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Florida Safe Families Network

Guardianship Assistance Program User Guide

April 03, 2020

Prepared for State of Florida Department of Children and Families

Florida Safe Families Network Assets and Employment (FSFN)Guide

April 03, 2020 of 23

Change History Release # Date

CR # or Incident # Change Description Author(s) Section Modified

Q1 2019 GAP Initial Draft Patricia Atchley

Entire Document

12/20/2018 GAP Adding GAP-145 Tyler Daniel Updated page 9 and dates on document

3/8/2019 GAP Sprint 1 and 2 updates Patricia Atchley

Entire Document

3/13/2019 GAP Sprint 3 – GAP-135 update

Tyler Daniel Updated About Guardianship Assistance Program page on page 7

3/18/2019 GAP Sprint 3 updates Gail Wilson Throughout

4/3/2019 GAP Sprint 4 updates for GAP-037 and 038

Tyler Daniel Pages 10-11

4/3/2019 GAP Sprint 4 updates Scot Richards

4/4/2019 GAP Sprint 3 and 4 Peer Review and Incorporating DCF Feedback

Patricia Atchley

Entire Document

4/15/2019 GAP Sprint 5 updates Gail Wilson Throughout

4/18/2019 GAP Sprint 5 updates Scot Richards Throughout

4/25/2019 GAP Sprint 6 Updated Gail Wilson Throughout

05/02/2019 GAP Peer Review Patricia Atchley

Throughout

05/17/2019 GAP Incorporate DCF Feedback Sprint 5-6

Patricia Atchley

Throughout

06/20/2019 GAP Incorporate DCF Feedback Final Review

Patricia Atchley

Screenshot pg. 12

07/19/2019 GAP Finalize document for posting

Patricia Atchley

Throughout

08/08/2019 Eligibility Sprint 14 Mitzi Werner Pages 15 & 19: screenshots


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Release # Date

CR # or Incident # Change Description Author(s) Section Modified

11/26/2019 Eligibility Finalized and accepted changes for Eligibility Release 1, 1.5 & 1.75

Melissa Daniel Throughout

12/03/2019 Eligibility R2 Added information for Sprint 15

Melissa Daniel Pages 11,12,15,18,19,22

12/09/2019 Eligibility R2 Sprint 16 Updates Melissa Daniel Page 11


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Table of Contents About FSFN User Guide ............................................................................ 5

The Intended Audience ................................................................................................................ 5

Prerequisite Knowledge ............................................................................................................... 5

Related Resources ....................................................................................................................... 6

Security Information ..................................................................................................................... 6

Guardianship Assistance Program Overview ......................................... 7

About Guardianship Assistance Program (GAP) page................................................................. 7 Key Tasks ..................................................................................................................................... 7 To access the Guardianship Assistance Program (GAP) page .................................................... 7

About Guardianship Assistance Program (GAP) Eligibility Pop-up page ..................................... 9 Key Tasks ..................................................................................................................................... 9 To access the Guardianship Assistance Program (GAP) Eligibility page ..................................... 9 To document the Initial Guardianship Assistance Program (GAP) Eligibility Pop-Up page ....... 10 To Finalize the Initial Guardianship Assistance Program (GAP) Eligibility Page ........................ 12 To document a Redetermination Guardianship Assistance Program (GAP) Eligibility ............... 14 To Finalize a Guardianship Assistance Program (GAP) Eligibility Redetermination .................. 14 To Terminate the Guardianship Assistance Program (GAP) Eligibility ....................................... 15

About Guardianship Assistance Agreement (GAA) page ........................................................... 16 Key Tasks ................................................................................................................................... 16 To access the Guardianship Assistance Agreement (GAA) page .............................................. 16 To document the Guardianship Assistance Agreement (GAA) page ......................................... 17 To Terminate a Guardianship Assistance Agreement (GAA) Page ........................................... 19

About Extension of Guardianship Assistance Agreement (EGAA) page .................................... 20 Key Tasks ................................................................................................................................... 20 To access the Extended of Guardianship Assistance Agreement (EGAA) page ....................... 20 To Terminate an Extended Guardianship Assistance Agreement (EGAA) Page ....................... 22


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About FSFN User Guide The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to complete your work in the FSFN system. This user guide does not cover every system feature built into FSFN but describes the most commonly used functions to complete your day-to-day work in the FSFN application. This user guide, when used with Online Help and the How Do I Guides, helps you successfully use the FSFN system as a support tool in your important work of safeguarding the safety, permanence, and well-being of the children, families, and adults of Florida.

