Attachment_G.xlsx
XLSX spreadsheet 164 KB Posted
- Attached to
- Comprehensive Child Welfare Information System
- Solicitation number
- 2000018525
- Issued by
- Ramsey County, Minnesota
About this file
This is a Functional Requirements Traceability Matrix (RTM) document for Minnesota's Department of Information Technology Services (MNIT) and Department of Children, Youth, and Families (DCYF) Comprehensive Child Welfare Information System (CCWIS) project. The RTM establishes detailed functional requirements across ten major categories: General (FR1), Intake and Screening (FR2), Investigation and Assessment (FR3), Case Management (FR4), Indian Child Welfare Act compliance (FR5), Administration (FR6), Fiscal and Title IV-E (FR7), State Permanency (FR8), Foster Care Licensing (FR9), and Prevention Responder (FR10). Respondents must indicate how their proposed solution will meet each requirement using standardized response codes: O (Out of the Box), C (Configuration), D (Customization), T (Third Party Product), or N (Not Available). For responses coded D, T, or N, vendors must provide detailed explanations in the Responder Notes column. The document encompasses 156 detailed requirements across the first four categories alone, addressing user experience, search and productivity, identifier governance, document management, authentication and access controls, audit and compliance functions, participant search and matching, federal reporting, cross-module workflows, and specialized functionality for child welfare case management including intake processing, investigation documentation, safety planning, permanency tracking, and post-permanency services.
The RTM serves as both a requirements specification and a vendor response mechanism, requiring submission as a completed Microsoft Excel file as part of the RFP response. The requirements reflect Minnesota's modernization goals to replace the Social Services Information System (SSIS) child welfare components with a system that reduces administrative burden, improves data quality, enables partner system exchanges, and respects Tribal sovereignty and local practice variation. The document establishes comprehensive functional expectations for handling child maltreatment reports, investigations, foster care placements, adoption assistance programs (Northstar), court-related documentation, federal reporting obligations including NCANDS and AFCARS submissions, and integrated support for multiple child welfare programs including Children's Mental Health services and kinship assistance. The requirements mandate advanced capabilities such as artificial intelligence-assisted documentation and summaries, mobile field accessibility, real-time collaborative family engagement, sophisticated safety and risk assessment tools, and extensive audit trail and compliance tracking mechanisms to support federal and state oversight.
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| File | Type | Posted |
|---|---|---|
| Attachment_J.xlsx | XLSX spreadsheet | |
| Sample_Contract.docx | DOCX document | |
| Attachment_E.docx | DOCX document | |
| Attachment_N.docx | DOCX document | |
| CCWISRFP.pdf | ||
| Comprehensive_Child_Welfare_Information_System.pdf | ||
| Attachment_K.docx | DOCX document | |
| Attachment_B.docx | DOCX document | |
| Attachment_F.docx | DOCX document | |
| Attachment_L.docx | DOCX document | |
| Attachment_M.docx | DOCX document | |
| Attachment_C.xlsx | XLSX spreadsheet | |
| Attachment_H.xlsx | XLSX spreadsheet | |
| Attachment_I.xlsx | XLSX spreadsheet | |
| Exhibit_A_Supplement_1_Prevailing_Wage_Rates.pdf | ||
| Attachment_O.docx | DOCX document | |
| Attachment_D.pdf | ||
| Attachment_A.docx | DOCX document |
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Text version
Introduction Attachment G: Functional Requirements Traceability Matrix (RTM)
| Introduction |
| This document captures the Functional Requirements for the DCYF's CCWIS Project. |
The Functional Requirements document contains the following sections:
1) Introduction
2) Instructions
3) Functional Requirements
Within this document, the requirements are categorized by area as detailed below. Each category has its own tab in this workbook.
| ID | CCWIS Functional Requirements Section Titles |
| FR | Functional Requirement Section |
| FR1 | General |
| FR2 | Intake and Screening |
| FR3 | Investigation and Assessment |
| FR4 | Case Management |
| FR5 | Indian Child Welfare Act (ICWA), |
Minnesota Indian Family Preservation Act (MIFPA), and Minnesota African American Family Preservation and Child Welfare Disproportionality Act (MAAFPCWDA)
| FR6 | Administration |
| FR7 | Fiscal and Title IV-E |
| FR8 | State Permanency |
| FR9 | Foster Care Licensing |
| FR10 | Prevention |
Responder Instructions
| Responder Instructions |
| This workbook contains Requirements for the CCWIS system. The response codes below should be used by Responders to indicate the fit of its solution to the State Requirements specified in this workbook. |
This attachment should be completed and submitted as an MS Excel file as part of the response to this RFP.
