
Send to ContactPoint, ContactPoint Sensitive and Pre-Archive Period are all recorded against the Involvement. However the consent to send the involvement is recorded against the Subject. This is carried out using the ContactPoint Consent button in the Subjects panel. If there are multiple subjects, ContactPoint Consent can be set against each one.
- Caseworker(s)Caseworker(s)
An involvement can be linked to one, more than one or no caseworkers (if it is as yet unallocated). If there is more than one caseworker involved, one can be flagged as the lead. The name of the Lead Caseworker is displayed on the Home page | My Involvements panel.
- Involvement Form/Assessment FormInvolvement Form/Assessment Form
These panels provide details such as the Source of the Involvement, Primary Needs, Medical Needs, Exceptions, Administrative Officer, Statement Details, Review Details, etc.
Fields in these panels are populated by selecting from the relevant choosers and lookups.
- SummarySummary
- ContactPoint Search and Retrieve
Search and Retrieve facilities are available from Person/Student Enquiry and Person/Student Details pages.
A set of search criteria can be entered and the result will be a list of people in the ContactPoint database that match the search criteria. You can then identify a specific person in the list, and the result will be to retrieve and display all the information that ContactPoint has on that person.
If an identifier is already known, eg Person ID, the system will offer Retrieve only.- ContactPoint SearchContactPoint Search
A ContactPoint Search function is available from all Person and Student Search pages which enables the facility to search for a person matching specified criteria. This icon is located at the top of the page.
Clicking this icon opens the ContactPoint Search page, which is a series of panels in which to enter search criteria. The criteria must contain a Reason for access and a Search Type. These are defined by the DCSF.
You must select a Reason for Access to ContactPoint and a Search Type.
- Best-view, is where ContactPoint determines what is most likely to be the best data and searches within those items only.
- Co-residing-children searches children at the same address(es) as a specific child. For this search you either need the child's UID or enough information to positively identify a single child on which to base the search.
- Missing-children searches children marked as Unknown Address.
- Standard searches all children.
The default Reason for access is defined in the ContactPoint Console.
In order to use the search facility a valid System SAML Assertion (i.e. ContactPoint must identify them as a person with suitable access permissions to carry out a search). If there is not a valid User Assertion the search functionality will not proceed.
If a user or group does not have permission to use this facility the functionality will not be available to them.
- ContactPoint RetrieveContactPoint Retrieve
A ContactPoint Retrieve function is available from all Person and Student Details pages for you to view information for the current person (with a Person ID or other identifier). This icon is located at the top of the page.
When this is selected a dialog is displayed for you to select the Reason, eg Professional_Involvement, Referral, and to select the View of information required. The view you choose dictates the amount of information displayed.
- Best View gives the data most likely to be of interest, with one line for each update.
- Complete View gives all the data available, including details about how the updated information was verified.
- Last Update only gives you information from the last fragment that was sent to ContactPoint.
The Complete View is always available from other view options.
Click the ContactPoint Retrieve icon on the dialog. A second dialog may be opened for you to log in using safeword tokens. This will only be displayed if the SAML has expired or is timed out.
If you have permission you will know the User SAML Password and six character Safeword. Click OK to start the retrieve process.
- ContactPoint SearchContactPoint Search
- Risk DetailsRisk Details
A Risk record will always show the name of the person or subject of the record. To complete a Risk record select from the following fields:
- Risk Category
This is a mandatory field. Select a category from the drop-down list. These are defined in version 3 Module Administration | User Codes (Lookup Table ID 0520). - Start Date/End Date
The Start Date is mandatory. In add mode this field will default to the system date but may be changed if necessary. An End Date is optional. - Caseworker/Service
These are mandatory fields. Service is the Team to which the risk must be linked.- If the user is known to the system as a Caseworker and is a member of one Service Team, both fields will automatically be populated with appropriate details.
- If the user is a Caseworker and a member of multiple Teams, the Caseworker name will be inserted and a Service Team must be selected. The Caseworker can only select a Service Team to which they belong.
- The Memo box allows free text to be entered. This is not mandatory.
Clicking Save will save the Risk record to the database; this will automatically be inserted into the Risk Summary list.
Clicking the Set ACL icon opens the Access Control List dialog allowing you to define access levels to data for individual Users or users in a specific Post or Group.
Clicking the Alerts icon opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on (User Name) and the area where the Mail Merge is being created (Entity Name).
- Risk Category
- Data ShieldingData Shielding
Data Shielding allows you to hide employee information from unauthorised users. For this purpose Data Shielding respects the Personnel Control settings in One v3.
In v3 System Administration, field items considered to be sensitive, such as addresses, date of birth, National Insurance number, may be selected and data in those fields will be hidden for all People records flagged as being under Personnel Control. This information will be indicated by a Shield symbol and may only be viewed by authorised users of the Personnel module.
In v4, this applies only to the Person Details page where the person is an employee and under Personnel Control. If the person is under Personnel Control the Personnel Profile panel will have an additional checkbox field indicating Personnel Control.
