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Illinois Department of Human Services
eCornerstone: User Manual Date: 06/25/2014
eCornerstone: User Manual
Date 06/25/2014 Page 2
Table of Contents Introduction .................................................................................................................................................. 9
Purpose ................................................................................................................................................... 10
Disclaimer................................................................................................................................................ 10
How to Use this Manual .......................................................................................................................... 10
Worker Registration and Security Roles ................................................................................................. 10
Equipment Requirements ....................................................................................................................... 10
Chapter One - Programs that Utilize eCornerstone .................................................................................... 11
Youth Services ......................................................................................................................................... 11
Youth Services Policies ........................................................................................................................ 11
Teen REACH............................................................................................................................................. 13
Teen REACH Policies............................................................................................................................ 13
Chapter Two - System Environment ........................................................................................................... 15
Login ........................................................................................................................................................ 15
System Change Password ................................................................................................................... 16
Select Worker Agency ......................................................................................................................... 17
Logout ................................................................................................................................................. 18
Navigation Tabs and Sub-menus............................................................................................................. 19
Help ......................................................................................................................................................... 22
Chapter Three - Home ................................................................................................................................ 23
Home Page (eCornerstone Home Page) ................................................................................................. 23
Information Center (eCornerstone Information Center) ........................................................................ 24
To Do (To Do Messages) ......................................................................................................................... 25
Generic Reminder ............................................................................................................................... 26
Case List .................................................................................................................................................. 27
Enrollee List ............................................................................................................................................. 28
Print Blank YASI II Pre-Assessment Form ................................................................................................ 29
Print Blank YASI II Full-Assessment Form................................................................................................ 29
Reset Password ....................................................................................................................................... 30
Confirm Resetting Self Password ........................................................................................................ 30
Self Password Reset ............................................................................................................................ 31
Chapter Four - Lookup ................................................................................................................................ 32
Participant Lookup .................................................................................................................................. 32
Advanced Search ................................................................................................................................. 33
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Search Results ......................................................................................................................................... 34
Participant Details ............................................................................................................................... 35
Chapter Five - Intake ................................................................................................................................... 36
Preparing Participant for Intake.............................................................................................................. 36
Intake ...................................................................................................................................................... 38
Intake - Demographics ........................................................................................................................ 38
Intake - Names .................................................................................................................................... 40
Intake - Addresses ............................................................................................................................... 43
Intake – Phone Numbers .................................................................................................................... 48
Intake - Consent .................................................................................................................................. 51
Intake – Family Support Contacts ....................................................................................................... 52
Intake – System Cross References ...................................................................................................... 68
Chapter Six - Participant Summary ............................................................................................................. 71
Chapter Seven - Enrollment History ........................................................................................................... 72
Add Enrollment - Program Selection ...................................................................................................... 73
Program Enrollment ................................................................................................................................ 74
Referring Agency Search ..................................................................................................................... 76
Program Enrollment (Update) ................................................................................................................ 79
Terminate Enrollment ......................................................................................................................... 81
Chapter Eight - Assignment......................................................................................................................... 84
Assign A Participant ................................................................................................................................ 84
Assign A Participant – Worker Selection ................................................................................................. 85
Assign a Participant – Confirm Assignment ............................................................................................ 86
Chapter Nine - Assessments ....................................................................................................................... 87
Assessments History ............................................................................................................................... 87
Assessment Details ............................................................................................................................. 88
YASI II (Pre-Assessment) ......................................................................................................................... 89
YASI II – Program Selection ................................................................................................................. 89
YASI II – Assessment Date and Type Selection.................................................................................... 90
YASI II (Pre-Assessment) ..................................................................................................................... 91
YASI II (Pre-Assessment) – Results ...................................................................................................... 92
YASI II (Full-Assessment) ......................................................................................................................... 93
YASI II – Program Selection ................................................................................................................. 93
YASI II – Assessment Date and Type Selection.................................................................................... 94
YASI II (Full-Assessment) ..................................................................................................................... 95
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YASI II (Full-Assessment) – Graphical Results ..................................................................................... 97
YASI II (Re-Assessment) ........................................................................................................................... 99
YASI II – Program Selection ................................................................................................................. 99
YASI II – Assessment Date and Type Selection.................................................................................. 100
YASI II (Full-Assessment) ................................................................................................................... 101
YASI II (Full-Assessment) – Graphical Results ................................................................................... 103
YASI II (Closing Assessment).................................................................................................................. 105
YASI II – Program Selection ............................................................................................................... 105
YASI II – Assessment Date and Type Selection.................................................................................. 106
YASI II (Full-Assessment) ................................................................................................................... 107
YASI II (Full-Assessment) – Graphical Results ................................................................................... 109
ACLSA Assessment ................................................................................................................................ 111
Add ACLSA ......................................................................................................................................... 111
Update ACLSA ................................................................................................................................... 114
YASI II – Text Results History ................................................................................................................. 115
Chapter Ten - Progress Notes ................................................................................................................... 116
Progress Notes – Add ............................................................................................................................ 117
Chapter Eleven - Services .......................................................................................................................... 118
Service Type Selection .......................................................................................................................... 119
Service Detail ........................................................................................................................................ 120
Chapter Twelve - Time/Activity ................................................................................................................ 121
Participant Related Time/Activity Summary ......................................................................................... 121
Search Results ....................................................................................................................................... 122
Add Participant Related Time/Activity .................................................................................................. 123
Modify Participant Related Time/Activity............................................................................................. 125
Participant Related Time/Activity Detail ........................................................................................... 127
Chapter Thirteen - Academic .................................................................................................................... 128
Academic Progress ................................................................................................................................ 128
Academic Summary .......................................................................................................................... 128
Academic Progress ............................................................................................................................ 130
Academic Progress (Edit) .................................................................................................................. 132
Standardized Tests ................................................................................................................................ 136
Standardized Tests Summary ............................................................................................................ 136
Standardized Tests And College Entrance Exams ............................................................................. 137
Chapter Fourteen - Case Plan(s) ............................................................................................................... 138
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Create Case Plan ................................................................................................................................... 138
Assessment Domain Selection .......................................................................................................... 139
Work With Case Plan/View Case Plan ................................................................................................... 141
Case Plan Summary ........................................................................................................................... 141
Close the Case Plan ............................................................................................................................... 153
Close Case Plan ................................................................................................................................. 153
Close Case Plan – Confirmation ........................................................................................................ 154
View Closed Case Plan(s) ...................................................................................................................... 155
Closed Case Plan List ......................................................................................................................... 155
Chapter Fifteen - RIN (Recipient Identification Number) ......................................................................... 156
RIN History ............................................................................................................................................ 156
RIN Search (Search for RIN) .................................................................................................................. 157
RIN Selection ..................................................................................................................................... 158
RIN Delete (Delete RIN)......................................................................................................................... 159
Chapter Sixteen - Allergies and Medications ............................................................................................ 160
Allergies And Medications Summary .................................................................................................... 160
Add/Edit Participant Physician (Primary) .......................................................................................... 162
Add/Edit Participant Physician (Secondary) ..................................................................................... 163
Add/Edit Allergy ................................................................................................................................ 164
Add/Edit Medication ......................................................................................................................... 165
Chapter Seventeen - Attendance History ................................................................................................. 167
Teen REACH........................................................................................................................................... 167
Chapter Eighteen - Case Worker Functions .............................................................................................. 168
Assign Multiple Participants – Select Program ..................................................................................... 168
Assign Multiple Participants – Select Participant(s) ......................................................................... 169
Assign Multiple Participants – Select Worker ................................................................................... 171
Assign Multiple Participant – Confirm Assignments ......................................................................... 172
Transfer Worker Caseload .................................................................................................................... 173
Transfer a Caseload – Worker List .................................................................................................... 173
Transfer Caseload – Programs .......................................................................................................... 174
Transfer Caseload – Select Worker ................................................................................................... 175
Transfer Caseload – Confirmation .................................................................................................... 176
Close A Case Assignment ...................................................................................................................... 177
Close Case Assignment...................................................................................................................... 177
Confirm Close Case Assignment ........................................................................................................ 178
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Worker Time/Activity ............................................................................................................................ 179
Worker Time/Activity Summary ....................................................................................................... 179
Search Results ................................................................................................................................... 180
Add Worker Related Time/Activity ................................................................................................... 184
School Reporting Periods ...................................................................................................................... 185
Add or Edit for a Single School .......................................................................................................... 185
Add Reporting Periods for Multiple Schools ..................................................................................... 189
Program Planning .................................................................................................................................. 191
Display Program Calendar ................................................................................................................. 191
Event Description .............................................................................................................................. 195
Teen REACH Program Description .................................................................................................... 198
Attendance ............................................................................................................................................ 200
Select Attendance ............................................................................................................................. 200
Attendance Summary ....................................................................................................................... 202
Display Agency Security Coordinators .................................................................................................. 204
Reports .................................................................................................................................................. 205
Available Reports .............................................................................................................................. 205
Chapter Nineteen - Agency Profile ........................................................................................................... 238
Agency Information .............................................................................................................................. 238
Add Agency Contact .......................................................................................................................... 240
Agency Contact Summary ................................................................................................................. 241
Add/Update Phone ........................................................................................................................... 242
View/Update Program Information .................................................................................................. 243
Agency Services ..................................................................................................................................... 246
Select Services ................................................................................................................................... 247
Agency Business Hours ......................................................................................................................... 248
Staff Profile ........................................................................................................................................... 249
Worker Information .......................................................................................................................... 250
Providers ............................................................................................................................................... 254
Local Providers Summary .................................................................................................................. 254
Provider Search ................................................................................................................................. 255
Search Results ................................................................................................................................... 257
Add Provider Information ................................................................................................................. 260
Edit Provider Information ................................................................................................................. 262
Edit Site Information ......................................................................................................................... 266
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Provider Services ................................................................................................................................... 273
Select Services ................................................................................................................................... 274
Broadcast Messages .............................................................................................................................. 275
Agency Broadcast Messages ............................................................................................................. 275
Add Agency Broadcast Message ....................................................................................................... 276
Chapter Twenty - Worker Administration ................................................................................................ 277
Reset Worker Password ........................................................................................................................ 277
Select Worker .................................................................................................................................... 277
Confirm Resetting Worker Password ................................................................................................ 278
Worker Password Reset .................................................................................................................... 278
Worker Authorities ............................................................................................................................... 279
Select Worker .................................................................................................................................... 279
Select Worker Authorities ................................................................................................................. 280
Worker Information .............................................................................................................................. 282
Select Worker .................................................................................................................................... 282
Update Worker Information ............................................................................................................. 283
Worker Programs .................................................................................................................................. 284
Select Worker .................................................................................................................................... 284
Update Worker Programs ................................................................................................................. 285
Worker Status ....................................................................................................................................... 286
Select Worker .................................................................................................................................... 286
Confirm Changing Worker Status ..................................................................................................... 287
Worker Status Changed .................................................................................................................... 288
Worker Subordinates ............................................................................................................................ 289
Select Worker .................................................................................................................................... 289
Update Worker Subordinates ........................................................................................................... 290
Worker Supervisor ................................................................................................................................ 291
Select Worker .................................................................................................................................... 291
Update Worker Supervisor ............................................................................................................... 292
Terminate Worker ................................................................................................................................. 293
Select Worker .................................................................................................................................... 293
Terminate Worker ............................................................................................................................. 294
Chapter Twenty-one - Administrative Functions ...................................................................................... 295
Broadcast Messages .............................................................................................................................. 295
Administrative Functions – Broadcast Message List ......................................................................... 295
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Administrative Functions – Broadcast Messages Add/Update......................................................... 296
Administrative Functions – Broadcast Messages Preview/Confirm ................................................. 298
Activities ................................................................................................................................................ 299
Administrative Functions Activity – Activity List ............................................................................... 299
Appendix A – Glossary .............................................................................................................................. 303
Terms .................................................................................................................................................... 303
Appendix B - Code Table ........................................................................................................................... 312
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Introduction eCornerstone is a management information system provided by the Illinois Department of Human Services (DHS) to support the department's programs in youth services and juvenile justice aimed at enhancing the health and wellbeing of at-risk populations. Programs currently supported in eCornerstone include Comprehensive Community Based Youth Services (CCBYS) and Teen REACH. The eCornerstone system is essential to the effective delivery of services and management of these programs. As a web-based system, eCornerstone provides access to program information for qualified users at any location with internet access, and supports a statewide database of program participants, providers, and program management, with real-time updating and agency-wide access to appropriately shared information.
In support of the DHS mission to provide delivery of integrated family oriented services, promote prevention, and quantify the performance of programs and providers, the eCornerstone system provides a secure platform for fulfilling this mission and a structured approach to managing both the CCBYS and Teen REACH programs. Community-based service provider Agencies use eCornerstone to provide services under these programs to positively impact health outcomes for participants.
The Comprehensive Community Based Youth Services program serves youth ages 11-17 that are at risk of involvement in the child welfare and/or juvenile justice system with the overarching goal of family reunification and/or stabilization. It is authorized by the Children and Family Services Act (20 ILCS 505/17 and 17a), and implements Article 3 of the Illinois Juvenile Court Act of 1987 (705 ILCS 405/3 et seq.) A continuum of services are available and provided to youth in high-risk situations, and to their families when appropriate, keeping with the goal of family preservation, reunification and/or family stabilization, or independence, dependent upon the youth's needs. A 24-hour crisis intervention response system is available in emergency situations for referrals from youth, parents/guardians, police, courts, schools, Safe Place, and the Department of Children and Family Services (DCFS).
The Teen REACH program (Responsibility, Education, Achievement, Caring and Hope) was implemented by DHS beginning in 1998 in an effort to provide positive youth activities during non-school hours. Through prevention-focused activities, Teen REACH programs seek to expand the range of choices and opportunities that enable, empower and encourage youth from ages 6 through 17 to achieve positive growth and development, improve expectations and capacities for future success and avoid and/or reduce risk-taking behavior. Programs are to establish linkages with schools, and are encouraged to establish linkages with DHS local offices, local businesses, and other community service providers. Teen REACH programs must provide core services and may include additional services appropriate to community and participant needs. Core Services include improving academic performance; recreation, sports, and cultural and artistic activities; positive adult mentors; life skills education; parental involvement; and Service Learning.
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Purpose The main purpose of this user manual is to assist the user in becoming familiar with the screens that are available in the eCornerstone system.
Disclaimer This user manual provides step-by-step instructions intended to familiarize the user with the screens that are available in the eCornerstone system. Screenshots are provided to assist the user. This guide assumes that the user has at least a basic working knowledge of computers. It is advised that the user reads how to properly use this user manual, please see How to Use this Manual.
How to Use this Manual This manual is not intended to lead the user through the flows of screens to complete specific tasks in the eCornerstone system. This user manual provides information about each program that uses the eCornerstone system, provides a brief explanation on each screen’s function and how to access them, provides step -by-step instructions for each screen, informs the user of what other screens are accessible from a screen, provides hyperlinks to help navigate through the manual, and additional notes that may be helpful to the user. It is recommended that user utilizes the bookmark tabs to navigate through the manual more effectively.
Worker Registration and Security Roles Each worker must register with DHS in order to receive appropriate system access for their security roles(s). Access to eCornerstone website requires the email address used for registration into the Tivoli Access Manager (TAM) as required by DHS. During the registration process, workers indicate the roles they desire and the appropriate approving entity will either grant or deny the access. A worker can only have one security role. A worker can access multiple agencies with the same login, if approved.
Equipment Requirements A computer with internet access.
Security software installed.
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Chapter One - Programs that Utilize eCornerstone
Youth Services Under the Illinois Department of Human Services' Division of Community Health and Prevention, the community-based programs in youth services offer prevention, diversion, intervention and treatment services targeting youth to support families in crisis. The most important feature of eCornerstone to youth services is its assessment function. The Youth Assessment and Screening Instrument (YASI II) is a computerized tool that assesses the risk level and protective factors of youth. Results of the assessment will serve as a guide to development of a service plan. The following youth services programs utilize eCornerstone:
Comprehensive Community Based Youth Services (CCBYS): This statewide program serves youth ages 10 to 17 that are at risk of involvement in the child welfare and/or the juvenile justice system. The primary purpose of Comprehensive Community Based Youth Services is to provide services to youth in emergency situations according to their needs, with a primary goal of family preservation or reunification. Services are directed at assuring that youth who come in contact or may come in contact with the child welfare or juvenile justice systems will have access to needed community services. A 24 hour crisis intervention response system is available to link agencies to youth in emergency situations.
Homeless Youth (HY): The homeless youth program is comprised of three components: Transitional Living, Emergency Shelter, and Outreach. Transitional Living programs provide housing and services for up to 24 months with the goal to reunify the youth with his/her family when possible, or to help youth transition from homelessness to self-sufficient living. Emergency Shelter program provide temporary housing and services for up to 120 days designed to reunify the youth with his/her family or to transition toward independent living or transitional housing programs. Outreach programs provide services in areas where homeless youth are located, designed to assist them in making healthy lifestyle choices.
Juvenile Reentry:
Release Upon Request (RUR): The Release Upon Request program serves youth 12 to 17 years of age who have been ordered released from the Cook County Temporary Juvenile Detention Center, but remain there because a parent, guardian or custodian has failed to accept the custody. This program is offered only in Cook County. The purpose of this program is to ensure that the youth is removed from detention within 24 hours of referral. Once that is accomplished, the focus of the program turns to effectively reuniting the family.
Youth Build (YB): The Youth Build program enrolls youth and young adults aged 16 to 24 who have dropped out of school, are unemployed and/or have limited job skills. The purpose of the Youth Build program is to empower struggling teens and young adults. Youth Build focuses on academic goals while also helping youth to develop job skills by building homes for low-income families.
Youth Services Policies
Support staff that enters information other than the YASI Pre-Assessment or YASI Assessment must have completed eCornerstone training.
A participant may be enrolled in more than one youth services program at the same time, and at more than one provider within the eCornerstone system. For example, a participant may be enrolled in CCBYS at one agency and Teen REACH at other agency. Therefore, it is highly
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recommended that the Participant Lookup must be completed on each participant to ensure that a duplicate record is not created for the same participant.
A record in eCornerstone is the electronic copy of the information collected on the participant that included in the electronic file. This record will be maintained for five years.
The original signed eCornerstone Informed Consent Form and client notes that required confidentiality under the Mental Health Code should be maintained in the client's file at the agency. The client file should be maintained for five (5) years.
Participant Intake information must be entered into eCornerstone within 72 hours of initial contact with participant.
The provider shall conduct a standardized assessment for all youth referred for service including, if possible, an interview with the youth's parents or guardians and other appropriate family members. During the interview, the provider is expected to gather sufficient information to determine whether further services are required or appropriate.
Once the Agency is been set up on the eCornerstone system, all the cases on or after the live date must be entered into eCornerstone, whether or not a consent form has been signed.
If the agency elects to administer the YASI assessment to youth who are participating in a program not funded by DHS and the agency still wants to use the eCornerstone system for enrollment, then the agency user can do that by selecting the Other YS Program option on the Enrollment page.
Information entered on the Progress Notes page in eCornerstone should be limited to information on the participant's progress toward meeting the objectives and goals related to eCornerstone assessments.
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Teen REACH Teen REACH is a program offered by Illinois Department of Human Services' Division of Community Health and Prevention. The program offers year round services to youth ages 6 through 17. Services are offered during the summer and after school hours. Many children are left alone during these hours because their parents or guardians are working outside the home. The Teen REACH program provides the following core services:
Academic Assistance: This includes time to do homework, tutoring in basic skills and enrichment programs that encourage creativity.
Life skills education: Help prevent a range of risky behaviors, such as substance abuse, criminal involvement, violence, sexual activity.
Parental involvement: Parents and guardians have opportunities to meet with staff to discuss their children's activities and to participate in events that strengthen parent/child bonds and community involvement.
Recreation, sport, cultural and artistic activities: Provide safe outlets for the participants to try new skills, develop new interests, and build friendships.
Positive adult mentors: Allows opportunities for participants to develop and maintain positive, sustained relationships with adults through mentoring and other programs that emphasize one-on-one interactions.
Non-core Service: An activity or event that does not fall under the previous five services: such as snacks, meals and transportation to and from a field trip.
Teen REACH Policies
No policy in the eCornerstone User Manual should be assumed to supersede the Teen REACH Community Services Agreement (Contract) or the Teen REACH Policy and Procedure Manual.
Prior to accessing the system, the worker must complete the web-based eCornerstone training offered by the Community Health Training Center (www.chtc.org).
A participant's intake and program enrollment must be completed in eCornerstone prior to attendance at any scheduled event.
Teen REACH agencies are required to enter academic information on every participant enrolled in the program for every grading period (as defined by the local school system).
Attendance data must be entered into eCornerstone system within 24 hours of the scheduled event.
An enrollment period cannot be longer than 365 days. A legal name must be entered into eCornerstone for all Teen REACH participants. A participant’s "Initial Contact Date" must be the date when the participant was first enrolled in
any Teen REACH program. Therefore, this historical date is the date the participant first signed a Teen REACH enrollment form.
Teen REACH agencies are required to enter demographic information for every participant for Race, Ethnic, Status, Language Preference and Level of Education.
Each Teen REACH agency must have a written policy manual to address local policy issues. This manual must be reviewed annually, and updated each year as necessary. Local policies are not limited to, but should include:
o What fields, if any, that are required to be completed by eCornerstone or the Teen REACH program, will be required to be completed under local policy.
o If staff is restricted in the physical location where they can access and use eCornerstone.
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o What address, if any, is entered in eCornerstone for participants with no known address, or for participants who may be homeless.
o Progress Note: What should be included in the progress note and what should not. In what instance progress notes should be private, and in what instance the progress notes should be shared within the agency.
o In what time frame local staff must enter the academic date for participants. o When to terminate the participant manually. o Policy to obtain consent from the participant's family. o A procedure to report problems to eCornerstone support staff. o A procedure for dissemination of information received from DHS, i.e., application
updates, bulletins, other email correspondence and messages.
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Chapter Two - System Environment
Login By entering a valid User ID and Password the user gains access to the eCornerstone System. The user’s User ID and Password must be assigned by DHS prior to first login.
1. Go to https://ecs.dhs.illinois.gov/ecssecure/ecsapp. 2. Enter the User ID (the user’s DHS ID). 3. Enter the Password (first time users will receive a temporary password from DHS). 4. Click Login. The system will display the eCornerstone Home Page screen.
o Click Clear to remove all entered data.
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System Change Password First time users will be prompted to change their password after logging into the eCornerstone system. The system will display the System Change Password screen. This screen will allow the user to replace the temporary password with a new password:
The password must be at least eight (8) characters in length.
The password must contain at least four (4) alpha characters.
The password must contain at least one (1) numeric character.
The password cannot contain more than two (2) repeated characters.
The password is case sensitive.
1. Enter the temporary password in the Input old password field. 2. Enter the new password in the Input new password field. 3. Re-enter the new password in the Confirm new password field. 4. Click Change Password.
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Select Worker Agency If the user’s ID is associated with more than one agency, the user will be required to select an agency for the work session in eCornerstone. A worker agency must be selected before the user can be logged into the eCornerstone system.
1. Select the Agency for this session from the drop-down menu. 2. Click Submit. The eCornerstone Home Page screen will display.
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Logout Click the Logout tab to logout of eCornerstone system.
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Navigation Tabs and Sub-menus The main-menu tabs are used to navigate the user to specific screens within the eCornerstone system. These screens are used to complete certain tasks within the system. In order to display the sub-menu options, use the mouse to hover over the main-menu tabs.
Once the user accesses a Participant via the Lookup main-menu tab, the Participant main-menu tab will also be available.
The following is a list of the main-menu tabs and their sub-menus: Home.
Home Page.
Information Center.
To Do.
Case List.
Enrollee List.
Print Blank YASI II Pre-Assessment (Opens a new window).
Print Blank Full YASI II (Opens a new window).
Reset Password.
Lookup: forwards the user to the Participant Lookup screen. Participant (Will not be visible until the user runs a Participant Lookup).
Intake. o Demographic. o Name. o Address. o Phone. o Consent. o Family/Support. o Cross Reference.
Participant Summary.
Enrollment History.
Assignment.
Assessments.
Progress Notes.
Services.
Time/Activity.
Academic. o Academic Progress.
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o Standardized Tests.
Create Case Plan/Work With Case Plan/View Case Plan.
Close This Case/View Closed Case Plan(s).
RIN. o RIN History. o RIN Search. o RIN Delete (Will not be visible until a RIN is assigned).
Allergies and Medications.
Attendance History. o Teen REACH.
Administrative.
Assign Multiple Participants.
Transfer Worker Caseloads.
Close A Case Assignment.
Worker Time/Activity.
School Reporting Periods. o Add or Edit for a Single School. o Add for Multiple Schools.
Agency Profile. o Agency Business. o Agency Services. o Agency Business Hours. o Staff Profile. o Providers. o Provider Services. o Broadcast Messages.
Program Planning. o Display Program Calendar. o Event Descriptions. o Teen REACH Program Description.
Attendance. o Attendance. o Attendance Summary.
Display Agency Security Coordinators.
Reports.
Worker Administration (Only visible for Security Coordinators). o Reset Worker Password. o Worker Authorities. o Worker Information. o Worker Programs. o Worker Status. o Worker Subordinates. o Worker Supervisor. o Terminate Worker.
Administrative Functions. o Broadcast Messages.
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o Activities. o Manage CSSC/Agency Relationships. o Show Worker Group Memberships.
YASI/Case Planning Training. o YASI/Case Planning Training Update. o YASI/Case Planning Training Exceptions.
Help: forwards the user to the Help screen. Logout: logs the user out of the eCornerstone system.
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Help Click the Help tab to access the ECornerstone User Help screen in a separate window. The ECornerstone User Help screen provides access to eCornerstone online training and tutorial information. The user can also download Adobe Reader.
Click the Online Training link to access The Springfield Urban League e-Learning Center.
Click the logo to download Adobe Reader.
Click the Close Window link to close the screen.
