Tools - Administration (ICS Forms)

Form Definitions

  • ICS Form DefinitionsICS Form Definitions

    The ICS Form Definitions are located via Tools | Administration | Form Builder | ICS Forms.

    These form definitions enable you to create your own forms or use the exemplars provided. There are pre-defined exemplars supplied with the Children's System. The exemplars supplied by One are prefixed with the letter Z, eg ZA, ZB. When defining a new form all other characters are available for use as Form Definition Codes. 

    The exemplars allow you to record essential information about the child and family, other professionals and agencies in contact with them, and significant events in the child or young person’s life. They also record information relating to contact with and referral to Social Services and closure of cases.

    The Relationships panel enables you to generate exemplars for other people who have a relationship to the Subject.

    Select Tools | Administration | Form Builder | ICS Forms | Form Definitions to display the Form Definition Enquiry page enabling you to locate your required form.

  • Form Definition EnquiryForm Definition Enquiry

    The Form Definition Enquiry page is available for the following form definitions:

    • ICS (Children’s Social Care)
    • EHCP (Education, Health and Care Plan)
    • SEND Portal (Special Educational Needs and Disabilities)

    Enter a full or partial Form Definition Code, if known, and click the Search button. This returns all forms based on the code entered. Alternatively, clicking the Search button without a code returns a list of all forms.

    To limit your search in ICS and EHCP forms, click on the Form Definition Filter drop-down to select All, Current, Previous or Future. For SEND portal forms, select All, Live or Not Live from the Form Definition Filter.

    Click the Open button to display the selected form in the lower panel or a better option is to click the Open in New Window button to display the Form Details window set up for the selected form.

    Click the New button to display a blank Form Details window for you to create your own form.

  • EHCP Form DefinitionsEHCP Form Definitions

    The EHCP Form Definitions are located via Tools | Administration | Form Builder | EHCP Forms.

    One has provided an EHCP form definition template for you to clone; this is the recommended method of creating a student’s EHCP form. However, if you wish, you can create a new form definition according to your local authority’s requirements.

    When creating a new EHCP form definition, you cannot pre-fix the name of the form with the letter Z; this letter is only available for system generated ICS form definitions.

    Select Tools | Administration | Form Builder | EHCP Forms | EHCP Form Definitions to display the EHCP Form Definition Enquiry page.

  • SEND Portal Form DefinitionsSEND Portal Form Definitions

    The SEND Portal Form Definitions are located via Tools | Administration | Form Builder | SEND Portal Forms.

    When creating a new SEND portal form definition, you cannot pre-fix the name of the form with the letter Z; this letter is only available for system generated ICS form definitions.

    Select Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Form Definitions to display the SEND Portal Form Definition Enquiry page.

    When a form is viewed via the Citizen portal or the Professional portal, the title will always be prefixed with Special Educational Needs  & Disabilities.

  • Form DetailsForm Details

    The Form Details page is available for the following forms:

    • ICS (Children’s Social Care)
    • EHCP (Education, Health and Care Plan)
    • SEND Portal (Special Educational Needs and Disabilities)

    The page displays details of the selected form in outline. 

  • ICS Form DetailsICS Form Details

    The ICS Form Details are:

    • TitleTitle 
    • Subtitle
    • Form Definition Code
    • Start Date
    • Age Range boxes
    • CRN (Case Reference Number) can be recorded. CRN is mandatory
    • Fostering Exemplar
    • Adoption Exemplar
    • Form Guidance Notes
    • Form Definition Group
    • Form Definition Type

    A Form Definition Type pre-populates a new form with questions. All forms of a type will have the same questions available to them for selection. New questions can also be added to the form if required.

    An existing form definition can be duplicated by clicking the CloneClone button at the top of the page. This will display a copy of the original Form showing the existing Form Definition details with the current date as the new Start Date. Details can be changed to reflect the new version and the questions modified as required. 

    It is recommended that a new Title and Form Definition Code be applied to assist identification. 

    When an ICS form is defined it must have a Title, Form Definition Code, Start Date and entries in the Age Range Start and End boxes, before it can be saved.

