ICS Person Focus
The Person or ICS Person focus provides access to all components of a person record, this area is composed of Person Details, Unique Identifiers, Address Details, Language and Means of Communications, Ethnicity and Nationality, Religion and Culture, General Practitioner, Health Visitor, Lead Professional, Disabled, Child Protection and Registration, Looked After and History, Special Requirements, Hazards, Deceased Details and Missing Persons. Each area of a Person record is displayed in a separate panel.
When the Person Focus is selected, the Person Enquiry form is displayed which allows you to select a Person record from the One database. You can then enter search criteria to locate the required record.
Caution must be observed when changing data to specific fields as such changes will update the One database affecting all associations
- Data Items in the One DatabaseData Items in the One Database
When Person Details are changed they will update the One database, therefore, accuracy should be confirmed before saving any changes.
These items are:
Name and Address fields, Date of Birth, Gender, Email Address; UPN (Unique Pupil Number), National Insurance Number; Immigration Status, Ethnicity; Religion; Contacts (eg Health Visitor, General Practitioner); Disability fields; Child Protection Registration; Looked After information.
- Person EnquiryPerson Enquiry
This page is opened when the Person Focus is selected. It allows you to search for and select a Person record from the One database.
Enter full or partialfull or partial search criteria in the fields to find the required record. The search fields are: Family NameFamily Name, Given Name, Given Name 2, Gender, Date of Birth, Post Code and if appropriate Deceased status. You can also search on ID and ID Type.
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, including the Case Owner column which will display the Key Worker name. 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 Child Protection flag will be removed if the answer on a Review exemplar to the question "Remain on CPR?" is No.
A case would be determined as being Open or Closed as follows, if there is ANY case which has a Case Start Date which is less than the System Date and a null Case End Date or a Case End Date which is after the System Date then this is deemed to be an Open Case and a flag of O should be displayed in the Search results against that person. However if there is no Open cases but there is a case which has a Case End Date which is before the System Date then this is deemed to be a Closed Case and a flag of ‘C’ should be displayed. If there are no open or closed cases then an indicator is not displayed.
If the Person Enquiry is being used to search for a Match in the One database, highlight the required person and click the Select icon or press the ENTER key. This will close the dialog and populate the Name and Address fields with details stored for the selected person.
The Advanced Person Search facility allows you to locate a child or young person by entering a criterion in one of the following search mechanisms: an Address, School, Early Years Setting, Exemplar or Reference SearchReference Search. This is accessed by clicking the Advanced Person Search hyperlink in the Links feature panel or from the Focus menu.
The Links panel, at this point, contains hyperlinks for the selected Person, to Case Notes, Child Protection details, Chronology, Fostering Placements ICS Person Details and Social Network.
Double clicking on an item in the list or clicking Open in New Window will open the Person Details panel in a new 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.
Add a New Name to the Database
If the Person Enquiry search fails to return an appropriate match, a name can be added to the database by clicking the New icon. This will open a blank page in which you can enter or select from the relevant drop-down lists details of the new person. Address Details must be added using the Address match facility, activated by clicking the Add icon. Clicking the More icon will open the Address Enquiry Search dialog to find or define the address.
Clicking Save will add the new name to the database.
- Person
- Person Details OverviewPerson Details Overview
The Person Details page is opened by selecting a person from the Person Enquiry search page or when viewing details of a person by clicking the Matched hyperlink on a selected Form.
The Person Details page is displayed as a series of panels, each panel representing a component of a child's record. The components are:Person Details, Unique Identifiers, Address Details, Language and Means of Communications, Ethnicity and Nationality, Religion and Culture, General Practitioner, Health Visitor, Professional Involved, Court Orders, Disabled, Child Protection and Registration, Looked After and History, Special Requirements, Hazards, Deceased Details and Missing Person Events.
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.
Alternatively, click the Wizard iconWizard icon.
Where applicable, these details will automatically populate sections of Forms where the Person is matched as the subject of a report.
Clicking the Set ACL icon opens the Access Control List Definition 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 which allows you to hide infrequently used panels it can also control which panels are displayed to Users.
Clicking the Alerts icon opens the Alert Messages dialog for the current person, displaying existing messages and allowing you to add new messages. These messages are displayed when the person record is opened.
Clicking the EDRMS button displays details of the person’s record.
A report for the current person can be generated by clicking the Consolidated Report icon. This opens the Build Consolidated Report dialog.
The Links panel, at this point, contains hyperlinks to the selected Person’s Case Notes, Chronology, Fostering Placements , Child Protection records, Relationships and Social Network.
Quick Reports can be available.
- Person Details PanelPerson Details Panel
The Person Basic Details panel provides corecore and additional required information from the One database.
The fields in this panel are: TitleTitle, Family NameFamily Name, Given NameGiven Name, Chosen Family NameChosen Family Name, Chosen Given NameChosen Given Name, Given Name 2Given Name 2, GenderGender, Date of BirthDate of Birth.The Estimated Due Date is specifically for recording an Unborn child record. An Email Address can be recorded.
If the person is under the age of 18 years, he/she is known as a minor; this can be indicated on the record by checking the Minor box.
Check the CYP indicator to record the person as a Child & Young Person. Check or uncheck to record whether the person is a Student or not.
Click on the dropdown to select the Default Address Type for ICS. When the record is saved the Address in the header will correspond to the selection.
Additional information available to Person Details are: Unique Identifiers, Address Details, Language Means of Communications, Ethnicity and Nationality, Religion and Culture, Registered Disabled, Child Protection and Registration, Looked After and History, Special Requirements, Hazards, Deceased Details and Missing Person Events.
Unborn Child
In this scenario the names given to the record should be the mother’s name; an Entity ID will automatically be assigned by the system.
- Unique IdentifiersUnique Identifiers
This panel allows you to record identifiers associated with the Person. The Person IDPerson ID. Provision is available to enter a Legacy System IDLegacy System ID.
External System
DWPDWP, NHSNHS, NINI and the facility to record any other identifiers for the person.
- Address DetailsAddress Details
The Addresses panel lists all addresses in the One database associated with the Person record. The list shows Start and End Dates, if recorded, Address Type, a Correspondence indicator and Address Details. Clicking the Ellipsis (More) button opens the Address Enquiry Search.
Caution: Addresses added or changed will be written back to the One database which could affect other records.
Contact telephone numbers can be recorded for the subject of the record. These are Primary Contact, Work Contact and Mobile numbers.
The date cells are optional and may not be relevant in most cases but a date can be entered, for example, when correspondence must be sent to an address for a specified period only or where an address is for short-term foster parents. Dates must be entered in dd/mm/yyyy format or selected from the drop-down calendar.
All addresses must have an Address TypeAddress Type, a Correspondence address indicatorindicator and Address DetailsAddress Details.
