Alerts

The ACES Alerts function is an automated reminder file that notifies users of case actions due and interface matches with outside agencies.
The alert function reminds users of any case actions that are due, tracks completion of some case actions, and dispositions certain alerts when related activity is completed.
Alerts are generated at either the assistant unit level or client level.
To determine the level at which the alert is generated look at the information provided in the alert.
If the information generally applies to only one client in the AU it is probably a client level alert such as an alert generated as the result of an interface. ESD, SDX, BENDEX and DRS are all client level alerts.
If the information applies to the entire AU it is probably an AU level alert. Alerts dealing with screening and benefits changed by batch are all AU level alerts.
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 determined assigned to users based on the request of the CSO. See Parameters.
If an alert is sent to the wrong user it can be transferred by a supervisor or lead worker to the correct user.
When an AU is transferred to a different worker, all of the AU level alerts are also transferred.
Client level alerts for the transferred AU must be transferred individually by a supervisor or leadworker.
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 go to the user even though the person has been suspended. To prevent this from happening request that alpha caseload parameters be changed so an active user is assigned that caseload before the previous worker leaves. Until this is done, someone must work these alerts.
When an AU is closed, the worker closing the case should disposition all alerts associated with the AU or client(s) being closed.
Alerts pending at the time a case is closed stay with the worker of record until dispositioned.

From the Alerts Submenu (BMEN)

To access alerts from the (BMEN):

Enter Option [B] - Alerts in the Selection field on the (WMEN).
<TRANSMIT> and the (BMEN) screen displays.
Enter the appropriate Option [A-G] in the Selection field on the (BMEN).

See Alerts - Create User Generated Alerts (ALUG)

Screen examples and complete information on each option:

Option A See Alerts - Priority Detail List (ALPR)	Create user-generated alert. No entry other than [`A`] is required. The (ALUG) screen displays.
Option B See Alerts - Due Date Detail List (ALDD)	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 (ALAU)	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 - User Alert Summary List (ALUS) See Example	View alerts for a specific AU. You must enter [`an AU number`] in the `AU ID` field when entering option [`D`]. The (ALAU) screen displays. Alerts display for the AU requested. Alerts for associated AUs do not display.
Option E See Alerts - Supervisory Alert Summary List (ALSS)	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 – Assistance Unit Detail List (Archive) (ALAU) (ARCH)	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.
Option G	The (ALAU) screen displays. The [`AU number`] must be entered in `AU ID` field. View alerts associated with an AU that has been archived (but ACES has not yet purged or deleted from the system.) Alerts are purged from the system when the Month-Begin job is run for the next month. The user ID of the user that is logged into ACES is pre-filled in the `User / Supv ID` field. To view a different user's alerts enter the [`user's ID`] in the `User / Supv ID` field. When using a `From Date` and `To Date` alerts for the dates requested appear first on the list. When looking at one specific day, the `From Date` and `To Date` fields should have the same date entered.

EXAMPLE

There are Basic Food and cash AUs open. If the user enters the cash AU ID, the cash case alerts will appear, the Basic Food alerts will not.

From the AU or Client Screen

The Current Assistance Unit Detail List (ALAU) can be accessed from most AU or client level screens by pressing <F23-alau>.
- If accessing the (ALAU) is an option from the current screen <F23-alau> displays at the bottom of the screen.

A list of alerts for an archived case can be viewed from some screens in ACES.
- If accessing the (ALAU) on an archived case is an option from the screen you are on, <F22-arch> displays at the bottom of the screen.
When accessing (ALAU), all alerts for the AU display. See Alerts – Assistance Unit Detail List (Archive) (ALAU) (ARCH)

Access the Case from 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, (ALAU), Current Assistance Unit Detail List
On each of these screens there is an S (selection) field on the far left of the screen.
In the S field enter the [appropriate letter] for the option you want to access from the (AMEN).

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.

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.

Assistance Unit Detail List (ALAU)

Access the (ALAU) by entering an [AU number] in the AU Num field. The (ALAU) displays a list of all alerts for the specific AU.
AU alerts are arranged in due date order.
The second line of the (ALAU) displays the head of household's name.

To access the (ALAU):

Enter Option [B] Alerts, in the Selection field on the (WMEN).
<TRANSMIT> and the (BMEN) displays.
Enter Option [D] Assistance Unit Detail List, in the Selection field on the (BMEN).
Enter the [AUID of the case you are requesting the alerts for] in the AUID field.
<TRANSMIT> and the (ALAU) screen displays.
The (ALAU) 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.

Special function keys

When the User presses	This happens:
`<F13>` - alpr	The(ALPR) displays
`<F14>` - aldd	The (ALDD) displays.

Assistance Unit Detail List (Archive) - (ALAU) (ARCH)

Alerts displayed through this menu (Option G from the (BMEN) are for AUs or clients that have been archived. An AU / client is archived when there has been no activity for three years.

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 on the appropriate alert screen (ALPR), (ALDD), (ALAU), (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 Alerts - Access the Case from 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

AU level alerts automatically transfer with a case when it is transferred.
Client level, supervisory alerts (Alerts 219 – ER / Recert Tentatively Scheduled for AU, Check Schd and 915 – Issuance Awaiting Approval), and any other personal types of alerts do not transfer automatically when the case is transferred.
Client level alerts not worked before the case is transferred must be transferred individually by the supervisor or leadworker.
The (ALTR) allows a user with the security profile of supervisor or leadworker to transfer individual alerts from one user to another.

To transfer an alert:

Alerts can be transferred using the following Options from the (BMEN).
- B - Priority Detail List,
- C - Due Date Detail List, or
- D - Current Assistance Unit Detail List.
Enter [Y] in the S (selection) field next to the alert to be transferred.
Press <F14> and the (ALTR) screen displays.
The case information displays on the screen but is protected and cannot be changed.
The DISPLAY and DUE DATE fields are enterable and can be changed before the alert is transferred.
Enter the [user ID of the user the alert is to be transferred to].

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

<TRANSMIT> and the alert is transferred on-line, real time.

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.

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From the AU or Client Screen

Access the Case from Alert Screens