CareDirector Youth User Guide
Contents
1. Select All Ball Asset A Core Asset Placement Alert Form ma m PE Stages Info Ball Recommendation 29 05 2015 Na OK Close Figure 2 11 Initiate Case Transfer dialog box Use the Transfer Type drop down list to specify if you want to fully transfer the case or if the transfer is part of a caretaking arrangement The Stages Info field displays the last completed stage included in the transfer Specify how CareDirector Youth transfers the case using the Delivery Type drop down list The following options are available Connectivity the case will be sent directly to the specified YOT or secure establishment ae s Chapter 2 Form Documents Secure E mail the case will be sent as an XML attachment of an e mail to the specified address Select the YOT or secure establishment from the Destination drop down list Select the organisation unit of the specified YOT or secure establishment from the Organization unit drop down list Select the documents included in the transfer in the Select EYE Document s pane If you are transferring the case by e mail specify the sender and receiver s e mail addresses the subject and the body of the email in the appropriate fields Click the OK button The transfer process begins and a message is displayed on the Previous Stage s dialog box and the main Asset Plus screen to indicate that a transfer has occurred You can review the progress2. Alternatively to end multiple assignments select the check boxes of the assignments and click the End Co Assignment button Click OK The assignment is ended 33 Chapter 2 Form Documents If a stage is completed stopped or cancelled CareDirector Youth automatically ends co assignments for sections in that stage Managing Assessment Attachments This section describes how to manage assessment attachments It contains the following Attaching a file to an Assessment eee cece cee eee e cece cece eee ee cece ee ececeeeceeeeeeeeeeeeee 34 Opening Assessment Attachments 2 occ cece eee cee cece cece eee e cece LLALL LaL aooaa nnna 36 Modifying and Deleting Attachments 2 2 2 222 c ee cece eee ce cece cece ccc e eee ee cece ceeeeeeeeees 37 Attaching a file to an Assessment You can attach an external file to an assessment For example a copy of a letter containing supporting information To attach a file to an assessment do the following 1 Click Attachments on the toolbar on the window of the assessment You can also display this window for a specific section by clicking the menu button on the section heading and clicking Attachments The Attachments window is displayed This window lists any existing attachments 34 Chapter 2 Form Documents Attachments i H E Assessment Current section Section 1 _ UY Filter Upload New 0 No
3. careworks H 0 A KA FA 3 OD N 4 A J w 1 es Q Lg 1 VI p gt l 2 A NA Y Q l S I Bs 0 0 D wy Pa Graphical Conventions This icon indicates a note in the text Notes are used to provide important background material or expanded explanations to help you fully understand the concepts discussed in the text This icon indicates a tip in the text Tips provide alternative ways to accomplish a task being described in the text They are also used to inform you of ways you can apply skills described in the text to enhance your productivity This icon indicates a caution or warning in the text Cautions are used to advise you of a safe way to accomplish a task that if carried out incorrectly could result in the loss of data or some similar mishap Typographical Conventions e Courier new font indicates a file or directory name a piece of code or text that you must type e Italic text indicates an element of the interface a pane or a category e Bold text indicates a menu or button name or anything you can select on screen e Courier new Italic font indicates a replaceable term in a piece of code directory path or URL We Would Like to Hear From You CareWorks endeavours to design and produce documentation that is comprehensive accurate and easy to use However there s always room f
4. Chapter 2 Form Documents Depending on how your organization has configured a form it may only be possible for users with the special permission Can Authorize Form to set the status to Closed Contact your administrator for more information To set the status of a Documentation record to Closed do the following 1 Select Closed from the Status drop down list on the Documentation window New fields are displayed on the Documentation window 2 Click the Sign off By lookup button to select the user that reviewed and approved the completed form The Look Up Record dialog box is displayed 3 Select a user by scrolling through the list or entering the name in the Search field and clicking the lookup button 4 Click OK to close the Look Up Records dialog box Select a date for the Sign off Date field 6 Click Save amp Close on the Documentation toolbar Closed forms cannot be modified Managing Asset Plus Assessments This section describes Asset Plus assessments These assessments are completed in stages The stage is identified at the beginning of the assessment and after each managerial sign off Sign off is periodically performed until the assessment completion at the end of the young person s contact with the YOT The assessment is broken into stages which are each signed off before proceeding to the next stage The current stage determines which sections are included in the ongoing assessment until the next managerial
5. sign off This section contains the following Chapter 2 Form Documents Creating an Asset Plus Assessment 2222222122 11 Completing a 56600 9 9 92 13 Requesting Section Sign Off 14 Signing off Asset Plus 56601095 222222 15 Completing a Stage 2222222222 17 Stopping a Stage a 17 Cancelling a Stage 00 o oo ieee ccc cee a 18 Starting a new Stage 2222 19 Viewing Previous Stages 2222212222 19 Managing Case 1 95165 22 21 Creating an Asset Plus Assessment To create an Asset Plus assessment for a person do the following 1 2 Select the person that the assessment relates to using Client Search Click Asset Plus on the main navigation pane The Asset Plus assessment for the selected person is displayed Click Create Stage and specify the current stage of the assessment The appropriate sections for the stage are displayed Click on a section to complete the questions in that section The section and its questions are displayed Chapter 2 Form Documents Asset Plus Core Record Windows Internet Explorer Core Record 2 Client Details Ann Doyle 222 DoB 01 01 2001 Gender Male Q Address BC Details 0 Fo Stage Review Se Status In Progress Non Irish County POSTCODE Stage Owner Careworks Admi Stage Proxy Owner Save EA save And Close Section Information A Print Print History Attachments Co Assignees Spell Check al Expand All g Collapse All 4 Core Reco
