Alerts

· The alert function reminds users of any case actions that are due, tracks completion of some case actions, and dispositions certain alerts when the related activity is completed.

· Alerts generated for any active assistant unit member are associated to the head of household client id.

· A summary of all alerts by user and a summary of alerts by AU are also available on-line.

· Supervisors can access the ALSS and ALUS for the purpose of viewing what alerts users have pending, which are due within seven days and which are overdue. See Activities.

· ACES takes you to the screen containing the additional information. When finished viewing the information, press <TRANSMIT> to return to the alert screen.

· ACES distributes alerts based on who the case is assigned to. Caseloads are assigned to users based on the request of the CSO. See Parameters.

· If an alert is sent to the wrong USERID, users can transfer the alert to the correct user of record.

· For a closed case there is one user who owned the case when it was last active. This user is called the "user of record". If the user of record has been suspended from using ACES, alerts for cases still assigned to that user will transfer in overnight batch to the supervisor of record.

How do I access a case from the Alert Screens?

· A case can be accessed directly from the BMEN using the following options:

1. Option B – ALPR, Priority Detail List.

2. Option C - ALDD, Due Date Detail List.

3. Option D – ALCA, Household Case View List

o On each of these screens there is an S Selection field on the far left of the screen.

4. In the S field enter the option you want to access from the AMEN.

o See <F1> help

EXAMPLE

You want to inquire on a case that has an alert displayed on the ALDD.

Enter [B] - inquiry option from the AMEN, in the S field and press <F15>.
The STAT displays for the ongoing month.

EXAMPLE

You are working your alerts and need to update a case.

Enter [R] - Intermin / Hist Change - on the AMEN, in the S field and press <F15>.
The ADDR for the ongoing month displays.
The case can be updated the same as if the user had accessed the case from the AMEN.

The information below lists the options that can be accessed from the ALPR. When the user enters the selected letter (from the table listed below) into the S field and then presses the <F15> key, the associated option is selected from the AMEN.

F15 Key and S Field Relationship on the ALPR screen to access information on the AMEN screen.

Letter in `S` field and `<F15>` key	Option in (AMEN)
A & `<F15>` =	Name Inquiry
B & `<F15>` =	AU / Client Inquiry
C & `<F15>` =	Client Participation
D & `<F15>` =	Address Inquiry
E & `<F15>` =	Trial Budget
F & `<F15>` =	Trial Eligibility
G & `<F15>` =	Batch Print Request
H & `<F15>` =	Notice / Letter History
I & `<F15>` =	SPA Inquiry
J & `<F15>` =	Screening
K & `<F15>` =	Add a Person
L & `<F15>` =	Add a Program
M & `<F15>` =	Reinstatement
N & `<F15>` =	Initiate Review
O & `<F15>` =	Interview
P & `<F15>` =	Process Application Months
Q & `<F15>` =	Finalize Application
R & `<F15>` =	Intermin / Hist Change
T & `<F15>` =	Spndwn Med Expnse Update
U & `<F15>` =	Spndwn Med Expnse Inquiry
V & `<F15>` =	Spndwn Authorization
W & `<F15>` =	RETRO Medicaid Copy
X & `<F15>` =	Finalize RETRO Medicaid
Y & `<F15>` =	Reschedule Appointments
1 & `<F15>` =	EFT Registration

Press <F15>.
If not updating the case press <F3> to return to the alert screen.
If updating the case, complete data entry as usual.
Once the information is committed to the database the alert screen displays again.
At the alert screen, the alerts viewed during this session in alerts mode will be WHITE.
Further selections can continue to be made in this manner and much of the caseload activity can be accomplished directly from the alert screens listed above.

How do I access Alerts from the Alerts Submenu (BMEN)?

To access alerts from the BMEN take the following steps:

1. Enter Option B- Alerts in the Selection field on the WMEN.

2. <TRANSMIT> and the BMEN screen displays.