ContactPoint uses the In England flag to determine whether a child’s address is in England or not and is therefore used when determining whether ContactPoint is legally allowed to store the child’s data or not.
- Address EnquiryAddress Enquiry
The Address Enquiry is opened by clicking the ellipsis button when adding an address for a person. It may also be opened by clicking the Address Match icon when matching a person to the One database.
It allows you to search for an address in the One database by Post Code and/or Address information.
Enter a minimum of two characters into the Post Code field (eg MK) and click Search. This will retrieve all addresses matching the Post Code criterion. Entering a refined Post Code (eg MK40) will act as a filter and return fewer addresses.
The Address Line can be used on its own by entering partial address information, eg a few characters of a street name. This may, of course, return too many addresses.
The Address Line combined with the Post Code can also be used to refine the search by entering a minimum of three characters, eg 2 Hi.
Highlight an Address and click Select.
The selected address will be inserted into the Address field on the Person Details page.
Once a search has been made, other options are available to Add Address, Add Dwelling and Edit Address.
Add an address
- Click the Add icon. This will create a new line in the address list.
- Enter a Start Date, if required.
- Enter an End Date, if applicable.
- Clicking in the Address Type cell will make a drop-down arrow appear. Click this arrow and select an Address Type from the list.
- Check (tick) the box to indicate it is a Correspondence address (if appropriate).
- Complete the Address cell by clicking the ellipsis button and then follow the Address Enquiry search process.
Save the record by clicking the Save icon located at the top of the page.
Add Dwelling
If a search from the Address Enquiry doesn’t return the exact dwelling address, clicking the Add Dwelling option opens the Add New Dwelling dialog. This allows you to add a new dwelling to an existing address in the database. When opened, the dialog will be prepopulated with details of the highlighted address.
Enter dwelling details, for example, Flat Name, Building Name, Number. Other information may be added, such as, Telephone Number or Ordnance Survey reference (OSAPR).
Click Save.
Caution: it is advisable that Easting and Northing geocode information should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.
Edit Address from the Address Enquiry
The Edit Address option from the Address Enquiry dialog is enabled after a search has been made. It allows you to edit details of an existing address. The Edit Address Details dialog will be prepopulated with details of the highlighted address.
After editing an address and clicking Save, a message will be displayed, “Do you wish to update the existing address? Selecting ‘Yes’ will update the selected address with the details entered. Note: any changes made will affect all entities associated with this address. Selecting ‘No’ will create a new address with the details entered.
Caution: it is advisable that Easting and Northing geocode information should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.
Edit One Line Address from Person Details
The Address Manager dialog is opened by clicking the Edit icon in the Addresses panel of Person Details. This dialog displays two panels Address Details and GIS Details.
To edit the One Line Address click the house icon adjacent to the field, this opens the Address Enquiry dialog prepopulated with details of the existing address. Clicking Search will return all address matching the Postcode and Address Line criteria. Alternatively, the Add Address, Add Dwelling and Edit Address options are available.
Caution: it is advisable that GIS Details should not be changed as this is used for calculating distances for A&T Transport Assessment. Read-Write permissions are required for the “Save Address Geocode” under the “Addresses” business process.
- Language, Ethnicity and ReligionLanguage, Ethnicity and Religion
Language and Means of Communication
The fields on this panel allow you to record the means of communication used by the Person and any specific requirements. This information includes recording the Person’s first and second Languages, Means of Communication, if not LanguageMeans of Communication, if not Language and to indicate whether an Interpreter or Signer are required to communicate with the Person.
Ethnicity and Nationality
If the Person is not British, this panel allows you to record details of their EthnicityEthnicity and NationalityNationality. This information also includes: Home Office Registration No and their Immigration StatusImmigration Status. A text box is available to enter any relevant notes regarding ethnicity.
Religion and Culture
Select from the drop-down lists to complete the Person’s Religion and Culture details.
- General PractitionerGeneral Practitioner
The General Practitioner panel will show the name of the Person’s GP or Doctor, if it already exists in the One database. These are recorded as Contacts for the Person record. If additional Doctors are required these must be added as Contacts with the role of Doctor via One.
The browse shows the Doctor’s full name, an Email address and Telephone number, if the information is recorded, Start and End Dates. A Name and Start Date are mandatory for all GPs in the list, other information will be displayed if recorded in the One record. The browse can be ordered by clicking a column header, eg Doctor, Start Date; this is called “click sort”.
An End Date can be added for a GP by clicking the down-arrow in the End Date column. This will display a calendar for you to pick the appropriate date. If an End Date is added it will update the One database for that person’s record. Existing information cannot be deleted or changed.
To add a GP/Doctor to the Person Details GP panel click the Add icon. This will create a new row in the GP list.
To populate the row click the Doctor name selector icon. This will open the Doctor Browse which will display a list of available Doctors from which to choose.
To use the Remove functionality, highlight a GP/Doctor and click the Remove icon. This will remove the GP/Doctor from the Person’s record and will not delete the GP/Doctor from the One database.
Doctor Browse
The Doctor Browse will display a list of people defined in One as contacts with the role of Doctor. For each person in the list the browse will show the Family Name, Given Name, an Email address and Telephone number if the information is recorded.
The Looking for and Search by options provide a way of searching through a long list of names. To use this functionality select a Search by option, by default this will be Family Name but does offer other column headers, ie Given Name, Email and Telephone.
When the Search by has been selected enter one or more characters of the name in the Looking for box and the highlight will automatically move to the first instance of those characters.
Highlight a name and click Select.
Additional names must be added by a One user via One Contacts.
- Health VisitorHealth Visitor
The Health Visitor panel will show the name of the Person’s GP or Doctor, if it already exists in the One database. These are recorded as Contacts for the Person record. If additional Health Visitors are required these must be added as Contacts with the role of Health Visitor via One.
The browse shows the Health Visitor’s full name, an Email address and Telephone number, if the information is recorded, Start and End Dates. A Name and Start Date are mandatory for all Health Visitors in the list, other information will be displayed if recorded in the One record. The browse can be ordered by clicking a column header, eg Health Visitor, Start Date; this is called “click sort”.
An End Date can be added for a Health Visitor by clicking the down-arrow in the End Date column. This will display a calendar for you to pick the appropriate date. If an End Date is added it will update the One database for that person’s record. Existing information cannot be deleted or changed.
To add a Health Visitor to the Person Details Health Visitor panel click the Add icon. This will create a new row in the list.
To populate the row click the Health Visitor name selector icon. This will open the Health Visitor Browse which will display a list of available Health Visitors from which to choose.
To use the Remove functionality, highlight a Health Visitor and click the Remove icon. This will remove the Health Visitor from the Person’s record and will not delete the Health Visitor from the One database.
Health Visitor Browse
The Health Visitor Browse will display a list of people defined in One as contacts with the role of Health Visitor. For each person in the list the browse will show the Family Name, Given, an Email address and Telephone number if the information is recorded.