The Intended Audience This user guide serves a wide audience of FSFN end users who include:

• Case Managers • Fiscal Workers

• Supervisors • Revenue Maximization

Prerequisite Knowledge This user guide was developed with specific prerequisite expectations. Before reading this guide, read the following information. If you need to refer to additional User Guides, How Do I Guides, or other information, visit the DCF FSFN website (http://fsfn.dcf.state.fl.us).

• You must have a working understanding of Florida Department of Children and Families Policies and Practices as related to the use and operation of FSFN.

• You must have a working understanding of the basic FSFN navigation and functionality.

See the Multi-Topic Basics User Guide and How Do I Guide. • If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I

Guide. • Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person

Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book.

http://fsfn.dcf.state.fl.us/


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• The Search page referred to within this user guide is the Search page with four tabs: Person, Case, Provider/Organization, and Worker. This Search page is commonly called the Utility Search or Navigational Search. It is accessed primarily from the Desktop by clicking Search on the Banner or Utilities menu. Other search types may be referred to as data retrieval searches. These searches use different search functionality than the Utility Search. For example, the Person Search page provides a method to search for a person and retrieve person data that pre-fills into the page in which you are working. The Person Search page should not be confused with the Search page with the Person tab.

Related Resources Visit the DCF FSFN website (http://fsfn.dcf.state.fl.us) for online access to additional resources that support FSFN system end users, including:

• FSFN Project Information • Online Web-based Training (WBT) • User Guides • How Do I Guides (Job Aids) • Topic Papers (System Functionality Design) • Reference Data (Selection Values)

Security Information FSFN restricts your ability to create, modify, and view specific information through the security profile associated with the Login Profile you used to access FSFN. Specific security applies across all information. For example, if you do not have authorization to launch the Privileged Consultation page from the Meeting page, you cannot access that page.

http://fsfn.dcf.state.fl.us/


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Guardianship Assistance Program Overview The Guardianship Assistance Program (referred to throughout as “GAP”) supports requirements in Florida Statute 39.6225.

The GAP module in FSFN consists of four pages:

• Guardianship Assistance Program (GAP) Page (referred to throughout as “GAP page”) o Guardianship Assistance Program (GAP) Eligibility Pop-up Page (referred to

throughout as “GAP Eligibility page”) • Guardianship Assistance Agreement (GAA) Page (referred to throughout as “GAA page”) • Extension of Guardianship Assistance Agreement (EGAA) Page (referred to throughout

as “EGAA page”)

About Guardianship Assistance Program (GAP) page The GAP page is a single sourced page, meaning there is only a single page across all of FSFN for a person ID. To illustrate, if you create a GAP page for a Person X in Case A, then add Person X to Case B, you should see the person’s GAP page in Case B, and it should be fully editable in both cases based on security.

This page is used to document GAP Eligibility and to provide a summary of other eligibility associated with GAP.

Key Tasks

To access the Guardianship Assistance Program (GAP) page 1. From the Desktop, expand the Case Folder icon.

2. Expand the Guardianship Assistance Program icon.

3. Click on the applicable Guardianship Assistance Program hyperlink.

4. The Guardianship Assistance Program page displays.

If a Guardianship Assistance Program page has been created for a Person ID, upon attempting to create another the system will throw a validation message that one already exists for the child and to access it from the Cases outliner on the desktop.

