This document provides a detailed description of the Georgia SHINES interface that receives Court Orders and Court Appointed System Advocates (CASA) Court Reports from the Court Process Reporting System (CPRS), for children in Georgia SHINES, and uploads them to External Documentation Detail.

The CPRS INV and ONG Stage Data interface is used to provide CPRS with limited stage information regarding children in open INV and ONG stages. This information is used, in conjunction with other data provided outside of this interface (i.e. from the CPRS FCCP interface), by CPRS to determine with which children the Court Order and CASA Court Report documents are associated.

This interface is used to receive Court Orders and CASA Court Reports from CPRS for children currently in Georgia SHINES. When a Court Order document is signed by a judge, it is available to the county clerks. When a CASA creates a Court Report, the CPRS system knows for which children and which case because these selections are required in order for the CASA to initiate creation of the Court Report. The CASA may link the report to one or more children in a case, but the link would always be for a child who has an FCC stage in the case. Although CASA Court Reports are not signed, the CASA approves the report in the CPRS system, making it frozen/non-modifiable in CPRS.

The clerks log into CPRS to search for the child to whom the Court Order or CASA Court Report is related. CPRS displays information for children whose data they have received from Georgia SHINES – which includes information that has been received via the CPRS Foster Care or CPRS INV and ONG Stage Data interfaces.

The following Georgia SHINES information is used by CPRS and the county clerk to identify the child to whom the document is related:

First, Middle, Last Name and Suffix

County

Date of Birth

Gender

First, Middle and Last Name of Primary Case Manager

When the county clerk identifies a match between the document and the child in CPRS, then they upload the document to CPRS by associating it with the selected child.

CPRS initiates the sending of the document by invoking a web service that is part of this interface and providing it with the identifying information (see the below table) that will be used to upload the document to External Documentation Detail. Once received, Georgia SHINES uploads the document to External Documentation Detail and generates an alert to both the Primary and Secondary Case Manager(s) of the open stage(s) within the open case(s) where the Person(s) identified by CPRS is a Principal. If the same Primary Case Manager exists for multiple open stages in the open case, that Primary Case Manager will receive one alert for each open stage in which the Person(s) identified by CPRS are a Principal. The same is true for the Secondary Case Manager. In these situations, the Case Manager in question receives multiple alerts. If the case to which the document is uploaded has been closed, then this alert is generated to the Primary and Secondary Case Manager(s) of the last stage that was closed in the case; there is no check to determine if the Person(s) identified by CPRS was a Principal in this stage. There may be further modifications to how the alerts function, at a later point, but this is how they currently behave.

The short description for this alert is “A document has been uploaded by CPRS and must be reviewed.”.

The long description for this alert is, “A new document has been uploaded by CPRS to the <Case Name> case for the following Persons, and must be reviewed: <all Persons identified by CPRS separated by a semicolon and ending in a period>.”

The following table outlines the information needed to upload the document to External Documentation Detail, as well as the system that will provide this information.

Case Id – This is the id of the case to which the document should be uploaded (External Documentation Detail is case, not stage, specific).

Date Obtained – Generally, this is the date that the document is obtained by the Case Manager. For purposes of this interface, it is the date that the document has been uploaded to External Documentation Detail. This will always be the current date.

Document Class – All Court Order and CASA Court Report documents received from CPRS are associated with the “Court/Legal Information” (code value “CI”) External Documentation Detail Document Class in Georgia SHINES.

Upload Date – This is the date that the document is uploaded to External Documentation Detail. This will always be the current date.

Type – This is the type of document that CPRS sends to Georgia SHINES to be uploaded to External Documentation Detail. Georgia SHINES expects to receive CASA Court Reports and various types of Court Orders from CPRS. The full list of types to which CPRS can associate the document are those outlined within the CEXDOTYP code table of the External Documentation Detail design document, and are associated with the CI (Court/Legal Information) Document Class. This list includes types like “Court Order – TPR” and “Court Order – Detention Hearing (72hr)”.

Item Location – This is the actual location of the document, in question. For purposes of this interface, the location defaults to “Uploaded by CPRS”. This value is non-modifiable, and the corresponding drop-down disabled, on the External Documentation Detail page when the “Uploaded by CPRS” value has been selected. A value of “Uploaded by CPRS” is not available for selection by end-users, it can only be populated by this interface. The “Browse” button is not available when the Item Location value is “Uploaded by CPRS”; this prevents end-users from modifying a document that has been uploaded by CPRS.

Signed? – This field is used to specify that the document in question has been signed by the judge. CPRS will provide a value on the interface that identifies that the document has been signed by the judge.

File Name – This is the name of the file sent by CPRS and received by Georgia SHINES and will always be a PDF document (‘PDF’).

File Type – This is the type of file sent by CPRS and received by Georgia SHINES.

