Training for CAYIT-CANS Version 1.0 Version 1.0 went into production on May 5, 2008

Training for CAYIT-CANS Version 1.0

Version 1.0 went into production on May 5, 2008

http://www.state.il.us/dcfs/

Topics CoveredThis training addresses:

CAYIT User Type & Permissions

Universal Functions

Entry & Login

Username & Password

Sorting

Intake Coordinator Functions

Making assignments

Modifying assignments

Deleting assignments

CAYIT Reviewers Functions

Completing a CANS

CANS Recommended Level of Care

Restricted Functions

CAYIT User Types & Permissions

User types for the CAYIT application include:

• Intake Coordinator – Responsible for assigning and reassigning cases

• Reviewer – Responsible for completing CAYIT CANS

• CAYIT Supervisor – Responsible for monitoring and directing the CAYIT process

• CAYIT Guest – Able to view CAYIT information

• Statewide CAYIT Coordinator & Help Desk – Responsible for supporting the CAYIT application

• DCFS Super Viewer – Able to view information in any of the suite of applications developed by Objective Arts

The following table summarizes permissions of the various user types.

Intake Coordinator Reviewer

CAYIT Supervisor

CAYIT Guest

Statewide Coordinator &

Help Desk

DCFS Super Viewer

Assign Reviewer Yes No Yes No Yes No

Reassign Reviewer Yes No Yes No Yes NoDelete Assignment Yes No Yes No Yes NoReopen Submitted CANS No No Yes No Yes NoComplete CANS No Yes No No Yes NoView/Print CANS with Team Recommendations

No Yes Yes Yes Yes Yes

View/Print CANS only No Yes Yes Yes Yes YesView CANS History No Yes Yes Yes Yes YesView CANS Audit Trail No Yes Yes No Yes YesSearch CANS Yes Yes Yes Yes Yes YesDelete CANS No No No No Yes No

Entry and LoginA user begins by entering the D-Net, clicking on “Resources” from the side menu bar, and then selecting “CANS On-Line.” Additionally, the URL for the website is:

https://www.illinoisoutcomes.org

Next, the user selects the CAYIT-CANS application from the top navigation bar.

A login page, including the information displayed to the right, will appear.

The Username for anyone with a DCFS Network ID is the Network ID.

After initially being set by the application, a user may select his or her own password.

If you do not know your username or password, you may e-mail the Helpdesk via outlook at:

[email protected]

Or, you may contact the DCFS Help Desk at:

1-800-610-2089

Universal Functions

mailto:[email protected]

Change PasswordA user is required to change his or her password every 30 days. As this time limit gets close, the user will be reminded with a message at log in. However, the user may opt to change their password at any time by selecting “Change Password” from their homepage.

The screen for changing a password follows.

A password is case sensitive, and a new password must: Be at least 6 characters in length; Contain both letters and numbers Not repeat any of the last ten passwords that the user established.

Universal Functions

Sorting ListsMost lists produced by the system can be sorted in either ascending or descending order.

Lists that contain letters are sorted alphabetically. Lists composed exclusively of digits are sorted as numbers.

Headings from a list produced by a search follow. The Client Name heading is highlighted, indicating that the list is currently sorted by client name. Up and down arrows are displayed at the right edge of the Client Name heading. The up arrow is currently darkened, which indicates that the column is currently sorted in reverse order (from Z to A).

Clicking on a highlighted heading reverses the sort order, while clicking on another heading causes the sort to be based on the heading selected. A list with the following headings would be by CYCIS Case ID in ascending order.

Universal Functions

Homepage Because assigning a case begins with identifying a child or youth, an intake coordinator enters the CAYIT application with a search screen. The active portion of an intake coordinator’s homepage is depicted on the right.

A search may be initiated with either CYSIS Case ID, client name,or partial (at least 4 letters) clientname.

If based on name, entry of more information refines a search, which eliminates extra records.

Fewer matches will be found if:

Both first and last name are entered.

The “Exact Match” box is checked, which turns off the soundex feature.


Search Results The screen depicted presents results of a search for last name of “Smith” without selecting exact match. Notice that the search produced more than 15 pages.

Assignment starts with the “Select” option to the right of a Client Name.


New AssignmentIntake Coordinator Functions

Selection of a client bring up the screen depicted below.

CAYIT is entered using a calendar and reviewer is selected from a drop list. After selection, clicking on “Create Assignment” completes the assignment process.

Confirmation of AssignmentWhen an assignment is accepted, the CAYIT application provides confirmation.

Clicking on “OK” takes the intake coordinator back to his or her homepage.


Assignment Modification & DeletionIf an intake coordinator selects a client who is already assigned, the same Manage Assignment screen appears with the assignment visible and different actions available.

