|
|
|
||
|
Revised May 17, 2013 |
||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Case Actions
What type of cases can be processed through Case Actions?
· Case Actions helps simplify case processing. Client information displays in clear web page layouts. Often, information for the entire household displays on the same page.
What type of cases can be processed through Case Actions?
· Pending and/or active AUs can be processed through Case Actions.
· Case Actions can be accessed from 4 areas.
o From the Welcome Back page enter the Client ID and select Case Actions in the Select a Page field.
o From the Welcome Back page enter the AU ID and select Case Actions in the Select a Page field.
o From the Client >> Summary page, select Case Maintenance then Case Actions
o From the Assistance Unit>>Summary page, select Case Maintenance, then Case Actions. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Navigation How do I navigate in Case Actions?
How do I expand or collapse a section on the page?
How do I delete entered details?
How do I change information on a detail entry?
How do I re-verify an item that has the same verification code?
What are the action buttons at the top of the page used for?
What do the icons on the page mean?
How do I view a specific error or warning message?
How do I enter a remark when there are no client details?
Can I change a remark if I make a mistake?
Where do Remarks display in ACES Mainframe?
Where did the fields on the ACES MISC screen go?
How do I take a case out of SPA?
If I put a case in SPA using Case Actions, can I remove the SPA in ACES Mainframe?
What happens to the case if the system shuts down unexpectedly?
I am having issues with viewing the entire page, what can I do?
How do I navigate in Case Actions?
· The primary method of navigating is to use the Navigation pane on the left side of the tool and click on the desired section. The selected section then appears in the pane to the right.
· The Navigation pane can be expanded or collapsed as needed.
· The page that you are currently on displays with a grey highlight.
· In addition to the Navigation pane, action buttons at the top of the page can be used to page forward and backward through the tool. These actions buttons can also be accessed by right-clicking the mouse or pressing Shift+F10.
· A summary page is used to view a summary of data entered for the entire household for the section you are on. Most summary pages are categorized into sections that can be expanded or collapsed for the desired view. From the summary page you can add, delete or change specific details for all household members.
How do I expand or collapse a section on the page?
· To expand or collapse sections on a summary or detail page, click on the section bar.
· Detail information such as income, shelter, or resources can be added from anywhere within Case Actions.
· To add client detail information, take the following steps:
1. Select the Add icon at top of the page.
2. In the pop-up window select the detail section you want to update.
3. Select the client from the drop down menu that the information is for.
4. Click the Next > button.
5. Enter the detail information.
o Click the Delete icon at the top of the page to exit a detail page without an entry.
· Click the Add icon again to add additional detail information or click a section on the Navigation pane to return to a summary page.
· When the Add icon is selected while in a details section, the pop-up window defaults to the same detail section and client.
How do I delete entered details?
· A detail can be deleted by doing one of the following actions:
o On the summary page, select the checkbox
o Click on the individual detail, such as the car on the Vehicles/Vessels page. This opens a detail page specifically about that item. Click the red
· Deleted items appear on the summary page with a line though the information.
· When the interview or change data is committed, deleted entries are no longer visible.
· Before data is committed, you can delete and undelete items.
How do I change information on a detail entry?
· To change information on a detail entry, click the detail line on the summary page. The detail page displays and changes can be made.
How do I re-verify an item that has the same verification code?
· To re-verify an item with the same verification code, you must change the verification code to a different one and then change it back to the original verification code.
· To accept all verification codes on the page that are not changing, click the re-verification icon
What are the action buttons at the top of the page used for?
· The action buttons at the top of the page are used to:
o Navigate to the next topic
o Navigate to the next detail within a summary page
o Navigate to the previous detail within a summary page
o Return to summary
o Add details
o Delete details
o Accept detail verifications
o Add remarks when none currently exist
o Add remarks when entries exist
o Add narrative
o Refresh page data
o Place session on hold (SPA)
o Cancel Session
o Access online help pages
What do the icons on the page mean?
· Icons have been added to the page to quickly determine any field that may contain:
o An error message
o A warning message
o An interface cross-match
· If an error or warning appears on a page, that section is also indicated on the Navigation pane.
How do I view a specific error or warning message?
· To view an error or warning message, select the field next to the icon. The specific message then appears above the field explaining the error or warning.
· Select the remark icon
· The remarks will default to the client whose name appears on the detail page.
· All remarks entered for this client display.
o You can add, delete or change a remark created during this session.
· When historical remarks exist for the client, the following remark icon
How do I enter a remark if there are no client details?
· To enter a remark for a client with no details, take the following the steps:
1. Follow the steps in How do I add details? to access the client details page.
2. Select the delete icon
3. Select the add remarks icon
Can I change a remark if I make a mistake?
· Remarks don’t automatically save to the database after you leave the page. They are only saved once you commit the interview or change to the database.
· You can change or delete a remark entered during a current session at any time prior to committing the data.
Where do remarks display in ACES Mainframe?
· Most remarks display behind the ACES screen matching the area where Case Actions were entered. Some remarks are not saved to the same area.
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Where did the fields on the ACES MISC screen go?
· Case Actions does not have an equivalent to the MISC screen. All of the fields still exist but are displayed in more logical locations. See the chart below to find out where the fields from MISC screen can be found in Case Actions.
· To put a case in SPA, select the Place session on hold icon | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
How do I take a case out of SPA?