| Responses | Definition |
| Response Code: O, C, D, T, N -- How will this Functional Requirement be met by your solution? | Indicate how the requirement will be met by selecting either: |
O= Out of the Box, C = Configuration, D = Customization, T = Third Party Product, N = Not Available
| O = Out of the Box. The Requirement will be met by leveraging existing out of the box application functionality available through the Responder's existing solution to meet DCYF's requirements. Hard coded, static, not configurable. | |
| C = Configuration. Configuration means the activation, arrangement or adjustment of software features and functionality that is part of the normal set-up of the software, such as establishing parameters, fields, and workflows. | |
| D = Customization. Customization means a change or addition to software program code to update the default capabilities or extend or modify existing features and functionality. | |
| T = Third Party Product. The Requirement will be met by commercially available third party software. The Vendor will integrate these third party products into their proposed CCWIS solution architecture. In the Vendor Response column, indicate the name of the proposed third party software vendors and products and indicate its compliance with DCYF's technology or architecture standards. | |
| N = Not Available. Requirement cannot be met at this time. Please note any future planned enhancements and date of release. | |
| Responder Notes, applicable for responses D, T, and N | If the Response Code is "D" "T" or "N" the Responder should provide an explanation. |
FR1-General
| Req # | Requirement Subcategory | Requirement Description | Response Code | |
| (O,C,D,T,N) | Responder Notes |
(for responses D, T, and N)
| FR1.1 | User Experience, Search & Productivity | Provide embedded training, contextual guidance, searchable help content, and integration with help desk or ticketing capabilities to support users within workflow. |
| FR1.2 | User Experience, Search & Productivity | Provide a modern search capability that allows Authorized Users to locate information across structured and unstructured System data, including records, documents, narratives, notes, forms, attachments, and other searchable content, based on State-defined permissions, confidentiality rules, and access restrictions. |
| FR1.3 | User Experience, Search & Productivity | Provide search capabilities for business organizations and collaterals that support configurable filters, partial and phonetic matching, sorting, and reuse of selected results within a single search experience. |
| FR1.4 | User Experience, Search & Productivity | Provide Authorized Users with efficient search and selection capabilities for maintained code sets and ensure current code values are available in accordance with State updates. |
| FR1.5 | User Experience, Search & Productivity | Allow Authorized Users to create, update, auto-populate, edit, store, generate, and distribute genograms that visually represent family structure and relationships within the case record, including the ability to add non-participants and produce output in accordance with State-defined business rules. |
| FR1.6 | User Experience, Search & Productivity | Provide Authorized Users with the ability to identify the appropriate local agency and law enforcement jurisdiction for a given address. |
| FR1.7 | User Experience, Search & Productivity | Provide a closing summary function that captures final disposition, outcomes, and key case details according to State-defined business rules. |
| FR1.8 | User Experience, Search & Productivity | Allow Authorized Users to add names to a user-managed dictionary so recognized names are not flagged as spelling errors. |
| FR1.9 | User Experience, Search & Productivity | Display the status and progress of items submitted to the State through System-supported submission mechanisms, including confirmation of receipt and any associated State-provided notes, to allow Authorized Users to track review and processing outcomes within the System. |
| FR1.10 | User Experience, Search & Productivity | Provide a user-friendly data viewing interface with descriptive labels and human-readable identifiers displayed alongside or in place of System-generated IDs. |
| FR1.11 | User Experience, Search & Productivity | Provide configurable dashboard, home page, and display views that persist user-defined layout, content, and permitted presentation preferences, including configurable appearance settings for narrative fields (e.g. text size, spacing, or formatting), in accordance with State-defined business rules and user permissions. |
| FR1.12 | User Experience, Search & Productivity | Provide spell-check, rich-text authoring, and State-configured documentation assistance across applicable narrative, form, plan, and document entry areas, including automatic review during entry when configured, in accordance with State-defined business rules and accessibility requirements. |
| FR1.13 | User Experience, Search & Productivity | Display narrative text in a clear and readable manner that supports efficient review and understanding by Authorized Users. |
| FR1.14 | User Experience, Search & Productivity | Provide appointment and scheduling capabilities for Authorized Users, including integration with local agency calendaring tools in accordance with State-defined business rules. |
| FR1.15 | User Experience, Search & Productivity | Ensure consistent identification of children across State and local agency systems by maintaining synchronized or unified child identifiers to support post-permanency processing. |
| FR1.16 | User Experience, Search & Productivity | Allow Authorized Users to make adjustments to verified data in accordance with State-defined business rules without requiring assistance from the Helpdesk. |
| FR1.17 | User Experience, Search & Productivity | Provide lookup and selection capabilities for Tribal contacts in accordance with State-defined business rules. |
| FR1.18 | Identifier Governance & Duplicate Resolution | Automatically resolve identifier mappings for front-end data views and enable users to search and retrieve data without requiring knowledge of database table names or technical structures. |
| FR1.19 | Identifier Governance & Duplicate Resolution | Automatically detect and monitor potential duplicate information during data entry and over time, flag duplicates for review, and allow Authorized Users to identify, route, and resolve duplicates, including participants, addresses, contact information, relationships, referrals, and other case data, in accordance with State-defined business rules. |
| FR1.20 | Identifier Governance & Duplicate Resolution | Identify potential duplicate child identifier records. |
| FR1.21 | Identifier Governance & Duplicate Resolution | Integrate with the State-designated identity management framework or authoritative identity service to support person and address matching, reduce duplicate identities, and synchronize identity updates across connected systems in accordance with State-defined business rules. |
