Inquiry
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Inquiry


Revised April 3, 2012



ACES Inquiry Navigation

 

ACES Client Inquiry

 

ACES System Inquiry

 


ACES INQUIRY NAVIGATION

What are the inquiry function keys?

 

What are pointers?

 

How do I fast-path to a specific screen?

 


 

What are the inquiry function keys?

 

·         Function keys enable user to move quickly and effectively within ACES.

 

·         Each ACES screen has up to 24 associated function keys.  Some may be inactive on screens where the action they represent does not apply.  The active ones display at the bottom of the screen. 

 

·         Some inquiry function keys are:

 

o    F1 Field level help

 

o    F2 Screen level help

 

o    F6 Alerts

 

o    F7 Backward a screen

 

o    F8 Forward a screen

 

o    F10 AULI (Assistance Unit List for a case)

 

o    F11 CLLI (Client List for a case)

 

o    F12 Exit back to AMEN

 

o    F17 Backward a month

 

o    F18 Forward a month

 

What are pointers?

 

·         Pointers are a letter or number used to indicate the position of an assistance unit or client in a case unit.

 

o    The Assistance Unit (AU) pointer is a one character letter located in the upper right corner of the data screen(s). 

 

¨        AU pointers vary based on the option used to access the case, the AUID entered on AMEN, and program hierarchy.  Program hierarchy for active cases is:  AF, GA, GW, RF, GH, GI, MA, FS and EA.


EXAMPLE

 

EXAMPLE:

A case has an active AF-F01, FS and MA-S01 AU.  Worker access the case using the cash AU so the pointers are:

AF       A

FS       B

MA      C

 

Twenty minutes later, the worker accesses the case using the FS AU, so the pointers are:

FS       A

AF       B

MA      C


¨        To find a list of AU pointers for any active, suspended or pending AU, press <F10> from any screen.  The AULI screen displays the AU(s) and its pointer(s). 

 

¨        For cases that are closed or denied, do not use pointers.  For more information, see How do I inquire on a closed/denied case?

 

o    A Client pointer is a two-character number located in the upper right corner of the data screen(s).

 

¨        Client pointers are assigned based on the order in which the individual(s) is entered in ACES, and indicates the position of that client within an AU.

 

¨        To find a list of client pointers for an active, suspended or pending case, press <F11> from any screen.  The CLLI screen displays the client(s) and his/her pointer(s).

 

¨        For cases that are closed or denied, do not use pointers.  For more information, see How do I inquire on a closed/denied case?

 

How do I fast-path to a specific screen?

 

·         To fast-path to a specific screen for an active, pending, or suspended case:

 

1.    Press <Home> and the cursor defaults to the screen name in the upper right corner.

 

2.    Enter the screen name and client pointer (if client level screen) or AU pointer (if AU level screen).

 

·         To fast-path to a specific screen for a closed/denied case:

 

1.    Press <Home> key and the cursor defaults to the screen name in the upper right corner.

 

2.    Enter the AU level screen name, without a pointer, when inquiring on an AU. 

 

3.    Enter the client level screen name, without a pointer, when inquiring on a client ID.


NOTE:

For closed/denied cases, you cannot fast-path to a client level screen when inquiring on an AU, or vice versa.


ACES CLIENT INQUIRY

How does ACES use client information?

 

Where can I inquire on client information?

 

Who can inquire on client or system information?

 

How do I inquire on an active case?

 

How do I inquire on a closed/denied case?

 

How do I find the AUs associated to an individual client?  

 

How do I inquire with as of dates?

 

How do I inquire on benefits issued to a client when I don’t know the AUID number?

 

How do I inquire on an address?

 

How do I inquire on a name or SSN?

 


How does ACES use client information?

 

·         ACES compares applicant information to existing information and checks for matches.  This is done to reduce the potential for duplicate application or issuance of benefits.

 

·         ACES exchanges client information with other governmental agencies.  This assists in confirming client information and detecting discrepancies.  See Interface Data.

 

·         ACES uses the data entered into the database for eligibility determinations and to issue benefits. 

 

Where can I inquire on client information?

