Integrated Data Search Manual - flgov.com

December 2010

Florida’s Children & Youth Cabinet

CYCISS

Integrated Data Search Manual

P a g e | 2 Version 2.2

TABLE OF CONTENTS About this Document ............................................................................................................................................................. 3

Scope ........................................................................................................................................................................................ 3

Audience ................................................................................................................................................................................. 3

Introduction .......................................................................................................................................................................... 3

Data Sources .............................................................................................................................................................................. 4

The CYCISS User Agencies and Their Roles .................................................................................................................. 7

Access to the Children & Youth Information Sharing System ............................................................................... 8

PC Requirements for the Application ......................................................................................................................... 8

Account Creation ................................................................................................................................................................. 8

Automatic Password Change ....................................................................................................................................... 11

Password Policy Requirements .................................................................................................................................. 11

Beginning A Search ............................................................................................................................................................... 12

Input Personal Identifiers ............................................................................................................................................. 12

Personal Identifiers Explained .................................................................................................................................... 12

Data Source Selection ...................................................................................................................................................... 13

Search Results Explained ................................................................................................................................................... 14

Application Auto Merge of Data Source Results .................................................................................................. 14

Compare Selected Records in the Search Results ............................................................................................... 16

Search Again Feature ...................................................................................................................................................... 16

View Details ........................................................................................................................................................................ 17

Special Flags ........................................................................................................................................................................ 19

Typical Detail Results by Data Source........................................................................................................................... 21

Department of Health/Vital Statistics – Birth Records .................................................................................... 21


ABOUT THIS DOCUMENT

SCOPE This document is a user’s guide to the functionality available in the Children and Youth Information

Sharing System (CYCISS). This document discusses those child welfare data sources currently

connected to the CYCISS, and necessary and recommended configurations to the individual

computer for connectivity to the CYCISS.

AUDIENCE This document is intended for users of the Children and Youth Information Sharing System. It

discusses the functionality of the CYCISS, and explains what data and actions are required by the

user to achieve certain investigative goals.

INTRODUCTION The basic function of the CYCISS is to retrieve and display information about Florida’s children that

is dynamically harvested from a variety of State Agencies. The application is a secure Web based

application that requires a single logon ID and password.

The list of state agencies is pre-defined and the data items retrieved from each source is also pre-

defined. All information presented is done so with the explicit permission of the relevant agency.

No information is permanently retained within the CYCISS. All data displayed is dynamic and

acquired from the participating state agencies. The CYCISS has no responsibility as to the accuracy

of the data. The state agencies are solely responsible for all data content.

Each user of the CYCISS is assigned a “role” that describes that individual’s functional work area.

Each role is then assigned a distinct list of possible data sources and appropriate data items from

each source.

Each participating state agency has agreed on the list of roles and the list of data items people

assigned to that role are authorized to see.

The CYCISS information is presented in a way that allows the User to view and contrast the

information as it is retrieved from the various sources.

Information from one data source can be used to generate searches into other data sources.

Network access to the CYCISS is strictly limited to a secure state network and cannot be directly

accessed via the commodity Internet. VPN access to a secure state network is required before any

access over the open Internet is possible.


Each User must specify the list of data sources relevant to each query. Data is then retrieved from

each indicated data source.

The CYCISS will combine data from multiple data sources if it is certain that the data from those

sources does indeed represent the same person.

If anything relevant differs in the data returned, separate instances of the data are displayed.

When different instances of personal data are returned, it is the User’s responsibility to determine

which data source’s information relates to the actual person that is the subject of the search.

The CYCISS can be used to retrieve data on Florida’s children when only items like the child’s name

and birthday are known.

The CYCISS can also display data from the Department of Health’s Birth Records data base on

children when the parent’s name, relationship, SSN or birthday are known.

All usage of CYCISS is recorded. Only the key items about the search are retained

Who did the search

When was the search performed

Which data sources were specified

What key items were used in the search

The CYCISS interfaces directly with Florida State Courts Judicial Inquiry System (JIS). Through JIS

the CYCISS gains access to additional data resources such as the Florida Clerks Comprehensive Case

Information System (CCIS), and to the Department of Highway Safety and Motor Vehicles Driver

and Vehicle Information Database (DAVID).