This functionality is not available in Children’s Social Care (ICS).
Fields where data may be hidden are:
Surname, Forename, Middle Name, Title Gender, Known By, Business Phone, Mobile Phone, FAX, Email, Correspondence Address, Base Address, Date of Birth, NI Number, Registered Disabled, Disability Number, Impairment Status, Disability, Ethnic Origin, Home Language and Reference.
If employee information is deemed to be sensitive and under Personnel Control it will not be displayed in Quick Reports.
Carers
- Parent/Carer InformationParent/Carer Information
The student Parent/Carer page allows you to record Parent/Carer details and is accessed by selecting the Carer link in the Links panel.
The page displays a student summary information panel. If required, clicking the Details button opens a window version of the full details of the Student. Parent/Carers recorded for the selected student are displayed in a scrollable panel, indicating Parental and/or Financial Responsibility, RelationshipRelationship and Contact Order (priority).
To control the list of Parent/Carers use the Add, Edit and Remove buttons.
Change Parent/Carer details - highlight the Parent/Carer and click Edit or double click on the Parent/Carer.
Add a Parent/Carer - clicking Add opens the New Parent/Carer Details page for you to create a new record. The new Parent/Carer must be matched to a person from the database or a new person record may be created 'on the fly'.
Remove a Parent/Carer – clicking the Remove button deletes the highlighted Parent/Carer from the list. The name details are not deleted from the database.
Both Add and Edit functions open the Parent/Carer Details page.
- Carer Details
- Parent/Carer DetailsParent/Carer Details
The Student Parent/Carer Details page is opened in Add or View/Edit mode by clicking Add, Edit or by double clicking on an existing Parent/Carer on the Parent/Carer pageParent/Carer page.
A Parent/Carer definition page has a series of panels which comprises a summary of the Student Details, Parent/Carer Details and Parent/Carer's Dependants. Last Update information is displayed and any User Defined Fields (UDFs).
The Student Details panel shows read-only information for the selected student.
Clicking the Alerts button opens the Alert Messages dialog for the current record, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the SQL Mail Merge button opens the SQL Mail Merge dialog for the current record, showing the name of the person logged on and the area where the Mail Merge is being created.
Clicking the UDF Manager button opens the UDF Manager dialog for the current entity. It displays the Entity Selector and Design and Preview tabs. UDF Management can also be found via Tools | Administration.
- Parent/Carer Details PanelParent/Carer Details Panel
When adding a Parent/Carer, the person must be selected from the database, when selected the Family Name and Given Name are displayed in the panel. The select process allows you to add a new person record 'on the fly' if an appropriate person does not already exist. Once the Parent/Carer has been selected and the record saved, the Select option is replaced with a Details button which allows you to view Person DetailsPerson Details for the Parent/Carer.
To complete the Parent/Carer Details information, indicate in the appropriate fields, Parental ResponsibilityParental Responsibility, Financial ResponsibilityFinancial Responsibility and RelationshipRelationship.
The Contact Order box allows you to enter a number to indicate the contact priority for the selected Carer. This number is not validated against other Parent/Carer priorities – another Parent/Carer may have the same priority.
- Parent/Carer's Dependants PanelParent/Carer's Dependants Panel
The Parent/Carer's Dependants Panel automatically displays a list of all dependants recorded for the selected Parent/Carer, showing Family Name, Given Name and Given Name2.
- Links PanelLinks Panel
Clicking the Court Orders hyperlink in the Links panel opens the Court Orders Details dialog, which allows you to enter Order details against a Parent/Carer.
Court Orders Details dialog
This panel records details of any Court Orders for this person. The information stored is Student Name, Carer Name, Court Order Type, Start Date, End Date and Prosecution.
Add, Edit and Remove functions are available.
Clicking the Add icon will open the Court Order Details dialog allowing you to create a new Court Order record. If the person is also considered to be a student, this information will be available from the Student Focus.
- Set AddressSet Address
Clicking the Set Address button located at the top of the page opens the Set Address dialog which gives you the options to assign a Correspondence Address to either a student or Parent/Carer.
- Parent/Carer DetailsParent/Carer Details
- Set AddressSet Address
This dialog is opened by clicking the Set Address button located at the top of the Parent/Carer Details page, when the details are displayed via the Student Details | Carer link and double clicking on a Carer name. The dialog comprises a series of panelsseries of panels.
It allows you to assign a Correspondence Address to a student or carer, depending upon the selected option. If a carer's Correspondence Address changes, the facility is provided to globally copy the address to all dependants.
Select one of the following options by clicking the appropriate radio button:-
- Copy Student Address to this Parent/Carer
- Copy Carer Address to this Student
- Copy Carer Address to all Dependants
The Current Student Address is displayed and a list of Other Dependant's Addresses showing their current addresses.
Clicking the Apply button copies the address according to the status of the radio button option selected.
