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Legacy SHINES reference document. This page captures a Georgia DHS SHINES interface design as written (vendor spec, typically 2007–2025). It documents the system being replaced, not CRAIG behavior. CRAIG’s current implementation of the same data exchange lives under the craig-exchange API reference and in the design documents. Use this page only when mapping legacy integrations during CRAIG rollout. |
Interfaces Detailed Design Document
DOE **SLDS
Georgia Department of Human Services
Comprehensive Child Welfare Information System
(CCWIS)
04/27/2019
Version 1.0
Table of Contents
General Design (Functional)
| Req. # | Validated Requirement |
|---|---|
DOE - 1.2 |
The system shall send SHINES data fields through the Department of Education Interface to validate Georgia Testing Identification numbers |
DOE - 1.3 |
The system shall receive Statewide Longitudinal Data System data from the Department of Education to assist in validating a Georgia Testing Identification number |
DOE - 2.1 |
The system shall have the ability to send SHINES data fields to the Department of Education Interface for children in the care of DFCS |
DOE - 4.1 |
The system shall have the ability to send updated SHINES data fields to the Department of Education Interface when a child is no longer in the care of DFCS |
Document Purpose
This document provides a detailed description of the interface exchange between Georgia SHINES and the Department of Education.
Functional Description
The DOE Interface is used to provide educational details necessary to validate a child’s Georgia Testing Identification number (GTID) and correctly identify children attending Georgia schools who are in the care of the Division of Family Children and Services (DFCS). This multi-step process includes an on-demand request for data elements on the Person Identifiers page, a system-driven automated out-bound data transfer of a list of children in the care of DFCS and a weekly in-bound feed of education related data elements of the aforementioned children.
Figure 1) GTID Validation
This flow chart depicts the synchronous interface process from the Georgia SHINES system to the DOE system to validate GTID’s on the Person Identifiers Detail page:
Saving the GTID to the SHINES database triggers the process in Figure 2 below. Please refer to the Person Identifiers Detail Detailed Design for more information regarding the GTID validation process.
Figure 2) Custody List
These flow charts depict the interface process from the Georgia SHINES system to the DOE system to maintain a list of children that are in the care of DFCS:
The validation and successful save of a child’s GTID in SHINES triggers the system to verify that the child has a Legal Status of In-DFCS custody. If true, the Legal Status this #[.line-through]#information, along with other SHINES data elements and a Status of NEW, is sent to DOE to add the child to the list and identify them as in the care of DFCS.
If the legal status of the child changes from In-DFCS Custody to Not in DFCS custody, an update of the legal status change and a status of OUC (out of care), is sent to DOE to indicate that the child should be removed from the list and educational data should no longer be shared with GA SHINES.
If the GTID is end-dated, an update and a status of RMV (remove) is sent to DOE to remove the child from the list and educational data associated with this GTID should no longer be shared with GA SHINES.
Figure 3) Weekly Student Data
This flow chart depicts the asynchronous interface process from the DOE system to the Georgia SHINES system of education details for children in the care of DFCS:
DOE uses the Custody List from Figure 2 to determine which children to include in the weekly transfer of student data. WebMethods decodes any values before transmitting the data to SHINES, who then displays the data on the ‘DOE SLDS Detail’ view-only page.
Security Rules
| User Type | View | Add | Update | Delete | No Access |
|---|---|---|---|---|---|
Case Manager (Assigned) |
X |
X |
X |
||
Supervisor (Assigned) |
X |
X |
X |
Request/Response Elements
GTID Validation Process:
Below is a list of the data elements from SHINES that will be sent to DOE:
| Data Element | SHINES Origin |
|---|---|
GTID |
Person Identifiers on Person Detail |
A response will be received from DOE with following data elements: Child Full Name, Date of Birth, Gender, Race, School Name and Grade. These data elements will display on the Person Identifiers page.
