Defense Sexual Assault Incident Database

Maintain Case Management Group Meeting Minutes

DSAID Use Case Specification
Version 1.6.3

Table of Contents
1

Description

3

2

Actors

3

3

Pre-Conditions

3

4

Triggers

3

5

Basic Flow – Select DSAID Case for Case Management Group Meeting

3

6

Alternative Flows

5

6.1
6.2
6.3
7

Alternative Flow #1 - Create DSAID Case Review Meeting Minutes
Alternative Flow #2 - Retrieve DSAID Case Review Meeting Minutes
Alternative Flow #3 - Update DSAID Case Review Meeting Minutes

Exception Flows
7.1
7.2

Exception Flow #1 - No Open DSAID Cases Available for Review
Exception Flow #2 - No DSAID Case Review Meeting Minutes

5
8
9
10
10
10

8

Post Conditions

10

9

Extension Points

10

10 Special Requirements

10

11 Activity Diagram

10

12 References

12

Maintain Case Management Group Meeting Minutes
1

Description

This use case describes how the assigned Sexual Assault Response Coordinator (SARC)
captures and maintains the Case Management Group Meeting Minutes for a Defense
Sexual Assault Incident Database (DSAID) victim incident. To prepare for the Case
Management Group meeting, the assigned SARC can select cases that were under review
by the Case Management Group from their last meeting minutes and also add new cases
for discussion. The assigned SARC enters or modifies the meeting minutes for each
DSAID victim incident that was discussed in the last Case Management Group meeting.

2

Actors

SARC

3

Pre-Conditions

UC18.1.1 SARC is logged into DSAID.
UC18.1.2 Victim Case Profile (DSAID case) is available in DSAID.

4

Triggers
N/A

5

Basic Flow – Select DSAID Case for Case Management Group
Meeting

UC18.2.1 The use case begins when the user requests to select DSAID Victim Case
Profiles for the Case Management Group meeting.
SYS259 The system shall provide the user the ability to select DSAID Victim
Case Profile for the case review meeting.
BR50 Only the Assigned SARC(s) can view open restricted or unrestricted cases.
UC18.2.2 The system provides the user a list of all open DSAID cases for selection based
on the reporting type.
Exception Flow 1: No Open DSAID Cases Available for Review.
SYS260 The system shall display to the user all "Open" and "Open with Limited
Information" unrestricted DSAID case for selection.
DR1.1 Victim Last Name
DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
SYS324 The system shall display all "Open" restricted DSAID case for selection.
DR1.4 Victim Number (DSAID Control Number)
UC18.2.3 The user selects the cases for the Case Management Group meeting.
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Alternative Flow #1: Create DSAID Case Management Group Meeting Minutes
SYS261 The system shall allow the user to select more than one DSAID case.
UC18.2.4 The user requests the system to generate a list of selected cases.
UC18.2.5 The system generates a separate list for “Unrestricted” and “Restricted” cases
with required DSAID case information and if available, last meeting information and new
referral information since last meeting date.
SYS266 The system shall generate a separate list for unrestricted Cases including
Victim information and Last Meeting information.
DR1.1 Victim Last Name
DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date
SYS267 The system shall generate a separate list for restricted Cases with DSAID
Control Number and last meeting information.
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date
UC18.2.6 The system provides the user an option to print the list.
SYS74 The system shall provide a prominent cautionary note "This document
contains sensitive information regarding the Restricted Reporting process, and its
user must comply with the procedures and guidelines established to effectively
protect such information under the SAPR program and policies" on top of every
page while printing any restricted case information.
SYS264 The system shall provide the user an option to print the unrestricted and
restricted case list.
UC18.2.7 The system provides the user an option to print the selected cases individually
in a separate page with required DSAID case information and if available, last meeting
information and new referral information since last meeting date.
SYS74 The system shall provide a prominent cautionary note "This document
contains sensitive information regarding the Restricted Reporting process, and its
user must comply with the procedures and guidelines established to effectively
protect such information under the SAPR program and policies" on top of every
page while printing any restricted case information.
SYS262 The system shall print the selected unrestricted case(s) high level
information in the list including Victim information, Last Meeting information
and Referral Service information since the last meeting.
DR1.1 Victim Last Name
DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
DR1.69 Type of Referral Support
DR1.70 If Other, Explain (Type of Referral Support)

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DBR34 If Other, Explain is only required when Type of Referral
Support is "Other".
DR1.71 Referral Resource Type
DR1.72 Date of Referral
DR1.112 Referral Service Comment
DR5.51 Meeting Date
DR5.52 Meeting Attendance
DR5.53 Meeting Minutes
SYS265 The system shall print the selected restricted case(s) high level
information in the list.
DR1.4 Victim Number (DSAID Control Number)
DR1.69 Type of Referral Support
DR1.70 If Other, Explain (Type of Referral Support)
DBR34 If Other, Explain is only required when Type of Referral
Support is "Other".
DR1.71 Referral Resource Type
DR1.72 Date of Referral
DR1.112 Referral Service Comment
DR5.51 Meeting Date
DR5.52 Meeting Attendance
DR5.53 Meeting Minutes
UC18.2.8 The use case ends.