When attempting to create the Guardianship Assistance Program from the Create Case work page, upon selecting the Create button, the system will validate the following: (1) The selected participant is in an open, Out of Home Placement (placement must be fully approved to be considered “open”) or the most recent Removal is discharged for Reason of Permanent Guardianship (discharge must be fully approved) AND (2) The participant MUST have a documented Date of Birth on their Person Management page.


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The Name field displays as a hyperlink which launches the associated Person Management record. If the GAP page is accessed in Edit mode, the Person Management record will display in Edit mode based on security.

5. Click Save to save the page to the database.

6. To upload an image, click the Upload Image hyperlink in the Actions panel, and the Imaging page will display.

7. To view the participant’s Guardianship Assistance Agreement, select the Guardianship Assistance Agreement hyperlink in the Actions group box. This hyperlink launches the most recent completed, non-terminated GAA page for the child. If the child does not have a completed, non-terminated GAA page the hyperlink will not display on the page.

8. To document Guardianship Assistance Program Eligibility, click the Insert button to launch the GAP Eligibility page.


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About Guardianship Assistance Program (GAP) Eligibility Pop-up page To create a Guardianship Assistance Program (GAP) Eligibility page, access Create Case work, select Guardianship Assistance Program from the Guardianship Assistance drop-down, select a Case and a Person, and click Create. Upon clicking Create, the Guardianship Assistance Program page will launch. Within the Guardianship Assistance Program Eligibility group box, click Insert. Upon clicking Insert, the Guardianship Assistance Program Eligibility Pop-Up page will launch. If a Guardianship Assistance Program Eligibility Pop-Up page has been created for a Person ID, upon attempting to create another the system will throw a validation message that one already exists for the child and to access it from the Cases outliner on the desktop. The GAP Eligibility page, once created, can be accessed by expanding the new Guardianship Assistance Program Icon within the Case Icon, and clicking the hyperlink to open the Guardianship Assistance Program page. It can also be accessed via Case Book or Person Book by selecting Guardianship Assistance from the center drop-down. Each Initial and Redetermination GAP Eligibility row will display in the Guardianship Assistance Program Eligibility group box.

Key Tasks

To access the Guardianship Assistance Program (GAP) Eligibility page 1. From the Desktop, expand the Case Folder icon.


3. Click on the applicable Guardianship Assistance Program hyperlink.

4. The Guardianship Assistance Program page displays.

5. Click on the Edit or View hyperlink next to the GAP Eligibility row you wish to view/edit.

6. To launch a new Initial GAP Eligibility page, click the Insert button.

7. To launch a new Redetermination GAP Eligibility page, click the Redetermination hyperlink in the Actions column.

8. The Guardianship Assistance Program Eligibility page displays.


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To document the Initial Guardianship Assistance Program (GAP) Eligibility Pop-Up page 1. Click the Insert button on the GAP page.

2. The GAP Eligibility pop-up page displays.

In the Guardianship Assistance Program (GAP) Eligibility Information group box, there is a field labeled Type. Initial displays if it is the first eligibility page ever created for the child, is the first created following an Eligibility that was terminated for a reason other than Redetermination or the prior Initial was Ineligible. Redetermination displays if the page is launched via the Redetermination hyperlink, and the initial is terminated for a reason of Redetermination.


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3. Enter an Effective/Enrolled date.

4. Select the Child has a sibling currently receiving a Guardianship Assistance payment with the Same provider checkbox and select a name from the Sibling dropdown, if applicable.

Only siblings with an active Guardianship Assistance Agreement (GAA) or Extended Guardianship Assistance Agreement (EGAA) with the same provider as the child as of the Effective/Enrolled Date will display in the Sibling dropdown.

When this checkbox is selected, the GAP eligibility determination will only consider Question 1, Question 4, and Question 5 in making an eligibility determination.

5. Verify that Question 1 and Question 2 are prefilled correctly.

If the child is not currently in an Out of Home Placement on the Effective/Enrolled Date, the system looks to the most recent Out of Home Placement discharged to Permanent Guardianship to populate the Provider name and the Question 1 and Question 2 responses. It does not consider placements that have been made in error.

