Online Services Access (OSA)
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Online Services Access (OSA)


Revised March 25, 2011



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?

 



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   icon and the Client Match pop-up will display. 

 

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.


NOTE:

Making updates to the Add Notes section only associates the note to the OSA application.  This does NOT make any updates to the client’s case narration.


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.


NOTE:

Programs and clients will be pre-selected based on the information client submits on the application, however selections can be updated.


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?

 

Modification Date: March 25, 2011