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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. |
Interface Detailed Design Document
EMPI Inquiry
Georgia Department of Human Services
Statewide Automated Child Welfare Information System
(SACWIS)
03/18/2016
Version 1.0
Table of Contents
General Design (Functional)
Functional Requirements
| Req. # | Validated Requirement |
|---|---|
EMPI 1.1 |
The system shall rename existing CRS references |
EMPI 2.1 |
The system shall add new attributes to the existing Search Interface – Screening web service per the new EMPI story boards |
EMPI 3.1 |
The system shall restrict the case manager to register only an individual listed on the EMPI Inquiry page if at least one of the items in the returned lists has a match score of 90% or more |
EMPI 6.1 |
When there is a single record with a 100% match in the MDM search results the system shall automatically select that record. |
EMPI 6.2 |
When there are multiple records with a 100% match in the MDM search results the system shall only allow those assigned to the stage as primary, secondary or in stage hierarchy to select a record from among those with a 100% match. |
EMPI 6.3 |
The system shall only allow those assigned to the stage as primary, secondary or in stage hierarchy to select a record with a match score of 90% to 99% when the results list does not contain any 100% matching records and there is a record(s) that meets these criteria. |
EMPI 6.4 |
The system shall allow those assigned to the stage as primary, secondary or in stage hierarchy to select any record in the MDM results list if all records in the list have match scores of 89% or less. |
Functional Description
Business Scenario
The EMPI Inquiry page allows the user to search for a Person/Client in EMPI and select a record from the results list to obtain the EMPI ID for that Person/Client.
Page Function
The EMPI Inquiry page is accessed from the Person Identifiers Detail page. When a user selects the “EMPI ID” in the Type dropdown and clicks the “EMPI Request” button on the Person Identifiers Detail page, a real-time inquiry is initiated and a request is sent to the HRRSSCRN service in EMPI via the interface. The EMPI Inquiry page displays the results.
The following information is pre-populated on the EMPI Inquiry page: Last name, First name, Suffix, Gender, Date of Birth, SSN, County, Race and Ethnicity when available. The user has the option to alter any of these fields. When the SSN is available, the other fields are not mandatory, and the search will be based on the SSN (this is as designed by the EMPI, and consumer systems cannot control this feature). In the absence of the SSN, the combination of Last name and Gender is mandatory.
When the EMPI Inquiry page is loaded, there are two push buttons displayed and enabled:
Inquire
Select
When the user clicks on the “Inquire” button, a search is performed (by creating an EMPI Match request and calling the EMPI Service HRRSSCRN), and EMPI returns a response containing the result set to SACWIS along with the MDM (Master Data Management) Match Score for each record. If the result set contains one or more possible matching records, the results are displayed for the user so he/she can review the results. If there are more than 250 matches, the user will receive a message to enter additional parameters to narrow the search. The results will be displayed and will be paginated for 25 results per page. If a return code of 99308 is returned from EMPI, this will denote that the screening service returned a successful search with results. If a return code of 100 is returned, this will denote that the screening service did not return any results. If any other return codes are returned from EMPI, an error message will be displayed with the error number and text describing the error.
Only a user who is assigned to the stage as primary, secondary or in stage hierarchy will be allowed to choose a record from the MDM results list. If the result set contains a record with a match percentage of 100%, the system will automatically select the 100% value and prevent the user from selecting any other value. If the result set contains one or more possible matching records with a matching percentage of 90% or more, the user must select one of them from the list. If none of the records in the search result have a matching score of 90% or greater or no matching records are returned, the “Registration” button will be displayed.
If the result set contains only records with matching percentages less than 90%, the user may either choose a record from the MDM results list or click on the “Registration” button to open the EMPI Registration page, where they may register the Person/Client in EMPI; he/she may not perform both of these actions. If the result set returns no records, the user may select the “Registration” button to open the EMPI Registration page and register the Person/Client in EMPI. The MDM Match Score help text will be displayed on the EMPI Inquiry page in order to guide the user through the process.
When a Person/Client is selected from the returned list, SHINES sends a request to the Update Service, which will inform EMPI through the Program Participation web service that SHINES wants to receive updates whenever the data associated with this Person changes. The EMPI ID is stored in the SACWIS database to be used when communicating with SUCCESS and $TARS.
Buttons and Hyperlinks
| Button/Hyperlink name | Action/Response |
|---|---|
Inquire button |
Creates an EMPI Match request for this Person |
Select button |
Assigns the EMPI ID of the selected record to the Person |
Registration button |
Opens the EMPI Registration page. |
Security Rules
Users can access the EMPI Inquiry Page if they:
Can access the Person Detail page and click the “EMPI ID” button.
Users can select the radio button next to an unselected record if they:
Are assigned to the stage as primary, secondary or in stage hierarchy.