Question 1 prefills according to the following logic: The answer for Question 1 is system derived as Yes if the relationship selected on the Provider tab of the latest Out of Home Placement for the child is any value currently included in the Relationship to Child drop-down on the Out of Home Placement page, except Non-Relative. The answer for Question 1 is No if the relationship value of "non-relative" is selected or the drop-down is left blank on the Out of Home Placement page, Provider tab.

Question 2 prefills as Yes if the following conditions are met; otherwise, system derived as No.

o The child has been placed with the licensed Provider for the most recent Out of Home Placement that has been discharged to Permanent Guardianship or the current placement for at least 6 consecutive months based on the Effective/Enrolled Date. OR

o If multiple placements, all placements are back to back with no time gap between them. A placement ends one day, and the next placement occurs same day or day after.

o All placements are with the same Provider and the Provider is licensed for all services for all placements.

o Continuous placements touch six consecutive months (1st month is January 2nd month is February, etc, for six months).

o Note: Months are calculated such that any number of days in a month counts as 1 month. The logic does not look at placements made in error.

Question 2 prefills the N/A radio button when the “Child has a sibling currently receiving a Guardianship Assistance payment with the same provider” checkbox is selected. The N/A button is not user selectable.

6. Select an answer for Question 3 or verify that it is prefilled correctly.


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7. Select the Link Case Plan hyperlink to link Question 3 with the applicable Legal Document if the answer to Question 3 is Yes.

After linking the Case Plan, the Link Case Plan hyperlink will change to display as the name of the selected Legal Document and a De-Link Case Plan hyperlink is displayed in the event the wrong one was linked. Clicking the Legal Document Name hyperlink will launch the associated Legal Documentation page.

Once the GAP Eligibility page is completed, the de-link case plan hyperlink will no longer display and only the legal document name hyperlink will display, allowing the user to access the Legal Documentation page in view only mode.

Question 3 prefills the N/A radio button when the “Child has a sibling currently receiving a Guardianship Assistance payment with the same provider” checkbox is selected. The N/A button is not user selectable.

When Question 3 is N/A, the Link Case Plan hyperlink will not display. If a Case Plan is already linked when the sibling checkbox is selected, the hyperlink disappears and any document that was previously linked will be unlinked upon clicking Save.

8. Select the Link Order hyperlink to link question 5 with the applicable Legal Document

After linking the Order, the Link Order hyperlink will change to display as the name of the selected Legal Document and a De-Link Order hyperlink is displayed in the event the wrong one was linked. Clicking the Legal Document Name hyperlink will launch the associated Legal Documentation page.

Once the GAP Eligibility page is completed, the de-link order hyperlink will no longer display and only the legal document name hyperlink will display, allowing the user to access the Legal Documentation page in view only mode.

9. Once the page is completed, select an appropriate value from the Termination Reason drop-down to terminate the page.

This drop-down is enabled only when the determination is completed. On the GAP page, when you click the Edit hyperlink after the determination is complete, the only field that should be enabled is the Termination Reason drop-down.

10. Enter a Date in the Termination Date field when terminating the page.

The Termination Date field is conditionally enabled and required once a value is selected from the Termination Reason drop-down.

To Finalize the Initial Guardianship Assistance Program (GAP) Eligibility Page 1. A checkbox labeled "Check to Finalize GAP Eligibility Determination" will be located at the

bottom of the GAP Eligibility Questions group box.


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The checkbox is conditionally enabled only when the last action performed was save. Otherwise, disabled and grayed out.

When the checkbox “Check to Finalize GAP Program Eligibility” is checked and the page saved, the following validations occur:

o The system validates the child has a completed, non-voided, non-waived Title IV-E Foster Care page where the status is Eligible. If the child’s Title IV-E status is Ineligible, the next validation step looks for a current, completed and approved, non-voided TANF Eligibility page where the child’s status is Eligible. If the TANF is Eligible, it must also be effective (TANFs are only effective for a

year). If the TANF is Ineligible, allow the GAP Eligibility to be finalized, regardless of effective date of the TANF.