| FR1.22 | Identifier Governance & Duplicate Resolution | Support identification, flagging, and resolution of duplicate child identifiers across local agency and State systems and preserve an audit history of any identifier corrections. |
| FR1.23 | Identifier Governance & Duplicate Resolution | Allow Authorized Users to designate the authoritative child identifier for payment processing. |
| FR1.24 | Document, Notice & Communication Services | Maintain a centralized enterprise document repository that allows Authorized Users to generate, upload, attach, store, retrieve, and reuse documents, images, signed forms, appointment-related records, school-related materials, and other case-related documentation across functional areas and case records without reliance on external platforms. |
| FR1.25 | Document, Notice & Communication Services | Allow Authorized Users to upload multiple files in supported formats, retain file and attachment metadata, and reliably display stored attachments within the record. |
| FR1.26 | Document, Notice & Communication Services | Reuse and auto-populate document and case content across records, forms, children, siblings, and household relationships, and allow shared information to be updated, applied or carried forward in accordance with State-defined business rules. |
| FR1.27 | Document, Notice & Communication Services | Allow Authorized Users to create documentation using supported voice-to-text and handwritten input methods, including capture through supported devices, and convert that content into searchable text that is stored within the case record. |
| FR1.28 | Document, Notice & Communication Services | Provide integrated, permission-based document access that allows Authorized Users to locate and retrieve documents through keyword and metadata search, view documents within a single interface, and access documents statewide in accordance with role-based access and State-defined business rules. |
| FR1.29 | Document, Notice & Communication Services | Support electronic signatures, handwritten signatures, supervisor sign-off, and role-based multi-user approvals on required forms and case documentation, including capture in the field and association of signatures and approvals with the applicable case record and documentation. |
| FR1.30 | Document, Notice & Communication Services | Support secure external interfaces, data exchange, and portal capabilities that allow Authorized Users and approved external parties to submit, receive, review, view, retrieve, and exchange approved case information, case documents, records, forms, court data, provider information, and other authorized content with external systems and partners through configurable integrations, role-based access, and applicable security controls. |
| FR1.31 | Document, Notice & Communication Services | Allow Authorized Users to create a single documentation entry or time entry and apply it to multiple selected cases or clients when the activity relates to more than one case, while maintaining appropriate association and visibility within each applicable case record to reduce repetitive data entry. |
| FR1.32 | Document, Notice & Communication Services | Allow Authorized Users to record case-related interactions, with appropriate consent, and generate and modify Artificial Intelligence (AI)-assisted case notes based on those recordings. |
| FR1.33 | Document, Notice & Communication Services | Support efficient time entry and time recording by allowing Authorized Users to document work activities with sufficient detail and accuracy, separate time notes from substantive case notes, reduce unnecessary steps, and enter recurring time records when applicable. |
| FR1.34 | Document, Notice & Communication Services | Allow Authorized Users to import email messages and associated attachments and associate them with the appropriate case, person, provider, service, document, or other record so the information is retained, searchable, and available according to State-defined business rules, role-based access, and retention requirements. |
| FR1.35 | Document, Notice & Communication Services | Validate Social Security numbers entered or submitted by local agency users or caregivers, including format and completeness checks when provided, and support individuals without Social Security numbers by allowing alternative identifiers and flagging discrepancies or missing information without preventing processing. |
| FR1.36 | Document, Notice & Communication Services | Generate and manage notices and correspondence based on State-defined business rules, including configurable templates, auto-population, editing, spell check, electronic signature support, reuse, accurate rendering, repository storage, mail and electronic distribution, and tracking of send status, delivery status, and available confirmation or acknowledgment indicators for authorized recipients. |
| FR1.37 | Document, Notice & Communication Services | Provide Authorized Users with an integrated in/out board to document field visit status and expected return times using client initials without enabling continuous tracking. |
| FR1.38 | Document, Notice & Communication Services | Track receipt, routing, assignment, status, and follow-up actions for incoming and generated documents across applicable workflows, including court-related documents when configured, in accordance with State-defined routing rules, role-based access, and audit requirements. |
| FR1.39 | Document, Notice & Communication Services | Allow Authorized Users to generate summaries of case information, lengthy documentation, and narrative content to support review, understanding, and downstream use. |
| FR1.40 | Document, Notice & Communication Services | Support draft save and resume, crash recovery, stable performance during lengthy documentation, and concurrency controls for shared editing to preserve usability and data integrity. |
| FR1.41 | Document, Notice & Communication Services | Allow Authorized Users to complete forms in supported languages, as defined by the State, and generate an English version of submitted information for staff review and printing. |
| FR1.42 | Document, Notice & Communication Services | Allow Authorized Users to assemble electronic, compliance-ready documentation sets for audits and federal reviews. |
| FR1.43 | Document, Notice & Communication Services | Provide Authorized Users with a consolidated, in-context view of key case, participant, and staffing information that supports concurrent review and documentation without unnecessary navigation and allows related information to load efficiently while work continues. |
| FR1.44 | Document, Notice & Communication Services | Provide Authorized Users with contextual links to Help Me Connect or other State-defined referral resources from referral-related functionality throughout the System to support identification of available services, providers, and community resources when creating, updating, or managing referrals. |
| FR1.45 | Cross-Module Workflow & Documentation | Provide task alerts, reminders, and notifications; allow Authorized Users to manage and resolve those alerts; and suppress reminders for closed cases or records in accordance with State-defined business rules. |