6. Assignee 2601551085 2 33 Ending a Co Assignment a 33 Co Assigning Sections To co assign a section do the following 1 Click the Co Assignees button The Co Assignees dialog box is displayed Co Assignees Group By Please Select N Section All N Show All N Assign End Co Assignment Close Figure 2 17 Co Assignees Dialog Box 2 Click the Assign button 31 Chapter 2 Form Documents The Add Co Assignee s dialog box is displayed Add Co Assignee s User CheckyUncheck All Pa po a Core Record Civil measures and other informal outcomes Alerts and flags Contact with Services 4 Living Arrangements Learning Education Training and Employment Commu Caring Responsibilities Save Close Figure 2 18 Dialog Box Select User or Team from the first drop down list to search for a user or team to co assign to Click the search button to search for a user or team Before searching you can enter a name or part of a name in the text box Click the green plus button to select the user or team in the search results Select the check boxes of the sections you want to co assign Click the Save button The selected user or users in the selected team now have access to the selected sections For more information about modifying access see Setting Co Assignee Permissions on page 33 ae Chapter 2 Form Documents Viewing Co Assignees To view the co a
7. Form Documents The following table lists the information displayed on the Case Transfer Transmission screen Displays a description of the case transfer in the following format Description Transfer Status for Client Name DOB from Sending YOT to Receiving YOT Specifies if full responsibility was transferred or if the transfer was Transfer Type part of a caretaking arrangement YOT Organisation Displays the other YOT involved in the transfer Displays any actions performed by the receiving YOT A transfer can have one of the following statuses Action e Reject the receiving YOT has rejected the case e Accept the receiving YOT has accepted the case Rejection Reason Displays the reason specified if the receiving YOT rejects the transfer Modified On Displays the date and time of the most recent action on the transfer Specifies if the case was transferred to or from your YOT ieee Specifies the user who performed the most recent action on the transfer Displays the current status of the transfer A transfer can have one of the following statuses In Progress CareDirector Youth is currently transferring the Case Waiting the case is queued for transfer Sent CareDirector Youth has sent the case to another YOT ora Status secure establishment Received CareDirector Youth has received the case from another YOT A user must accept or reject the transfer Failed a communica
8. attachments have been uploaded for this assessment 2 Select the section that the attachment relates to and click Upload New The Select Attachments dialog box is displayed 35 Chapter 2 Form Documents attachment Webpage Dialog 4 Attachments Add Files w Start Upload X Cancel Pending Clear Finished 3 Click Add Files and browse to and select the file you want to attach Repeat to attach additional files 4 Click Start Upload to attach all selected files or Start to attach individual files Done is displayed beside a file after the attach process completes 5 Click Close Opening Assessment Attachments To view a file attached to an assessment do the following 1 Click Attachments on the toolbar on the window of the assessment The Attachments window is displayed This window also lists all files attached to the assessment You can also display this window for a specific section by clicking the menu button on the section heading and clicking Attachments 2 To only show attachments for a particular section in the assessment select the section from the Section drop down list and click the Filter button Click the name of the attachment to open that file 4 Click Close 36 Chapter 2 Form Documents Modifying and Deleting Attachments To rename a file attached to an assessment or delete an attachment do the following 1 Click Attachments on the toolbar on the window of
9. e cee cee cece ee eeseeeeeeeeees 15 Completing a Stage 2112212211 17 Stopping a Stage 2222221211 17 Cancelling a Stage 2212221211 18 Starting a new Stage 22222 19 Viewing Previous Stages 2 19 Managing Case Transfers 22222222 21 Transferring a 6856 a 21 Reviewing Case Transfers 23 Receiving a Case a 26 Ending a Case Transfer 2222222 29 Copying Answers 2222 30 Managing 60 55187665 22 31 Co Assigning Sections 2222222221 31 Viewing Co Assignees 2122221222 33 Contents Setting Co Assignee Permissions 222 33 Ending a Co Assignment _ 2 2222 2 cece cece cece eee e cece cece eee ee eens ceceeeeeeeceseeseeeee 33 Managing Assessment Attachments 2 22 c cece eee eee cee cee cee cece eee e eee eeeeeee 34 Attaching a file to an Assessment 221211 34 Opening Assessment 6 65 36 Modifying and Deleting 86 5 6 37 AUGIEING ANSWERS 0 surah atan Pa ese a apog BOO EG 37 Comparing Answers ccc cec cece ccc cecceccecceeceecceceeeceeceeceeceecceeceeceeceeseere 38 Printing a Form Document in Microsoft Word cece eee cee ccc eee cece cceeeeeees 40 Printing a Form Document 2 40 Viewing the Print 115 0 7 a 42 Chapter 3 Managing YJMIS Reports 2222 43 Generating a YJMIS 60 43 Reviewing YJMIS 605 45 Extracting YJMIS Reports 47 Reviewing YJMIS R
10. oder Nd KAAU LUATADAL DANG UAT EL AGA 0 21 Reviewing Case 1 805165 a 23 Receiving a 6856 2222222211 26 Ending a Case Transfer 29 Transferring a Case You can choose to transfer full responsibility and case management of a young person s case to another YOT or you can make the transfer as part of a caretaking arrangement Caretaking arrangements implement the YJB Electronic Yellow Envelope EYE process to allow another YOT or a secure establishment to take care of the case while the originating YOT retains responsibility for the young person To transfer a person s case the person must not have any stages in progress and have at least one completed stage with sections marked as validated for EYE For more information see Completing a Stage on page 17 To transfer a case to another YOT do the following 1 Click Previous Stages on the toolbar of the Asset Plus assessment to display the completed stages of the assessment The Previous Stage s dialog box is displayed For more information see Viewing Previous Stages on page 19 2 Click the Case Transfer button The Initiate Case Transfer dialog box is displayed 21 Chapter 2 Form Documents fy Initiate Case Transfer lranster lype gt gt Care Taking Arrangement Delivery Type K Connectivity Destination JB Placements Team Production System lt Organization Unit YJB Placements Team Production gt Select EYE Document s
