Data Facilitator Manual Children`s Registry and Information
Contents
1. Step Type the full name of the city to be added in the space provided The city added will appear selected e g an X will be displayed in the checkbox Only cities that have been selected will be displayed in the corresponding drop down list Step 6 Select the UPDATE LIST option from the menu and the city will be added to the ist in alphabetical order To select a city click within the checkbox next to the city name Clicking within the checkbox will toggle between adding an X to the bor and removing the X from the Bos If there is an X present in the checkbox the city will be included in the associated drop down list there is no X present in the checkbox the city will not be available for selection from the drop down list Any changes made lo the records will not be completed until the UPDATE LIST option is selected im Edit a City To edit a city in the Cities List complete the following steps Step 1 Select the REPORTS option from the main menu The Reporting sereen will be displayed see Figure 1 Step2 Select the DEFINITIONS option The Definitions screen will be displayed see Figure 2 Step 3 Select the CITIES LIST option The Cities List screen will be displayed sce Figure 3 Step Select on the city name and modify the text Step 5 Select the UPDATE LIST option from the menu and the city will be added to the list in alphabetical order 12 CHRIS Data Facilitator Manu2. X 21 Select the CHANGE RESIDENCE COUNTY option CHRIS Help Desk 500 231 5747 29 30 CHRIS Data Facilitator Manual Frane 17 CHRIS Help Desk 800 231 5747 Reports The REPORTS option is used to generate standard and customized reports The data facilitator should be familiar with standard report options such as Tracking Timeline Action Needed Allsites Providers amp Contacts and Mass Screening reports see Figure 17 Data facilitators should provide users with on site support for report generation Reporting Sereen Reporter The Reporter program is used to generate customized reports in CHRIS It provides the Aexiilty to crente layouts ar to modify existing layouts In addition Reporter allows the creation of FileMaker scripts that can be customized to facilitate performing finds sorting and printing Reporter has no permission restrictions and is available to all CHRIS users however the creation of reports should only be performed by trained personnel A asic understanding of the CHRIS program and the FileMaker Pro application is required to design custom reports Typically the data facilitator regulates the usage creation and uniformity of site specific reports The CHRIS Reports Manual and Advanced Reports Manual are available on the CHRIS website at hip wwo chrismiami edu Users can also contact the CHRIS Help Desk to schedule a Reports Training session to learn mor
3. child uses to communicate in the home Because it is necessary to conduet screenings and evaluations in the primary language of the child all options should be available in the list Location List The Location List contains the location of an appointment or screening This information is used for Service Coordination and is helpful in arranging schedules and transportation It can also be used as a reference when communicating with service providers or for providing directions to parents On Hold Lit The On Hold List contains reasons describing why a child s record is on hold Providers amp Contacts List Providers are organizations that provide services that are regulated by FDLRS and the Florida Department of Education FDOE Contacts are employees within a provider organization who facilitate supplying a care service This screen allows each ito manage e providers nd ont appropriate far Sub Location List The Sub Location List is locally defined Users should agree om how this field will be used Some options are school number area or region of service school or service location name or other location This field is only useful if local parameters have been defined for ts use It may be used to generate reports or identify service needs CHRIS Help Desk 500 231 5747 Ficuae 3 Site Defined List Management Management of the sit defined lists is identical for all lists with the exception o