| FR1.46 | Cross-Module Workflow & Documentation | Support internal secure messaging and email-based communication within workflow, including use of spell check, voice to text, stored contacts, and retain communication history within the record in accordance with State-defined business rules. |
| FR1.47 | Cross-Module Workflow & Documentation | Provide Authorized Users with a guided, standardized workflow experience that uses stage-based timelines, calendars, checklists, prompts, structured documentation areas, dynamic workflow guidance, and notifications to identify required actions, documents, due dates, selections, and missing information in accordance with State-defined business rules and program requirements. |
| FR1.48 | Cross-Module Workflow & Documentation | Provide Authorized Users with role-based access to consolidated current and historical case involvement information across applicable State and local agency records, including case summaries, chronological history, and prior involvement indicators, in accordance with confidentiality and State-defined business rules. |
| FR1.49 | Cross-Module Workflow & Documentation | Identify and display the source location of auto-populated information used in forms, plans, notices, correspondence, reports, and other generated content, and allow Authorized Users to navigate to the source data when permitted to support review and correction in accordance with State-defined business rules. |
| FR1.50 | Cross-Module Workflow & Documentation | Provide System-guided workflow progression, required document checklists, due and expiring documentation alerts, visibility into closure and cleanup requirements, validation hard stops where required, and navigation support to support completion of closure and related activities in accordance with State-defined business rules. |
| FR1.51 | Cross-Module Workflow & Documentation | Provide Authorized Users with an indicator or alert showing when specific case information is available for law enforcement through System-managed data sharing or exchange mechanisms, based on State-defined access and confidentiality rules, to support informing families in accordance with policy and practice expectations. |
| FR1.52 | Cross-Module Workflow & Documentation | Support creation, documentation, transmission, tracking, receipt confirmation, and lifecycle visibility for referrals to internal programs, external providers, other agencies, and other jurisdictions across applicable workflows, in accordance with State-defined business rules, role-based access, and confidentiality requirements. |
| FR1.53 | Cross-Module Workflow & Documentation | Allow Authorized Users to assign, reassign, track ownership of, and view assigned cases, inquiries, work items, and tasks across applicable workflows based on State-defined roles, workload, availability, organizational structure, and State-defined business rules. |
| FR1.54 | Cross-Module Workflow & Documentation | Provide built-in tracking and note-taking capabilities that allow Authorized Users to document, manage, and reference case-related information within the System without relying on external spreadsheets, handwritten notes, or other external tracking tools, in accordance with State-defined business rules and role-based access. |
| FR1.55 | Cross-Module Workflow & Documentation | Provide safety alerts in accordance with State-defined business rules. |
| FR1.56 | Authentication, Identity & Access Control | Provide unified authentication capabilities, including password management and password reset. |
| FR1.57 | Authentication, Identity & Access Control | Apply configurable, granular access controls to sensitive information, documents, and data elements, including Tribal data, medical, behavioral health, and substance use disorder data, based on role, case involvement, and applicable privacy requirements, and support restricted visibility, masking, classification, tagging, controlled handling, and auditability in accordance with State-defined business rules and confidentiality requirements. |
| FR1.58 | Audit, Security & Compliance | Apply State-defined redaction rules to documents and records, preserve unredacted versions for authorized access, and retain audit history of redaction actions in accordance with confidentiality, privacy, retention, and role-based access requirements. |
| FR1.59 | Audit, Security & Compliance | Provide configurable, System-wide artificial intelligence capabilities in accordance with State-defined AI governance, privacy, security, accessibility, explainability, auditability, and human-review requirements, and allow AI-enabled functions to be enabled, disabled, or limited by role, function, and State-defined business rules. |
| FR1.60 | Audit, Security & Compliance | Maintain audit trails for access, changes, and other user activity as configured. |
| FR1.61 | Participant Search, Matching & Record Creation | Provide advanced participant search capabilities that support name variants (e.g., apostrophes, hyphenation, nicknames, phonetic matching, and alternate spellings) and improve retrieval of matching records. |
| FR1.62 | Participant Search, Matching & Record Creation | Allow Authorized Users to merge participant records created at different points in time, including pre-existing and newly created identities such as name changes, in accordance with State-defined business rules, and retain participant data history and source attribution as configured to preserve record integrity. |
| FR1.63 | Participant Search, Matching & Record Creation | Validate required participant and address data before saving, prevent saving records that are incomplete or conflicting in accordance with State-defined business rules, and provide clear error messages that explain the issue and required corrective steps. |
| FR1.64 | Participant Search, Matching & Record Creation | Maintain a shared participant and household profile that allows Authorized Users to document, preserve, and access person, household, sibling, address history, and relevant social, medical, and relationship information in a consolidated view for reuse across the case record. |
| FR1.65 | Participant Search, Matching & Record Creation | Maintain current and historical address information by preserving prior address records with effective dates rather than overwriting them, to support reference, auditability, and functions such as county of financial responsibility tracking. |
| FR1.66 | Participant Search, Matching & Record Creation | Synchronize accepted participant contact information updates across participant profiles and associated records in accordance with State-defined business rules. |
| FR1.67 | Participant Search, Matching & Record Creation | Allow Authorized Users to document, track, and access comprehensive social and medical history information associated with the person record. |
| FR1.68 | Participant Search, Matching & Record Creation | Require Authorized Users to perform a participant search before creating a new participant record and display potential matches based on identifying information, in accordance with State-defined business rules. |
