Step 2: Identify the Incident Participants 


Key ‘Date of the Incident’
Press F8 to insert the current date.
If the incident did not occur on the same day,
Type the date.
Move the cursor to the first line in the list of participants.

Key the Person Number -- if you know it
Position the cursor in the ‘Person#’ column,
Type the Person Number.
Type the ‘Incident Relationship’ (Irshp).
Press Enter.
Use the arrow keys or mouse to move the cursor back to next line.

– OR –

Lookup the Person Number – if you know a Person record exists
Position the cursor on the ‘Person#’ column.
Press the ‘F8=Lookup*’ key.
Follow instructions in the “howto: Lookup a Person Number 1"
in the Persons section of the ONECase USER GUIDE. 
Find and pull the Person Number into the ‘Person#’ field.
Type ‘X’ next to the participant in the lookup list,
Press Enter.
The Person Number should appear in the ‘Person#’ column.
Type the ‘Incident Relationship’ (Irshp).
Press Enter.
Use the arrow keys or mouse to move the cursor back to next line.

– OR –

Use one of the ‘Unknown’ Person Numbers -- if you know it
Key one of the “unknown” Person Numbers you have set up earlier.
‘Unknown’ are special, temporary numbers for use until the actual is known.
Type the ‘Incident Relationship’ (Irshp).
Press Enter.
Use the arrow keys or mouse to move the cursor back to next line.

Lookup the ‘unknown’ Person Number
Position the cursor on the ‘Person#’ column.
Press the ‘F8=Lookup*’ key.
Type ‘unknown’ into the Last Name field.
Type ‘X’ next to the participant in the lookup list,
Press Enter.
The Person Number should appear in the ‘Person#’ column.
Type the ‘Incident Relationship’ (Irshp).
Press Enter.
Use the arrow keys or mouse to move the cursor back to next line.

– OR –

Add the person to the file -- if the participant is not already there
Type ‘P’ next to the next line with no participant.
The ‘Work with Data about Persons’ screen should appear.
Type as much of the Person data as you know.
Type at least ‘First Name’ and ‘Last Name’ – even if you do not know both.
Type ‘Address’ if you know it -- a partial address.
Press Enter.
Press F13=Update to save the data.
The “Work with Data about Persons” selection screen will appear.
Press F3=End.
The ‘Work with Incident Participants’ screen should appear.
The new Person Number will be there.
Type the ‘Incident Relationship’ (Irshp).
Press Enter.
Use the arrow keys or mouse to move the cursor back to next line.

Add other participants
Use one of the techniques above to add other participants.

Key the data about the bottom of the screen
Type ‘Type Reported’ – press F8=Lookup if you need help.
Type ‘Source of Referral’.
Type ‘Y’ or ‘N’ into the ‘DC Facility’ field.
Type ‘Y’ or ‘N’ into the ‘Foster Home’ field.
Type ‘Y’ or ‘N’ into the ‘Conflict of Interest’ field.
Skip the ‘Confidentiality’ field.
Type the ‘Relationship of Rptr to Vic’ code.
Type ‘Y’ or ‘N’ into the ‘Recontact Reporter’ field.
Type the ‘Response Time Code’.
Type ‘Date/Time Reported’ only if you are keying the report after the fact. 
Otherwise the program will insert the current date and time.

Press Enter.
The ‘VERIFY’ screen will appear.
Press Enter again.
The ‘Work with Allegation Notes’ will appear.

Incident Participants
An Incident Participant is any person who has a material involvement in the incident. Agency policy and standards determine who these persons are, but they should include one or more victims, one or more alleged perpetrators, and one or more reporters. The screen supports as many victims, perpetrators, or reporters as the incident involves. If you fill up the screen, use the page down key to go to another screen. 

Identifying the Participants
At this point you have several options regarding identification of the incident "participants": 

1) Key the Person Number -- if you know it.
2) Lookup the Person Number – if you know a Person record exists.
3) Use the ‘Unknown’ Person Number -- if you know it.
4) Lookup the ‘Unknown’ Person Number -- then use it. 
5) Add the person to the file -- if the participant is not already there.

Using the actual Person Number
This is obviously the best, most productive option, but it also may be the most unlikely. Unless you have had experience with these persons before, they may not be in the Person database. You simply may not have time to lookup the correct Person Number(s). Ultimately, you are going to have to find the person in the database or add the correct Number to the screen. Remember that the Person Number is the only way to tie this victim, perpetrator, or reporter to this incident, to prior incidents, and to other services your agency may be providing. The Number is important.