6

Alternative Flows

6.1
Alternative Flow #1 - Create DSAID Case Review Meeting Minutes
UC18.3.1.1 The user requests to create DSAID Case Management Group Meeting
Minutes.
Alternative Flow #2: Retrieve Case Management Group Meeting Minutes
SYS268 The system shall allow the user to create DSAID Case Management
Group Meeting Minutes only for open DSAID cases.

UC18.3.1.2 The system prompts the user to enter the meeting date of the Case
Management Group Meeting and allows the user to select the cases for creating
the individual case meeting minutes.
SYS260 The system shall display to the user all "Open" and "Open with Limited
Information" unrestricted DSAID case for selection.
DR1.1 Victim Last Name
DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
SYS324 The system shall display all "Open" restricted DSAID case for selection.
DR1.4 Victim Number (DSAID Control Number)

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SYS346 The system shall allow the user to enter the meeting date of the Case
Management Group Meeting.
DR5.51 Meeting Date

UC18.3.1.3 The user enters the meeting date of the Case Management Group Meeting.
UC18.3.1.4 The system prompts the user to enter the meeting minutes information for
each case.
SYS269 The system shall prompt the user to enter the meeting minutes
information for each selected case.
DR5.52 Meeting Attendance
DR5.53 Meeting Minutes
SYS344 If a restricted case or unrestricted case is selected to enter the Case
Management Group meeting minutes, the system shall provide a cautionary
message indicating that the victim's personal identification information (PII) or
any information pertinent to Health Insurance Portability and Accountability Act
(HIPAA) must not be entered in the meeting minutes of that case.

UC18.3.1.5 The user enters the information for each selected case.
UC18.3.1.6 The system prompts the user to enter general business minutes discussed in
the Case Management Group meeting.
SYS271 The system shall provide the user the ability to enter general business
minutes separately for restricted and unrestricted Case Management Group
meeting.

UC18.3.1.7 The user enters the general business minutes, if available, separately for
"Restricted" and "Unrestricted" Case Management Group meetings.
UC18.3.1.8 The user requests the system to generate a separate consolidated Case
Management Group Meeting Minutes for each meeting type. Each consolidated meeting
minutes includes required information based on the reporting type of the case.
SYS273 The system shall provide the user ability to generate consolidated Case
Management Group meeting minutes by reporting type.
SYS274 The consolidated Meeting Minutes for restricted cases shall include
appropriate data elements for each case.
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date
DR5.52 Meeting Attendance
DR5.53 Meeting Minutes
SYS275 The consolidated Meeting Minutes for unrestricted cases shall include
appropriate data elements for each case.
DR1.1 Victim Last Name

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DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date
DR5.52 Meeting Attendance
DR5.53 Meeting Minutes
SYS325 The system shall include general business minutes for each consolidated
meeting minutes, if available.

UC18.3.1.9 The system provides the user the option to save the individual case meeting
minutes and the consolidated meeting minutes for “Restricted” and “Unrestricted”
meeting as “Draft” or “Final”.
SYS277 The system shall provide the user the option to save the consolidated
Case Management Group meeting minutes as "Draft" or "Final".
SYS347 The system shall provide the user the option to save the individual
case(s) meeting minutes discussed in the Case Management Group meeting as
"Draft" or "Final".

UC18.3.1.10 The user selects appropriate option to save the individual case meeting
minutes and the consolidated meeting minutes for “Restricted” and “Unrestricted”
meeting as “Draft” or “Final”.
SYS348 The system shall not allow the user to change the status of the
consolidated meeting minutes to "Final," if there are any meeting minutes of the
individual case(s) related to that consolidated meeting minutes that are in "Draft"
status.

UC18.3.1.11 The system saves the individual case meeting minutes and the consolidated
meeting minutes for “Restricted” and “Unrestricted” meeting in DSAID.
SYS284 The system shall save the consolidated meeting minutes separately for
restricted and unrestricted meetings, including general business minutes and
individual case meeting minutes.
DR5.50 Meeting Minutes ID
SYS288 The system shall save the meeting minutes for each case that was
selected.
SYS349 The system shall update the selected individual case(s) meeting date
with the Case Management Group meeting date in DSAID.
DR5.51 Meeting Date

UC18.3.1.12 The system provides an option to print the consolidated meeting minutes.
SYS74 The system shall provide a prominent cautionary note "This document
contains sensitive information regarding the Restricted Reporting process, and its
user must comply with the procedures and guidelines established to effectively

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protect such information under the SAPR program and policies" on top of every
page while printing any restricted case information.
SYS291 The system shall allow the user the option to print the consolidated
meeting minutes.

UC18.3.1.13 The use case ends.

6.2
Alternative Flow #2 - Retrieve DSAID Case Review Meeting Minutes
UC18.3.2.1 The user selects to Retrieve DSAID Case Management Group Meeting
Minutes.
SYS292 The system shall provide an ability for SARC to retrieve all available
meeting minutes for the cases that are assigned to the SARC.
DR5.14 SARC Location Code
DBR108 If a user manually enters the Location Code, it must be
one of the Location Codes maintained in DSAID.
There can be more than one Location Code associated with a Field
Level SARC or a MAJCOM/Supervisory SARC.

