eCAF / ICS Transfers User Manual
Contents
1. eCAF ICS Transfers User Manual Client ICS Client Base Date January 2013 Version 1 0 Confidentiality Document Control This document contains information that is confidential to Liquidlogic Ltd and must not be used in any way nor disclosed to any other party either whole or in part without the prior written consent of Liquidlogic Document History Date Version Produced By Comments a 1 0 Simon Hare Created document Liq uid log IC Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 2 of 24 a MEKESSON company Table of Contents TABLE OF CONT BINT ices crc arent posttest rat dentate aces dete Uae ed eet datomeettc ees 3 INTRODUCTION opia nA EA E EE E AEA E OE 4 INTEGRA TION crei Sec uocueeuanuadesdeuupuvalons jouovoaudeusteut aun deuapure cenusanees 5 ENABLING THE PROCESS IN ECAF acen endure ueentamenaeeunrenwens 6 System Configuration Maintenance ccccccccssssseeccceeeeceeeesseeceeeeeeeeaeeseeeceeeessseeaeeeeeeessaeeseeseeeeeesaaas 6 Transfer Endpoint Maintenance ccccccsssceccceseeccsseeeceeseecseseeecsageeecsaseecseseeessueeessageeeeneneeeeseass 6 Creating a new Transfer ENdpoint c ccccccccccssssseeceeeeeseeeeseeceeeeseseeeeseceeeeessseeasgeeeeessssaeeeeeeeees 6 Adding the new Transfer Element to the fOr ccccccccceeceeeeeeeeeeeeeeeeeeeeeeeseesesseaaeeeeessaaeeeeessaaeees 7 Access the Customer Form ReposSitOry ccccccccccccec2. Forms to include in this transer Select Al Select Hona El CAF Amesament Tuesday 1 January 2013 F EJ Transfer to ICS Tuesday 1 January 2013 Case Notes to include m thas transfer Aip ober Case notes svalbl for banier Within the context of the Person Forms to include im this transfer Ao oihar oor amine far eaer General Hotes to include im the transfer Aip oer Gene notes aralas Aor base Documents bo mehele in this transfer Once the form has been completed the Transfer will take place Liq uidlog IC Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 17 of 24 a MEKESSON company Transfer to ICS l B Transfer bo ICS History No Other Children Record Details 01 Jan 2013 Trarefer te ICS by Boa Worker 1 ECAF igid Test Teas Completed Print Reason for Assessment Record test Transfer to External System menu option The user will not see anything in the application to confirm the transfer has taken place It is however possible for a user with an Admin profile to do this as outlined below Navigate to the Transfers to External Systems outgoing link on the main menu Integration Mamtenance Transter Endpoint Manene Transfers bo his system incoming Nobficabors of Gansher miog Import fansferred file Faded Transfers to ICS old way Test Traster system any When here the user is able to search for all transfers or a specific person The list of results will
3. Assessment Mantenance Assetoment Tempate Maintenance Configure Assessment Types Assesment Inctaler Gocoment Typa Hantera When here locate the relevant Referral to eCAF form s to be amended and select Create a Customer Revision of this form Placement Panning Meeting Minutes n Remote Ligquidlegic Form Eraronment Local System 8 0 Prale Fostering Arrangement Agsesonent Record Porm Referral to CAF yI Li Prvate Fostering Arrangement Record Vet Under Regulator 4 Sibe s Liquide Test Prospective Adopters Report Slats Remote Liguadicsse Fort Record of Folow Up Strategy Discussion Form Designer Record of Gutcome of S47 engines k Open in Form Designer Pre CP Da egasi abm reper Reood of Shateqy Decusson Mew Rewiskon Referral Form for Birth Relates Referral Record 1 Referral to ECAP Amending the form using Form Designer The new customer revision should be opened in Form Designer When in the form the old transfer element will need to be deleted if it exists However it may not exist and therefore will not need to be deleted and therefore ignore this stage and progress to the stage below Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 11 of 24 a MEKESSON company Assessment Template Form Type ECAP ETrensferToils E Assessment Form Trawler io CS jecalret orm Transder Details Date af ranster Jia Comments Thai the original transfer form Element Identiie
4. Hio or Hame 23 Siregi Sty Street Do you wih to remain anonymous Town chwil Profersional requesting transter Postcode ST 8YE Professional Ecaf Worker 1 Ethnicaty Posbon Immigrato Status Agency ECAF Liquid Test Team iebgon Address ECAF Liquid Test Team Teeprione Emal Actions H create new Contact IS Pereon ICS Person Chic Tiffany Trarefer Find another ICS Person The Transfer in ICS is then completed for this child and a Contact Record is started This can be completed in the standard way Contact Record When the contact record is being completed after the transfer dependant on a customer s fields information is automatically populated into multiple fields to state it is a record from eCAF ieee Contat Record Peeper eau Reyog Contact Record Contact Record Contact Record E Signatures Details of person making contact Attachments 0 ihe hag made contact Any other Professonal b Printable View Complete the details of the External Agency or Professional Professional Ecaf Worker 1 ECAF Liquid Test Team ECAF System BCAP Liquid Test Tzam Does this person wish to remain anonymo Method of Contact Time of Contact Normal working hours DutofHours Evening Qut of Hours Morning Contact Method Reason for Contact Notice of other agency contact with cid young persan Further Details Tranefered from BCAF syste CAF Professional sent the following details This case is t
