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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 Registration* Page*

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 2.2

The system shall add new attributes to the existing Create Interface – Registration web service as per the new EMPI story boards

EMPI 3.2

The system shall restrict the case manager to register only an individual on the EMPI Registration 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.

Introduction

Document Purpose

The purpose of this document is to give a detailed functional description of how the EMPI Registration Page operates.

Functional Description

Business Scenario

The EMPI Registration page handles the registration of a Person in EMPI. Page Function

The EMPI Registration page is accessed from the EMPI Inquiry page. When a user clicks the Registration button, the EMPI Registration page is displayed with the following fields pre-populated - Last name, First name, Suffix, Gender, Date of Birth, SSN, County, Race and Ethnicity when available. These fields are read-only, unlike the EMPI Inquiry page where these fields can be edited by the user. To alter any information in the EMPI Registration page the user must go to the Person page and edit the information; changes made in the Person Detail page will then be reflected in the EMPI Registration page.

When the EMPI Registration page is loaded, there are two pushbuttons displayed:

Screening

Select

Both the Screening and Select buttons are enabled. When the user clicks on the “Screening” button, a screening 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. If the result set contains one or more possible matching records, the results are displayed below for the user wherein 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. 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 to obtain the EMPI ID. 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.

The “Add to EMPI” button is displayed and enabled only after the screening is performed and either none of the records in the search result have a matching score of 90% or greater or no matching records are returned. If the result set only contains records with matching percentages less than 90%, the user may either choose a record from the MDM results list or click on the “Add to EMPI” button to register the Person/Client in EMPI, but he/she may not perform both of these actions. If the result set returns no records, the user may register the Person/Client in EMPI via the “Add to EMPI” button. When the “Add to EMPI” button is selected, an EMPI Create request is created and the EMPI HRRSREGS Service is invoked to register the Person in EMPI, which creates a new EMPI ID for the Person/Client in the EMPI system. This EMPI ID is then stored in SACWIS to be used when communicating with SUCCESS and $TARS.

The MDM Score help text will be displayed on the EMPI Registration page in order to guide the user through the process. If an error results when attempting to register a new Person/Client, then an error message displays to the user with the error number and text describing the error.

Detailed Process Flow

EMPI Process Flow

Page Flow Diagram

N/A.

Page Navigation

Parent Page(s)

EMPI Inquiry

Child Page(s)

None

Button/Hyperlink name Action/Response

Screening button

Creates an EMPI Match request for this Person

Select button

Assigns the EMPI ID of the selected record to the Person

Add to EMPI button

Creates an EMPI Create request to register this Person in EMPI and obtain a new EMPI ID

Security Rules

Users can access the EMPI Registration Page if they:

Can access the Person Detail page and click the “Register” button.

Users can click on the “Add to EMPI” button if they:

Are assigned to the stage as primary, secondary or in stage hierarchy.

User Type View Screen Select Add To EMPI No Access

Primary, Secondary or in Stage Hierarchy

X

X

X

X

Case Manager

X

X

X

X

Supervisor and above on Hierarchy

X

X

X

X

Support Staff

X

Display Rules

All fields appear for all users who access the EMPI Registration page. Only the “Screening” and “Select” buttons are displayed when the page is first accessed. The “Add to EMPI” 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 Function Description section above.

Page Mock-up

Figure 1: EMPI Registration Page with Screening and Select buttons displayed when the results list contains one or more records with a match percentage greater than 90%.

Figure 2: EMPI Registration Page with Screening, Select and Add To EMPI buttons displayed when the results list only contains records with a match percentage of less than 90%.

Table of Page Fields

Input/ Display Required (Yes, Conditional, No) Label Type Length (if applicable)

Display

N/A

Name

Text

N/A

Display

N/A

Person ID

Text

N/A

Input

Conditional

Last

Text box

30

Input

Yes

First

Text box

30

Input

No

Middle

Text box

Input

No

Suffix

Dropdown

Input

Conditional

Gender

Dropdown

Input

Yes

County

Dropdown

Input

Conditional

SSN

Text Box

15

Input

No

Verification Code

Dropdown

Input

No

Date of Birth

Text Box (Date)

10

Input

No

Verification Code

Dropdown

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

Text

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

Field Label County

Codes Table Name (If applicable)