3. Enter the appropriate Option A-F in the Selection field on the BMEN.

Screen examples and complete information on each option:

Option A See Alerts – Create User Generated (ALUG)	Create user-generated alert. No entry other than [`A`] is required. The ALUG screen displays.
Option B See Alerts - Priority Detail List (ALPR)	View alerts in priority order, highest priority will appear first. No entry other than [`B`] is required. You can enter [`specific alert code number`] in the `Alert Code` field and / or [`a date`] in the `From Date` and `To Date` field, to narrow down the search. The ALPR screen displays. Only alerts with the specified code and / or date(s) display.
Option C See Alerts – Assistance Unit Detail List (ALDD)	View alerts in due date order, from oldest to most current. Enter [`a specific alert code number`] in the `Alert Code` field and / or [`a date`] in the `From Date` and `To Date` field with Option [`C`]. The ALDD screen displays. Only alerts with the specified code and / or date display.
Option D See Alerts –For Household Composition View (ALCA)	You must enter a CLID number in the Client ID field or an AUID in the AU ID field when entering option [D]. Alerts display for the Client ID requested or the AU ID requested. Alerts for related household members and related assistance units are also displayed.
Option E See User Alert Summary List (ALUS)	The ALUS screen displays. View a list of alerts by summary group. The alerts are grouped by type. (See `<F1>` help for types). In the `COUNT` column the number of alerts: Pending displays on the first line; Overdue displays on the second line; Due within seven days displays on the third line.
Option F See Alerts - Supervisory Alert Summary List (ALSS)	The ALSS screen displays. Alerts are listed in the same format as for option E but show all users in the unit. Supervisors use this option to view alerts for their unit, and can determine what work is due or overdue.

Household Composition

How do I access the ALCA screen?

How Do I access the ALCA (Alerts For Household Composition) screen from within a case?

How do I access the ALCA screen?

· Users can access the ALCA screen from BMEN or from within a clients case.

o Alerts are arranged in alphabetic order (by household member last name).

· To access the ALCA screen take the following steps:

1. Enter Option [B] – Alerts in the Selection field on the WMEN

2. <TRANSMIT> and the BMEN displays.

3. Enter Option [D] – Household Case View List.

4. Enter the AUID or the CLID in the AU ID or Client ID field.

5. <TRANSMIT> and the ALCA screen displays.

· Alerts will display for any person in the assistance unit and are related to the head of household client id.

· Alerts are displayed in alphabetic order by HOH last name.

o Continue to <TRANSMIT> until you are taken back to the BMEN screen.

How do I access the ALCA (Alerts For Household Composition) screen from within a case?

· When the following conditions are met, the ALCA screen appears before the VERF screen or after the ELIG screen:

o The user is in Option R - Interim History Change for the ongoing benefit month or Option O – Interview when a related active AU exists.

o Changes are made that impact the client’s eligibility.

o The ALCA contains undispositioned alerts.

· The ALCA screen will appear when the user manually submits a request by selecting the <F6> key.

o PEND, ADDR, AREP, STAT, WCAP, DEM1, SSNA, DEM2, DEM3, DEM4, INST, LTCX, STAY, MANC, ALAS, TICS, TICA, TWEP, MEDX, NCPS, RES1, RES2, RES3, TRAN, EARN, EDOC, DPEX, DEEM, UNER, SANC, WORK, SHEL, LTCD, CSRA, AREQ, AREN, BOND, CHIP, BPAM, MISC, ERRO, VERF, ELIG, CAFI, FSFI, MAFI, SPEC, VEND, DONE, and SPAU.

NOTE:

Users are able to transfer alerts, create alerts, and disposition alerts from within a case by selecting the<F6> key. This will take the user to the ALCA screen.

Alert Codes & Descriptions

See Alert Codes.

Alert Colors

When viewing the alerts accessed from options B, C, & D on the BMEN note that the colors provide information and change under certain circumstances.

The first day the alert appears on the detail listing, it is shown in pink.

After the first day, the alert is shown in light blue.

When the alert has been dispositioned, it displays in yellow.

Alerts the user has viewed in this session of the alert mode are white. The white is used to help the user tell which alerts have been worked during this session. It can also be used as a place marker to aid the user in returning to the previous alert line.

Alert Parameter Screens - (ALPM), (ALSG), (UALT)

See Parameters.

Create User Generated Alerts (ALUG)

User generated alerts are created on the ALUG.
The alert is generated and available immediately on-line for the date requested, including the same day.
Alerts 450 - User Generated Alert - and 451 - User Generated Alert – Case Processing Required - are the only alerts that are user generated.