UC18.3.2.2 The system displays the user a list of available consolidated meeting minutes
based on SARC’s assigned Location Code. The selection criteria include but not limited
to:
Meeting Date
Status
Reporting Type
Exception Flow #2: No DSAID Case Management Group Meeting Minutes
SYS295 The system shall provide the user to search the consolidated meeting
minutes by Meeting Date, Consolidated Meeting Minutes Status and Reporting
Type.
DR1.32 Report Type
DR5.51 Meeting Date
SYS298 The system shall display all matching consolidated meeting minutes
based on the selection criteria including Meeting Date, Consolidated Meeting
Minutes Status, and Reporting Type.

UC18.3.2.3 The user selects a consolidated meeting minutes.
UC18.3.2.4 The system displays the selected consolidated meeting minutes with
individual victim case meeting minutes.
Alternative Flow #3: Update DSAID Case Management Group Meeting Minutes
SYS299 The system shall display the list of individual victim case meeting
minutes associated with the selected consolidated meeting minutes for

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unrestricted cases, including Meeting Date, Individual Case Meeting Minutes
Status, DSAID Control Number, Victim Last Name and Victim First Name.
DR1.1 Victim Last Name
DR1.2 Victim First Name
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date
SYS407 The system shall display the list of individual victim case meeting
minutes associated with the selected consolidated meeting minutes for restricted
cases, including Meeting Date, Individual Case Meeting Minutes Status and
DSAID Control Number.
DR1.4 Victim Number (DSAID Control Number)
DR5.51 Meeting Date

UC18.3.2.5 The system provides an option to print the meeting minutes.
UC18.3.2.6 The use case ends.

6.3
Alternative Flow #3 - Update DSAID Case Review Meeting Minutes
UC18.3.3.1 The user selects to modify DSAID Case Management Group Meeting
Minutes.
SYS305 The system shall allow the user to update DSAID Case Management
Group meeting minutes.

UC18.3.3.2 If the consolidated meeting minutes is in “Draft” status. Follow Alternative
Flow #1 step 2 to modify individual victim case meeting minutes and/or general business
minutes of the meeting.
Otherwise, go to step 3.
SYS306 The system shall allow the user to update individual case review
meeting minutes, only if those minutes are in "DRAFT" status.
SYS350 The system shall allow the user to update general business minutes, only
if the consolidated meeting minutes is in "DRAFT" status.

UC18.3.3.3 The use case ends.

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7

Exception Flows

7.1 Exception Flow #1 - No Open DSAID Cases Available for Review
UC18.4.1.1 The system displays a message to the user indicating there are no open
DSAID cases available for review.
SYS307 The system shall display a message indicating that there is no open
DSAID case available for review.
UC18.4.1.2 The use case ends.
7.2 Exception Flow #2 - No DSAID Case Review Meeting Minutes
UC18.4.2.1 The system displays a message to the user indicating there is no DSAID
Case Management Group Meeting Minutes available for the user to view in DSAID.
SYS308 The system shall display a message indicating that there are no available
DSAID Case Management Group meeting minutes.
UC18.4.2.2 The use case ends.

8

Post Conditions
UC18.5.1 DSAID case selection list for Case Management Group is created
successfully.
UC18.5.2 The meeting minutes information for each case under discussion is saved
successfully.
UC18.5.3 A separate consolidated list for “Restricted” and ”Unrestricted” cases
discussed in the review meeting are generated and saved in DSAID.
UC18.5.4 DSAID Case Management Group Meeting Minutes are retrieved and
modified successfully.

9

Extension Points
N/A

10 Special Requirements
N/A

11 Activity Diagram

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Actor

DSAID

Any Open
No
DSAID cases
available?

Requests to select
victim case profiles

Yes
Provide list of
Open cases

Select cases

Generate
Gen erate
list or Create
meeting minutes?

Create

Generate list of cases
s elected (by R & UR)
Provides option
to print

Selects an
option

No
Print?
Yes
Print list

Retrieve

Create or
Retrieve?

Create

Prompts to enter meeting
minut es for each case

Enter meeting minutes
for each case
Enter general
comments (by R & UR)
Generate separate case review
meeting minutes (by R & UR)

Selects to save
as Draft or Final

Saves case review
meeting minutes
Selects an
option

Provides option
to print
No

Print?

Yes
Print meeting
minut es
Available?

No

Yes
Select Meeting
Minutes

Select to update

No
Update?

Yes

Provide list of
available meeting minutes

Display selected
meeting minut es
Draft
or Final?

Draft

Final
Display appropriate
message

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12 References
REF7 DoD SAPR Data Collection & Reporting System Concept Design Report
REF13 DoDI 6495.02 Section E3.2.5.2.19
SARCs, provided that they are regularly appointed DoD military or
civilian personnel, shall serve as chairperson of a multi-disciplinary case management
group that meets monthly to review individual cases of unrestricted reports of sexual
assault, unless this responsibility is otherwise delegated by the Military Service.

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