Foster Home Registry
Overview
This covers the portion of setting up Foster Home Registry that is the client's responsibility. There are several mappings and a few form lines that need to be added.
Mappings for Resource Homes
Preferences
Acceptance Level
Note: If no acceptance level value is supplied for a preference, we default the value to “2 – Will Consider” when sending to Five Points
- In the General Preferences subform, there is an option to set the impairment level. Each impairment level can be linked to an acceptance level that we will send to Five Points
- The mapping between the impairment level and acceptance level can be done here:
- Agency Setup > Agency > Table Maintenance - Simple > Tables
- Table: Level Of Impairment
- Click on the Acceptance Level look-up for the rows you want to set, and select the appropriate acceptance level
Preference Value
- Five Points has a list of acceptable values for each preference that we send to them. Those values will need to be mapped to the myEvolv preferences. That can be done here:
- Setup > System > Table Maintenance - Extended > Tables
- Table: Facility Preferences
- For each myEvolv preference that we want to send, click on the Foster Preference Mapping look-up and select the appropriate Five Points preference.
Relationship to Caregiver
- Five Points has a list of acceptable values for each relationship type that we send to them. Those values will need to be mapped to the myEvolv relationships. That can be done here:
- Agency Setup > Agency > Table Maintenance - Extended > Tables
- Table: Relationship
- This is not a look up like the other mappings above. These codes will need to be free typed into the Foster Home Registry Relationship Code field for the appropriate rows.
- The Five Points Values are as follows:
Only the two character code should be entered into the mapping field
|
SE - Self |
SP - Spouse |
CH - Child |
PA - Parent |
|
SI - Sibling |
EF - Extended Family |
FR - Friend |
GU - Guest |
|
FC- Foster Child |
FO - Child of a Foster Child |
DP - Domestic Partner |
Facility Type
- Five Points has a list of acceptable values for each facility type that we send to them. Those values will need to be mapped to the myEvolv facilities. That can be done here:
- Agency Setup > Agency > Table Maintenance - Extended > Tables
- Table: Facility Type
- This is not a look up like the other mappings above. These codes will need to be free typed into the Foster Home Registry Facility Type Code field for the appropriate rows.
- The Five Points Values are as follows:
Only the two/three character code should be entered into the mapping field
| FH – Foster Home | RTC – Residential Treatment Center | GRO – Group Home |
| SH – Shelter | SIL – Supervised Independent Living | FGH – Foster Group Home |
Form Lines
Note: The following form fields need to be manually added to a client’s system that is using this integration.
Resource ID - REQUIRED
- This is a REQUIRED field
- This acts as the PRIMARY key in the Five Points gateway. This value is manually entered into Evolv by the client
- Any foster homes that do not have this ID in Evolv will not be sent to Five Points.
- It can be added to forms that are based on group_profile. Here are a couple example forms:
- Resource Families > Foster/Adoptive Home > General Information > General Information
- Resource Families > Foster/Adoptive Home > Information > General Information
Number of Miles Willing to Transport Child to School (One Way) - REQUIRED
- This is a REQUIRED preference
- It can be added to forms that are based on group_profile. Here are a couple example forms:
- Resource Families > Foster/Adoptive Home > General Information > General Information
- Resource Families > Foster/Adoptive Home > Information > General Information
Preferred Capacity – REQUIRED
- This is a REQUIRED field
- It can be added to forms that are based on group_profile. Here are a couple example forms:
- Resource Families > Foster/Adoptive Home > General Information > General Information
- Resource Families > Foster/Adoptive Home > Information > General Information
Secondary Phone – OPTIONAL
- This is an OPTIONAL field
- It can be added to forms that are based on group_profile. Here are a couple example forms:
- Resource Families > Foster/Adoptive Home > General Information > General Information
- Resource Families > Foster/Adoptive Home > Information > General Information
Mappings for Sending Enrollment Reported End Dates
Placement End Type
- This value comes from the std_code column in the outcome table.
- This value must be either of the following 2 values for the gateway to accept the type: Planned or Emergency
Placement End Reason
- This value comes from the std_code column in the closing_reasons table.
- This value can be any string. In the gateway it is a freetext field.
Requirements for Sending Enrollment Reported End Dates
Note: If a reported end date already exists in the Gateway when myEvolv sends it, the existing value in the Gateway will not be overwritten.
- Must be foster home enrollment type
- Reported end date must not have been sent up to the gateway from myEvolv before
- Resource home for the enrollment must be a foster home
- Resource home must have Resource ID (external_id)
- Resource home must have already been successfully sent to Five Points
- Enrollment must be end dated in myEvolv
- ex. Facility transfer, closing a program enrollment, discharge from Agency
Notes on New Integrations
Note: If a reported end date already exists in the Gateway when myEvolv sends it, the existing value in the Gateway will not be overwritten.
Syncing Existing Resources
Note: When resources already exist in the Gateway at the time of the integration beinf turned on in myEvolv, the following rules/logic applies to making sure that myEvolv finds the existing resources and makes a link to them.
Sometimes an error is returned that is stating a resource already exists in the gateway and prevents creating duplicates
Create (New resource)
The following 3 scenarios send us a duplicate validation error and the record is not created. Resource ID and Resource Name must both match the record in the gateway.
- If Resource ID and Resource Name exist in Five Points already
- If Resource ID exists in Five Points and Resource Name does not
- If Resource Name exists in Five Points and Resource ID does not
Update (Existing resource)
- If the Resource ID does exist in the gateway and the name is different, we update the name.
Troubleshooting Errors
Validation Errors
Most likely causes to check first:
- Mapping was not set up correctly, or is missing.
- ERROR: "The Example field is required."
- The validation errors that Five Points sends back are pretty specific and helpful. In general they should be able to point out the fields that are incorrect.
- Value in myEvolv doesn't match up with an enumeration in Five Points.
- ERROR: "The Enumeration constraint failed."
- In some cases, Five points has a list of acceptable values for certain fields. These can be seen by navigating in the Five Points UI > Development Resources > File Layout Descriptions
- Navigate to the field in question and if there is a section in the field description called "Allowed Codes" then that is the list of acceptable values for that field.
Authentication Errors
ERROR: "Security Critical - Not Authorized"
Probably an error with the configuration set up. Contact NTST.
Re-sending Records
Foster Home records that have failed 3 times or more will also be re-sent during the regular job cycle when an update is made to the home that is more recent than the last attempted failure.