The user will receive a validation message if the IV-E Foster Care Page is Ineligible, and the child does not have a TANF page at all, or if the current TANF is Pending, or if the most current TANF is Eligible, but no longer effective.

The validation message will also display if the child does not have a Title IV-E Foster Care Page or the status of the IV-E is Pending or Voided (regardless of the status of the TANF).

o If Question 3 or 5 is Yes, the system will also validate that a Legal Document is linked. If a legal document is not linked, the following validation message will display:

Question 3: “Please link a Case Plan for Question 3.” <Close> Question 5: “Please link an Order for Question 5.” <Close>

o When the user clicks the close button on the validation message, the checkbox will no longer be selected because the page is not considered complete since it failed the validations.


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To document a Redetermination Guardianship Assistance Program (GAP) Eligibility 1. Click the Redetermination hyperlink on the Guardianship Assistance Program Page. 2. Select an answer to Question 1 “Is the Guardian still providing support to the child?”. 3. Select an answer to Question 2 “Are there changes needed to the Successor Guardian listed

on the Guardianship Assistance Agreement?”

To Finalize a Guardianship Assistance Program (GAP) Eligibility Redetermination 1. Check the checkbox in the GAP Eligibility Redetermination Questions group box labeled

"Check to Finalize GAP Eligibility Redetermination".


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When the checkbox “Check to Finalize GAP Eligibility” is checked and the page saved, the following validations occur:

o The system validates the child has a completed, non-voided, non-waived Title IV-E Foster Care page where the status is Eligible. If the child’s Title IV-E status is Ineligible, the next validation step looks for a current, completed/ approved, non-voided TANF Eligibility page where the child’s status is Eligible.

o If the TANF is Eligible, it must also be effective (TANFs are only effective for a year). If the TANF is Ineligible, allow the GAP Eligibility to be finalized, regardless of effective date of the TANF.

o The user will receive a validation message if the IV-E Foster Care Page is Ineligible, and the child does not have a TANF page at all, or if the current TANF is Pending, or if the most current TANF is Eligible, but no longer effective.

o The validation message will also display if the child does not have a Title IV-E Foster Care Page or the status of the IV-E is Pending or Voided (regardless of the status of the TANF) or the IV-E Foster Care Page is Ineligible, and the child does not have a TANF page at all, or if the current TANF is Pending, or if the most current TANF is Eligible, but no longer effective

o The validation message will read: "The child must have a completed, non-voided, non-waived Title IV-E Foster Care Eligibility page or non-voided TANF Eligibility before the GAP Eligibility Redetermination can be completed.

To Terminate the Guardianship Assistance Program (GAP) Eligibility 1. Select a value in the Termination Reason drop-down.

This drop-down is enabled only when the determination is completed. On the GAP page, when you click the Edit hyperlink after the determination is complete, the only field that should be enabled is the Termination Reason drop-down.

2. Enter a date in the Termination Date field.

The Termination Date field is conditionally enabled and required once a value is selected from the Termination Reason drop-down.

3. Click Save.


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About Guardianship Assistance Agreement (GAA) page The Guardianship Assistance Agreement (GAA) page, once created, can be accessed by expanding the Guardianship Assistance Program Icon within the Case Icon. It can also be accessed by selecting Guardianship Assistance from the center drop-down on Case Book or Person Book, and then selecting the appropriate GAA hyperlink. In addition, the most recent completed, non-terminated GAA page for the child is also accessible by clicking the Guardianship Assistance Agreement hyperlink on the child’s GAP page. The hyperlink for this page displays as follows: Guardianship Assistance Agreement, then displays the Effective Date/ Date of Agreement and include the Participant Name as Last Name Suffix, First Name Middle Name. If multiple pages exist in a single case, the hyperlinks will display in alphabetical order by Last Name, then First Name. When clicked, the hyperlink launches the GAA page for the selected person. When accessed from Search, the page displays in View Only mode. To create a Guardianship Assistance Agreement page, access Create Case work, select Guardianship Assistance Agreement from the Guardianship Assistance drop-down, select a Case and a Person, and click Create. Upon clicking Create, the Guardianship Assistance Agreement page will launch. The GAA page can also be created by selecting Guardianship Assistance Agreement from the Participant Actions group box on Case Book, which launches the Create Case Work page.