View/Hide Data Panels
This dialog is opened by clicking the Data Panels icon on the Person Details , Student Details or Form Definition pages, Activities, Communication Log, Exclusions, Involvements, Early Years Maintain Provider and Service Provision. Default Data Panel settings can also be applied to service teams via Service Team Administration, Involvements, EHCP Form Definitions and ICS Form Definitions. Data Panel settings defined for a Service Team, Involvement or EHCP or ICS Forms will be inherited by all associated entities, eg Involvements.
The purpose of this dialog is to give you the option to hide panels which are infrequently used. It is not a security measure as data is delivered to the panel and not restricted.
Access to the Data Panels icon can be denied via Tools | Permissions | User Group Processes | Administration.
The dialog is split, listing User Groups at the top and the data panels available in the current view at the bottom. The default setting displays all panels, each one indicated by the green tick.
Select the Group you wish to apply the View/Hide settings for. Where a panel is defined on a form as a repeating panel, e.g. Name of Family Member, and the setting is Hide, all instances of such panels will be hidden.
Click the Save button to apply the settings.
Alert Messages
The Alert Messages dialog is opened when you click the Alerts icon in various areas of the system, such as the Person Details, Student Details, Fostering Applications, Form Definition etc. It allows you to add popup Alert messages to a specific context, e.g. person or student record, which is displayed each time the record is opened, until the expiry date.
Add, Edit and Remove functions are available.
A non-editable Alert Message will automatically be generated if a Parent/Carer or sibling of a person linked to an Activity has been made Inactive and the reason is Deceased.
To add an Alert message click the Add icon, this opens a smaller dialog in which to enter relevant alert information. If the information is only relevant for a short period an Expiry Date can be applied. A message can be added with no Expiry Date, such messages will be displayed until such time as it is deleted or an Expiry Date is applied.
Click OK.
Multiple Alerts can be added and are displayed on the dialog is the order in which they are created, with the most recent at the bottom.
Click Save. To close the dialog click the Close symbol, top right of the dialog.
When the Person/Student record or other Context is opened the dialog will automatically be displayed showing the Alert messages. In this mode Add, Edit and Remove functionality is not available. Click the Close button to close the Alert popup.
A pre-defined System Alert will automatically be generated if a ‘person’ is made Inactive and the Reason is Deceased. The top of the page will display:
<Student> Details [<Forename Surname>] (Deceased) (Date of Birth: <01/01/1999>)]
Panel 01. Student Identifiers will display: DECEASED.
SQL Mail Merge
The primary function of this facility is to create a file of exported data on the basis of an SQL ‘Select’ query, typically for use in a Mail Merge Word document, but this is not the exclusive use. The data may also be used for analysis in Excel for example. Only SQL statements that begin with the word ‘Select’ are permitted; all other commands such as ‘Update’, ‘Insert’ or ‘Delete’ are prohibited and will fail validation. Equally, Statements separated by a semi-colon will also fail validation. Once the file is created you can export the data to a nominated file folder on the system’s network or to a local machine.
The System Administrator has to nominate which Users or User Groups may initiate the Query.
The SQL Mail Merge dialog is opened when you click on the SQL Mail Merge button in various areas of the system, such as Person Details and Student Details.
Clicking the button opens the SQL Mail Merge dialog, with the name of the User and the area where the SQL has been defined. Use the Looking For field to find the Query. Highlight a record and click Preview (you may need to use the scroll bar to view all of the columns). Clicking Export opens the Save Output As dialog, enter a File Name and Save (SQL can only be saved as a .CSV file).
Consolidated Report
The Build Consolidated Report dialog is opened by clicking the Consolidated Report icon at the top of the ICS Person Details page. It allows you to generate a report which brings together selected exported reports specified in the Chronology and Quick Reports linked to Exemplars. This report is based on a category or multiple categoriesmultiple categories selected by checking the appropriate box(es), selected Reports and/or Exemplars.
Clicking the Add button opens the Select an exported report file dialog for you to locate and select the required file(s); this will default to My Documents on your PC.
If there are Exemplars linked to the Child, these will be listed and pre-fixed with a checkbox; tick appropriately for inclusion in the report.
The above options allow you to create a single report containing the specified information.
Ticking the Create a new case note for the Consolidated Report checkbox will add a Case Note to the Child’s Chronology.
A Consolidated Report can only be generated when you have selected either two reports, two Exemplars or one of each. The Build Report button will not be enabled until one of these conditions is satisfied.
Click the Build Report button to generate the report.
Court Order Details
The Court Order Details dialog is opened in Add or Edit mode and displays a series of panels which comprise the Court Order record. The panels show details of the Student, the associated Carer, the Court Order and when and by whom the record was Last Updated.
The dialog is opened by clicking the Add icon on the Person or Student Details pages, Court Order panel.
The Student Details panel will automatically be populated with the current Student informationStudent information.
The Carer Details comprise, the Family Name and Given Name. This must be matched to a person on the database.
Court Order Details comprise the Court Order TypeCourt Order Type, Start and End Dates, a Prosecution indicator (a True/False checkbox) and the Court Case Number.
The Last Update panel is read-only and shows the date and time the record was updated and the Login ID of the user who updated the record.
If User Defined Fields are available they will be shown in this panel.