1.1 What is FOFMS?
The FaHCSIA Online Funding Management System (FOFMS) is a web based system that assists in the management of FaHCSIA funding agreements. FOFMS will be used to support the delivery of the early intervention component of the Helping Children with Autism package.
This system is used to enter information about clients and the services they receive, and to claim payments from FaHCSIA. Given the very sensitive nature of the data contained in FOFMS, the connection is secured and security, privacy and confidentiality of information and data are essential.
FOFMS is accessed by a portal that interacts with FaHCSIA IT systems. When entering the portal providers will need to use a FaHCSIA generated logon and password. For more information, please refer to Section 2.
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1.2 Who Will Have Authority to Use FOFMS?
At least two people within the organisation must be nominated (and preferably an additional two back-up people) to use FOFMS. Each person will be a registered user with FaHCSIA. One person will have a creation role, which will allow Client, Case, Claim and Assessment Records to be created. The role of the second user will be to review and authorise Claims and Assessments. The same user cannot create and authorise the same record as a segregation of duties must be maintained.
After completing and returning the Deed of Agreement, service providers will be sent a FOFMS Access Pack. The Access Pack will provide information on accessing the FOFMS portal, and a FOFMS System Access Request Form. This form must be completed for each staff member who requires access to FOFMS and returned to FaHCSIA to enable logon and access to the system.
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1.3 What Tasks Will Be Performed in FOFMS?
The following tasks will be performed in FOFMS:
- Create a Client Record or Link an existing Client Record to your service;
- Update Client Records;
- Create and update Case Records;
- Create a claim for payment from FaHCSIA;
- Submit a claim for payment to FaHCSIA; and
- Reconcile payments made to you by FaHCSIA.
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1.4 Minimum IT Requirements
To access FOFMS as a member of the Panel, providers must have a computer that, as a minimum, has:
- a secure operating system (for example Windows 2000 or Windows XP);
- internet browser software - Netscape 7.02 or Internet Explorer 5.01* (*5.5 if using Microsoft Windows ME operating system);
- Adobe Flash Player7 or above to view FaHCSIA training materials
- a high-speed network connection (for example, ISDN, ADSL). A suggested minimum of 56kbps network bandwidth per active work-station is recommended;
- an internet service provider;
- an internet email account;
- audio capability on your machine (optional);
- minimum of 128MB of RAM;
- Intel® Pentium® II 450MHz or faster processor (or equivalent); and
- a screen resolution of 1024x768dpi.
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1.5 Training in the Use of FOFMS
FaHCSIA has developed a series of short FOFMS training videos that will be made available to all new FOFMS users. The training videos will cover processes such as logging into FOFMS, basic navigation, creating a client and case, submitting a claim and reconciling payments. FaHCSIA will distribute the links to the videos to each user so that they can access and view the videos at their workstations.
The videos can be played and paused to allow users to view the video, complete activities in FOFMS then restart the video. The videos provide a step by step guide to each business process. Users will require Adobe Flash Player 7 (this software is standard issue for Windows systems and can be downloaded from the internet free of charge) or above to view FaHCSIA training materials.
FaHCSIA has also developed a number of step by step task cards (iHelp files) which are located in FOFMS to assist users completing processes in FOFMS. The training videos show users how to access iHelp files.
FOFMS also has a Literature tab that will have useful documents and information. The Literature tab will contain copies of the Program Guidelines, Operational Guidelines and FaHCSIA’s Letter of Introduction, Client Consent Form, Family Activity Statement and ASD Diagnosis Tool.