The Looking for and Search by options provide a way of searching through a long list of names. To use this functionality select a Search by option, by default this will be Family Name but does offer other column headers, ie Given Name, Email and Telephone.
When the Search by has been selected enter one or more characters of the name in the Looking for box and the highlight will automatically move to the first instance of those characters.
Highlight a name and click Select.
Additional names must be added by a One user via One Contacts.
- Professionals InvolvedProfessionals Involved
The Professional Involved panel will show the name of the Key WorkerKey Worker and name(s) of other professional contacts for the current Person where the contact has a defined role in the One database (this excluded GPs and Health Visitors which are recorded in their own panel).
The same professional may be assigned for the same period of time with different roles and involvements but cannot be assigned the same role/involvement twice within a given period. Another Key Worker may be entered with a future Start Date which is after the End Date of the current Key Worker.
The browse shows the Professional’s full name (if he/she has been made Inactive the System will display an Information icon), the Start and End Date/Times, Role Description (read-only) and Involvement TypeInvolvement Type. A Name and Start Date are mandatory for all contact Professionals in the list. The browse can be ordered by clicking a column header, eg Role Description, Start Date; this is called “click sort”.
As an Audit Trail of assigned Key Workers is maintained by the system, once saved Key Workers cannot be modified or deleted from the record. The End Date field is only active until a date is entered and saved. Permission can be assigned, through User Group PermissionsUser Group Permissions to allow, in exceptional circumstances, a Key Worker to be changed.
An End Date can be added for a contact by clicking the down-arrow in the End Date column. This will display a calendar for you to pick the appropriate date. If an End Date is added it will update the One database for that person’s record. Existing information cannot be deleted or changed.
The Active Only option allows you to filter the list of Professional to current contacts only. The default setting shows all contact professionals both active and inactive.
To add a Professional to the Person Details Professional Involved panel click the Add icon. This will create a new row in the list.
To populate the row click the Professional Involved name selector icon. This will open the Professional Involved Browse which will display a list of available Professionals from which to choose.
If the person selected has no role, the Role field will be blank, otherwise the Role will be displayed. Where a person has more than one Role a list will be presented from which to select.
To use the Remove functionality, highlight a Professional and click the Remove icon. This will remove the name from the Person’s record but will not delete the Professional from the One database.
Professional Involved Browse
The Professional Involved Browse will display a list of people or professional contacts with roles defined in the One database. For each person in the list, the browse will show the Family Name, Given Name and Role Description.
The Looking for and Search by options provide a way of searching through a long list of names. To use this functionality select a Search by option, by default this will be Family Name but does offer other column headers, ie Given Name, Email and Telephone.
When the Search by has been selected enter one or more characters of the name in the Looking for box and the highlight will automatically move to the first instance of those characters.
Highlight a name and click Select.
Additional names must be added by a One user via One Contacts.
- Registered Disabled and Multiple DisabilitiesRegistered Disabled and Multiple Disabilities
If the Child or Young Person is disabled, this panel allows you to record details of one or more disabilities. Check the first box to indicate that the Person is disabled. Multiple disability statistics are required for DfE Statutory Returns. Then, if appropriate, check the second box which indicates that the Person is on the Disability Register.
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.
Disability Details Dialog
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.
- Looked AfterLooked After
The Looked After panel of the record allows you to indicate whether the Child or Young Person is currently registered as Looked After by another CSSR and/or has previously been registered by any CSSR.
Respond to these questions by checking the boxes appropriately.
Looked After History
This panel allows you to add or remove Looked After details. It shows previous and current Looked After records for the Child or Young Person and is displayed in browse (list) format showing the Name of the CSSR, the CategoryCategory, and Start and End Dates of Looked After records.
Clicking the Add button will add a new row to the browse. Select items from the drop-down lists to complete appropriate fields in the browse and click the drop-down arrow in the date fields to select dates or enter a date in dd/mm/yy format.
Clicking the Remove button will delete the highlighted row.
- Special RequirementsSpecial Requirements
If Social Services visitors feel it is pertinent to alert colleagues to any special quirks associated with the Child or Young Person, this box allows you to enter the relevant information in free text format.
The text box is scrollable allowing you to enter a full description of the requirements.
- HazardsHazards
This text box enables you to record details, in free text format, of any hazards, eg vicious dog, that the Social Services visitor needs to be aware of which may put them in a potential personal risk situation.
The text box is scrollable allowing you to enter a full description of the requirements.
Clicking on the Risks link in the Links panel, enables the user to see all risks and hazards associated with the person.
- RisksRisks
Risks Overview
Risks may be recorded where there is any possibility of risk to Local Authority Officers who are dealing with or visiting a person or address, for example, there is a dangerous dog living at the address or it is considered essential for at least two people to visit this address/person together, such as Caseworkers.
This area of the system may be accessed by clicking the Risks hyperlink in the Links panel from any Person or Student focus and Involvements. Multiple Risks can be stored against a person or address. These are not Risks to the person or subject of an Involvement.
When opened the Risk Summary page may show a list of any Risks already recorded.
Risk Summary
The Risk Summary page displays a summary list of any risks already recorded and the facility to create a New record, Delete or view details by Open in New Window.
The list will show the Risk Category (eg Dangerous Dog), Start (Mandatory) and End Dates, the Caseworker (Mandatory) name, the Service Team (Mandatory) and part of the Memo text.
To create a risk record click the New button. This displays the Risk Details page for you to enter/select appropriate information.
Selecting Open in New Window or double clicking on a risk displays the Risk Details page showing details of the selected risk.
- Child/Young Person: Deceased DetailsChild/Young Person: Deceased Details
This panel allows you to record appropriate dates regarding the death of a child or young person who has a Social Services record. The mandatory dates required by the system to allow the record to be saved are, the Date Notified and Date Deceased; an optional date is Date Confirmed.
- Missing PersonsMissing Persons
This panel allows you to record a sequence of dates to record instances of a child or young person reported missing. Clicking the Add icon creates a row allowing you to add a date to record Identified Missing, Police Informed, Social Care Informed and Date Found. All dates can be edited if necessary. In add mode the Notes column displays a Memo icon, which when clicked opens a Memo dialog to enter additional information. When the record is saved clicking the Memo icon allows you to add more details if appropriate. If more than one missing person record is added, the memos are record specific.
To delete a record, select the required row and click. If a row is not selected and the Remove icon is clicked, the most recent record will be deleted.
- RelationshipsRelationships
Relationships records the associations between people.
The functionality to record relationships is available in the following areas:
- Case Notes
- Contact Records
- Education, Health and Care Plan (EHCP)
- Exemplars
- Social Network
Click the Show/Hide Relationships button at the top of the screen, depending if you wish the relationships to be seen. If you do not want the relationship panel to be seen on any screen for a particular user, click the dropdown arrow and deselect Always show relationships panel.