    The Sign Off panel enables you to indicate which posts in the team are responsible for the Sign Off and Counter Sign Off of the completed report. These are the Digital Signatories found at the end of each form. The signed-off forms and exemplars are non-editable and once saved the header will display (READ ONLY).

    The Question Selector is a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane lists all questions available for selection but the facility is available to define your own questions. To do this, click the Actions menu icon and select Create New Question. This displays the Question Definition window. This is the only method of creating new questions.

    The layout for an existing form is a series of Question GroupsQuestion Groups into which related questions are added, these constitute the form. The Data Type associated with each question dictates how it will be displayed for data entry and the data formatdata format. An optional field is available to insert Data Group Guidance Notes.

    Click the Actions menu icon to Edit Group, Delete Group or Delete Question from Group.

    The Data Group NameData Group Name can contain up to 300 characters, but care should be taken that the heading will fit to the screen.

    Enter the panel Number on Form and check the box for Does the group repeat, if required.

    Guidance Notes can be added if required. Guidance notes can be produced for the Exemplar as a whole by inserting text in the Form Guidance Notes section. 

    Guidance notes can also be added to each panel. Select the panel for which you require to add Guidance notes, click on Actions | Edit Group. Enter text in the Data Group Guidance Notes. On requesting a Print with Guidance Notes the system will present you with the exemplar with guidance notes displayed. These will be in italics and appear above the details of the panel.

    The fields for entering guidance notes will be editable all the time.

    All existing question text boxes that are 1000 characters or more are converted to Memo fields.

    Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.

    Each question can be moved up or down by clicking the respective icon at the top of the Question Selector.

  • EHCP Form DetailsEHCP Form Details

    The EHCP Form Details are:

    • TitleTitle 
    • Subtitle
    • Form Definition Code
    • Start Date
    • Age Range Starts At
    • Age Range Ends At
    • Form Description
    • Form Guidance Notes

    An existing EHCP form definition can be duplicated by clicking the CloneClone button at the top of the page. This will display a copy of the original form showing the existing Form Definition Form Details with the current date as the new Start Date. Details can be changed to reflect the new version and the questions modified as required. 

    It is recommended that a new Title and Form Definition Code be applied to assist identification. 

    When an EHCP form is defined it must have a Title, Form Definition Code, Start Date and entries in the Age Range Start and End boxes, before it can be saved.

    The Sign Off panel enables you to indicate which posts in the team are responsible for the Sign Off and Counter Sign Off of the completed report. These are the Digital Signatories found at the end of each form. The signed-off forms are non-editable and once saved the header will display (READ ONLY).

    The Question Selector is a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane lists all questions available for selection but the facility is available to define your own questions. To do this, click the Actions menu icon and select Create New Question. This displays the Question Definition window. This is the only method of creating new questions.

    The layout for an existing form is a series of Question GroupsQuestion Groups into which related questions are added, these constitute the form. The Data Type associated with each question dictates how it will be displayed for data entry and the data formatdata format. An optional field is available to insert Data Group Guidance Notes.

    Click the Actions menu icon to Edit Group, Delete Group or Delete Question from Group.

    The Data Group NameData Group Name can contain up to 300 characters, but care should be taken that the heading will fit to the screen.

    Guidance Notes can be added if required. Guidance notes can be produced for the form as a whole by inserting text in the Form Guidance Notes section. 

    Enter the panel Number on Form and check the box for Does the group repeat, if required.

    Guidance notes can also be added to each panel. Select the panel for which you require to add guidance notes, click on Actions | Edit Group. Enter text in the Data Group Guidance Notes. On requesting a Print with Guidance Notes the system will present you with the exemplar with guidance notes displayed. These will be in italics and appear above the details of the panel.

    The fields for entering guidance notes will be editable all the time.

    All existing question text boxes that are 1000 characters or more are converted to Memo fields.

    Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.

    Each question can be moved up or down by clicking the respective icon at the top of the Question Selector.