CCOUNT

Code

Decode

001

Appling

002

Atkinson

003

Bacon

004

Baker

005

Baldwin

006

Banks

007

Barrow

008

Bartow

009

Ben Hill

010

Berrien

011

Bibb

012

Bleckley

013

Brantley

014

Brooks

015

Bryan

016

Bulloch

017

Burke

018

Butts

019

Calhoun

020

Camden

021

Candler

022

Carroll

023

Catoosa

024

Charlton

025

Chatham

026

Chattahoochee

027

Chattooga

028

Cherokee

029

Clarke

030

Clay

031

Clayton

032

Clinch

033

Cobb

034

Coffee

035

Colquitt

036

Columbia

037

Cook

038

Coweta

039

Crawford

040

Crisp

041

Dade

042

Dawson

043

Decatur

044

DeKalb

045

Dodge

046

Dooly

047

Dougherty

048

Douglas

049

Early

050

Echols

051

Effingham

052

Elbert

053

Emanuel

054

Evans

055

Fannin

056

Fayette

057

Floyd

058

Forsyth

059

Franklin

060

Fulton

061

Gilmer

062

Glascock

063

Glynn

064

Gordon

065

Grady

066

Greene

067

Gwinnett

068

Habersham

069

Hall

070

Hancock

071

Haralson

072

Harris

073

Hart

074

Heard

075

Henry

076

Houston

077

Irwin

078

Jackson

079

Jasper

080

Jeff Davis

081

Jefferson

082

Jenkins

083

Johnson

084

Jones

085

Lamar

086

Lanier

087

Laurens

088

Lee

089

Liberty

090

Lincoln

091

Long

092

Lowndes

093

Lumpkin

094

Macon

095

Madison

096

Marion

097

McDuffie

098

McIntosh

099

Meriwether

100

Miller

101

Mitchell

102

Monroe

103

Montgomery

104

Morgan

105

Murray

106

Muscogee

107

Newton

108

Oconee

109

Oglethorpe

110

Paulding

111

Peach

112

Pickens

113

Pierce

114

Pike

115

Polk

116

Pulaski

117

Putnam

118

Quitman

119

Rabun

120

Randolph

121

Richmond

122

Rockdale

123

Schley

124

Screven

125

Seminole

126

Spalding

127

Stephens

128

Stewart

129

Sumter

130

Talbot

131

Taliaferro

132

Tattnall

133

Taylor

134

Telfair

135

Terrell

136

Thomas

137

Tift

138

Toombs

139

Towns

140

Treutlen

141

Troup

142

Turner

143

Twiggs

144

Union

145

Upson

146

Walker

147

Walton

148

Ware

149

Warren

150

Washington

Field Label Verification Code

Codes Table Name (If applicable)

CDOBVER

Code

Decode

CS

Client Statement

OT

Verified Other

AV

Requires Additional Verification

AC

Alien Card

BC

Birth Certificate

DL

Drivers License

HC

Hospital Certificate

SG

Social Security/Government Record

CO

Immigration Court Order

TV

Trafficking Victims Letter

CV

Conversion

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 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.

Sub Modules

None

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 First Name and/or Gender and/or Residence County and/or Race is missing while attempting to create an EMPI ID.

N/A

Conditional

Please navigate to Person Details Page and enter these values

User attempts to inquiry for an EMPI ID without entering either the SSN or both the Last Name and Gender

3092

No

You have already entered this number for the requested identifier type

If User is trying to add the same end-dated EMPI ID as it already exists

System Generated Events

None

System Generated To Dos

None

Forms Launch (R2)

Form Display Condition

Reports Launch (R2)

Report Condition

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.

Design Requirements

Validated Functional Requirement Number Conceptual Design Requirement Number Conceptual Design Requirement

EMPI 1.1

EMPI 1.1.2

Rename CRS Registration page to EMPI Registration page

EMPI 1.1

EMPI 1.1.5

Modify Add to CRS button display as Add to EMPI button on EMPI Registration page

EMPI 1.1

EMPI 1.1.6

Update all the messages on the EMPI Registration page to display EMPI instead of CRS

EMPI 2.2

EMPI 2.2.3

Update EMPI Registration page on SHINES application to display messages or error codes as part of validation as well to show MDM score and Address information

EMPI 2.2

EMPI 2.2.5

Update the EMPI Registration page of the SHINES application to display the new MDM Score help text

EMPI 3.2

EMPI 3.2.1

The system shall hide the Add to EMPI button on the EMPI Registration page, if at least one of the items in the returned list has a match score of 90% or more

EMPI 3.2

EMPI 3.2.2

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 Add to EMPI button on EMPI Registration page

EMPI 3.2

EMPI 3.2.3

If the system returns results where the match score is between 90 – 99%, the system shall force the case manager to use an item within the range and also hide the Add to EMPI button on EMPI Registration page.

EMPI 3.2

EMPI 3.2.4

If the system returns results where match score is less than 90%, the system shall allow the case manager to pick one of those items and also show the Add to EMPI button on EMPI Registration 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

03/31/2016

Christine Nguyen and Roshanda Minor

Section 1.3 updated with text correction. Section 1.14 and 1.15 updated with messages and SHINES validation messages

02/23/32016

Pamela Gifford and Roshanda Minor

Version 1.0, Initial document creation

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.

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