In Custody List Process:
Below is a list of the data elements from SHINES DOE that will be sent to DOE SHINES:
| Data Element | SHINES Origin |
|---|---|
Submitted Date |
N/A (System Generated) |
GTID ID |
Person Identifiers on Person Detail |
Case ID |
Case Summary |
Person ID |
Person Detail |
Stage ID |
Stage Summary |
Child First Name |
Person Detail |
Child Middle Name |
Person Detail |
Child Last Name |
Person Detail |
Date Of Birth |
Person Detail |
Request Type |
N/A (Send value INC, OUC, RMV) |
Status |
N/A (Send value NEW, SNT, ERR) |
Start Date |
Legal Status |
End Date |
Legal Status |
Legal Status of Child |
Legal Status |
DOE SLDS data will not be shared with any other downstream system.
Codes Tables
| Field Label | Request Type |
|---|---|
Codes Table Name (If applicable) |
TBD |
Code |
Decode |
TBD |
INC |
TBD |
OUC |
TBD |
RMV |
| Field Label | Status |
|---|---|
Codes Table Name (If applicable) |
TBD |
Code |
Decode |
TBD |
NEW |
TBD |
SNT |
TBD |
ERR |
| Field Label | Legal Status |
|---|---|
Codes Table Name (If applicable) |
CLEGSTAT |
Code |
Decode |
AFS |
Aftercare/Supervision |
CTD |
Committed To DJJ |
ILP |
ILP Aftercare |
NAF |
Not In DFCS Custody – Adoption Finalized |
NCT |
Not In DFCS Custody – Child Turned 18 (No ILP) |
NCD |
Not In DFCS Custody – Child Death |
NCO |
Not In DFCS Custody – Custody To Other |
NTT |
Not In DFCS Custody – Custody Transferred To Tribe |
NCE |
Not In DFCS Custody – Emancipated |
NGP |
Not In DFCS Custody – Guardianship |
NPC |
Not In DFCS Custody – Parental Custody |
NPR |
Not In DFCS Custody - Custody To Relative |
NOT |
Not In DFCS Custody – Out of State Child Adopted by Georgia Family |
PCT |
Permanent Court |
PVL |
Permanent Voluntary |
STE |
Short Term Emergency Care |
TCT |
Temporary Court |
TVL |
Temporary Voluntary |
NCS |
Not In DFCS Custody - Custody With Other State |
NDJ |
No Longer Committed to DJJ |
DJA |
DJJ Aftercare |
JCP |
Joint Commitment With DJJ - Permanent Court |
JCT |
Joint Commitment With DJJ - Temporary Court |
NCR |
Not In DFCS Custody - Runaway |
Removed Baseline Functionality
| Functionality Type | Functionality Name/Description | Reason for Removal |
|---|---|---|
None |
Design Requirements
| Validated Functional Requirement Number | Conceptual Design Requirement Number | Conceptual Design Requirement |
|---|---|---|
DOE - 1.2 |
DOE - 1.2.1 |
The system shall send the value in the 'Number' field to the Department of Education Interface when the Validate button on the Person Identifiers page is selected for records with a Type of 'GTID' |
DOE - 1.3 |
DOE - 1.3.1 |
The system shall receive the following Statewide Longitudinal Data System data fields from the Department of Education Interface after sending SHINES data fields for GTID verification: -Child’s Full Name (First Name, Middle Name, Last Name) -DOB -Gender -Race -Current School Name -Current Grade |
DOE - 2.1 |
DOE - 2.1.1 |
The system shall send the following SHINES data fields to the Department of Education Interface for children in the care of DFCS when a GTID number has been validated and the child’s most recent, active Legal Status is In-DFCS custody: -Submitted Date -GTID -Case ID -Person ID -Stage ID -Child First Name -Child Middle Name -Child Last Name -Date of Birth -Request Type -Status -Start Date -End Date -Legal Status of Child |
DOE - 2.1 |
DOE - 2.1.3 |
The system shall send the submitted date as the current System Date in SHINES |
DOE - 2.1 |
DOE - 2.1.4 |
The system shall send the most recent, active GTID number of the child in the care of DFCS from the 'Number' field for Type 'GTID' on SHINES Person Identifiers |
DOE - 2.1 |
DOE - 2.1.5 |
The system shall send the case id of the child in the care of DFCS from the 'Case ID' field on SHINES Case Summary |