• To clear an assignment record, the intake coordinator selects “Delete Assignment.”

• To modify an assignment, the intake coordinator uses the calendar function and drop list described previously and then selects “Reassign.” If the CANS has any information entered that information will be preserved as a starting point for the newly assigned reviewer.

• To return to the homepage without modifying an assignment, the intake coordinator selects “Cancel.”


Special Case – Recent CAYIT CANSIf another CAYIT CANS was completed within the last 90 days, the intake coordinator may elect to populate the CANS created with an assignment with scores from the recent CAYIT CANS.

All pre-populated scores from a previous CANS will be in draft form and easily modified.


Homepage – Pending AssessmentsThe homepage for a CAYIT reviewer. The first, which is depicted below, provides links to CAYIT CANS form and to the CANS history for assigned clients.

Clicking on the CYCIS ID for a client brings up the CANS form for the client. Clicking on the “View” link brings up a list of all CANS recorded for the client.

CAYIT Reviewer Functions

Homepage – Recently Submitted & SearchRemaining functions at the bottom of the reviewer’s homepage provide:

A list of CAYIT CANS that the reviewer submitted within the last 15 days with links to individual CANS listed; and

A search function that enables searching for all clients currently or previously assigned to the reviewer.


Viewing CANS HistorySelecting the “View” from the CANS History column in the list of pending assessments brings up the following screen. In addition to CAYIT, CANS assessment from two other applications will be available. Source is identified in the Context column. Context may be:

RTOS for the Residential Treatment Outcomes System; and IA – Integrated Assessment Program.

Initially, few CANS may be available, but the number will grow with use of new applications.

Clicking on the Client Name opposite the context and date desired opens the CANS.


Client & Assessment Information Specific information is automatically populated into the CANS upon Assignment. This includes: Client Information which is populated from CYCIS and

Reviewer name and CAYIT Date in the Assessment Information section.

Only one field of the pre-populated information can be modified in the application. That is the Livar Type, which can be changed using a drop list.

Note: There is an internal scroll bar to right of the CANS screen. This is used to scroll through the entire CANS.


Assigning Scores A CANS score for an item is entered:

By clicking on a radio button or

By typing the score in the box for the item.

When a score is entered, the item is color coded to reflect the value entered.

At any time, a user may click on an item title to obtain a description of scores for the item.

A CANS may be saved in pending status at anytime by selecting the Save option.

A saved pending CANS can be saved as a PDF file by selecting the PDF option.


Explaining ScoresThe CANS form provides an opportunity for a reviewer to include explanatory notes on any or all items.

Clicking on “Add Note” opens a text box for entering a comment and provides a spell check feature. Clicking on “Hide Notes” closes the text box while retaining the comment, which will appear on the

printed CANS. (A hidden note may be viewed by clicking on the “View Note” option.) Clicking on “Delete Note” removes the note from the CANS.


Recording Information on CaregiversA blank CANS starts with zero caregivers and can accommodate up to ten (10) caregivers. Each time the “Add Caregiver” option is selected, the CANS form is expanded to include one more caregiver up to the maximum of ten.

For each caregiver added, you will be prompted to include: The caregiver’s full name; Relationship to the client (from a drop list); and Thirteen (13) additional areas for scoring.


A sample of an added caregiver section is depicted on the right.

Note that a caregiver section can be removed.

Workaround – Parental Criminal BehaviorParental Criminal Behavior is currently rated as the last item in each Caregiver section of a CANS, which has two disadvantages: This item needs to be considered

even if no caregiver is identified. Criminal behavior of biological

parents does not change for additional caregivers, making separate ratings by caregiver redundant.


Interim WorkaroundTo rate Parental Criminal Behavior: Leave Caregiver Name blank; Select the appropriate Relationship (Biological

Father or Biological Mother); Enter a score for Parental Criminal Behavior;

and Submit with other items unscored.

If Caregiver Name is blank, a CANS can be saved with blanks in ratings.

Suggested Final SolutionA joint meeting of users of the electronic CANS form will be convened. Movement of the Parental Criminal Behavior rating to a different location in the CANS will be suggested.

Workaround for Caregiver UnknownsReinserting the “Unknown” option for Caregiver ratings on the electronic CANS will also be suggested to joint meeting of users. Until such a change is make, any Caregiver item for which information is unknown should be assigned a score of zero (0). A explanation of a zero rating may be entered as a note.


Options for a Pending CANS

Options for a CAYIT CANS in pending (not yet submitted) status include:

Print – brings up a print-preview version of the CANS as a new window. The print dialogue box appears as well.

Audit Trail – displays the previous and current values, the date of change and the identity of the individual who entered the most recent set of edits.

