OneTribe CFS QuickStart Guide

OneTribe ICW Module Overview

Children Services – OneTribe QuickStart Guide

Start Menu Definitions:

People Database Location Definitions:

• Individuals List – Main list of all Tribal members, Family Members. This list is pulled from the Tribal Enrollment Database

• Intakes:

  • Participants – Any Tribal Members, Children, Relatives directly related to the intake record

  • Collateral Actor – Any people that are related to Intake information that are not direct family and most likely not be active in other intakes or cases. You normally have limited information about this type of individual. Maybe name, phone number, email.

    • Example – Witnesses, School related, Neighbor, Family friend,

  • Reporter – Person that would be a reference for the actual intake and was relevant to the reporting of the intake.

• Cases:

  • Participants – Any Tribal Members, Children, Relatives directly related to the case record

  • Collateral Actor – Any people that are related to Intake information that are not direct family and most likely not be active in other intakes or cases. You normally have limited information about this type of individual. Maybe name, phone number, email.

  • Legal Tab – Legal Actors – This is usually attorneys, judges, law enforcement, court clerk.

• Providers:

  • Household Members – Enter all household members that are not placements. Record contact and demographic information for each household member

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Adding Individuals – Any individual that will be in a case as a primary or family member should be added to the individual list first. If the person is not a family or relative, then they should be added to the collateral actors TAB.

1. Select Individuals from the Left Menu

1. Select Add Individual Button in the upper right corner.

2. Use different fields to search people database for an existing person. If you can find them in the list, then double click on their record in the grid and that will add them to CS Individual List.

1. If you do not find them – Click Create New Actor button.

2. To create a new Actor (Individual) you would complete as many fields as possible and then select the save new Actor Button.

Creating Cases- Create Cases that align with the Case format that you currently utilize in your case management. Many Case Management systems use the Court Case Number as the Case Number. They OneTribe system will automatically create the Case ID.

1. Select Cases from the Left Menu

1. Select the Add Case button in the upper right corner.

1. Put the CS Case Number for the Case

2. Put the child’s name in the subject with any additional descriptions that may help with the subject matter of the case.

3. Select either CWS or Child Protection Services in the Program Dropdown

4. If you know who Initiated the Case or Referred the Case, complete those values in the top.

5. Go to the workers tab and select the Shortcuts option “All Workers”. Then change the Primary worker to the Case Worker assigned to the case. That will give all Case Workers access to the case but identify who is the Primary Case Worker.

6. Click the Save Button in the middle right and the case will be created and all the remaining tabs will be created.

7. Click on the Participants Tab and add all the individuals that you previously added in the individual area that are as part of the case. Remember this should be family and relatives only.

1. Click on the Relationships Tab and document any relationships between family members. This is very beneficial for future case workers.

12. Click on the Workers Tab and Assign the Primary Worker and Supporting Workers. You can create a shortcut for all workers to eliminate the need add each one every time you create a case.