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Chapter Three - Home
Home Page (eCornerstone Home Page)
After logging into the system, user will be directed to the eCornerstone Home Page screen.
Starting Points: lists shortcuts to a number of screen options that are designed to help users get a quick start on common tasks:
Information Center: forwards the user to the eCornerstone Information Center screen.
To Do Messages: forwards the user to the To Do Messages screen.
Case List: forwards the user to the Case List screen.
Enrollee List: forwards the user to the Enrollee List screen.
Participant Lookup: forwards the user to the Participant Lookup screen.
Print Blank YASI II Pre-Assessment (Opens a new window): accesses the YASI II (Pre-Assessment) - Printer Friendly View screen.
Print Blank Full YASI II (Opens a new window): accesses the YASI II (Full-Assessment) – Printer Friendly View screen.
User Help: contains a shortcut to eCornerstone Online Training:
eCornerstone Online Training (Opens a new window): accesses The Springfield Urban League e-Learning Center.
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Information Center (eCornerstone Information Center)
If any new messages are available, the user will get routed to the eCornerstone Information Center screen, upon logging into the system.
The eCornerstone Information Center is a common platform to communicate with all the eCornerstone users. The Information Center displays messages, both internally and externally, to agencies, programs, and DHS. When the eCornerstone Information Center screen is accessed, the system checks to see if any new messages have been posted since the user’s last login. Messages are displayed according to each user's assigned role until the message has expired or the user hides it purposely. The messages are organized in the eCornerstone system according to their broadcast specification. Click Home > Information Center to access the eCornerstone Information Center screen.
Click the Message Name link to display the contents of the selected message.
Click Hide Selected Messages to hide messages that have been selected.
Click the Show New Messages Only link to display only new messages.
Click the Show Hidden Messages link to display messages that were previously hidden.
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To Do (To Do Messages) The To Do Messages function allows the user to view pending activities. Pending activities include tasks and reminders that are to be completed for participants. The list also displays the time remaining to complete each activity. Click Home > To Do to access the To Do Messages screen and enter the To Do Messages filter criteria.
1. Select a Worker from the drop-down menu (The current user will be the default name). 2. Select a Category from the drop-down menu. 3. Enter Max Days. 4. Click Filter. The system will filter the task list.
o Click the Message Text link to display the screen that needs to be completed. o Click the Add Reminder link to add a generic reminder. The system will display the
Generic Reminder screen.
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Generic Reminder The user can add a Generic Reminder to use for any assigned or non-assigned participant. Click the Add Reminder link to access the Generic Reminder screen. Data fields with an asterisk (*) are required.
1. Select the associated Participant from the drop-down menu. 2. Enter the reminder Due Date.
o Click the Date Selector button to display the drop-down calendar. 3. Enter a Reminder Description. 4. Click Save. The system will return to the To Do Messages screen with the reminder displayed.
o Click Cancel to cancel the screen and return to the To Do Messages screen.
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Case List The Case List function allows the user to retrieve a case list based on the worker and program selection. Click Home > Case List to access the Case List screen and enter the Case List criteria:
1. Select a Worker from the drop-down menu (The current user’s name is default). 2. Select a Program from the drop-down menu. 3. Click Filter. The system will display a list of Participants based on the selected criteria.
o Click on the Participant Name link to display the Participant Summary screen. o Click the Program link to display the participant's Program Enrollment data.
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Enrollee List The Enrollee List function displays actively enrolled participants for the selected agency/site. The data can be filtered based on the program and/or agency. Active participants can also be searched alphabetically. Click Home > Enrollee List to access the Enrollee List screen and enter the Case List criteria.
1. Select a Program. 2. Select a Site. 3. Click Filter. The system will display the list of Participants based on the selection.
o Click the Participant Name link to display the Participant Summary screen.
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Print Blank YASI II Pre-Assessment Form This link allows the user to open the YASI II Pre-Assessment form in a new window and print it. Please refer to Assessments.
Print Blank YASI II Full-Assessment Form This link allows the user to open the YASI II Full-Assessment form in a new window and print it. Please refer to Assessments.
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Reset Password All eCornerstone users can change their password as needed. If a user does not regularly change their password, the system will prompt the user to change their password every 30-days. Data fields with an asterisk (*) are required.
Confirm Resetting Self Password Click Home > Reset Password to access the Confirm Resetting Self Password screen.
1. Enter the Current Password. 2. Enter the New Password. 3. Re-enter the New Password. 4. Click Reset Password. The system will display the Self Password Reset screen to confirm that
the password was reset. o Click Cancel to cancel the screen and return to the eCornerstone Home Page screen.
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Self Password Reset The Self Password Reset screen confirms that the user’s password was reset.
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Chapter Four - Lookup The Lookup function allows the user to run a search for existing participant records. A participant lookup is required whenever a participant needs to be added to the system in order to avoid duplicate entry of participant records and to reduce data entry.
Participant Lookup The Participant Lookup screen allows the user to run a search for existing participant records. The user must enter a last name or a Cornerstone ID for a successful search. Click Lookup to access the Participant Lookup screen and enter the Participant Search criteria.
1. Select a Name Search Type. 2. Enter the participant's Last Name. 3. Enter the participant's First Name. 4. Select a Match Birth Date By preference. 5. Enter the participant’s Date of Birth (mm/dd/yyyy).
o Click the Date Selector button to display the drop-down calendar. 6. Enter the participant's Cornerstone ID. 7. Click Search. The system will display the Search Results.
o Click the Advanced Search link to activate the Advance Search section of the screen.
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Advanced Search If the list of search results is too large, the user can click the Advanced Search link for options that will refine the search. The system will display the Advanced Criteria section of the screen. Enter the Participant advanced search criteria.
1. Select the participant's Gender from the drop-down menu. 2. Enter the participant's SSN. 3. Enter the participant's RIN. 4. Select the participant's State. 5. Enter the participant's Zip. 6. Select the participant's County. 7. Click Search. The system will display the Search Results.
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Search Results The search results will display. If the participant record does not exist in the eCornerstone system, it can be added. If the participant record already exists, the record can be edited.
Click Add to add a new participant record. The system will display the Preparing Participant for Intake screen.
Click the Name(s) link to edit an existing participant record. The system will display the Participant Summary screen.
Click the Display Detail link to display the Participant Details screen, in a new window.
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Participant Details To view the participant’s details, click the Display Details link found in the search results of the Participant Lookup screen. The screen will open in a new window.
Click the Close Window link to close the screen.
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Chapter Five - Intake The Intake function allows the user to enter a participant into the eCornerstone system and make updates to participant records. After selecting/adding the Participant, the user can view the participant's basic information on the upper right corner of the screen during all the processes within the Participant menu. The information displayed includes the participant’s Name, Date of Birth, Gender, Consent at the selected Agency, and Cornerstone Id. This display will help to verify that the user is working on the correct Participant.
Preparing Participant for Intake
It is important to note that a Participant should only be added to the eCornerstone system if their record does not already exist in the system.
If the participant record is not found in the eCornerstone system, the user can add the Participant. Click Add on the Participant Lookup screen to add a new participant record. The system will display the Preparing Participant for Intake screen. The fields on this screen provide preliminary information that is necessary prior to program enrollment. Data fields with an asterisk (*) are required.
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1. Enter the participant's Last name. 2. Enter the participant's First name. 3. Enter the participant's Middle name. 4. Enter the participant's Date of Birth (mm/dd/yyyy).
o Click the Date Selector button to display the drop-down calendar. 5. Select the participant's Gender from the drop-down menu. 6. Indicate if the participant or the parent/guardian Consented to share information with other
agencies/programs. In order for the consent field to be marked "Yes," the participant, or parent/guardian must have signed the eCornerstone Informed Consent Form.
7. Enter the participant's SSN. 8. Select the Address Type from the drop-down menu. 9. Enter the participant's Street Address. 10. Enter the participant’s City. 11. Select the participant’s State from the drop-down menu. 12. Enter the participant's Zip code. 13. Select the participant’s residential County. 14. Click Save. The system will display the Intake – Demographic screen.
o Click Cancel to cancel the screen to return to the Participant Lookup screen.
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Intake The Intake sub-menus are used to access all the information regarding Participant in the eCornerstone system. Each menu option helps gather important information about the Participant's demographics, names, addresses, phone contacts information, family/support information, cross references, and consent.
Intake - Demographics
The Teen REACH program requires that the Race, Ethnic Status, Language, and Level of Education fields are completed in addition.
The Demographic information is recorded in eCornerstone as an integral part of the participant information. This screen allows the user to record detailed information about the participant's demographic background, and is used to satisfy federal and state reporting requirements. Complete as many fields as possible, to provide as much information about the participant as possible. Certain data fields may already contain information. The Intake – Demographic screen will display after the user completes the Preparing Participant for Intake screen. Click Participant > Intake > Demographics to access the Intake - Demographic screen from the main-menu bar. Data fields with an asterisk (*) are required.
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1. Enter the participant's Date of Birth (mm/dd/yyyy). o Click the Date Selector button to display the drop-down calendar.
2. Select the participant’s Gender from the drop-down menu. 3. Enter the participant's SSN. 4. Enter the participant’s Mother's Maiden Name. 5. Select the Participant's Marital Status from the drop-down menu. 6. Select the participant's Race using the available options. 7. Select the participant's Ethnic Status from the drop-down menu. 8. Select the participant's Residential Status from the drop-down menu. 9. Indicate if the participant is a Migrant (defaults to No). 10. Select the participant's Level of Education from the drop-down menu. 11. Select the participant's Education Status from the drop-down menu. 12. Indicate if the participant has an Individualized Education Plan (IEP). 13. Enter the number of persons in the participant's household in the Household Size field. 14. Enter the participant's Household Income. 15. Enter the Participant Income. 16. Select the Proof of Income type from the drop-down menu. 17. Select the participant's Employment Status from the drop-down menu. 18. Select the participant's Occupation Code from the drop-down menu, if applicable. 19. Enter the participant's Date of Death (mm/dd/yyyy), if necessary.
o Click the Date Selector button to display the drop-down calendar. 20. Select the participant's Language Preference (primary) from the drop-down menu. 21. Select the participant's Language Preference (other) from the drop-down menu. Up to two
additional languages can be entered. 22. Indicate if the participant possesses Limited English Proficiency. 23. Indicate if the participant has a Disability/Special Needs. 24. Click Save. The system will display the Participant Summary screen.
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Intake - Names The Intake – Name screen displays the selected participant’s name records. This screen allows the user to add/edit name information for the selected participant. The system allows several names to be stored for each participant. Data fields with an asterisk (*) are required. Click Participant > Intake > Name to access the Intake - Name screen.
Click the Add Name link to add a new name record. The system will display the Intake – Add Name screen.
Click the Type link to update an existing name record. The system will display the Intake – Update Name screen. (The Type link will only be available if there is an existing name records.)
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Intake - Add Name To add a name record, click the Add Name link found on the Intake - Names screen. The system will display the Intake – Add Name screen. Data fields with an asterisk (*) are required.
1. Select the Name Type from the drop-down menu. 2. Enter the participant's last name in the Last field. 3. Enter the participant's first name in the First field. 4. Enter the participant's middle name in the Middle field. 5. Click Save. The system will return to the Intake - Names screen with the new name record.
o Click Cancel to cancel the screen and return to the Intake – Names screen.
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Intake - Update Name To update a name record, click the Type link found on the Intake - Names screen. The system will display the Intake – Update Name screen. Data fields with an asterisk (*) are required.
1. Enter the participant's last name in the Last field. 2. Enter the participant's first name in the First field. 3. Enter the participant's middle name information in the Middle field. 4. Click the Save button. The system will return to the Intake – Names screen with the updated
name record. o Click Delete to delete the name record and return to the Intake – Names screen. (The
Delete button will not be available when updating the participant’s “Known By” name type.)
o Click Cancel to cancel the screen and return to the Intake – Names screen.
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Intake - Addresses The Intake –Address screen displays the selected participants address records. This screen also allows the user to add/edit addresses for the currently selected participant in the eCornerstone system. The system allows multiple addresses of different types to be stored for each participant. Click Participant > Intake > Address to access the Intake - Addresses screen.
Click the Add Address link to add a new address record. The system will display the Intake – Add Address screen.
Click the Address Type link to update an existing address record. The system will display the Intake – Update Address screen. (The Address Type link will only be available if there is an existing address record.)
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Intake – Select Existing Address The Intake – Select Existing Address screen will only display if an existing address is associated with the participant. If there are no associated addresses the user will be forwarded to the Intake – Add Address screen.
1. Select the address to add to the participant’s information. 2. Click Continue. The system will display the Intake – Add Address screen.
o Click Cancel to cancel the screen and return to the Intake – Addresses screen.
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Intake - Add Address Click the Add Address link to display the Intake - Add Address screen. Data fields with an asterisk (*) are required.
1. Select the Address Type from the drop-down menu. 2. Enter the first line of the participant's address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 3. Enter the participant's City. 4. Select the participant's State from the drop-down menu. 5. Enter the participant's Zip code. 6. Enter the participant’s Township.
o Click the Select Township link to access the Township screen. 7. Click Save. The system will return to the Intake - Addresses screen with the new address record.
o Click Cancel to cancel the screen and return to the Intake – Addresses screen.
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Intake - Update Address To update an address record, click the Address Type link found on the Intake - Addresses screen. The system will display the Intake – Update Address screen. Click the Address Type link to display the Intake - Update Address screen. Data fields with an asterisk (*) are required.
1. Select the Address Type from the drop-down menu. (The user will only be able to select Address Types that are not associated with the participant’s existing address record(s).)
2. Enter the first line of the participant's address in the Street Address Line 1 field. o Enter any additional street address information in the Street Address Line 2 field.
3. Enter the participant's City. 4. Select the participant's State from the drop-down menu. 5. Enter the participant's Zip code. 6. Enter the participant’s Township.
o Click the Select Township link to access the Township screen. 7. Click the Save button. The system will return to the Intake - Addresses screen with the updated
address record. o Click Delete to delete the address record and return to the Intake – Addresses screen. o Click Cancel to cancel the screen and return to the Intake – Addresses screen.
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Select Township To select the participant’s township from a list, click the Select Township link on the Intake – Update Address screen. “Illinois” must be selected for the State field and a County must be selected before the user can access the Township screen:
Click on the Townships link to select the township. The system will return to the Intake screen and update the Township field.
Click the Close Window link to close the screen without making a selection.
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Intake – Phone Numbers The Intake – Phone Number screen displays the selected participant’s phone number records. This screen also allows the user to add/edit phones for the currently selected participant in the eCornerstone system. The system allows multiple phone numbers of different types to be stored for each participant. Click Participant > Intake > Phone to access the Intake – Phone Numbers screen.
Click the Add Phone Number link to add a new phone number record. The system will display the Intake – Add Phone Number screen.
Click the Phone Type link to update an existing phone number record. The system will display the Intake – Update Phone Number screen. (The Phone Type link will only be available if there is an existing phone record.)
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Intake - Add Phone Number To add a phone record, click the Add Phone Number link found on the Intake – Phone Numbers screen. The system will display the Intake – Add Phone Number screen. Data fields with an asterisk (*) are required.
1. Select the participant's Phone Type from the drop-down menu. 2. Enter the participant's Phone Number. 3. Enter the participant's Extension. 4. Click Save. The system will return to the Intake - Phone Numbers screen with the new phone
number record. o Click Cancel to cancel the screen and return to the Intake – Phone Numbers screen.
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Intake – Update Phone Number To update a phone record, click the Phone Type link found on the Intake – Phone Numbers screen. The system will display the Intake – Update Phone Number screen. Data fields with an asterisk (*) are required.
1. Select the participant's Phone Type from the drop-down menu. 2. Enter the participant's Phone Number. 3. Enter the participant's Extension. 4. Click the Save button. The system will return to the Intake - Phone Numbers screen with the
updated phone number displayed. o Click Delete to delete the phone number record and return to the Intake – Phone
Number screen. o Click Cancel to cancel the screen and return to the Intake – Phone Number screen.
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Intake - Consent The Intake - Consent screen displays the selected participant’s consent history. This screen is also used to record changes in the participant's consent status. This screen displays the date the consent was granted to share participant information with other agencies and programs. Consent is granted by either the participant's parent(s)/guardian, or by an emancipated participant on his/her own behalf.
The participant or a parent/guardian must have signed the eCornerstone Informed Consent Form, in order for the participant to be granted consent. This consent allows case and service coordination to take place between agencies and programs. The form must be signed and on file at each agency serving the participant. If the consent form is not signed, the participant can still participate in the program, but will not receive the full benefit of case management, coordination, and other shared benefits. Click Participant > Intake > Consent to access the Intake – Consent screen.
1. Select the Check the box if the eCornerstone consent form is signed and on file check box if the user has the signed consent form on file.
2. Click Update. The system will display the updated Intake - Consent screen. o The Intake – Consent screen also displays the participants State Wide Consent History.
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Intake – Family Support Contacts The Intake – Family Support Contacts screen displays the selected participant’s family support contact records. This screen also allows the user to add/edit the Family/Support contact information for the currently selected participant. Click Participant > Intake > Family/Support to access the Intake – Family Support Contacts screen.
Click the Add Contact link to add a new contact. They system will display the Intake – Add Family Support Contact screen.
Click the Link Participant link to run a participant lookup and then add a family/support contact. They system will display the Participant Lookup for Family/Support Contact screen.
Click the Name or Organization Name link to update an existing contact. The system will display the Intake – Update Family Support screen. (The Name and Organization Name links will only be available if there is an existing contact record.)
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Intake - Add Family Support Contact To add a family support contact record, click the Add Contact link found on the Intake – Family Support Contacts screen. The system will display the Intake - Add Family Support Contact screen. Data fields with an asterisk (*) are required.
1. Enter either an Organization Name or a Last Name (The user must complete either the Organization Name or the participant’s Last Name).
2. Enter the contact's First Name. 3. Select the contact’s Gender from the drop-down menu. 4. Select the contact's Relationship to the participant from the drop-down menu. 5. Enter the Relationship Begin Date.
o Click the Date Selector button to display the drop down calendar. 6. Enter the Relationship End Date.
o Click the Date Selector button to display the drop down calendar. 7. Indicate if the contact is Legally Responsible for the participant. 8. Indicate if the contact is Financially Responsible for the participant. 9. Select the contact's Primary Language from the drop-down menu. 10. Click Save. The system will return to the Intake - Family Support Contacts screen with the added
contact record. o Click Cancel to cancel the screen and return to the Intake – Family Support Contacts
screen.
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Intake - Update Family Support To update a family support contact record, click the Organization Name or the Last Name link found on the Intake – Family Support Contacts screen. The system will display the Intake - Update Family Support Contact screen. Data fields with an asterisk (*) are required.
1. Enter either an Organization Name or a Last Name (The user must complete either the Organization Name or the participant’s Last Name).
2. Enter the contact's First Name. 3. Select the contact’s Gender from the drop-down menu.
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4. Indicate if the contact is Legally Responsible for the participant. 5. Indicate if the contact is Financially Responsible for the participant. 6. Select the contact's Primary Language from the drop-down menu. 7. Click the Add Relationship link to add a contact relationship.
o Click the Type link to update an existing contact relationship. (The Type link will only be available if there is an existing relationship record.)
8. Click the Add Phone link to add a contact phone number. o Click the Type link to update an existing contact phone number. (The Type link will only
be available if there is an existing contact phone number record.) 9. Click the Add Address link to add a contact address.
o Click the Type link to update an existing contact address. (The Type link will only be available if there is an existing contact address record.)
10. Click Save. The system will return to the Intake - Family Support Contacts screen with the updated contact record.
o Click Delete to delete the contact record and return to the Intake – Family Support Contacts screen.
o Click Cancel to cancel the screen and return to the Intake – Family Support Contacts screen.
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Intake – Add Family Support Contact Relationship To add a family support contact relationship record, click the Add Relationship link found on the Intake – Update Family Support screen. The system will display the Intake - Add Family Support Contact Relationship screen. Data fields with an asterisk (*) are required.
1. Select the Relationship from the drop-down menu. 2. Enter the Relationship Begin Date.
o Click the Date Selector button to display the drop down calendar. 3. Enter the Relationship End Date.
o Click the Date Selector button to display the drop down calendar. 4. Click Save. The system will return to the Intake – Update Family Support screen with the added
relationship record. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
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Intake – Update Family Support Contact Relationship To update a family support contact relationship record, click the Type link found on the Intake – Update Family Support screen. The system will display the Intake - Update Family Support Contact Relationship screen. Data fields with an asterisk (*) are required.
1. Select the Relationship from the drop-down menu. 2. Enter the Relationship Begin Date.
o Click the Date Selector button to display the drop down calendar. 3. Enter the Relationship End Date.
o Click the Date Selector button to display the drop down calendar. 4. Click Save. The system will return to the Intake – Update Family Support screen with the
updated relationship record. o Click Delete to delete the relationship record and return to the Intake – Update Family
Support screen. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
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Intake – Add Family Support Contact Phone Number To add a family support contact phone number record, click the Add Phone link found on the Intake – Update Family Support screen. The system will display the Intake – Select Existing Phone Number screen.
1. Select the New Phone Number option. 2. Click Continue. The system will return to the Intake – Add Family Support Contact Phone
Number screen. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
3. Select the Phone Type from the drop-down menu. 4. Enter the Phone Number. 5. Enter the Phone Extension. 6. Click Save. The system will return to the Intake – Update Family Support screen with the added
phone number record. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
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Intake – Update Family Support Contact Phone To update a family support contact phone number record, click the Type link found on the Intake – Update Family Support screen. The system will display the Intake – Update Family Support Contact Phone screen. Data fields with an asterisk (*) are required.
1. Select the Phone Type from the drop-down menu. 2. Enter the Phone Number. 3. Enter the Phone Extension. 4. Click Save. The system will return to the Intake – Update Family Support screen with the
updated phone number record. o Click Delete to delete the phone number record and return to the Intake – Update
Family Support screen. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
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Intake – Add Family Support Contact Address To add a family support contact address record, click the Add Address link found on the Intake – Update Family Support screen. The system will display the Intake – Select Existing Address screen. Data fields with an asterisk (*) are required.
1. Select New Address. 2. Click Continue. The system will return to the Intake – Add Family Support Contact Address
screen. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
3. Select the Address Type from the drop-down menu. 4. Enter the contact’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 5. Enter the contact’s City. 6. Select the contact’s State from the drop-down menu. 7. Enter the contact’s postal Zip. 8. Click Save. The system will return to the Intake – Update Family Support screen with the added
address record.
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o Click Cancel to cancel the screen and return to the Intake – Update Family Support screen.
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Intake – Update Family Support Contact Address To update a family support contact address record, click the Type link found on the Intake – Update Family Support screen. The system will display the Intake – Update Family Support Contact Address screen. Data fields with an asterisk (*) are required.
1. Select the Address Type from the drop-down menu. 2. Enter the contact’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 3. Enter the contact’s City. 4. Select the contact’s State from the drop-down menu. 5. Enter the contact’s postal Zip. 6. Click Save. The system will return to the Intake – Update Family Support screen with the
updated address record. o Click Delete to delete the address record and return to the Intake – Update Family
Support screen. o Click Cancel to cancel the screen and return to the Intake – Update Family Support
screen.
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Participant Lookup for Family/Support Contact To run a participant lookup for a family/support contact, click the Link Participant link found on the Intake – Update Family Support screen. The system will display the Participant Lookup for Family/Support Contact screen. A relationship may be established between the selected participant and another participant in the eCornerstone system. A Family/Support Contact participant lookup is required before two participants can be linked in the eCornerstone system. Enter the Family/Support Contact search criteria.
1. Select a Name Search Type. 2. Enter the participant's Last Name. 3. Enter the participant's First Name. 4. Select a Match Birth Date By preference. 5. Enter the participant’s Date of Birth (mm/dd/yyyy).
o Click the Date Selector button to display the drop-down calendar. 6. Enter the participant's Cornerstone ID. 7. Click Search. The system will display the Search Results.
o Click the Advanced Search link to activate the Advance Search section of the screen. o Click Cancel to cancel the screen and return to the Intake – Family Support Contacts
screen.
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Advanced Search If the list of search results is too large, the user can click the Advanced Search link for options that will refine the search. The system will display the Advanced Criteria section of the screen. Enter the Family/Support Contact advanced search criteria.
1. Select the participant's Gender from the drop-down menu. 2. Enter the participant's SSN. 3. Enter the participant's RIN. 4. Select the participant's State. 5. Enter the participant's Zip. 6. Select the participant's County. 7. Click Search. The system will display the Search Results.
o Click Cancel to cancel the screen and return to the Intake – Family Support Contacts screen.
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Search Results After performing the Family/Support participant search, the user can finalize the relationship from the search results.
1. Click on the Name(s) link to add the Family Support Contact. The system will display the Intake – Add Family Support Contact screen
Click the Display Detail link to display the Participant Details screen in a new window.
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Participant Details To view the participant’s details, click the Display Details link found in the search results of the Participant Lookup for Family/Support Contact screen. The screen will open in a new window.
Click the Close Window link to close the screen.
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Intake - Add Family Support Contact To add a family support contact record, click the Name(s) link found in the search results of the Participant Lookup for Family/Support Contact screen. The system will display the Intake – Add Family Support Contact screen. Data fields with an asterisk (*) are required.
1. Select the contact's Relationship to the participant from the drop-down menu. 2. Enter the Relationship Begin Date.
o Click the Date Selector button to display the drop down calendar. 3. Enter the Relationship End Date.
o Click the Date Selector button to display the drop down calendar. 4. Indicate if the contact is Legally Responsible for the participant. 5. Indicate if the contact is Financially Responsible for the participant. 6. Click Save. The system will display the Intake – Update Family Contacts screen, with the linked
contact. o Click Cancel to cancel the screen and return to the Intake – Family Support Contacts
screen.
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Intake – System Cross References The Intake – System Cross References screen displays the selected participants cross reference records. This screen also allows the user to create a cross reference to another agency program where the participant is tracked using a different identifier. Click Participant > Intake > Cross Reference to access the Intake – System Cross References screen.