  • SEND Portal Form DetailsSEND Portal Form Details

    The SEND Portal Form Details are:

    • Title
    • Subtitle
    • Form Definition Code
    • Live – enables the form to be viewed on the Citizen and Professional portals
    • Hide in Chronology
    • Portal Type – Citizen or Professional
    • Portal user Type – Parent/Carer or Young Person
    • EHCP Type – Draft EHCP or Final EHCP
    • Portal Process Step – Request, Assessment, EHC Plan or EHCP Reviews
    • Form Description
    • Form Guidance Notes

    An existing SEND portal form definition can be duplicated by clicking the CloneClone button at the top of the page. This displays a copy of the original form showing the existing Form Definition Form Details with the current date as the new Start Date. Details can be changed to reflect the new version and the questions modified as required. 

    It is recommended that a new Title and Form Definition Code be applied to the cloned forms to assist identification

    When a SEND Portal form is defined it must have a Title, Form Definition Code, Portal Type, Portal User Type (if Citizen Portal) before it can be saved.

    The Question Selector is a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane lists all questions available for selection but the facility is available to define your own questions. To do this, click the Actions menu icon and select Create New Question. This displays the Question Definition window. This is the only method of creating new questions.

    The layout for an existing form is a series of Question GroupsQuestion Groups into which related questions are added, these constitute the form. The Data Type associated with each question dictates how it will be displayed for data entry and the data formatdata format. 

    Click the Actions menu icon to Edit Group, Delete Group or Delete Question from Group.

    The Data Group NameData Group Name can contain up to 300 characters, but care should be taken that the heading will fit to the screen.

    Enter the panel Number on Form and check the box for Does the group repeat, if required.

    Guidance notes can also be added to each panel. Select the panel for which you require to add guidance notes, click on Actions | Edit Group. Enter text in the Data Group Guidance Notes. On requesting a Print with Guidance Notes the system will present you with the exemplar with guidance notes displayed. These will be in italics and appear above the details of the panel.

    The fields for entering guidance notes will be editable all the time.

    All existing question text boxes that are 1000 characters or more are converted to Memo fields.

    Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.

    Each question can be moved up or down by clicking the respective icon at the top of the Question Selector.

  • Form Instance for Data EntryForm Instance for Data Entry

    To input information click Create New Form for Data Entry in the Links feature panelfeature panel.

    If the Links feature panel is not on screen, click the Show/Hide button and select Links.
    The questions will be displayed in a data entry form according to the list order and their Data Type. At runtime the Data Entry form is built with the questions inserted from left to right based on their Data Types.

    When a form is created for data entry additional function icons are displayed along the top of the form. These are SaveSave, DeleteDelete, Save OfflineSave Offline, Create NewCreate New, Add MoreAdd More, Data PanelsData Panels, Delete Repeated PanelDelete Repeated Panel, AlertsAlerts, Exemplar AssistantExemplar Assistant and Significant toSignificant to. The Unlock icon is only enabled for signed-off Exemplars. When this is selected the system creates a copy of the Exemplar for editing purposes. The copy has a Version number appended to the title. Each version will be stored in the database and will become non-editable when signed-off. The signed-off Exemplars are non-editable and once saved the header will display (READ ONLY).

    The system allows you to unlock an exemplar for editing using a versioning process which creates a copy of the original and assigns a Version Number to the copy. Once the copy is signed-off it is locked. To create another version use the Unlock process again.

    Each Question Group is represented by a tab at the top of the page. Clicking a tab will scroll to that Question Group showing the cursor flashing in the first question. 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 numbernumber of the Question Group and press your ENTER key.

  • Match a PersonMatch a Person

    The subject of an Exemplar must be matched to a One person. To do this, click the Match button. This will open the Person Enquiry. Locate the person by entering relevant search criteria. When a person is matched the Person Details are automatically displayed in the appropriate fields, including the Principal Address.

    Principal Address

    The Principal address used is the Person’s Correspondence address. If a Correspondence address is not defined in One the address used then will be the Person’s Home address. If the Person has more than one Home address defined it will take the one with no End Date, alternatively it will use the most recent. If there is no Correspondence or Home Address, it will look for a Work address using the same process as the Home address. 