The following is a brief summary of the data sources which are either currently connected or slated

to be deployed to the CYCISS. Each data source will identify current connectivity. Further

information and examples are contained within the body of the manual, however it is by no means

comprehensive or definitive, and availability of information stored within each source is dependent

upon individual user profiles:

DATA SOURCES


DATA SOURCE

NAME

DESCRIPTION STATUS Exact

Name

Required

AHCA FMMIS Florida Medicaid Management Information System:

This data source from the Agency for Health Care

Administration provides certain provider enrollment

data for Medicaid and Medicare derived from the

Social Security Administration, the Department of

Children and Families, and Florida Healthy Kids.

Planning stage ?

DCF ACCESS Florida Online Recipient Integrated Data Access: This

data source from the Department of Children and

Families provides information from the application

portal and case assistance database for food stamps

and Medicaid. Basic demographics are provided as

well as household membership and expenses, assets,

health, medical and disability information, and

education and employment status. Access has an

interface with the Social Security Administration and

certain user profiles may have availability of

information regarding SSI, disability, retirement,

survivor benefits and worker’s compensation.

Planning stage ?

DCF FSFN Florida Safe Families Network: This data source from

the Department of Children and Families provides

certain information regarding aspects of abuse report

cases. The system captures the household interview,

onsite assessment and review and allows community

based care providers to develop prescriptive case

plans.

Online but

displaying test

data

no

DOH Birth

Records

Department of Health/Vital Statistics-Birth Records:

This data source from the Department of Health

provides specific demographic information to be

found in Birth Certificates.

Online yes

DOH Death

Records

Department of Health/Vital Statistics-Death Records:

This data source from the Department for Health

provides specific demographic information to be

found in Death Certificates.

Planning stage ?


DOH SHOTS Department of Health/Vital Statistics-SHOTS: This

data source from the Department of Health provides

immunization history.

Planning stage ?

DJJ Department of Juvenile Justice: This data source

provides information on juvenile arrest, probation,

commitments, dispositions, basic demographics and

juvenile booking photos. The DJJ source can be

searched solely by entering the Department of

Juvenile Justice identification number

Planning stage ?

DOE FETIP Florida Education and Training Placement

Information Program: This data source from the

Department of Education provides information

collected from funding surveys, year-end surveys,

special data collection for neglected & delinquent

children, beginning of year student counts, and CELLA

– Count of English Language Learning Students.

NOTE: This data source is not real time and all

information will be approximately 3-6 months old.

Planning stage ?

FLA COURTS CCIS Comprehensive Case Information System: This data

source from the Florida Association of Court Clerks

provides current information on court cases for all 67

counties in Florida. In most cases a local clerk detail

link is available on an individual case enabling the

user to go directly to the Clerk’s website to view the

progress docket; otherwise the docket is available

directly through the CCIS user interface in the CYCISS.

Online no

DHSMV DAVID Driver and Vehicle Information Database: This data

source provides driver history, vehicle, and vessel

information as well as images from the Department

of Highway Safety and Motor Vehicles. (Image access

is dependent upon user profile.) For access to this

data source a user must provide their DL# upon

application. The DL# is tied to the user account for

authentication purposes

Planning stage ?


Department of

Corrections

Department of Corrections: This data source provides

information regarding the status of individuals who

have been placed under the active supervision of the

DOC. For example, while providing detail information

regarding arrest date, underlying offense and dates

of supervision, the file will indicate if the individual is

currently: Absconded Offender, Supervised Offender,

Inmate Release, or No Longer Under Department

Custody. The DOC source can be searched solely by

entering the DC#.

Planning stage ?