Click the Add System Cross Reference link to add a new system cross reference record. The system will display the Intake – Add System Cross Reference screen.
Click the System link to update an existing system cross reference record. The system will display the Intake – Update System Cross Reference screen. (The System link will only be available if there is an existing cross reference record.)
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Intake - Add System Cross Reference To add a system cross reference, click the Add System Cross Reference link found on the Intake – System Cross References screen. The system will display the Intake – Add System Cross Reference screen. Data fields with an asterisk (*) are required.
1. Select the Cross Reference System from the drop-down menu. 2. Enter the participant's identifier from the cross referenced system in the Cross Reference ID
field. 3. Click Save. The system will return to the Intake - System Cross References screen with the
added cross reference record. o Click Cancel to cancel the screen and return to the Intake – System Cross References
screen.
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Intake – Update System Cross Reference To update a system cross reference, click the System link found on the Intake – System Cross References screen. The system will display the Intake – Update System Cross Reference screen. Click the System link to display the Intake - Update System Cross Reference screen. Data fields with an asterisk (*) are required.
1. Select the Cross Reference System from the drop-down menu. 2. Enter the participant's Cross Reference ID. 3. Click Save. The system will return to the Intake - System Cross References screen with the
updated cross reference record. o Click Delete to delete the cross reference record and return to the Intake – System
Cross References screen. o Click Cancel to cancel the screen and return to the Intake – System Cross References
screen.
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Chapter Six - Participant Summary The Participant Summary function allows the user to display the current status of the selected participant. It includes the Program Enrollment, Assessment, Services, Case Plan, and Program Eligibility. The Participant Summary screen is non-editable and displays all information in the system for the participant. The user can access the Participant Summary screen at any time. Click Participant > Participant Summary to access the Participant Summary screen.
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Chapter Seven - Enrollment History The Enrollment History function allows the user to display the selected participant’s program enrollment history records. The Enrollment History screen also allows the user to add the participant’s program enrollment records. In order to update an enrollment history record, the user must be the participant’s assigned case worker. The user will only be able to view the history record unless they are the assigned to the participant. The participant must have an Address entered into the system in order to be enrolled into a program. The Enrollment History includes the agency name, program, service category, enrollment status, enrollment start date, and enrollment termination date for each program enrollment in the participant's history. Click Participant > Enrollment History to display the Enrollment History screen. Enter the Enrollment History filter criteria
1. Select the Filter By Program option from the drop-down menu. 2. Click Filter. The system will display the selected program enrollment history records.
o Click the Add Enrollment link to add a new enrollment history record. The system will display the Add Enrollment – Program Selection screen.
o Click the Program link to update an existing enrollment history record. The system will display the Program Enrollment screen. (The Program link will only be available if there is an existing enrollment history record.)
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Add Enrollment - Program Selection The Add Enrollment – Program Selection screen allows the user to select the program to enroll the participant in to. The Participant's address must be updated in Intake prior to enrolling the participant in any programs. Click the Add Enrollment link to display the Add Enrollment - Program Selection screen.
1. Select the Program from the drop-down menu. 2. Click Next. The system will display the Program Enrollment screen.
o Click Cancel to cancel the screen and return to the Enrollment History screen.
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Program Enrollment The Program Enrollment screen allows the user to enter the participant’s enrollment information into the eCornerstone system. Data fields with an asterisk (*) are required.
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Worker Selection: The Worker Selection field will only be available for Youth Services programs.
1. When enrolling a participant into a specific Youth Services program, the user must assign a worker before completing the enrollment information: Select a Worker from the drop-down menu.
Program: The Program information will have additional data fields for the Youth Services: Homeless Youth programs.
1. Select the program Category from the drop-down menu. 2. Select the participant's activity Status from the drop-down menu. 3. Enter the Initial Contact Date.
o Click the Date Selector button to display the drop down calendar. 4. Select the Length of Homelessness from the drop-down menu (Only relevant to the Homeless
Youth program enrollment). 5. Select the Site of Program Service from the drop-down menu.
Referring Information:
1. Select the Source from the drop-down menu. 2. Select the Reason for the participant’s referral from the drop-down menu.
o If the Reason code selected has two asterisks (**), select a Crisis Status for the participant from the drop-down menu.
3. Enter the referral Date. o Click the Date Selector button to display the drop down calendar.
4. Enter the referrer’s name or the agency that referred the participant to the program: o If the participant was referred by an individual, enter their Last Name and First Name. o If the participant was referred by another agency, click the Search button access the
Referring Agency Search screen. Selecting an agency may automatically fill certain data fields in the Referring Information section.
5. Select the Address Type from the drop-down menu. 6. Enter the referring individual/agency’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 7. Enter the referring individual/agency’s City. 8. Select the referring individual/agency’s State from the drop-down menu. 9. Enter the referring individual/agency’s postal Zip code. 10. Enter the referring individual/agency’s Township field. 11. Select the Phone Type from the drop-down menu. 12. Enter the referring individual/agency’s Phone number. 13. Click the Save button. The system will return to the Enrollment History screen with the new
enrollment record. o Click Cancel to cancel the screen and return to the Enrollment History screen.
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Referring Agency Search The user can perform an agency search to select a referring agency from the eCornerstone system. The user can enter one or more criteria to run a referring agency search. Selecting an agency may automatically fill certain data fields in the Referring Information section of the Program Enrollment screen. Click the Search button next to the Agency field. The system will display the Referring Agency Search screen. Enter the Referring Agency search criteria.
1. Enter the Provider Name o Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the
drop-down menu. o Select the Provider Combine Type (And, Or) from the drop-down menu.
2. Enter the provider’s City. o Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the
drop-down menu. o Select the City Combine Type (And, Or) from the drop-down menu.
3. Enter the provider’s Zip Code. 4. Click the Search button. The Search Results will display.
o Click Clear remove all the entered data from the screen. o Click Cancel to cancel the screen and return to the Program Enrollment screen.
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Search Results The search results will display. If the provider agency record exists in the eCornerstone system:
Click the Provider Name link to select the agency. The system will return to the Program Enrollment screen with the selected agency information. Selecting an agency may automatically fill certain data fields on the Program Enrollment screen.
Click the View link to access the Service Provider Information screen.
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Service Provider Information To view the Service Providers Information, click the View link found in the search results of the Referring Agency Search screen. The screen will open in a new window.
Click the Close Window link to close the screen.
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Program Enrollment (Update) In order to update an enrollment history record, the user must be the participant’s assigned case worker. The user will only be able to view the history record unless they are the assigned to the participant. Click the Program link to display the Program Enrollment screen for the selected program. Data fields with an asterisk (*) are required.
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Program: The Program information will have additional data fields for the Youth Services: Homeless Youth programs.
1. Select the program Category from the drop-down menu. 2. Select the participant's activity Status from the drop-down menu. 3. Enter the Initial Contact Date.
o Click the Date Selector button to display the drop down calendar. 4. Select the Length of Homelessness from the drop-down menu (Only relevant to the Homeless
Youth program enrollment). 5. Select the Site of Program Service from the drop-down menu.
Referring Information:
1. Select the Source from the drop-down menu. 2. Select the Reason for the participant’s referral from the drop-down menu.
o If the Reason code selected has two asterisks (**), select a Crisis Status for the participant from the drop-down menu.
3. Enter the referral Date. o Click the Date Selector button to display the drop down calendar.
4. Enter the referrer’s name or the agency that referred the participant to the program: o If the participant was referred by an individual, enter their Last Name and First Name. o If the participant was referred by another agency, click the Search button access the
Referring Agency Search screen. Selecting an agency may automatically fill certain data fields in the Referring Information section.
5. Select the Address Type from the drop-down menu. 6. Enter the referring individual/agency’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 7. Enter the referring individual/agency’s City. 8. Select the referring individual/agency’s State from the drop-down menu. 9. Enter the referring individual/agency’s postal Zip code. 10. Enter the referring individual/agency’s Township field. 11. Select the Phone Type from the drop-down menu. 12. Enter the referring individual/agency’s Phone number. 13. Click the Save button. The system will return to the Enrollment History screen with the updated
enrollment record. o Click Cancel to cancel the screen and return to the Enrollment History screen. o Click Terminate to terminate the participant’s enrollment. The system will display the
Terminate Enrollment screen o Click Re-Enroll to reactivate a participant’s enrollment in the program (Only relevant to
the Teen REACH program enrollment).
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Terminate Enrollment Click Terminate found on the Program Enrollment screen. The system will display the Terminate Enrollment screen. The Terminate Enrollment screen will have a different configuration of fields for certain programs. Data fields with an asterisk (*) are required.
1. Select the Termination Reason from the drop-down menu. 2. Click Terminate. The system will return to the Enrollment History screen with the terminated
enrollment record. o Click Cancel to cancel the screen and return to the Program Enrollment screen.
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(Youth Services: CCBYS Termination) The CCBYS program is case managed. All open case plans must be closed before termination. Data fields with an asterisk (*) are required.
1. Select the Termination Reason from the drop-down menu. 2. Enter the number of Agency Arranged Placement nights of housing. 3. Enter the number of Family Generated Placement nights of housing. 4. Enter a termination Comment (Required if the selected Termination Reason has an asterisk). 5. Select the Case Disposition from the drop-down menu. 6. Select the Living Arrangement from the drop-down menu. 7. Click Terminate. The system will return to the Enrollment History screen with the terminated
enrollment record. o Click Cancel to cancel the screen and return to the Program Enrollment screen.
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(Youth Services Homeless Youth Termination) Data fields with an asterisk (*) are required.
1. Select the Termination Reason from the drop-down menu. 2. Select the participant’s Residential Status from the drop-down menu. 3. Select the participant’s Employment Status from the drop-down menu. 4. Enter the number of Agency Arranged Placement nights of housing. 5. Click Terminate. The system will return to the Enrollment History screen with the terminated
enrollment record. o Click Cancel to cancel the screen and return to the Program Enrollment screen.
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Chapter Eight - Assignment
The user must have the Security Coordinator role in order to perform the function described in this chapter.
The Assignment function allows the user to assign the selected participant to a case worker. This function also allows the user to re-assign the participant to different case workers. The assigned agency case worker is responsible for performing assessments, creating a case plan, deciding goals and services, adding action plans and services in the case plan, reviewing the case plan, updating dates and activities, updating allergies and medications information, updating enrollment, and terminating the case plan in the eCornerstone system. The user can only assign a case worker if the participant is enrolled in a program.
Assign A Participant The Assign A Participant screen will only display data if the participant is assigned to a program case worker. Click Participant > Assignment to display the Assign A Participant screen.
Click the Program link to assign the participant to a case worker. The system will display the Assign A Participant – Worker Selection screen.
Click the [View History] link to view the participant’s case worker history for the selected program.
Click the [Hide History] link to hide the participant’s case worker history for the selected program.
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Assign A Participant – Worker Selection To select a worker, click the Program link found on the Assign A Participant screen. The system will display the Assign A Participant – Worker Selection screen.
1. Select the preferred case worker. 2. Click Next. The system will display the Assign a Participant - Confirm Assignment screen.
o Click the [view participant(s)] link to view the case worker’s assigned participants. (The [view participant(s)] link will only be available if a worker has assigned participants.)
o Click the [collapse table] link to hide the case worker’s assigned participants. (The [view participant(s)] link will only be available if a worker has assigned participants.)
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Assign a Participant – Confirm Assignment To confirm an assignment, click Next on the Assign A Participant – Worker Selection screen. The system will display the Assign a Participant – Confirm Assignment screen.
Click Confirm to confirm the case worker selection. The system will return to the Assign A Participant screen with the updated assignment information.
Click Cancel to cancel the screen and return to the Assign A Participant screen.
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Chapter Nine - Assessments
The Assessment function is only available for use with case managed programs.
The Assessment function allows the user to perform various assessments for the programs that the participant is enrolled in. There are different assessments available for different programs, but the YASI II is the mandatory assessment type for case managed programs. Only an assigned case worker can create an Assessment for the participant.
Assessments History Click Participant > Assessments to access the Assessment History screen.
Click the Create a new Assessment link to create a new assessment record. (The Create a new Assessment link will only be available to the case worker assigned to the participant.)
Click the View YASI II Results History link to view the YASI II Assessment results history. The system will display the YASI – Text Results History screen. (The View YASI II Results History link will only be available if there is an existing assessment record.)
Click the Print Blank YASI II Pre-Assessment (Opens a new window) link to access the YASI II (Pre-Assessment) – Printer Friendly View screen.
Click the Print Blank Full YASI II (Opens a new window) link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
Assessment History Table:
Click the Assessment Type link to view the assessment record. (The Assessment Type link will only be available if there is an existing assessment record.)
Click the View Details (Opens New Window) link to access the Assessment Details screen. (The View Details (Opens New Window) link will only be available if there is an existing assessment record.)
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Assessment Details To access the assessment details, click the View Details (Opens New Window) link found on the Assessment History screen. The system will display the Assessment Details screen. The screen will open in a new window.
Click Close Window to close the Assessment Details screen.
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YASI II (Pre-Assessment) The YASI II (Pre-Assessment) is the initial assessment used to develop a review of the case characteristics, determine which services are necessary to manage the case, and supply a summary assessment of risk factors. This assessment must be completed within 14 days of the referral date. The YASI II (Pre-Assessment) is required for the Youth Services: CCBYS program.
YASI II – Program Selection Click the Create a new Assessment link to access the YASI II – Program Selection screen. Data fields with an asterisk (*) are required.
1. Select a Program from the drop-down menu. 2. Click Next. The system will display the YASI II Assessment Date and Type Selection screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II – Assessment Date and Type Selection Data fields with an asterisk (*) are required.
1. Enter the Assessment Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the Assessment Type from the drop-down menu. 3. Click Next. The system will display the YASI II (Pre-Assessment).
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II (Pre-Assessment) As each assessment screen is completed, a check-mark will appear next to the Assessment Screen Name. Each assessment screen must be completed before the assessement can be submitted. Validation errors will be displayed at the top of the screen if questions are not completed.
1. Answer the questions for each YASI II (Pre-Assessment) screen. 2. Click Save/Next to save the screen and forward to the next assessment screen.
o Click Save/Prev to save the screen and return to the previous assessment screen. o Click Refresh to refresh the current assessment screen. o Click the Assessment Screen Name link to access the selected assessment screen.
3. Click the Submit link to submit the assessment. The system will updated the assessment records and display the YASI II (Pre-Assessment) – Results screen.
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YASI II (Pre-Assessment) – Results Click the Submit link to access the YASI II (Pre-Assessment) – Results screen. The assessment results are used to guide the case worker in the determining which services should be recommended for the participant.
Click the Printer Friendly Version link to access the YASI II (Pre-Assessment) – Printer Friendly View screen.
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YASI II (Full-Assessment) The YASI II (Full-Assessment) is a full profile of risk factors and protective factors for a case. The resulting profile is used to plan services to meet the participant’s needs. The YASI Full-Assessment is completed for all cases scoring Medium or High on the Pre-Assessment version. This assessment must be completed within 30 days of the referral. If the YASI II (Pre-Assessment) was administered prior, the system will transfer all answered questions to the full-assessment.
YASI II – Program Selection Click the Create a new Assessment link to access the YASI II – Program Selection screen. Data fields with an asterisk (*) are required.
1. Select a Program from the drop-down menu. 2. Click Next. The system will display the YASI II - Assessment Date and Type Selection screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II – Assessment Date and Type Selection Data fields with an asterisk (*) are required.
1. Enter the Assessment Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the Assessment Type from the drop-down menu. 3. Click Next. The system will display the YASI II (Full-Assessment).
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II (Full-Assessment) As each assessment screen is completed, a check-mark will appear next to the Assessment Screen Name. Each assessment screen must be completed before the assessement can be submitted. Validation errors will be displayed at the top of the screen if questions are not completed.
1. Answer/update the questions for each YASI II (Full-Assessment) screen. 2. Click Save/Next to save the screen and forward to the next assessment screen.
o Click Save/Prev to save the screen and return to the previous assessment screen.
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o Click Refresh to refresh the current assessment screen. o Click the Assessment Screen Name link to access the selected assessment screen.
3. Click the Submit link to submit the assessment. The system will update the assessment records and display the YASI II (Full-Assessment) – Graphical Results screen.
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YASI II (Full-Assessment) – Graphical Results The assessment results are used to guide the case worker in the determining which services should be recommended for the participant.
Click the Text Results link to access the YASI II (Full-Assessment) – Text Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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YASI II (Full-Assessment) – Text Results To access the text results, click the Text Results link found on the YASI II (Full-Assessment) – Graphical Results screen. The system will display the YASI II (Full-Assessment) – Text Results screen.
Click the Graphical Results link to access the YASI II (Full-Assessment) – Graphical Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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YASI II (Re-Assessment) The YASI II (Re-Assessment) must be completed within 90 days of referral date.
YASI II – Program Selection Click the Create a new Assessment link to access the YASI II – Program Selection screen. Data fields with an asterisk (*) are required.
1. Select a Program from the drop-down menu. 2. Click Next. The system will display the YASI II - Assessment Date and Type Selection screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II – Assessment Date and Type Selection Data fields with an asterisk (*) are required.
1. Select the Re-Assessment option from the Assessment Type drop-down menu. 2. Click Next. The system will display the YASI II (Full-Assessment).
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II (Full-Assessment) Select the Assessment Screen Name link to access the assessment screen, in order to administer the re-assessment. Validation errors will be displayed at the top of the screen if questions are not completed.
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1. Answer/update the questions for each YASI II (Full-Assessment) screen. 2. Click Save/Next to save the screen and forward to the next assessment screen.
o Click Save/Prev to save the screen and return to the previous assessment screen. o Click Refresh to refresh the current assessment screen. o Click the Assessment Screen Name link to access the selected assessment screen.
3. Click the Submit link to submit the assessment. The system add the re-assessment records and will display the YASI II (Full-Assessment) – Graphical Results screen.
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YASI II (Full-Assessment) – Graphical Results The re-assessment results are used to guide the case worker in the determining if additional services are needed for the participant.
Click the Text Results link to access the YASI II (Full-Assessment) – Text Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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YASI II (Full-Assessment) – Text Results To access the text results, click the Text Results link found on the YASI II (Full-Assessment) – Graphical Results screen. The system will display the YASI II (Full-Assessment) – Text Results screen.
Click the Graphical Results link to access the YASI II (Full-Assessment) – Graphical Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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YASI II (Closing Assessment) When a participant completes the services their assigned program services, a closing assessment should be administered. Also, if a case is closed within the referral period, the YASI II (Closing Assessment) must be completed. The user can administer a closing assessment at any time.
YASI II – Program Selection Click the Create a new Assessment link to access the YASI II – Program Selection screen. Data fields with an asterisk (*) are required.
1. Select a Program from the drop-down menu. 2. Click Next. The system will display the YASI II - Assessment Date and Type Selection screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II – Assessment Date and Type Selection Data fields with an asterisk (*) are required.
1. Select the Closing option from the Assessment Type drop-down menu. 2. Click Next. The system will display the YASI II (Full-Assessment).
o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II (Full-Assessment) Select the Assessment Screen Name link to access the assessment screen, in order to administer the closing assessment. Validation errors will be displayed at the top of the screen if questions are not
completed.
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1. Answer/update the questions for each YASI II (Full-Assessment) screen. 2. Click Save/Next to save the screen and forward to the next assessment screen.
o Click Save/Prev to save the screen and return to the previous assessment screen. o Click Refresh to refresh the current assessment screen. o Click the Assessment Screen Name link to access the selected assessment screen.
3. Click the Submit link to submit the assessment. The system add the closing assessment records and will display the YASI II (Full-Assessment) – Graphical Results screen.
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YASI II (Full-Assessment) – Graphical Results The closing-assessment results are used to review the participant’s progress from the provided services.
Click the Text Results link to access the YASI II (Full-Assessment) – Text Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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YASI II (Full-Assessment) – Text Results To access the text results, click the Text Results link found on the YASI II (Full-Assessment) – Graphical Results screen. The system will display the YASI II (Full-Assessment) – Text Results screen.
Click the Graphical Results link to access the YASI II (Full-Assessment) – Graphical Results screen.
Click the Printer Friendly Version link to access the YASI II (Full-Assessment) – Printer Friendly View screen.
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ACLSA Assessment
The ACLSA assessment form is not available on the eCornerstone system.
For the Homeless Youth program, the ACLSA (Ansell Casey Life Skills Assessment) must be completed based on the youth's age. The ACLSA can be completed from another source and can be entered into the eCornerstone system.
Add ACLSA
YASI II – Program Selection Click the Create a New Assessment link to access the YASI II – Program Selection screen. Data fields with an asterisk (*) are required.
1. Select the Homeless Youth option form the Program field. 2. Click Next. The system will display the Select Assessment screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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Select Assessment
1. Select the ACLSA option from the Assessment drop-down menu. 2. Click Next. The system will display the Add ALSCA screen.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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Add ACLSA Data fields with an asterisk (*) are required.
1. Enter the Completed Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the answer to 1. Was there an appropriate assessment supplement? from the drop-down menu.
3. Select the answer to 2. Was the appropriate assessment supplement completed? from the drop-down menu.
4. Click Save. The system will return to the Assessment History screen with the ACLSA Assessment record.
o Click Cancel to cancel the screen and return to the Assessment History screen.
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Update ACLSA To update the ACLSA assessment, click the Assessment Type (ACLSA) link found on the Assessment History screen. The system will display the Update ACLSA screen. Data fields with an asterisk (*) are required.
1. Enter the Completed Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the answer to 1. Was there an appropriate assessment supplement? from the drop-down menu.
3. Select the answer to 2. Was the appropriate assessment supplement completed? from the drop-down menu.
4. Click Save. The system will return to the Assessment History screen with the ACLSA Assessment record.
o Click Delete to delete the ACLSA Assessment record. o Click Cancel to cancel the screen and return to the Assessment History screen.
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YASI II – Text Results History To access the text results history, click the View YASI II Results History link found on the Assessment History screen. The system will display the YASI – Text Results History screen.
Click the Back link to return to the Assessment History screen.
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Chapter Ten - Progress Notes The Progress Notes function allows the user to enter private or public progress notes pertaining to the participant’s case work. Once added, progress notes cannot be edited. Click Participant > Progress Notes to access the Progress Notes - Add screen.
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Progress Notes – Add Data fields with an asterisk (*) are required.
1. Select the Confidential Type from the drop-down menu. 2. Enter the Progress Note Date.
o Click the Date Selector button to display the drop-down calendar. 3. Enter the Progress Note Text. 4. Click Save. The system will return to the Progress Notes screen with the added progress notes.
o Click Cancel to cancel the screen and return to the Progress Notes screen.
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Chapter Eleven - Services The Services function allows the user to add services to all programs in the eCornerstone system. Based on the assessment results, the participant should be enrolled in services geared toward the domains identified as high risk on the assessment. A service should be finished within 90 days of initial contact date. After completing the services, a closing assessment should be performed. Services are divided in service categories based on the needed program. Click Participant > Services to access the Services screen.
Click the Add Service link to add a service record. The system will display the Service Type Selection screen.
Click the Services link to update an existing service record. The system will display the Service Detail screen. (The Services link will only be available if there is an existing service record.)
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Service Type Selection Click the Add Service link to display the Service Type Selection screen. Select a Service Type.
1. Click the selected Category link. The system will display the available service types. 2. Click the needed Service Type for the participant. 3. Click Next. The system will display the Service Detail screen.
o Click Back to return to the Services screen.
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Service Detail This screen allows the user to add/update the selected service detail. Click Next to access the Service Detail screen. Data fields with an asterisk (*) are required.
1. Select a Status for the service for this participant. 2. Enter the Begin Date of the service.
o Click the Date Selector button to display the drop-down calendar. 3. Enter the Target Completion Date.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the Actual Completion Date.
o Click the Date Selector button to display the drop-down calendar. 5. Enter any relevant Comments. 6. Select the Provider Name from the drop-down menu. 7. Click Save. The system will return to the Services screen with the added service record.
o Click Cancel to cancel the screen and return to the Services screen.
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Chapter Twelve - Time/Activity The Time/Activity function allows the user to document the time applied towards activities, as well as time spent for non-program participant related activities. The Activity Codes must be selected based on the relevance of the Activity in the Program.
Participant Related Time/Activity Summary The following process explains how the access the Time/activity for a participant. When the user selects the Start Date and End Date, any activity performed in the selected time period is displayed. Click Participant > Time/Activity to display the Participant Related Time/Activity Summary screen.
1. Enter the Start Date of the activity time period. 2. Enter the End Date of the activity time period. 3. Click Search. The system will display the time/activity Search Results and the total time spent.
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Search Results The search results will display. If the time/activity record does not exist in the eCornerstone system, it can be added. If the record already exists, the record can be edited. Navigation Links:
Click the Expand All link to view all the time/activity details.
Click Collapse All link to hide all the time/activity details.
Click the [View Detail] link to view the selected time/activity details.
Click the [Hide Detail] link to hide the selected time/activity details. Action Links:
Click the Add Participant Time/Activity link to add a time/activity record. The system will display the Add Participant Related Time/Activity screen.
Click the Description link to update an existing time/activity record. The system will display the Modify Participant Related Time/Activity screen.
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Add Participant Related Time/Activity To add participant related time/activity data, click the Add Participant Time/Activity link found on the Participant Related Time/Activity Summary screen. The system will display the Participant Related Time/Activity screen. Data fields with an asterisk (*) are required.
1. Enter the Activity Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the Activity Code from the drop-down menu. The selected Activity Code will determine
which Time and Worker name fields will be available for data entry. 3. Enter the Activity Time Start.
a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
4. Enter the Activity Time End. a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
5. Enter the Time Spent. a. Enter the Hour(s) spent. b. Enter the Minute(s) spent.
6. Enter the case worker’s name: o Select the Worker from the Activity Performed By drop-down menu. o Enter the Worker Name.
7. Indicate the Activity Contact Type. 8. Indicate if the activity is on or off site. 9. Click Save. The system will return to the Participant Related Time/Activity Summary screen
with the added time/activity record.