Key Tasks

To access the Guardianship Assistance Agreement (GAA) page 1. From the Desktop, expand the Case Folder icon.


3. Click on the applicable Guardianship Assistance Agreement hyperlink.

4. The Guardianship Assistance Agreement page displays.

When attempting to create the Guardianship Assistance Agreement from Create Case Work, upon selecting the create button, the system will validate the following: The selected participant is in an open, Out of Home Placement (placement must be fully approved to be considered “open”) or the most recent Removal is discharged for Reason of Permanent Guardianship (discharge must be fully approved)

When attempting to create the Guardianship Assistance Agreement from Create Case Work, upon selecting the create button, the system will validate that the participant is less than 18 years of age. If the participant is 18 years of age or older based on their documented Date of Birth, the user will receive a validation message indicating that the participant must be less than 18 years of age in order to create the GAA.


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To document the Guardianship Assistance Agreement (GAA) page 1. Complete all required fields.

2. To the right of the Provider Name field, click the Search hyperlink.

3. The Provider Search page displays.

4. Enter additional Provider data in Search Criteria group box, if applicable.

The Providers Returned group box displays all applicable results.

5. Select the radio button next to the appropriate provider.

6. Click Continue.

7. You return to the Guardianship Assistance Agreement page and the provider's name pre-fills to the Provider Name field.

8. Select radio button for question “Does the Guardian(s) and child elect to opt into the Extension of Guardianship Assistance Program?

Selection of a radio button is required if the person is 16 years of age or older based on Date of Birth.

9. Select a radio button for the question "Does the Guardian elect to name a Successor Guardian?"

http://scflzd111:15001/flsacwis/cm/cm12/webhelp/fsfn_help/Search_Provider_Organization.htm


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10. Document the Justification field, if applicable.

Justification' is enabled and required only if No is selected to the question; otherwise disabled and grayed out; accepts up to 50 characters.

11. Enter a name in the Successor Guardian 1 field, if applicable.

Successor Guardian 1 is enabled and required if Yes is selected to the question “Does the Guardian elect to name a Successor Guardian?”

12. Enter a name in the Successor Guardian 2 field, if applicable.

Successor Guardian 2 is enabled but not required if Yes is selected to the question “Does the Guardian elect to name a Successor Guardian?”

13. Select an answer for the question “Agreement signed by both the Guardian(s) and a Department representative.

14. Enter a Date Signed.

Conditionally enabled and required if “Yes” is selected that the Agreement is signed by both the guardian(s) and a Department representative; otherwise disabled and grayed out; the date entered cannot be a future date; if the user selects “Yes” and enters a “Date Signed” and subsequently changes back to “No”, the Date Signed will be null and disabled.

15. Enter an Effective Date/Date of Agreement

The Effective Date/Date of Agreement is not required.

16. Enter an amount in the Basic Subsidy Amount field.

17. Enter an amount in the Enhanced Subsidy Amount field, if applicable.

The Agreement amount field is system derived, disabled and grayed out, and is calculated as the sum of the Basic Subsidy and Enhanced Subsidy Amount fields.

18. Enter an amount in the Legal Cost field, if applicable.

19. Enter an amount in the Travel Expenses field, if applicable.

20. Enter an amount in the Other field, if applicable.

21. Enter text in the "If Other, Explain" text field, if applicable.

This field is enabled and required if an amount is entered into the Other field.