5. No Issues e Register a new Protocol Environment H Refresh Server Statuses and Form Templates Remote Liquidiogic Form Environment Doncaster 6 6 0 1 Form Trarefer bo BCS v1 7 7 Show Non Cusbomer Forms Show Unused Form Types T 5 Stet Doncaster ECAP Customer Forms Stats Remose Liquidlagac Form Form Designer t Open in Form Designer Action Meeting Nates Action Meeting Qutcomes ew Heta Temporary CP Transfer In Assesametly a t Create a Customer Reveson of ts Form wi 2 Trarcfer to ICS t Mark this Form Revision for copying Trarefer te DCS F Create a new Customer Form Type Amending the form using Form Designer The new customer revision should be opened in Form Designer When in the form the old transfer element will need to be deleted if it exists However it may not exist and therefore will not need to be deleted and therefore ignore this stage and progress to the stage below Transfer to ICS v1 1 Form Designer nde Save Export emi Export duch Import Clase EN WYSIG Editing Pane Application Briefcase ier Fi Assessment Template E Transfer IOTRANSFERTO Form Type ECAP PTrersfe Tolls E Assessment Form Transfer to ICS becatretanm romiem to p05 TASES l l Transier Details Date of transie Olia 2012 Comments Th a the original transfer form Hement Identifiers Control ID IDTRANSFERTOICS Element Details Captan Enia Text Question Layout Posion Default The new trans
6. be displayed in the search and within the table shows the status of the transfer Transfers to External Systems outgoing To lD TrantterDate ase Ho Forename Sormame Date of Berth States Reason For Falura e Successful this means the transfer has been successful and a task will now show in eCAF in the configured group tray e Pending this means that the transfer has not yet been sent to eCAF This will occur when looking at the transfer soon after it has been created as a service is run at a set number of minutes If for any reason a transfer had taken place 24 hours previously but is still showing as pending this may be an issue with the systems and Liquidlogic should be contacted stating the time the transfer was started and this will then be investigated e Failed this will show if the transfer has failed for any reason If it does fail it will provide a reason for failure See section on Failed Transfers for more information Clicking on a result will bring up another screen showing the transfer in more detail such as the person details as well as what forms were included in this transfer Liq uidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 18 of 24 a MEKESSON company Refer to Social Care Transter Status Transfer ID Status l Resubmit all faded transfers t Back to List of trangfers Person Details Forename Tiffany Sumame Transfer Date of Birth D1 Jane2013 Transfe
7. e The date and time the transfer was sent from the application Liquidlogic would need to dial in to the application and retrieve the log file to investigate why the transfer failed and fix the issue Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 24 of 24 a MEKESSON company
8. please contact your Project Manager and request an upgrade to this configuration version Liq uid ogiIc Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 5 of 24 a MEKESSON company Enabling the process in eCAF There are a number of tasks a Systems Admin worker would need to undertake to enable the process within eCAF and these are described below System Configuration Maintenance Within System Configuration Maintenance there is a category titled Transfers Within this the site will need to set the Enable External Transfers new setting to Yes System Configuration The barng amp a f of he ectadle system comiguradon selire for soe Doncaster ECAF Current alue Customers enabling the Transfer to ICS process for the first time will also need to set the below System Configuration setting to Yes Any site already using the Transfer to ICS process will not need to switch this on as it will already be set to Yes Configuration Configuration Category Transfer to C5 D rmipton Enable Transe te IDS Details about this Setting Detak If this i set to Yes transfers to ICS wil be enabled System Default Valje No Tour Default Value hic Current ialus TEF t Update Value t Return to List Transfer Endpoint Maintenance Integration Maorlenance Transfers to External Systems outgoing Notifications of kansier actors Depart transferred fie Faded Transfers to ICS old vay This maintenance o
9. Address Telephone Email Sooal Worker 1 Liquid Test Team Liquid Test Taam Available Achons Ae iier avaiable actos Transfer Completion The Transfer is then complete and the child record exists in the eCAF application The child can then be searched for and an episode started if this is what is required Liq uidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 16 of 24 a MSKESSON company Transferring from eCAF to ICS Starting the Transfer process in eCAF The Transfer process in eCAF is usually started from within the workflow however it can also be started if requested from a standalone form or from within a workspace form The form has not been created Create Form Reason for Assessment Record test The form should then be opened and can be completed selecting the relevant information from eCAF to transfer across to ICS The available information to transfer can be restricted For further information on this please see the eCAF ICS Transfers Configuration document Save Changes Finakse Assessment Clase ieee Transe bolcs Berr eg Re tc ge Transfer to ICS Transfer to ICS Transfer to ICS T Attachments 0 Ed Select forms and case notes to transfer to ICS when finalised together vith basic chid demographics b Erntable view Transter Details Date of Tranafer Comments Are parents aware of hi transfer Within the context of the Eprmode