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o Click Cancel to cancel the screen and return to the Participant Related Time/Activity Summary screen.
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Modify Participant Related Time/Activity To modify participant related time/activity data, click the Description link found on the Participant Related Time/Activity Summary screen. The system will display the Modify Participant Related Time/Activity screen. The selected Activity Code will determine which Time and Worker name fields will be available for data entry. Data fields with an asterisk (*) are required.
1. Enter the Activity Time Start. a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
2. Enter the Activity Time End a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
3. Enter the Time Spent. a. Enter the Hour(s) spent. b. Enter the Minute(s) spent.
4. Enter the case worker’s name: o Select the Worker from the Activity Performed By drop-down menu. o Enter the Worker Name.
5. Indicate the Activity Contact Type. 6. Indicate if the activity is on or off site. 7. Click Save. The system will return to the Participant Related Time/Activity Summary screen
with the updated time/activity record. o Click Delete to delete the time/activity record. The system will display the Participant
Related Time/Activity Detail screen.
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o Click Cancel to cancel the screen and return to the Participant Related Time/Activity Summary screen.
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Participant Related Time/Activity Detail To confirm the removal of a participant related time activity record, click Delete found on the Modify Participant Related Time/Activity Detail screen. The system will display the Participant Related Time/Activity Detail screen.
1. Click Confirm to confirm the time/activity record deletion. o Click Cancel to cancel the screen and return to the Modify Participant Related
Time/Activity screen.
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Chapter Thirteen - Academic
Academic data is primarily used for Participants enrolled into the Teen REACH program.
The Academic functions allow the user to track a participant's progress in individual classes at school. The user can also track information about student attendance and grades.
Academic Progress The Academic Progress function allows the user to keep track of a participant’s progress in each of their enrolled classes at school.
Academic Summary Click Participant > Academic > Academic Progress to access the Academic Summary screen. Navigation Links:
Click View Courses to display the course information.
Click Hide Courses to hide the course information. Action Links:
Click Add Academic Data to add an academic data record. The system will display the Academic Progress screen.
Click the Reporting Period link to update an existing academic data record. The system will display the Academic Progress screen. (The Reporting Period link will only be available if there is an existing academic data record.)
Click View Details (Opens New Window) to view the School Detail screen. (The View Courses link will only be available if there is an existing academic data record.)
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School Detail To access the school details, click the View Details (Opens New Window) link found on the Academic Summary screen. They system will display the School Detail screen. The screen will open in a new window.
Click the Close Window link to close the School Detail screen.
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Academic Progress To access academic progress, click the Add Academic Data link found on the Academic Summary screen. The system will display the Academic Progress screen. Data fields with an asterisk (*) are required.
1. Select the School from the drop-down menu. 2. Select the participant's Grade Level from the drop-down menu. 3. Select the Reporting Period from the drop-down menu. 4. Enter the participant's GPA. 5. Fill in the information for each of the participant's classes:
a. Select the SUBJECT AREA: Pre-Defined Course from drop-down menu (Required if the class is a pre-defined course).
b. Enter the name of the course in the Other Course field (Required if the course is not named in the Subject Area options).
c. Enter the participant's Grade for the course. d. Select the participant’s Progress from the drop-down menu.
If this is the participant's first reporting period (i.e. this is a new participant), select Baseline.
e. Indicate if the participant passed the course. f. Indicate if the participant was in an Advanced Course.
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g. Indicate if the course was an Advanced Placement for the participant. 6. Indicate whether the participant had 5 or more unexcused absences in the 1st and 2nd quarter
of school year. 7. Enter the number of Unexcused Absences for the participant, or select the No Data Available
indicator. 8. Enter the number of Excused Absences for the participant, or select the No Data Available
indicator. 9. Enter the number of Suspensions for the participant, or select the No Data Available indicator. 10. Enter the number of Expulsions for the participant, or select the No Data Available indicator. 11. Indicate if the participant was Promoted to the next grade. 12. Enter any relevant Comments. 13. Click Save. The system will return to the Academic Summary screen with the updated academic
data record. o Click Cancel to cancel the screen and return to the Academic Summary screen.
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Academic Progress (Edit) To access edit academic progress, click the Reporting Period link found on the Academic Summary screen. The system will display the Academic Progress (Edit) screen. Data fields with an asterisk (*) are required.
1. Enter the participant's GPA. 2. Click Add Course to add new course information. The system will display the Academic Course
screen. o Click the SUBJECT AREA: Pre-Defined Course link to access existing course information.
The system will display the Academic Course screen for the selected course. (The SUBJECT AREA: Pre-Defined Course link will only be available if there is existing course information.)
3. Indicate whether the participant had 5 or more unexcused absences in the 1st and 2nd quarter of school year.
4. Enter the number of Unexcused Absences for the participant, or select the No Data Available indicator.
5. Enter the number of Excused Absences for the participant, or select the No Data Available indicator.
6. Enter the number of Suspensions for the participant, or select the No Data Available indicator. 7. Enter the number of Expulsions for the participant, or select the No Data Available indicator. 8. Indicate if the participant was Promoted to the next grade. 9. Enter any relevant Comments.
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10. Click Save. The system will return to the Academic Summary screen with the updated academic data record.
o Click Delete to delete the course information. The system will return to the Academic Summary screen.
o Click Cancel to cancel the screen and return to the Academic Summary screen.
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Academic Course To add an academic course, click the Add Course link found on the Academic Progress (Edit) screen. The system will display the Academic Course screen. Data fields with an asterisk (*) are required.
1. Select the SUBJECT AREA: Pre-Defined Course from the drop-down menu. 2. Enter the Other Course name. 3. Enter the participant’s Grade in the course. 4. Select the participant’s Progress from the drop-down menu. 5. Indicate if the participant passed the course. 6. Indicate if the participant was in an Advanced Course. 7. Indicate if the course was an Advanced Placement for the participant. 8. Click Save. The system will return to the Academic Progress screen with the added course
information. o Click Cancel to cancel the screen and return to the Academic Progress screen.
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Academic Course (Edit) To edit an academic course, click the SUBJECT AREA: Pre-Defined Course link found on the Academic Progress (Edit) screen. They system will display the Academic Course screen. Data fields with an asterisk (*) are required.
1. Enter the participant’s Grade in the course. 2. Select the participant’s Progress from the drop-down menu. 3. Indicate if the participant passed the course. 4. Indicate if the participant was in an Advanced Course. 5. Indicate if the course was an Advanced Placement for the participant. 6. Click Save. The system will return to the Academic Progress screen with the added course
information. o Click Delete to delete the course information. The system will return to the Academic
Progress screen. (An existing Academic Progress record can be deleted up to 3 months after the end date of the quarter.)
o Click Cancel to cancel the screen and return to the Academic Progress screen.
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Standardized Tests The Standardized Tests function enables the user to manage standardized test results for the participant. The standardized tests tracked in the system include ISAT, PSAE, IMAGE, ACT, SAT and PSAT.
Standardized Tests Summary Click Participant > Academic > Standardized Tests to access the Standardized Tests Summary screen.
Click the Add Standardized Test Scores link to add test score information. The system will display the Standardized Test And College Entrance Exams screen.
Click the School Year link update existing test score information. The system will display will display the Standardized Test And College Entrance Exams screen. (The School Year link will only be available if there is existing test score information.)
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Standardized Tests And College Entrance Exams The Standardized Test And College Entrance Exams screen allows the user to add/update test score information. Click the Add Standardized Test Scores link to access the Standardized Test And College Entrance Exams screen. Data fields with an asterisk (*) are required.
1. Select the School Year from the drop-down menu. a. Enter the Standardized Test results: b. Enter the test Score. c. Select the test Outcome from the drop-down menu.
2. Enter the College Entrance Exam results: a. Enter the exam Score. b. Select the month the exam was taken from the Month Taken drop-down menu.
3. Click Save. The system will return to the Standardized Tests Summary screen with the added/updated test score information.
o Click Cancel to cancel the screen and return to the Standardized Tests Summary screen.
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Chapter Fourteen - Case Plan(s)
The Case Plan(s) functions are only available for use with case managed programs.
The Case Plan functions allow the user to create case plans for the participant. A Case Plan can be created after an assessment has been completed for the participant.
Create Case Plan The Create Case Plan function will only be available after a participant has been assigned to a worker, enrolled in a program, and has completed a YASI II assessment. The associated case worker can create a case plan for the participant based on the YASI II assessment result. The case plan is created for the domains that the participant is considered at high risk. The case worker is fully authorized to decide which services are needed for a participant. Information from the YASI Assessment and the participant's program are used to set goals, plan steps of action, and select services for the participant.
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Assessment Domain Selection Click Participant > Create Case Plan to access the Assessment Domain Selection screen.
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1. Enter the presenting problem for the participant in the Presenting Problem text area. 2. Select goals in each Assessment Domain based on the Proactive Factor Results and Risk Factor
Results displayed. The user’s selected goals will display in the Selected Goals window on the right side of the screen.
3. Click Continue. The system will display the Case Plan Summary screen.
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Work With Case Plan/View Case Plan The Work With Case Plan function will be accessible any time after a Case Plan has been created. The View Case Plan function is accessible when the user is not assigned to the participant.
Case Plan Summary Click Continue to access the Case Plan Summary screen when the user is creating a new case plan. Click Participant > Work With Case Plan to access the Case Plan Summary screen at any time after the Case Plan is created.
Navigation Links:
Click the Expand All link to view all the case plan domains/goals.
Click Collapse All link to hide all the case plan domains/goals.
Click the Expand Goal link to view the selected domain/goal.
Click the Hide link to hide the selected domain/goal.
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Action Links:
Click Add Domains/Goals to add additional domains and goals to the case plan. The system will return to the Assessment Domain Selection screen.
Click the Add Motivational Factors link to add a motivational factor to the selected domain/goals. The system will display the Edit Motivational/Change Analysis screen.
Click the Edit Motivational Factors link to update the motivational factor to the selected domain/goals. The system will display the Edit Motivational/Change Analysis screen. (The Edit Motivational/Change Analysis link will only be available after a motivational factor record has been added.)
Click the Add Action Step link to add an action step record. The system will display the Add/Edit Action Step Detail screen. (The Add Action Step link will only be available after a motivational factor record has been added.)
Click the Add Service link to add a service type record. The system will display the Service Type Selection screen. (The Add Service link will only be available after a motivational factor record has been added.)
Click the Action Step/Service link to view/update an existing action step/service record. (The Action Step/Service link will only be available if there is an existing action step record.)
Click the Close Goal link to confirm closing the goal. The system will display the Close Goal screen. (The Add Service link will only be available after a motivational factor record has been added.)
Click the Delete Goal link to delete the selected domain/goal. Review Links:
Click Review Action Steps to review the case plan action steps. The system will display the Action Step Review screen. (The Review Action Steps button will only be available after an action step record has been added.)
Click Review Plan Agreement to review the case plan agreement. The system will display the Case Plan Agreement screen. (The Case Plan Agreement button will only be available after an action step record has been added.)
Click the Motivational Factors History link to view the Motivational Factors Review History screen. (The Motivational Factors History link will only be available after a motivational factor record has been added.)
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Edit Motivational/Change Analysis To edit a motivational/change analysis, click the Add Motivational Factors link found on the Case Plan Summary screen. They system will display the Edit Motivational/Change Analysis screen. As part of case management, it is helpful to track the participant's motivational factors.
1. Enter the Motivational/Change Analysis for the participant: a. Select the Readiness from the drop-down menu. b. Select the Confidence from the drop-down menu. c. Select the Importance from the drop-down menu.
2. Click Save. The system will return to the Case Plan Summary screen with the updated domain/goal record.
o Click Cancel to cancel to the screen and return to the Case Plan Summary screen.
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Add/Edit Action Step Detail To add/edit an action step detail, click the Add Action Step link found on the Case Plan Summary screen. They system will display the Add/Edit Action Step Detail screen. An Action Step describes a specific plan that will help the participant work toward the completion of a goal. Data fields with an asterisk (*) are required.
1. Enter a brief description of the action step in the Action Step field. 2. Select the Review Frequency from the drop-down menu. 3. Enter the Begin Date for the action step.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the Target Completion Date for the action step.
o Click the Date Selector button to display the drop-down calendar. 5. Enter the participant's Incentives for the action steps. 6. Click Save. The system will return to the Case Plan Summary screen.
o Click Delete to delete the action step record and return to the Case Plan Summary screen. (The Delete button will only be available when updating an existing action step record.)
o Click Cancel to cancel the screen and return to the Case Plan Summary screen. o Click the Review Action Steps link to access the Action Step Review screen.
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o Click the Review History link to access the Action Step Review History screen for the selected action step.
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Add/Edit Action Service Detail To add/edit an action service detail, click the Add Service link found on the Case Plan Summary screen. They system will display the Service Type Selection screen. The follow the process allows the user add a service for the participant via the participant's case plan.
Service Type Selection
1. Select a Service Type: a. Click the selected Category link. The system will display the available service types. b. Click the needed Service Type for the participant.
2. Click Next. The system will display the Service Detail screen. o Click Back to return to the Case Plan Summary screen.
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Service Detail Data fields with an asterisk (*) are required.
1. Select a Status for the service for this participant. 2. Enter the Begin Date of the service.
o Click the Date Selector button to display the drop-down calendar. 3. Enter the Target Completion Date.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the Actual Completion Date.
o Click the Date Selector button to display the drop-down calendar. 5. Enter any relevant Comments. 6. Select the Provider Name from the drop-down menu. 7. Click Save. The system will return to the Case Plan Summary screen with the added service
record. o Click Cancel to cancel the screen and return to the Case Plan Summary screen.
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Close Goal To close a goal, click the Close Goal link found on the Case Plan Summary screen. They system will display the Close Goal screen.
1. Enter the Completion Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the action step/service’s Status from the drop-down menu. 3. Click Confirm. The system will return to the Case Plan Summary screen with the updated
domain/goal records. o Click Back to return to the Case Plan Summary screen.
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Action Step Review To add/edit an action service detail, click the Review Action Step link found on the Case Plan Summary screen. They system will display the Action Step Review screen. Data fields with an asterisk (*) are required.
1. Enter the Review Date. o Click the Date Selector button to display the drop-down calendar.
2. Indicate that the action step has been Reviewed. 3. Select the action step’s activity Status from the drop-down menu. 4. Enter the Actual Completion Date.
o Click the Date Selector button to display the drop-down calendar. 5. Click Save. The system will return to the Case Plan Summary screen.
o Click Save/Print to save the screen and print. o Click Cancel to cancel the screen and return to the Case Plan Summary screen. o Click the View History link to access the Action Step Review History screen.
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Action Step Review History To access the action step review history, click the View History link found on the Action Step Review screen. They system will display the Action Step Review History screen. This screen will open in a new window.
Click the Close Window link to close the Action Step Review History screen.
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Case Plan Agreement To accept a case plan agreement, click the Review Plan Agreement link found on the Case Plan Summary screen. They system will display the Case Plan Agreement screen.
1. Click the Accept link to accept the case plan agreement. The system will return to the Case Plan Summary screen with the action step/service marked as Accepted.
o Click the Cancel link to cancel the screen and return to the Case Plan Summary screen.
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Motivational Factors Review History To access the motivational factors review history, click the Motivational Factors Review History link found on the Case Plan Summary screen. They system will display the Motivational Factors Review History screen. This screen will open in a new window.
Click the Close Window link to close the Motivational Factors Review History screen.
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Close the Case Plan The Close This Case function allows the user to close the participant’s case when their goals are achieved and services are completed. To close a case plan, all the assigned goals and services must be completed. Only the assigned case worker will be able to close the Case Plan. When another case worker has an assignment to the participant, the case worker will only be able to terminate their assigned program and only be able to close goals created in the Case Plan.
Close Case Plan Click Participant > Close This Case to access the Close Case Plan screen. Data fields with an asterisk (*) are required.
1. Select the Closure/Termination Reason from the drop-down menu. 2. Enter the Closure/Termination Date.
o Click the Date Selector button to display the drop-down calendar. 3. Click Next. The system will display the Close Case Plan – Confirmation screen.
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Close Case Plan – Confirmation
1. Select the Completion Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the Status from the drop-down menu. 3. Click Confirm. The system will return to the Participant Summary screen.
o Click Back to return to the Close Case Plan screen.
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View Closed Case Plan(s) The View Closed Case Plan(s) function is only accessible after the participant’s Case Plan has been closed.
Closed Case Plan List Click Participant > View Closed Case Plan(s) to access the Closed Case Plan List screen.
Click the View Summary link to access the closed Case Plan Summary screen
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Chapter Fifteen - RIN (Recipient Identification Number) The RIN functions allow the user to track and retrieve the participant’s enrollment history at other agencies. RIN is a unique identification number assigned to the recipient of DHS services. The RIN History contains the participant's Case Number, Program, Status Date and Status at other agencies. It does not display the agency name.
RIN History Click Participant > RIN > RIN History to access the RIN History screen. Data fields with an asterisk (*) are required.
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RIN Search (Search for RIN) The RIN Search function allows the user to identify a participant’s RIN. Click Participant > RIN > RIN Search to access the Search for RIN screen. Data fields with an asterisk (*) are required.
1. Select a Search Option. o Search by RIN:
i. Enter the participant’s RIN. o Search by name (An exact match of both Last Name AND First Name):
i. Enter the participant’s Last Name. ii. Enter the participant’s First Name.
2. Click Search. The system will display the RIN Selection screen for the selected participant.
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RIN Selection
1. Select the participant. 2. Click Save. The system will display the selected participant’s RIN History screen.
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RIN Delete (Delete RIN) The RIN Delete function is only accessible to eCornerstone Support. Click Participant > RIN > RIN Delete to access the Delete RIN screen. Data fields with an asterisk (*) are required.
1. Click Delete to delete the participant’s RIN. o Click Cancel to cancel the screen and return to the RIN History screen.
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Chapter Sixteen - Allergies and Medications
DISCLAIMER: All medically related information on this specification is provided solely for educational and informational purposes and should not be used for diagnosis of any condition or any other medical purpose without the advice and supervision of a licensed and qualified health care provider. The information is compiled from a variety of sources but should not be considered complete and should not be used in place of a visit, call, consultation, or advice of the physician or other health care provider.
The Allergies and Medications function allows the user to track allergy and medication related information for the participant. The information provided is for informational purposes only and cannot be used for diagnosis of any condition or any other medical purpose without the advice and supervision of a licensed/qualified health care provider.
Allergies And Medications Summary Click Participant > Allergies And Medications to access the Allergies And Medications Summary screen. Primary Physician:
Click the Add Primary Physician link found under the Primary Physician table to add a primary physician record. The system will display the Add/Edit Participant Physician screen.
Click the Primary Physician Name link found in the Primary Physician table to edit the primary physician record. The system will display the Add/Edit Participant Physician screen.
Secondary Physician(s):
Click the Add Secondary Physician link found under the Secondary Physician(s) table to add a secondary physician record. The system will display the Add/Edit Participant Physician screen.
Click the Secondary Physician Name link found in the Secondary Physician(s) table to edit the primary physician record. The system will display the Add/Edit Participant Physician screen.
Allergies:
Click the Add Allergy link found under the Allergies table to add an allergy information record. The system will display the Add/Edit Allergy screen.
Click the Allergy Type link found in the Allergies table to edit an existing allergy information record. The system will display the Add/Edit Allergy screen.
Medications:
Click the Add Medication link found under the Medications table to add a medication information record. The system will display the Add/Edit Medication screen.
Click the Allergy Medication link found in the Medications table to edit an existing medication information record. The system will display the Add/Edit Medication screen.
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Add/Edit Participant Physician (Primary) The Add/Edit Participant Physician screen allows the user to add/edit the participant’s primary physician. Data fields with an asterisk (*) are required.
Click the Add Primary Physician link found under the Primary Physician table on the Allergies And Medications Summary screen to add a primary physician record. The system will display the Add/Edit Participant Physician screen.
Click the Primary Physician Name link found in the Primary Physician table on the Allergies And Medications Summary screen to edit the primary physician record. The system will display the Add/Edit Participant Physician screen.
1. Select the participant’s primary physician from the Physician Name drop-down menu. 2. Click Save. The system will return to the Allergies And Medications Summary screen with the
added/updated primary physician record. o Click Delete to delete the primary physician record and return to the Allergies And
Medications Summary screen. (The Delete button will only be available when updating an existing physician record.)
o Click Cancel to cancel the screen and return to the Allergies And Medications Summary screen.
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Add/Edit Participant Physician (Secondary) The Add/Edit Participant Physician screen allows the user to add/edit the participant’s secondary physician. Data fields with an asterisk (*) are required.
Click the Add Secondary Physician link found under the Secondary Physician(s) table on the Allergies And Medications Summary screen to add a secondary physician record. The system will display the Add/Edit Participant Physician screen.
Click the Secondary Physician Name link found in the Secondary Physician(s) table on the Allergies And Medications Summary screen to edit the primary physician record. The system will display the Add/Edit Participant Physician screen.
1. Select the participant’s secondary physician from the Physician Name drop-down menu. 2. Click Save. The system will return to the Allergies And Medications Summary screen with the
added/updated secondary physician record. o Click Delete to delete the secondary physician record and return to the Allergies And
Medications Summary screen. (The Delete button will only be available when updating an existing physician record.)
o Click Cancel to cancel the screen and return to the Allergies And Medications Summary screen.
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Add/Edit Allergy The Add/Edit Allergy screen allows the user to add/edit allergy information records. Data fields with an asterisk (*) are required.
Click the Add Allergy link found under the Allergies table on the Allergies And Medications Summary screen to add an allergy information record. The system will display the Add/Edit Allergy screen.
Click the Allergy Type link found in the Allergies table on the Allergies And Medications Summary screen to edit an existing allergy information record. The system will display the Add/Edit Allergy screen.
1. Select the Allergy Type from the drop-down menu. 2. Enter any relevant Comments. 3. Enter the Start Date.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the End Date. 5. Click Save. The system will return to the Allergies And Medications Summary screen with the
added/updated allergy information record. o Click Delete to delete the allergy information record and return to the Allergies And
Medications Summary screen. (The Delete button will only be available when updating an existing allergy information record.)
o Click Cancel to cancel the screen and return to the Allergies And Medications Summary screen.
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Add/Edit Medication The Add/Edit Medication screen allows the user to add/edit medication information records. Data fields with an asterisk (*) are required.
Click the Add Medication link found under the Medications table to on the Allergies And Medications Summary screen add a medication information record. The system will display the Add/Edit Medication screen.
Click the Allergy Medication link found in the Medications table to on the Allergies And Medications Summary screen edit an existing medication information record. The system will display the Add/Edit Medication screen.
1. Select the Medication Type from the drop-down menu. 2. Indicate if the participant has a physician's Prescription. 3. Enter the Prescribing Physician. 4. Enter the Prescribed Quantity. 5. Enter the Prescribed Dosage. 6. Select the Measures of Doses/Units from the drop-down menu. 7. Select the Medication Frequency from the drop-down menu. 8. Select the Dose Types from the drop-down menu. 9. Select the Time of Day from the drop-down menu. 10. Enter the Start Date.
o Click the Date Selector button to display the drop-down calendar. 11. Enter the End Date.
o Click the Date Selector button to display the drop-down calendar.
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12. Click Save. The system will display to the Allergies and Medication Summary screen with the added/updated medication information record.
o Click Delete to delete the medication information record and return to the Allergies And Medications Summary screen. (The Delete button will only be available when updating a medication information record.)
o Click Cancel to cancel the screen and return to the Allergies And Medications Summary screen.
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Chapter Seventeen - Attendance History
The Attendance History function is only available for participants enrolled in the Teen REACH program.
The Attendance History function allows the user to see a participant's updated attendance in the various agency services of the Teen REACH program. Attendance History is read only information.
Teen REACH Click Participant > Attendance History > Teen REACH to access the Participant Attendance History (Teen REACH) screen. Enter the Participant Attendance History filter criteria.
1. Enter the Start Date. o Click the Date Selector button to display the drop-down calendar.
2. Enter the End Date. o Click the Date Selector button to display the drop-down calendar.
3. Click Filter. The system will display the attendance history.
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Chapter Eighteen - Case Worker Functions The Case Worker functions enable the user to manage the work performed by their local agency case workers.
Assign Multiple Participants – Select Program Follow these steps to assign participants. This process allows users with the Security Coordinator role in eCornerstone to assign multiple participants in various programs at the agency to an Agency Worker. Click Administrative > Assign Multiple Participants to access the Assign Multiple Participants – Select Program screen.
Click the Program link to access the Assign Multiple Participants – Select Participant(s) screen. (The Program link will only be available if the agency has participants enrolled in the program.)
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Assign Multiple Participants – Select Participant(s) To select multiple participants, click the Program link found on the Assign Multiple Participants – Select Program screen. They system will display the Assign Multiple Participants – Select Participant(s) screen.
1. Click the Case Worker Name link to display the worker’s assigned participants. 2. Select the participants to re-assign.
o Click the View History link to access the participant’s Assignment History screen. o Click the View link to view additional caseloads handled by the selected worker. The
View link is not available unless the worker has additional caseloads. o Click the Hide link to hide the selected worker’s additional caseloads. The View link is
not available unless the worker has additional caseloads. 3. Click Next. The system will display the Assign Multiple Participants - Select Worker screen.
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Assignment History To access a participant’s assignment history, click the View History link found on the Assign Multiple Participants – Select Participant(s) screen. They system will display the Assignment History screen.
Click the Close Window link to close the Assignment History screen.
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Assign Multiple Participants – Select Worker
1. Select the Case Worker to assign the selected participants. 2. Click Next. The system will display the Assign Multiple Participants - Confirm Assignments
screen.
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Assign Multiple Participant – Confirm Assignments
1. Click the Confirm button. The system will update the assignment records and display to the Assign Multiple Participants - Select Program screen.
o Click Cancel to cancel the screen and return to the Assign Multiple Participants – Select Program screen.
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Transfer Worker Caseload
Transfer a Caseload – Worker List
The user must have the Security Coordinator role in order to perform this function.