On the ICS Person Details page, relationships is a link in the Links panel. For a Person or a Student, relationships are accessed via their social network. The functionslity to record relationships in the Education, Health and Care Plan (EHCP) is initially carried out when a new EHCP is created.
The Relationships panels contain the Subject and the Relationship Details.
The browse contains people that may have a relationship (sibling, mother etc.) to the Subject, with the following headingsheadings: Flags, Subjects Relationship To, Name and Address, Age, Primary Contact No, PR (Parental Responsibility), MC (Main Carer), S (Sensitive) and M (Memo).
To add a memo you need to edit the record and then click the Memo button. Once the memo has been saved the icon changes from blue to red.
Click the Add button to open the Person EnquiryPerson Enquiry. HighlightHighlight the required records and click the Select button to add the people to the Person Relationship window. From here you can edit the details.
The Subject’s name is displayed; click the Details button to view the related details. The selected people are listed in the Relationships panel.
Highlight the required records, click on the dropdown to select a Relationship TypeRelationship Type and click Apply to Selected. Select a Start Date (Edit Value) and End Date (if required) from the dropdowndropdown. If required, select Main Carer, Parental Responsibility, End Reason, Sensitive and add a Memo.
When all of the relationships have been defined, click the Save button.
To make any changes to a relationship click the Edit button.
To view the person details click the Details button.
Click the Remove button to delete the record.
Click the OK button to return to the Person Details window.
- Relationships - Case NotesRelationships - Case Notes
When a Case Note is created the system allows you to provide details of potential siblings in the Relationships panel.
Use the Show/Hide Relationships button, depending if you wish the relationships to be seen. If you do not want the Relationship panel to be seen on any screen for a particular user, click the dropdown arrow and uncheck ‘Always show relationships panel’.
You can Add, Edit, view Details and Remove a ‘relationship’.
To enter a Memo you need to Edit the record and click the Memo button. Once the Memo has been saved the icon will display as red.
Select the people for whom you wish to generate a Case Note and click the Generate button. A confirmation will appear
“The Case Note will also be generated for:
Surname, Forename (Age ym)
Surname, Forename (Age ym)Each time a Social Worker creates a Case Note for each child in a family, the Relationships panel will contain the details of all siblings set up when the Case Note was created.
When these Case Notes are Generated for ‘Relationships’ they can be viewed by clicking on Windows at the top of the screen. Each Case Note must be saved individually. If there are any errors, a message will be displayed at the bottom of the screen; open the Case Note, enter the missing details and Save.
If any information needs to be added to the Case Notes at a later date you can use the Copy Forward button to add the details to other records having a ‘relationship’ with the Subject. Click the button to open the Copy Forward – Case Note of <Name> to Relationships panels. Select the required Relationship/s and Generate. A message box will confirm:
This Case Note will be copied forward to
- <Name> [<Relationship>]Do you wish to Continue?
Click OK. Save the Case Note(s).
- Relationships - Contact RecordRelationships - Contact Record
When a Contact Record is created the system will provide details of potential siblings in the Relationships panel, which is displayed before the Subject Details panel.
Use the Show/Hide Relationships button, depending if you wish the relationship(s) to be seen. If you do not want the Relationship panel to be seen on any screen for a particular user, click the dropdown arrow and uncheck ‘Always show relationships panel’.
You can Add, Edit, view Details and Remove a ‘relationship’.
To enter a Memo you need to Edit the record and click the Memo button. Once the Memo has been saved the icon will display as red.
*Select the people for whom you wish to generate a Contact Record and click the Generate button. A confirmation will appear
“The Contact Record will also be created for:
Surname, Forename (Age ym)When Contact Records are Generated for ‘relationships’ they can be viewed by clicking on Windows at the top of the screen. Each Contact Record must be saved individually. If there are any errors, a message will be displayed at the bottom of the screen; open the Contact Record, enter the missing details and Save.
If the Contact Supervisor wishes to read the Contact Records of all the siblings these will be available on the Home Page in one batch.
If any information needs to be added to the Contact Record at a later date you can use the Copy Forward button to add the details to the Contact Record having a ‘relationship’ with the Subject. Click the button to open the Copy Forward – Contact Record of <Name> to Relationships panels. Select the required relationships and Generate. A message box will confirm:
This Contact Record will be copied forward to
- <Name> [<Relationship>]Do you wish to continue?
Click OK. Save the Contact Record(s).
- Relationships - EHCPRelationships - EHCP
Relationships record the associations between the subject and other members of their family. Recording relationships in the Education, Health and Care Plan (EHCP) is initially carried out when a new EHCP is created. Additional relationships can be associated with the subject as the EHCP progresses. Relationships are also recorded via the Social Network.
- Relationships - ExemplarsRelationships - Exemplars
When an Exemplar is created the system will provide details of potential relationships, created when the record was set up, in the Relationships panel.
Use the Show/Hide Relationships button, depending if you wish the relationship(s) to be seen. If you do not want the Relationship panel to be seen on any screen for a particular user, click the dropdown arrow and uncheck ‘Always show relationships panel’.
You can Add, Edit, view Details and Remove a relationship.
To enter a Memo you need to Edit the record and click the Memo button. Once the memo has been saved the blue icon changes to red.
Select the people for whom you wish to generate an Exemplar and click the Generate button. A confirmation will appear
This Exemplar will also be created for:
Surname, Forename (Age ym)
Surname, Forename (Age ym)These new exemplars can be viewed by clicking on Window at the top of the screen. The system will, on command, edit the exemplars of all the siblings automatically, without the need for the Social Worker to open up each record individually.
Each exemplar must be saved individually. If there are any errors e.g. missing Case Reference Number, a message will be displayed at the bottom of the screen. Open the exemplar and enter the missing details, the click the Save button.
If any information needs to be added to an Exemplar at a later date you can use the Copy Forward button to add the details to other Exemplars having a ‘relationship’ with the Subject. Click the button to open the Copy Forward – Exemplar of <Name> to Relationships panels. Select the required relationships and click the Generate button. A message box will confirm:
This Exemplar will be copied forward to
- <Name> [<Relationship>]Do you wish to Continue?
Click OK. Save the Exemplar(s).
- Relationships - Social NetworkRelationships - Social Network
The Relationships for the subject are displayed in the browse below the eco-gram under the headingsheadings of Flags, Subjects Relationship ToSubjects Relationship To, Name and Address, Age, Primary Contact No, PR (Parental Responsibility), MC (Main Carer), S (Sensitive) and M (Memo).