    If the Home and Work address both have an identical End Date the address used in this case, will be the Person’s Home address.

    If the Principal Address is not the one required clicking on the Addresses button will allow you to select any of the addresses attached to that Person entity.

    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.

    The Addresses button will only be made available when trying to match a person in an exemplar for a Question of type ‘Person’. Areas other than exemplars will not display the Addresses button.

    An address can be unmatched, allowing you to search for one more appropriate.

    To do this unmatch the Person and place the cursor in an address field. The Address Match will then be enabled allowing you to access the Address Enquiry dialog.

    If this is not the correct person you may unmatch it by clicking the Unmatch icon and restarting the match process.

  • Exemplar AssistantExemplar Assistant

    The Exemplar Assistant is a convenient way of randomly navigating a Form, instead of using the scroll bar. It is only available to an Exemplar for Data Entry form. To display it click the Exemplar Assistant icon located at the top of the form. This will open a dialog listing all Question Groups on the selected Exemplar. Clicking a Question Group allows you to jump to that panel on the form with the cursor in the first field of the Group. 

    The Exemplar Assistant is divided into four sections: Incomplete Mandatory Questions, Empty Non-Mandatory Sections, Partially Complete and Complete. Each section will refresh as you fill in the form, moving the Question Groups into an appropriate section. 

    This provides a reminder as to the current stage of completion.

  • Significant toSignificant to

    The Significant to facility located at the top of an Exemplar for Data Entry allows you to mark individual questions on an Exemplar to Specialist categoriescategories as significant to the Child’s Chronology. All questions marked as such can be viewed in a list from the Child’s Chronology. The Significant to drop-down menu is disabled until the cursor is placed in a question field.

    To mark a field as Significant to:

    1.   Place the cursor in a question field of which the content may be of particular importance to the Child’s record.

    2.   Click the Significant to drop-down menudrop-down menu and choose the Specialist category for that particular data. 

    Multiple Specialist categories may be selected for one field by leaving the cursor in the field and repeating the process of clicking the drop-down menu and selecting a category.

    Events marked as significant in one or more Exemplars can be viewed from the Child’s Chronology by selecting an appropriate Specialist category from the View Specific Chronology drop-down menu. This opens a Specialist Chronology.

    Specialist Chronology

    The Specialist Chronology allows you to view information marked on Exemplars as of significant interest, e.g. Date of Allegation, to one or more specialist areas, e.g. Education, Social Services. 

    The Specialist Chronology is opened from a Person’s Chronology by clicking the iew Specific Chronology drop-down list and selecting a specialist area. This will open a specific Specialist Chronology. All items marked on Exemplars for the selected specialist area will be listed in date order, showing the name of the Exemplar and the question number of the marked field.

  • Form WizardForm Wizard

    Clicking the Wizard icon enables you to move through each question group, panel by panel, using Previous or Next instead of scrolling or by using Alt+> or Alt+< on your keyboard will provide the same function (Ctrl+Alt+>/Ctrl+Alt+< will take you to the last or first question group respectively). To return to a scrollable form click the Wizard icon again. Clicking Finish will save the record.

  • Offline EditingOffline Editing

    Forms can be saved for Offline editingOffline editing. 

    The data entry form can also be added to a Workflow Queue. 

  • Add an Exemplar to your Workflow QueueAdd an Exemplar to your Workflow Queue

    An exemplar cannot be added to a Workflow Queue until sufficient informationsufficient information has been added to allow you to save it.

    Once the form is saved, the Workflow icon is enabled. Clicking the icon opens the Add Workflow Item dialog. 

    Quick Reports are available.

  • Add Workflow Item
    A workflow item can be recorded against the following areas: A workflow item is assigned to a user or a post and displays as a Workflow message on their My Home Page.
    • Form DefinitionsForm Definitions

      The Workflow Item dialog is opened from the Form Definition by clicking the Workflow icon. This icon will not be enabled until sufficient informationsufficient information has been added to allow you to save it. 

      Enter relevant information in the Notes box, for example, instructions and by when a response should be made. This will be displayed on My Home Page as a message in the Workflow panel.

