Exhibit J - PSSF Salesforce Mandatory Fields.pdf
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- Solicitation number
- RFP QAAA 2026000215 1
- Issued by
- Colorado
About this file
This document is an exhibit detailing mandatory data entry fields for the CDEC Salesforce Database used by the Promoting Safe and Stable Families (PSSF) Program. The exhibit outlines the required demographic and service information that must be entered into the system, organized by data entry step. Required fields are marked with red asterisks and include household account information such as primary caregiver last name, phone number, county served, and number of adults and children. Contact record requirements mandate collection of first name, last name, gender, birthdate, race/ethnicity, Hispanic/Latinx status, tribal member status, and primary spoken language for both the primary caregiver and at least one child in the household. New PSSF client cases must include case start date, record type verification, status, and household connection information. The system requires completion of a Data System Consent Form prior to entering family information, with worker or supervisor attestation and signature.
Additional mandatory activities within the Salesforce system include CFSA 2.0 assessments for families receiving intensive case management or meeting specific service thresholds, with evaluation date and assessment type required fields. PSSF case activities must document services provided with mandatory start date, service category selection, individual receiving service identification, and service closure reason when applicable. Goal setting activities require goal name and goal setting topic documentation. The document notes that while only certain fields are designated as mandatory, best practice recommends completing as much information as possible, and acknowledges that field requirements and mandatory designations may change with system updates. Resource referrals, flex funding, and client case closure procedures are also outlined as optional or conditional components of the data entry requirements.
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Exhibit J - PSSF Salesforce Mandatory Fields
The data required to be entered into the CDEC Salesforce Database for the PSSF Program is mainly around demographic information of the family members. Required information in the system is marked with a red asterisk (*), these are also highlighted in the PSSF Salesforce User Guide shared with every PSSF user. Please see the fields/information required for PSSF services documentation as outlined in your user guide, the following information is categorized by the step in which it is entered. Although there are only some required fields in the system, best practice is to fill out as much information as possible.
Please note that the fields, including the designation of being mandatory may change with updates to the system.
1. New Household Account (if one doesn't exist)
• Account Name: Last name of the primary caregiver. ("Household" will auto-populate after the entered name).
• Phone Number
• County (must be the primary county served by the agency)
• Number of Adults
• Number of Children
• Family Housing Situation
• Physical and Mailing Addresses
2. New Contact Records (Client Family/Primary Caregiver and Client/Child)
The following information is required for the Primary Caregiver (Client Family) and at least one Child (Client) in the home:
Field Primary Caregiver (Client Family)*
Child (Client)*
First Name * *
Last Name * *
Gender
* (Option to choose "Decline" or "Unknown")
* (Option to choose "Decline" or "Unknown")
Field Primary Caregiver (Client Family)*
Child (Client)*
Birthdate * *
Race/Ethnicity
* (Option to choose "Decline" or "Unknown")
* (Option to choose "Decline" or "Unknown")
Hispanic/Latinx
* (Option to choose "Decline" or "Unknown")
* (Option to choose "Decline" or "Unknown")
Tribal Member Status
* (Option to choose "Decline" or "Unknown")
* (Option to choose "Decline" or "Unknown")
Primary Spoken Language
* (Option to choose "Decline" or "Unknown"/"Other")
* (Option to choose "Decline" or "Unknown"/"Other")
While not marked with an asterisk, the guide instructs that this information must be verified, accurate, and complete for both the Primary Caregiver and at least one child.3.
New PSSF Client Case – Must complete the household information and connect the new client case to the either newly created or existing household account
• Case Start Date: When the case was initiated or an intake was completed.
• Record Type: Must be verified as "PSSF Case".
• Status (Defaults to "Active").
• Household (Should be auto-populated).
• Site (Should be auto-populated).
• County (Should be auto-populated).
• Supervisor (Should be auto-populated).
4. PSSF Case Activities: Data System Consent Form
This form must be completed before entering family information into the system. Form with approval should be kept as back up documentation.
• Evaluation/Assessment Name (Enter "Data System Consent").
• Worker/Supervisor checks the box: "I attest client read and signed the consent."
• Worker or Supervisor Signature.
• Date Consent Received.
5. PSSF Client Case Activities: CFSA 2.0 Assessments
Required for families participating in intensive case management or meeting other specific criteria (e.g., 6+ hours of services in 3 months).
• Evaluation Date*
• Assessment* (Select “Baseline,” “Follow-Up,” or “Post”)
• Form Status (Select "Submitted" or "In progress")
• Parts A and B (All collected information; required by the system)
• Part C (Relevant fields are expected to be completed).
6. PSSF Case Activities: PSSF Services
• Service Provided
• Start Date*
• Service Category* (Select from Adoption Support, Family Preservation Services, Family Support Services, or Time-Limited Reunification Services).
• Individual Receiving Service*
• Activities connected to the service, for example individual visits with the family receiving services, parenting class sessions, or goal setting discussions.
• End Date (When ending services)
• Service Closure Reason (Required when an End Date is entered).
7. PSSF Case Activities: Goal Setting
• Goal Name* (E.g., Secure affordable housing, gain steady employment, identify child care).
• Goal Setting Topic* (Describe in "Other" field if "Other" is chosen).
8. PSSF Case Activities: Resource Referrals (Optional)
• Referral Type
9. PSSF Case Activities: Flex Funding (Optional, and all fields are optional)
10. PSSF Case Activities: Client Case Closure
• Change Status to closed (all active services must first be closed)
• Case Closure section: Date of Closure, Reason for Closure
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