4. connectivity issues p Training Data facilitators are responsible for scheduling appropriate trainings for themselves and other CHRIS users Data facilitators should also distribute project updates and information to all local CHRIS users Contact the Help Desk to schedule a training session Reports All users can generate reports in CHRIS The Reporting screen see Figure 1 contains a list of reports that have been configured to generate results automatically according to Site specific requests Additional assistance may be required from the data facilitator to help users identify the correct find request and report option to produce the desired results In addition custom reports can be created using the Reporter program Data facilitators and other trained users can create customized reports and make them available 1o all users Additional information on reports frequently used by data facilitators can be found in the Reports section of this manual For detailed instructions on erating standard and custom reports see the Reports Manual and Advanced Reports Manual Citrix Gis provides secure access to data via the Interact froma single centralized master database while maintaining local case management functionality The implementation of sophisticated security measures ensures the confidentiality of children s records throughout the CHRIS system The data facilitator is responsible for setting up c
5. list of conventions used throughout this manual Bold The titles of CHRIS screens and screen sections are presented in bold faced type Halics Field names as well as references to tables figures and hands on exercises are presented in italics UPPERCASE CHRIS buttons and main menu options are presented in UPPERCASE letters Title Case CHRIS related reports functions and lists eg Duplicate Child Report Child Record Locator Code List are presented in Tile Case The IMPORTANT icon is used in the left margin to higi information essential to the integrity and or performance vor of CHRIS B The NOTE icon is used in the left margin to highlight information that deserves special attention The WARNING icon is used in the left margin to highlight information on how to avoid a potential problem or issue mama in CHRIS The HANDS ON icon is used in the lef margin to indicate a hands on exercise to be completed by the user telp Desk 800 231 5747 iv CHRIS Data Facilitator Manual Table of Contents Data Facilitator Responsibilities suisse Data Integrity Data Security User Access Login Information Data Entry Rules Data Formats Free Text Fields Drop Down Lists Timeline Guidelines Service Coordination Events Database Management Duplicate Record Reduction Recond Transfer On Site Support Data Facilitator Tools Definitions Site Defined Lists Site Defined List Management
6. Add a City Edita Cty Providers amp Contacts Add a New Provider Add a New Contact Edita Provider or Contact Inactivate a Provider or Contact Record Transfer Service County 2 Residence County 27 Reports sans Reporter a Allsites Report 32 Workload Report 33 Unduplicated Report 34 Duplicate Records 35 Marking Duplicate Records for Deletion 35 vi CHRIS Data Facilitator Manual Data Facilitator Responsibilities CHRIS data facilitators are the primary contacts for CHRIS users at the Florida Diagnostic and Learning Resources System FDLRS centers They also serve as center liaisons to the CHRIS project Data facilitators play a crucial role in maintaining an accurate database and as such are an extremely important part af the CHRIS project The data facilitators are expected to ensure data integrity provide on site support upgrade hardware and software coordinate training create reports and install the Citrix client Detailed descriptions of these specific responsibilities of CHRIS data facilitators are provided below Data Integrity Data facilitators are responsible for ensuring the integrity of the data contained inthe CHRIS database This is accomplished through data facilitator oversight of data security data entry and database management Data Security User Access The CHRIS database may only be accessed by authorized users Data facilitators are responsible for assigning users to CHR
7. Children s Registry and Information System Data Facilitator Manual acy HRI Technical Support Information 5665 Ponce de Leon Blvd Coral Gables FL 33146 800 231 5747 chris nevi edu tip ve chris miami edu About This Manual The purpose ofthis manual is 10 instruct Children s Registry and Information System CHRIS data facilitators in the use of the data facilitator tools provided in CHRIS These tools were designed to assist data facilitators in maintaining a well organized database environment For additional information on the CHRIS Project refer to the User Manual Reports Manual and Field Reference Guide AI support documentation can be retrieved from the CHRIS website at hii www chris miami edu This document was developed by the University of Miami Department of Psychology through CHRIS a special project funded by the Florida Department of Education Division of Publie Schools Bureau of Exceptional Education and Student Services BESS through federal assistance under the Individuals with Disabilities Education Act IDEA Part B Copyright State of Florida Department of State 2015 Authorization for reproduction is hereby granted to the state system of public education consistent with section 1006 39 Florida Statutes No authorization is granted for distribution or reproduction outside the state system of publie education without prior approval in writing Legend The following is a