11. of the transfer on the Case Transfer Audit screen For more information see Reviewing Case Transfers on page 23 Reviewing Case Transfers You can review the status of cases transferred to or from your YOT on the Case Transfer Audit screen To review a case do the following 1 Click Case Transfer Audit under Youth Offending on the main navigation pane The Case Transfer Audit screen is displayed Case Transfer Audit Transfer Type All lv Transmission Direction All M Destination Originating YOT Wokingham YOT Wokingham YOT Wokingham YOT Wokingham YOT Wokingham YOT Bracknell Forest YOT Wokingham YOT Wokingham YOT Wokingham YOT Barnsley YOT Barnet YOT Hf Ja 5 Ba 8 JB 8 8 8 8 8 jm Client Number Date From Y Filter Reset Filter Destination Originating YOT To All Client Date Of Birth Client No Status Transfer Type Sk Sa 01 01 2001 30533 Received Complete Case A Na In 01 01 2001 30532 Failed Complete Case Na In 01 01 2001 30532 Completed Complete Case Na In 01 01 2001 Received Complete Case PO AA 01 01 2001 20125 Sent Care Taking Arrangem Na In 01 01 2001 Failed Complete Case Bradd Wiliams 02 02 1987 36413 Sent Complete Case Na In 01 01 2001 30532 Failed Complete Case JA SP 01 01 2001 Received Complete Case JA SP 01 01 2001 Received Complete Case John Smith 18 01 1999 36513 Failed Complete Case John Smith 18 01 1999 36513 Received Complete Case gt Viewing 1 50 of 1
12. window Chapter 2 Form Documents Displays the print history window For more information see Viewing the Print History on page 42 0 Attachments Displays the Co Assignees window For more information see 1 Co Assignees Managing Co Assignees on page 31 Expands all of the sections in the assessment to display the questions contained FH collapse Al Closing a Form Document This section describes the process for closing a form A form remains open until it is saved with a Closed status While it is open a form can still be updated and the changes saved CareDirector Youth refreshes any personal information retrieved from other records each time an open form document is displayed When the questions in a form have been fully completed the status should change from In Progress to Complete and then Closed If the form requires sign off by a manager a user with the special permission Can Authorize Form must change the status from Complete to Closed This section contains the following Setting a Form Document to Completed 2 222222212 9 Setting a Form Document to Closed Setting a Form Document to Completed To set the status of a Documentation record to Complete do the following 1 Select Complete from the Status drop down list on the Documentation window New fields are displayed on the Documentation window 2 Select a date for the Completion Date field Click Save amp Close on the Documentation toolbar
13. 67 Results Figure 2 12 Case Transfer Audit Screen 9 Chapter 2 Form Documents 2 If necessary you can filter the cases displayed based on the type of transfer the client s number whether the case was sent or received the name of the other YOT and the date of the transfer 3 Double click on the case transfer you want to review The Case Transfer Transmission screen is displayed Case Transfer Transmission Back Accept Reject 3 Show Traces Case Transfer Audit Details Description Update Received Caretaking Case Transfer for Na In and 01 Jan 2001 from Modified On 14 May 2015 16 53 18 Development to CW Dev PA 3 Transmission Direction Received Transfer T a User YOTO isation CW_Dev rgan a Status Failed Action Delivery Type Connectivity _ Client Details Client Na In Address 0 Date Of Birth 01 Jan 2001 Ba Gender Female PostCode postcode Stages Stage Stage Owner Completion Date Transmission Direction Case Closure Stage Owner 14 05 2015 00 00 00 Received Figure 2 13 Case Transfer Transmission Screen The Case Transfer Transmission screen displays detailed information about a transfer The following table describes the buttons on the toolbar Displays the Accept Case Transfer dialog box For more information see Accepting a Case Sent Directly on page 26 Displays the Trace window This window lists log messages for the execution of the transfer Show Traces 24 Chapter 2
14. Deliveries The YJMIS Delivery History screen lists all reports extracted by your organisation You can filter the view to display only the following e Completed Deliveries e Connectivity Deliveries e Export Deliveries e In Progress Deliveries e Secure Email Deliveries e Waiting Deliveries To view the details of a particular delivery double click on the delivery The YJMIS Delivery Detail screen is displayed This screen displays detailed information about the delivery YJMIS Delivery Detail 25 Back 3 Refresh EJ Delete Delivery Log Details Delivery Type Delivery Status Chunk Status Statistics Delivered Chunks Executed Date Completed Date Export Completed Completed 30 of 30 23 Apr 2015 15 09 41 23 Apr 2015 15 15 44 Execution Scheduled Modified On User Progress Elapsed Time Figure 3 4 YJMIS Delivery Detail Screen 49 No 23 Apr 2015 I igo Garro 0 06 02 Chapter 3 Managing YJMIS Reports The following table describes the button on the toolbar Refreshes the information displayed The following table lists the information displayed for the report Generated YP Details a the number of young person elements processed for the Completed Date Displays the date and time at which report generation completed Elapsed Time oe the length of time between the start time and the completed 50 Index A O assessments overview 5 forms 6 printing 40 asset plu
15. a Form Document in Microsoft Word This section describes the process for printing a form document in Microsoft Word It contains the following Printing a Form Document 222 c eee ec eee cece ccc ee ccc ccc e ccc eeecceeeceeeeceucceeeeceeeceeueeees 40 Viewing the Print History o eee cece ccc eee cece eee cece eee eee eee cece ceeceeeeeseesseeees 42 Printing a Form Document To print an assessment using Microsoft Word do the following 1 Click Print on the assessment toolbar The Print Assessment window is displayed 40 Chapter 2 Form Documents Print Assessment Sections A E Template Save Document in Print History gt Print with selected values Sections to Include M Check Uncheck All Section 1 Section 2 Print Close Select the assessment section to print from the Sections drop down list To print all sections in the assessment select All To select multiple but not all sections select All and then clear the appropriate check boxes from the Sections to Include list Select the print template from the Template drop down list that defines the format of the printed version of the assessment Templates are defined by your organization Contact your administrator for more information Indicate if this instance of printing should be recorded in the print history Indicate if the printed version contains the selections made for multi option questions Click the Print butto