Click the Add button to open the Person Enquiry, select a person. The Person Relationship browse opens. Highlight a recordrecord and click the Relationship TypeRelationship Type dropdown. Click on the Apply to Selected button to populate the browse. A Start Date and End Date can be entered. If required, select Main Carer and Parental Responsibility. If required, you can enter an End Reason, Sensitive and add a Memo.
To add a Memo you need to edit the record and then click the Memo button. Once the memo has been saved the icon changes from blue to red.
To make any changes click on the dropdown arrows, select the data, then click the Apply to Selected button. To add a new person, click the Add button. If you click the Remove button you are asked for confirmation:
Do you wish to remove the following Relationships?
When the relationships have been defined, click the Save button to return to the Social Network. You may need to use the double arrows to adjust the Relationships panel.
To make any changes to the Relationships for, click the Edit buttonand then save the changes. The record can be removed. Click the Details button to view the person details.
Print
Using the Quick Reports functionality allows you to print a copy of the eco-gram. To do this, follow the instructions on How to use Quick Reports.
Select Action | New | Template from Blank Report and add the Data FieldsData Fields to it. Save the template and Run the report.
- Person Details OverviewPerson Details Overview
- Social Network
- Social Network OverviewSocial Network Overview
The Social Network is an eco-gram for the selected child. This is a graphical representation of the child's family and social contacts, and is opened by clicking the Social Network link in the Links panel. This is only accessible from the Person Focus.
If there are more than 100 relationships of the same typetype, a warning message identifying the number of each type will pop up and the Social Network will not be displayed. If the type that exceeds the maximum allowed is filtered out, using the appropriate Filter button, the remaining relationships will be displayed.
Where ContactsContacts are recorded in the One database, these will automatically be displayed in the eco-gram, represented as a boxbox showing the person’s name. Pointing the mouse at a name will expand the box displaying related details, eg address, gender, association. Each box is linked to the subject by a line with an intersection showing the Association Type, for example, Mother, Father, Sibling, Head Principal, Education Psychologist. When pointing on the Subject of the Social Network the expanded box will display a list of association types recorded for the subject. This information cannot be changed.
If a founded allegation against a Carer is recorded an association is created between the Abused and Abusee. Such associations are not displayed on the Social Network.
If the diagram is larger than the available screen size, clicking the Centre button centres the diagram. If the diagram layout has been changed, clicking the Refresh button returns it to its original layout.
The eco-gram can be filtered, by clicking the appropriate button at the top of the graph, to show AssociationsAssociations, CSS LA Professionals, Contacts and Other Organisations, Same Address, Parent/Carer and Current.
Relationships to the Subject are recorded below the Social Network.
Clicking on a box in the Social Network and then clicking the ICS Person Details or Person Details hyperlink in the Links panel opens the details of that person.
The Links panel also contains links to Carers, Other Contacts and Risks according to licences and permissions.
- Social Network - RelationshipsSocial Network - Relationships
The Relationships for the subject are displayed in the browse below the eco-gram under the headingsheadings of Flags, Subjects Relationship ToSubjects Relationship To, Name and Address, Age, Primary Contact No, PR (Parental Responsibility), MC (Main Carer), S (Sensitive) and M (Memo).
Click the Add button to open the Person Enquiry, select a person. The Person Relationship browse opens. Highlight a recordrecord and click the Relationship TypeRelationship Type dropdown. Click on the Apply to Selected button to populate the browse. A Start Date and End Date can be entered. If required, select Main Carer and Parental Responsibility. If required, you can enter an End Reason, Sensitive and add a Memo.
To add a Memo you need to edit the record and then click the Memo button. Once the memo has been saved the icon changes from blue to red.
To make any changes click on the dropdown arrows, select the data, then click the Apply to Selected button. To add a new person, click the Add button. If you click the Remove button you are asked for confirmation:
Do you wish to remove the following Relationships?
When the relationships have been defined, click the Save button to return to the Social Network. You may need to use the double arrows to adjust the Relationships panel.
To make any changes to the Relationships for, click the Edit buttonand then save the changes. The record can be removed. Click the Details button to view the person details.
Print
Using the Quick Reports functionality allows you to print a copy of the eco-gram. To do this, follow the instructions on How to use Quick Reports.
Select Action | New | Template from Blank Report and add the Data FieldsData Fields to it. Save the template and Run the report.
- Social Network OverviewSocial Network Overview
- Chronology
- Chronology OverviewChronology Overview
The Chronology page is dependent on your licence and permissions.
Permissions are assigned via Tools | Permissions | User Group Processes. In the Main Business Processes dropdown box, select Chronology.The Chronology page is accessed by clicking the Chronology hyperlink in the Links panel which is accessible from the following areas:
- Person Focus
- ICS Person Focus
- Student Focus
- My Cases on the My Home Page
The chronology records significant events and changes in the life of a person. The chronology automatically displays the person’s birthday as an event. This places other chronological events into context with a person’s age.
You can record if a case note is a key event in the chronology.
If there are any linked files attached to the chronology, this is also displayed.
The page enables you to log eventsevents that build a child’s chronology. When saved, each event record is automatically added to the list in the Chronology panel; events are displayed in descending date and time order, with the most recent at the top. Click on a column header to sort by that criteria. The column by which the chronology is ordered is indicated by an ascending or descending arrow; click the column header again to reverse the order.
The filter functionality is available for each of the columns in the Chronology panel. Click the filter icon to select a filterfilter.
You can also drag any of the column headings to the top of the browse list to group the records by that criteria. Click the cross on the Group By button to return to the chronology browse list.
Each column has a Search field, enabling the user to search for a record by using a specific string of characters relevant to the context of that column.
It is possible to group data according to the data types in each of the columns. For example, you can group the data by CRN Number of by Type.
The grid can be set up to highlight specific record types. For example, if a service wants to quickly identify if a child has any placement records that particular child’s chronology can be set up to highlight in red all placement records that child.
It is also possible to export the data displayed in the grid to an Excel spreadsheet.
The following areas are accessible from the Links panel, depending on your licence and permissions:
- Activities
- Case Notes
- Child Protection
- Communication Log
- Person Details or ICS Person Details
- Involvements
- Risks
- Social Network
- Export to ExcelExport to Excel
To export the details from the Chronology Results grid, or the Audit Results Data grid as an Excel spreadsheet:
- Click the Export to Excel button to display the Export to Excel dialog.
- Select a location to save the spreadsheet to.
- Enter a File Name.
- Click the Save button; the saved spreadsheet opens.
- Chronology Results GridChronology Results Grid
The Chronology Results Grid makes accessing information easier and enables users to monitor cases using markers against specific information.
It is possible to filter a record by entering criteria in a column filter, to group the information in a flexible way, and to configure the grid to highlight particular records based on the individual needs of the user.
There are two levels of data filtering; the first stage of data filtering is based on the criteria entered in the Filter panel. When the user leaves the Chronology, One remembers the criteria entered on this panel (based on the user and subject combination), so that, when the same user subsequently opens the Chronology for the same subject, One displays the data based on the criteria saved in the Filter panel.