      The Assign To panel allows you to assign the exemplar or Initial Contact to an individual System User or make it available to all people assigned to a Post. To do this click the relevant browse icon. This action will open a dialog appropriate to your selection, allowing you to select a System User or Post.

      Each dialog has a Looking for facility. This allows you to enter one or more characters of a name or post which will move the highlight to the first instance in the list.

      The Due date field will default to one week ahead, a date before the current date is not valid and will not be accepted. This date will probably be mentioned in the Notes box, referring to when an action should be taken by.

      Clicking OK will add that name to the Workflow Item dialog in the appropriate field.

      If the Due Date is more than a week ahead it will not instantly be displayed in the Workflow Queue.

    • ActivitiesActivities

      To add a workflow item to an activity:

      1. Select the Activity Details page.
      2. Click the Workflow button to display the Add Workflow Item dialog.
      3. Enter a Message.
      4. On the Assign To panel, select the radio button for System User or Post.
      5. Use the browse button to select the relevant user or post.
      6. Select the check box, if you wish this workflow item to be a task.
      7. Select the Due Date. This defaults to one week ahead. A due date more than a week ahead will not immediately display in My Workflow Messages.
      8. Click the OK button.

      The workflow item displays on the My Home Page | My Workflow Messages panel of the user or post that was selected on the Assign To panel.

    • Communication LogsCommunication Logs

      To add a workflow item to a communication log:

      1. Select the Communication Log Details page.
      2. Click the Workflow button to display the Add Workflow Item dialog.
      3. Enter a Message.
      4. On the Assign To panel, select the radio button for System User or Post.
      5. Use the browse button to select the relevant user or post.
      6. Select the check box, if you wish this workflow item to be a task.
      7. Select the Due Date. This defaults to one week ahead. A due date more than a week ahead will not immediately display in My Workflow Messages.
      8. Click the OK button.

      The workflow item displays on the My Home Page | My Workflow Messages panel of the user or post that was selected on the Assign To panel.

    • InvolvementsInvolvements

      To add a workflow item to an involvement:

      1. Select the Involvement Details page.
      2. Click the Workflow button to display the Add Workflow Item dialog.
      3. Enter a Message.
      4. On the Assign To panel, select the radio button for System User or Post.
      5. Use the browse button to select the relevant user or post.
      6. Select the check box, if you wish this workflow item to be a task.
      7. Select the Due Date. This defaults to one week ahead. A due date more than a week ahead will not immediately display in My Workflow Messages.
      8. Click the OK button.

      The workflow item displays on the My Home Page | My Workflow Messages panel of the user or post that was selected on the Assign To panel.

  • Digital Signatures
    Digital signatures are used to electronically sign off forms, e.g. involvement forms or exemplar forms. The signatures are based on posts in the team responsible for the Sign Off, and in the case of exemplars, Counter Sign Off of the completed report. 
    • ICS ExemplarICS Exemplar

      The Form Definition stage of the form or exemplar has two sign-off panels showing the Team name and the hierarchy of Posts within this Team. A post must be designated as signatories for both Sign Off and CounterSign Off.

      In use: when a Record is completed the form must be signed off. The Sign Off options are found at the bottom of the form and are only enabled if all mandatory fields have been completed and the signatories designated.

      Clicking the Sign Now icon will insert the designated Post into the Digital Signature field and the current date will automatically be entered. Do the same for the Counter Signature. 

      The signed-off Exemplars are non-editable and once saved the header will display (READ ONLY).

      The system enables you to unlock a form or an exemplar for editing using a versioning process which creates a copy of the original and assigns a Version Number to the copy. Once the copy is signed-off it is locked. To create another version use the Unlock process again.

    • Contact Referral RecordContact Referral Record

      When a Contact Record is added the Digital Signature is unavailable unless the selected Action Taken is “Passed on as Referral”. In this case the Contact Record will be displayed in the My Referrals panel of My Home Page. The Duty Supervisor will then open the Contact Record and complete the Supervisor Action section which includes adding a Digital Signature and what action is taken, eg Accepted as Referral. When the Sign Now icon is clicked the Referral Save Wizard is launched taking you through four steps which will save the Contact Record to the Chronology and add the Digital Signature of the owner to whom you have assigned the new Case.