8. IS and determining the proper access level for cach user The following levels of access are available in CHRIS 1 Record Access County Access Access to the data of one or more counties Site Access Access to the data of all the counties in one site Center Access Access tothe data of all the counties in one center 2 Record Edit Access View only View and edit View edit and de 3 Field Level Access te Service Coordination events and significant adults Access to Medicaid number and Social Security number Login Information User profiles including login information and access level are created and maintained by the CHRIS Help Desk staff All users must have their own username and password No community logins are allowed Users must keep their usernames and passwords secure They should not be shared or posted on the computer Data facilitators are responsible for completing the appropriate form to notify the Help Desk if a user account needs to be added or removed The New User Data Form must be completed to add a user account and an Inactive User Data Form must be completed to remove a user account Both forms are available on the CHRIS website at ht ore chris miami edu In order to maintain accurate user accounts data facilitators should notify the Help Desk when a user leaves and therefore should no longer have access to CHRIS Data Entry Rules The data facilitator should monitor th
9. LE TETTI Step Enter the search criteria in the appropriate fields to locate the child whose record needs to be transferred Step 5 Select the GO option Step 6 Select the TRANSFER ES option next to the child s record The Record Transfer Child Display sereen will be displayed see Figure 11 Fouts 11 Record Transfer Child Display Sereen TEE oa a ST Fora fee rente RE pace eo od ase oman ie i a eee uthis the hd record yow woud tke to rante 0 anther county RED Step 7 Verify that this is the correct child s record to be transferred Options YES Confirms that this s the correct childs record to be transferred NO Returns to the Child Demographic Information sereen CHRIS Data Facilitator Manual Step 8 Select the YES option The Record Transfer Rules sereen will be displayed Gee Figure 12 Piane 12 Record Transfer Rules Screen a ele tal nse Act Teer des 1 lrg he Cf Serve o te not m a cv el se VEW RR E mae yu sa ne ea pce 2 Cheong the any C ec tane not m your ser wren mlt move SER e nate faa noo we ie 2 ter open ocean ti esr ct od od voi oon ew ont acer eter SESE ss eg Toten ana ay CHANGE SERVICE COUNTY Modifies the Service County field CHANGE RESIDENCE COUNTY Modifies the Residence County field CANCEL Abandon the record transfer process and retums
10. RANSFER option is displayed in the main menu of the Tracking Summary and Demographie screens see Figure 8 Step 2 Select the RECORD TRANSFER option from the main menu Step 3 For this example use the record that was already selected Select the CURRENT option The Record Transfer Find sereen will be displayed with the current ecard information see Figure 10 Step 4 Select the TRANSFER option next to the child s record to be transferred The Record Transfer Child Display screen will be displayed see Figure 11 Step 5 Verify that this isthe correct child s record to be transferred Step6 Select the YES option The Record Transfer Rules sereen will be displayed see Figure 12 CHRIS Help Desk 800 231 5747 n Frane 15 Step 7 Select the CHANGE RESIDENCE COUNTY option The Record Transfer Residence County Change screen will be displayed sce Figure 15 omens ae Son Of Rete ee yatir sanaat eel mae rec tour s ne nd Yo lo orge Fe acess pe c Chek here when you have read the above reminder 8 Options CHANGE RESIDENCE COUNTY Modifies the Residence County field inthe Child Demographic Information sereen CANCEL Abandons the record transfer process and returns to a blank Child Record Locator screen Step 8 Select County name from the drop down list Step 9 Select the checkbox below to mark an X This checkbox is required to proceed CHRIS Data Facil