THE CYCISS USER AGENCIES AND THEIR ROLES

Agency for Persons with Disabilities

Assessment Specialist

Quality Specialist

Support Specialist

Placement Coordinator

Enrollment Specialist

Medical Case Manager

Eligibility Specialist

HQ Program Operations Specialist

HQ Legal Counsel

Agency for Workforce Innovation

Eligibility Specialist

Department of Children and Families

Child Welfare Case Manager/CBC

Child Welfare Case Manager Supervisor/CBC

Child Protective Investigator

Child Protective Investigator Supervisor

Operations Program Manager

Foster Parent/ CBC Case Manager

Nurse Case Manager

Department of Health

Healthy Start Care Coordinators

Medical Foster Care Coordinators

Medical Foster Care Social Worker

Early Steps Service Coordinators


WIC Eligibility Worker

Department of Juvenile Justice

Medical Director

Detention and Residential Nurses

Juvenile Probation Officer

Juvenile Detention and Correction Officer

DJJ Inspector General

Guardian Ad Litem

Case Coordinator

Attorney

Volunteer Supervisor

ACCESS TO THE CHILDREN & YOUTH INFORMATION SHARING

SYSTEM The Northwest Regional Data Center creates and administers the CYCISS user accounts. For

all inquiries regarding access to the CYCISS or questions concerning the application please

contact the NWRDC by email at [email protected] .

PC REQUIREMENTS FOR THE APPLICATION The following software and computer configurations are required to access and use the JIS

application:

An internet connection (high-speed connection recommended)

A Web browser (Internet Explorer 6.0 or higher, Mozilla Firefox)

The browser settings ‘privacy’ must be changed to allow pop-ups from the JIS site. (See appendix A for detailed instructions).

The browser settings ‘temporary internet files’ must also be changed to access the JIS site. (See appendix A for detailed instructions).

Installation or Upgrade of Adobe Flash player.

Installation or Enabling of ActiveX Control.

Installation or Upgrade of Adobe Reader.

ACCOUNT CREATION All User-IDs for the CYCISS must be created by the NWRDC and assigned one of the “roles”

described earlier and possibly other special attributes as needed for certain data sources.

mailto:[email protected]


One person at each User Agency has been designated as the Agency Lead. They are assigned the

responsibility of approving each and every user from that agency.

That “Agency Lead” will do one of two things.

There is an online secure application that the agency lead may use to define new users.

NWRDC will receive the output of that application and perform all of the steps required to get

that new user defined to the CYCISS.

The Agency Lead may choose to use a paper based method of communicating with NWRDC.

Once that paperwork is delivered to us, NWRDC will perform all of the steps required to get that

new user defined to the CYCISS.

Both methods of getting new users defined are supported.

Once we have defined the new user, the NWRDC will contact that new user and communicate to

them their logon ID and initial password. That initial password must be changed by the new user

before the CYCISS can be accessed.

The choice of which method is used is strictly made by the agency.

The internal communication within each User Agency that is required to initiate new users being

defined to the CYCISS is defined by the agency.

Contact your local documentation and your Agency Lead for instructions.


STARTING THE CYCISS

Follow these steps to start the CYCISS application.

1. Launch the CYCISS application by entering the URL provided to you by your CYCISS

administrator into your Web browser. A security alert, or dialog box may appear, click CANCEL to continue to the CYCISS Login Screen.

NOTE: The Dialog Box may populate a digital certificate for users of the Department of Highway Safety and Motor Vehicles Driver and Vehicle Identification Database (DAVID). This digital certificate is not compatible with CYCISS and if the certificate is not bypassed erroneous results will be provided for the DAVID data source within the CYCISS.

2. At the CYCISS Login screen (Figure 1), enter your CYCISS user name and password and click

Login.

Figure 1 : CYCISS Login

If you click HELP at the bottom of the Login Box the following screen appears in a new window:

Figure 2: CYCISS Site Help


AUTOMATIC PASSWORD CHANGE The CYCISS automatically requires each user upon initial login or password reset to choose a new

password. The default password issued by the CYCISS administrators cannot be used.

Figure 3: Password Change Required

Figure 4: Change Password

PASSWORD POLICY REQUIREMENTS Passwords must contain three of the four following requirements:

- 1 lower case alpha character - 1 upper case character - 1 numeric character - 1 non-alpha numeric character Password must be at least 8 characters in length. Password history remembers last 10 passwords. Password change required every 90 days. Password should not contain your first name or last name.