To set a user generated alert:

Enter Option [B] Alerts in the Selection field on the WMEN.
<TRANSMIT> and the BMEN displays.
Enter Option [A] Create User-Generated Alert, in the Selection field on the BMEN.
<TRANSMIT> and the ALUG - Create User-Generated Alert - screen displays.
Required fields, marked with a red ? are:
1. To User field.
2. Alert Code field.
3. Message Code field.
4. Display Date field.
5. Due Date field.
A CLID or AUID,should also be entered so that the alert can be associated with an AUor client.
The From User field defaults to the user IDof the alert sender, which is also the user that is logged into ACES at the time. The user IDis protected and cannot be changed.
The function keys at the bottom of the screen allow the user to use Name Inquiry (<F13>) to determine a client or AU ID, the File Inquiry (<F14>) to determine a user ID or to send second user generated alert (<F15>).
Alert 450 is a user generated alert for general purposes. The user can set the alert to be sent to themselves that will act as a tickler or reminder or can be sent to another user either in the same CSO or in another office in the state. A user-generated alert can be sent to any user that has been assigned a user ID and can access ACES.
Alert 451 is a user-generated alert that reminds case managers that case monitoring is due.

Disposition Alerts

Alerts are dispositioned in one of two ways:
1. Automatically by ACES when the appropriate action required by the alert is taken.

EXAMPLE

Application pending alerts are automatically dispositioned when the case is finalized.

By the user who takes the action, documents the action, and then enters [Y] in the D column of the alert listing screen.

Alerts that have been dispositioned can be viewed from the ALDD, Option C until they are purged from the system. Alerts are purged when the Month Begin job is run for the next month. ( ACES Production Calendar for the exact date the month begin job is run)

To manually disposition an alert:

Complete the required processing identified by the alert and document the case action.
Enter [Y] in the D (disposition) field o n the appropriate alert screen ALPR, ALDD, ALUS, or ALSS.
<TRANSMIT> and the color of the alert changes to yellow and Edit Message 0019 - Update Completed Successfully - displays at the bottom of the screen.
The alert is removed from the screen during overnight batch processing.

Due Date Detail List (ALDD)

The Due Date Detail List ALDD is accessed through Option C on the BMEN.
Each alert has a due date associated with it.
The due date is either set by the user in a user generated alert or is controlled by a Standard of Promptness parameter, and ACES calculates the due date based upon the parameter setting.
ACES sorts alerts by due date and displays the overdue alerts first. All other alerts are displayed by due date in descending order.
Additionally, completing the From Date and To Date fields on the ALDD will display alerts for a specific period of time.

To access the ALDD:

Enter Option [B] Alerts in the Selection field on the WMEN.
<TRANSMIT> and the BMEN displays.
Enter Option [C] Due Date Detail List in the Selection field on the BMEN.
<TRANSMIT> and the ALDD screen is displayed.
The ALDD displays alerts by due date.
Alerts with the earliest due date are listed at the top of the screen (descending order).
Within each due date, the alerts are displayed by priority.
If there is more than one page of alerts a MORE indicator and page number displays in the upper right corner of the screen.
<TRANSMIT> to page down through the screens of alerts.
To request a previous page enter the page number in upper right hand corner of the screen OR press <F7> to go back one page at a time.

Priority Detail List (ALPR)

The Priority Detail List ALPR is accessed through Option B on the BMEN.
The ALPR displays a list of all users' alerts by priority.
Headquarters Policy Staff decide the alert priorities.
Alerts display in priority disposition order, with the alerts to be disposed of first displaying first.

To access the ALPR:

Enter Option [B] Alerts in the Selection field on the WMEN.
<TRANSMIT> and the BMEN displays.
Enter [B] Priority Detail List in the Selection field on the BMEN.
<TRANSMIT> and the ALPR screen displays.

The ALPR displays all alerts with the same alert code listed together.
Those with the highest priority code are listed at the top of the screen.
Within that grouping, the alerts are arranged so that the ones with the earliest due date are listed first.
If there is more than one page of alerts a MORE indicator and page number displays in the upper right corner of the screen.
<TRANSMIT> to page down through the screens of alerts.
To request a previous page enter the page number in upper right hand corner of the screen OR press <F7> to go back one page at a time.

Special Function Keys

The following function keys are generic to most alert screens.

Any alerts screen that has a function key specific to that screen is listed in the appropriate section.