| FR1.69 | Participant Search, Matching & Record Creation | Verify identity information and prevent duplicate or incorrect participant records by supporting accurate participant matching, review, and record integrity controls across the System. |
| FR1.70 | Participant Search, Matching & Record Creation | Capture, maintain, and display spoken language preference, written language preference, and interpreter need for persons across applicable records and workflows, in accordance with State-defined business rules, role-based access, and privacy requirements. |
| FR1.71 | Participant Search, Matching & Record Creation | Maintain centralized business organization records used across applicable workflows, including information needed for payment setup, provider/service association, reporting, and related processing, in accordance with State-defined business rules, role-based access, and data governance requirements. |
| FR1.72 | Participant Search, Matching & Record Creation | Import participant demographic and contact information from external systems as configured and display imported values to Authorized Users for verification before saving or applying updates, in accordance with State-defined business rules. |
| FR1.73 | Court, Exchange & Federal Reporting | Support management, validation, auditability, and submission of data used for federal child welfare reporting, compliance, and claiming activities, including National Child Abuse and Neglect Data System (NCANDS), Adoption and Foster Care Analysis and Reporting System (AFCARS), National Youth in Transition Database (NYTD), Title IV-E, Prevention, CB-496, and other applicable federal programs, by capturing and maintaining required data elements on applicable screens, applying configurable federal and State reporting logic and validation rules, preventing completion of required activities or screens when required federal data is missing according to State-defined business rules, identifying and flagging missing or non-compliant data, generating submission-ready files in required formats, and supporting error correction and resubmission processes. |
| FR1.74 | Court, Exchange & Federal Reporting | Support cross-agency notifications, communications, documentation, and appeal-related record retention for county of financial responsibility and legal responsibility determinations, including in-application communication when available, in accordance with State-defined business rules, role-based access, and court-related documentation requirements. |
| FR1.75 | Court, Exchange & Federal Reporting | Support court e-filing and court-related data exchange and provide prompts, notifications, and petition request capabilities to create, transmit, track, and retain filing status in accordance with State-defined business rules. |
| FR1.76 | Court, Exchange & Federal Reporting | Support secure, configurable integration with external enterprise, ancillary, and legacy systems through System-managed interface mechanisms, such as Application Programming Interface (API)-based, nightly download or extract, live connection, direct web service call, batch, or file exchange, including authentication, encryption, and local security controls, so that relevant information can be exchanged and reused within workflow without requiring Authorized Users to re-enter data or navigate between systems, in accordance with State-defined standards and business rules. |
| FR1.77 | Court, Exchange & Federal Reporting | Provide a standardized ancillary-System connection framework for local agency systems and modernization efforts, including approved interface methods, security expectations, data exchange patterns, and implementation standards for reusable integration design. |
| FR1.78 | Court, Exchange & Federal Reporting | Retrieve and display court custody and termination of parental rights information and provide warnings when related values are missing, inconsistent, or potentially conflicting, in accordance with State-defined business rules. |
| FR1.79 | Reporting, Queries & Data Extracts | Allow Authorized Users to define, filter, and execute user-driven reports and data extracts across functional areas, including participants, cases, providers, services, eligibility, time records, and fiscal data, with the ability to select, filter, combine, view, sort, and extract data elements in accordance with role-based access and State-defined business rules, and provide State-defined staff time summary reports for fiscal workers across included program areas. |
| FR1.80 | Reporting, Queries & Data Extracts | Automatically populate and reuse shared data across the System so that Authorized Users can enter information once, have it available where needed in forms, participant records, plans, and reporting-related activities, and ensure generated documents and downstream artifacts are updated when underlying source information changes. |
| FR1.81 | Reporting, Queries & Data Extracts | Support cross-agency payment and reporting processes that allow another agency to be identified as the payee while retaining reference to the service provider delivering the placement or service, in accordance with State-defined business rules, financial responsibility rules, and reporting requirements. |
| FR1.82 | Reporting, Queries & Data Extracts | Provide dashboards for Special Studies and related error monitoring. |
| FR1.83 | Reporting, Queries & Data Extracts | Provide case summary and synopsis views and chronological case history with filtering, and allow Authorized Users to print or export those summaries and chronology views as configured. |
FR2-Intake & Screening
| Req # | Requirement Subcategory | Requirement Description | Response Code | |
| (O,C,D,T,N) | Responder Notes |
(for responses D, T, and N)
| FR2.1 | Documentation, Attachments & Workflow Support | Allow Authorized Users to capture narrative information and identifying data directly within the Intake Module, eliminating reliance on external tools. |
| FR2.2 | Documentation, Attachments & Workflow Support | Store professional collateral and mandated reporter information entered during intake and allow Authorized Users to reuse that information in future intakes without requiring duplicate entry, in accordance with State-defined business rules. |
| FR2.3 | Documentation, Attachments & Workflow Support | Allow Authorized Users to generate mandated reporter letters that include one or more children associated with an intake or report. |
| FR2.4 | Documentation, Attachments & Workflow Support | Allow Authorized Users to generate and electronically send disposition letters to reporters via email when an email address is collected at intake. |
| FR2.5 | Documentation, Attachments & Workflow Support | Provide configurable dashboards that display intake records, participant information, and case indicators in a clear, user‑friendly format. |
| FR2.6 | Documentation, Attachments & Workflow Support | Include pre-submission screening logic for the online reporting capability that identifies situations requiring immediate or emergency response and directs reporters to contact the local agency or emergency services when online submission is not appropriate. |