Persons – This is the name of all Persons listed on the Court Order or CASA Court Report. For CPRS to be able to identify the Person Ids of those listed on the document, the clerk must first select those names within CPRS. When the document is uploaded to CPRS, CPRS identifies the Person Id of those listed on the document and includes them within the message that is sent across the interface along with the document. There may be one or more Persons identified on the document. Any Person identified within the message from CPRS, who is also a member of the case, will have his/her Name checked within the Person section of the corresponding External Documentation Detail page. If there is no Person identified within the message from CPRS, then the document will not be uploaded and an error is generated. If there is a Person identified within the message from CPRS, but who cannot be found in the case, then the document is uploaded to the case but will not have this unidentified Person checked in the Persons section. If all Persons identified within the message from CPRS cannot be found within the case, then the document is not uploaded to the case and an error is generated to CPRS. External Documentation Detail uploads to cases where the child in question that has been identified by CPRS is marked as "sealed" in SHINES (due to an adoption) follow the standard sealing rules currently documented in External Documentation Detail design.

CPRS ID – This is Unique ID sent by CPRS which represent the document associated to a particular case. Each unique document provided by CPRS will have a unique CPRS ID. Each CPRS ID will only be associated with one, specific Case Id.

Document – The document is sent by CPRS in base64Binary format. Once received, the size of the file is measured and a check is done against the size specified by CPRS on their request. If the two size values do not match, then an error is generated.

The information provided by SHINES via the interface assists the clerk in determining the case to which a Court Order or CASA Court Report is uploaded. If the clerk can identify that there is only a single child that meets the matching criteria (same Name [First, Middle, Last and Suffix], Gender, County, Date of Birth and Primary Case Manager) in the corresponding case for the child, then the clerk selects this child on the CPRS user interface screens.

When the interface is initiated, CPRS provides Georgia SHINES with the Person Id and Case Id selected by the clerk so that the document can be uploaded to External Documentation Detail. The clerk cannot view the Person Id, but this value is mapped to the results displayed on the CPRS User Interface screen. If there are multiple results that display on the CPRS User Interface when the clerk searches for a child match, then the clerk uses an educated determination to select one of the children from the CPRS User Interface. If the clerk cannot make an educated determination then they do not upload the document. It is important to note that, on the CPRS side, the clerk may see multiple matches and, even though they are making an educated determination, his/her educated determination could be incorrect.

CPRS provides Georgia SHINES with the Person Id and a specific Case Id so that the document can be uploaded to External Documentation Detail. The document may be associated with more than one child in a case in CPRS. In this scenario, CPRS provides this interface with all Person Ids of all associated children in the Case to which the document should be uploaded. If there are children on the document who are not involved in the same case, the clerk will search for each child to find the appropriate case into which to upload the document in order to associate it to all designated children. However, if the document needs to be uploaded to multiple cases then, a different CPRS ID will be specified for the document each for each case to which it needs to be uploaded.

However, there are some very rare scenarios where the the clerk cannot identify the child for whom the document is associated (e.g. there are two children in the same county with the same name, gender, date of birth and Primary Case Manager). Where these scenarios occur, the clerk makes an educated determination regarding the case to which the document should be uploaded and. Georgia SHINES only uploads the document to the case specified in the request received from CPRS. If the clerk cannot make an educated determination then they do not upload the document to CPRS.

In the slight chance a Case Manager receives a Court Order or CASA Court Report uploaded to the case in error, the Case Manager may delete the upload.

Court Orders and CASA Court Reports may be received from CPRS and uploaded to open cases as well as cases that have been closed for less than six months.

Entries may be modified in closed cases for up to 7 days after the date the document was added. However, all external documentation uploaded prior to case closure will be read only on closure and documents received at the time that a case is closed may not be deleted. See the External Documentation Detail Detailed design for full rules

Georgia SHINES does not push any information to CPRS; CPRS pushes (sends) information to Georgia SHINES using a series of web services that SHINES has created.

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Each time CPRS sends a document to Georgia SHINES through the interface, they assign a unique CPRS Id to the document. CPRS may resend the same document, specifying the same CPRS Id. The request containing the resend may contain additional children associated with the document.

If the CPRS sends the same document with a new CPRS ID, SHINES takes it as a new entry and saves the document to the UCM repository (assuming no further errors are encountered), fetches the UCM Id and saves the given Persons associated with the case, as well as any other respective data, to the “EXT_DOCUMENTATION”, ”CPRS_UPLOAD_AUDIT” and “EXT_DOCUMENTATION_PERSON_LINK” tables. In order to generate alerts the respective fields are added to “TODO” table.

If CPRS sends the same document with the same CPRS ID to the same Case Id, SHINES does not upload the document to the UCM repository. Instead, it adds the new children associated with the document in the “EXT_DOCUMENTATION_PESRON_LINK” and “CPRS_UPLOAD_AUDIT” tables. If the CPRS sends a document with the same CPRS ID to the same Case Id, but has removed children from being associated with the document, the SHINES interface does not remove children from the External Documentation Detail entry. The “EXT_DOCUMENTATION” table still contains the very first date that the document was originally uploaded to the respository from CPRS, as well as its UCM Id. This information is also used to add fields to the “TODO” table, in order to generate alerts to the Case Managers when a document update is provided by CPRS.