The Transfer Caseload – Worker List screen enables the user to transfer one worker's caseload to another worker. Click Administrative > Transfer Worker Caseloads to access the Transfer Caseload – Worker List screen.
1. Select the Worker Name link to transfer the worker’s caseload. The system will display the Transfer Caseload – Programs screen.
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Transfer Caseload – Programs
1. Select the program(s) caseload to transfer. o Click the [Click to view names of participants] link to display the names of the program
participants. o Click the [Hide participant names] link to hide the names of the program participants.
2. Click Next. The system will display the Transfer Caseload - Select Worker screen. o Click Back to return to the Transfer a Caseload – Worker List screen.
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Transfer Caseload – Select Worker
1. Select the Worker whom will receive the caseload. 2. Click Next. The system will display the Transfer Caseload - Confirmation screen.
o Click Back to return to the Transfer Caseload – Programs screen.
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Transfer Caseload – Confirmation
1. Review and confirm the caseload transfer. 2. Click Confirm to confirm the transfer. The system will return to the Transfer Caseload – Worker
List screen with the updated worker caseload(s). o Click Cancel to cancel the screen and return to the Transfer Caseload – Worker List
screen. o Click Back to return to the Transfer Caseload – Select Worker screen.
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Close A Case Assignment The Close A Case Assignment function is used to close the assignment of the selected participant(s). By closing the case(s), the participant's assignment is changed to unassigned and can be reassigned to any of the case workers in the Agency. The pending assignment appears in To Do Messages to remind the user that case(s) should be reassigned.
Close Case Assignment Click Administrative > Close a Case Assignment to access the Close Case Assignment screen. Enter the Case Assignment filter criteria.
1. Select a Worker from the drop-down menu (The current user will be the default name). 2. Select a Program from the drop-down menu. 3. Click Filter. The system will filter the case assignment list. 4. Select the participant case(s) to close.
o Click Check All to select all of the participant cases. o Click Clear to remove all of the case selections.
5. Click Continue to access the Confirm Close Case Assignment screen.
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Confirm Close Case Assignment
1. Review and confirm the case assignment closure. 2. Click Confirm. The system will return to the Close Case Assignment screen with the updated
case assignments. o Click Cancel to cancel the screen and return to the Close Case Assignment screen.
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Worker Time/Activity The Worker Time/Activity function allows the user to enter the time spent on participant activities in a program. The activities can be held at the agency or site and can be with or without the presence of the participant. This process helps to calculate the exact time a case worker spends on a participant’s activities.
Worker Time/Activity Summary Click Administrative > Worker Time/Activity to access the Worker Time/Activity Summary screen. Enter the Worker Time/Activity search criteria.
1. Enter the activity Start Date. o Click the Date Selector button to display the drop-down calendar.
2. Enter the activity Start Date. o Click the Date Selector button to display the drop-down calendar.
3. Click Search. The system will display the time/activity Search Results.
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Search Results The search results will display. If the worker time/activity record does not exist in the eCornerstone system, it can be added. If the record already exists, the record can be edited.
Navigation Links:
Click the Expand All link to expand all of the Time/Activity record details.
Click the Collapse All link to collapse all of the Time/Activity record details.
Click the View Detail link to view the individual entry details.
Click the Hide Detail link to hide the individual entry details.
Action Links:
Click Add Worker Time/Activity to add a new Time/Activity record. The system will display the Add Worker Related Time/Activity screen.
Click the Participant link to view the Participant Summary screen for the select participant.
Click the Description link to update the participant’s time/activity record. The system will display the Modify Participant Related Time/Activity screen.
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Modify Participant Related Time/Activity To modify participant related time/activity, click the Description link found in the search results of the Worker Time/Activity Summary screen. They system will display the Modify Participant Related Time/Activity screen for the selected time/activity record. The Activity Code will determine the available Time and Worker name fields. Data fields with an asterisk (*) are required.
1. Enter the Activity Time Start. a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
2. Enter the Activity Time End. a. Select the Hr from the drop-down menu. b. Select the Min from the drop-down menu. c. Select AM or PM.
3. Enter the Time Spent. a. Enter the Hour(s) spent. b. Enter the Minute(s) spent.
4. Enter the case worker’s name: o Select the Worker from the Activity Performed By drop-down menu. o Enter the Worker Name.
5. Indicate the Activity Contact Type. 6. Indicate if the activity is on or off site. 7. Click Save. The system will return to the Worker Time/Activity Summary screen with the
updated time/activity record. o Click Delete to delete the time/activity record. The system will display the Participant
Related Time/Activity Detail screen.
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o Click Cancel to cancel the screen and return to the Worker Time/Activity Summary screen.
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Participant Related Time/Activity Detail To delete a participant related time activity detail, click Delete found on the Modify Participant Related Time/Activity screen. The system will display the Participant Related Time/Activity Detail screen.
1. Click Confirm to confirm the time/activity record deletion. The system will return to the Worker Time/Activity Summary screen.
o Click Cancel to cancel the screen and return to the Modify Participant Related Time/Activity screen.
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Add Worker Related Time/Activity To add worker related time/activity, click Add Worker Time/Activity found in the search results of the Worker Time/Activity Summary screen. They system will display the Add Worker Related Time/Activity screen. Data fields with an asterisk (*) are required.
1. Enter the Activity Date. o Click the Date Selector button to display the drop-down calendar.
2. Select the Activity from the drop-down menu. 3. Enter the Time Spent: Hour(s). 4. Enter the Time Spent: Minute(s). 5. Click Save. The system will return to the Worker Time/Activity Summary screen with the added
Time/Activity record. o Click Cancel to cancel the screen and return to the Worker Time/Activity Summary
screen.
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School Reporting Periods
The School Reporting Periods function is only used for Teen REACH program.
In order for academic progress to be reported for individual participants, school reporting periods must be established. This process defines the reporting periods used for the measurement of academic progress.
Add or Edit for a Single School
School Selection Click Administrative > School Reporting Period >Add or Edit for Single School to access the School Selection screen.
1. Select the School from the drop-down menu. 2. Click Next. The system will display the School Reporting Period Summary screen.
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School Reporting Period Summary Click the Add Reporting Period to add a new reporting period record. The system will display
the School Reporting Period screen.
Click the Reporting Period link to update an existing reporting period record. The system will display the School Reporting Period screen. (The Reporting Period link will only be available if there is an existing name record.)
Click the View Details (Opens New Window) link to access the School Detail screen.
Click Cancel to cancel the screen and return to the Add or Edit for a Single School screen.
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School Reporting Period The School Reporting Period screen allows the user to add/update reporting period records. To access a school reporting period, click the Add Reporting Period link or the Report Period link found on the School Reporting Period Summary screen. The system will display the School Reporting Period screen. Data fields with an asterisk (*) are required.
1. Enter the Reporting Period. 2. Enter the Start Date.
o Click the Date Selector button to display the drop-down calendar. 3. Enter the End Date.
o Click the Date Selector button to display the drop-down calendar. 4. Click Save. The system will return to the School Reporting Period Summary screen with the
added reporting period record. o Click the View Details (Opens New Window) link to access the School Detail screen. o Click Delete to delete the reporting period record. (The Delete button will only be
available when updating an existing reporting period record.) o Click Cancel to cancel the screen and return to the Add or Edit for a Single School
screen.
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School Detail To access school details, click the View Details (Opens New Window) link found on the School Reporting Period screen. The system will display the School Detail screen in a new window.
Click Close Window to close the window.
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Add Reporting Periods for Multiple Schools
Multiple School Selection Click Administrative > School Reporting Period >Add Reporting Periods for Multiple Schools to access the Multiple School Selection screen.
1. Click the School name(s). o Hold down the Ctrl key on the keyboard while clicking the mouse to select multiple
schools. 2. Click Next. The system will display the Add School Reporting Period for Multiple Schools
screen.
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Add School Reporting Period For Multiple Schools The Add School Reporting Period For Multiple Schools screen allows the user to add/update reporting period records for multiple schools at one time. Data fields with an asterisk (*) are required.
1. Enter the Reporting Period. 2. Enter the Start Date.
o Click the Date Selector button to display the drop-down calendar. 3. Enter the End Date.
o Click the Date Selector button to display the drop-down calendar. 4. Click Save. The system will return to the School Reporting Period Summary screen with the
added reporting period record. o Click Cancel to cancel the screen and return to the Add or Edit for a Single School
screen.
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Program Planning
The Teen REACH Program Description is only available to agencies that provide these specific services.
The Program Planning function services to participants enrolled at agency sites. The Program Planning option allows the user to plan Programs and Events for the participants at agency sites. The user is able to create multiple events to support program participants enrolled at an agency site. The user can schedule the various program dates in the calendar to keep the participant’s schedule organized.
Display Program Calendar
Select Program Click Administrative > Program Planning > Display Program Calendar to access the Select Program screen.
1. Select the program Site from the drop-down menu. 2. Select the Program from the drop-down menu. 3. Select the Month from the drop-down menu. 4. Select the Year from the drop-down menu. 5. Click Submit. The system will display the Program Calendar screen.
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Program Calendar The user can schedule program dates in the calendar to keep program schedules organized. Navigation links:
Click the Previous Month link to access the previous month’s calendar.
Click the Next Month link to access the next month’s calendar.
Click the Current Month link to access the current month’s calendar. Action links:
Click the Add Program Hours link to add program hours to the calendar. The system will display the Add Program Hours screen.
Click the Time Range link on the calendar date to update the existing program hours. The system will display the Update Program Hours screen. (The Time Range link will only be available if there are existing program hours.)
Click the Change Site/Month link to return to the Select Program screen.
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Add Program Hours To add program hours, click the Add Reporting Period link found on the Program Calendar screen. The system will display the Add Program Hours screen. Data fields with an asterisk (*) are required.
1. Select the Site from the drop-down menu. 2. Select the Program from the drop-down menu. 3. Enter the Begin Date.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the program Start Time (hh:mm am/pm). 5. Enter the program End Time (hh:mm am/pm). 6. Indicate if the program is a Repeating event.
o Select This Program Hours Range Does Not Repeat if the program hours do not repeat. o Select Repeats:
a. Specify how frequent the program hours repeat. b. Enter the Begin Date.
Click the Date Selector button to display the drop-down calendar. 7. Click Save. The system will return to the Program Calendar screen with the program hours
added to the calendar. o Click Cancel to cancel the screen and return to the Program Calendar screen.
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Update Program Hours To update program hours, click the Time Range link found on the Program Calendar screen. The system will display the Update Program Hours screen. Click the Time Range link on the calendar date to access the Update Program Hours screen. Data fields with an asterisk (*) are required.
1. Select the Site from the drop-down menu. 2. Select the Program from the drop-down menu. 3. Enter the Begin Date.
o Click the Date Selector button to display the drop-down calendar. 4. Enter the program Start Time (hh:mm am/pm). 5. Enter the program End Time (hh:mm am/pm). 6. Indicate the Extent of Change to the program hours.
o Select This Item Only to only update the selected date. o Select From This Date On (i.e. mm/dd/yyyy) to update all items after the specified date. o Select All Items if all items are affected.
7. Click Save. The system will return to the Program Calendar screen with the program hours added to the calendar.
o Click Cancel to cancel the screen and return to the Program Calendar screen. o Click Delete to delete the selected program hours.
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Event Description Click Administrative > Program Planning > Event Description to access the Event Description screen. Enter the Event Descriptions filter criteria.
1. Select the Program from the drop-down menu. 2. Click Filter. The system will filter and display the events.
o Click the Add Event Description link to add an event description record. The system will display the Insert Event Description screen.
o Click the Event Description link to update and existing event description record. The system will display the Update Event Description screen. (The Event Description link will only be available if there is an existing event description record.)
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Insert Event Description To insert an event description, click the Add Event Description link found on the Event Description screen. They system will display the Insert Event Description screen.
1. Enter the Event Description. 2. Select the Status from the drop-down menu. 3. Click Save. The system will return to the Event Descriptions screen with the new event record.
o Click Cancel to cancel the screen and return to the Event Descriptions screen.
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Update Event Description To insert an event description, click the Event Description link found on the Event Description screen. They system will display the Update Event Description screen.
1. Enter the Event Description. 2. Select the Status from the drop-down menu. 3. Click Save. The system will return to the Event Descriptions screen with the updated event
record. o Click Cancel to cancel the screen and return to the Event Descriptions screen.
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Teen REACH Program Description Click Administrative > Program Planning > Teen REACH Program Description to access the Teen REACH Program Description screen.
Click the Update Program Description link to access the Update Teen REACH Program Description screen.
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Update Teen REACH Program Description To update the TeenREACH program description, click the Update Program Description link found on the Teen REACH Program Description screen. The system will display the Update Teen REACH Program Description screen.
1. Select Events to be provided with each Program by selecting the check box next to the event description.
2. Click the Submit button. The system will return to the Teen REACH Program Description screen with the updated program event descriptions.
o Click Cancel to cancel the screen and return to the Teen REACH Program Description screen.
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Attendance
The Attendance function is only used for the Teen REACH program.
The Attendance function allows the user to view and update attendance information for the Participants enrolled in the TeenREACH program.
Select Attendance Click Administrative > Attendance > Attendance to access the Select Attendance screen.
1. Select the Program from the drop-down menu. 2. Select the Program Category from the drop-down menu. 3. Enter the Attendance Date.
o Click the Date Selector button to display the drop-down calendar. 4. Select the program Site from the drop-down menu. 5. Select the Participant Level from the drop-down menu. 6. Select the number of Participants On Page from the drop-down menu. 7. Click Next. The system will display the Attendance screen displaying the participants who were
present on the date selected.
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Attendance Click Next to access the Attendance screen.
1. The user can enter Presets for each service listed if the user’s agency uses preset times. o Click the Use Preset link to apply the preset times to the participant for each service.
2. Enter the times for each service. 3. Click Save. The system will display the Attendance Summary screen with the attendance time
for each participant and service. o Click Save and View Next to save the data on the current page and forward the user to
the next attendance page. o Click Cancel to cancel the screen and return to the Select Attendance screen.
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Attendance Summary
Attendance Summary Selection Click Administrative > Attendance > Attendance Summary to access the Attendance Summary Selection screen.
1. Select the Program from the drop-down menu. 2. Select the Program Category from the drop-down menu. 3. Enter the Attendance Date.
o Click the Date Selector button to display the drop-down calendar. 4. Select the program Site from the drop-down menu. 5. Click Next. The system will display the Attendance Summary screen.
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Attendance Summary The Attendance Summary screen allows the user to view the attendance history of participants that participated in scheduled program events. Navigation Links:
Click the Previous Day link to access the previous day attendance summary.
Click the Next Day link to access the next day attendance summary.
Click the Current Day link to access the current day attendance summary. Action Links:
Click the Add/Edit Attendance link to access the Select Attendance screen.
Click the Change Date/Site link to return to the Attendance Summary Selection screen.
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Display Agency Security Coordinators The Display Agency Security Coordinators function allows the user to access a list of all the agencies, their Legacy Agency ID, and their Security Coordinator(s). Click Administrative > Display Agency Security Coordinators to access the All Agency Security Coordinators screen.
Click the Number/Letter link to move to the agencies names that start with that number/letter.
Click the Back to Top link to return to the top of the screen.
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Reports The Reports function provides an analysis and summary of various programs, and program participants. There are three kinds of reports: reports available for the local agency, reports shared by all agencies, and protected reports for the local agency. Reports are generated by the system and automatically updated on a scheduled basis.
Available Reports Click Administrative > Reports to access the Available Reports screen. Enter the Available Reports filter criteria.
1. Select a Folder from the drop-down menu. 2. Select a Category from the drop-down menu. 3. Select the report Types from the drop-down menu. 4. Click Filter. The system will filter the report records.
o Click the Reports… link to access the selected report in a separate window.
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Reports Available For Your Agency Reports seen only by Central Office and the Local Agency.
Teen REACH Core Services
Quarterly Cumulative
This report will assist the DHS Central Office in measuring the performance of each agency that is providing Teen REACH programs to their participants. This report summarizes all recorded attendance information for Teen REACH participants that were active during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Program Dosage: Overall < 11 11 – 13 > = 14 > = 11
Categorize the ages of the active Teen REACH participants into 4 age groups. Age reflects how old the participant was at the time the attendance occurred. Age will be determined by attendance date minus the participant’s birth date. Each participant will be counted in the Overall age category. Overall = all participants < 11 = participants less than 11 years old 11-13 = participants equal to or greater than 11 years old and less than or equal to 13 years old >=14 = participants greater than or equal to 14 years old >=11 = participants greater than or equal to 11 years old
Average Number of Days Attended Per Week
Count the number of recorded attendances during the reporting period. Compute the number of weeks in the reporting period. Calculate average by dividing the total number of attendances by the total number of weeks during the reporting period. Compute the average for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
Average Number of Hours Attended Per Week
Count the number of recorded attendance hours during the reporting period. Compute the number of weeks in the reporting period. Calculate average by dividing the total number of attendance
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hours by the total number of weeks during the reporting period. Compute the average for each age breakdown by selecting only those attendance hours enter for participants within the appropriate age category.
Percent of Youth Attending goal number of days per week
Count the number of participants with attendances during the reporting period. Count the number of participants that attended required days a week*. Calculate the percent by dividing the total number of participants with required attendance days by the total number of participants with recorded attendances during the reporting period*. Compute the percentages for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
Percent of Youth Attending goal number of hours per week
Count the number of participants with attendances during the reporting period. Count the number of participants that attended for required hours a week**. Calculate the percent by dividing the total number of participants with required hours by the total number of participants with recorded attendances during the reporting period**. Compute the percentages for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
*Note: Goal days per week is: For ages <11, 4 days; For ages 11-13, 3 days; For ages >= 14, 2 days.
**Note: Goal hours per week is: For ages <11, 12 hours; For ages 11-13, 9 hours; For ages >=14, 6 hours.
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
This report runs on a statewide and agency level.
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Teen REACH Performance Indicators
Quarterly
Cumulative
This report will assist the DHS Central Office in measuring the performance of each agency that is providing Teen REACH programs to their participants. Participant recorded attendance in Teen REACH events, instead of just active Teen REACH program enrollments, is used for the main criteria during the analysis. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Proposed Average Daily Attendance
The number of participants the agency projected at the beginning of the fiscal year that would attend at the appropriate site on a daily basis
Actual Average Daily Attendance
The average number of participants that actually attended at the appropriate site on a daily basis. Count each participant only once for any attendance during a day. Compute average by dividing the daily participant totals by the number of days that attendance was recorded during the reporting period
Percent of Proposed Percent of proposed is computed by dividing the actual average daily attendance by the proposed average daily attendance
Average Number of Days Open Per Week
Days open is based on at least one attendance recorded for that day. Compute the average by dividing the number of day open during the reporting period by the number of weeks in the reporting period
Average Number of Hours Open per Week
Hours open is based on attendance and the time/length of each attended event. Compute the average by dividing the number of hours open during the reporting period by the number of weeks in the reporting period
Total Number Days Open in Report Period
Days open is based on at least attendance recorded for that day
Number of Attendances in Report Period
Total count of recorded attendances at the appropriate site during the reporting period.
Agency Fiscal Year Grant Amount
The grant amount awarded to the agency for the Teen REACH program in a given fiscal year
Report Period Grant Amount The agency fiscal year grant amount divided by the number of months in the reporting period.
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Average Cost Per Participant Per Day
The average cost per participant per day is computed by dividing the report period grant amount by the number of attendances in the report period.
Average Length of Time (in days) to Record Attendance
Calculate the number of days it took for an agency to enter each attendance record during the reporting period. Compute average by dividing the total number of days by the total number of attendances recorded.
Average Length of Time (in days) to Record Enrollment
Calculate the number of days it took for an agency to enter each enrollment record during the reporting period. Compute average by dividing the total number of days by the total number of enrollments recorded.
Average Age of Participant Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute the average by dividing the total ages of all the participants by the number of participants.
Percent of Youth < 11 Calculate the age of the participant who attended during the reporting period by attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were under the age of 11 during the reporting period. The percent will be those under the age of 11 divided by the total number of participants who attended.
Percent of Youth 11 - 13 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to the age of 11 and less than the age of 14. The percent will be those between the ages of 11 and 13 divided by the total number of participants who attended.
Percent of Youth >= 14 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to or greater than the age of 14 during the reporting period. The percent will be those equal to or greater than the age of 14 divided by the total number of participants who attended.
Percent of Youth >= 11 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to or greater than the age of 11 during the reporting period. The percent will be those equal to or greater than the age of 11 divided by the total number of participants who attended.
Frequency
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Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
This report runs on a statewide and agency level.
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Homeless Youth
Quarterly Cumulative
This report contains two (2) sections: one for New Enrollments and one for Terminations during the reporting period. Both sections will be broken down by the program categories for Homeless Youth and summarized with all categories. The categories for Homeless Youth are: Emergency Shelter Outreach Transitional/Not Pregnant – Parenting Transitional/Pregnant – Parenting
The New Enrollments section summarizes participants that had an enrollment added in a Youth Service Homeless Youth program during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. New enrollments include initial enrollments and new enrollments. Residential Status (within week prior to or including enrollment in program), Length of Homelessness/length of time away from home environment (at time of enrollment in program), gender and age for new enrollments are broken down by the Youth Service Homeless Youth program categories during the reporting period.
The Termination section of the report will be generated by selecting all participants which have been terminated from the Homeless Youth program during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. Living Situation at Termination, Employment Status at Termination, Total Nights of Housing Provided during enrollment, Length in Program by Termination Reason, gender, and age for terminations are broken down by the Youth Service Homeless Youth program categories during the reporting period.
The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Program Category Emergency Shelter Outreach Transitional/Not Pregnant – Parenting Transitional/Pregnant – Parenting
New Enrollments: Breakdown by Gender/Age
Count of the new enrollments gender wise
Residential Status Count of the new enrollments that were added during the reporting
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period categorized by where the participant was living within week prior to or including enrollment in program
Length of Homelessness/length of time away from home environment
Count of the new enrollments that were added during the reporting period categorized by number of days the participant was homeless or away from the home environment at time of enrollment in program
Termination: Breakdown by Gender/Age
Count of terminated enrollments gender wise
Living Situation Count of the terminated enrollments during the reporting period categorized by the living situation at the time of termination from the Homeless Youth program
Employment Status Count of the terminated enrollments during the reporting period categorized by employment status at the time of termination from the Homeless Youth program
Total Nights of Housing Provided
Count of the terminated enrollments during the reporting period categorized by the total nights of housing provided by the agency for the participant during the enrollment in the Homeless Youth program
Length in Program by Termination Reason
Count of the terminated enrollments during the reporting period categorized by the length of time in the program by termination reason
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
The report runs on a Homeless Youth Program Category level for an agency.
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Teen REACH Enrollments
Quarterly Cumulative
This report summarizes all Teen REACH new enrollments during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Enrollments Breakdown by Gender/Age/Race
Count of each new enrollment categorized by gender, age and race of the participant. New enrollments include initial enrollments, new enrollments and re-enrollments
Total Enrollments Count of each new enrollment during the reporting period.
Initial Enrollments Count of each enrollment that was a participant’s first enrollment into the Teen REACH program
New Enrollments Count of each enrollment that was a participant’s subsequent enrollment into the Teen REACH program following their initial enrollment. (Count includes those enrollments where the previous Teen REACH enrollment had been terminated for re-enrollment.
Re-Enrollments (A sub-type of New Enrollments). Count of only the enrollments where the previous Teen REACH enrollment had been terminated for re-enrollment.
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
The report will run on a statewide and agency level.
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Teen REACH Terminations
Quarterly Cumulative
This report summarizes all Teen REACH terminated enrollments during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Termination Reasons
Count of the termination reason associated with each terminated enrollment
Terminations Breakdown by Gender/Age/Race
Count of each terminated enrollment categorized by gender, age and race of the participant
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
The report will run on a statewide and agency level.
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Youth Services New Enrollments
Quarterly Cumulative
This report summarizes participants that had an enrollment added in a Youth Service program during the quarterly period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. New enrollments include initial enrollments and new enrollments. Groupings include current caseload, accepted referrals and service hours provided during the reporting period on these participants for all Youth Service programs. Referral sources, referral reasons, overall YASI scores, gender, age and race for new enrollments are broken down by the Youth Service programs during the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Participants on Current Caseload
Count of those participants who had an active enrollment added during the reporting period and were actively case managed during the reporting period
Referrals Accepted for Services
Count of the active enrollments that were added during the reporting period with referrals
Service Hours Provided Count in hours and minutes of participant related services recorded during the reporting period on those participants who had an active enrollment added during the same time frame
Program Name of the Youth Service program
Referral Sources Count of the active enrollments that were added during the reporting period categorized by the referral sources
Referral Reasons Count of the active enrollments that were added during the reporting period categorized by the referral reasons
Overall YASI Score Count of the active enrollments that were added during the reporting period categorized by the overall YASI score on the most recent YASI assessment during the reporting period which was associated with the enrollment
Enrollments Breakdown by Gender/Age/Race
Count of each new enrollment categorized by gender, age and race of the participant.
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
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Reporting Levels
The report runs on a Youth Service program level for statewide and agency.
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Youth Services Terminations
Quarterly Cumulative
This report summarizes all Youth Service programs terminated enrollments during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Program Name of the Youth Service program
Termination Reasons
Count of the termination reason associated with each terminated enrollment during the reporting period
Terminations Breakdown by Gender/Age/Race
Count of each terminated enrollment during the reporting period categorized by gender, age and race of the participant
Number of Terminations by Overall YASI Score
Count of each terminated enrollment during the reporting period categorized by the overall YASI score on the most recent YASI assessment during the reporting period which was associated with the enrollment
Average Length of Enrollment (in days) by Overall YASI Score
For each enrollment terminated during the reporting period, count the number of days from the start date of the enrollment to the termination date of the enrollment. Compute the average by dividing the total number of days by the total number of terminated enrollments. Categorized by the overall YASI score on the most recent YASI assessment during the reporting period which was associated with the enrollment.
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
The report runs on a Youth Service program level for statewide and agency.
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Reports Shared By All Agencies Statewide Reports are seen by all users on the eCornerstone system.