16. ction A message is displayed to indicate success Click OK 4 Click Close If you approve a section in error you can click the green check mark on the section to set the section back to in progress 16 Chapter 2 Form Documents Completing a Stage When all of the sections in a stage are completed and if required signed off you can complete the stage to move on to another stage To complete a stage do the following 1 Click the Complete Stage button on the toolbar The Complete Stage dialog box is displayed Complete Stage By completing this stage you are confirming that all relevant areas of the assessment have been updated to reflect the current and most up to date circumstances of the young person Do you wish to continue Stage Transfer YOT to YOT Stage Owner Tevinder Singh Completion Date 26 08 2015 Do you wish to validate this stage for EYE Bail Asset A Core Asset Placement Alert Form V Placement Confirmation Form OK Cancel Figure 2 7 Complete Stage Dialog Box 2 Indicate if the sections in the stage are validated for EYE transfer 3 Click OK If any of the selected sections are not valid according to the EYE schema an error message is displayed Stopping a Stage If a young person s circumstances have changed sufficiently that the current stage is no longer relevant you can stop the stage to start a different stage For example the current stage is Referral In Chapter 2 F
17. eport 665 6 26 21211 49 NG aia baseless ea eee peers te te eee neces PR 51 Chapter 1 Introduction This chapter contains the following sections Overview DA Overview This guide describes how to work with assessment documents in CareDirector Youth Form records define the layout and questions to be completed for different types of form documents The following categories of assessments are available in CareDirector Youth e Documentation a Documentation record uses a Form created by your administrator and composed of a set of questions Contact your administrator for more information about your organization s documents For more information see Managing Documentation Records on page 6 e Asset Plus CareWorks delivers an Asset Plus Form record This is an ongoing assessment throughout a young person s contact with the YOT The assessment is broken into stages which are each signed off before proceeding to the next stage For more information see Creating an Asset Plus Assessment on page 11 Chapter 2 Form Documents This chapter contains the following sections Managing Documentation 660768 2 eee e eee eee ec e ec c ee cee cece cece sees eeesceeeeeeseeneeeees 6 Managing Asset Plus Assessments 2222222212 10 Copying 5 65 2211111211 30 Managing Co Assignees 2222222222 31 Managing Assessment 0665 34 Auditing Answers 22222111 37 Comparing Answers aa 38 Printing a Form Document in Microsof
18. er document or from another question of the same type Your administrator can configure this mapping to occur under certain conditions If appropriate CareDirector Youth prompts you when completing a form to copy over answers from another document A http cwraiseapp01 YotWeb documentengineweb pages assessmentedit aspx orgname Live amp uid d3c86cd Windows Internet Explorer o amp mga Do you wish to copy selected answers forward v From Answer Vi Youth History 01 10 2014 00 00 00 Section Reports 01 10 2014 Document Youth History Question Date of First Report Section Historical Information Question Previous Incidents First Incident Date R Do not show again for the current Assessment Save Don t Copy R100 v Figure 2 16 Copy Selected Answer Forward Dialog Box To copy answers to the current document do the following 1 Select the check boxes of the answers you want to copy 2 Click Save The answers are copied to the current document Your administrator can also configure an assessment to automatically copy answers without prompting the user 30 Chapter 2 Form Documents Managing Co Assignees You can co assign one or more sections in an assessment to another user or team of users if their contribution is required to complete the sections This section contains the following Co Assigning 5661085 221212 31 Viewing Co Assignees 2222222221 33 Setting Co
19. for cancelling the stage and click OK The stage is discarded Starting a new Stage To create a new stage for an Asset Plus assessment do the following 1 Click Create Stage and specify the new stage of the assessment The appropriate sections for the stage are displayed 2 Click on a section to complete the questions in that section The section and its questions are displayed Viewing Previous Stages When a stage is completed or stopped CareDirector Youth saves a snapshot of the stage To access a previous stage do the following 1 Click Previous Stages on the toolbar Chapter 2 Form Documents 2 The Previous Stage s dialog box is displayed Previous Stage s Status Completed amp Stopp Y Stage All Snapshot After Snapshot Before Review Completed Status Date 13 04 2015 Stage Owner Careworks Administrator Case Transfer End Transfer Figure 2 10 Previous Stage s Dialog Box Snapshots of the stopped and completed stages of the assessment are listed You can filter the snapshots displayed using the search toolbar The following table describes the buttons on the Previous Stage s toolbar Resets the search filters Displays the sections of the snapshot 20 Chapter 2 Form Documents Managing Case Transfers This section describes how to manage the transferring of a young person s case to another YOT or secure establishment It contains the following Transferring a Case aa
20. he question You can filter the answers displayed to only those saved by a particular user or in a particular date range Comparing Answers You can compare the answer to a question with the following e Asset Plus assessment existing answers to the same question in other stages of the same assessment e Documentation record existing answers to the same question in the same type of assessment associated with another Documentation record To compare answers do the following 1 Click the grey question menu button and click Previous Answers on the menu 2 The Previous Answers dialog box is displayed 38 Chapter 2 Form Documents Previous Answers for Interpreter required Order 29 Assessment Current Compare With i Please select an assessment to compare from in the bar above Figure 2 20 Previous Answers Dialog Box Select the other stage or Documentation record to compare with from the Compare With drop down list The dialog box displays the answer to the current question and the same question in the selected stage or Documentation record 39 Chapter 2 Form Documents Previous Answers for Interpreter required Order 29 Assessment Current v Compare With Bail Recommendation 03 10 2014 N Post Court Report 03 10 2014 Interpreter required No v Bail Recommendation 03 10 2014 Interpreter required Close Figure 2 21 Previous Answers Dialog Box Printing