 

·         Client information inquiry is available in ACES or aces.online.  For inquiry information in aces.online, see Search.  

 

Who can inquire on client or system information?

 

·         Anyone with access to ACES can view client information. 

 

·         Some interface (BENDEX, SDX) data is unavailable to aces.online only users based on their security type.  See What is the ACES Security Matrix?

 

How do I inquire on an active case?

 

·         To inquire on an active case, take the following steps:

 

1.    From the AMEN, enter Option B – AU/Client Inquiry in the Selection field and

 

o    The [AUID] number for AUID level information or

 

o    The [CLID] number for client level information.

           

2.    Press <TRANSMIT> to view the AU or client level information screens with data. 

 

o    If there is no information on a screen, the screen does not display in the normal inquiry screen flow.  Workers can call up specific screens as needed. 

 

o    When calling a client level screen from an AU level screen, or vice versa, system may require the worker to enter a pointer.  For more information, see What are pointers?

 

How do I inquire on a closed/denied case?

 

·         To inquire on a closed/denied case, take the following steps:

 

1.    From the AMEN, enter Option B – AU/Client Inquiry in the Selection field; and

 

o    Enter the [AUID] number for AUID level information or

 

o    Enter the [CLID] number for client level information.

 

2.    Press <TRANSMIT> to view the AU or client level screens.  To determine if the screen is an AU or client level, see Screens in ACES.


NOTE:

Do not use pointers.  If the AUID number is used to inquire, and a client level screen is requested, Edit 0106 SELECTION NOT ALLOWED, AU STATUS IS NOT ACTIVE generates.


3.    To view other months:

 

o    Manually enter the [month/year] in the [month] field on the screen, or

 

o    Press <F17> or <F18> to change months. 

 

How do I find the AUs associated to an individual client? 

 

·         To find the AUs associated to an individual client, take the following steps:

 

1.    From the AMEN, enter Option C – Client Participation, in the Selection field, and the [CLID] in the Client ID field.

 

2.    <Transmit> and the CHIS screen displays all the AUs associated to an individual client.

 

3.    From the CHIS screen,

 

o    To view the client’s participation in a specific AU, enter:

 

¨        [Y] in the All Financial Responsibility Codes field,

 

¨        [Y] to the left of the AUID you want to view,

 

¨        <TRANSMIT> and the PART screen displays with the history of the client's participation in the AU.

 

o    To view the AU level screens, enter [Y] to the left of the AUID you want to view, and press <F13>. 

 

How do I inquire with as of dates?

 

·         At times it is important to tell what happened on a case on a specific date. Based on case circumstances, it may be necessary to inquire on the case with several as of dates to determine what happened on a specific date.


NOTE:

If multiple actions to commit data are taken on the same day, the system displays the last action of the day.  For example, if the worker entered unearned income of $100 and then later that same day changed it to $150, only the $150 displays.


 ·         To inquire on a case with an as of date:

 

1.    Find the date the case was last updated by viewing the AUID/CLID screens (such as CAFI, FSFI, ALAS, or EARN) and looking at the date that appears at the top of the requested screen(s). 

 

2.    Make a note of the date and <F3> back to the AMEN screen.

 

3.    From the AMEN, enter:

 

o    Option B – AU/Client Inquiry in the Selection field,

 

o    The [AUID] in the AU ID field, or [CLID] in the Client ID field,

 

o    The [day before the case was last updated] in the [as of date] field

 

o    The [ongoing month] (based on the as of date) in the [Benefit Month MM YY] field.


EXAMPLE

On 7/15/09, worker requests to view case with as of date 3/2/09.  The ongoing month at that time would be 04/09 and that should be entered in the [Benefit Month MM YY] field.  If the ongoing month is not entered, Edit 1008 - "AS OF DATE" CANNOT BE MORE THAN 1 MONTH PRIOR TO THE BENEFIT MONTH may generate.


4.    Press <TRANSMIT> to view the previous information.

 

How do I inquire on benefits issued to a client when I don’t know the AUID number?

 

1.    From the AMEN, enter Option C – Client Participation in the Selection field for a list of all the AUs associated to the client. 