Teen REACH Core Services
Quarterly Cumulative
This report will assist the DHS Central Office in measuring the performance of each agency that is providing Teen REACH programs to their participants. This report summarizes all recorded attendance information for Teen REACH participants that were active during the reporting period. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Program Dosage: Overall < 11 11 – 13 > = 14 > = 11
Categorize the ages of the active Teen REACH participants into 4 age groups. Age reflects how old the participant was at the time the attendance occurred. Age will be determined by attendance date minus the participant’s birth date. Each participant will be counted in the Overall age category. Overall = all participants < 11 = participants less than 11 years old 11-13 = participants equal to or greater than 11 years old and less than or equal to 13 years old >=14 = participants greater than or equal to 14 years old >=11 = participants greater than or equal to 11 years old
Average Number of Days Attended Per Week
Count the number of recorded attendances during the reporting period. Compute the number of weeks in the reporting period. Calculate average by dividing the total number of attendances by the total number of weeks during the reporting period. Compute the average for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
Average Number of Hours Attended Per Week
Count the number of recorded attendance hours during the reporting period. Compute the number of weeks in the reporting period. Calculate average by dividing the total number of attendance hours by the total number of weeks during the reporting period. Compute the average for each age breakdown by selecting only those attendance hours enter for participants within the appropriate age category.
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Percent of Youth Attending goal number of days per week
Count the number of participants with attendances during the reporting period. Count the number of participants that attended required days a week*. Calculate the percent by dividing the total number of participants with required attendance days by the total number of participants with recorded attendances during the reporting period*. Compute the percentages for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
Percent of Youth Attending goal number of hours per week
Count the number of participants with attendances during the reporting period. Count the number of participants that attended for required hours a week**. Calculate the percent by dividing the total number of participants with required hours by the total number of participants with recorded attendances during the reporting period**. Compute the percentages for each age breakdown by selecting only those attendances enter for participants within the appropriate age category.
*Note: Goal days per week is: For ages <11, 4 days; For ages 11-13, 3 days; For ages >= 14, 2 days.
**Note: Goal hours per week is: For ages <11, 12 hours; For ages 11-13, 9 hours; For ages >=14, 6 hours.
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
This report runs on a statewide and agency level.
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Teen REACH Performance Indicators
Quarterly Cumulative
This report will assist the DHS Central Office in measuring the performance of each agency that is providing Teen REACH programs to their participants. Participant recorded attendance in Teen REACH events, instead of just active Teen REACH program enrollments, is used for the main criteria during the analysis. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Proposed Average Daily Attendance
The number of participants the agency projected at the beginning of the fiscal year that would attend at the appropriate site on a daily basis
Actual Average Daily Attendance
The average number of participants that actually attended at the appropriate site on a daily basis. Count each participant only once for any attendance during a day. Compute average by dividing the daily participant totals by the number of days that attendance was recorded during the reporting period
Percent of Proposed Percent of proposed is computed by dividing the actual average daily attendance by the proposed average daily attendance
Average Number of Days Open Per Week
Days open is based on at least one attendance recorded for that day. Compute the average by dividing the number of day open during the reporting period by the number of weeks in the reporting period
Average Number of Hours Open per Week
Hours open is based on attendance and the time/length of each attended event. Compute the average by dividing the number of hours open during the reporting period by the number of weeks in the reporting period
Total Number Days Open in Report Period
Days open is based on at least attendance recorded for that day
Number of Attendances in Report Period
Total count of recorded attendances at the appropriate site during the reporting period.
Agency Fiscal Year Grant Amount
The grant amount awarded to the agency for the Teen REACH program in a given fiscal year
Report Period Grant The agency fiscal year grant amount divided by the number of
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Amount months in the reporting period.
Average Cost Per Participant Per Day
The average cost per participant per day is computed by dividing the report period grant amount by the number of attendances in the report period.
Average Length of Time (in days) to Record Attendance
Calculate the number of days it took for an agency to enter each attendance record during the reporting period. Compute average by dividing the total number of days by the total number of attendances recorded.
Average Length of Time (in days) to Record Enrollment
Calculate the number of days it took for an agency to enter each enrollment record during the reporting period. Compute average by dividing the total number of days by the total number of enrollments recorded.
Average Age of Participant
Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute the average by dividing the total ages of all the participants by the number of participants.
Percent of Youth < 11 Calculate the age of the participant who attended during the reporting period by attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were under the age of 11 during the reporting period. The percent will be those under the age of 11 divided by the total number of participants who attended.
Percent of Youth 11 - 13 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to the age of 11 and less than the age of 14. The percent will be those between the ages of 11 and 13 divided by the total number of participants who attended.
Percent of Youth >= 14 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to or greater than the age of 14 during the reporting period. The percent will be those equal to or greater than the age of 14 divided by the total number of participants who attended.
Percent of Youth >= 11 Calculate the age of the participant who attended during the reporting period by the attendance date minus the participant’s birth date. Calculate the number of participants who attended during the reporting period. Compute those participants that were equal to or greater than the age of 11 during the reporting period. The percent will be those equal to or greater than the age of 11 divided by the total number of participants who attended.
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Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
This report runs on a statewide and agency level.
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Youth Services Performance Indicators
Quarterly Cumulative
This report will assist the DHS Central Office in measuring the performance of each agency that is providing Youth Service programs to their participants. Initial enrollments made during the reporting period in a Youth Service program are used for the main criteria during the analysis. Initial enrollment is defined as the first enrollment for a participant in a specific program. There are four areas of focus which are compared to the total New Enrollments per agency and per program; Consented Enrollments, Pre-Assessment Completions, Full-Assessment Completions and Low Overall Risk Score. The data is counted from the first day of the reporting period through the end of the last day of the reporting period. The report is available for viewing by each State fiscal year quarter and by an accumulation of the first quarter in the fiscal year up to the current quarter.
Explanation of Individual Fields on Report
Field Name
Description
Program Name of the Youth Service program
Agency Number The Cornerstone agency number assigned to the agency
Agency Name The name of the agency providing the Youth Service program
New Enrollments Count of all the initial enrollments in the specific Youth Service program
Consented Number Count of all participants that consented during their initial enrollment in the specific Youth Service program
Consented Percent Percent of all participants that consented compared to the total initial enrollments in the specific Youth Service program
Pre-Assessment On Time Number
Count of all YASI pre-assessments that were completed on time (completed within 14 days of enrollment start date) and associated with an initial enrollment in the specific Youth Service program
Pre-Assessment On Time Percent
Percent of all YASI pre-assessments that were completed on time (completed within 14 days of enrollment start date) compared to the total initial enrollments in the specific Youth Service program
Full Assessment On Time Number
Count of all YASI full assessments that were completed on time (completed within 30 days of enrollment start date) and associated with an initial enrollment in the specific Youth Service program
Full Assessment On Time Percent
Percent of all YASI full assessments that were completed on time (completed within 30 days of enrollment start date) compared to the total initial enrollments in the specific Youth Service program
Low Overall Risk Score Number
Count of all YASI Low Overall Risk Scores on YASI assessments which were associated with an initial enrollment in the specific Youth Service program
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Low Overall Risk Score Percent
Percent of all YASI Low Overall Risk Scores compared to the total initial enrollments in the specific Youth Service program
Frequency
Quarterly: this report runs automatically on the 10th day of the month following the end of the quarter. The report is available for viewing current and past quarters.
Reporting Levels
The report runs on a Youth Service program level for statewide.
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Protected Reports For Your Agency Protected reports are only seen by the local agency and assigned CSSC. These reports contain the names of relevant participants.
Non-consented Participants
Monthly
This report is used by the Youth Service and Teen REACH agencies to list the actively enrolled participants that are not consented within eCornerstone at the time the report runs. Each month the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report will list all participants alphabetically within their enrolled program.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency where the participants are enrolled
Agency Number The Cornerstone agency number assigned to the agency
Program Name of the program the participants are enrolled in
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Age The age of the participant at the time the report was generated
Address Displays the participant’s residential address
Home Phone Displays the participant’s home phone number
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on an agency level.
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Youth Services Active Case Managed
Monthly
This report lists all participants that are actively enrolled in the Youth Service program based on data entered into eCornerstone at the time the report runs. Each month the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by case worker and those program(s) case managed by the case worker within an agency. The report will list all participants alphabetically that currently are active at the time the report is generated in the Youth Service program(s) at that agency.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Case Worker Name The first and last name of the case worker for the assigned caseload
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Age The age of the participant at the time the report was generated
Address Displays the participant’s residential address
Home Phone Displays the participant’s home phone number
Program Start Date The date the participant was actively enrolled in the Youth Service program
Total Number of Participants for Program
The total number of participants listed per program per case worker.
Total Number of Participants for Case Worker
The total number of participants listed per case worker.
Count of Cases by Program – Case Managed
The total number of active participants for the program that are currently case managed at the agency
Count of Cases by Program – Unassigned
The total number of active participants for the program that are currently not assigned to a case worker at the agency
Count of Cases by Program – Total
The total number of active participants for the program that are currently case managed (assigned) and unassigned at the agency
Frequency
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Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency level only.
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Youth Services Terminations
Monthly
This report lists all participants that were terminated from a Youth Service program during the reporting period at the agency. Each month a new report is generated and the history of the previous months are available. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report will list by Program and then Participant’s Last Name, First Name, Program Start Date.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Program Description of the Youth Service program
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Program Start Date The date the participant was actively enrolled in the Youth Service program
Program Termination Date
The date the participant was terminated from the Youth Service program
Length in Program The total amount of time the participant was actively enrolled in the Youth Service program (years/months/days)
Total Terminated Enrollments (per program)
The total number of Youth Service enrollments that were terminated during the reporting period for the given program at the agency
Total Terminated Participants (per program)
The total number of participants that were terminated from the given Youth Service program during the reporting period at the agency
Total Terminated Enrollments (per agency)
The total number of Youth Service enrollments that were terminated during the reporting period in all Youth Service programs at the agency
Total Terminated Participants (per agency)
The total number of participants that were terminated from all the Youth Service programs during the reporting period at the agency
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is available for viewing current and past months.
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Reporting Levels
This report runs on agency level only.
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Youth Services Time and Activity
Monthly
This lists all non-participant related activities and participant related activities with time recorded on participants that are, or have been, enrolled in the Youth Service program and assigned to a case worker. The time entered for the activity must have occurred during the reporting time period. Each month a new report is generated and history of previous months will be available. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by case worker, or person who performed the activity, within an agency. The report will list by Case Worker’s first name, last name, participant last name, first name and activity date. If the “person who performed the activity” is not a case worker then this person’s name will be displayed and sorted in the format it was entered into the system when the time and activity was saved.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing Youth Service programs
Agency Number The Cornerstone agency number assigned to the agency
Case Worker Name The first and last name of the case worker for the assigned caseload or the person who performed the activity
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Program Youth Service program description the participant is enrolled in
Activity Date Date the activity took place
Activity Description of the activity
Hours/Minutes Total time recorded for the activity in hours and minutes
Total Participant Related Hours for Case Worker
The total number of Hours and Minutes for activity that was related to participant(s) during the month for the Case Worker (person who performed the activity)
Total Non-Participant Related Hours for Case Worker
The total number of Hours and Minutes for activity that was not related to any participant during the month for the Case Worker (person who performed the activity)
Total Hours for Case Worker
The total number of Hours and Minutes for activity (Participant related and Non-Participant related) during the month for the Case Worker (person who performed the activity)
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is available for viewing current and past months.
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Reporting Levels
This report runs on agency level only.
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Teen REACH Active Participants
Monthly
This report lists all participants that are actively enrolled in the Teen REACH program based on data entered into eCornerstone at the time the report runs. Each month the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by sites within an agency and by agency. The site level report will list all participants alphabetically that currently are active in the Teen REACH program at that site. The agency level report will list all participants alphabetically that currently are active in the Teen REACH program at the agency.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants are actively enrolled
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Home Phone Displays the participant’s home phone number
Address Displays the participant’s residential address
Race Description of the race of the participant. “Multiple” will be used to describe those participants where more than one race has been selected.
Gender Indication of the gender of the participant. M=Male F=Female
Number of Active Participants
The total number of participants listed per site level or agency level.
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency and agency site level.
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Teen REACH Active Participants by Site
Monthly
This report lists all participants that are actively enrolled in the Teen REACH program based on data entered into eCornerstone at the time the report runs. Each month the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by sites within an agency and by agency. The site level report will list all participants alphabetically that currently are active in the Teen REACH program at that site. The agency level report will list all participants alphabetically that currently are active in the Teen REACH program at the agency.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants are actively enrolled
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Home Phone Displays the participant’s home phone number
Address Displays the participant’s residential address
Race Description of the race of the participant. “Multiple” will be used to describe those participants where more than one race has been selected.
Gender Indication of the gender of the participant. M=Male F=Female
Number of Active Participants
The total number of participants listed per site level or agency level.
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency and agency site level.
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Teen REACH Last Day Attendance
Monthly
This report lists all participants that are actively enrolled in the Teen REACH program based on data entered into eCornerstone at the time the report runs. Each week the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by sites within an agency and by agency. The site level report will list all participants alphabetically that currently are active in the Teen REACH program at that site. The agency level report will list all participants alphabetically that currently are active in the Teen REACH program at the agency.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants are actively enrolled
Last Day of Attendance The date the participant last attended a scheduled event at a site within the agency. No date is displayed if the participant has never attended a scheduled event.
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Home Phone Displays the participant’s home phone number
Address Displays the participant’s residential address
Enrollment Date The date the participant last enrolled in the Teen REACH program at the agency.
Number of Active Participants
The total number of participants listed per site level or agency level.
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency and agency site level.
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Teen REACH Last Day Attendance by Site
Monthly
This report lists all participants that are actively enrolled in the Teen REACH program based on data entered into eCornerstone at the time the report runs. Each week the report is refreshed. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by sites within an agency and by agency. The site level report will list all participants alphabetically that currently are active in the Teen REACH program at that site. The agency level report will list all participants alphabetically that currently are active in the Teen REACH program at the agency.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants are actively enrolled
Last Day of Attendance The date the participant last attended a scheduled event at a site within the agency. No date is displayed if the participant has never attended a scheduled event.
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Birth Date Displays the participant’s date of birth
Home Phone Displays the participant’s home phone number
Address Displays the participant’s residential address
Enrollment Date The date the participant last enrolled in the Teen REACH program at the agency.
Number of Active Participants
The total number of participants listed per site level or agency level.
Frequency
Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency and agency site level.
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Teen REACH Percent of Time Spent in Category to Total Time
Monthly
This report lists all participants that were actively enrolled in the Teen REACH program during the reporting period. The report also displays the total number of minutes recorded for attendance per participant during the reporting period in each category/service area and the percent of time. This report is only viewable by the workers within the agency and is not accessible to anyone outside the agency. The report is generated by sites within an agency and by agency. This is a monthly report. Each month the report is refreshed.
Explanation of Individual Fields on Report
Field Name
Description
Agency Name The name of the agency providing the Teen REACH program
Agency Number The Cornerstone agency number assigned to the agency
Site Name of the site where the Teen REACH participants were enrolled
Category/Services
The Category/Services available are: Academic Achievement Life Skills Mentoring Non-Core Parental Involvement Sports Enrichment/Recreation/Arts & Culture
Participant Last, First Name
Displays the participant’s ‘know by’ first and last name
Total Time of Participation
The total number of minutes recorded for attendance (in all categories) for the participant during the reporting period.
Total Time of Participation in Category
The total number of minutes recorded for attendance in the appropriate category for the participant during the reporting period.
Percent of Time of Participation in Category
Percent of Total Time of Participation in Category to Total Time of Participation for the participant during the reporting period.
Total Number of Active Participants
Count of each participant that was actively enrolled in the Teen REACH program during the reporting period
Frequency
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Monthly: this report runs automatically on the first Sunday of each month. The report is refreshed monthly.
Reporting Levels
This report runs on agency and agency site level.
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Chapter Nineteen - Agency Profile
The user must have the Security Coordinator role in order to perform the function described in this chapter.
The Agency Profile functions allow the user to manage the administrative information for their associated agency. Data fields with an asterisk (*) are required.
Agency Information The Agency Information function allows the user to manage agency information like Email address, Web page, Contracts, Contacts, Address, Phone Numbers, Programs, and Project Attendance. Click Administrative > Agency Profile > Agency Information to access the Agency Information screen.
1. Enter the agency Email Address. 2. Enter the agency Web Page. 3. Indicate if the agency will be used as a site. 4. Click Save.
Contacts:
Click the Add Agency Contact link to add a contact. The system will display the Add Agency Contact screen.
Click the Contact Name link to view the Agency Contact Summary screen. (The Contact Name link will only be available if there is an existing agency contact summary.)
Phone Numbers:
Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)
Programs:
Click the Program link to access the View/Update Program Information screen. (The Program link will only be available if the agency provides the program.)
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Add Agency Contact To add an agency contact, click the Add Agency Contact link found on the Agency Information screen. The system will display the Add Agency Contact screen. Data fields with an asterisk (*) are required.
1. Select the Contact Type from the drop-down menu. 2. Select the Contact Name from the drop-down menu. 3. Click Save. The system will return to the Agency Information screen with the added agency
contact record. o Click Cancel to cancel the screen and return to the Agency Information screen.
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Agency Contact Summary To access an agency contact summary, click the Contact Name link found on the Agency Information screen. The system will display the Agency Contact Summary screen.
Click Delete to delete the agency contact record and return to the Agency Information screen.
Click Cancel to cancel the screen and return to the Agency Information screen.
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Add/Update Phone To add a phone record, click the Add Phone link found on the Agency Information screen. The system will display the Add/Update Phone screen. Data fields with an asterisk (*) are required.
To edit a phone record, click the Phone Number Type link found on the Agency Information screen. The system will display the Add/Update Phone screen.
1. Select the Phone Type from the drop-down menu. 2. Enter the Phone Number. 3. Enter the Extension. 4. Click Save. The system will return to the Agency Information screen with the added/updated
phone record. o Click Delete to delete the phone record and return to the Resource Information screen.
(The Delete button will only be available when updating an existing phone record.) o Click Cancel to cancel the screen and return to the Resource Information screen.
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View/Update Program Information To view the View/Update Program Information, click the Program link found on the Agency Information screen. They system will display the View/Update Program Information screen.
Click the Add Program Contact link to add a new contact. The system will display the Add Program Contact screen.
Click the Contact Name link to access the Program Contact Summary screen. (The Contact Name link will only be available if there is an existing contact for the program.)
Click Cancel to cancel the screen and return to the Agency Information screen.
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Add Program Contact To add a program contact, click the Add Program Contact link found on the View/Update Program Information screen. They system will display the View/Update Program Information screen. Click the Add Program Contact link to display the Add Program Contact screen. Data fields with an asterisk (*) are required.
1. Select the Contact Name from the drop-down menu. 2. Click Save. The system will return to the View/Update Program Information screen with the
added program contact record. o Click Cancel to cancel the screen and return to the View/Update Program Information
screen.
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Program Contact Summary To view a program contact summary, click the Contact Name link found on the View/Update Program Information screen. They system will display the Program Contact Summary screen.
Click Delete to delete the program contact record and return to the View/Update Program Information screen.
Click Cancel to cancel the screen and return to the View/Update Program Information screen.
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Agency Services The Agency Services function allows the user to manage the services that are offered by their associated agency. Click Administrative > Agency Profile > Agency Services to access the Agency Services screen.
Click the Edit Agency Services link to access the Select Services screen.
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Select Services Click the Edit Agency Services link to access the Select Services screen.
1. Click a Category link. 2. Select the Service(s) to be added under the expanded category:
a. Select the check-box next to each service. b. The system will add the services selected in the Selected Services list.
3. Click Save. The system will return to the Agency Services screen. o Click Cancel to cancel the screen and return to the Agency Services screen.
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Agency Business Hours The Agency Business Hours function allows the user to edit the working hours for their associated agency. Click Administrative > Agency Profile > Agency Business Hours to access the Edit Agency Business Hours screen.
1. Enter the agency’s weekly business hours: a. Enter the Open Time for each day of the week. b. Enter the Close Time for each day of the week.
2. Click the Save button.
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Staff Profile The Staff Profile function allows the user to access the staff member's information and make necessary changes in the staff member's profile. Click Administrative > Agency Profile > Staff Profile to access the Workers screen.
Click the Worker Name link to access the Worker Information screen. (The Worker Name link will only be available if the worker is associated with the agency.)
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Worker Information Click the Worker Name link to access the Worker Information screen. Data fields with an asterisk (*) are required.
1. Enter the worker’s Last Name. 2. Enter the worker’s Middle Name. 3. Enter the worker’s First Name. 4. Enter the worker’s Email Address. 5. Enter the worker’s Job Title. 6. Enter the worker’s Professional License Number. 7. Select the worker’s Professional Credential Type from the drop-down menu. 8. Enter the worker's Employment Begin Date (mm/dd/yyyy).
o Click the Date Selector button to display the drop-down calendar. 9. Select the sites where the worker provides services.
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10. Click Save. o Click Cancel to cancel the screen and return to the Workers screen.
Address:
Click the Add Address link to add an address. The system will display the Worker Address screen. Click the Address Type link to update an existing address.
The system will display the Worker Address screen. (The Address Type link will only be available if there is an existing address record.)
Phone Numbers:
Click the Add Phone Number link to add a phone number. The system will display the Worker Phone Number screen.
Click the Phone Number Type link to update an existing phone number. The system will display the Worker Phone Number screen. (The Phone Number Type link will only be available if there is an existing phone number record.)
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Worker Address Data fields with an asterisk (*) are required.
Click the Add Address link found on the Worker Information screen to add a worker address record. The system will display the Worker Address screen.
Click the Address Type link found on the Worker Information screen to edit a worker address record. The system will display the Worker Address screen.
1. Select the Address Type from the drop-down menu. 2. Enter the worker’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 3. Enter the worker’s City. 4. Select the worker’s State from the drop-down menu. 5. Select the worker’s County from the drop-down menu. 6. Click Save. The system will return to the Worker Information screen with the added/updated
address record. o Click Delete to delete the address record and return to the Worker Information screen. o Click Cancel to cancel the screen and return to the Worker Information screen.
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Worker Phone Number Data fields with an asterisk (*) are required.
Click the Add Phone Number link found on the Worker Information screen to add a worker phone record. The system will display the Worker Phone Number screen.
Click the Phone Number Type link found on the Worker Information screen to edit a worker address record. The system will display the Worker Phone Number screen.
1. Select the Phone Type from the drop-down menu. 2. Enter the Phone Number. 3. Enter the Extension. 4. Click Save. The system will return to the Worker Information screen with the added/updated
phone record. o Click Delete to delete the phone record and return to the Worker Information screen. o Click Cancel to cancel the screen and return to the Worker Information screen.
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Providers The Providers function allows the user to track service providers that care for participants by offering program services through the Agency. One agency can have multiple providers, which may be Health Care Providers, Schools, or Sites.
Local Providers Summary The Local Providers Summary screen allows the user to review the providers for the current agency and/or add new providers, but a provider cannot be deleted. Click Administrative > Agency Profile > Providers to access the Local Provider Summary screen. Enter the Local Provider Summary filter criteria.
1. Select the Resource Type from the drop-down menu. 2. Click Filter. The system will filter the provider summary.
o Click the Add Provider link to add a new provider. The system will display the Provider Search screen.
o Click the Name link to access the Provider/Site Information. The system will display an information screen based on the needed data for each provider record. (The Provider Name link will only be available if there is an existing provider resource record.)
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Provider Search To run a provider search, click the Add Provider link found on the Local Provider Summary screen. The system will display the Provider Search screen. A provider lookup is required whenever a provider needs to be added to the system in order to avoid duplicate entry of provider records and to reduce data entry. The user is able search providers by service type(s).
Click the Select Service link to select a service type. The system will display the Service Category screen.If service type(s) are selected, the All Services Type(s) option will be available with the selected service type(s). (Deselect the Include in Search checkbox to not include the service type(s) in the provider search.)
1. Enter the Provider Name. o Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the
drop-down menu. o Select the City Combine Type (And, Or) from the drop-down menu.
2. Enter the provider’s City. o Select the Provider Name Match Type (Starts With, Exact Match, Sounds Like) from the
drop-down menu. o Select the City Combine Type (And, Or) from the drop-down menu.
3. Enter the provider's Zip Code to include it in the search. 4. Click the Search button. The system will display results of the search.
o Click Cancel to cancel the screen and return to the Local Provider Summary screen. o Click Clear to remove all the entered data.
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Service Category To select a service category, click the Select Services link found on the Provider Search screen. The system will display the Service Category screen.
1. Click a Category link. 2. Select the Service(s) under the expanded category to be added:
a. Select the check-box next to each service. b. The system will add the services selected in the Selected Services list.
3. Click Save. The system will return to the Provider Search screen with the service selections displayed.
o Click Cancel to cancel the screen and return to the Provider Search screen.
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Search Results The search results will display. If the provider record does not exist in the eCornerstone system it can be added. If the provider record already exists, the record can be edited:
Click Add to add a new provider record. The system will display the Add Provider Information screen.
Click the Provider Name link to select an existing agency. The system will display the Add Provider To Local screen.
Click the View link to access the Service Provider Information screen.
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Add Provider To Local To view/update an existing provider record, click the Provider Name link found in the search results of the Provider Search screen. The system will display the Add Provider To Local screen.
1. Indicate if the provider is Health Care Provider. 2. Indicate if the provider is a School. 3. Indicate if the provider will be used as a site for the local agency. 4. Click Save. The system will return to the Local Provider Summary screen with the added
provider record. o Click Cancel to cancel the screen and return to the Local Provider Summary screen.
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Provider Detail To access the provider details, click the View link found in the search results of the Provider Search screen. They system will display the Provider Detail screen. The screen will open in a new window.
Click the Close Window link to close the screen.
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Add Provider Information To add a new provider information record, click Add found in the search results of the Provider Search screen. The system will display the Add Provider Information screen. Data fields with an asterisk (*) are required.