When the user enters the criteria in the Filter panel and then clicks the Search button, One populates the grid with the relevant data. It is then possible to undertake more detailed searches within the grid.
One remembers the formatting of the grid based on the user and the subject. One does not remember the filtering undertaken at the grid level. Therefore, when the user leaves the Chronology and then goes back into the Chronology of that person, One displays the data in the grid based only on the filtering in the top Filter panel.
It is also possible to export the data displayed in the grid to an Excel spreadsheet.
- Chronology EventsChronology Events
Events created manually are User Defined Chronology events. Such events will have a checkbox in the Chronology column which allows you to filter on checked User Defined Chronology events.
The list of events can be filtered by specifying which events you wish to see.
Using the Event selector allows you to filter by Event Type, eg Case Notes, Child Protection Contact Enquiry. To filter, select the required Event Type criteria and click the Refresh icon. If Event Type, User Defined Chronology is selected it will only display those events which are checked.
The Events Within filter will show All events by default or you can select events recorded during a period within the lastlast.
The Person's Basic Details (Person Summary) are displayed beneath the Chronology filter fields.
A Specialist ChronologySpecialist Chronology can be viewed by clicking the View Specific Chronology drop-down menu and selecting the specialist areaspecialist area.
Clicking the Export icon will export the contents of the Chronology in XML format to your local PC or a Network location. A message will be displayed asking you, “Do you wish to create a new Case Note to record this export?”
Respond appropriately.All free text fields with more than 1000 characters are converted to Memos, with full memo functionality: Undo, Redo, Font Format, Alignment, Cut, Copy and Paste. A Spell-Checker is also available.
A memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen. - Adding Chronology EventsAdding Chronology Events
Adding certain chronology events is dependent on your licence and permissions.
Clicking the New Events icon displays a drop-down list of Event typesEvent types.
The chronology automatically displays the person’s birthday as an event. This places other chronological events into context with a person’s age.
Selecting an Event Type, with the exception of Adoption Placements, the New Injury Diagram and Exemplar options, opens a window in which to enter a Description of the Event and a Start Date; these must be entered before the Event record can be saved. Optionally, enter an End Date and indicate the StatusStatus if applicable to the event.
You can record if a case note is a key event in the chronology.
When adding a Case Note viaChSC (ICS), a CRN (Case Reference Number) is a mandatory requirement to complete the Case Note record and when completing exemplar records. The CRN is generated when the Duty Supervisor assigns a Referral to a Person (Social Worker/Health Visitor). It is visible on My Home Page | My Cases. A document may be attached to a Case Note for inclusion in the Chronology.
Selecting New Injury Diagram will extend the options for you to choose a Whole Body diagram or Hand, Head or Foot diagrams. Each diagram allows you to add one or more annotations to the selected body part diagram with relevant injury information. Injury records are added to the Chronology.
The New Injury Diagram option will not be available unless the diagram graphicsgraphics are present in your system. The location for the diagrams is: C:\Documents and Settings\<Name>\My Documents\Capita ICS\My Report Templates.
An Adoption Placement is added as a new event via the Child’s Chronology. When this option is selected the Adoption Placement page is opened allowing you to add appropriate Adopter information.
The Exemplars options allow you to select from the standard exemplars which build the Chronology. The two options two options offered are: New Appropriate ExemplarNew Appropriate Exemplar and New Other ExemplarNew Other Exemplar.
The system will display people with a potential relationship to the Subject and Exemplars can be generated together.
Selecting one of these will open the form for data entry, which may also be saved for offline editing.
When an allegation is made against a Carer an Allegation Exemplar must be completed, such events will be added to the Chronologies of both the Abused and Abusee.
When the record is saved it will be shown as the most recent Event in the Chronology list. All Events listed have an Edit hyperlink which will open the Event record for you to add information where appropriate.
The filter functionality is available for each of the columns in the Chronology panel. Click the filter icon to select a filterfilter.
You can also drag any of the column headings to the top of the browse list to group the records by that criteria. Click the cross on the Group By button to return to the chronology browse list.
An Injury record cannot be deleted from the Chronology.
- Exemplar Generation for RelationshipsExemplar Generation for Relationships
When a New Appropriate Exemplar or a New Other Exemplar is created the system will include other people with a potential relationship to the Subject. Click on the Relationships button to display the Relationships panel. Select the required relationship/s and click the Generate button. A confirmation message will appear:
The Exemplar will also be generated for:
Surname, Forename, (Age ym)
Surname, Forename, (Age ym)Click OK and the Exemplars for the selected people will be generated together. These new Exemplars can be viewed by clicking on Window at the top of the screen. Each Exemplar must be saved individually. If there are any errors e.g. missing Case Reference Number, a message will be displayed at the bottom of the screen. Open the Exemplar and enter the missing details, Save.
- Injury DiagramInjury Diagram
The Injury Diagram can be, Whole Body, Head, Hand or Foot. Injury records are added to a Child or Young Person’s Chronology and can only be added from the Chronology pageChronology page. An Injury record consists of an annotated diagram.
The Injury Diagram is opened by selecting New Injury Diagram from the New Event menu. This option will not be available unless the diagram graphicsgraphics are present on your system. The location for the diagrams is: C:\Documents and Settings\<Name>\My Documents\Capita ICS\My Report Templates.
Add an annotation to the diagram by right-clicking on the area of the body affected by the injury and select Add Annotation from the mouse menumouse menu. A text box will be opened in which you can enter relevant details. To finish the annotation click the mouse outside the text box. The text box can then be moved to a suitable place where it won’t obscure the diagram by clicking in the box and dragging it. When the box is moved it will leave an anchor point on the diagram linking to the text box. The anchor point can be moved in the same way as the text box. Multiple annotations can be added to a diagram.
To Edit the text double click in the text box.
Select Delete Annotation from the right-click text box menu to remove the annotated text box from the diagram.
An Injury record cannot be deleted from the Chronology.
- Link a File to the ChronologyLink a File to the Chronology
Documents or files can be linked to the chronology. When a file is linked, a new event is added to the chronology browse.
To add a linked file or document:
- Select Chronology | New | New Other Event to display the New/Edit Other Event dialog.
- On the Other Event panel, enter the Other Event Description.
- Enter the Start Date.
- On the Attached Documents panel, click the New button to display the Files Linked dialog.
- Enter a File Description.
- Select a File Name.
- Click the Save button.
A message displays, asking if you wish to upload the linked document now.
If required, you can view the linked file. - Click the Yes button.
- Click the cross at the top of the Files Linked dialog.
- Click the Save button on the New/Edit Other Event dialog.
To open a linked file:
- Select a chronology event and click the Date link to display the New/Edit Other Event <Name> dialog.