 

2.    Enter [Y] to the left of the specified AUID.

 

3.    Press <F13> and the STAT screen displays. 

 

4.    Press <F19> to access JMEN and view the benefit history for the AU.

 

How do I inquire on an address?

 

·         Address inquiry allows workers to search the database to see which clients reside at a particular address. 

 

·         Take the following steps to inquire on an address:

 

1.    From the AMEN, enter Option D – Address Inquiry in the Selection field.

 

2.    Press <TRANSMIT> and the ADIQ screen displays.

 

3.    On the ADIQ screen:

 

o    Enter [the address for the search] in the Street Name, City and State fields.

 

¨        Matches appear based on exact information, so sometimes entering less information results in more matches.

 

o    Press <TRANSMIT> and the ADIQ screen refreshes with the list of matches.

 

o    To view a specific case from the list of matches,

 

¨        Enter [Y] in the Sel field.

 

¨        Press <F13> and the STAT screen displays. 

 

¨        Press <TRANSMIT> to view the next screen(s). 

           

o    To return to the AMEN with the requested AUID, enter [Y] in the Sel field for the requested AUID and press <F20>.

 

o    To do another search, press <F22> - Redo. 

 

o    To exit address inquiry, press <F3>.

 

How do I inquire on a name or SSN?

 

·         Name inquiry allows workers to obtain information about a particular client.

 

·         Take the following steps to inquire on a client:

 

1.    From either the AMEN or the OMEN, enter Option A – Name Inquiry in the Selection field.

 

2.    Press <TRANSMIT> and the NMIQ screen displays. 

 

3.    On the NMIQ screen, enter the [client information]. 


NOTE:

Minimum information is a last name and sex; or SSN. 

If a birth date (DOB) is entered, system includes all clients within 3 years of the DOB.  Workers can expand this by enter a number (up to 9) in the +/- field.  Also, workers can enter just a month, day or year in the DOB field.  For example, to find a list of possible male clients with the last name of Smith born in June 1953, enter:

            [Smith] in the last name field

            [M] in the Sex field

            [06  1953] in the DOB field 


4.    Press <TRANSMIT> and the NMIQ screen refreshes with a list of possible matches. 

           

o    Enter [Y] in the select field for the client you want to view

 

o    Press <F13> to view the client level information.

 

5.    Press <F20> to return to the AMEN with the selected CLID.

 

6.    Press <F22>  - Redo to change search criteria.


NOTE:

Workers can modify their search to include the AU status or the CSO number for a client.  For example:  to see a list of all the active female client with first name B and last name Smith, for CSO 053,  enter:

[B] in the first name field

[Smith] in the last name field

[F] in the sex field

[A] in the status field

[053] in the CSO field


7.     Press <F3> to exit name inquiry. 

 


ACES SYSTEM INQUIRY

What ACES system information is available for inquiry?

 

How do I inquire on a worker?

 

How do I inquire on system parameters?

 

How do I inquire on a vendor or provider?

 

How do I inquire on other health insurance for a client?

 

How do I access State Online Query (SOLQ)?

 

What information is auto-populated when I access SOLQ?

 

What information is available in SOLQ?

 


 

What ACES system information is available for inquiry?

 

·         User and Interface data (LMEN)

 

·         Parameters (such as income standards, COLA multipliers, alerts, scheduling, and CSO data. (FMEN)

 

·         Provider/Vendor information (MMEN)

 

·         Group Home information (RMEN)

 

How do I inquire on a worker? 

 

Take the following steps to find information about a worker:

 

1.    From the LMEN, enter Option H – User ID Inquiry in the Selection field.

 

o    System defaults to USER ID field, but workers can change the inquiry by entering the worker’s last name, or CSO number.  The CSO inquiry can be modified to include unit type or unit number.

 

2.    Enter the [USER ID] in the User ID field.

 

3.    Press <TRANSMIT> and the USID screen displays with the following information:

 

o    CSO #

 

o    Unit type

 

o    Unit number

 

o    Supervisor ID

 

o    Worker’s name

 

o    Phone number

 

4.    Press <F3> to return to LMEN.

 

How do I inquire on system parameters? 

