Social Services Information System (SSIS)
Permanency Folder Action Menu
The Permanency Folder has several Action menu items which are not specific to
the entry of a child’s initial out of home placement. This Job Aid references items
not instructed in the Continuous Placement, Placement/Location/Absences, or
New Removal and Adoption History folders.
New Child Ward
The New Child Ward folder is only used when a parent’s parental rights are
terminated (TPR) or suspended (SPR) which renders the child a State Ward
under the Guardianship of the Commissioner of Human Services. Casework in
these circumstances encompasses finding another permanent home for the
child. A child awaiting an adoptive home necessitates opening a New Child
Ward folder.
Permanency Folder Action Menu – New Child Ward
Reference: For information related to how and when to select New Child
Ward, see the Adoption--County/Tribe module.
Printing Child Placement Detail
A detail screen containing all applicable information related to the child’s
placement can be printed for easy reference from the Tree View. Each
Continuous Placement has a different report, which includes information from
both the Continuous Placement and Placement/Location/Absences folders. This
report is available from the Permanency folder and its subfolders.
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Social Services Information System (SSIS)
Hint: If the Child Placement Detail is selected from the Permanency folder,
all information contained in that folder displays. If Child Placement Detail is
selected from a subfolder, or individually by placement from the grid, information
displays specific to only that selection.
Permanency Folder – Print Child Placement Detail
To Print Child Placement Detail:
1. From the Tree View, click on the Permanency folder.
2. Right-click and select Print Child Placement Detail.
3. The Child Placement Detail – By Continuous Placement screen
displays.
4. Click Print.
Printing Monthly Caseworker Visits
Minnesota statute requires that all children in an out-of-home placement, up to
age 21, are to be seen monthly by their primary caseworker. Ideally, these visits
are to occur at the child’s placement setting. Caseworker visits are to be of
sufficient substance and duration to address issues pertinent to case planning
and services delivery to ensure the safety, permanency and well-being of the
child.’
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Social Services Information System (SSIS)
A report to assist caseworkers and supervisors in tracking monthly caseworker
visits is available in Tools – General Reports from the SSIS toolbar. The report is
entitled Monthly Caseworker Visits with Children.
Hint: The Print Monthly Contacts option is available from the Permanency
folder, and from the Continuous Placements folder. It is not accessible from
within the Placements/Locations/Absences folder.
Permanency Folder – Print Monthly Contacts
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To Print a Monthly Contacts Report:
Right-click on the Permanency folder to access the Action menu.
Select Print Monthly Contacts.
The Print Monthly Contacts preview screen displays.
Click Print.
Reference: For information on using General Reports for this and other
reports, see the General Report module.
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Social Services Information System (SSIS)
External Placement Case Manager Process
The Child and Family Services Improvement Act of 2006 requires that states
report the percentage of children in foster care under agency jurisdiction who
received monthly caseworker visits.
In some cases, the primary caseworker visiting the child may be an individual
who is not an agency employee. Examples include caseworkers supervising
child placements outside of the county or state boarder through courtesy
supervision, or professionals supervised by another entity such as
Probation/Corrections – but the placement is entered within SSIS.
It is still important that each contact by these professionals is entered for children
whose placements are entered within SSIS. These contacts may be entered
through the External Placement Case Manager Process. The process for entry
begins in SSIS Admin, so setup of this process is often the role of the Security
Administrator in an agency.
SSIS Admin – Entering a New User
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Social Services Information System (SSIS)
Follow these instructions to set up an External case manager in SSIS:
 Create a separate Unit and Department for External case managers.
This ensures that their time will not be included in the time for other units.
Create a separate role that has only the Worker Default Activities function.
On the New User set-up screen, enter the name and information for the
caseworker. Do not enter a SSIS User ID and/or Password.
 Assign External case managers to the separate Unit and Department.
This allows reports to be run for just these case managers. Select the description
that best characterizes the caseworker in the County Entity field. Assign a role
that has only the Worker Default Activities function in the Role field.
In the Workgroup function scope and Intake worker scope sections, select No
Access from the drop-down menus. On the Workgroup edit allowed option
buttons, select No.
Hint: The external placement case manager must be assigned as a primary
worker to any workgroup where the child in placement is a participant. This
allows for the system to distinguish the monthly contacts. It is not necessary that
this workgroup be associated with the child’s placement. The workgroup where
the placement occurs should be assigned to the responsible unit in order to
generate adequate placement reports.
Hint: Users who have Enter Another Person’s Time as a security function in
their role can enter time records from the User Activity Log on behalf of the
external placement case manager.
Reference: For further information and an example of the process, see the
SSIS Time Entry for External Workers handout.
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