CANS History – provides the display described under Universal Functions

Save – records data entered or modified in the open CANS.

Submit – initiates validity check necessary for submission. If all items have been completed, the CANS is placed in Submitted status, which prevents further modification .

Exit – presents the following options for the user to select:


Audit TrailSelecting the Audit Trail brings up a screen that lists the most recent set of changes to the CANS. For each change, information displayed includes:

The CANS Item (in ascending order): The previous value The current value Any note added to explain the rating; and The user name of the individual that entered the change.

A user that desires more comprehensive information may use the “View All Changes link to obtain information organized in the same manner for the full history of the CANS.


Validity Checks upon CANS SubmissionThe application incorporates two types of validity checks that are applied when a CANS is submitted:

Warnings A warning is a message that indicates there is unusual data and it should be checked. Warnings are used primarily when “Not Applicable” is selected three or more times in a section that seems applicable for given the age of the client. A warning appears as a message on top of the screen. An user has the option of editing data (selecting OK) or proceeding (selecting Cancel) when an warning is provided.

Error Messages An error message appears at the top of the CANS data entry screen when an incomplete CANS is submitted for approval. All error messages must be resolved before a CANS can be submitted successfully. If information to resolve the error message is not available, the CANS may be saved until needed information is obtained.


Supplementary QuestionsUpon submission of a CAYIT CANS for a youth of 16 or older, a reviewer is presented the list of questions depicted to the right.

Answers to these questions are used in the algorithm that provides a CANS recommended Level of Care.

Upon completion of answers, the reviewer submits answers using function buttons presented at the bottom right of the list.

Save retains answers without applying validity checks

Submit either identifies missing data, if any, and then takes the reviewer to the next step.

Exit takes the reviewer back to his or her homepage without saving entries.


Acting on Automated RecommendationThe reviewer comes to a CAYIT Team recommendation screen either:

Upon submitting a CAYIT CANS for a child younger that 16 years of age; or Upon summiting completed supplemental questions for a youth of 16 years of age or

older.

This screen provides a CANS Recommended level of Care based on an algorithm approved by DCFS.

The reviewer either accepts or rejects the automated recommendation by selecting “Yes” or No.”

A “Yes” coupled with “Submit” completes the assessment record. Submission of “No” leads to questions for explaining departure from the automated

recommendation.


Revising Level of CareIf “No” is selected for accepting the recommended Level of Care, the reviewer is taken to the following screen.

Selection of typeof placement is accomplished byhighlighting theselection in the table on the leftand clicking on right pointing arrow betweenthe two tables.

Rationale for departing from the recommendedLevel of Care must be provided by selecting the appropriate reason from a drop list.

Submission of this completed form leads to a request for more specific rationale.


Explaining Rejection of Level of CareAdditional questions associated with “More appropriate placement agreed upon” follow.

Additional questions associated with “Determined that maintaining current placement is beneficial” follow.

Additional questions associated wit “Other” follow.

Multiple selections for additional questions are allowed. Each set of additional questions ends with Save, Submit and Exit options. As usual, save records answers for reconsideration, submit completes the assessment, and exit returns the reviewer to the homepage without recording actions.


Options for a Submitted CANS

A CAYIT CANS in submitted status cannot be modified. Actions available for include:

Print CANS – brings up a print-preview version of the CANS as a new window. The print dialogue box appears as well.

PDF-CANS – creates a PDF file that may be saved outside to the application. (PDF stands for Portable Document Format. PDF files are designed to be independent of the application used to create them.)

Print All – similar to “Print CANS” except CAYIT recommendation is included.

PDF-All – similar to “PDF-CANS” except CAYIT recommendation is included.

CANS Audit Trail – identical to functionality for CANS in pending status.

CANS History – described previously.

CAYIT Recommendation – displays the CAYIT recommendation, including responses to supplemental questions for older youth, if present.

Exit – takes the reviewer back to his or her homepage.


Sample Submitted CANSCAYIT Reviewer Functions

Restricted FunctionsUsers in these categories have permissions to act as either an CAYIT Intake Coordinator or a CAYIT Reviewer. There is one function that is available only to users in these categories:

Reopening a CANS

When a CANS is submitted, it is frozen. A Reviewer can modify the assessment only if it is returned to pending status. This restriction is intentional, because a submitted CANS should only be modified to correct erroneous entries.

Although the Help Desk has ability to reopen a CANS, it will do so only if the action is authorized a CAYIT Supervisor or Statewide CAYIT Coordinator. So:

Contact your superior toreopen a CANS.

CAYIT Supervisor, Statewide CAYIT Coordinator & Help Desk

The END

Documents

Training for CAYIT-CANS Version 1.0 Version 1.0 went into production on May 5, 2008