11. ain data consistency Many fields in CHRIS can be entered only by using drop down lists Statewide drop down lists can only be modified by the CHRIS Help Desk and only after approval from the Technical Assistance Work Group TAWG Any requests for additions or changes to the statewide lists should be submitted to the CHRIS Help Desk or TAWG Site deined drop down lists can be modified by the data facilitator or other users approved by the data facilitator An agreement should be made among the users at cachi center on how those fields will be used to maintain consistency in data entry The data facilitator should educate new users on how to use these fields For detailed instructions n how to add update or inactivate entries in ste defined drop down lists see the Definitions section ofthis manual Timeline Guidelines All timeline data must be entered according to the Timeline Guidelines which are Available in the User Manual The data facilitator should educate local users on any site specific conventions for entering Timeline data Service Coordination Events The use of the Service Coordination events must be consistent among users at each site Data facilitators should inform users as to how these events are used for case management It is crucial that guidelines be set and followed so that CHRIS can generate meaning reports and be a usefiul case management tool CHRIS Help Desk 800 231 5747 3 Database Management Dupl
12. al Hands On Exercise Modify a list in the Definitions screen Select the REPORTS option from the main menu Select the DEFINITIONS option Select the LANGUAGE LIST option Select the NEW option from the menu Enter the following text Portuguese Select the UPDATE LIST option Select on the language name that was just added and edit it to display the following text Portuguese Spanish Select the UPDATE LIST option Select the EXIT option from the menu to return to the Definitions screen CHRIS Help Desk 500 231 5747 Pomes Providers amp Contacts Providers are organizations that provide a care service This includes organizations that provide services to the child or provide services to the family that impact the child e g Aid to Families with Dependent Children Medicaid Food Stamps Social Security Income Civilian Health And Medical Program of the Uniformed Services Tracking the services the child receives can be used to support Service Coordination and reduce duplication of services Contacts are emplayses within a provider organization who facilitate supplying a Add a New Provider To add a new provider in CHRIS complete the following steps Step Select the REPORTS option from the main menu The Reporting sereen will be displayed see Figure 1 Step 2 Select the DEFINITIONS option The Definitions screen will be displayed Gee Figure 2 Step Select the PROVIDERS amp CONTACTS
13. e about using the CHRIS Reporter E Fane 18 Allsites Report The Allstes Report provides a summary of PDLRS Child Find activities by month and year for the three previous school years Reports can be generated by center county Two types of reports can be generated Workload and Unduplicated The Workload Report is based on a set of seven events and counts the total number of those events The Unduplicated Report is based on six events and counts the total number of children served For instance if a child has two Sereening events the child would count only once in the Unduplicated Report but both Screening events would be counted in the Workload Report Due ta the complexity of these report only the CHRIS Help Desk can generate Allsites Reports If a user selects the ALLSITES REPORT option from the Reporting sereen a message will be displayed indicating that this report must be run by the Help Desk see Figure 18 The data facilitator is responsible for contacting the Help Desk to request an Allsites Report Allsites Report Message Allsites Given the nature of the master database and the conplenty of the Altes Report it wil no longer be avaiable for each indvidual site torun Tf vou woul like a copy of vour Alsies Report pease cal he help desk and we wil be happy torun i for you ca Workload Report The Workload Report is based on a set of seven events This includes
14. e data entered into CHRIS to ensure that all data entry rules are being followed Users should be educated on site specific data entry rules and on the use of drop down lists to maintain data consistency Data Formats Extra care should be taken when entering data into name fields e g First Name Last Name Names should always be entered with proper capitalization Names will appear exactly as they were entered on all reports and mailings generated from CHRIS All dates should be entered using the following format Use only four digit years Use only slashes to separate the month day and year For example 05 21 2015 Modification of field formatting such as font type font size or fant color should be done only in report layouts Formatting should not be modified on data entry screens CHRIS Data Facilitator Manual roe Text Fields Guidelines should be set by each center as to how information should be entered in free text fields A good example of the importance of consistency in a free text field is the First Name field in the Significant Adults section of the Child Demographic Information screen The names of one or both parents can be entered in this field The data entered into the First Name field will dictate what should be entered in the Relation and Courtesy Tule fields These decisions should be made based on how the fields are used for reports and correspondence Drop Down Lists Drop down lists help maint