BEGINNING A SEARCH

Figure 5: CYCISS Search Screen

INPUT PERSONAL IDENTIFIERS As shown above in Figure 5 the CYCISS Search provides multiple options to input information to

conduct a query. A query may be initiated by providing information only in the ‘Input Personal

Information’ field. This is accomplished by providing Last Name, First Name, Middle Name, Date of

Birth (either direct input or via drop down menu), Social Security Number, Race, Gender, County

(identify a specific Florida County), or determine by sliding scale a date range for Age.

For the DOH: Birth Records data source only a Parent Information box may be utilized to input

additional information with which to provide search parameters by inputting the parent’s

Relationship Type in the drop down menu. A combination of the parent’s First Name, Last Name,

Middle Name, Date of Birth, and Social Security Number must also be provided.

Specific personal numeric identifiers with which the CYCISS may be searched include a Drivers

License (DL) Number, a Department of Corrections (DOC) Number, a Uniform Case (UCN) Number,

a Department of Juvenile Justice (DJJ) Identification Number, and a Florida Safe Families Network

(FSFN) Number. Additional search identifiers in CYCISS are Vehicle IDs specific only to the

Department of Highway Safety Motor Vehicles Driver and Vehicle Information Database (DAVID).

The Vehicle IDs include a Tag Number, VIN Number, Vehicle Title, and Vessel Number.

PERSONAL IDENTIFIERS EXPLAINED

Input Identifiers -

Search Parameters


The search options available are briefly described below:

PARAMETER DESCRIPTION

Last Name Enter a surname if known.

First Name Enter a first name if known.

Middle Name Enter a middle name or initial if known. There is no need to include

a period after initials.

D.O.B. Enter a date of birth if known.

SSN Enter the Social Security Number if known. Be aware that if a person has an alias, there may be more than one Social Security

Number.

Race Black, White (includes Mexicans), Asian/Oriental, American

Indian/Alaskan, Hispanic/Latino.

Gender Male or Female.

County Select a specific county to limit results returned in CCIS.

Age Range Move cursors left and right to narrow an age range.

DL/ID# Drivers License number. (no dashes necessary) This field will accommodate DL #’s from all states.

FSFN# Florida Safe Families Network number.

DC# Dept. Of Corrections number.

UCN# This is the Uniform Case number that identifies a case for querying the CCIS data source.

DJJ ID # Dept. of Juvenile Justice Identification number.

TAG# Enter a vehicle’s license plate number if known.

VIN# Enter a specific VIN (Vehicle Identification Number) if known.

Vehicle Title Enter the vehicle title.

VESSEL# Enter a specific Vessel number if known.

DATA SOURCE SELECTION


Figure 6 Data Source Selection Box

(For a detailed explanation of the data source and a view of the results returned see pages 16-18.)

SEARCH RESULTS EXPLAINED

APPLICATION AUTO MERGE OF DATA SOURCE RESULTS After clicking Submit Search from the Search screen, the search results are displayed in the Search

Results Tab. An example of the Search Results Tab is shown below in Fig. 7.

Select Data

Sources


Figure 7 Search Results Tab

As you can see, the top line states “RESULTS: 1 merged record(s) returned.” This indicates the

number of returned individuals with possible merged records that were found to match your

search criteria, to varying degrees of certainty. Any individual result that show up in this list are to

be considered distinct records, meaning the individual merged records may differ on FULL Name

(First, Middle, Last), DOB, Race or Gender.

Many questions arise when trying to determine if multiple individual returns may indeed be

records belonging to the same individual. Through training we stress the importance of user

analysis of the information presented, however it can sometimes cause confusion when the system

may indicate an 87% possibility that the first merged result is the person sought, and then the

second result may have a 56% possibility as both names match. What is important to review is if

both results have the same Date of Birth, or if one record provides a race and gender identification

while the other does not. The logic implemented in the CYCISS does not allow for records to merge if

those basic identifiers are different. This is also true for records which contain the same DOB, Race

and Gender, however one record also contains a First, and Last name, while another record

contains a First, and Last name as well as Jr. The system does not merge unless an EXACT match on

basic identifiers is made, or unless a query also contains specific matching numeric identifiers such

as a SSN, or FSFN number.