 

1.    From the FMEN, select the submenu you want to inquire on:

 

o    Submenu A:  Eligibility Parameters contains Basic Food, Cash and Medical parameters such as gross income limits, need standards, and COLA multipliers.

 

o    Submenu B:  Location Parameters contains information such as CSO addresses and work exempt counties.

 

o    Submenu C:  Other Parameters 1 contains information about Standards of Promptness, CSO scheduling information and State and Federal Holidays.

 

o    Submenu D:  Other Parameters 2 contains information about ACES batch cycles and ACES default printers (routing).

 

o    Submenu E:  Messages and Codes contains parameters for Alerts and Edit Error Message texts.

 

2.    From the submenu, select the category you want to inquire on.

 

o    In some instances, you may have to select an effective date. 


EXAMPLE

To inquire on a COLA multiplier:

 

From the FMEN enter Option A and the FAMN screen displays.

On the FAMN screen, enter Option O and the PHIS screen displays.

On the PHIS screen, enter 01 (the most recent change), and the CMT3 screen displays with the year the SSI ended and the appropriate multiplier.


·         For more information, see How do I view Eligibility Parameters? 

 

How do I inquire on a vendor or provider?

 

·         To inquire on a vendor provider, follow the steps in Vendor Payment - How do I inquire on a vendor?    

 

How do I inquire on other health insurance for a client?

 

·         To inquire on other health insurance for a client, see Screen Descriptions - TPL1 - Third Party Liability 1 Screen.  

 

How do I access State Online Query (SOLQ)?

 

·         Accessing SOLQ allows ACES users to inquire on client data maintained by the Social Security Administration (SSA).

 

WARNING:

Intentional inquiry into a file that is not required to perform your job is a violation of both state and Federal Law and may result in felony prosecution. All SOLQ inquiries made by users are monitored. 

 

The following edit displays when workers inquire into BENDEX, SDX, ES and UC areas:

 

Edit 2365 - YOU ARE BEING AUDITED FOR ACCESSING SSN RELATED DATA

 

 

·         Access State Online Query (SOLQ) from:

 

o    DEM1, DEM2, or UNER screen using <F15>

 

o    SDX1, SDX2, BEN1, BENI, or BEN2 screen using <F17>

 

o    WMEN, Option Y

 

o    LMEN, Option O

 

What information is automatically populated when I access SOLQ?

·         ACES automatically populates the following worker information on the SOLQ screen:

 

o    [E] in the reason request field

 

o    [worker’s name] in the name of requestor field

 

o    [worker’s phone number] in the telephone number of requestor field

 

·         ACES auto-populates the following client information based on how SOLQ is accessed:

 

o    Client’s name

 

o    Date of birth

 

o    Gender

 

o    The SSN if SOLQ is accessed from the DEM1, DEM2, SDX1 or SDX2 screen.

 

o    The SSN claim number from the BENDEX claim number if SOLQ is accessed from BEN1 screen.

 

o    The SSN claim number for the first unearned income type code SB, SC, SD, SS, SI or SW if SOLQ is accessed from the UNER screen.  If none of these income types are listed on the UNER screen, ACES uses the client’s SSN.

 

·         When accessing SOLQ from YMEN or LMEN screen, manually enter client data. 

 

What information is available in SOLQ?

 

·         Client SSN verification information is contained on the SSNV screen, the first screen to display in SOLQ. 

 

o    Screens in SOLQ flow from SSNV screen forward, depending on the type of benefit the client receives.  For example: If the client is receiving only SSI benefits, the SSA1, SSA2, and SSA3 screens may not display. 

 

·         SSA demographic and benefit payment information display on the SSA1 screen. 

 

·         Client Buy-In and Health Insurance information display on the SSA2 screen.

 

·         Other cross-referenced benefit types and amounts display on the SSA3 screen.

 

·         SSI demographic and benefit payment status display on the SSI1 screen.

 

·         SSI benefit payment information displays on the SSI2 screen.

 

·         SSI over/under payment status, Food Stamp status and unearned income information display on the SSI3 screen.

 

Modification Date: April 3, 2012