15. e main menu of the Tracking Summary and Demographie sereens see Figure 8 Tracking Summary Sereen Sea Hate ae fina Example Chris James en 28183 chat 10328185 11 cuss CDS nee VARIO doc aoe 2015 Unita Date 10204 Razeri Creatas CHRIS cite 201 Langue neh it cio Furs lanier Team pes C_eresi Tessa au E 18 or sanien Corinto CL CEE Telnet ET pra Sica ae Satu RE ore pina eg sz Ri _ Aperta IRURIONE ES a tI ser re osta E sunny sica ome DE commer manto opens prema ita SIA ros rae see parous a Patrai mani c s no parere svn fence ae n ia fem ouha porre ten casera SANTI p an smette ossia PI 3 FOA Fee Ter Pda erse oana Era T RR I mie sv previ Da natia CIA ee o entmeime svn FSM Devooped E Pais cune een The RECORD TRANSFER option is visible to all users but only data facilitators can transfer a record CHRIS Data Facilitator Manual Step 2 Select the RECORD TRANSFER option from the main menu Data facilitators can ether transfer the current record or search for a new record to transfer see Figure 9 Ficunt 9 Record Transfer Options Transfer Current Record Would you keto ansie the curent record or perform a search far a difirent one Step 3 For this example search fora new record to transfer Select the SEARCH option The Record Transfer Find screen will be displayed see Figure 10 Fucine 10 Record Transfer Find Sereen GISIEIE
16. f Providers amp Contacts Therefore as an example management functions will first be described using the Cities List see Figure 3 The functions described apply to all other lists except Providers amp Contacts A detailed description of Providers amp Contacts is provided beginning on page 14 Cities List Sereen e Aventura E Select Bal Hateour E seat Bay Harbor tslands DD select Carol City E select Cooper City DI Select Corsi Gables DD Select Doral D select Everglades City E select CHRIS Data Facilitator Manual Add a City To add a city to the Cities List complete the following steps Step Select the REPORTS option from the main menu The Reporting sereen will be displayed see Figure 1 Step 2 Select the DEFINITIONS option The Definitions screen will be displayed see Figure 2 Step 3 Select the CITIES LIST option The Cities List screen will he displayed see Figure 3 Step 4 Select the NEW option from the menu The Cities List sereen will now be displayed with a new field to enter a city see Figure 4 Fiune 4 Cities List Sereen BI select pero E sera Bal Harbour sana Bay Harbor sands TA sola Carol City DI Select cooper DI seset Carel Gables EI sera Deral E soa Everglades City Bl select CHRIS Help Desk 800 231 5747 il
17. he keyboard to perform the find 7 Edit the Provider Type and Cantact Phone Number Provider Type X inactive Phone Number 305 234 6868 Note Changes are immediately saved Select the EXIT option from the menu Fiaune 7 Record Transfer When children move from one county to another data facilitators have the ability to grant record access to other counties upon request Record access is granted based on the Residence County field Users in the county specified in the Residence County field have full access view and edit to records Users in the county specified in the Service Count field if different from the Residence County have view only access to records The record transfer process as described below in detail see Figure 7 enables the sharing of data between FDLRS sites and eventually facilitates the complete transfer of data to the FDLRS center in the new Residence County of the child Child moves from Miami FLDRS South to Ft Lauderdale FDLRS Reach a i i a Pone 8 Service County Changing the Service County will give view only access to the users in the county listed Full privileges view and edit are limited to users in the child s Residence County To change the Service County in a child s record complete the following steps Step Select a child using the Child Record Locator screen The RECORD TRANSFER option is displayed in th