21. he questions contained Completing a Section When you have answered all questions in a section mark it as complete If necessary you can then request that a manager signs off the section When all sections in a stage are completed and if required signed off you can complete the stage For more information see Completing a Stage on page 17 To mark a section as complete do the following e Click the circle to the top right of the section link CareDirector Youth indicates that the section is complete by displaying a green check mark If the section is a section that requires sign off by a manager CareDirector Youth displays a yellow exclamation mark For more information about requesting sign off see Requesting Section Sign Off on page 14 Chapter 2 Form Documents Requesting Section Sign Off To request sign off of a completed section do the following 1 Click the Request section sign off button on the section Figure 2 3 Request section sign off Button The Request Assessment Section SignOff dialog box is displayed The Request Assessment Section SignOff dialog box lists all completed sections in the current stage Request Assessment Section SignOff Sign Off Request Date 03 10 2014 Manager Debugging Account Request All Do Nothing Explanations amp Conclusions Request Do Nothing Pathways amp Planning Request Do Nothing Request Close Figure 2 4 Request Assessment Section SignOff Dialog Box 2 C
22. included Specify if all data in CareDirector Youth is updated before launching the report using the Complete YOT Refresh check box If you are launching an Incremental Extract report specify the start and end dates 44 Chapter 3 Managing YJMIS Reports 6 If you do not want to launch the report immediately select the Schedule check box and enter the date and time when the report should run Specify the information included in the generated data using the Supporting Data Settings pane Click the Create button If the report was not scheduled for the future CareDirector Youth generates the report For more information about reviewing the progress of the report see Reviewing YJMIS Reports on page 45 Reviewing YJMIS Reports The YJMIS Report List screen lists all reports generated by your organisation You can filter the view to display only the following e Completed Reports e In Progress Reports e Incremental Extract Reports e Initial Extract Reports e Waiting Reports The following table lists the columns displayed for each report Report Type Indicates if the report is an initial or incremental report Start Date Displays the first date of the data in the report Complete YOT Refresh Indicates if all data in CareDirector Youth was updated before launching the report Displays the number of elements in the report that CareDirector Youth Processed Count has processed 45 Chapter 3 Managing YJMIS Rep
23. ing Client field CareDirector Youth creates a new Client or updates the selected existing Client with the following Asset Plus Stages Client Data Client Relationships Disposals Episodes Targets Future Targets Hearings Offences Incidents If CareDirector Youth fails to accept the case the Status changes to Failed You can attempt to accept the case again by clicking the Resend button Information about the failure is written to the event log Contact your administrator for more information Rejecting a Case Sent Directly To reject a case transferred to your YOT do the following 1 Click Case Transfer Audit on the main navigation pane The Case Transfer Audit screen is displayed 2 Filter the cases displayed by setting the Transmission Direction drop down list to Received and set any additional filter criteria Click the Filter button 4 Double click on the case you want to accept The Case Transfer Transmission screen is displayed Click the Reject button on the toolbar 6 The Reject Case Transfer dialog box is displayed 28 Chapter 2 Form Documents Reject Case Transfer Rejection Reason Rejection Reason Other Reject close Figure 2 15 Accept Case Transfer Dialog Box 7 Select a reason for the rejection from the Rejection Reason drop down list This reason is displayed on the Case Transfer Transmission screen 8 Click Reject CareDirec
24. k Close on the Print records window 42 Chapter 3 Managing YJMIS Reports This chapter contains the following Generating a YJMIS Report 43 Extracting YJMIS Reports 0 47 Generating a YJMIS Report You can generate YJMIS reports from the YJMIS Report List window The content is defined by your organization and is generated in a format defined by a YJMIS schema For more information contact your administrator To generate a new report do the following 1 Click YJMIS Report List under Youth Offending on the main navigation pane 2 Click New on the toolbar The YJMIS Report Create dialog box is displayed 43 Chapter 3 Managing YJMIS Reports YJMIS Report Create Report Type Complete YOT Refresh Schedule faa Supporting Data Settings Accommodation at start of disposal h Address partial postcode Address sub area Asset supporting data AssetPlus Care history AssetPlus Factors for desistance AssetPlus Family behaviour AssetPlus General AssetPlus Learning and ETE AssetPlus Living arrangements J K SS OBO I Create Close Figure 3 1 YJMIS Report Create Dialog Box Specify the type of report using the Report Type drop down list The following options are available Initial Extract the data of all clients is included in the report Incremental Extract only the data of clients updated between the specified start and end dates is
25. lays all logs related P S to the generation of the report 46 Chapter 3 Managing YJMIS Reports Displays the YJMIS Delivery History window for the current report If you click this button on the main YJMIS Report List screen the history is displayed for all deliveries For more information see Reviewing YJMIS Report Deliveries on page 49 Delivery History The following table lists the information displayed for the report Generated YP Details sa the number of young person elements processed for the Completed Date Displays the date and time at which report generation completed Elapsed Time ge the length of time between the start time and the completed Extracting YJMIS Reports You can extract generated YJMIS reports directly to a YJMIS system an e mail or to a new file on the server To extract a report do the following 1 Double click the report on the YJMIS Report List screen The YJMIS Report Detail screen is displayed For more information about this screen see Reviewing YJMIS Reports on page 45 47 2 Click Deliver on the toolbar The YJMIS Delivery Create dialog box is displayed Chapter 3 Managing YJMIS Reports YJMIS Delivery Create Delivery Type Schedule C n Sign Off Name Sign Off Role Sign Off Phone sign Off Date YOT Comments Create Figure 3 3 YJMIS Delivery Create Dialog Box Close 3 Specify how the report will be delivered using the Deliver