The Total Projected Cost field will have an associated dollar amount field that is system derived, disabled and grayed out. It is system derived and calculated as a total of the following fields: Agreement Amount (this is derived based on totaling the Basic Subsidy Amount and Enhanced Subsidy Amount); Legal Cost; Travel Expenses; and Other.

22. Click the Upload Image hyperlink to upload an image.


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The hyperlink in the Actions group box at the top right of the page labeled Upload Image conditionally displays once the GAA page has been saved for the first time and Upload Image will NOT display if the page is launched in View Only mode;

Once at least 1 image has been uploaded to the GAA page another hyperlink labeled View Attached Images will display beneath the Upload Image hyperlink which is always displayed. Clicking the View Attached Images hyperlink launches the Image History pop-up page.

23. Click the Guardianship Assistance Agreement hyperlink to launch the GAA notification.

24. Click Save.

25. Click Close.

To Terminate a Guardianship Assistance Agreement (GAA) Page 1. Select an appropriate value in the Termination Reason drop-down. 2. Enter a date in the Termination Date field.

Date cannot be before the service end date.

3. Click Save

When terminated for the Termination Reason of Change in Successor is selected, all information from the GAA that was terminated for Reason = Change in Successor copies into the new GAA. The Effective Date/ Date of Agreement, Date Signed, Successor Guardian Question, Successor Guardian 1 and 2, Termination Reason and Termination Date are not copied.

For the Reason Agreement Terminated drop-down, for the following values the system automatically generates a new GAA for the child: Change in the election of EGAA; Change in Subsidy Amount. All information from the GAA that was terminated copies into the new GAA. The Effective Date/ Date of Agreement, Date Signed, Termination Reason and Termination Date are not copied.

When terminated for the Termination Reason of Entering Extended GAP, all fields from the GAA copy over to the EGAA. The Effective Date/ Date of Agreement, Date Signed, Termination Reason and Termination Date are not copied.

When terminated for the Termination Reason of Transfer to Successor Guardian All information from the GAA that was terminated for Reason = Transfer to Successor should copy into the new GAA. The Effective Date/ Date of Agreement, Date Signed, selected Provider, Successor Guardian Question, Successor Guardian 1 and 2, Termination Reason and Termination Date should not be copied.

When Termination Reason is any of the following, FSFN will validate upon Save that there is NOT an open Service where the Service Category is Guardianship:

o Child Age 18


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o Child Deceased o Guardian No Longer Legally Responsible o Created in Error o Guardian No Longer Providing Support o Entering Adoption Assistance Agreement o Guardian Requested Termination.

About Extension of Guardianship Assistance Agreement (EGAA) page The Extended Guardianship Assistance Agreement (EGAA) page, once created, can be accessed by expanding the Guardianship Assistance Program Icon within the Case Icon. . It can also be accessed by selecting Guardianship Assistance from the center drop-down on Case Book or Person Book, and then selecting the appropriate EGAA hyperlink. The hyperlink will display as Extended Guardianship Assistance Agreement, then displays the Effective Date/ Date of Agreement and include the Participant Name as Last Name Suffix, First Name Middle Name. If multiple pages exist in a single case, the hyperlinks will display in alphabetical order by Last Name, then First Name. When clicked, the hyperlink launches the EGAA page for the selected person. When accessed from Search, the page displays in View Only mode. The most recent completed, non-terminated EGAA page for the child is also accessible by clicking the Extended Guardianship Assistance Agreement hyperlink on the child’s GAP page. In addition, the most recent EGAA page can be accessed by clicking the Extended Guardianship Assistance Agreement hyperlink on the Young Adult’s Independent Living page. To create an Extended Guardianship Assistance Agreement page, access Create Case work, select Extension of Guardianship Assistance Agreement from the Guardianship Assistance drop-down, select a Case and a Person, and click Create. The EGAA page can also be created by selecting Guardianship Assistance Agreement from the Participant Actions group box on Case Book, which launches the Create Case Work page.