| FR2.7 | Documentation, Attachments & Workflow Support | Support restricted access to historical identity information for Authorized Users assessing intakes related to children previously under the Commissioner’s care, in accordance with role-based access and statutory requirements. |
| FR2.8 | Documentation, Attachments & Workflow Support | Integrate collateral and business organization information into disposition and reporting workflows, ensuring consistency across intake and law enforcement reports. |
| FR2.9 | Documentation, Attachments & Workflow Support | Integrate online reports directly into the intake workflow, ensuring submitted reports are available to Authorized Users for screening, prioritization, and disposition without manual re-entry. |
| FR2.10 | Documentation, Attachments & Workflow Support | Support documentation of uncertain, temporary, or multiple locations associated with an intake (e.g., school, relative home, unknown location), including the ability to update location information as details become available. |
| FR2.11 | Documentation, Attachments & Workflow Support | Support receipt, intake association, storage, and worker review of a 72-hour report of birth to a minor, including integration or electronic receipt from hospitals when available and the ability to attach, summarize, and track the notice within intake workflows according to State-defined business rules. |
| FR2.12 | Documentation, Attachments & Workflow Support | Allow Authorized Users to view prior intake, incident, and facility‑related history without requiring manual re‑entry of information. |
| FR2.13 | Documentation, Attachments & Workflow Support | Retain historical track‑change information, including date, time, and Authorized User attribution, to support auditability and transparency. |
| FR2.14 | Documentation, Attachments & Workflow Support | Allow Authorized Users to navigate away from allegation entry without losing work in progress, ensuring workflow stability. |
| FR2.15 | Documentation, Attachments & Workflow Support | Prompt Authorized Users to collect required information according to State-defined business rules, supporting consistent documentation and minimizing downstream corrections. |
| FR2.16 | Documentation, Attachments & Workflow Support | Automatically generate reporter letters for child maltreatment reports using standardized layouts and local agency‑specific letterheads. |
| FR2.17 | Documentation, Attachments & Workflow Support | Allow Authorized Users to review and edit mandated reporter letters prior to sending, including the ability to add or remove children, and generate letters in a format that is concise and easy to read. |
| FR2.18 | Documentation, Attachments & Workflow Support | Support an Online Reporting capability that allows external reporters to submit suspected child abuse or neglect information electronically, subject to State-defined business rules. |
| FR2.19 | Documentation, Attachments & Workflow Support | Support identification and documentation of reporter type, including mandated and non-mandated reporters, in accordance with State-defined business rules. |
| FR2.20 | Documentation, Attachments & Workflow Support | Maintain historical information (e.g., prior involvement with cases or reports, documented contacts and communications, roles or relationships to families, and relevant organizational or contact details) associated with business organizations and professional collaterals to support continuity and informed use when personnel change. |
| FR2.21 | Documentation, Attachments & Workflow Support | Allow Authorized Users to enter collateral information within a single consolidated page, minimizing navigation across multiple tabs. |
| FR2.22 | Documentation, Attachments & Workflow Support | Auto‑populate required 24‑hour response fields using background data (e.g., Termination of Parental Rights (TPR) information, court/health data) to reduce manual entry. |
| FR2.23 | Allegations & Maltreatment Screening | Prompt Authorized Users to capture all required allegation, victim, offender, reporter, and screening information and provide role- and context-aware guidance (e.g., inline field instructions, validation messages, and policy-aligned definitions) to support accurate, complete, and consistent data entry across local agencies. |
| FR2.24 | Allegations & Maltreatment Screening | Allow Authorized Users to enter screening‑related information (allegations, victim/offender, track, report details) in one consolidated location, minimizing repetitive steps. |
| FR2.25 | Allegations & Maltreatment Screening | Display participant flags and case‑type indicators (e.g., facility involvement, sexual abuse, protective hold, predatory offender) directly on intake and participant records according to State-defined business rules. |
| FR2.26 | Allegations & Maltreatment Screening | Allow Authorized Users to sort and filter intake records by key attributes (e.g., date, participant, allegation type, 24‑hour response status) to support efficient review. |
| FR2.27 | Allegations & Maltreatment Screening | Align allegation categories with screening criteria and display appropriate options according to State-defined business rules. |
| FR2.28 | Allegations & Maltreatment Screening | Require documentation of a child maltreatment report for intake records designated as child protection maltreatment in accordance with State-defined business rules. |
| FR2.29 | Allegations & Maltreatment Screening | Provide contextual on-screen definitions for maltreatment severity selections to support accurate and consistent documentation in accordance with State-defined business rules. |
| FR2.30 | Allegations & Maltreatment Screening | Display required data elements necessary to complete intake and intake screening processes, including child maltreatment reports when applicable, in accordance with State-defined business rules. |
| FR2.31 | Allegations & Maltreatment Screening | Provide Authorized Users with access to statewide participant records, maltreatment history, and prior assessments and investigations within a single authenticated session, subject to originating local agency restrictions and State-defined business rules. |
| FR2.32 | Allegations & Maltreatment Screening | Display statewide maltreatment history, including screened‑out reports, in a consolidated view accessible during intake. |
| FR2.33 | Allegations & Maltreatment Screening | Allow Authorized Users to manage multiple allegations for multiple victims and offenders without requiring repetitive entry, including the ability to apply a single allegation or subcategory to multiple selected children simultaneously. |
| FR2.34 | Allegations & Maltreatment Screening | Automatically generate participant flags based on verified information (e.g., predatory offender status, past maltreatment determinations, voluntary/involuntary TPR, custody information) without requiring manual entry. |