18. icate Record Reduction Duplicate records are problematic because they cause data entry and reporting errors as well as result in inefficient case management Every effort should be made to avoid the creation of duplicate records in the CHRIS database Data facilitators should instruct all users to search for potential duplicates using the Child Record Locator sereen prior to creating a new record Record Transfer The Record Transfer program was created to prevent the duplication of records when a child moves to another county in Florida Data facilitators should use this program to transfer records from one county to another once it has been verified that the child moved Only the data facilitator has the administrative access required to transfer the child s record to another county within CHRIS For detailed instructions on how to transfer a child s record see the Record Transfer section of this manual On Site Support Data facilitators serve as the users primary contact for program related issues and should provide basie assistance to local users Ifthe data facilitator is not available users should contact the Help Desk far assistance Data facilitators should contact the Help Desk directly for assistance with complex issues or to report any issues with the CHRIS program Data facilitators may be asked by the Help Desk to contact their local Information Technology IT Department for further assistance with network and Internet
19. ion from the menu Enter the search criteria to locate the corresponding provider for the new contact you want to add Press the Enter key on the number pad to perform the find Enter the new contact information in the fields provided Note Changes are immediately saved Select the EXIT option from the menu Hands On Exercise 2 Add a provider and contact Select the REPORTS option from the main menu Select the DEFINITIONS option Select the PROVIDERS amp CONTACTS option Select the NEW option from the menu Enter the following information inthe Care Providers Directory Provider Miami Care Center Provider Phone 305 284 5555 Provider County Dade Select the CONTINUE option Enter additional informatio Provider Type A Active Enter the following information in the Contacts Directory Last Name Charles First Name Mary Phone Number 305 284 5151 Fax 305 284 6991 Email charles mec ons Status A Active Note Changes are immediately saved 9 Select the FIND ALL option from the menu to view a full list of providers 10 Select the LIST VIEW option to view all records 11 Select the EXIT option to retum to the Reporting sereen CHRIS Help Desk 800 231 5747 Edit a Provider or Contact To update a provider or contact in CHRIS complete the following steps Step 1 Step2 Step 3 Step 4 Steps Step 6 Step 7 Step Sele Select the REPORTS o
20. itator Manual County of Residence Has Been Changed To Message Fane 16 carey fans as Bon Charged To ade Step 10 Select the CHANGE RESIDENCE COUNTY option A message prompt will be displayed with the name of the new Residence County for that record see Figure 16 Step LI Select the OK option The record has heen transferred to the new Residence County selected Hands On Exercise 4 Transfer a child s record 1 Select the LOCATOR option ftom the main menu Enter the following information Last Name Abs First Name Katie Select the DEMO option to select the record Select the RECORD TRANSFER option from the main menu Select the CURRENT option Select the TRANSFER option Verify the child s demographic information and select the YES option Select the CHANGE SERVICE COUNTY option 9 Select Baker from the drop down list 10 Select the CHANGE SERVICE COUNTY option see message 11 Select the OK option Note Baker county now can view not edit this child s record 12 Select the record again using the Child Record Locator screen 13 Select the RECORD TRANSFER option from the main ment 14 Select the CURRENT option 15 Select the TRANSFER option 16 Verify the child s demographic information and select the YES option 17 Select the CHANGE RESIDENCE COUNTY option 18 Select Baker from the drop down list and mark the checkbox 19 Select the CHANGE RESIDENCE COUNTY option 20 Select the checkbox below to mark an
21. onfiguring and maintaining the Citrix client program for each workstation For detailed information on Citrix see the Citrix section of the CHRIS website at http fwrw chris miami edu CHRIS Help Desk 500 231 5747 5 6 CHRIS Data Facilitator Manual Fome 1 Data Facilitator Tools The two primary tools that data facilitators must become familiar with are the Definitions and Record Transfer tools From the Definitions sereen data facilitators can customize ste defined lists as well as add and edit providers and contacts From the Record Transfer screen data facilitators can transfer records from one county to another The buttons for the Definitions and Record Transfer tools are visible to all CHRIS users but only data facilitators can access these sereens A detailed description of the data facilitator tools available in CHRIS is provided in the pages that follow Definitions The DEFINITIONS option is located in the CHRIS Reporting sereen sce Figure 1 Reporting Sereen eles alee Tales 1s 1e CHRIS Help Desk 800 231 5747 7 Pame Selecting the DEFINITIONS option ftom the Reporting sereen will display the Definitions screen see Figure 2 This sereen displays the options that allow data facilitators to access site defined lists Definitions Screen Site Defined Lists Many of the drop down lists in CHRIS contain information that can be customized for each