10. External System MENU OPTtiON cccccsseeeceeccseeeeeeeecaaeeeeeeeeaeeeeesseaeseeeesseaeeeeeseaaess 14 Receiving the transfer in CCAP ccccccseeeccceeeeeeeceeeceeeeeceeeceaaeeeeseeeaeeeesseeaeeeeeseaaeeeeeesaaeseeeeesaees 15 Search for the Child in CCAP ccccccccsceececccceeeceeeesseeeeeeeeseeeseeceeeeeesaeeseeeeeeeeesseeaaseeeeeeeeessaaeeeeeees 15 Completing the transfer ercis iieiaei i EENEN ONEN EAEE ia 16 Transferring from eCAF to ICS 00 ceeccccccccecceseesseeceeeeeeeeeeeseeeeeeeseesaeeseeeeeeesseeaaeeceeeeesseaaaseeeeeeessaaseses 17 Starting the Transfer process in CCAF cccccccssssseccceeeeeeeeeseeeeeeeeeeeaeeeeeeeeeesseeeseeceeeeessssaaeeeeeeees 17 Transfer to External System menu OPTtiON cccccseeeeceecceeeeeeeeeaeeeeceeeceeseeeesseaeeeeeesseaeeeeessaases 18 Receiving the transfer in 1CS cccccccccsseeeceeeeeeeeeceeeeeeeeeeeeeeeeseeeeeesaaeeeessueaeeeeeseeaaeeeeessaaneeeessagess 19 Search for the child iN ICS ccc cceseeseeeeceeeeeeaeesseeeeeeeeeeeeeeceeeeeesaeeesseceeeeesseeeaseeeeeeseesagseeeeeeees 19 Completing the transfer ccccccccccccesssseeecceeeeceeeesseceeeeseueeeseeeeeeeeeseeeuseeeeeeeesseeeaeeeeeessesaaseeeeeeees 20 Gomat RECCO ge tig ats cee octets eet san eee dois ie ve cela ec aac A 21 Notification of Contact Started in ICS ceeeccccccccccssseeeeeeeeeeeeaeeeeeeeeeesaaeesseeeeeeeesseeaseeeeeeeesesaaageees 22 Notification of Contact progressing to NFA in ICS ce
11. alled as otherwise this new process will not work and options will not be available Firstly the new functionality will only work on eCAF Application version 6 and above and ICS Application Version 7 and above The following integration version then need to be installed eCAF e eCAF Integration 6 0 1 or higher e and ICS Integration version 6 0 13 or higher ICS e ICS Integration 7 0 4 or higher If you do not have the correct integration versions installed please contact your Project Manager and request an upgrade to the relevant version The version information for each application can be easily identified by navigating to the Version Information found on the main menu ECAF Version Information ICS Version Information Applications Protocol Chidrens System w7 Applicaton Probeoa ECAF System v6 0 1 HFi Version Informateon SQL Build Installation Date Version Information Soe Installation Date EETLiIHPA i i 0A Jan 2013 1437 1C5 5 0 9 04 Jan 2015 09239 i Installed Modules ee Module Ghent Configuration Generic Configuration F Integration Reports Admin Tool Ics hie 3 7 14 Admin Tao CS Admin 3 7 14 ECAF Admin Atios ECAP Admin Actors 6 0 1 ICS Admin Actors ICS Adan Actors 7 0 7 By VEW Bly View G 0 0 Biy View Piy Vien 7 02 Generic Configuration To enable the customer to set up the new transfer process Generic configuration version 7 0 2 will be needed If a customer requires this process then
12. ample the client may exist but at a different address When it is confirmed that the person does not exist in the application the child should be created When in the create screen the system will automatically populate the information possible and if the address already exists in the application this will also be populated However if the address does not exist this will be shown and the address will need to be created Age Date of Barth Date of Birth Expected DOB 94 Jan 2000 OF dporoaximate Age Piam Home Address hires Loop Address Walid since Secmrmlany Gocesaonal Address Bp Lovo Address Address Wand ance Locality Locality Completing the transfer Once the child has been created the Transfer can be completed by clicking on the link shown below Tramsier Terry 3 years Ferson Details Remote Sysbem Forename Surname Tery Transfer Date of Birth 01 Jan 2010 Address Lire l 1 Address Line 2 Spooner Street Adar ess Lire J Posteode OLA HOG Person Local System ECAF Person Tery Transfer 3 years Find a different Person in local system Transter Details 2B This transfer includes attached forms and or objects These v l be copied to the identified person upon completion Trarefer ID Trar ter Fram Doncaster MBC ICS Transfer Date Trasfer Comments Are he parents aware of this transfer Professional requesting transfer Case Transferred By Position Agency
13. ansfers Person Details Forename Sura Date of Barth Tranche Details Ces Gnabon Svstem Transfer Date re the parents sawt of this tarsier Conner is Recipients Forms included in this transfer EJ Transfer to ICS viedwesday 2 January 2013 Other Items eg Case Notes included im this transfer k Opri Person Renna F pen Related Epsode Resubmitting All Transfers Clicking the link to resubmit all transfers will again bring up a confirmation box Click OK and the transfer will resend the next time the transfer service runs Message from webpage Q Are you pune you want to resubmit all Failed transfers Whilst the transfer service is running the status will change to pending Failure Reasons The transfer may fail for a number of reasons Firstly ensure that all the configuration settings are correct as explained in this manual Secondly ensure both services are running The receiving application may not be running for a certain reason and this will cause a failure What to do if transfers continue to fail When transfers fail and they are resubmitted for transfer if all the configuration is set up correctly and the applications are running but failures are still occurring then Liquidlogic should be contacted who will be able to investigate the failure reason further Liquidlogic would need to know the following e The application transferring from and to e The case number of the case being transferred