DOE - 2.1 |
DOE - 2.1.6 |
The system shall send the person id of the child in the care of DFCS from the 'Person ID' field on SHINES Person Detail |
DOE - 2.1 |
DOE - 2.1.7 |
The system shall send the stage id of the child in the care of DFCS from the 'Stage ID' field on SHINES Stage Summary |
DOE - 2.1 |
DOE - 2.1.8 |
The system shall send the first name of the child in the care of DFCS from the 'First:' field on SHINES Person Detail |
DOE - 2.1 |
DOE - 2.1.9 |
The system shall send the middle name of the child in the care of DFCS from the 'Middle:' field on SHINES Person Detail |
DOE - 2.1 |
DOE - 2.1.10 |
The system shall send the last name of the child in the care of DFCS from the 'Last:' field on SHINES Person Detail |
DOE - 2.1 |
DOE - 2.1.11 |
The system shall send the date of birth of the child in the care of DFCS from the 'DOB:' field on SHINES Person Detail |
DOE - 2.1 |
DOE - 2.1.12 |
The system shall send a Request Type for each submission |
DOE - 2.1 |
DOE - 2.1.13 |
The system shall send a Status for each submission |
DOE - 2.1 |
DOE - 2.1.14 |
The system shall send the start date of the most recent, active Legal Status from the 'Status Effective:' field on SHINES Legal Status |
DOE - 2.1 |
DOE - 2.1.15 |
The system shall send the custody expiration end date of the most recent, active Legal Status from the 'Custody Expiration Date:' field on SHINES Legal Status |
DOE - 2.1 |
DOE - 2.1.16 |
The system shall send the legal status of the most recent, active Legal Status from the 'Legal Status:' field on SHINES Legal Status |
DOE - 4.1 |
DOE - 4.1.2 |
The system shall send the value 'OUC' for the Request Type and the value 'NEW' for the Status to the Department of Education Interface if the child’s most recent, active Legal Status is not in DFCS custody |
DOE - 4.1 |
DOE - 4.1.3 |
The system shall send the value 'RMV' for the Request Type and the value 'NEW' for the Status to the Department of Education Interface if the child’s most recent, active GTID is end dated |
Technical Design
Technical Overview
SHINES will validate the GTID of a child from DOE webservice via GTA. Once the GTID is validated SHINES will be able to receive education information about the child, if the child is in care. SHINES will delete all the child’s education information from SHINES database once the child goes out of care.
Web Service Exchange
Mapping files for the data flow between SHINES and DOE via GTA.
The following entries are made to the SHINES DOE_CHILD_EDU_OUTBOUND_ENC table based upon the scenarios listed.
| S.No | Scenario | Request Type | Interface Status | Other Mandatory Params |
|---|---|---|---|---|
1 |
Child is In-Care and validated GTID |
INC |
NEW |
In-Care date, Date submitted, GTID, Case ID, Stage ID, Person ID, First Name, Last Name, Middle Name, Date of Birth |
2 |
Out of Care and validated GTID |
OUC |
NEW |
In-Care date, Out of Care date, Date submitted, GTID, Case ID, Stage ID, Person ID, First Name, Last Name, Middle Name, Date of Birth |
3 |
GTID is end-dated/Marked invalid |
RMV |
NEW |
In-Care date, GTID |
Technical Description
SHINES will provide a GTID validation screen from the Person Identifiers screen. The GTID for a child can be validated from DOE by webservice provided by DOE and will be accessed via GTA interface, once it is validated and saved, the DOE validated flag is set as ‘Y’ in ID_PERSON_ENC table for the Person ID. The validation of the GTID is one-time activity and once it is validated the GTID need not to be validated again unless the GTID is marked as invalid or end dated. If the child is in-custody, then an entry will be made to the DOE_CHILD_EDU_OUTBOUND_ENC table with values listed in the Interface data exchange request and responses section.