Use the lookup function if you need to. With the cursor on the Person column on a blank line, press F8 to access the "Lookup Person Number".

Adding a new person -- if you know at least the participant’s the actual address
If you do not know much about the person but do have confidence that the address to correct and have searched the database by address, you may want to go ahead and add the person to the database -- with the intention of coming back later to flesh out the person's name, etc. Even if you discover later that the person already exists in the database, you can still change the Person Number on the participant screen. ONECase will automatically update the client list and the other files which used the temporary, "address only" person.

Key Person Number(s) who you have defined as "UNKNOWN"
Each county using ONECase has a number of these UNKNOWN persons already defined in the Person database. They are set up with both First and Last Name defined as ‘unknown’ and are usually a tight range of numbers, such as 990 through 999, that are easily remembered. The victim’s numbers that Cox & Company set up are 99, 98, and 97. The perpetrator numbers are 999, 998, and 997. The reporter numbers are 9999, 9998, and 9997. 

You will use this option if you do not know much about the person and/or can not take time to do a proper search of the Person database. It is temporary. You would expect to come back later and change the Person Number(s) to the actual one(s). If you change the Person Number on this screen, ONECase will automatically change the client database also.
.
CP3000-2 H ONECase - PROTECTIVE SERVICES 9/23/99 
ADD Work with Incident Participants 10:02:58 
Provider.. SI Services Intake Worker....... SI
------------------------------------------------------------------------------ 
Log #..... NEW Date of Incident...* 9/23/1998 
Sel Person#* Irshp* Participant Name D-O-B Age Sx Race Gra Sch 
256 PER Mildred Cox 7/04/1948 50 F W 
99 VIC Victim 1 Unknown 
98 VIC Victim 2 Unknown 
999 PER Perpetrator 1 Unknown 
9999 REP Reporter 1 Unknown 
14 VIC Sylvia Jane Benson 8/31/1991 7 F W 05 ABL 
... 

Type Reported.* 1 Source of Referral.* 3 Educational Pers 
DC Facility N Foster Home N Conflict of Interest N Confidentiality.... N 
Relationship of Rptr to Vic.* NOR Recontact Reporter. Y 
Response Time Code.* 1 Date/Time Reported 
Enter F8=Lookup F12=PrvScrn 
F24=Zip 
Sel(ect) Codes: E = Explore, I = Prior Incidents, P = Persons 
.

Key a Person Number for each participant
Regardless of the option you choose, you are still going to have to key a Person Number for each participant in the incident. Key the number into the Person Number column and press Enter. The program will pull name, date of birth, age, sex, and race -- if defined -- from the database and display it on the screen.

Continue to key numbers until all participants are on the screen. You can add others persons later. You can even remove a person from the list. ONECase will handle the updating of all the electronic data files related to the incident that have used that number.

Add data record for Person not already set up
The minimum data required by "Work with Data about Persons" is Last Name and First Name. If the names are not known, use whatever guidelines the PS unit has established to give the participant a fictitious name until the real names can be determined. For example, the Services Intake and Investigation units may permit the Last and First Names of victim #1 to be defined temporarily as 'V1'.

Key the other data at the bottom of the screen
Some of these data fields are required, some are not. If you press Enter, the program will display a message at the bottom of the screen if you have not keyed a value in a required field. There is no harm in pressing Enter just to cycle through those fields that are required. Use the lookup function on fields that are marked with an asterisk.

Maintain data about Person
Access the "Work with Data about Persons" procedure by placing a 'P' beside the participant as pressing Enter.

Access "Work with Data about Persons" for the participant selected. If you are adding a participant and do not know the Person Number, position the cursor on the Person Number field and press the F8 key to use the "Lookup Person Number" procedure.

If you do not have enough information about a participant, add a Person by placing a 'P' on a blank line and pressing Enter. The "Work with Data about Persons" requires only a first and last name to create a new person. Later, any authorized worker can update the Person data. if the incident has not been assigned to a worker, you may simply change the Person Number on the Work with Incident Participants screen. Once the case has been created, you must use the "Change Person Number" procedure.

Use the F8 key to Lookup Value (*F8=Lookup)
The F8 key is operative on any field marked with an asterisk. Position the cursor on a 'Date' field, then press the function key to fill with field with . Position the cursor on any Person Number field, then press the key to access the "Lookup Person Number" procedure. Position the cursor on a standard code field, then press the key to access the "Lookup Standard Codes" procedure. 

Press Enter to advance to the VERIFY screen
At this point on an ADD, the worker can either press F12=Previous to return to the Work with Participants screens or press Enter to advance to the Work with Allegation Notes screen.