14. cecccccsseeeeeeeeeeeeeneeeseeeeeeeeeeaaaeeeeeeeeessaaaaees 22 Fea Wee gc 2 do meee nan ne ee On ee eee ne en on ee re eee ore eee 23 Resubmitting Individual Transfers ccccccccseseeceeceeeeeeeeeeeeeeeeeeseeseeeeesaeaeeeeeesaeaeeeeeseeaeeeeeeesaaess 23 Resubmitting All Transfers wstseesc aioe as aa ncanetsectiannnaccudevunetemoat sacciianhagsundetwustvmneteeuaaseciectonmnastodasdacecoddet 24 PAUSES Moas ONS ainsiesxarsieed getinaetnaaiitiee onan anebdsnaiest ais aactuasenwteronmadmnnhiernayvonstadanenneranssdsuniuet oeuadiogiemeaeemnait 24 What to do if transfers continue tO fall 2 eeeeeececceeeeeeeeeeeeeseeeeeeeeeeeeeeesaaeeeeeesseaeeeeesaaaeeeeeeeas 24 Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 3 of 24 a MCKESSON company Introduction With the release of eCAF version 6 a new transfer process has been enabled to allow transfer to and from ICS This document sets out to define this new process and describes what a site needs to do to enable the functionality This new process will not replace any sites existing transfer process A customer using the old process of transferring cases between applications will need to make certain changes to enable the new functionality to take place Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 4 of 24 a MCKESSON company Integration Firstly a site needs to ensure they have the relevant integration versions inst
15. completes the Contact Record if No Further Action is chosen as the outcome a notification is sent to the eCAF worker completing the process This shows as a task in the eCAF users work tray Test Transfer 2 years iT Lea be Test Transfer 2 years Botification from DCS Mo further action was taken from the contact that is linked to the case enw Ihr Clicking on the task brings up the below screen where the task can be deleted from the worktray when necessary Test Transfer 2 years Hotification Message Notification Text Ne further acton was taken om the contact that is inked to the case you transferred to ICS t Delete task from workiray Person Details Forename Date of Birth Transfer Detail System to be noffied ICS Transfer Date Liq uidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 22 of 24 a MCKESSON company Failed Transfers As stated earlier in this document there may be occasions when a transfer fails between the 2 applications These can be identified when searching in the Transfers to External Systems outgoing menu option A user can complete a search for all transfers specific transfers or just for transfers dependant on their status When in the results screen it is possible to see the transfer that failed and the reason Date of Birth 01 Jan 2009 01 Jan 2013 01 Jan 2013 01 Jan 2011 01 Jan 2013 Click into on the failed transfer and it will brin
16. cts LIT Transter Transfer Coste 02 Jan 2013 Din 13 Transfer Comments This case is transferring to ICS for further Social Care involvement Female Are the parents aware of this contact 23 Da you mish to remain anonymous Sty Street i l l Shyvile Professional requesting transfer ST BYE Professional Ecaf Worker 1 Poston Agency ECAF Liquid Test Team Address ECF Liquid Test Team Teleshone Cae CS Person Aoi genieeo in ACS b Search Create the ChikfsRecordinicg cons ou carai cee he coniact uot you heave selected or created He ICS Person Search for the child in ICS A matching process will then need to be undertaken to match the child to an existing record or to create a new record Click on the Search Create the Child s Record in ICS to search for the child in the system This will then populate the search screen with details copied across from eCAF Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 19 of 24 a MCKESSON company Find Person in ICS Query SS Search Reset Create Query Types Basic Hamr Forename Tranafer Tiffany F ingude records that sound simlar References System ID Court Case Number Child Protection Plan Maius mart Dabe End Date Child Looked After Sake CLA Start Date OLA End Date Relerral Tinius Referal Start Date Referral End Date Involvements Case Worker Chick hare bo select a user gt Designated Manager lt Chck here to
17. e System Configuration Maintenance Within System Configuration Maintenance there is a category titled Transfers Within this the site will need to set the Enable External Transfers new setting to Yes System Configuration The barng amp a i of he ectadle system comiguradan selire for sie Doncaster ECAF n Trannies kd Transfer Endpoint Maintenance Integration Mamtenance Transfers to External Syetere outgeing Trafa aat Maniana Transters bo tie system inccereng Notfications of transfer actors Import transferred fie Test Transfer system only Paied Transfers to BAF old way Robo bes Integrabon Errors This maintenance option accessed from the main menu allows a customer to define the endpoint of the transfer For customers using the transfer process already this will have entries within which show the existing endpoints These can be overridden if required and the same process should be undertaken as if creating a new Endpoint Creating a new Transfer Endpoint To create a new Transfer Endpoint navigate to the Transfer Endpoint Maintenance menu option and click on New _Update New Dupicale Refresh Leis empir The details should then be filled out similar to below Create New Transfer End Point Hew Transfer End Point Transter End Points AppicaGoni ECAF TL eCAF Descripbon eCAF Doncaster 6 LEL 3 igidogic ro uk 15307 Expired e Application The application is a drop d