26. lick the Request button for the section you want to request sign off Enter any information about the section that you would like to share with your manager regarding the sign off in the Comments field 4 Click the Request button at the bottom of the dialog box Chapter 2 Form Documents A message is displayed to indicate if the request was sent 5 Click the Close button If you request sign off for a section in error you can click the yellow exclamation mark on the section to set the section back to in progress Signing off Asset Plus Sections Some sections in an asset plus assessment require sign off by a manager before the next stage of the assessment can start To sign off a section requested for sign off by a user that you manage do the following 1 Click the Countersign button on the section Figure 2 5 Countersign Button The Sign Off Assessment Sections dialog box is displayed The Sign Off Assessment Sections dialog box lists all sections in the current stage awaiting sign off Chapter 2 Form Documents Sign Off Assessment Sections SignOff Date 05 11 2014 Accept All Decline All Do Nothing Pathways amp Planning Accept Decline Do Nothing Requested By Uat User 2 Stage Owner Ok Close Figure 2 6 Sign Off Assessment Sections Dialog Box 2 Click one of the following buttons Accept approves the section Decline refuses the section Do Nothing ignores the se
27. n The assessment is displayed in Microsoft Word Contact your administrator for more information about configuring the format of the assessment content including colour and font style and size Select File Print on the Microsoft Word to print the document The document is sent to the printer 41 Chapter 2 Form Documents You can also print a specific section by clicking the menu button on the section heading and clicking Print Viewing the Print History To view information about each time an assessment was printed by a user do the following 1 Click Print History on the assessment toolbar The Print records window is displayed ra Print records for Core Record Section Core Record Y Filter September 2014 CoreRecord docx Created on 10 09 2014 12 17 37 by Careworks Administrator Section print of Core Record Printed with template Core Record docx Print before meeting CoreRecord docx Created on 10 09 2014 12 16 50 by Careworks Administrator Section print of Core Record Printed with template Core Record docx Print before meeting All recorded instances of printing of the selected assessment or section are displayed 2 To only show the history for a particular section or sub section in the assessment select the section from the Section drop down list and click the Filter button 3 Click the edit button to modify the comment Click the delete button to delete the record 4 Clic
28. or improvement As a customer we consider you the most important critic of our documentation If you think there s anything in this guide that we could have done better we d like to hear from you Please send your comments to technical_ publications caredirectorsoftware com Unit 5B Sandyford Business Centre Unit 3C Tournament Court Blackthorn Road Sandyford Industrial Estate Edgehill Drive l Warwick CV34 6LG Dublin 18 Ireland UK Phone 353 0 1 294 9560 Phone 44 0 2890 327329 Fax 44 0 2890 242585 Fax 44 0 2890 242585 Log all incidents and service requests at http service careworks ie Contents 3 5 Chapter 1 Introduction AHA 5 0 Chapter 2 Form 206655 222 2222 2 cece cece eee cence eee cece cece cece eens eeeceeseeeeeeeeeee 6 6 Managing Documentation Records Creating New Documentation a 6 Completing a Documentation 55655760 22221 Closing a Form Document 222 22 cece eee eee LaaLa LLALLA LLALLA LLa LLa aLaaa 9 Setting a Form Document to 0 6 66 gt 9 Setting a Form Document to 6 0566 2221 10 Managing Asset Plus 55655760 202 0 cece cece cece cece ec cee cee cceseeseessetseeseeeeees 10 Creating an Asset Plus 1556557767 cece cece eee cece e aooaa aa aano oaaao oonan 11 Completing a 56600 2122121111 13 Requesting Section Sign 01 921211 14 Signing off Asset Plus 566085
29. orm Documents Prevention but the young person has been arrested and appeared in court where a Pre Sentence Report was requested The information recorded in the assessment is still relevant but a Pre Sentence Report stage is required now instead To stop a stage do the following 1 Click the Stop Stage button on the toolbar A confirmation dialog box is displayed Stop Stage A Stopping a stage will create a snapshot If you wish to discard the changes then the stage should be cancelled instead of stopped Do you want to continue Stage Review Stage Owner Careworks Administrator Stop Date 03 10 2014 Reason OK Cancel Figure 2 8 Stop Stage Confirmation 2 Enter a reason for stopping the stage and click OK A snapshot of the stage is saved For more information see Viewing Previous Stages on page 19 Cancelling a Stage To discard a stage that is no longer relevant you can cancel it To cancel a stage do the following 1 Click the Cancel Stage button on the toolbar A confirmation dialog box is displayed Chapter 2 Form Documents x A Cancelling a stage will discard all changes If you wish to create a snapshot then the stage should be stopped instead of cancelled Do you want to continue Stage Bail Recommendation Hearing 15 May 2000 Sentence Stage Owner Careworks Administrator Cancellation Date 03 10 2014 Reason OK Cancel Figure 2 9 Cancel Stage Confirmation 2 Enter a reason
30. orts Indicates if CareDirector Youth validated the report against the YJMIS schema One of the following statuses is displayed e Valid the report was validated against the YJMIS schema 093 e Warning the report was not validated against the YJMIS schema Validation Status but one or more invalid elements were removed The number of invalid elements is displayed in the Error Count column Not Valid the report was not validated against the YJMIS schema and the report cannot be generated The number of invalid elements is displayed in the Error Count column Created By Displays the name of the user that launched the report To view the details of a particular report double click on the report The YJMIS Report Detail screen is displayed This screen displays detailed information about the report YJMIS Report Detail 34 Back 3 Refresh 3 Report Log Deliver Delivery History Ea Report Clients Details Report Type Incremental Extract Execution Scheduled No Report Status Completed Modified On 24 Apr 2015 Start Date 01 Jan 2015 User I igo Garro End Date 30 Apr 2015 Statistics Generated YP Details 7 of 7 Progress 0 UY Executed Date 24 Apr 2015 11 47 23 Elapsed Time 0 05 08 Completed Date 24 Apr 2015 11 52 31 Figure 3 2 YJMIS Report Detail Screen The following table describes the button on the toolbar Refresh Refreshes the information displayed Report Lo Displays the YJMIS Report Log screen which disp