- On the Attached Documents panel, select the required file and click the Open button to display the Files Linked dialog.
- Click the Open File button to display the linked file.
- Chronology OverviewChronology Overview
- Communication LogCommunication Log
The Communication Log allows the details of communications to be recorded, both incoming and outgoing between the LA and those who are the subject of an Involvement, schools and other educational establishments, other named professionals within the LA or other agencies outside of the LA. Communication may be via various means including phone call, letter, fax and email.
If a letter has been generated as a result of a Timeline Correspondence Activity one or more entries are automatically made in the Communication Log.
A communication log can be generated directly from within a timeline, recording both a log date and a log time.
Access the Communication Log
The Communication Log may be accessed from various areas in system including via the Communication Log link which is displayed in the Links panel.
The Communication Log may also be accessed in one of the following ways:
- When the communication is about a person who is the subject of one of your current Involvements, you can choose the relevant Involvement from your list of My Involvements on the Home Page and then click on the link to Communication Log. Where the Communication Log is accessed from an Involvement, it summarises communications linked to that Involvement. These communications are listed in the Communication Log Summary and may be filtered using the Communication Log Filter.
- When the communication is about an existing Involvement which is not assigned to you but is within the Service, you can use the Person or Student Enquiry, choose a person or student and link to their Involvements. Open an Involvement Form and click on the link to Communication Log.
- When a communication is linked to a person or student who does not have a current Involvement for the Service, you can use the Person or Student Enquiry to locate their details and then click on the link to Communication Log. Where the Communication Log is accessed directly for a person or student, it summarises communications linked to that person and, by default, it shows communications where that person is the Subject of the communication.
If the Communication Log is accessed from an Involvement Form, the Communication for Involvement window opens.
When you first access the Communication Log the Communication Log Filter panel is displayed.
Communication Log Filter
The Communication Log Filter panel allows you to restrict the list of communications displayed in the Summary by entering a From Date, To Date, Communication Type and/or Communication Direction as required.
From Date and To Date are initially set to default values but may be changed. To Date is initially set to System Date and From Date is calculated using a parameter set via One v3 Tools | System Administration | LA Defaults – ‘CLOG_VWKS’, which has an initial value of ‘1’(i.e. From Date is set to System Date – 1 week).
Use the drop-down to select a ServiceTeam if required. Click the Search button and any matching communications will be listed in the Communication Log Summary with the most recent first.
You may expand or collapse the Communication Log Filter panel by clicking the arrows iconicon.
This may be set to Automatically CollapseAutomatically Collapse.
- Child Protection DetailsChild Protection Details
The Child Protection page is accessed via the Child Protection link located in the Links panel on the Person/Student Enquiry page or the Person/Student Details page.
There are three types of child protection records.
- CPP: Used by Children’s Social Care. This record is generated from the relevant child protection forms in progress. It is for children who are the responsibility of the social care authority running One. The Child Protection panel cannot be manually edited; the record is updated when the original child protection forms are updated.
- CPR: To date, this has been used by Children’s Social Care. This record is generated for a child who is protected and is not the responsibility of the social care authority using One. This record can be generated manually.
- CP: Used by CSS, SEN and SEND. This is a new type of child protection record. It can be created manually for children who are the responsibility of the local authority using One.
The page displays the Person Summary showing the Title, Family Name and Given Name.
The Child Protection panel of the record enables you to indicate whether the Child or Young Person is currently on the Child Protection Register of another CSSR (Council with Social Services Responsibility) and/or has previously been registered by any CSSR.
Respond to these questions by checking the boxes appropriately.
Child Protection Events
This panel lists basic details of Child Protection Events. Events may be recorded manually, for example, to add existing CP records to the system or where the Child Protection record is “owned” by another CSSR. Events may be automatically inserted by the process of completing pertinent ExemplarsExemplars. The information is displayed in rows showing whether the event is Open/ClosedOpen/Closed, the Record Type (CPP/CPR/CP), name of the CSSR, the Start Date and End Date (if applicable).
A row representing a CPP Event is updated at each stage of the process - a new row is not added as a new event for each stage.
Highlight a record and click the Details button to view full details of the event and to make any changes.
To add a new child protection event:
- Click the Add button to display the Child Protection Event [New Chid Protection Event] dialog.
On the Child Protection Event panel, Open/Closed, Record Type and Created Date are pre-populated. - Select a CSSR (Council with Social Services Responsibility).
- Enter a Start Date.
- If required, enter an End Date. The end date cannot be on or before the start date.
- If required, enter a Comment.
- On the Child Protection Categories panel (, select one or more categories.
- Click the OK button to save the record and return to the Child Protection Details page.
Child Protection Events dialog
This dialog is opened by clicking the Add button or the Details button on the Child Protection Details page in the Child Protection Events panel. Clicking Add opens a blank event dialog to create a new CP event; clicking Details displays existing details of the highlighted event row.
Select items from the drop-down lists to complete appropriate fields and click the drop-down arrow in the date fields to select dates from the calendar, or enter a date in dd/mm/yy format.
The Created Date field is read-only and is automatically populated with the current System date.
The Comments box is for free-text entry for information relevant to the Child Protection Event.
Select one or more of the Child Protection Categories indicating the status or area of Child Protection to be applied to the event. Select by ticking the boxes appropriately.
Clicking OK will close the dialog and return you to the Child Protection Details page.
- Adoption PlacementAdoption Placement
An Adoption Placement is added as a new event via the Child’s Chronology. When this option is selected the Adoption Placement page is opened allowing you to add Placement Details, Details of Adopter(s).
A Placement Type (Table_ID 1011 Fostering Register Placement Type), Start Date, Placement Start ReasonPlacement Start Reason and Details of the Adopter(s) are the minimum requirements for a Placement record. Additional information can be recorded if appropriate.
If an Adoption Placement is to end, an End Date and Reason (Table_ID 1066 Reason Looked After Episode Ceased) must be recorded.
The panel in which details are recorded of the child’s adopters is populated by clicking the Select icon for each Adopter. This displays the Adoption Placement Search dialog which enables you to locate Registered adopters.
Additional information may be entered in the free text box.
Click Save before closing the Placement record.
Adoption Placement Search
The purpose of this dialog is to find an adopter or adopters to place the current child. It is opened by clicking the Select icon on the Adoption Placement pageAdoption Placement page.
A search can be made by AdopterAdopter or Search by ChildSearch by Child.
Search by Adopter
Enter search criteria in the relevant fields, this can be any or all of the following, Family Name, Given Name, Reference No or Search for Registrations by selecting With Vacancies or All. Clicking Search will then return a list of Registered Adopters matching the criteria.
Search by Child
This search mechanism allows you to locate Registered Adopters by entering criteria based on Placement InformationPlacement Information and DisabilitiesDisabilities for which they are Registered and their own Ethnicity and LanguageLanguage.