1. Enter the Resource Name. 2. Enter the Resource Abbreviated Name. 3. Select an Address Type from the drop-down menu. 4. Enter the first line of the provider's address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 5. Enter the provider's City. 6. Select the provider's State from the drop-down menu. 7. Enter the provider's Zip. 8. Enter the provider's County. 9. Select a Phone Type from the drop-down menu. 10. Enter the provider's Phone number. 11. Enter the provider’s Phone Extension. 12. Enter the provider’s Email Address. 13. Enter the provider’s Web Page.
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14. Enter a Resource Description. 15. Indicate if the provider's Resource Type is a Health Care Provider. 16. Indicate if the provider’s Resource Type is a School. 17. Indicate if the provider's location will be used as a Site for the local agency. 18. Click Save. The system will forward the user to the Edit Provider Information screen. If the Site
indicator is selected, the system will display the Edit Site Information screen. o Click Cancel to cancel the screen and return to the Local Providers Summary screen.
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Edit Provider Information The Edit Provider Information screen will display after the user completes the Add Provider Information screen. The user can also access this screen by clicking the Names link found on the Local Provider Summary screen. Data fields with an asterisk (*) are required. Address:
Click the Add Address link to add an address record. The system will display the Add/Update Information screen.
Click the Address Type link to update and existing address record. The system will display the Add/Update Information screen. (The Address Type link will only be available if there is an existing address record.)
Phone Number:
Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)
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1. Enter the Resource Name. 2. Enter the Resource Abbreviated Name. 3. Enter the Email Address. 4. Enter the Web Page. 5. Enter the Resource Description. 6. Indicate if the provider is a Health Care Provider. 7. Indicate if the provider is a School. 8. Indicate if the provider will be used as a site for the associated agency. 9. Click Save. If the user selects the Site indicator the system will display the Edit Site Information
screen. o Click Cancel to cancel the screen and return to the Local Providers Summary screen. o Click Delete to delete the provider information record.
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Add/Update Information Data fields with an asterisk (*) are required.
Click the Add Address link found on the Edit Provider Information screen to add an address record. The system will display the Add/Update Information screen.
Click the Address Type link found on the Edit Provider Information screen to edit an address record. The system will display the Add/Update Information screen.
1. Select the Address Type from the drop-down menu. 2. Enter the site’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 3. Enter the site’s City. 4. Select the site’s State from the drop-down menu. 5. Enter the site’s postal Zip. 6. Select the site’s County from the drop-down menu. 7. Click Save. The system will return to the Edit Provider Information screen with the
added/updated address record. o Click Delete to delete the address record and return to the Edit Provider Information
screen. (The Delete button will only be available when updating an existing address record.)
o Click Cancel to cancel the screen and return to the Edit Provider Information screen.
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Add/Update Phone Data fields with an asterisk (*) are required.
Click the Add Phone link found on the Edit Provider Information screen to add a phone record. The system will display the Add/Update Phone screen.
Click the Add Phone link found on the Edit Provider Information screen to edit an address record. The system will display the Add/Update Phone screen.
1. Select the Phone Type from the drop-down menu. 2. Enter the Phone Number. 3. Enter the Extension. 4. Click Save. The system will return to the Edit Provider Information screen with the
added/updated phone record. o Click Delete to delete the phone record and return to the Edit Provider Information
screen. (The Delete button will only be available when updating an existing phone record.)
o Click Cancel to cancel the screen and return to the Edit Provider Information screen.
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Edit Site Information The Edit Provider Information screen will display after the user completes the Edit Provider Information screen. The user can also access this screen by clicking the Names link found on the Local Provider Summary screen. Contacts:
Click the Add Site Contact link to add a contact. The system will display the Add Site Contact screen.
Click the Contact Name link to view the Site Contact Summary screen. (The Contact Name link will only be available if there is an existing contact record.)
Address:
Click the Add Address link to add an address record. The system will display the Add/Update Information screen.
Click the Address Type link to update and existing address record. The system will display the Add/Update Information screen. (The Address Type link will only be available if there is an existing address record.)
Phone Number:
Click the Add Phone link to add a phone number record. The system will display the Add/Update Phone screen.
Click the Phone Number Type link to update an existing phone number record. The system will display the Add/Update Phone screen. (The Phone Number Type link will only be available if there is an existing phone number record.)
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1. Enter the Site Name. 2. Enter the Site Abbreviated Name. 3. Enter the Email Address. 4. Enter the Web Page. 5. Enter the Site Description. 6. Indicate if the site is a Health Care Provider. 7. Indicate if the site is a School. 8. Click Save.
o Click Cancel to cancel the screen and return to the Local Providers Summary screen. o Click Close Site to close the site.
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o Click Re-open Site to re-open the site.
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Add Site Contact To add a site contact record, click the Add Site Contact link found on the Edit Site Information screen. The system will display the Add Site Contact screen. Data fields with an asterisk (*) are required.
1. Select the Contact Name from the drop-down menu. 2. Click Save. The system will return to the Edit Site Information screen with the added site
contact record. o Click Cancel to cancel the screen and return to the Edit Site Information screen.
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Site Contact Summary To access the site contact summary, click the Contact Name link found on the Edit Site Information screen. The system will display the Site Contact Summary screen.
Click Delete to delete the site contact summary.
Click Cancel to cancel the screen and return to the Site Information screen.
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Add/Update Information Data fields with an asterisk (*) are required.
Click the Add Address link found on the Edit Site Information screen to add an address record. The system will display the Add/Update Information screen.
Click the Address Type link found on the Edit Site Information screen to edit an address record. The system will display the Add/Update Information screen.
1. Select the Address Type from the drop-down menu. 2. Enter the site’s street address in the Street Address Line 1 field.
o Enter any additional street address information in the Street Address Line 2 field. 3. Enter the site’s City. 4. Select the site’s State from the drop-down menu. 5. Enter the site’s postal Zip. 6. Select the site’s County from the drop-down menu. 7. Click Save.
o Click Delete to delete the address record and return to the Edit Site Information screen. (The Delete button will not be available when updating the “Business” Address Type.)
o Click Cancel to cancel the screen and return to the Edit Site Information screen.
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Add/Update Phone Data fields with an asterisk (*) are required.
Click the Add Phone link found on the Edit Site Information screen to add a phone record. The system will display the Add/Update Phone screen.
Click the Phone Number Type link found on the Edit Site Information screen to edit a phone record. The system will display the Add/Update Phone screen.
1. Select the Phone Type from the drop-down menu. 2. Enter the Phone Number. 3. Enter the Extension. 4. Click Save. The system will return to the Edit Site Information screen with the added/updated
phone record. o Click Delete to delete the phone record and return to the Edit Site Information screen.
(The Delete button will only be available when updating an existing phone record.) o Click Cancel to cancel the screen and return to the Edit Site Information screen.
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Provider Services The Provider Services function allows the user to add services to a provider prior to having a participant assigned. Click Administrative > Agency Profile > Provider Services to access the View/Edit Provider Services screen.
1. Select the Provider from the drop-down menu. 2. Click View Provider's Services. The system will display the list of all existing services for the
agency. o Click the Edit Provider’s Services link to access the Select Services screen.
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Select Services To select a provider service, click the Edit Provider’s Services link found on the Provider Services screen. The system will display the Select Services screen.
1. Click a Category link. 2. Select the Service(s) to be added under the expanded category:
a. Select the check-box next to each service. b. The system will add the services selected in the Selected Services list.
3. Click Save. They system will return to the Providers Services screen. o Click Cancel to cancel the screen and return to the Provider Services screen.
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Broadcast Messages The Broadcast Messages function offers a common platform for agencies to broadcast messages to various agency users. All broadcast messages can be viewed on the eCornerstone Information Center screen.
Agency Broadcast Messages Click Administrative > Agency Profile > Broadcast Messages to access the Add Agency Broadcast Message screen.
Click the Add Broadcast Message link to add a new broadcast message. The system will display the Add Agency Broadcast Message screen.
Click the Start Date link to update and existing broadcast message. The system will display the Add Agency Broadcast Message screen. (The Start Date link will only be available if there is an existing broadcast message.)
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Add Agency Broadcast Message Data fields with an asterisk (*) are required.
1. Enter the message Start Date. o Click the Date Selector button to display the drop-down calendar.
2. Enter the message End Date. o Click the Date Selector button to display the drop-down calendar.
3. Select the Related Program from the drop-down menu. 4. Enter the Message Text. 5. Click Save. The system will return to the Agency Broadcast Messages screen.
o Click Cancel to cancel the screen and return to the Agency Broadcast Messages screen.
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Chapter Twenty - Worker Administration
The user must have the Security Coordinator role in order to perform the function described in this chapter.
The Worker Administration function allows the user to manage the information of registered agency workers. Typically, each Agency employs multiple workers to provide various program services. The Worker Administration menu option includes functions like Reset Password, Assign Worker Authorities, Update Worker Information, Update Worker Programs, Update Worker Status, Manage Worker's Subordinates, Manage Worker's Supervisor, and Terminate Worker.
Upon accessing a Worker Administration function, the user will be prompted to select the name of an agency worker before the function screen will display. The worker will remain selected for all Worker Administration screens unless the user selects a different worker.
Reset Worker Password The Reset Worker Password function allows the user to reset the password of eCornerstone users.
1. Click Administrative > Worker Administration > Reset Worker Password to access the Confirm Resetting Worker Password screen.
If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select the worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Confirm Resetting Worker Password screen.
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Confirm Resetting Worker Password The Confirm Resetting Worker Password screen prompts the user to confirm resetting the worker’s password.
Click Reset Password to confirm resetting the selected workers password. The system will display the Worker Password Reset screen.
Click Select Different Worker to select a different worker. The system will return to the Select Worker screen.
Click Cancel to cancel the screen and return to the Select Worker screen.
Worker Password Reset The system will display the Worker Password Reset screen with an auto-generated password. This password is temporary. The worker will be prompted to reset the password upon logging in to the eCornerstone system.
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Worker Authorities The Worker Authorities function allows the user to assign work authorities to registered agency users. Each agency worker's system access is limited based on their role and responsibilities at their local agency. Click Administrative > Worker Administration > Worker Authorities to access the Select Worker Authorities screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Select Worker Authorities screen.
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Select Worker Authorities
1. Select the authorities to grant to the worker. 2. Click Save. The system will update the worker’s authorities and return the user to the Select
Worker screen. o Click the Select Different Worker link to select a different worker. The system will
return to the Select Worker screen.
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o Click Cancel to cancel the screen and return to the Select Worker screen.
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Worker Information The Worker Information function allows the user to enter information about registered agency workers in the eCornerstone system. Click Administrative > Worker Administration > Worker Information to access the Update Worker Information screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Update Worker Information screen.
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Update Worker Information Data fields with an asterisk (*) are required.
1. Enter the worker’s First Name. 2. Enter the worker’s Middle Name. 3. Enter the worker’s Last Name. 4. Enter the worker’s Title. 5. Enter the worker’s Start Date. 6. Enter the worker’s Professional License Number. 7. Select the worker’s Professional Credential Type from the drop-down menu. 8. Click Save. The system will return the user to the Select Worker screen.
o Click the Select Different Worker link to select a different worker. The system will return to the Select Worker screen.
o Click Cancel to cancel the screen and return to the Select Worker screen.
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Worker Programs The Worker Programs function allows the user to assign case work so that agency workers can be assigned program participants and tasks. Workers do not need special setup to work on non-case managed programs like Teen REACH. Click Administrative > Worker Administration > Worker Program to access the Update Worker Programs screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Update Worker Program screen.
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Update Worker Programs
1. Select the Programs for the worker based on their role and responsibilities at the Agency. 2. Click Save. The system will return the user to the Select Worker screen.
o Click the Select Different Worker link to select a different worker. The system will return to the Select Worker screen.
o Click Cancel to cancel the screen and return to the Select Worker screen.
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Worker Status The Worker Status function allows the user to manage each worker's status. Click Administrative > Worker Administration > Worker Status to access the Confirm Changing Worker Status screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Confirm Changing Worker Status screen.
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Confirm Changing Worker Status The Confirm Changing Worker Status screen prompts the user to confirm changing the worker’s activity status.
Click Activate Worker to confirm activating the selected worker. The system will display the Worker Status Changed screen.
Click Deactivate Worker to confirm deactivating the selected worker. The system will display the Worker Status Changed screen.
Click Select Different Worker to select a different worker. The system will return to the Select Worker screen.
Click Cancel to cancel the screen and return to the Select Worker screen.
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Worker Status Changed The Worker Status Changed screen confirms the selected workers status has been changed.
Click Select Different Worker to select a different worker. The system will return to the Select Worker screen.
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Worker Subordinates The Worker Subordinates function allows the user to manage the hierarchy of agency workers. The user can select each worker and then assign their subordinates. Click Administrative > Worker Administration > Worker Subordinates to access the Update Worker Subordinates screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Update Worker Subordinates screen.
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Update Worker Subordinates
1. Select the workers who will be supervised. 2. Click Save. The system will update the worker’s subordinates and display the Select Worker
screen. o Click the Select Different Worker link to select a different worker. The system will
return to the Select Worker screen. o Click Cancel to cancel the screen and return to the Select Worker screen.
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Worker Supervisor The Worker Supervisor function allows the user to manage the hierarchy of agency workers. The user can select each worker and then assign their supervisor. Click Administrative > Worker Administration > Worker Supervisor to access the Update Worker Supervisor screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Update Worker Supervisor screen.
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Update Worker Supervisor
1. Select the name of the supervisor from the Select a Supervisor drop-down menu. 2. Click Save. The system will update the worker’s subordinates and display the Select Worker
screen. o Click the Select Different Worker link to select a different worker. The system will
return to the Select Worker screen. o Click Cancel to cancel the screen and return to the Select Worker screen.
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Terminate Worker The Terminate Worker function allows the user to remove a worker when the worker is no longer associated with the agency in a capacity that requires the use of the eCornerstone system. No participants, cases, or other responsibilities can be assigned to a terminated worker in the system, and currently assigned cases will be unassigned. Click Administrative > Worker Administration > Terminate Worker to access the Terminate Worker screen. If an agency worker has not been selected, the system will forward the user to the Select Worker screen.
Select Worker
1. Select a worker from the Select Worker drop-down menu. 2. Click Continue. The system will display the Terminate Worker screen.
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Terminate Worker
1. Enter the Date the worker was terminated. 2. Click Save. The system will return to the Select Worker screen.
o Click the Select Different Worker link to select a different worker. The system will return to the Select Worker screen.
o Click Cancel to cancel the screen and return to the Select Worker screen.
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Chapter Twenty-one - Administrative Functions
The user must have the Security Coordinator role in order to perform the function described in this chapter.
The Administrative Functions includes broadcasting messages to other agencies, adding activities to more than one Agency, Managing inter-agency participant's data through the CSSC, and managing worker group membership. Both the Manage CSSC/Agency Relationships and the Show Worker Group Membership functions are exclusive to DHS workers and will not be covered in this manual.
Broadcast Messages The Broadcast Messages function provides a means for the Central Office Administrator to communicate with users from multiple agencies for reasons such as version releases and/or procedure changes. This function allows the user to view existing broadcast messages and add new broadcast messages. The broadcast messages can be viewed on the eCornerstone Information Center screen.
Administrative Functions – Broadcast Message List Click Administrative > Administrative Functions > Broadcast Messages to access the Administrative Functions - Broadcast Message List screen.
Click the Add Broadcast Message link to add a broadcast message. The system will display the Administrative Functions – Broadcast Messages Add/Update screen.
Click the Begin Date link to update an existing broadcast message. The system will display the Administrative Functions – Broadcast Messages Add/Update screen. (The Begin Date link will only be available if there is an existing broadcast message.)
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Administrative Functions – Broadcast Messages Add/Update Data fields with an asterisk (*) are required.
Click the Add Broadcast Message link found on the Administrative Functions – Broadcast Message List screen to add broadcast messages. The system will display the Broadcast Messages Add/Update screen.
Click the Begin Date link found on the Administrative Functions – Broadcast Message List screen to edit broadcast messages. The system will display the Broadcast Messages Add/Update screen.
1. Enter the Message Begin Date. 2. Enter the Message End Date. 3. Select the Related Program from the drop-down menu. 4. Enter the Broadcast Message. 5. Indicate who the message will be broadcasted to.
o Select the All Agencies indicator to broadcast the message to all agencies that participate in the selected program.
o Select the Specific Agencies indicator to broadcast to selected agencies. The system will display a list of agencies to select.
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6. Click Preview. The system will display the Administrative Functions - Broadcast Messages Preview/Confirm screen.
o Click Cancel to cancel the message and return to the Administrative Functions - Broadcast Message List screen.
o Click Delete to delete the message and return to the Administrative Functions - Broadcast Message List screen. (The Delete button will only be available when updating an existing broadcast message.)
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Administrative Functions – Broadcast Messages Preview/Confirm The Administrative Functions - Broadcast Messages Preview/Confirm screen prompts the user with a preview message and allows the user to confirm the broadcast message.
1. Click Save. The system will return to the Administrative Functions - Broadcast Message List screen.
o Click Edit to return to the Administrative Functions – Broadcast Messages Add/Update screen and edit the broadcast message.
o Click Cancel to cancel the screen and return to the Administrative Functions - Broadcast Message List screen.
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Activities The Activities function allows the user to define program activities to be performed in the agency. The activity can be participant related and/or program related.
Administrative Functions Activity – Activity List Click Administrative > Administrative Functions >Activities to access the Administrative Functions – Activity List screen.
Click Add Activity to add a new activity. The system will display the Administrative Functions – Add Activity screen.
Click the Activity link to update an existing activity. The system will display the Administrative Functions – Update Activity screen. (The Activity link will only be available if there is an existing activity record.)
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Administrative Functions – Add Activity To add an activity, click the Add Activity link found on the Administrative Functions – Activity List screen. The system will display the Administrative Functions – Add Activity screen. Data fields with an asterisk (*) are required.
1. Enter a Brief Description. 2. Enter a Detailed Description. 3. Indicate if the activity is Participant Related. 4. Indicate if the activity is a Medicaid Activity. 5. Select the Programs that relate to the activity. 6. Click the Save button. The system will return to the Administrative Functions - Activity List
screen with the added activity record. The activity’s status will be pending. o Click Cancel to cancel the screen and return to the Administrative Functions – Activity
List screen.
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Administrative Functions – Update Activity To add an activity, click the Activity link found on the Administrative Functions – Activity List screen. The system will display the Administrative Functions – Update Activity screen.
1. Enter a Brief Description. 2. Enter a Detailed Description. 3. Select the activity’s Status from the drop-down menu. 4. Indicate if the activity is Participant Related. 5. Indicate if the activity is a Medicaid Activity. 6. Select the Programs that relate to the activity. 7. Click the Save button. The system will return to the Administrative Functions - Activity List
screen with the updated activity record. The activity’s status will update. o Click Cancel to cancel the screen and return to the Administrative Functions – Activity
List screen.
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Appendix A – Glossary This appendix serves the purpose of standardizing the business terms. This appendix also helps to establish consistent terms that are in sync with eCornerstone.
Terms
# Term Definition
1 Absences The number of days the participant was absent within the applicable Academic Reporting Period.
2 Academic Data End Date The date that the applicable Academic Reporting Period was completed.
3 Academic Data Start Date The date that the applicable Academic Reporting Period began.
4 Academic Progress Results An evaluation comparison of two Academic Reporting Periods.
5 Academic Reporting Period A date range between an Academic Reporting Start Date and End Date used to evaluate the participant's academic progress (Ex: first quarter, second semester, etc.).
6 Action Step A short-term task/goal set in the case plan, intended to reduce risks and build on the participant’s strengths.
7 Action Step Actual Completion Date The actual completion date of an action step set in a participant’s case plan.
8 Action Step Begin Date The date the participant started the action step.
9 Action Step Review An analysis and/or update of the participant’s progress with an action step.
10 Action Step Review Date The date an action step was reviewed by a case worker.
11 Action Step Review Frequency The scheduled rate a To Do reminder will be generated to remind the case worker to review a participant’s action step (Ex: weekly, monthly, etc.).
12 Action Step Review History A listing of all the dates that the case worker reviewed an action step.
13 Action Step Status The current progress status of a participant’s action step (Ex: Active, Achieved, or Not Achieved).
14 Action Step Target Completion Date An estimated date that the participant is expected to complete an action step.
15 Activity A case worker’s recorded/tracked work hours associated with participant or non-participant related activities.
16 Activity Contact Type Indicates whether the activity with the participant was in a group environment or on an individual basis.
17 Activity Indicator Indicates whether the activity with the participant was
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performed on-site (at the agency) or off-site (outside of the agency).
18 Agency A program site that provides participants with specific services and needs.
19 Agency Arranged Placement
The number of days an agency has arranged a place for the participant to stay while enrolled in the Youth Service CCBYS program. When Family Generated Placement is not an option then Agency Arranged Placement is used. Agency Arranged Placement must be a licensed setting.
20 Agency Manager/Supervisor A person at an agency site that manages/supervises the staff, caseloads, and other tasks needed to provide services for participants.
21 Allergy End Date The date the participant ceased being allergic to the particular allergy.
22 Allergy Start Date The date the participant first developed the allergy.
23 Allergy Type A description of the participant’s allergy (Ex: airborne, insect bites, etc.).
24 Assessment A defined set of questions and answers used to help evaluate a participant.
25 Assessment Closing An assessment with the closing evaluation data of a participant at the end of their program enrollment.
26 Assessment - Full The full-assessment focuses on all ten areas/domains that are risk or protective factors for a participant. The full-assessment will ask questions in each of ten domains.
27 Assessment Full - Completion Date The date of a successful submission of a completed full-assessment.
28 Assessment - Initial
An opening evaluation of a participant at the start of a program enrollment. This assessment is the baseline to help evaluate the progress of a participant at the beginning of a program.
29 Assessment - Initial Administered
Date The date the initial assessment was administered to the participant.
30 Assessment - Pre
The pre-assessment focuses on six of the ten section/domains that have risk and/or protective factors for the participant. The pre-assessment will establish a legal and social history and an overall risk. The questions that are supplied during the pre-assessment will become part of a full-assessment.
31 Assessment Pre - Completion Date The date of a successful submission of a completed pre-assessment.
32 Assessment - Reassessment A re-assessment used to evaluate the participant’s progress during their involvement in a program.
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33 Assessment Results The numeric scores generated by the eCornerstone system upon submitting an assessment.
34 Assessment Type/Domain A unique description used to identify the category of each se of assessment questions (Ex: nutrition, financial, general, YASI, environmental, etc.).
35 Assignment
The assignment of a participant's program enrollment to a case worker. The assigned case worker is responsible for monitoring the progress of the participant within the assigned program.
36 Assignment End Date The end date of a case worker’s assignment to a participant's program enrollment.
37 Assignment Start Date The start date of a case worker’s assignment to a participant's program enrollment.
38 Attendance Date The date a participant attended a TeenREACH activity.
39 Attendance Presets Presets that allow the worker to set a number of minutes to be used for each daily attendance in core service areas.
40 Broadcast Message
Provides a means for the Central Office Administrator to communicate with agencies by displaying the text on the eCornerstone Home Page. (Ex: version releases, procedure changes, etc.).
41 Case The collection of artifacts and rules used on behalf of a participant in a program.
42 Case Plan The collection on risks, goals, action steps, services, and other data that helps mitigate life risks to improve a participant’s quality of life.
43 Case Plan Agreement A printed summary of the Case Plan that is signed by the case worker and the participant after it is reviewed and both parties agree to the plan.
44 Case Management
Assistance either in the form of access or care coordination in circumstances where the youth needs, competency, capacities, personal conditions or other characteristics which require the provision of services by service providers.
45 CCBYS
Comprehensive Community-based Youth Services. The youth service program that serves youth age 10-17 at risk of involvement in the child welfare or juvenile justice system.
46 Community Resource A local individual or facilities that can help a participant, but is not under contract to provide services.
47 Confidence The level of belief or optimism the participant has in their ability to succeed in the goal established in the case plan.
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48 Confidential Indicator
An indicator set by the worker when a progress note is entered for the selected participant. Progress notes with a Private Indicator are viewable only by the worker that entered the information and their supervisor. When an Agency indicator is used, the data is viewable by all workers at the agency. Progress notes are not viewable outside the agency where they are entered.
49 Consent A contract signed by the participant or a legal guardian that agrees to let an agency collect and enter data about the participant into the system.
50 Consent Begin Date The start date indicating that the participant or legal guardian consented to a case worker collecting and entering data about the participant.
51 Consent End Date
The end date indicating that the participant or legal guardian declines consent, after a one time consent, to a case worker collecting and entering data about the participant.
54 Contracted Agency An agency that the state has entered into a relationship with to oversee the provision of a service to participant(s).
55 Cross Reference ID An identification number for another program, outside of this system, that the participant is or has been a part of.
56 Cross Reference System Code A description code used to identify other systems in the agency when they are used for cross referencing old and/or existing Ids for participants.
57 DHS The Illinois Department of Human Services; this does not include any contractor, grantee, nominee agency or service provider.
58 Demographic The documenting of a participant’s characteristics such as sex, race, ethnicity, address, and financial statistics.
59 eCornerstone A web based case management and assessment tool.
60 Event Description A description of a service or a specific instance of a service provided on a designated data and time.
61 Event Location A site location where a service or event is scheduled to be provided.
62 External Activity Recorded worker actions outside of an agency site; work actions that can be participant and/or non-participant related.
63 Family/Group
A logical grouping of participants enrolled at an agency. The Family/Group of participants is unique to each Agency and a participant can be included in multiple groups at multiple agencies.
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64 Family Generated Placement
The number of days a participant was provided a place to stay while enrolled in the Youth Service CCBYS program. Family Generated Placement is an agreed upon placement outside of the family home, preferably with friends, relatives, or another mutually agreed upon resource.
65 Goal
A component of the overall case plan for the participant to achieve in order to mitigate risks and enhance protective factors. The goal should be small, measurable, attainable, realistic, and timely.