When the user enters [`Y`] in the `S` field and presses…	This happens
`<F13>` - tier	The next tier or level of information for interface match alerts displays. Press `<F3>` to return to the ALPR.
`<F14>` - altr	The ALTR displays and the User can complete the screen and transfer the alert to another User. Press `<TRANSMIT>` to return to the ALPR.
`<F15>` - amen	See How do I access a case from the Alert Screens

Supervisor Alert Summary List (ALSS)

Users with an ACES security profile of supervisor have access to the ALSS.
The ALSS is used by supervisors to review the number of pending alerts for a unit, by summary group, and by user.
The pending alerts are displayed by summary group with the due now, overdue, and due in seven (7) day counts displayed by user.
The ALSS is Inquiry-only and cannot be updated.

To access the ALSS :

Enter Option [B] - Alerts in the Selection field on the WMEN.
<TRANSMIT> and the BMEN displays.
Enter Option [F] - Supervisor Alert Summary List - in the Selection field on the BMEN.
<TRANSMIT> and the ALSS screen displays.
The SUMM GRP (Summary Group) column shows the alert summary group code.
The USER field displays with the user ID on the first line and the first four letters of the users last name on the second line.
ACES displays MRUS (more users) with a number if there are more users on subsequent screens.

If the number is higher than 01 the user can see the additional workers in the unit by entering a page number here.
The <F15> and <F16> keys can also be used to scroll left and right through the users in the unit.
The summary groups are listed in numerical order. After each summary group description, there is a column shown for each user.
There are up to three lines for each summary group shown:
1. The first line shows the total number of pending alerts of that type,
2. The second line shows the number of alerts of that type that are overdue, and
3. The third line shows the number of alerts of that type that are due within seven days.
If there are more pages of alert groups the MORE indicator displays in the upper right corner of the screen.
<TRANSMIT> to go to the next screen.
To request a previous page, enter the page number in upper right hand corner of the screen, OR press <F7> to go back one page at a time.
From the ALSS the ALPR - Priority Detail List - or ALDD – Due Date Detail List - screens can be accessed for a specific worker.
1. Position the cursor under the first letter of the user last name (second user line).
2. Press <F13> to go to the ALPR, or <F14> to go to ALDD. See Alerts – Priority Detail List ALPR and Alerts – Due Date Detail List ALDD.

Transfer Alerts

How do I transfer an alert?

· Alerts can be transferred using the following options from the BMEN:

o B- Priority Detail List,

o C- Due Date Detail List, or

o D- Household Case View List

1. Enter Y in the S (selection) field next to the alert to be transferred.

2. Press <F14> and the ALTR screen displays.

o The case information displays on the screen, but is protected and cannot be changed.

o The DISPLAY and DUE DATE fields are enterable and can be changed before the alert is transferred.

3. Enter the USERID the alert is to be transferred to.

4. <TRANSMIT> and the alert is transferred to the selected USERID and is real time.

When there has been a head of household change (such as SE - self to another value, such as SP- spouse) changes to alerts will take place in overnight batch.

NOTE:

If the User ID is not known it can be found using Option H from the LMEN.

See Inquiry / Online Reference Data - Inquiry Activities Available On-line - Look Up User ID

Two Tier Alerts

Alerts that have more information than can be displayed on the first alert display screen are called Two Tier Alerts.

To access the second tier of information:

Enter a [Y] in the Select field next to the alert.
Press <F13> and information on the second tier is displayed.

User Alert Summary List (ALUS)

The ALUS displays the number of alerts that are currently due, alerts that are overdue, and alerts that are due in seven (7) days by user and by summary group.
The ALUS is Inquiry-only and cannot be updated.

To access the ALUS:

Enter Option [B] Alerts in the Selection field on the WMEN.
<TRANSMIT> and the BMEN displays.
Enter Option [E] User Alert Summary List in the Selection field on the BMEN.
<TRANSMIT> and the ALUS screen displays.
The Summary Group field displays the alert summary group code.
The summary group codes are listed in numerical order.
The Count field displays the total number of alerts in each summary group as follows:
1. The first line displays the number of pending alerts that are currently due in the specified summary group.
2. The second line displays the number of pending alerts that are overdue in the specified summary group.
3. The third line displays the number of pending alerts that are due in seven days in the specified summary group.

	ACES	Search for:

Acronyms Alerts Screens WAC Number Index WCCC DSHS Home