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Revised March 25, 2011 |
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What is Online Services Access (OSA)?
How do I search for applications?
What information displays on the search results page?
How do I access an application?
What happens after an application is selected?
How do I associate an application to a different CSO?
How do I change the application status?
How do I add notes to the application?
How do I process an application?
What are Potential Client/AU Inconsistencies?
What happens if I screen an application manually?
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What is Online Services Access (OSA)?
· Online Services Access allows the user to view applications submitted electronically by the user. When processing these applications, information will be automatically updated in the screening process.
How do I search for applications?
· OSA search can be accessed from the following pages:
o Welcome Back page Quick Navigation by CSO
o Welcome Back page Quick Navigation by client using Client Map View
o Welcome Back page Other Search Links
o Client >> Summary page under Other Links
· From the ACES Access – Online Services Access (OSA) Search page:
o Select the desired search criteria.
o Click the Search button.
What information displays on the search results page?
· The following information displays on the ACES Access – OSA Search Results page:
o Tracking ID
o Client ID
o Name
o Date of Birth
o SSN
o CSO
o Record Type
♦ NEW
♦ REVIEW
♦ CHANGE
o Status
♦ RFP-Ready for Process
♦ SCP-Screening started
♦ SCN-Screened
♦ PRM-Processed Manually
♦ DRQ-Duplicate Request
♦ USC-Unable to Screen
o Submitted Date
· Search results can be sorted by the following:
o Tacking ID
o Client ID
o Name
o SSN
o Submitted Date
· Up to 100 records can be displayed per page.
How do I access an application?
· From the ACES Access – OSA Search Results page select the Tracking ID for the desired application and the ACES Access – OSA Details page will display.
What happens after an application is selected?
· The ACES Access – OSA Details page will have a copy of the information the client submitted electronically. This page is divided by sections.
o To expand all sections select the Expand All link.
o To collapse all sections select the Collapse All link.
· From this page you can transfer the application to another CSO, update the status and add notes in the Application Reference section. See How do I associate an application to a different CSO?, How do I change the application status?, How do I add notes to the application?
· OSA will attempt to match the client information. If a match is found, a Client ID will appear in the Client Summary section. If a match is not found or the Client ID displayed is incorrect, take the following steps:
o Click the
o Select the appropriate Client ID or assign a new Client ID.
o Click the Update button.
How do I associate an application to a different CSO?
· To associate and application to a different CSO, take the following steps.
o Click the Application Reference section.
o Click Update CSO.
o Select the [appropriate CSO] from the drop down list.
o Click Submit.
How do I change the application status?
· To change the status of an application, take the following steps.
o Click the Application Reference section.
o Click Update Status.
o Select the [appropriate Status] from the drop down list.
o Click Submit.
How do I add notes to the application?
· To add notes to the application, take the following steps.
o Click the Application Reference section.
o Click Add Notes.
o Enter any desired notes.
o Click Submit. | ||
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How do I process an application?
· To process an OSA application, take the following steps:
1. From the ACES Access – OSA Details page click Process OSA.
2. Select the [appropriate programs] in the Assistance Units section.
3. Select the [appropriate clients] in the Clients section. | ||
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4. Click the Start Screening link.
· See Screening – Aces.Online for more information.
What are Potential Client/AU Inconsistencies?
· OSA will display a list of potential client or AU inconsistencies on the ACES Access – OSA Processing page based the information submitted by the client compared to information already known by ACES.
o Active on non-HOH related AUs
♦ If a client listed on the OSA application is already active on an AU with a different HoH, the AU and all household members will display.
♦ This will help quickly identify those clients that may be switching households.
o HOH related, active clients not included on the application
♦ If the head of household is already active on an AU and an AU member is not listed on the OSA application, that household member will display/
♦ This will help identify if a household member may have left the home since the last assistance unit was opened.
What happens if I screen an application manually?
· Online applications which are screened manually will need to have their OSA Status updated to be removed from the Ready for Process (RFP) search criteria.
· To change the Status to Processed Manually (PRM), follow the steps in How do I change the application status?
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Modification Date: March 25, 2011