31. rd Young person s details Parents carers details Offending amp Anti Social Behaviour Offending amp Anti Social Behaviour Hi Civil measures and other informal out Alerts and flags Contact with Services 4 Personal Circumstances Living Arrangements Learning Education Training and E Caring Responsibilities Care History Intervention Summary Stage Details 4 Core Record Assessment stage Review Date of Panel pa 4 Young person s details Surname Doyle First Name Ann Middle Name Al Other names alias Gi New First Name Middle Name Surname Gender Male Date of hirth 100 Figure 2 2 Asset Plus Section Use the Navigation pane to select sections and answer the questions in the main form Click Save And Close Answers to questions with the symbol are saved to the appropriate field in a CareDirector Youth record Contact your administrator for more information 21 Chapter 2 Form Documents The following table describes the buttons on the assessment toolbar Saves the answers in the assessment and closes the window Displays the print history window For more information see Viewin Print History Po 0 the Print History on page 42 0 Attachments Displays the Co Assignees window For more information see Co Assignees Managing Co Assignees on page 31 73 Spell Check Expands all of the sections in the assessment to display t
32. s P case printing accepting 26 history 42 ending 29 importing 26 receiving 26 Q rejecting 28 questions transferring 21 copying answers 30 reviewing 23 Y creating 11 YIMIS 3 section completing 13 request sign off 14 sign off 15 stage cancelling 18 completing 17 previous 19 starting 19 stopping 17 D documentation 6 10 completing 7 creating 6 Eye 21 F forms assessments 6 closing 9 10 completing 9 forms and documents 6 introduction 5 51
33. ssignees for a stage do the following 1 Click the Co Assignees button The Co Assignees dialog box is displayed Specify if co assignees are displayed in groups of users and teams or sections using the Group By drop down list Select the section for which you want to display co assignees using the Section drop down list Specify if only active co assignments are displayed or if ended co assignments are also displayed using the Show drop down list The co assignments displayed are updated based on the selected criteria Setting Co Assignee Permissions By default co assigned users have edit permission to the specified section To modify the permissions for an assignment do the following 1 Click the Co Assignees button The Co Assignees dialog box is displayed Click the Change Privilege button beside the assignment For more information about filtering the assignments displayed see Viewing Co Assignees on page 33 A Permission drop down list is displayed Select Edit or Read from the drop down list Click Save The permission for the assigned users is updated Ending a Co Assignment To end an assignment for a stage do the following 1 Click the Co Assignees button The Co Assignees dialog box is displayed Click the End Co Assignment button beside the assignment For more information about filtering the assignments displayed see Viewing Co Assignees on page 33 A confirmation dialog box is displayed
34. t Word o ccc cece cece eee cece ccc eceeeseeeeeeeeees 40 Managing Documentation Records This section describes Documentation records which save answers to questions completed for a person served by the organization All Documentation records use a form document defined by your organization by a Form record The type of form document used by a Documentation record is specified by the Form field on the Documentation window This section contains the following Creating New Documentation 22 6 Completing a Documentation Assessment e cece eee e cece eee e eee e cece ee ceecceeseeseeceeeeees 7 Closing a Form 066 2 9 Creating New Documentation To create a new Documentation record to complete a form document for a person do the following 1 Click Documentation on the main navigation pane 2 Click New on the toolbar The Documentation window is displayed il 9 O Chapter 2 Form Documents IG Documentation New Windows Internet Explorer o Documentation New a Li Li Save Save amp Close Save 4 New x Close 4 Current Record 4 General General Client Start Date Form Status Owner System User Careworks Administrator x 100 v Figure 2 1 Documentation window Set the Client field to the person that the assessment relates to Set the Form field to your organisation s form document that defines the assessment Set the Status
35. the assessment The Attachments window is displayed This window lists all files attached to the assessment You can also display this window for a specific section by clicking the menu button on the section heading and clicking Attachments 2 To only show attachments for a particular section in the assessment select the section from the Section drop down list and click the Filter button 3 Click the edit button to rename the file or add a comment Click the delete button to delete an attachment 4 Click Close on the Attachments window Auditing Answers To review previously saved answers to a question in an assessment do the following 1 Click the grey question menu button and click Audit on the menu 2 The Audit dialog box is displayed 37 Chapter 2 Form Documents Audit Did the class help you find employment User Date From Date To a NG October 7014 Edited by Careworks Administrator on 08 10 2014 17 27 26 New Value Yes Previous Value Maybe i ay Edited by Careworks Administrator on 08 10 2014 17 27 21 New Value Maybe Drame bis Ali Previous Value No Edited by Careworks Administrator on 08 10 2014 17 27 17 New Value No P pan mla W ali Yoo EYIOLS Value 5 Edited by Careworks Administrator on 08 10 2014 17 27 09 New Value Yes Baga Previous Value Close Figure 2 19 Audit Dialog Box The dialog box displays all previous answers to t
