1 1 Brian A. Caseload Threshold Reporting Refer to Slide 2 for instructions on how to view the full-screen slideshow.Slide 2

2 2 Brian A. Caseload Threshold Reporting How to Use This Presentation The graphics below are designed to help you navigate through each presentation. The navigational guides require a single mouse click and are located on the left side of each slide. There is a Contents slide with hyperlinks to topics covered in each presentation that may be helpful if a review of a specific topic is desired. To print the PowerPoint presentation, right click anywhere on the slide and choose “Print”. To view a full-screen slideshow, right click anywhere on the slide, scroll down to the line that says “Full Screen,” and left click to choose that option. To return to the original view, right click on the slide and choose “End Show” or hit the Escape key (Esc) on your keyboard. Return to the Contents Page Proceed to the next slide Return to the previous slide

3 3 Overview Adding a Job Classification Adding Job Classification for a New Employee Employee Types Not Requiring a Job ClassificationEmployee Types Not Requiring a Job Classification Error Messages: “What Do I Do Now”? Error Messages: Trying to Replace the Team LeaderError Messages: Trying to Replace the Team Leader Error Messages: Trying to Add a New Team MemberError Messages: Trying to Add a New Team Member Adding a Team Leader As a Team Member Adding a CM4 As a Backup Team Leader Adding a CM3 to a Court Team Creating Supervised Employee Lists Summary Brian A. Caseload Threshold Reporting Contents

4 4 Currently, the TNKids system does not provide all the data needed to produce the “Path of Excellence” caseload threshold report DCS is required to produce per the Brian A monitoring agreement. In order to automate this reporting, TNKids will need to track the current Job Class of every employee who can be assigned cases and/or supervise case managers who carry caseloads to report caseload thresholds. The system will also provide the means for the case manager supervisors (CM4/CM3s) to identify the case managers who they directly supervise in order to report supervision thresholds. The Job Class and supervision tracking is the first component of adding a more definitive/rigid structure to case management teams in TNKids. This is a major change since currently just about any active employee in TNKids with the appropriate access can be added to any team in TNKids whether or not the employee being added provides any direct supervision or case management services for the team. All regions are not maintaining their team structures the same way in TNKids with respect to identifying vacancies and whom should be designated as the primary Team Leader, etc., as well as other applicable valid Team Membership roles and Job Class combinations. The system will now force the regions to operate under the same guidelines. In 05-05, only COURT TEAMS will be required to follow this new supervision structure. Brian A. Caseload Threshold Reporting Overview

5 5 To enter a current employee’s job classification, the user will double click on the Maintenance folder, double click on the Employee Maintenance folder, and then double click on the Employee Icon. Brian A. Caseload Threshold Reporting Adding a Job Classification

6 6 The user will then select the employee from the list and select the classification from the drop-down list. This list only contains DCS Job Class Values. When selecting a value for a CSA employee, choose one that is equivalent. If there is not one, select “Job Class not Available”. Brian A. Caseload Threshold Reporting Adding a Job Classification

7 7 The user will then save the information. Brian A. Caseload Threshold Reporting Adding a Job Classification

8 8 When adding a new employee, there is a new field on the Add Employee window. The user is now required to enter the job classification for all new employees added to the system except contractors and other state agency employees. The user simply selects the proper job classification from the drop- down list. Brian A. Caseload Threshold Reporting Adding Job Classification for a New Employee

9 9 In this slide the user has not entered the job classification for the new employee and will click the OK button to save the data. Brian A. Caseload Threshold Reporting Adding Job Classification for a New Employee

10 When the user attempts to save the data for the new employee, an error window stating “Job Class must contain a value” is displayed. The user must select a job classification from the drop- down list and then click OK to save. Brian A. Caseload Threshold Reporting Adding Job Classification for a New Employee

11 Employees entered with the employee type of “Contractor” or “Other State Agency” will not require a Job Classification. Brian A. Caseload Threshold Reporting Employee Types Not Requiring a Job Classification

12 Users cannot replace a Court Team Leader if they have any cases assigned to them or if they have any unassigned cases. All employees must have a job class to be put on a Court Team as a regular team leader or member. A primary Team Leader will not not a job class if designated as “Filling Vacancy”. All employees must have a job class of CM1, CM2, or CM3 to be put on a Court Team as a member. An existing Team Leader can only be a Team Leader-Administrator Only on any other teams. There can only be one employee to one Team Leader, regardless of the number of teams. A Backup Team Leader-Administrator Only must have read-only or read/write case assignment, and is not required to have a job class. A regular Team Leader Backup must have case assignment read/write an be a CM3 or CM4. Users can’t delete an employee’s security if the employee needs the current security to perform the role he or she has on the team. A Backup Team Leader must be a CM4 or CM3. Anyone can be a Backup Team Leader-Administrator Only. An Auditor or Attorney are not required to have a job class. Brian A. Caseload Threshold Reporting The system has lots of new rules for users to remember when creating teams or moving team members and leaders from one team to another team. Below are RULES to follow if an error is received. Error Messages: “What Do I Do Now”?