18. fer element will then need to be added to the form This is found in Library under the Transfer to ICS title Library H Form Elements This should be dragged to the relevant section of the form or select Copy and back in the form Paste Into The element will then be displayed in the form as below Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 8 of 24 a MSKESSON company Index Assessment Template Form Type ICS ECAFReferral Assessment Form Referral to ECAF ecafrefform Errors 0 Warnings 1 Library Search WYSIWYG Editing Pane Application Briefcase XML Referral to ECAF Select forms and case notes to transfer to ECAF when finalised together with basic child demographics Transfer Details f Date of Transfer Comments E Are parents aware of this transfer j Forms to include in this transfer Select All Select None E Child Protection Review Conference Outcome Monday 1 August 2005 Case Notes to include in this transfer T Case Note for Griffin Chris 13 years on 01 Dec 2012 of type Email In Documents to include in this transfer Select All Select None Selected Element Index Referral to FCAF TRANSFERICS Heading Referral to ECA RANSFERICS Attributes Data Flow Printing Views Element Identifiers Heading ID TRANSFERICS Element Details Caption Referral t
19. g up further details regarding the transfer as well as available actions Refer to Social Care Transter Status Transfer 1D F bis Failed Reason for Failure Unable to conmect to configured endpoint http Aiquid teet3iquidiog H Readmit this individual Tarate t Readmit al faled transfers t Back to List of transfers Person Che tails Forename Tifany Surname Transfer Date of Birth Of Jan 20 13 Transter Details Destination System res Transfer Date Ane he parents aware of this raser Me Commens Reopen Farms included in this transler E Transfer to ICS Wednesday 2 January 2013 Other Items e g Case Nobes included im this transfer E Open Person Record H Open Related Episode It is then possible to resubmit this failed transfer or all failed transfers Resubmitting Individual Transfers Clicking on the link to resubmit the individual transfer will bring a pop up box to confirm you wish to progress with this Click OK and the transfer will resend the next time the transfer service runs Ane you sure you want to resubmit this individual transfer Please make gure the issues that caused the failure have been resolved ama Whilst the transfer service is running the status will change to pending Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 23 of 24 a MCKESSON company Refer to Sonal Care Transfer Status Transfer ID Status H Resubmit al faded transfers e Back to List of fr
20. group tray then a JIRA UAT should be raised specifying the details Any user with access to this group will be able to pick up the Transfer task When picked up the user will be presented with the below screen Transfer Terry 3 years Person Details Remote System Transfer Detaik mny Ay This transfer incudes attached forma and or objects Sumama Transter These wil be copied bo the identifed person upon completion Date of Birth O1 Jan 2010 Transfer ID 5 Gender Miale Transfer From Doncaster MBC ICS Address Line I Trama Cate Address Line 3 Quahog Are the parents aware of this transfer Postoode QUA HOG Professional requesting transfer Person Local System Case Transferred By CAF Penson Not aentifed in CAF Position Search Create the Chide Record in local system Agency Telephone Emul Available Actions No flrther avadaiee actions Transfer Completion p Search for the child in eCAF Click on the Search Create the Child s Record in local system to search for the child in the system This will then populate the search screen with details copied across from ICS Find Person in ECAF Transfer Forename Terry E Show My Involements Age Date of Birth Date of Birth 01 Jan 2010 Male Liq uidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 15 of 24 a MCKESSON company If no results are displayed the completed fields should be reduced to complete a full search of the system as for ex
21. n 2013 Refera to ECAF by Socal Worker 1 Liquid Test Team Copy Forward Print Reason for Assessment Record test Bock bo Contact Hew Contact econ Receved The form should then be opened and can be completed selecting the relevant forms documents and case notes to also transfer Child Terry Transfer 3 years Ref 13 Qs 88 Gy ae er Referral to ECAF 01 Jan 2013 Consoldaton Revisions Referral to ECAF Transfer Details Date of Transfer Comment F Are parents aware of this transfer Forms to include in this transfer Select Al Select Hone La a Contact Record Tuesday 1 January 2017 Case Hotes to include in this transfer A cate notes aaiae for aaa Documents to inchide im this transfer A Gouna aiaiai for caer Once the form has been completed the Transfer will take place Referral to ECAF Record Details 01 Jan 2015 Behera in BOAF by Socal Worker 1 Liguid Test Team Completed Print Reason for Assessment Record test Beck to Contact New Contact Record Recewed Liq uidlog IC Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 13 of 24 a MEKESSON company Transfer to External System menu option The user will not see anything in the application to confirm the transfer has taken place It is however possible for a user with an Admin profile to do this as outlined below Navigate to the Transfers to External System