    • ActivitiesActivities

      The Sign Off button is available at the top of the Activity Details page. Clicking the Sign Off button populates the Sign Off panel with information of who signed off the activity and the date.

      The sign off can be reversed by clicking the Remove Sign Off button at the top of the Activity Details page.

      Permissions for Sign Off and Remove Sign Off are granted via Tools | Permissions | User Group Permissions | All Secured Services | Activity.

      When an activity is signed off or sign off is removed, the information is recorded in the user_activity_log table.

    • Communication LogCommunication Log

      The Sign Off button is available at the top of the Communication Log Details page. Clicking the Sign Off button populates the Sign Off panel with information of who signed off the activity and the date.

      The sign off can be reversed by clicking the Remove Sign Off button at the top of the Communication Log Details page.

      Permissions for Sign Off and Remove Sign Off are granted via Tools | Permissions | User Group Permissions | All Secured Services | Communication Log.

    • InvolvementsInvolvements

      The Sign Off button is available at the top of the Involvement Details page. Clicking the Sign Off button populates the Sign Off panel with information of who signed off the activity and the date.

      The sign off can be reversed by clicking the Remove Sign Off button at the top of the Involvement Details page.

      Permissions for Sign Off and Remove Sign Off are granted via Tools | Permissions | User Group Permissions | All Secured Services | Involvements.

  • Create New Form for Data EntryCreate New Form for Data Entry

    This hyperlink is located in the Links feature panel and is only displayed when a form has been selected from the Form Definition Enquiry. Clicking this hyperlink will display the selected form in data entry format.

    From this display you may save the form for Offline use and add it to your Workflow queue.

  • Standard FormsStandard Forms

    One supply pre-defined Exemplars with the Children's System. These Exemplars are prefixed with the letter Z, eg ZA, ZB. 

    The Exemplars allow you to record essential information about the child and family, other professionals and agencies in contact with them, and significant events in the child/Young Person’s life. They also record information relating to contact with and referral to Social Services and closure of cases. Relationships to other people can be viewed and Exemplars can be generated together for all of the people who have a ‘relationship’ to the Subject.

    A System Administrator can choose to display or hide Ethnicity and/or Religion. This is done in Tools | Administration | ICS Parameters.

    The same question can be used on a number of different Exemplars. The system maintains a history of answers for each question for each child. If a user opens a new exemplar for a child, that contains a question used in another exemplar which has an answer in it, the system will pre-populate (auto-population) the question in the newly opened exemplar with the answer entered last for that question.

    The system highlights questions which have been auto-populated (with a green box), allowing the user to edit the fields. Once edited, the highlight is removed. When the exemplar is saved the system displays a message to confirm that auto-populated fields have been edited.

    If on opening a New Instance the user wishes to clear all fields of data, with the exception of the Subject’s details, this can be done by selecting the Clear All button which can be found at the top tool bar:

    If the user selects to open an exemplar and then selects the “Create New” button, data auto populated to the newly created exemplar will be highlighted; similarly on selecting to Unlock an exemplar the unlocked exemplar will highlight any auto populated fields.

    When a user “takes” focus within a highlighted field and then edits the field on ”moving out” of the field the highlighting will come off.

    On selecting to save the exemplar, the system will check if there are any auto populated fields which have not been edited. In the event that such unedited fields exist, the system will present the user with a message, to inform them that there are auto populated fields which have not been edited and ask the user if they wish to continue with saving the exemplar.

    It is possible to delete all data entered into the exemplar. This will be irrespective of whether the data has been auto-populated or entered into the exemplar at the point of selecting to open the instance.

    Click on the Event Date field to order exemplars in the chronology, by the Event Date column.

  • Exemplars currently availableExemplars currently available
  • 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).

Question Definitions

Existing ICS Question Definitions are viewed via Tools | Administration | Form Builder | ICS Forms | Question Definitions.