Users can click the “Register” button if either no records are returned or only records with an MDM match score of less than 90% are returned and they:
Are assigned to the stage as primary, secondary or in stage hierarchy.
| User Type | View | Inquire | Select | Register | No Access |
|---|---|---|---|---|---|
Primary, Secondary or in Stage Hierarchy |
X |
X |
X |
X |
|
Case Manaer |
X |
X |
|||
Supervisor and above on Hierarchy |
X |
X |
|||
Support Staff |
X |
Display Rules
All fields appear for all users who access the EMPI Registration page. Only the “Inquire” and “Select” buttons are displayed when the page is first accessed. The “Registration” button is displayed when there are no matching records from the screening, or the returned records all have a match percentage of less than 90%, as described in the Functional Description section above.
Page Mock-up
Figure 1. EMPI Inquiry Page with the Inquire and Select buttons displayed, illustrating the automatic selection of the record with a match percentage of 100% and the disabled radio button next to the record with a match percentage of 44%.
Figure 2. EMPI Inquiry Page with the Inquire and Select buttons displayed illustrating that when the results list contains one or more records with a match percentage greater than 90%, the radio button next to records with a match percentage of less than 90% are disabled.
Figure 3. EMPI Inquiry Page displaying the Inquire, Select and Registration buttons when the results list only contains records with a match percentage of less than 90%.
Figure 4. EMPI Inquiry Page displaying the Inquire, Select and Registration buttons when no records are found.
MDM Help Text
A help message will be available to assist the user with the selection of a matching Person for both the EMPI Registration page and the EMPI Inquiry page.
EMPI Help Text Message Table
| MDM Help Message Text |
|---|
The Enterprise Master Person Index EMPI is the central repository for Department of Human Services DHS Client identifying and demographic data, such as name, social security number (SSN), date of birth (DOB), and gender. This identifier, the EMPI ID, is the identifier intended to prevent duplicate entries across DHS systems. Previously, Georgia SHINES, SUCCESS (TANF, Food Stamps, Medicaid), and $TARS (Child Support) all utilized CRS ID’s to communicate with each other. The EMPI provides a match score based on the Master Data Management match process. The MDM match score is used to identify potential matches for an individual in EMPI. This prevents participating DHS systems from creating duplicate individuals in EMPI. If an EMPI ID already exists for the individual, users will be blocked from creating a new EMPI. When screening for an EMPI a list of potential matching ID’s are returned to the user. The results are scored based on the required demographic information in the search criteria. If the Screening result set contains a record with a match score of 100%, Georgia SHINES requires the user to select that record. If the result set does not contain a 100% match, but contains at least one record with a match score in the range of 90% to 99%, the system requires the user to select any one of the matches within that range. For example, if there are four matches with match scores of 98%, 95%, 93% and 89%, the user can select any one of the three matches within the 90% to 99% range, but not the 89% match. IMPORTANT NOTE: One the “EMPI Inquiry Page”: If any match result is greater than or equal to 90%, the Registration button will not display. On the “EMPI Registration Page”: If any match result is greater than or equal to 90%, the Add to EMPI button will not display. On both the Enquiry Inquiry and Registration page, if the result set contains only match scores less than 90%, the user can select one of the matching records or register the individual in EMPI and obtain a new EMPI ID. |
Table of Pae Fields
| Input/ Display | Required (Yes, Conditional, No) | Label | Type | Length (if applicable) |
|---|---|---|---|---|
Display |
N/A |
Name |
Text |
|
Display |
N/A |
Person ID |
Text |
|
Display |
N/A |
Person Information |
Text |
|
Input |
Conditional |
Last |
Text box |
30 |
Input |
No |
First |
Text box |
30 |
Input |
No |
Middle |
Text box |
|
Input |
No |
Suffix |
Dropdown |
|
Input |
Conditional |
Gender |
Dropdown |
|
Input |
Conditional |
SSN |
Text Box |
15 |
Input |
No |
Date of Birth |
Text Box (Date) |
10 |
Display |
N/A |
Race/Ethnicity Detail |
Text |
|
Input |
No |
Race |
Checkbox |
|
Input |
No |
Ethnicity |
Radio Button |
|
Input |
No |
(there no label for the radio button displayed next to each row of the results) |
Radio Button |
|
Display |
N/A |
Client ID |
Text |
|
Display |
N/A |
Name |
Text |
|
Display |
N/A |
DOB |
Date Picker |
|
Display |
N/A |
Gender |
Text |
|
Display |
N/A |
Race |
Text |
|
Display |
N/A |
Ethnicity |
Text |
|
Display |
N/A |
SSN |
Text |
|
Display |
N/A |
MDM |
Text |
Codes Tables
| Field Label | Gender |
|---|---|
Codes Table Name (If applicable) |
CSEX |
Code |
Decode |
F |
Female |
M |
Male |
U |
Unknown |
| Field Label | Suffix |
|---|---|
Codes Table Name (If applicable) |
CSUFFIX |
Code |
Decode |
2N |
Second |
3R |
Third |
4T |
Fourth |
5T |
Fifth |
JR |
Jr. |
SR |
Sr. |
MD |
M.D. |
PD |
PhD |
Messages
| Message Number | Message text | Condition |