Clicking Search will then return a list of Registered Adopters matching the criteria.
Clicking Select will populate the Adopter fields of the Placement record.
- Fostering PlacementFostering Placement
Clicking the Fostering Placements hyperlink in the Links feature panel from the Person Details page allows you to view details of all occasions in which the child or young person has been placed in foster care.
When the hyperlink is clicked the Placements Enquiry page is opened showing the Child Summary which contains details of the Child or Young Person. Clicking Search will list all Placements for the Child or Young Person.
The Carer Details panel allows you to enter search criteria allowing you to narrow the search on known information, ie the Family and/or Given Names or the Application Reference Number.
To assign a Placement for the child click New. This will open the Assign Placement page; the title will also include the child’s name.
Assign Placement
The Assign Placement page is opened when you click the New icon on the Placement Enquiry pagepage. It has three panels, Child Details, Carer Details and Placement Details.
The Child Details panel will be pre-populated with names, address, contact details and gender.
Placement Details
Select the Placement Type (Table_ID 1011 Fostering Register Placement Type). Enter a Start DateStart Date. Select or enter the code lettercode letter if known, for a Placement Start ReasonPlacement Start Reason.
If the Placement is for a limited period, an End Date may be entered. If an End Date is entered, a Placement End Reason (Table_ID 1066 Reason Looked After Episode Ceased) must be selected. Both Placement Start Reasons and Placement End Reasons are statutory reasons defined by the DfE.
Click on the dropdown to enter an Accommodation Description (Table_ID 1107 Accommodation Description).
The Placement Details panel must be completed before you save the record.
Carer Details
This panel allows you to search for a Carer who is registered and has a placement vacancy. To search for a Carer click Select. This will open the Carer Search dialog which allows you to enter search criteria to find an appropriate Foster Carer that has an available vacancy for the child. If an appropriate Carer is found and selected these details will populate the fields on this panel.
The Placement Details panel must be completed before you save the record.
Placement Category
Indicate whether this is the Main PlacementMain Placement for the child.
The Exempted box is to indicate that this placement puts the Carer over the limit of the number of placements they are registered to offer. Exemption is usually allowed for Emergency Placements and such Placements must be reviewed every few weeks.
A Notes box is available for you to enter information relevant to the Placement record.
Clicking Save will link the Placement to the Child and Carer records and be added to the Foster Register. The Carer’s Vacancies will be recalculated to account for the new Placement.
Carer Search
The Carer Search dialog is opened by clicking the Select icon on the Assign Placement page. It allows you to locate a Placement for the child.
The Child Summary contains Name, Address and Contact numbers for the child, the Child Details panel shows the child’s Age, Gender, Ethnicity, Language and any record of Disabilities. The Carer Details panel does not contain information but Search for Registrations box will default to All. Clicking Search will return a list of Carers matching the requirements of the child.
Changing the Search for Registrations selection to With Vacancies and clicking Search again will filter the list of Carers who have a vacancy and match the requirements of the child.
If you wish to search for a specific Carer, you may enter Name and Application Reference Number to filter the search.
If an appropriate Carer is found highlight the name and click Select. This will return you to the Assign Placement page and populate the Carer Details fields.
- Set ACL (Access Control List)Set ACL (Access Control List)
An Access Control List can be set for Person Details Activities, Communication Logs, Involvements and Form Definitions. It enables you to define access levels to data for individual Users or users in a specific Post or Group.
By default, all users will have permission to view and edit data. If it is necessary to restrict user access to certain data, eg Person Details of <Name>, in this scenario it must be set from the selected Person Details page by clicking the Set ACL icon. This will open the Access Control List dialog. Alternatively, it may be set from a selected Form Definition page where data is considered too sensitive to allow it to be viewed by non-authorised users.
To preserve the settings, the record must be saved after the ACL has been defined.
If a user or users in a specific Post or Group have been denied access to data and they attempt to access such data a warning message will be displayed. Appended to this message will be the Description defined on the Access Control List, for example, this can give an explanation for the denial of data.
If a user is in more than one Group with different read/write levels the Access PriorityAccess Priority setting will dictate the level of access which takes precedence.
If a default Access Control List (ACL) is set for the service team, this will automatically cascade to all its records. This can be customised at individual record level. If it is customised it will not be overwritten by a changed Service Team ACL.
Access Control List
The Access Control List dialog is opened when the user clicks the Set ACL icon located at the top of the page on all Person Details, Activities, Communication Log, Involvements, Provision, Service Team Administration and Form Definitions which include exemplars and involvements.
If a default ACL is defined for a Service Team and it is subsequently changed the changes will cascade to associated Involvements and Communication Log. Changes will not overwrite ACLs customised at record level.
There are three levels of access which can be applied for a User or for Users in a specific Post or User Group; these are Read Summary, Read Details and Write. For each type of membership you can Allow or Deny access. Each access level must be applied separately.
If a user is in more than one Group with different read/write levels the Access Priority setting will dictate the levellevel of access which takes precedence.
- To Allow access to Read Summary, Read Details and Write gives full access to Personal data or a Form.
- To Allow Read Summary and Read Details access but Deny Write access gives read-only access to the data to which it is applied: - the user will not be allowed to edit the data.
- To Deny Read Summary refuses access to Summary pages for example, Involvements, Provision. It would therefore not make sense to allow Read Details.
- To Deny Summary and Read Details access but Allow Write access denies the user access to see the data but allows the data to be updated at system level, for example where the system is being updated from an external source.
The CSS and SEN Summary reports will not display records where Read Summary access is denied.
If an ACL is defined, users not included in the ACL will be denied access.
The person creating the ACL will always have access.
Access Priorities
If a user is in more than one Group with different read/write levels the Access Priority setting will dictate the level of access which takes precedence.
Access Priorities are Favour Deny or Favour Allow; which will either downgrade or upgrade a user's permissions, depending upon which Group or Post the user is logging on as.
For example:
Favour Deny: If User A is a Social Worker and has been granted individual access to an area but the post of Social Worker has been denied access, User A as a Social Worker will be denied.
Favour Allow: If User A is a Social Worker and has been denied individual access to an area but the role of Social Worker has been granted access, User A as a Social Worker will be allowed.
To define an Action Control List
- Enter an informative Description.
- Click the Users, Posts or Groups button for whom you wish to set access rights. Each button will open a list from which you can select appropriately.
- Set Read Summary, Read Details and Write permissions by highlighting the Name (Who) and clicking the required button for each level.
This can be repeated to encompass all areas, eg Post, to be set for the data. - Set the Access Priority levellevel, this will dictate access rights, either downgrading or upgrading a user's permissions, depending upon which Group or Post the user is logging on as.
- Click Done.
This will return you to your previous page; the record must then be Saved before closing the focus page.