A bank of questions is included which populate the exemplars supplied with the installation.

Selecting Tools | Administration | Form Builder | ICS Forms | Question Definitions displays the ICS Question Definition Enquiry page. 

The purpose of this focus is to define the questions to be used in form definitions. New Questions can be added to the bank of questions when creating a new form from the Form Definition page; existing questions can only be edited if that question has not been used in a form definition.

  • EHCP Question DefinitionsEHCP Question Definitions

    The EHCP Question Definition page enables you  to define the questions to be used in the form definitions. Existing EHCP question definitions are viewed via Tools | Administration | Form Builder EHCP Forms | EHCP Question Definitions.

    A bank of questions is included which populate the EHCP forms supplied with the installation.

    Selecting Tools | Administration | Form Builder | EHCP Forms | EHCP Question Definitions displays the EHCP Question Definition Enquiry. 

    New EHCP question definitions are created via Tools | Administration | Form Builder | EHCP Forms | EHCP Form Definitions.

    New questions can be added to the bank of questions when creating a new form from the Form Definition page; existing questions can only be edited if that question has not been used in a form definition.

  • SEND Portal Question DefinitionsSEND Portal Question Definitions

    Existing SEND Portal Question Definitions are viewed via Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Question Definitions. These question definitions are used to create a form when an assessment is requested from a Citizen portal user or a Professional portal user.

    Selecting Tools | Administration | Form Builder | SEND Portal Forms | SEND Poral Question Definitions displays the SEND PortalQuestion Definition Enquiry. 

    New SEND portal question definitions are created via Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Form Definitions.

    New questions can be added to the bank of questions when creating a new form from the Form Definition page; existing questions can only be edited if that question has not been used in a form definition.

  • Question Definition EnquiryQuestion Definition Enquiry

    The EHCP Question Definition Enquiry page is accessed via Tools | Administration | Form Builder | EHCP Forms | EHCP Question Definitions.

    The ICS Question Definition Enquiry page is accessed via Tools | Administration | Form Builder | ICS Forms | Question Definitions.

    The SEND Portal Question Definition Enquiry page is accessed via Tools | Administration | Form Builder | SEND Portal Question Definition.

    The Question Definition Enquiry page enables you to search for a specific question by entering a full or partial Question Code and clicking the Search button. This returns a list of questions matching that criterion. Alternatively, clicking the Search button returns a list of all the questions in Question Code order.

    Select a question by double clicking on the name or select the name and click Open in New Window.

    Both actions display the Question Definition page.

    Questions can only be edited if that question has not been used in a form definition.

    To delete a question click the Delete button. This is only enabled when a question has been highlighted. A message displays asking you to confirm that you want to delete the question. Click YES to confirm.

  • ICS Question DefinitionICS Question Definition

    The ICS Question Definition page is accessed via Tools | Administration | Form Builder | ICS Forms | Question Definitions. This page is for information purposes only. 

    To add new questions the ICS Question Definition page must be accessed via Tools | Administration | Form Builder | ICS Forms | Form Definitions, then click the Actions menu icon and selecting Create New Question.

    When defining a question it must have a Question Code, Description and Data Type before it can be saved. The system will not allow questions starting with Z to be defined.

  • EHCP Question DefinitionEHCP Question Definition

    The EHCP Question Definition page is accessed via Tools | Administration | Form Builder | EHCP Forms | EHCP Question Definitions. This page is for information purposes only. 

    To add new questions, the EHCP Question Definition page must be accessed via Tools | Administration | Form Builder | EHCP Forms | EHCP Form Definitions, then click the Actions menu icon and selecting Create New Question.

    When defining a question it must have a Question Code, Description and Data Type before it can be saved. The system will not allow questions starting with Z to be defined; these are used for Children’s Social Care (ICS).

  • SEND Portal Question DefinitionSEND Portal Question Definition

    The SEND Portal Question Definition page is accessed via Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Question Definitions. This opens the SEND Portal Question Definition Enquiry enabling you to search for existing question codes.