22. option The Care Providers Directory and Contacts Directory sereen will be displayed see Figure 5 Care Providers Directory and Contacts Directory Sereen Cali ton a Step 4 Select the NEW option from the menu The Create New Provider screen will be displayed see Figure 6 Ficune 6 Create New Provider Sereen Erter tne paw preder Nama Phone Number ara cour EE orema bi ee en Man preise at Step 5 Fill in all the fields with the appropriate information Step 6 Select the CONTINUE option The program will check for a duplicate provider name and phone number and then the Care Providers Directory sereen will be displayed see Figure 5 Step7 Enter any additional information needed for the provider Note Changes are immediately saved Step 8 Select the EXIT option from the menu CHRIS Help Desk 500 231 5747 15 Add a New Contact To add a new contact in CHRIS complete the following steps Step Step2 Step 3 Step 4 Steps Step 6 Step 7 Step 8 Select the REPORTS option from the main menu The Reporting screen will be displayed see Figure 1 Select the DEFINITIONS option The Definitions screen will be displayed Gee Figure 2 Select the PROVIDERS amp CONTACTS option The Care Providers Directory and Contacts Directory sereen will be displayed ses Figure 5 Select the FIND opt
23. ption from the main menu The Reporting screen will he displayed see Figure 1 Select the DEFINITIONS option The Definitions screen will be displayed Gee Figure 2 Select the PROVIDERS amp CONTACTS option The Care Providers Directory and Contacts Directory screen will be displayed sce Figure 5 Select the FIND option from the main menu Enter provider or contact information in the appropriate fields Press the Enter key on the number pad to perform the find Modify the provider or contact information as needed Note Changes are immediately saved Select the EXIT option from the menu A from the Provider Type field drop down list if the provider s active and the provider name should appear in the drop down lists in the Tracking Summary and Event Detail screens Select X if the provider is inactive and should no longer appear in the drop down lists In the Status field select Pf the contact should only be displayed inthe Referred By field in the Referral First Contact with FDLRS and Referral CHRIS Data Facilitator Manual Inactis te a Provider or Contact Provider and contact records that are deleted from CHRIS cannot he recovered or restored Therefore a child record that references a deleted provide or contact will not contain any information in those fields Due to the severe consequences of data loss CHRIS provides the option to flag old provider and contact names as inactive Marking records as inac
24. se they cause data entry and reporting errors a duplicate record i found inthe database it should he marked for deletion Data facilitators are responsible for marking duplicate records for deletion Permanent deletion of records can only be done by the Help Desk Marking Duplicate Records for Deletion To mark records that need to be deleted by the Help Desk complete the following steps Step L Select the LOCATOR option from the main ment Step 2 Enter the search criteria in the appropriate fields to locate the record that needs tobe marked for deletion Step 3 Select the GO option Sep Select te DEMO EEE option nes tthe ecu 1 be marked for deletion The hls demogrpli formation wl be layed Step 5 Delete the Last Name values Enter DUPLICATE in the Last Name fel Itis also recommended that data facilitators print out a list of duplicate child records to be deleted and child records ta be kept in the database This report can be emailed to the Help Desk at chriumamiami ed for further review In addition data facilitators should compare the duplicate and the matching records to make sure all appropriate evens are created in the child s record that will be kept CHRIS Help Desk 800 231 5747 35