| FR2.35 | Allegations & Maltreatment Screening | Allow Authorized Users to configure and maintain allegation types and associated data elements, including the ability to add, modify, and retire allegation types in response to statute or policy changes, without requiring vendor code changes, and in alignment with State-defined policies and guidelines. |
| FR2.36 | Allegations & Maltreatment Screening | Align 24‑hour response triggers with maltreatment guidelines and automatically apply required response rules when allegations meet criteria. |
| FR2.37 | Routing, Assignment & Notifications | Allow Authorized Users to generate and manage referrals to other agencies or service providers directly from intake records, ensuring referral details are captured and tracked. |
| FR2.38 | Routing, Assignment & Notifications | Notify receiving agencies or providers of referrals electronically and record confirmation of receipt when available. |
| FR2.39 | Routing, Assignment & Notifications | Ensure referral and track‑change information is visible across intake and case workflows, supporting continuity. |
| FR2.40 | Routing, Assignment & Notifications | Guide reporters through a structured data-collection process for the online reporting capability that captures information required for intake screening and routing according to State-defined business rules, ensuring submissions are usable within child welfare intake workflows. |
| FR2.41 | Routing, Assignment & Notifications | Generate an intake handoff summary that consolidates key screening decisions, allegations, safety concerns, reporter details, contact constraints, and outstanding questions to support effective transition to assessment and investigation. |
| FR2.42 | Routing, Assignment & Notifications | Allow Authorized Users to refer an intake from one agency to another and automatically document the date and time of the referral and require entry of a referral reason in accordance with State-defined business rules. |
| FR2.43 | Routing, Assignment & Notifications | Support configurable electronic transmission and receipt of child maltreatment reports between the Intake module and authorized external investigative entities, in accordance with jurisdictional responsibilities and State-defined business rules. |
| FR2.44 | Routing, Assignment & Notifications | Capture allegation information and details, including victims, offenders, screening decisions, and track assignments, within a single workflow that eliminates duplicate entry across multiple tabs. |
| FR2.45 | Routing, Assignment & Notifications | Allow Authorized Users to screen out a child maltreatment report based on configured eligibility criteria (e.g., age) and route applicable reports to the appropriate agency or system in accordance with State-defined business rules. |
| FR2.46 | Routing, Assignment & Notifications | Support configurable intake types and routing that accommodate current State-defined intake categories (e.g., Child Maltreatment Reports, Child Welfare service intakes, Children’s Mental Health, Developmental Disability, Adoption, Guardianship, Adolescent Services, Foster Care Licensing, Minor Parent, and related program areas) in accordance with State-defined business rules. |
| FR2.47 | Routing, Assignment & Notifications | Support a distinct Minor Parent intake and workflow, including intake creation, routing, review, service tracking, status management, and case progression according to State-defined business rules. |
| FR2.48 | Routing, Assignment & Notifications | Display descriptive identifiers, family history, and head of household to assist Authorized Users in selecting the correct case during intake assignment. |
| FR2.49 | Routing, Assignment & Notifications | Allow Authorized Users to change track assignments (e.g., Family Assessment, assessment and investigation) within intake records according to State-defined business rules, ensuring accurate case routing. |
| FR2.50 | Routing, Assignment & Notifications | Notify screening teams of case characteristics or safety alerts that require heightened attention. |
| FR2.51 | Routing, Assignment & Notifications | Prevent assignment of child protection intakes to inappropriate cases by filtering out irrelevant options and notifying Authorized Users when assignments may not align with State-defined business rules. |
| FR2.52 | Routing, Assignment & Notifications | Enforce required handoff elements prior to routing an intake to assessment and investigation, ensuring downstream staff receive complete and investigator-ready information. |
| FR2.53 | Routing, Assignment & Notifications | Provide Authorized Users with visibility into outstanding intake-related data completion requirements associated with their assigned work, in accordance with State-defined business rules. |
| FR2.54 | Routing, Assignment & Notifications | Allow Authorized Users to record intake-stage cross-reports to law enforcement, capture law enforcement responses, and associate cross-reporting information with the intake record in accordance with State-defined business rules. |
| FR2.55 | Routing, Assignment & Notifications | Allow Authorized Users to document initial report information and automatically route referrals for 24‑hour response review according to State-defined business rules. |
| FR2.56 | Routing, Assignment & Notifications | Notify Authorized Users when case risk factors require heightened attention, supporting review and action according to State-defined business rules. |
| FR2.57 | Intake Initiation & Participant Search | Allow Authorized Users to create, link, and search business organization records during intake, including the ability to associate organizations directly with an intake without requiring participant records. |
| FR2.58 | Intake Initiation & Participant Search | Allow Authorized Users to search intake records and reports, including but not limited to those associated with a reporter, victim, or associated family members. |
| FR2.59 | Intake Initiation & Participant Search | Provide consistent statewide access to Intake functionality, including core capabilities for intake creation, participant search and entry, allegation documentation, screening, and navigation; to support uniform use and experience across Authorized Users. |
| FR2.60 | Intake Initiation & Participant Search | Prevent duplicate reporter or collateral records by prompting Authorized Users when a potential match already exists. |
| FR2.61 | Intake Initiation & Participant Search | Allow Authorized Users to associate new intake reports with existing open assessments and investigations or case management records when applicable, ensuring continuity of information and avoiding duplication. |
| FR2.62 | Intake Initiation & Participant Search | Allow Authorized Users to generate statewide history reports for all participants in a case. |
| FR2.63 | Intake Capture & Reporter Information | Allow Authorized Users to view all intake records and reports associated with a specific reporter. |
| FR2.64 | Intake Capture & Reporter Information | Automatically classify reports as facility‑related when applicable (e.g., foster parent involvement) and display a dedicated facility tab identifying prior facility assessments and investigations, findings, and appeals. |