An enhancement to be considered is the modification of the Document Type if the CPRS sends a document with the same CPRS ID to the same Case Id, but with a different Document Type. This scenario is not currently accommodated within this interface.

If CPRS sends the same document with the same CPRS ID to a _different _Case Id, SHINES does NOT upload the document to the new Case Id. Per the CPRS team, no two cases will have the same document with the same CPRS ID.

Figure 1: Court Order and CASA Court Report_ Doc Upload Process_

CPRS provides the document and corresponding Person and Case Ids to Georgia SHINES via the interface. If the clerk cannot accurately identify the Person or Case(s) to which a document should be uploaded then the clerk will use an educated determination to identify the Case to which CPRS should associate the document when sending it across the interface, and Georgia SHINES uploads the document to the case that CPRS has specified.

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Attached is a spreadsheet that lists the data elements requested to be received from __CPRS. This document also includes the mapping from the Georgia SHINES database tables to the requested elements and also the mapping from the Georgia SHINES CPRS interface response to the requested elements.

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The CPRS is a J2EE application with an Oracle database.

The CPRS accesses and invokes the Georgia SHINES web services in real time using SOAP/XML as the transport mechanism. The return message from Georgia SHINES will also be packaged as SOAP/XML.

This interface uses an CPRS_UPLOAD_AUDIT,EXT_DOCUMENTATION table and stores the Document into the UCM repository which, in turn, returns a unique ID. This Unique ID is then stored, along with other input values, into Georgia SHINES database tables.

Georgia SHINES exposes web services which XFire makes available to the trusted client, CPRS. The Georgia SHINES web service parses the XML fields in the CPRS request and uses this information to search through the various tables and save the Document into the UCM repository (upon all other design requirements being satisfied).

There are checks to determine if the Person IDs specified on the request provided by CPRS match the provided Case ID in Georgia SHINES. There are also checks to determine if the Person IDs specified are for Principals, for purposes of generating the alerts, and if the case has been closed for more than 6 months. The data received from the interface is used to check whether the case received is an opened or closed. If the document can be uploaded to the case, or updated within the case, alerts are generated to the Primary and Secondary Case managers for Open/Closed Case (discussed in Section 1.15) by saving specific information to the “TODO” table.

If the initial requirements are satisfied, the document is saved into the UCM repository which returns a unique ID.This entry along with data sent through the interface are then added to the CPRS_UPLOAD_AUDIT, EXT_DOCUMENTATION,STAGE_PERSON_LINK.Unique Cprs ID sent by CPRS represents the document and its associated Case.

Georgia SHINES prepares a response to send back to CPRS with a success/error message. At this point, how CPRS manages the data within the response is transparent to Georgia SHINES.

The service, request message and response message are defined in the following wsdl.

For the CprsUploadSave web service, the request consists of 11 values

cdExtDocClass – This value is required to be submitted by CPRS. The input to this field must always be “CI” - Court/Legal Information” (one of the code values from Codes Table CEXDOCLA).

cdExtDocType – This value is required to be submitted by CPRS. The input to this field must

be one of the code values from Codes Table CEXDOTYP.

document – This Document has to be submitted by CPRS which should be of base64Binary format.

dtExtDocOb tained – This is an optional value. The interface will always set this value to be the current System DAte.

fileSize – This value is required to be submitted by CPRS.This is used to verify that the document received is of the same size as that which has been specified.

idCase – This value is required to be submitted by CPRS. The Case ID must be from the table, CAPS_CASE. CPRS will get this value from data from received from either/both the CPRS INV and ONG Interface as well as the CPRS FCCP Interface.

idCprsFile –This unique ID has to be sent from CPRS. This represents the document associated with the Case ID specified by CPRS.

idPersons – This value is required to be submitted by CPRS. The Person ID must be associated with the Case ID specified, which is verified against the STAGE_PERSON_LINK table.

indExtDocSigned – This value is required to be submitted by CPRS. The value has to be either

‘Y’ or ‘N’. ‘Y’ represents that the File has been signed by the Judge.

txtFileName – This value is required to be submitted by CPRS. This represents the Name of the Document provided by CPRS.

txtFormatType – This value is required to be submitted by CPRS. This value must always be “application/pdf”.

For the CprsUploadSave web service, the request consists of four values

dateReceived – The Date Received will always be the current date.

errorCode – The Error Code values are part of the code values from the codes tables, CCPRSERR.

message – The message indicates whether the service is successful or unsuccessful. The value is decoded value from the codes tables, CCPRSERR.

sizeReceived – This indicates the document size received by the SHINES.

The response returns whether the document save was successful or unsuccessful, the size of the document saved in to the repository and the respective error codes and message.

A new Table “CPRS_UPLOAD_AUDIT” has been created .This table is populated with cases that match the Design Requirement (Section1.9) .

Triggers

Document Not Uploaded Scenarios

Document Upload **Updated* Scenarios*

Document Re-Upload Scenarios

Class Diagrams are attached as jpg files and will be delivered as a zip file per module.

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