25. site Data facilitators can modify these site defined lists so that the drop down lists reflect information pertinent to each individual FDLRS site A description ofeach of the lists available in CHRIS is provided in Table CHRIS Data Facilitator Manual Tutte 1 Site Defined Lists Table ENI Description Cies List The Cities List contains a list of local cities This isti used asa locator for the adult and the child referenced It can be used for mailing or for ease management visitation Code List The Code Lists locally defined Users should agree on how this field wall be used This information can he used for reporting or santing records Contact Log List The Contact Log List contains reasons Tor tracking a Contact Log event History Type List The History Type Lint contains the service types the child may have received prior to being referred to EDLRS Tome Zane School List The Home Zane School List represents the locaton at wh the child is receiving services It may be the home or the name ofan agency school childcare provider or any other location where the child is receiving services This list is used to generate reports for Service Coordination and program planning Language List The Language List contains the most common languages used in the site s area It is used to identify the primary language the child uses to communicate This may or may not be the primary language the
26. the total number of Referral First Contact with FDLRS First Contact with FDLRS Date Referral In Referral In Date Transition Part C to Part B Transition Notification Date Screening Screening Final Result Date Evaluation Final Result Date Exceptional Student Education Eligibility ESE Eligibility Dare and Individal Education Plan Individual Family Service Plan IEP IFSP Date events foreach school year see Figure 19 Fioune 19 Allstes Workload Report D Center Comparti 3 Yer Woriiom Report means mene TT se telp Desk 800 231 Unduplicated Report The Unduplicated Report is based on the number of children served and contains the total number of children who have a Referral First Contact with FDLRS First Contact With FDLRS Date Transition Part C to Part B Transition Notification Date Sereening Screening Final Result Date Evaluation Final Result Dare Exceptional Student Education Eligibility ESE Eligibility Dare and Individal Education Plan Individual Family Service Plan IEP IFSP Date event for each school year see Figure 20 Ficvne 20 Allites Unduplicated Report saba etto a a a e a a a a ete Gi e ie Prec do En URIS Data Facilitator Manual Duplicate Records Duplicate records are problematic becau
27. tive will remove those providers and contacts from drop down lists in the Tracking Summary and Event Detail screens but inactive provider and contact information will continue to be stored in existing child records To inactivate a provider or contact complete the following steps Step 1 Select the REPORTS option from the main menu The Reporting screen will be displayed see Figure 1 Step2 Select the DEFINITIONS option The Definitions screen will be displayed see Figure 2 Step Select the PROVIDERS amp CONTACTS option The Care Providers Directory and Contacts Directory sereen will be displayed see Figure 5 Step 4 Select the FIND option from the main mena Step 5 Enter provider or contact information in the appropriate fields Step6 Press the Enter key on the number pad to perform the find Step 7 Select X from the Provider Type drop down list o inactivate the provider or select X from the Status drop down ist to make the contact inactive Note Changes are immediately saved Step 8 Select the EXIT option from the menu CHRIS Help Desk 500 231 5747 19 CHRIS Data Facilitator Manual sr and update a contact 1 Select the REPORTS option from the main menu Select the DEFINITIONS option 4 Select the PROVIDERS amp CONTACTS option 44 Select the FIND option from the mens 5 Enter the following information Provider Name Miami Care Center 6 Press the Enter key on t
28. to a blank Child Record Locator screen CHRIS Help Desk 800 231 5747 25 Step9 Select the CHANGE SERVICE COUNTY option The Record Transfer Service County Change screen will be displayed see Figure 13 Ficune 13 Record Transfer Service County Change Screen AHI ole esis 1242 03 A hangna the County of Serves to one notin your Sar area wit gve VIEW ONLY accese to that county and You wll maintain st ven CHANGE SERVICE COUNTY Modifies the Service County field in the Child Demographic Information screen CANCEL Abandon the record transfer process and retums to a blank Child Record Locator screen Step 10 Select a County name from the drop down list 26 CHRIS Data Facilitator Manual Step Ll Select the CHANGE SERVICE COUNTY option A message prompt will be displayed with the name of the new Service County for that record see Figure 14 Step 12 Select the OK option The Service County for the child s record has been changed Fictne 14 Service County Has Been Changed To Message Coury of Residence Has Been changed To Dade Residence County Changing the Residence County will complete the transfer of the child s record to another county Only the users in the child s Residence County will be able to edit that record To change the Residence County complete the following steps Step 1 Selec the same child using the Child Record Locator screen The RECORD T
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