|---|---|---|
N/A |
EMPI Screening Service cannot be accessed! Please check logs for error details. |
There is an issue with EMPI connectivity between SHINES and GTA. |
SHINES Validation Messages
| Message number | Required (Yes, Conditional, No) | Text | Condition |
|---|---|---|---|
N/A |
Required |
Field is required |
Last Name and/or Gender and/or SSN is missing while attempting to inquiry for an EMPI ID |
N/A |
Conditional |
Either SSN or a combination of Last Name and Gender must be entered |
User attempts to inquiry for an EMPI ID without entering either the SSN or both the Last Name and Gender |
Removed Baseline Functionality
| Functionality Type | Functionality Name/Description | Reason for Removal |
|---|---|---|
Reports |
Report Launcher |
No report is to be implemented for this page for R1 or R2. |
Desin Requirements
| Validated Functional Requirement Number | Conceptual Design Requirement Number | Conceptual Design Requirement |
|---|---|---|
EMPI 1.1 |
EMPI 1.1.1 |
The system shall rename existing CRS references |
EMPI 2.1 |
EMPI 2.1.4 |
Update the EMPI Inquiry page of the SHINES application to display messages or error codes as part of validation. |
EMPI 2.1 |
EMPI 2.1.5 |
Update the EMPI Inquiry page of the SHINES application to display the new MDM Score help text. |
EMPI 2.1 |
EMPI 2.1.6 |
Update the EMPI Inquiry page of the SHINES application to require the residential county. |
EMPI 3.1 |
EMPI 3.1.1 |
The system shall hide the Registration button on the EMPI Inquiry page, if at least one of the items in the returned list has a match score of 90% or more. |
EMPI 3.1 |
EMPI 3.1.2 |
The system shall force case manager to select the record with 100% match record even if there are other records which are in the range of 90 – 99% and also hide the Registration button on the EMPI inquiry page |
EMPI 3.1 |
EMPI 3.1.3 |
If the system returns results where the match score is between 90 – 99%, the system shall force the case manager to use one entry within the range and also hide the Registration button on the EMPI Inquiry page. If the user does not select the value that is in the range of 90-99%, an error message will be displayed. |
EMPI 3.1 |
EMPI 3.1.4 |
If the system returns results where the match score is less than 90%, the system shall allow the case manager to pick one of those and shall also show the Registration button on the EMPI inquiry page. |
EMPI 6.1 |
EMPI 6.1.1 |
Do not provide radio buttons or in any way allow those assigned to the stage as primary, secondary or in stage hierarchy to select any record from the MDM search results |
EMPI 6.2 |
EMPI 6.2.1 |
Provide a radio button for each record that is a 100% match. Those assigned to the stage as primary, secondary or in stage hierarchy may use the radio button to select any record in the MDM results that is a 100% match. |
EMPI 6.2 |
EMPI 6.2.2 |
Do not provide an enabled radio button or in any way allow those assigned to the stage as primary, secondary or in stage hierarchy to select a record that is a less than 100% match if any record in the results is a 100% match |
EMPI 6.2 |
EMPI 6.2.3 |
No more than 1 record may be selected from the MDM results list. |
EMPI 6.3 |
EMPI 6.3.1 |
Provide a radio button for each record that has a match score from 90% to 99%. Those assigned to the stage as primary, secondary or in stage hierarchy may use the radio button to select any record in the MDM results with a match score of 90% to 99%. |
EMPI 6.3 |
EMPI 6.3.2 |
Do not allow those assigned to the stage as primary, secondary or in stage hierarchy to select a record with a match score below 90% if the results list includes a record(s) with a match score of 90% to 99% and does not include a record with a 100% match score. If the User selects a score below 90%, they will receive an error message via popup. |
EMPI 6.3 |
EMPI 6.3.3 |
No more than 1 record can be selected from the MDM results list |
EMPI 6.4 |
EMPI 6.4.1 |
Provide a radio button for each record. Those assigned to the stage as primary, secondary or in stage hierarchy may use the radio button to select any record in the MDM results list |
EMPI 6.4 |
EMPI 6.4.2 |
No more than 1 record can be selected from the MDM results list. |
EMPI 6.4 |
EMPI 6.4.3 |
Those assigned to the stage as primary, secondary or in stage hierarchy may either choose a record from the MDM results list or register the client for a new EMPI ID. Those assigned to the stage as primary, secondary or in stage hierarchy may not perform both of these actions. |
Open Discussion Points
| Point# | Description | Resolution/Comments | Status (Open, In Progress, Resolved) |
|---|---|---|---|
<status of the issue> |
Document Change Log
| Date | Author | Change Description |
|---|---|---|
03/30/2016 |
Christine Nguyen |
Removed error messages and added SHINES Validation Messages |
03/17/2016 |
Christine Nguyen and Roshanda Minor |
Updated 1.22 – EMPI 2.1.6 not applicable |
03/11/2016 |
Christine Nguyen |
Updated 1.11.1 misspelling |
02/23/32016 |
Pamela Gifford and Roshanda Minor |
Version 1.0, Initial document creation. |
Note: A new row explainin document chanes must be added to the Document Chane Lo for each revision. The Document Chane Lo must be maintained in reverse chronolo__ical order. The most recent chanes are on the top of the list.