22. ntry displayed in a list view This process is then completed Note there should only ever be one active endpoint if there are multiple active endpoints then the transfer will not occur as the application will not know which system to transfer to If there are more than 1 entry then the invalid entries should be expired Update Mew Dupicate Refresh http Miquid test liquidiagic co uic 15307 Adding the new Transfer Element to the form Once the set up has been completed the Transfer to ICS form will need to be amended to add the new transfer element in place of the existing element Note Customer forms may be named differently and there may be multiple forms with this element in so all forms will need amending when using the new transfer process For the purpose of this document the form is called Transfer to ICS Access the Customer Form Repository Firstly click on the Customer Form Repository link from the main menu Aacecoment Mamtenance Duie F Dictionary Mainihenance Document Type Hanter ance When here locate the relevant Transfer to ICS form s to be amended and select Create a Customer Revision of this form Liq uidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 7 of 24 a MSKESSON company Registered Protocol Environments Desonpton Appicaton 3 Yersion s Live Test i Doncaster ECAF 6 0 1 Test Connected
23. o ECAF Extra Text Select forms and case notes to transfer to ECAF when finalised together with basic child demographics ss 7 Heading Details No Errors mj Document Notification Letter to Birth Parents 03 Dec 2012 F Family Working Individual Section Document Notification Letter to Prospective Adopters 03 Dec 2012 Heading State Editable at F A Assessor Stage F R Authorisor Disable mandatory fields for the assessor role Element Help Help Text Note the preview of the element may differ per customer but it is the correct element Once all changes to the form have been made the form should then be saved and closed This new form can then be released for Testing approved and released into the relevant environments when ready For more information on using the Customer Form Repository and amending forms please refer to the Customer Form Repository User Guide available on the WIKI If a customer does not have the CFR installed in eCAF Liquidlogic are able to undertake this work for a charge Please raise a JIRA UAT call specifying the requirements for this form Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 9 of 24 a MEKESSON company Enabling the process in ICS There are a number of tasks a Systems Admin worker would need to undertake to enable the process within ICS and these are described below This process is similar to that described abov
24. own and will provide the available applications to choose from This will be the application the transfer is received in e ID This can be a brief ID made up by the customer site e Description this should be the description of the receiving application Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 10 of 24 a MCKESSON company e URL this should be the URL of the receiving system up to an including the port number Once these details have been added click OK and this will then return the user to the Endpoint Maintenance screen with the entry displayed in a list view This process is then completed Note there should only ever be one active endpoint if there are multiple active endpoints then the transfer will not occur as the application will not know which system to transfer to If there are more than 1 entry then the invalid entries should be expired Adding the new Transfer Element to the form Once the set up has been completed the Transfer to eCAF form will need to be amended to add the new transfer element in place of the existing element Note Customer forms may be named differently and there may be multiple forms with this element in so all forms will need amending when using the new transfer process For the purpose of this document the form is called Transfer to eCAF Access the Customer Form Repository Firstly click on the Customer Form Repository link from the main menu
25. ption accessed from the main menu allows a customer to define the endpoint of the transfer For customers using the transfer process already this will have entries within which show the existing endpoints Update New _Dupicate Delete Refresh IESIT EDot ne fo isDer ToStencesterley These can be overridden if required and the same process should be undertaken as if creating a new Endpoint Creating a new Transfer Endpoint To create a new Transfer Endpoint navigate to the Transfer Endpoint Maintenance menu option and click on New Lists empty Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 6 of 24 a MCKESSON company The details should then be filled out similar to below Update This Transfer End Point oK Canc Update End Pomt ICS Donraster 6 Transler End Points Appian ICS 1D ICS Descrmpoon j5 Doncaster 7 URL https Mique tes 3 baggie e Application The application is a drop down and will provide the available applications to choose from This will be the application the transfer is received in e ID This can be a brief ID made up by the customer site e Description this should be the description of the receiving application e URL this should be the URL of the receiving system up to an including the port number Once these details have been added click OK and this will then return the user to the Endpoint Maintenance screen with the e