Key Tasks

To access the Extended of Guardianship Assistance Agreement (EGAA) page 1. From the Desktop, expand the Case Folder icon.


3. Click on the applicable Extended Guardianship Assistance Agreement hyperlink.

4. The Extended Guardianship Assistance Agreement page displays.


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5. To document the Extended Guardianship Assistance Agreement page complete all required

fields.

6. To the right of the Provider Name field, click the Search hyperlink.

7. The Provider Search page displays.

8. Enter additional Provider data in Search Criteria group box, if applicable.

The Providers Returned group box displays all applicable results.

9. Select the radio button next to the appropriate provider.

10. Click Continue.

11. You return to the Extended Guardianship Assistance Agreement page and the provider's name and number pre-fills to the Provider Name field.

12. Select an answer for the question “Agreement signed by Young Adult, Guardian(s) and a Department representative.

13. Enter a Date Signed.

Conditionally enabled and required if “Yes” is selected that the Agreement is signed; otherwise disabled and grayed out; the date entered cannot be a future date; if the user selects “Yes” and enters a “Date Signed” and subsequently changes back to “No”, the Date Signed will be null and disabled.

14. Enter an Effective Date/Date of Agreement

15. Enter an amount in the Basic Subsidy Amount field.

16. Enter an amount in the Enhanced Subsidy Amount field, if applicable.

The Agreement amount field is system derived, disabled and grayed out, and is calculated as the sum of the Basic Subsidy and Enhanced Subsidy Amount fields.

17. Click the Upload Image hyperlink to upload an image.

http://scflzd111:15001/flsacwis/cm/cm12/webhelp/fsfn_help/Search_Provider_Organization.htm


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The hyperlink in the Actions group box at the top right of the page labeled Upload Image conditionally displays once the EGAA page has been saved for the first time and Upload Image will NOT display if the page is launched in View Only mode;

Once at least 1 image has been uploaded to the EGAA page another hyperlink labeled View Attached Images will display beneath the Upload Image hyperlink which is always displayed. Clicking the View Attached Images hyperlink launches the Image History pop-up page.

18. Click the Extended Guardianship Assistance Agreement hyperlink to launch the EGAA notification.

19. Click Save.

20. Click Close.

To Terminate an Extended Guardianship Assistance Agreement (EGAA) Page 1. Select an appropriate value in the Termination Reason drop-down. Enter a date in the

Termination Date field.

Date cannot be before the service end date.

2. Click Save.

When terminated for the Termination Reason of Change in Successor is selected, all information from the GAA that was terminated for Reason = Change in Successor copies into the new GAA. The Effective Date/ Date of Agreement, Date Signed, Successor Guardian Question, Successor Guardian 1 and 2, Termination Reason and Termination Date are not copied.

For the Reason Agreement Terminated drop-down, for the following values the system automatically generates a new GAA for the child: Change in the election of EGAA; Change in Subsidy Amount. All information from the GAA that was terminated copies into the new GAA. The Effective Date/ Date of Agreement, Date Signed, Termination Reason and Termination Date are not copied.

When terminated for the Termination Reason of Entering Extended GAP, all fields from the GAA copy over to the EGAA. The Effective Date/ Date of Agreement, Date Signed, Termination Reason and Termination Date are not copied.

When terminated for the Termination Reason of Transfer to Successor Guardian All information from the GAA that was terminated for Reason = Transfer to Successor should copy into the new GAA. The Effective Date/ Date of Agreement, Date Signed, selected Provider, Successor Guardian Question, Successor Guardian 1 and 2, Termination Reason and Termination Date should not be copied.

When Termination Reason is any of the following, FSFN will validate upon Save that there is NOT an open Service where the Service Category is Guardianship:


April 03, 2020 of 23

o Change in Subsidy Amount o Created in Error o Guardian No Longer Legally Responsible o Guardian No Longer Providing Support o Guardian Requested Termination o Young Adult Deceased o Young Adult 21

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