| FR2.65 | Intake Capture & Reporter Information | Prioritize and display intake records on dashboards according to State-defined business rules (e.g., response timeframes, safety indicators, and approaching or overdue due dates), with clear visual indicators (e.g., color-coding, flags, or status markers) to highlight urgent intakes for Authorized Users. |
| FR2.66 | Intake Capture & Reporter Information | Capture and display call start time, end time, call duration, and intake submission time. |
| FR2.67 | Intake Capture & Reporter Information | Allow Authorized Users to link multiple intake reports to a single incident or event when multiple callers report the same circumstances, while preserving each report as a distinct intake record. |
| FR2.68 | Intake Capture & Reporter Information | Display consolidated qualitative summaries of prior history in a dedicated history tab by pulling State-level history into intake records. |
| FR2.69 | Intake Capture & Reporter Information | Support a Birth Match process that generates an alert or intake record when configured match criteria are met and require completion of the intake and screening process in accordance with State-defined business rules. |
| FR2.70 | Intake Capture & Reporter Information | Display 24‑hour response options and indicators consistently across intake records, including visual flags and prioritized placement in intake lists. |
| FR2.71 | Intake Capture & Reporter Information | Provide a designated field for Authorized Users to record whether a 24‑hour response is required, ensuring clarity and consistency. |
| FR2.72 | Intake Capture & Reporter Information | Automatically populate the start time of assessment and investigation cases. |
| FR2.73 | Intake Capture & Reporter Information | Support accessibility standards and language options for the online reporting capability as defined by State requirements to ensure equitable access for external reporters. |
| FR2.74 | Intake Capture & Reporter Information | Restrict Birth Match reporting and analytics to data authorized for the user’s agency based on role-based access controls and State-defined business rules. |
| FR2.75 | Screening Decisioning & Response Priority | Allow identification of screening team participants for an intake, provide controlled access to intake information for those participants, and document screening decisions and associated timestamps in accordance with State-defined business rules. |
| FR2.76 | Screening Decisioning & Response Priority | Ensure case‑type and safety indicators are consistently associated with intake records and visible throughout intake workflows to support accurate screening and decision-making. |
| FR2.77 | Screening Decisioning & Response Priority | Provide simplified data‑entry methods (e.g., checkboxes for screen‑in/screen‑out decisions and allegation attributes) to reduce the number of actions required per allegation. |
| FR2.78 | Screening Decisioning & Response Priority | Provide allegation-specific guidance during allegation entry and screening, including prompts and inline instructions aligned to allegation types and applicable policies, to assist Authorized Users in applying guidelines while retaining user decision authority. |
| FR2.79 | Screening Decisioning & Response Priority | Support configurable intake screening response tracks for screened-in child protection maltreatment reports, including family assessment, facility assessments and investigations, and non-caregiver maltreatment, in accordance with State-defined business rules. |
| FR2.80 | Screening Decisioning & Response Priority | Allow Authorized Users to retrieve and view prior screening history for a participant, including screening decisions, associated allegations, involved parties, dates, and documented rationale, in a consolidated view without requiring navigation across multiple records or screens, to support informed decision-making. |
| FR2.81 | Screening Decisioning & Response Priority | Provide statewide reporting and analytics for Birth Match-related intakes, including intake counts, screening decisions, assessment outcomes, and configurable filtering options in accordance with user permissions and State-defined business rules. |
| FR2.82 | Screening Decisioning & Response Priority | Display indicators when an intake appears related to a previously reported incident within a configurable timeframe, supporting consolidation and informed screening decisions. |
| FR2.83 | Screening Decisioning & Response Priority | Allow Authorized Users to apply a single 24‑hour response decision across multiple children simultaneously. |
| FR2.84 | Specialized Intake Workflows | Support Minor Parent tracking, auditing, and associated eligibility management, including required data elements, status tracking, reporting, and audit history according to State-defined business rules. |
FR3-Investigation & Assessment
| Req # | Requirement Subcategory | Requirement Description | Response Code | |
| (O,C,D,T,N) | Responder Notes |
(for responses D, T, and N)
| FR3.1 | Investigation Documentation & Evidence | Allow Authorized Users to document and update a child’s current physical location within the case record in accordance with State-defined business rules. |
| FR3.2 | Investigation Documentation & Evidence | Allow Authorized Users to document and maintain a child’s school enrollment and attendance information within the case record in accordance with State-defined business rules. |
| FR3.3 | Investigation Documentation & Evidence | Allow Authorized Users to record cross-reports to law enforcement and capture responses. |
| FR3.4 | Investigation Documentation & Evidence | Provide on‑screen definitions for maltreatment severity selections to support accurate and consistent documentation. |
| FR3.5 | Investigation Documentation & Evidence | Allow Authorized Users to search and view applicable case information while drafting documents. |
| FR3.6 | Investigation Documentation & Evidence | Support generation of court-related documents (e.g., affidavits, petitions, and court reports) using structured assessment and investigation data and maintain finalized versions within the case record. |
| FR3.7 | Investigation Documentation & Evidence | Support mobile documentation of assessment and investigation activities, including the ability to capture notes and media during field visits and retain information securely when connectivity is limited or does not exist, in accordance with security requirements. |
| FR3.8 | Investigation Documentation & Evidence | Display assessment- and investigation-related referral documents, required foster home information, and potential duplicate referrals or services within the assessment and investigation workflow in accordance with State-defined business rules. |
| FR3.9 | Investigation Documentation & Evidence | Support emergency placement workflows by allowing Authorized Users to document placement type, caregiver information, relative or kin consideration, and required notifications at the time of removal. |
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