26. r Details Cesfnaton System IES Transter Date Are the parents aware of tig kansie No Commens Remeni Fons miuded m thes transfer EJ Transfer to DCS Tuesday 1 January 20113 Other Items e g Case Motes included in this transter E Open Person Record F Open Related Episode Receiving the transfer in ICS When the transfer has been successful a transfer task will show in the receiving group tray as shown below Worktray 29 My Vew BGR Ee Lee Team Manager 13 Show emt Group By Date Task Person Address Refera Group Order By Start Date Dur Date Timeframe Person Task Description Expand All Collanse Al Transfer from Doncaster ECAF ECAF 2 Ao Due Date Transter Tittany 2 weeks Transfer from Doncaster BCAF RCAF Please review this case tramcherred from Doncaster ECAF ECAI By default the group tray that the transfer tasks are sent to is set with the group ID of ADMIN If a site wishes to change this it can be done as part of configuration when completing the configuration document However if a site wishes to just make a change to the receiving group tray then a JIRA UAT should be raised specifying the details Any user with access to this group will be able to pick up the Transfer task When picked up the user will be presented with the below screen Tranter Tihany 2 weeks Person Details BCAF Transfer Details Forename Tiffany A This CAF transfer includes attached forms and or obje
27. r in more detail such as the person details as well as what forms were included in this transfer Trenafer to Transfer Stabus Traresfer D tats H Reabmit al failed transfers b Back to Lest of transfers Person Details Forename Terry Date of Birth OL Jan 20 00 Transiter Details Destnaton System BCAr Trarefer Gate Are Se parents sawe of this trangher Pig Comments Reopents Forma included in this transter Ga Referral to ECAF Tuesday 1 January 2013 Other Items e g Case Nobes imduded im this transfer k Open Person Pecord Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 14 of 24 a MSKESSON company Receiving the transfer in eCAF When the transfer has been successful a transfer task will show in the receiving group tray as shown below Workiray 0 My View FES ee Show any 2 J Group By Date Task Child Address Locality Onder By Start Date Dwe Dabe Timeframe Person Show Full Caselaad Expand Al Colapse Al Transfer Terry 3 years 1 hho Cave Date Transfer Terry 3 years Transfer from Doncaster MBC ICS Please review this case transferred from Doncaster MBC ICS By default the group tray that the transfer tasks are sent to is set with the group ID of ECAFADMIN If a site wishes to change this it can be done as part of configuration when completing the configuration document However if a site wishes to just make a change to the receiving
28. ransferring bo DCS for further Socal Care involvement Further Information Source Type Contact Qutcome Code Contact Reason Code Further Acthon Suggested Quinomes Kee daare s See ee ee ee dee re ek I Enqury of CP T Provision of Information Advice Referral to Other Agency pl Notification of Contact started in ICS When an ICS contact is started on the child transferred to ICS the system will automatically send a notification to the eCAF worker completing the transfer which will appear as a task in their work tray Fa Configure Show Full Caseload Expand ll Collecee Al i Transfer Tifany 2 weeks 1 Mo Cue Daie Haj Transfer Tiffany 2 weeks Hotificalbion from 1S new contact was created in the 10S system Clicking on this task will bring up the following screen Transfer Tifany 2 weeks Hotification Message Moticabon Text Anew contect was crested in the 65 system Person Details Sumae Trarefer Date of Brt 01 lan 2015 Transfer Details System to be notified BCS Transfer Date Once satisfied that no further work needs to be done the Delete Task link as shown above should be clicked The user will be provided with a confirmation message The task will be removed from the work tray and no further tasks will be automatically generated from either system and the transfer process is now completed Notification of Contact progressing to NFA in ICS When the ICS user
29. rs Control ID IDTRANSFEATOICS Element Details Captan Extra Text Question Layout Position Default The new transfer element will then need to be added to the form This is found in Library under the ICS Forms Transfer Forms headings Errors 0 Warnings 1 Liwary Search library Form Fleets Basi Elements H 5 Demographics JES Forms Child Fermes i Ferter Corer Recruitment j Adopter Reoruilinent Traneier Forms t Transher bo Enternal 105 iyetem Transher to eCAF Original Process Tr nster bo eCAF New Standard Choices Validation Group Oo not cioose WFA and any other outcons This should be dragged to the relevant section of the form or select Copy and back in the form Paste Into The element will then be displayed in the form as below Referral to ECAF v1 1 Form Designer Undo Save Export ami Export xch import Close ed WYSIWYG Editing Pane Applicaton Briefcase XM Referral to ECAF Select forms and case notes to transfer to ECAP when finalised together with basic chid demographics Are parents aware of this transfer Attributes Printing Views Forms to include in this transfer tie No other farms avadahle for transfer ment Identifiers Conto ID IDTRANSFERECAF Case Notes to include in thes transfer Element Details No case notes avaiable for transfer Caption Errors 0 Warnings 1 Library Search ICS Demographics ICS forms g
