Individual Based Caseloads

Therap 2015.0 introduces new Individual Based Caseloads.  We have transitioned from the old (current) caseload structure according to the rules below.

To help you compare the old caseload structure to the new, we have created two  versions of Therap, using the same database. One version has been migrated to Individual Based Caseloads, the other retains the current structure of Program Based Caseloads.

You can visit each of these to compare what the process has done:

https://demo.therapservices.net (program based caseloads and the current software)

https://beta.therapservices.net (individual based caseloads and Therap 2015.0)

Use your regular login to access either of these.  Remember they are just a copy of the database (about a month old), any changes you make there will not impact your production (live) data.

Basic rules

  1. Caseloads are only individual based
  2. Program based caseloads are simulated through auto-program caseloads. They only contain individuals who are enrolled in a program.
    1. Only active programs have auto caseloads.
    2. Any individual enrolled in an inactive program will be discharged from that program.
    3. The prefix ::APC:: is added to the program name to create the caseload name
  3. Group caseloads contain other non-group caseloads (there is only one level of nesting).

Existing caseloads are migrated to these new structures. Caseloads and access are simplified whenever possible. Any existing program based access is converted to an auto-program caseload.

The following cleanup/simplifications have been done as a result:

  1. Empty caseloads or caseloads not assigned to any profiles are removed.
  2. Program-individuals are removed if:
    1. The individual is not admitted
    2. The program not active
    3. The individual is not enrolled in the program.
  3. All other program-individuals are migrated to individuals
  4. If any caseload that has both program and individuals where they overlap (some/all individuals are also enrolled in the program) the direct individual assignments are removed. This simplifies a very common pattern in existing caseload (explanation below).

Primary Migration

  1. Caseloads that have single programs are migrated to the auto caseloads (directly assigned to the profile).
  2. Caseloads with multiple programs or nested caseloads or a mix are converted to a group caseload. Nested caseloads are flattened and simplified.
  3. Any purely individual based caseload remains as is.
  4. If any caseload in #2 has an individual, the original caseload will contain only the individual and the new group caseload will have similar name to make sure the caseload/access organization remains the same.

 

 

Program-Individual Caseload Elements don’t exist so they are migrated to individuals.

Programs in caseloads are replaced with auto-program based caseload. Auto-program caseloads contains only active and enrolled individuals of a program. Any existing program based access is migrated following the same rules.

That means:

  1.    Program-individuals are removed if the individual is not admitted or enrolled in the program.
  2.    Any caseload with a single program is migrated to auto-program caseload directly assigned to the user profile.
  3.    Any purely individual based caseload remains as is.
  4. Any combination of program and nested caseloads are migrated to the new group caseload. Group caseloads only nest a single level (cannot contain other group caseload). Existing nested caseloads are flattened when migrated to a group caseload (example).

Private Programs

  1. Where programs were identified as “private”, the T-Logs and ISP Data from within those programs have been moved to a new module called Notes.  This data is accessed with specific roles to maintain privacy.

2. The Notes module has only been turned on for agencies who identified private programs.