Online Interview
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Online Interview


Revised October 14, 2011



What is the Online Interview?

 

What type of cases can be processed?

 

How do I access the Online Interview?

 

How do I navigate in the Online Interview?

 

What is a summary page?

 

How do I expand or collapse a section on the page?

 

How do I add details?

 

How do I delete entered details?

 

How do I change information on a detail entry?

 

How do I reverify 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?

 

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?

 

Why do some clients appear in the drop-down list when others don’t?

 

Where did the fields on the ACES MISC screen go?

 

How do I put a case in SPA?

 

How do I take a case out of SPA?

 

If I put a case in SPA using the Online Interview, 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?

 





What is the Online Interview?

 

·         The ACES 3G Online Interview helps simplify the interview process.  Client information displays in clear web-page layouts.  Often, information for the entire household displays on the same page. Once Online Interview is committed, if there are no case changes for the historical months, users can bypass Option P - Process Appl Months and select Option Q - Finalize Application in ACES Mainframe to complete the finalization of the AU.

 

What type of cases can be processed?

 

·         Pending AUs can be processed through Online Interview, even if the household is active in another AU. The exception is if the program being processed requires the SPEC screen, such as Consolidated Emergency Assistance Porgram (CEAP), Health Care for Workers with Disability (HWD) and Detox Medical Care Services.

 

How do I access the Online Interview?

 

·         The Online Interview can be accessed from 5 areas.

 

o    From the Welcome Back page enter the Client ID and select Interview in the Select a Page field.

 

o    From the Welcome Back page enter the AU ID and select Interview in the Select a Page field.

 

o    From the Client >> Summary page, select Case Maintenance then Interview.

 

o    From the Assistance Unit >> Summary page, select Case Maintenance then Interview.

 

o    After screening a new AU, select the Interview button from the Commit Status page.

 

How do I navigate in the Online Interview?

 

·         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 pain 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.

 

What is a summary page?

 

·         The 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 or delete 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 anywhere on the section bar.  Clicking the section again expands or collapses again.

 

How do I add details?

 

·         Detail information can be added from anywhere in the online interview.

 

·         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.

 

3.    Select the client the information is for.

 

4.    Click the Next > button.

 

5.    Enter the desired detail information. 

 

·         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 with the same detail section and client you are currently on.

 

How do I delete entered details?

 

·         To delete a detail entry, take one of the following actions:

 

o    On the summary page, select the checkbox to the right of the detail you want to delete. 

 

o    On the individual detail page, select the delete icon at the top of the page.

 

·         Deleted items appear on the summary page with line striking though the detail information.

 

·         When the entire interview data is committed, all selected entries are deleted.

 

·         Before data is committed, you can delete or undelete items at any time.

 

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 and item with the same verification code, change the verification code to a different one from the drop-down list and then change it back to the original verification code.

 

·         To accept all verification codes on the page which are the same, select the re-verification icon at the top of the page.

 

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 through the site.

 

o    Put a case in SPA.

 

o    Enter case Narrative.

 

o    Refresh page data.

 

o    Access online help.

 

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 any error or warning appears on a page, that section also is 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 nature of the error or warning.

 

How do I enter a remark?

 

·         Remarks can be entered at the bottom of any details page.  To display the remarks section for a client, select the expand button on the remarks header line.

 

·         The remarks will default to the client whose name appears on the detail page.

 

·         Any remarks already entered for this client appear. 

 

o    You can add, delete or change a remark that was created during this session. 

 

·         To view historical remarks for the client, select the Historical Remarks link.

 

How do I enter a remark when 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 a detail entry? to access the client details page.

 

2.    Select the delete icon at the top of the page to inactivate the details section.

 

3.    Select the expand icon on the remarks header to enter the remarks.

 

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 entire interview to the database. 

 

·         Until committed to the database, you can change or delete a remark entered during this session at any time prior to committing the data.

 

Where do Remarks display in ACES Mainframe?

 

·         Most remarks will display behind the ACES screen that matches the area when they are entered in the Online Interview.  However not all remarks can save to the same area.


EXAMPLE

When remarks are entered for client detail information, all remarks save behind the DEM1 screen in ACES mainframe.


Why do some clients appear in the drop-down list when others don’t?

 

·         Some information can only be entered one time per client.  Once that information is entered for a client, the next time you try to enter information for that section, the client’s name does not appear in the drop down list.


EXAMPLE

Shelter expense information is only entered once per client.  After entered, when you select the detail page to enter additional shelter information, the client does not appear in the drop-down list.  However any people in the household that don’t have shelter expenses entered display in the drop-down list.


Where did the fields on the ACES MISC screen go?

 

·         The online interview does not have an equivalent to the MISC screen in ACES mainframe.  All of the fields still exist but display in a more logical location.  See the chart below to find out where the fields from MISC screen can be found in the online interview.

 

Field

Online Interview page

EPSDT Info

Currently not in Online Interview.  Defaults to “Y” on the ACES.

Retro Med

Currently not part of Online Interview.

Date Report Recd

Currently not part of Online Interview.

Report Cmplt

Currently not part of Online Interview.

Report Gd Cause

Currently not part of Online Interview.

Calc Elig Ind

Currently not part of Online Interview.

Trial Elig Ind

Currently not part of Online Interview.

Expdtd Srv

Assistance Units

Discovery Date

Assistance Units

Elig Review Complete

Currently not part of Online Interview.

Auto Reassign Override

Assistance Units

SLAM Ind

Assistance Units

Elig Rvw Rcvd

Currently not part of Online Interview.

Review Send AFB

Currently not part of Online Interview.

Delay Reason Code

Pending Applications

SOP Extension Date

Pending Applications

Application Override Date

Assistance Units

ABD Area

Currently not part of Online Interview.

Inquiry Date

Part of aces.online scheduling during application screening.

User

Part of aces.online scheduling during application screening.

Appt Date

Part of aces.online scheduling during application screening.

Appt Type

Part of aces.online scheduling during application screening.

Appt Bgn Tm

Part of aces.online scheduling during application screening.

Appt End Tm

Part of aces.online scheduling during application screening.

L Name/Appt Remarks

Part of aces.online scheduling during application screening.

Next Review

Part of aces.online scheduling during application screening.

 

How do I put a case in SPA?

 

·         To put a case in SPA, select the SPA icon at the top of the page.


NOTE:

If you exit the interview using the X in the upper right hand corner of your browser, the case is NOT  placed in SPA and all information entered is lost.


How do I take a case out of SPA?

 

·         If a case was put in SPA from the online interview, the Held Scratch Pad Area (SPA) page displays the next time you access the case using the online interview. 

 

·         From the 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 all over select the New session – Delete SPA data button.

 

If I put a case in SPA using the Online Interview, can I remove the SPA in ACES Mainframe?

 

·         A case put in SPA using the Online Interview can only be removed in the Online Interview.

 

·         A case put in SPA using ACES Mainframe can only be removed in 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 when you are in the online interview 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.  The online interview 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


NOTE:

These settings can be adjusted to the resolution that you feel most comfortable with.

The Online Interview does appear somewhat blurry and the pages do not flow as well with the 800x600 screen resolution.

Modification Date: October 14, 2011