Person Profile

The Person Profile – Basic screen allows view and entry of a person's name and basic identifying information.

To create a person record in TFACTS, a Person Search must be completed to ensure the person to be created doesn’t already exist. If the person cannot be found in TFACTS, a new person record can be created. The Person Profile – Basic screen is the first screen encountered when creating a new person record in TFACTS.

There are three (3) fields on this screen that are denoted with a red asterisk (*). The red asterisk (*) in TFACTS means the field is a required field that must be entered in order to successfully complete the transaction (in this example, adding a person). The three required fields on this screen are:

There are two (2) fields on this screen whose labels are in bold red font with a blue plus (+) sign. Fields with the bold red font and a blue plus (+) sign in TFACTS means that the information is a key element in Agency, State and/or Federal reporting. Even though it’s not required, it’s a good idea to enter this information as soon as it's available and avoid a dreaded ‘data clean-up’ activity at a later date. The two reporting elements on this page are:

· DOB - if the DOB field is not active clear any estimated age fields (Day(s), Month(s), Year(s)) then click apply to activate the DOB field/calendar

Another important field on this screen is the SSN (Social Security Number) field. It is not denoted as a required field or a reporting element. However, it is an extremely important piece of information. If the person in focus is or will become a child/youth receiving services OR a resource parent, a valid SSN is required. Once again it's best to enter this information as soon as it's available and avoid issues downstream.

Name Type	Allows distinction between reported, verified, maiden and alias names.
Prefix	Select a prefix value for the person, if applicable.
First Name	Enter the person's first name. This is the primary first name for the person. If the person uses other names, enter them as additional names.
Last Name	Enter the person's last name. This is the primary last name for the person.
Middle Name (1-3)	Enter up to 3 middle names for the person.
Gender	Choose the appropriate value from the drop-down list that represents the gender of the person in focus. Valid values are: Male, Female.
SSN	The person’s Social Security Number. Once a SSN has been entered for a person, TFACTS will ‘mask’ the first five (5) digits of the SSN with asterisks and only the last four (4) digits will display. This masking is for information security purposes. To reveal the complete SSN, click in the SSN field and all nine (9) digits will display. Click away from the SSN field, TFACTS will mask the digits again.
DOB	This is the date of birth of the person in focus. Enter the DOB in mm/dd/yyyy format OR use the calendar feature to select the DOB and the system will populate it.
Age	Once the DOB field has been populated, TFACTS will calculate and display the person’s age (in years/months/days) by subtracting the current system date from the DOB. This field cannot be edited except by changing the DOB.
Estimated Age	If the DOB of a person is unknown, enter their estimated age. This is mainly intended for use in CPS intakes when a referent doesn’t know the child’s actual age. In all other service types, every effort should be made to enter the actual DOB of the person.
Birth City, County, State, Country	This information identifies a person’s birth location and can be useful when attempting to locate relatives/kin of the person.
TN Resident, U.S. Citizen, Legal Alien Status, If not U.S. Citizen, where?	This information provides detail about the person’s citizenship status and can be useful for benefits determination.
Driver's License #, Issue State, Expiration	This information is mostly used for persons who are or will become Resource Parents.
SSN Applied for, SSN Applied for Date	For persons for whom no SSN exists, this information informs workers that an SSN has been applied for (and when).
SSA Validation Date	Date the person’s SSN was returned as validated through SSA.
Revalidate SSA	Indicate (Yes or No) whether the person’s SSN need to be revalidated through SSA.
Stop SSA Validation	Indicate (Yes or No) to stop the validation process.
SSA Validation	Displays the result from the SSA validation process.
SSA Validation Failed Reason	Displays the reason/code associated with the failed validation.
SSA Validation Details	Link opens the SSA Validation Details page. electronic data interface with the Social Security Administration System for SSA validation and the user’s capability of comparing TFACTS person information with the SSA person information and selecting the SSA person information if differentiation exists between two systems.
Safety Hazard Exists	TFACTS will display a check in this box if a Safety Hazard has been identified for this person on the Safety Hazard screen. This check box cannot be edited on this screen. To add or remove the Safety Hazard indication, add/update information on the Person Profile - Safety Hazards page.
IPA Individual Protection Agreement Exists	TFACTS will display a check in this box if the person in focus is identified on an Immediate Protection Agreement/Safety Plan. in this box if a safety plan has been completed for this person. This check box cannot be edited on this screen.
Environmental Hazard Exists	TFACTS displays a check in this box if an Environmental Hazard has been documented against this person’s primary address. This check box cannot be edited on this screen.
Absconder	TFACTS displays a check in this box if the person’s current placement type/setting = ‘Runaway.’ This check box cannot be edited on this screen.
Additional Name	Used to record more than one name for a person. Is normally used to document Alias Names or Maiden names of persons in order to help identify them.

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