30. s outgoing link on the main menu Integration Maintenance Transfers to Es Systems outgoing Transfers to this system Geomag Notfications of tarasie actors impot trancfened fie Test Transfer system only Faded Transfers to ECAP old way Robotics Integration Errors When here the user is able to search for all transfers or a specific person The list of results will be displayed in the search and within the table shows the status of the transfer Transfers to External Systems outgoing Cuery Results i To Ida Transier Date CaseNo Forename Surname Date of mirth Status Reason For Failure G Transfer 01 Jan 2010 e Successful this means the transfer has been successful and a task will now show in eCAF in the configured group tray e Pending this means that the transfer has not yet been sent to eCAF This will occur when looking at the transfer soon after it has been created as a service is run at a set number of minutes If for any reason a transfer had taken place 24 hours previously but is still showing as pending this may be an issue with the systems and Liquidlogic should be contacted stating the time the transfer was started and this will then be investigated e Failed this will show if the transfer has failed for any reason If it does fail it will provide a reason for failure See section on Failed Transfers for more information Clicking on a result will bring up another screen showing the transfe
31. select a user gt Case Worker s Team Click here to select a depa iment Other Feldy Chid in Need Code Legal Status Age Date of Birth Daie of Berth If no results are displayed the completed fields should be reduced to complete a full search of the system as for example the client may exist but at a different address When it is confirmed that the person does not exist in the application the child should be created When in the create screen the system will automatically populate the information possible and if the address already exists in the application this will also be populated However if the address does not exist this will be shown and the address will need to be created Personal Details Cae Aiur Trt h Sumam Transfer Forename Tiffany Prefered Hame Date of Birth amp Age Date of Birth Expected DOB 91 Jan 2013 Current Address Address Dp lockup Address vald since Status Daetaiks Maita Status Deceased ste of Desih Completing the transfer Once the child has been created the Transfer can be completed and a Contact Record started for the child Transter Tifany 7 weeks Ferson Detais ECAF Transfer Details Forename Tiffany db This CAF transfer includes attached forms and or objects Surname Transfer Transfer Date 02 Jan 2013 01 Jan 2013 Transfer Comments This case m franeferning to DCS for further Sodal Care involvement Gender Female Are the parent aware of the contact House
32. sesesseeceeeeeeseeeeeeeeeeeseeseeeeaeeeeeeeesesuaeeseeeeeseaaas 7 Amending the form using Form Designer cccccecseseeeceeeeeeeeeeeeeeceeueeeesaeeeeesaeeeeseageeesseeessaeeees 8 ENABLING THE PROCESS IN VCS visssressteesrepetcpecescc cedures teen yteenieronwe acoresmneteucenerretoorerreereene erie 10 System Configuration Maintenance ccccccccsssessecceeeeeceeeeeseeceeecsaeesseeeeeeeeessaaeseeeeeeessssseaseeeeeeeeeeas 10 Transfer Endpoint Maintenance ccccccssseccccesscecceeseeecsaeecueuseeeseaeeeceaseeessaseeessauseessagseessseeeeses 10 Creating a new Transfer ENdpoint cccccccccssssseeececeeeeeeeeseeeeceeeeeeeeeeeeeeeessaeeseeseeeeesssuaaageeeeeees 10 Adding the new Transfer Element to the fOr ccccccccceseeeceeeeaeeeeeeeeceeeseeeeeeeseeeeesaaeeeeeessaaeeees 11 Access the Customer Form AeDOSIIONY acisacennncscseconciedennecasdesintrbcenudesdatanancnbadyeneddenwensseerseiadoewee 11 Amending the form USING Form Designer cccccseseeeccsececceseeccsaueecseuseecseseeessaneessseseeesseass 11 COMPLE TING A TRANSFER sc gisercegeevesestoncosecue desea uarenetviveocssuuesesi dy uaveneievonwsl ucssesu eau vviebodoudoecouete 13 Transferring from ICS to CCAP ccccccccccsseeceeeceeeeeeeeeceeeseceeeseeeeeessseeeceeeessaaeeeeeeesaseeesesaaeeeeeaaeeeees 13 Starting the Transfer process in ICS 20 cccccccccseeseeeceeeeeceaeeeeeeeeeeeeaeeeeeeeeeeeessaeesseeeeeeesseaaasseseeeees 13 Transfer to
33. t Child Forms E Foster Career Recruitment Custom Bement Soecific Ootions Documents to include in this transfer Extra Text No documents avadable for transfer Question Layout Position Default Note the preview of the element may differ per customer but it is the correct element Once all changes to the form have been made the form should then be saved and closed This new form can then be released for Testing approved and released into the relevant environments when ready For more information on using the Customer Form Repository and amending forms please refer to the Customer Form Repository User Guide available on the WIKI If a customer does not have the CFR installed in ICS Liquidlogic are able to undertake this work for a charge Please raise a JIRA UAT call specifying the requirements for this form Liquidlogic Commercially Confidential eCAF ICS Transfer User Manual v1 0 Page 12 of 24 a MSKESSON company Completing a transfer Transferring from ICS to eCAF Starting the Transfer process in ICS The transfer process in ICS can be started from many different locations for example as an outcome of the Contact Record For more information about this please see the eCAF ICS Transfer Configuration Document where this can be specified Once the decision to complete the transfer has been started the Transfer stage will become active with the transfer form available Referral to ECAF a A E Record Chetails t 01 Ja
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