· If a case was put in SPA from online interview, the Held Scratch Pad Area (SPA) page displays the next time you access the case using the Start Interview link.
· From the SPA page, select the Resume session – Keep SPA data button to remove the SPA and continue updating the case. To delete all the data previously entered and start over select the New session – Delete SPA data button.
If I put a case in SPA using Case Actions, can I remove the SPA in ACES Mainframe?
· A case put in SPA using Case Actions can only have the SPA removed through Case Actions.
· A case put in SPA using ACES Mainframe can only have the SPA removed through ACES Mainframe.
What happens to the case if the system shuts down unexpectedly?
· If you are in a case and your computer shuts down unexpectedly or your session closes without warning, the case is automatically placed into SPA. Once you return, see How do I take a case out of SPA? for steps to remove the case from SPA.
I am having issues with viewing the entire page, what can I do?
· Sometimes in Case Actions if the entire page isn’t viewable, you are forced to scroll more often or the page appears blurry. This is normally caused if your window is not maximized fully or your screen resolution is set too low. Case Actions is designed to work best at your monitors default resolution.
· If you are experiencing issues, try one of the following:
o Select the window Maximize button in the upper right hand corner of your session.
o If this does not resolve your issue, check your windows resolution settings and change as needed. The following monitor sizes are the most common.
¨ 17” (4x3 ratio) – Change to 1024x768 resolution ¨ 19” (4x3 ratio) – Change to 1280x1024 resolution
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Interview
How do I initiate and complete Interview?
· Interview is the process of gathering data about a client and their household when a new application is submitted.
· Interview can be accessed in several ways:
o From the Welcome Back page:
♦ Enter the Client ID and select Case Actions in the Select a Page field.
♦ Click Go.
♦ On the Case Actions page, under Pending Applications, click the Start Interview link.
o From the Welcome Back page:
♦ Enter the AU ID and select Case Actions in the Select a Page field.
♦ Click Go.
♦ On the Case Actions page, under Pending Applications, click the Start Interview link.
o From the Client >> Summary page:
♦ Select Case Maintenance.
♦ Then Case Actions.
♦ On the Case Actions page, under Pending Applications, click the Start Interview link.
o From the Assistance Unit>>Summary page:
♦ Select Case Maintenance.
♦ Then Case Actions.
♦ On the Case Actions page, under Pending Applications, click the Start Interview link.
o After screening a new AU, select the Interview button from the Commit Status page.
How do I initiate and complete an Interview?
· To initiate and complete an interview take the following steps:
1. Go to the Case Actions page (see How do I access Case Actions?).
2. In the Pending Applications section, click the Start Interview link.
3. On the Pending Applications page:
o Check Begin Intake to initiate interview on all the pending AUs
or
o To initiate the interview on a specific AU, check the box for that specific AU.
4. Continue through the interview process by using the Navigation pane. For more information on navigating, see How do I navigate in Case Actions?
5. When all interview questions are complete, click Review on the Navigation pane. This takes you to the Review page.
6. If there are no Errors on the Review summary, click Eligibility on the Navigation pane. This takes you to the Eligibility page.
7. On the Eligibility page, a Details
o Review the Eligibility Details.
o If all looks correct, click Confirm Benefits.
8. The Eligibility page displays, click the Commit Changes button.
9. A window appears saying Session committed successfully. Click OK.
10. To exit the Case Actions page, click the Close button. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Process Application Months How do I Process Application Months?
How do I Process Application Months?
· If the household has no other AUs active and there are no adjustments necessary in the prior months, it is not necessary to go into each application month to process.
· If there are existing active cases for this household in ACES, under Process Application Months, any months prior to the ongoing month display
o Click on each month that displays | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Finalize How do I Finalize an application?
How do I Finalize an application?
· To finalize an application take the following steps:
1. Go to the Case Actions page. See How do I access Case Actions?.
2. From the Case Actions page, in the Finalize Applications section click the Finalize link for the pending AU.
3. For each pending month:
o On the Eligibility page click the Details
o On the Eligibility Details page, verify the benefit information then click the Confirm Benefits button for each pending month. When all months are confirmed, the Eligibility page displays.
o On the Eligibility page, click the Commit Changes button. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
4. A window appears saying Session committed successfully. Click OK.
5. To exit the Case Actions page, click the Close button. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Change of Circumstance How do I process Change of Circumstances?
How do I process Change of Circumstances?
· To process change of circumstances take the following steps:
1. Go to the Case Actions page. See How do I access Case Actions?.
2. From the Case Actions page, in the Change of Circumstances section choose the benefit month to be changed from the Benefit Month drop down menu.
3. Click the Start Changes link.
4. Continue through the change process by using the Navigation pane. For more information on navigating, see How do I navigate in Case Actions?
5. When all changes are complete, click Review in the Navigation Pane.
6. If there are no Errors on the Review summary, click Eligibility on the Navigation Pane.
7. On the Eligibility summary page, a Details
o Review the Eligibility Details for each AU o If all looks correct, click Commit Changes
8. A window appears saying Session committed successfully. Click OK.
9. To exit the Case Actions page, click the Close button.
| ||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
Pending Letters · This section displays all pending letters for an AU and gives workers the option to create new letters by clicking the Create Letter link. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||
at the top of that detail page.
at the top of the page.
|
Modification Date: May 17, 2013