13 The user has tried here to replace Laurie Baker, the Team Leader, with Cindy Martin as the Team Leader. The error message indicates that the user is not allowed to do this as long as Laurie has either open cases assigned to her or she has at least one case in her unassigned folder. Once this has been corrected, the system will allow the user to make the change. Remember this rule: Users can’t replace a Team Leader if they have any cases assigned to them or if they have any unassigned cases. Brian A. Caseload Threshold Reporting Error Messages: Trying to Replace the Team Leader

14 Here the user is going to add Cindy Martin to a team as a Team Member. Notice she has no Job Class yet assigned to her. Brian A. Caseload Threshold Reporting Error Messages: Trying to Add a New Team Member

15 The system will not allow the user to add her to the team for two reasons. The first reason is that she has no job class. The second reason is that when the system looks at her job class, it is not populated as CM1, CM2, or CM3. If it was listed as anything else, it still wouldn’t let her become a member. Remember these two rules: All employees must have a job class to be added to a Court Team as a regular member. All employees must have a job class of CM1, CM2, or CM3 to be put on a Court Team as a member. Brian A. Caseload Threshold Reporting Error Messages: Trying to Add a New Team Member

16 The user is trying to add a Team Leader who has a job class of CM4 as a member of a Court Team. Brian A. Caseload Threshold Reporting Error Messages: Adding a Team Leader As a Team Member

17 When the user attempts to continue the process, the error above is displayed. The system will only allow another CM4 to be added to a Court Team if the user replaces the existing Team Leader with the CM4, adds the CM4 as a Backup Team Leader-Admin. Only, adds the CM4 as the Team Coordinator, or adds the CM4 as an Auditor or as an Attorney. Remember this rule: An existing Team Leader can only be a Team Leader-Administrator Only on any other teams. Brian A. Caseload Threshold Reporting Error Messages: Adding a Team Leader As a Team Member

18 The user is attempting to add another CM4 as a backup Team Leader. This is something users have always done in the past. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM4 As a Backup Team Leader

19 The user is not allowed to perform this action anymore. The user will have to add the CM4 as a Backup Team Leader-Administrator Only. This is new in TNKids and will be one of the largest changes for the users to learn. To make this CM4 a Backup Team Leader- Administrator only, the user will click in the checkbox as displayed in the previous slide. Remember this rule: An existing Team Leader can only be a Team Leader-Administrator Only on any other teams. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM4 As a Backup Team Leader

20 The user is attempting to add a CM3 to supervise some of the CM1 and CM2s on this team. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

21 The user is unable to proceed because this CM3 is already on another team with a different Team Leader. The user will have to take the CM3 off the other team to continue. Remember this rule: One employee to one Team Leader, regardless of the number of teams. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

22 The user wants to add a Wanda Allison as a CM3 to supervise CM1s and CM2s. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

23 The user is unable to do this because the employee doesn’t have the correct case assignment access. Remember this rule: A Backup Team Leader must have read only or read/write case asignment. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

24 The user wants to add Wanda Allison as a Regular Backup Team Leader. When the user does this, the system forces the user to indicate Wanda as an Administrator Only. If you go in first and give the person case assignment read/write then it will not do this. Remember this rule: A regular Backup Team Leader must have case assignment read/write. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

25 The user is trying to change her case assignment to read/only but can’t.The system will not allow this access to be removed. Remember this rule: A regular Team Leader Backup must have case assignment read/write. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

26 Wanda is the user’s Backup Team Leader. The user is going to remove Wanda’s case assignment access because she is not following the user’s directions and the user is mad at her. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

27 The user will have to remove her from the team for this to work. Remember this rule: An employee’s security can’t be deleted if the employee needs the current security to perform the role he or she has on the team. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

28 Here the user has tried to add Wanda as a Backup Team Leader but she is only a CM2. Remember this rule: A Backup Team Leader must be a CM4 or CM3. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

29 The user has selected Wanda to be a Backup Team Leader- Administrative Only. Remember this rule: Anyone can be a Backup Team Leader-Admin Only. Brian A. Caseload Threshold Reporting Error Messages: Adding a CM3 to a Court Team

30 The user wants to create Wanda’s Team within his or her Team. The user will right click and select “Maintain Supervised Employee List” from the drop-down list. Brian A. Caseload Threshold Reporting Creating Supervised Employee Lists

31 To add Jonny to her team, the user will click the right arrows button to bring Jonny to the list on the right side of the window. Brian A. Caseload Threshold Reporting Creating Supervised Employee Lists

32 Now Jonny will be under Wanda’s supervision and show on her tree as soon as the user clicks on the OK button. Brian A. Caseload Threshold Reporting Creating Supervised Employee Lists

33 When the user clicks on his or her name, Barbara and Wanda are shown under the user’s supervision. Therefore, the user is supervising a CM2 and a CM3. Brian A. Caseload Threshold Reporting Creating Supervised Employee Lists

34 When the user clicks on Wanda name, the system shows she is supervising Jonny, a CM1. Brian A. Caseload Threshold Reporting Creating Supervised Employee Lists

35 TNKids is now enforcing Brian A. Threshold standards for all Court Teams. It is important for the owner/user of this table in each region to understand that these rules will be applied to other teams in the future. Following the rules of thought mentioned on slide 12 will enable the user to figure out why the system is not allowing him or her to perform a certain function in TNKids. If a person is in a role that is now not allowed due to this release, he or she will be able to continue as before until the user attempts to make changes to his or her team structures or until the user attempts to assign new job functions or new cases to that team member or to change the team members’ security access. If in doubt, users should refer to the rules before they report that the system is malfunctioning. Users should try to clean up one team at a time and use their regional organization charts to ensure they have the proper persons on the proper teams in the correct roles. Relax! These changes will become second nature to users with time. If users have any questions they should contact their fellow FSAs or UT Training for assistance. Brian A. Caseload Threshold Reporting Summary