    To add new questions and question codes to an existing form, the SEND Portal Question Definition page must be accessed via Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Form Definitions. Select the required form, then on the Form Questions | Question Selector panel click the Actions menu icon and selecting Create New Question.

  • Create New Question DefinitionsCreate New Question Definitions

    When defining a question it must have a Question Code, Description and Data Type before it can be saved. The system will not allow questions starting with Z to be defined; these are used for Children’s Social Care (ICS).

    The Data TypeData Type must be selected from the drop-down list. The data type selected controls how the question is displayed.

    An optional check box is available to create a Memo on the exemplar. The Memo field enables you to undertake the following forms of format to text entered in the memo field: Undo, Redo, Bold, Italics, Underline, Strike out, Font, Colour, Left Align, Centre Align, Right Align and Bullet Points. These formats are available as icons in the memo. A Spell-Checker is also available.

    In addition you will be able to Copy, Cut and Paste using Alt C, Alt X and Alt V. You will be able to enter details into the field displayed on the form on the screen.

    When pasting from a Word document into a memo field you will not be able to paste pictures, shapes, background colour and highlighting.

    The memo field can be expanded to fill the screen, edited and then returned to its previous size and placed within the form/screen.

    Free-text fields can contain up to 75 characters per line. Consideration should be given to this when defining the character length in the question construction.

    All existing text boxes that are 1000 characters or more are converted to Memo fields.

    The Questions Restrictions panel allows you to apply constraints and attributes if appropriate. It allows you to define a maximum character length of the answer; this must include all characters and spaces. Check the boxes appropriately to indicate if you wish the text in a Text Data Type question box to be spell checked; if the answer is Mandatory and if the answer appears in the Chronology. An answer is Constrained when the system will only allow the answer to be a specific format, e.g. a date in dd/mm/yyyy format, Yes/No, an integer, or if there are defined constraints where you can only choose from a drop-down list of items.

    If the Data Type is Service or Service Provider Link it is mandatory that these appear in the Chronology.

    When the question has been saved, it will then be added to the existing bank of questions available to the Form Definition focus.

  • Constraint ListConstraint List

    If the question is constrained, the Constraint List box allows you to enter items that will be displayed on the form as a drop-down list. Such items should be entered as a list by using the Return key, for example, 

    Yes
    No

    When constructing a constrained list ensure that the field length is set to be at least one character greater than the longest option within the list. If you don’t do this an error message will appear: <question> is greater than the maximum permitted of <character length>.

  • Question SelectorQuestion Selector

    The Question Selector is the foundation of a form. It is a two pane panel which will either be pre-populated in the left pane for an existing form or will be blank for a new form. The right pane will list all available questions with the facility to define additional questions.

    Construct a New Report Form

    A Form is constructed of panels which are created for each Question Group. Questions are then added to these Groups.

    Prepare the questions for the new form and add them to the Question bank before or during the new form construction. To do this, click the ctions menu icon and select Create New Question. This will open the Question Definition window. To populate the form select the first question, click on the Actions menu icon and select Create Question Group. This will open Question Group window for you to enter the name of the Question Group. This name will head the panel for that group of questions. Enter Guidance Notes if required, the Number on Form and whether the group is a Repeater Group or not. Subsequent questions can be added to the Group by highlighting the question and selecting Add Question to Form or Add Question to New Group on Form from the Actions menu. The group of questions can be edited; highlight a Question Group and click on the Actions menu icon, select either Edit Group or Delete Group. Click on a Question then from the Actions menu the only option is to select Delete Question from Group. Questions can be moved Up or Down within a Group.

Set ACL (Action Control List)

  • OverviewOverview

    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 Priority Favour Deny or Favour Allow 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 ListAccess 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.

    To define an Action Control List:

    1. Enter an informative Description.
    2. 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.
    3. Set Read Summary, Read Details and Write permissions by highlighting the Name (Who) and clicking the required button for each level.
    4. This can be repeated to encompass all areas, eg Post, to be set for the data.
    5. 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.
    6. Click Done.
    7. This will return you to your previous page; the record must then be Saved before closing the focus page.
  • Access PrioritiesAccess 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.