In Figure 7, the record shown has a score result of 90%, meaning that the DOH-Birth Record

contained matching identifiers to the search criteria you specified (last name, first name, etc). You

can click on the record to show more information at the bottom of the screen. On the top left of the

screen you can view the data source result status. This shows the total number of records returned

for each data source queried. In this example, DOH-BR has 1 record returned.


Each data source will indicate the success of the search. If the search was successful it may indicate

‘complete’ or may indicate ‘warning’ if it was successful but exceeded the total number of records

the data source will allow in a single search. If a data source indicates ‘error’ there may be a

problem with the data source connection. A user can hover over the ‘error’ with their mouse and a

pop-up box will appear providing further information. At anytime contact can be made with the

CYCISS Helpdesk.

COMPARE SELECTED RECORDS IN THE SEARCH RESULTS A comparison of multiple search result records is available in a side-by-side comparison view.

Choose up to three records by checking the boxes next to each record and then click Compare

Selected (please refer to Figure 8 below). For example, if you suspect that two records might be the

same person, you can compare basic identifiers, and possibly images, provided in the search results.

From the Compare Selected page you may either view the details of a record or choose to Search

Again.

Figure 8 Choose to Compare Selected Records

SEARCH AGAIN FEATURE When you do an initial search of multiple data sources, certain information is returned producing

additional identifiers. A user should never assume that the first pass represents all possible

information stored for that person. This is because each distinct data source may or may not have

the same data elements as the others. When you choose to Search Again, the search engine pre-


populates data returned in the first query (which a user may modify) and allows you to select

additional data sources which had required greater minimum search criteria. By passing the

additional parameters returned from the initial search, a more refined and targeted search will

yield more consistent results. In short, Search Again increases the probability that all possible

records for a person will be returned from the selected data sources. When you click Search Again,

you are shown the search again screen (see Figure 9) where you can select or change the attributes

returned in the first pass, such as last name, date of birth, personal ID numbers, and data sources to

be queried. When finished, click Submit Search.

Figure 9 Search Again Screen

VIEW DETAILS Click the View Details button (bottom right of screen, see Fig. 8 above) to retrieve the detailed

information returned on the subject searched. The initial display shows a consolidated view, which

provides a comprehensive, rolled up summary detail of a record, including all photos. The

consolidated information is pulled from summary detail returned from each data source that was

searched. On the following page, in Figure 10, you can see the Data Source list in the top-left of the

screen. This list displays all the data sources that were queried and allows you to view summary

information for a single data source. You can select a specific data source view, or the consolidated

summary view.

Figure 10 Data Source List

Any available photos will appear below the subject information.


Figure 11 Detail Results - Consolidated View

Note: If you choose to view the CCIS data source before the results status has reached 100%, please

keep in mind that the number of records returned may increase. To view all records returned you

must either re-select the data source name from the Data Source List in the top left pane, or re-select

the subject’s name from the Matched Persons list.

The Subject Statuses View pulls key pieces of information for an at a glance status from the

following data sources:

Deceased Child – DOH –Death Records

Missing Child - FSFN

Figure 12 Subject Statuses

The Details Results Tab

defaults to the

Consolidated View and

offers an at a glance view

of current Subject

Statuses.


SPECIAL FLAGS

These Special Flags will appear when appropriate conditions exist.


SYSTEM INDICATORS

Systems Notifications

Click to view the most recent message from the CYCISS system

System Indication

Contains a “P” for production, and “T” for test


TYPICAL DETAIL RESULTS BY DATA SOURCE

The display of detail data is different for each data source. The following examples illustrate the

detail display of just one data source. While each will be different, the presentation of each will be

very similar to what is shown.

DEPARTMENT OF HEALTH/VITAL STATISTICS – BIRTH RECORDS

Figure 13 Detail View of DOH Birth Records

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