If the child goes out of custody, then also an entry is made to the DOE_CHILD_EDU_OUTBOUND_ENC table. SHINES will also remove all the education data stored in the SHINES inbound table related to child. The entry will be forwarded to DOE by GTA via daily batch. The consecutive weekly feed from DOE will have not child’s education history.
If the GTID is marked as invalid or marked end-dated on the Person Identifiers screen, then the entry with the listed in the Interface data exchange request and responses section is inserted in the DOE_CHILD_EDU_OUTBOUND_ENC table along with child’s in-care date.
The entries are sent to DOE by batch executed by GTA daily. After the week the child’s education records and school history is sent by DOE via weekly files. The files are placed on GTA file server by DOE and the GTA parses the files and populates SHINES inbound tables.
Once All the records populates in Inbound table GTA put “COMP” status in DOE_STATUS_UPDATE table Once the record inserted in this table Trigger TIAR_DOE_RUN_PACKAGE invokes the JOB DOE_PKG_POPULATION_JOB which invokes SHINES oracle package DOE_INTRFCE_DATA_PROCSSNG_PKG in the SACWISIFC schema. The package replaces existing data into the SHINES transaction table. If data doesn’t exist, then the data is added to the SHINES transaction table.
Service Description
DOEGTIdLookup webservice provides operation to verify and validate GTID for a child. It also returns child’s basic information to help validate the child in the SHINES.
Method Narratives
queryGTidLookup
This method from GTIDLookupImpl class is used to call the DOE webservice via GTA to validate the GTID of a child. This method also validates the response of the received from the webservice via Return Code.
Detailed Process Flow
Figure 1) GTID Validation
This flow chart depicts the synchronous interface process from the Georgia SHINES system to the DOE system to validate GTID’s on the Person Identifiers Detail page:
Saving the GTID to the SHINES database triggers the process in Figure 2 below. Please refer to the Person Identifiers Detail Detailed Design for more information regarding the GTID validation process.
Figure 2) Custody List
These flow charts depict the interface process from the Georgia SHINES system to the DOE system to maintain a list of children that are in the care of DFCS:
The validation and successful save of a child’s GTID in SHINES triggers the system to verify that the child has a Legal Status of In-DFCS custody. If true, the Legal Status, along with other SHINES data elements and a Status of NEW, is sent to DOE to add the child to the list and identify them as in the care of DFCS.
If the legal status of the child changes from In-DFCS Custody to Not in DFCS custody, an update of the legal status change and a status of OUC (out of care), is sent to DOE to indicate that the child should be removed from the list and educational data should no longer be shared with GA SHINES.
If the GTID is end-dated, an update and a status of RMV (remove) is sent to DOE to remove the child from the list and educational data associated with this GTID should no longer be shared with GA SHINES.
Figure 3) Weekly Student Data
This flow chart depicts the asynchronous interface process from the DOE system to the Georgia SHINES system of education details for children in the care of DFCS:
DOE uses the Custody List from Figure 2 to determine which children to include in the weekly transfer of student data. WebMethods decodes any values before transmitting the data to SHINES, who then displays the data on the ‘DOE SLDS Detail’ view-only page.
Document Change Log
| Date | Author | Change Description |
|---|---|---|
10/24/2018 |
Brandye Orr |
Initial version |
10/28/2021 |
Rasika Jahagirdar |
Updated Technical description |
Note: A new row explaining document changes must be added to the Document Change Log for each revision. The Document Change Log must be maintained in reverse chronological order. The most recent changes are on the top of the list.