66 Home Page
The starting point of entry into the eCornerstone applications for the worker. The Home Page provides a mechanism for the delivery of program broadcast messages and navigation to the functions within the eCornerstone application.
67 Homeless Youth A person found within the state, under the age of 21, which is not in a safe and stable living situation, and cannot be reunited with their families.
68 Household Income The monthly income for the complete household.
69 Household Size The number of people living in a household.
70 Importance The participant’s level of motivation in obtaining an established goal in their case plan.
71 Intake The necessary steps in registering a participant into the eCornerstone system.
72 Intake Date The date a worker begins the registration/intake process for entering a participant into the eCornerstone system.
73 Internal Activity Recorded worker actions on location at an agency site; work actions that can be participant and/or non-participant related.
74 Length of Homelessness The number of days that the participant has been homeless at the time of enrollment into the Homeless Youth program.
75 Location/Area The description of the geographical area where the participant is receiving services.
76 Medication Dosage Type A description of a medication type and the method of administering the dosage (Ex: oral, injection, etc.)
77 Medication End Date The date the participant stopped taking a prescribed medication.
78 Medication Frequency Number of times each day the participant should take the prescribed dosage of medication.
79 Medication Measures of Doses/Unit The unit of measurement or dosage size for the participant’s medication prescription.
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80 Medication Prescribed Quantity The number of tablets or dosages prescribed to the participant.
81 Medication Prescribed Dosage The number of dosages prescribed to the participant.
82 Medication Time of the Day The time of the day that the participant should take the medication.
83 Medication Start Date The date the participant started taking the prescribed medication.
84 Medication Type A description of the type of medication the participant is taking (Ex: antihistamine, decongestant, etc.).
85 Outcome The result achieved by the participant by the agreed end date.
86 Participant A person who is in need of service(s) from a state program(s).
87 Participant Activities A series of steps that will help a participant to complete a desired goal set in their case plan.
88 Placement Living arrangements for a participant outside of their home or regular residence.
89 Planned Service An agreed upon service for the participant to work on, in order to reduce risks and achieve set goals.
90 Presenting Problem The underlying cause and reason for the participant's high risk assessment.
91 Primary Physician The physician who provides the participant with their regular medical needs and services.
92 Program A structured resource that provides services and/or assistance to participants.
93 Program Actual Termination Date The official date that a participant is removed from a program.
94 Program Enrollment Date The date the participant was enrolled in to a program.
95 Program Initial Contact Date The date a case worker was initially in contact with a program participant.
96 Program Referral From Date The date the participant was referred to a program for enrollment by an agency, family member, or other external entity.
97 Program Scheduled Termination Date The date the participant is expected to complete their enrollment in a program.
98 Program Start/Certification Date The date the participant became certified and/or eligible for program services.
99 Program Status The status of a participant in a service program (Ex: active, ineligible, eligible, terminated, wait list, etc.).
100 Program Status Date The date a participant’s program status became effective.
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101 Progress Notes
Any notes that a worker documents about a participant’s progress in a program. The notes can be marked as private to only be seen by the worker or their supervisor. These notes are not viewable outside the originating agency.
102 Progress Note Date The date the worker developed the progress note on a participant.
103 Protective Factors - Dynamic Assessment scores that are subject to change.
104 Protective Factor - Static Assessment scores that tend to remain the same.
105 Provider A person or series of people that provide services to a participant.
106 Provider - External An organization outside the current agency that can provide services to participant.
107 Provider - Internal A person or series of people within the current agency that can provide service to a participant.
108 Referring Agency An agency that refers the participant to another state approved agency for program services and assistance.
109 Resource The providers that an agency will consistently use to refer participants for services.
110 Risk Factors - Dynamic Assessment determined problem areas for the participant(s) that are subject to change.
111 Risk Factors - Static Assessment determined problem areas for the participant(s) that tend to remain the same.
112 Roles The functions and rights assumed by a user of the eCornerstone application. A user can be assigned to one or multiple roles in the eCornerstone system.
113 Scheduled Item A scheduled program service or event.
114 Scheduled Item Capacity
The maximum number of participants that can attend a Scheduled Item. This capacity is set by either the physical size of the Site/Event Location or the number of people helping to facilitate the Scheduled Service/Event.
115 Scheduled End Time The expected time of the day (HH:MM) that a Scheduled Item will end.
116 Scheduled Start Time The expected time of the day (HH:MM) that a Scheduled Item will begin.
117 Service A specific entity that is identified to help reduce a life risk for a participant.
118 Service Actual Completion Date The date when the service was actually completed.
119 Service Begin Date The date when the service began.
120 Service Category A logical grouping used to identify available program services offered to participants.
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121 Service Referral Date The date the participant was referred to an external provider for services.
122 Service Status An indicator of when a service status changes.
123 Service Status Date A system generated date and time that indicates when a service status changes.
124 Service Target Completion Date The expected date that a service will be completed.
125 Site A physical location or building used/managed by an agency where program services are provided.
126 Sub-Contracted Agency An agency that is contracted to provide services to participants by an already contracted agency.
127 Support Contact A person that a participant will turn to for help and assistance in times of need.
128 Suspensions The number of times a participant was suspended from school within a given Academic Reporting Period.
129 System Cross-reference A mechanism that allows users of the system to link a participant in the system with an external source that is outside the boundaries of the Human Service system.
130 To Do Messages
The notifications a Worker receives to help them remember important time sensitive events that need to be completed for cases or case plans. The notifications are sorted with earliest to complete first. The events that can be listed include: completion of pre-assessments and full assessments, case plan expirations, follow-up reminders, generic reminders, and other time related notifications related to case or case plans.
131 Teen REACH Core Services Academic Achievement, Life Skills, Mentoring, Parental Involvement, and Sports/Recreation/Arts/Culture.
132 Total Nights of Housing Provided The number of days that the agency provided housing for the participant while enrolled in the Youth Service program.
133 Un-Assigned Participant A participant that is enrollment in a service program but is not assigned or linked to a case worker.
134 Wheel
Visual representation of the assessment results. The wheel is a computer generated circle made up of 10 segments representing the 10 domains of the assessment.
135 Worker A person who has been authorizes to use the Human Services system for general system processing.
136 Youth A person under 21 years of age who is eligible for services as defined by program specific.
137 YASI Youth Assessment and Screening Instrument
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138 Youth Worker A specialized individual who helps participants in need of Youth Services and reports on their progress.
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Appendix B - Code Table
Academic Progress
Baseline Negative No Change No Comparison No Data Positive
Address Type
Business Address Mailing Address Residential Address
Allergy Types
Airborne (house dust, dust mites, pollen, mold, etc.) Animals Chemical Sensitivity (smoke, perfume, odors, plastics, etc.) Food (peanuts, strawberries, shellfish, etc.) Insect Bites Latex Materials Medicines to include Radiologic Dyes Plants Seasonal (pollen, ragweed, etc.)
Case Plan Status
Achieved Active Canceled Completed In process Not Achieved On hold Satisfactory Progress Unsatisfactory Progress
Doses / Unit Types
Inhalation Injection – Parenteral
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Oral Topical
Education Level
10th Grade 11th Grade 12th Grade 13th Grade 14th Grade 15th Grade 16th Grade 17th Grade 18th Grade 19th Grade 1st Grade 20th Grade 21st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade 6th Grade 7th Grade 8th Grade 9th Grade Associate Degree College Bachelor’s Degree Completed PH D GED Headstart High school graduate or equivalency certificate High School Diploma Kindergarten Master’s degree or higher Master’s Degree No formal schooling One Year College Post graduate study Post Graduate - 1 yr. Post Graduate - 2 yrs. Post Second Voc Trng Pre-school Secondary Education, no high school diploma Some College, no degree Some Elementary (1-8) Three Years College Two Years College
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Education Status
At Risk of Drop out Full-Time Half Time or More Not Attending Part-Time School Dropout
Employment Status
Employed Full time (unsubsidized) Employed part time (Unsubsidized) Not in the labor force Other Seasonal Worker Seasonal Migrant Farm Worker Unemployed/Layoff from job
Frequency for Schedule
Annually As needed Daily Day Every Every 2 months Every 2 weeks Every Fourth Every Other Every Third First Four Months Fourth Last Monday thru Friday Monday-Wednesday-Friday Month Monthly Once a day Once a week Quarterly Saturday-Sunday Second Semi-Annually Six Months Third Three Months
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Three times a day Tuesday-Thursday Twice a day Two Months Week Weekly Year
Frequency Types
As needed Once a day Once a week Three times a day Twice a day
Goal Acceptance
Action Confident Contemplation Important Maintenance Not Confident Not Important Pre-contemplation Preparation Relapse Very Confident Very Important
Ethnic Status
Central/South American Cuban Mexican/Mexican American Not Hispanic Other Hispanic Puerto Rican Unknown
Disability/Special Needs
Blindness/Visual Impairment Cardiovascular Disorder Deafness/Hard of Hearing Developmental Disabilities
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Mental Illness Mobility Orthopedic/Neurological Impairments Nervous System Disorder Other Respiratory Impairments
Proof of Income
AFDC Disaster exemption Federal Income Tax Form – 1040 Food Stamps Instate Transfer Medicaid Medical exp exemption Medically presumes eligible Out of state transfer Pending exemption Pending Verification School Lunch Program State Income tax form Statement of Income affidavit Temporary Assistance to Needy Families Two (2) check stubs W-2 Forms Weatherization Women, Infant and Children ID card Zero (0) income affidavit
Language
Arabic Cambodian Cantonese Chinese English Filipino French German Japanese Korean Other Polish Russian Sigh Language Spanish Vietnamese
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Length of Homelessness / Length of Time Away From Home Environment
One week or less One week to one month One week to two months Over two months Unknown
Living Arrangement
Domiciled Homeless Sheltered Care Institution Without Permanent Address
Marital Status
Divorced Married Never Married Separated Unknown Widowed
Measures of Doses / Unit Types
Apply as prescribed Cubic Centimeter (cc) Milligram (Mg) Teaspoon Unit
Name Types
Alias Birth Name Known By Legal Name Maiden Name Previous
Ownership Types
Corporation – Profit Individual – Sole Proprietorship Not For Profit
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Other Partnership Public Trust/Endorsement
Occupation
ACCOUNTANT AND AUDITOR ACTORS AND DIRECTORS ACTUARY ADMINISTRATOR, PROTECTIVE SVCS ADMNSTRTR & OFFCL, PUBLIC ADMN ADMNSTRTR, EDCTN & RELATED FLD AEROSPACE ENGINEER AGRICULTURAL & FOOD SCIENTIST AGRICULTURAL ENGINEER AIR TRAFFIC CONTROLLER AIRPLAIN PILOT AND NAVIGATOR ANIMAL CARETAKER ANNOUNCER ARCHITECT ARTIST, PERFORMER, REL. WORKER ATHLETES ATMOSPHERIC & SPACE SCIENTIST ATTENDANT, AMUS & REC FAC AUDITOR AUTHOR BANK TELLER BARBER BILL, POST AND CALA MCH OREP BILLING CLERK BILOGICAL AND LIFE SCIENTIST BIOLOGICAL TECHNICIAN BOILERMAKER BOOKEEPERS, ACCT AND AUDIT CLK BRICKMASON & STONEMASON BRICKMASON & STONEMASON APPRN BUSINESS AND PROMOTION AGENT BUYER, WHLSL & RETL EXCPT FARM CARPENTER CARPENTER APPRENTICE CARPET INSTALLER CASHIER CEMENTING AND GLUING MCH OPER CHEMICAL ENGINEER CHEMICAL TECHNICIAN CHEMIST, EXCEPT BIOCHEMISTS CHIEF EXEC & GNRL ADMNSTRTR
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CHILD CARE WORKER CIVIL ENGINEER CLASSIFIED –AD CLERK CLEANING LADY CLERGY CLERICAL WORKER CLERK CLINICAL LAB, TECHNOLOGIST CMPRSSNG & CMPCTNG MACHN OPRTR CMPTR SYSTEM ANALYST & SCIENTIST COMMISSIONED OFFICER & COMMUN EQUIP OPERATOR COMPUTER PROGRAMMER COMPUTER TECHNICIAN CONCRETE AND TERRAZZO FINISHER CONSTRUCTION INSPECTOR CONSTRUCTION LABORER CONSTRUCTION TRADE CORRESPONDENCE CLERK CRUSH & GRIND MACHINE OPERATOR DANCER DENTAL ASSISTANT DENTAL HYGIENIST DENTIST DESIGNER DIETITIAN DISPATCHER DOCTOR DRAFTING OCCUPATIONS DRILLER, EARTH DRILLER, OIL WELL DRYWALL INSTALLER DUPLICATING MACHINE OPERATOR EARLY CHILDHOOD TEACHER ASST EDITORS AND REPORTERS ELEC. POWER INSTALLER & REPAIR ELECTRICAL & ELECTRONIC ENGNR ELECTRICAL & ELECTRONIC TECHCN ELECTRICIAN ELECTRICIAN APPRENTICE ELEVATOR OPERATOR ENGINEERING TECHNICIAN, N.E.C. ENGINEERS, N.E.C. ENGRAVER, METAL EXPEDITER EXPLOSIVE WORKER EXTRUDING AND FORMING MCH OPER FABRICATING MACHI OPERATOR FACTORY WORKER
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FAMILY CHILD CARE PROVIDER FARM WORKER FARMER, EXCEPT HORTICULTURAL FILE CLERK FINANCIAL MANAGER FLORIST FOLDING MACHINE OPERTOR FORESTRY & CONSERVATION SCIENTIST FREIGHT, STOCK & MATERIAL HAND FUNERAL DIRECTOR FURNACE, KILN & OVEN OPERATOR GARAGE & SERVICE STATN RELATED GARBAGE COLLECTOR GARDENER GEOLOGIST AND GEODESIST GLAZIER GRADER AND SORTER, AGRI PROD GROUNGSKEEPER & GARDENER GUIDE HAIRDRESSER & COSMETOLOGIST HAND PACKER & PACKAGER HEALTH AID, EXCEPT NURSING HEALTH DIAGNOSING PRACTITIONER HEALTH RECORD TECHNOLOGIEST HEALTH TECHNOLOGIST & TECHNCN HEAT TREATING EQUIP OPERATOR HELPER, CONSTRUCTION TRADE HELPER, EXTRACTIVE OCCUPATION HELPER, MECHANIC AND REPAIRER HELPER, SURVEYOR HORTICULTURAL SPECIALITY FRMER HOTEL CLERK HOUSEKEEPER INDUSTRIAL ENGINEER INDUSTRIAL ENGNRNG TECHNICIAN INFORMATION CLERK INSPCTR & CMPLNCE, EXCPT CNSTR INSPECTOR, AGRI PROD INSULATION WORKER INTERVIEWER JANITORS AND CLEANERS JUDGE KNITTING, LOOPING, TAPING LABORATORY TECHNICIAN LABORER, EXCEPT CONSTUCTION LAST WORKED 1984 OR EARLIER LAUNDRY/DRY CLEANING NCH OPR LAWYER LAY-OUT WORKER
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LEGISLATOR LIBRARY CLERK LICENSED PRACTICAL NURSE MACHINE FEEDER AND OFFBEARER MACHINE OPERATOR, NOT SPECIFIED MACHINIST APPREN MAID AND HOUSEMAN MAIL CARRIER MAIL CLERK MAIL PREPARE AND PAPER HANDLE MANAGEMENT AND RELATED OCCPTN MANAGER – FOOD SERVICE/LODGING MANAGER – REAL ESTATE MANAGER ANALYST MANAGER AND ADMINISTRATOR MANAGER, FARM, EXCEPT HORICTL MANAGER, HORICL SPECIALTY FRM MANAGER, MEDICINE AND HEALTH MANAGER, SVCS ORGANIZATION MARINE AND NAVAL ARCHITECT MARINE LIFE CULTIVATION WORKER MASON MATERIAL MATHEMATICAL SCIENTIST, N.E.C. MECHANICAL ENGINEER MECHANICAL ENGINRNG TECHNICIAN MEDICAL SCIENTIST MELLURGICAL AND MATERIAL ENGNR MESSANGER METAL PLATING MACHINE OPER METER READER MGR, MRKTG, ADVRTSG, PUBLC REL MILITARY OCCUPATION MINING ENGINEER MINING MACHINE OPERATOR MINING OCCUPATIONS MISC FOOD PREPARATION OCCPTN MISC FOOD PREPARATION OCCPTN MISC METAL & PLASTIC PROC MISC METAL, PLASTIC & GLASS MISC TEXTILE MACHINE OPERATOR MISC WOODWORKING MACH OPERATOR MISC WOODWORKING MACHINE OPRTR MIXING & BLENDING MCH OPER MNGR, FOOD SERVING & LDGNG ESTBL MNGR, PROPERTIES & REAL ESTATE MOLDING AND CASTING MACH OPER MOTION PICTURE PROJECTIONIST
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MUSICIAN AND COMPOSER NAILING AND TACKING MACH OPR NON-COMMISSIONED OFFICER NUCLEAR ENGINEER NUMERICAL CONTROL MACHINE OPR NURSE NURSERY WORKER (AGRICULTURE) NURSING AID, ORDERLY, ATTENDNT NURSING ASSISTANT OCCUPATIONAL THERAPIST OFFICE MACHINE OPERATOR OPRTNS & SYTMS RSRCHR & ANLYST OPTOMETRIST ORDER CLERK ORDERLY OTHER OTHER – NON PROFESSIONAL OTHER – PROFESSIONAL OTHER FINANCIAL OFFICERS PACKING AND FILLINF MCH OPR PAINTER, CONSTRUCTION & MAINT PAINTER, SCLPTR, CRAFT- ARTST PAINTING & PAINT SPRAYING MCH PAPERHANGER PATTERN & MODEL MAKER METAL PAVE, SURFACE & TAMP EQP OPR PAYROLL & TIMEKEEPING CLERK PERSONAL SERVICE OCCUPATION PERSONNEL & LABOR RELTNS MNGR PERSONNEL CLERK PEAT CONTROL OCCUPATIONS PETOLEUM ENGINEER PHARMACIST PHOTOENGRAVER AND LITHOGRAPHER PHOTOGRAPHER PHOTOGRAPHIC PROCESS MCH OPR PHYSICAL SCIENTIST, N.E.C. PHYSICAL THERAPIST PHYSICIAN PHYSICIAN ASSISTANT PHYSICISTS AND ASTRONOMERS PLASTERER PLUMBER, PIPE & STREAM FIT APTM PLUMBER, PIPE & STEAM FITTER PODIATRIST POSTAL CLERK POST MSTR & MAIL SUPERITENDENT PRCHSNG AGNT & BUYER, FARM PROD
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PRECIOUS STONE & METAL WORKER PRECISION ASSEMBER, METAL PRECISION GRINDER, FILER PRESSING MACHINE OPERATOR PRINTING PRESS OPERATOR PRODUCTION COORDINATOR PRODUCTION HELPER PRSNNL, TRNG & LBR REL SPCLST PUBLIC RELATION AND SPECIALIST PUBLIC TRANS ATTENDENT PURCHASING AGENT AND BUYER PURCHASING MANAGER RADIOLOGIC TECHNICIAN RECEPTIOIST RECORDS CLERK RECREATION WORKER REGISTERED NURSE RELIGIOUS WORKER, N.E.C. REPIRATORY THERAPIST POASTING & BAKING MCH OPR, FOOD ROOFERS SALESMAN SALESWOMAN SAWING MACHINE OPERATOR SCIENCE TECHNICIAN, N.E.C SCIENTIST SECRETARY SEPARATING, FILTERING SHAPING AND LOINING MACHINE OP SHEET METAL WORKER SHEET METAL WORKER APPREN SHEETMETAL DUCT INSTALLER SHOE MACHINE OPERATOR SLICE & CUT MACHINE OPERATOR SOCIAL WORKER SPEECH THERAPIST SPRVSR, PRODUCTION OCCUPATIONS SPRVSR, PRSNAL SRVC OCCUPATION SPRVSR, REL. AGRCLTRL OCCUPTN SPRVSR, CLEANING & BLDNG SVC SPRVSR, PLMBR, PIPEFITTER STATISTICIAN STENOGRAPHER STEVEDORE STOCK AND INVENTORY CLERK STOCK HANDLER AND BAGGER STRUCTURAL METAL WORKER SUPERVISOR, CONSRUCTION, N.E.C.
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SUPERVISOR, EXTRACTIVE OPRTNS SUPERVISOR, FARM WORKER SUPERVISOR, HANDLER SURVEYING & MAPPING TECHNICIAN SURVEYOR AND MAPPING TECHNICIAN SURVEYOR AND MAPPING SCIENTIST TECHNICAL ASSISTANT TECHNICAL WRITER TELEMARKETER TELEPHONE OPERATOR TEXTILE CUTTING MACHINE OPER TEXTILE SEWING MACHINE OPER THERAPIST – PSYCHOLOGICAL THERAPIST – SPEECH THERAPIST, N.E.C. TILE SETTERS, HARD & SOFT TOOL AND DIE MAKER TOOL AND DIE MAKER APPREN TRAFFIC, SHIPPING & RCV CLERK TRANS TICKET AND RESERV AGENT TYPESETTER AND COMPOSITOR TYPIST UNDERWRITER USHER VEHICLE WASHER & EQUIP CLEANER VETERINARIAN WAITERS/WAITRESSES ASSISTANT WASH, CLEAN & PICKING MCH OPR WEIGHER, MEASURER, CHECKER WELFARE SERVICE AIDE WINDING & TWISTING MACH OPER WOOD LATHER, ROUT & PLANT MCH
Predefine Medication Types
Allergy – Antihistamine/Decongestant Combination Allergy – Intranasal: Steroids/Antihistamines/Misc. Arthritis Asthma Attention Deficit Disorder Blood Cancer Cardiovascular / Heart Central Nervous System Cough / Cold Dermatology Diabetes Ear
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Eye Growth Hormones Hepatitis Immune System Infections: Bacterial, Fungal, Viral Mental Health Migraine Multiple Sclerosis Pain / Inflammation Seizure / Pain Smoking Deterrents Stomach / Intestinal Thyroid Weight Management
Race
American Indian/Alaskan Native Asian Black or African American Hispanic or Latino Native Hawaiian or Other Pacific Islander Other Unknown White
Referral Reason
Absent From Home Without Parent Consent Academic Performance Adjudicated by Juvenile Court at least once Adjudicated Delinquent more than once Adjudicated Delinquent once Behavior Issues Beyond Control of Parent Committed Offence Warranting Commitment to IDOC Criminal History Detention Lockout Free and Reduced Lunch Home Conflict Homeless Incarcerated Parent Ineligible for Other Educational Services Interest in the Program Limited Custody Limited English Proficiency Lives With Non- Parent Guardian/Custodian
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Lockout Peer Relationship Placement Probation Supervision Return from Participation in Other Activities Runaway in YSPA Runaway Out of State Runaway Out of YSPA School Attendance School Conflict Sibling of a Dropout Sibling of a Teen Parent Sibling of a Juvenile Delinquent Single-Parent Household Social Skills Station Adjustment Suspected Substance Abuse TANF Violation of Probation Youth Refuses
Referral Source
Adult Shelter Court DCFS Family Health Department Homeless Shelter Hospital Hotline Law Enforcement Local DHS Office Mental Health Agency Other Service Provider Parent Partner/Spouse Peer Recommendation Probation Officer School Self State’s Attorney Street Outreach Substance Abuse Agency
Family/Support Relationship
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Aunt Child Clergy DCFS Foster Child Emergency Contact Primary Emergency Contact Secondary Employer Family Member First Cousin Foster Parent Grandparent In Laws Legal Guardian Mentor Nephew Niece Other Parent Pickup Authorized Pickup Not Authorized School Counselor Sibling Social Worker Spouse Stepchild Stepparent Surrogate Parent Therapist Uncle
Reminder Types
Closing Assessment Eligibility Review Final Follow-up Full – YASI Generic Assessment Generic Reminder Goal Target Complete Date Inactive Category Initial Assessment Initial Follow-up Non-Attending Participant Planned Service Pre-YASI Reassessment Scheduled Review Scheduled Termination Date
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Unassigned Caseload(s) Unassigned Participant(s) Wait List
Service Location
Clinic Home Hospital – Outpatient Hospital – Overnight Physician’s Office
Service Category
Basic Needs Child Risk and Safety Clinical Services Community Disability Resources Community Rehabilitation Disability Services Disability Support Groups Domestic Violence Education/Training Employment Health Immigrant Services Legal Assistance Mental Health Personal Aids Sexual Assault Substance Abuse Teen REACH Youth Services
Telephone Type
Business Cellular Emergency Fax Home Hotline Other Pager Toll free 800 Number Work
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Program Termination Reason
Court Action Deceased Dual Participation Duplicate Record Error Expelled/Involuntary Discharge Full Emancipation In – patient Treatment Incarcerated/Detained Involuntary Withdraw Moved Moved Out of Service Area No Family opt/DCFS ref No program space available No response / Unable to contact No Significant Risk Other Participation in Other Activities Program ineligible – Aged Out Program ineligible – Low Risk Program ineligible – Time Limit Referred to Other Services Refused further services Runaway Service Completed/Risk Reduced Successful Completion Terminate for Re-enrollment Transfer to Another Agency Transferred to DCFS Transferred to home agency Violation of program rules Voluntary withdrawal
System Cross-Reference Type
ACLSA Auto Resolved Duplicate Case Management Client Infant Case Management Info System Conversion Case Management Information System Early Intervention Illinois Department of Public Aid Immunization Immunization Conversion Local Agency Application Manual Duplicate Participant
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Women Infant and Children Woman Infant and Children Conversion
Time of Day Types
At Bedtime Fasting Pre-Meal
YASI Assessment Type
Closing Initial Reassessment
Program
CCBYS Community for Youth Homeless Youth Other YS Program Release upon Request Teen REACH
Program Category
CCBYS Diversion Emergency Shelter Intervention Other Youth Service Program Outreach Parent/Guardian RUR Student Teen REACH Transitional / Not Pregnant - Parenting Transitional/ Pregnant – Parenting