36. tion between the sending and receiving YOTs failed Information about the failure is written to the event log Contact your administrator for more information Completed the receiving YOT has successfully accepted the transfer Displays the name of the client whose case was transferred Date Of Birth Displays the client s date of birth Displays the client s gender Displays the client s address Chapter 2 Form Documents PostCode Displays the client s post code Importing a Case Sent by E mail To import a case transferred to your YOT by e mail do the following Save the XML attachment of the e mail received locally on your computer 2 Click Case Transfer Audit on the main navigation pane The Case Transfer Audit screen is displayed 3 Click the Import button The Import Case Transfer dialog box is displayed 4 Browse to the XML attachment on your computer Click the Import button CareDirector Youth imposts the case from the XML file Receiving a Case You can view cases sent to your YOT from another YOT on the Case Transfer Audit screen For more information see Reviewing Case Transfers on page 23 Before you accept or reject a case you can double click on a stage included in the transfer to view the Asset Plus window in read only mode Accepting a Case Sent Directly To accept a case transferred to your YOT do the following 1 Click Case Transfer Audit on the main navigation pane The Case Transfer A
37. to Not Started or In Progress Select the Start Date of the assessment Click Save amp Close on the toolbar Completing a Documentation Assessment To answer the questions in a Documentation form do the following 10 2 Click Fill Assessment on the Documentation toolbar If you are completing a form document configured to copy answers from other documents CareDirector Youth prompts you to copy over the answer from the previous document For more information see Copying Answers on page 30 The questions as defined by your organization are displayed Chapter 2 Form Documents 5 test Document CareWorks RAISE Health and Social Care Electronic Record System Test Document t Save Save And Close 4 Print Print History Attachments Co Assignees Spell Check PH Expand All A Collapse All Section 1 4 Section 1 Section 2 Date K 4 Section 2 Known to have witnessed domestic abuse Edit Known to have been a victim of parental carer abuse Edit 3 Use the Navigation pane to select sections and answer the questions in the main form 4 Click Save And Close The document form is saved with the Documentation record Answers to questions with the 7 symbol are saved to an appropriate field ina CareDirector Youth record Contact your administrator for more information The following table describes the buttons on the assessment toolbar Saves the answers in the assessment and closes the
38. tor Youth sends a reject messaged to the sending YOT If CareDirector Youth fails to reject the case the Status changes to Failed You can attempt to reject the case again by clicking the Resend button Information about the failure is written to the event log Contact your administrator for more information Ending a Case Transfer You can end the transfer of cases that were either transferred from or to your YOT To end a transfer do the following 1 Click Previous Stages on the toolbar of the Asset Plus assessment to display the completed stages of the assessment The Previous Stage s dialog box is displayed For more information see Viewing Previous Stages on page 19 A message is displayed on both the Previous Stage s dialog box and the main Asset Plus screen to indicate that a transfer currently applies 2 Click the End Transfer button The End Case Transfer dialog box is displayed 3 Click OK to confirm that you want to end the transfer The Case Transfer Transmission for the transfer is updated for review purposes For more information see Reviewing Case Transfers on page 23 lt 29 Chapter 2 Form Documents CareDirector Youth does not notify the other YOT or Secure Establishment that you have ended the transfer arrangement Copying Answers Your administrator can configure a document to copy an answer to a question from another question CareDirector Youth can copy answers from the same question in anoth
39. udit screen is displayed 2 Filter the cases displayed by setting the Transmission Direction drop down list to Received and set any additional filter criteria Click the Filter button 4 Double click on the case you want to accept The Case Transfer Transmission screen is displayed Click the Accept button on the toolbar 6 The Accept Case Transfer dialog box is displayed 96s 10 11 Chapter 2 Form Documents af Accept Case Transfer Received Client Details Client Details Name Ma In Date of Birth 01 01 2001 Gender Female postcode Stage Owner Merge with Existing Client Careworks Administrator No Yes Figure 2 14 Accept Case Transfer Dialog Box Select the user that will be set as the owner of the stages from the Stage Owner drop down list Specify if CareDirector Youth should create a new Client record or merge with an existing Client record If you set the Merge with Existing Client field to Yes do the following a Specify the Client record in the Selected Client field You can select a client in the Suggested Clients pane or manually search for another client b Specify if CareDirector Youth should create a new Referral record or add to an existing Referral record c If you set the Append to Existing Referral field to Yes select the referral from the Referral drop down list Click Next Click Accept to continue 27 Chapter 2 Form Documents Based on the Merge with Exist
40. y Type drop down list The following options are available Connectivity the report will be sent directly to the specified YJMIS system Secure E mail the report will be sent by e mail to the specified address Export the report will be saved to a location on the server This location is defined by your organisation For more information contact your administrator 48 Chapter 3 Managing YJMIS Reports 4 If you do not want to extract the report immediately select the Schedule check box and enter the date and time when the report should be extracted Enter the name of the person that approved the delivery in the Sign Off Name field Enter the role of the person that approved the delivery in the Sign Off Role field Enter the phone number of the person that approved the delivery in the Sign Off Phone field Enter the date on which the delivery was approved in the Sign Off Date field Enter any comments in the YOT Comments field e CON OD UI 0 If you are extracting to an e mail report specify the sender and receiver e mail addresses the subject and a message 11 If you are extracting to directly to a YJMIS system specify the destination and organisation 12 Click the Create button If the report was not scheduled for the future CareDirector Youth extracts the report For more information about reviewing the progress of the report see Reviewing YJMIS Report Deliveries on page 49 Reviewing YJMIS Report
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