ACES	Search All DSHS manuals ACES EAZ Social Services WCCC Work First   for:
Acronyms  Alerts  Screens  WAC Number Index  WCCC  DSHS Home

Supervisory Activities

Revised October 28, 2007

Purpose:

Reassign Case / Caseload Supervisor Pre-Authorization Approval Supervisory Approval of Issuances

Reassign Case / Caseload How do I reassign an AU to a user in aces.online? How do I find the list of AUs for reassignment in my CSO during the day? How do I delete/update a reassignment of an AU to a user in aces.online? How do I reassign a caseload from one user to another? How do I request a caseload assignment for my CSO/Office? How do I reassign an AU to a user in aces.online? On the Welcome back page of aces.online, use the Other Links section to do the following: Click on the Case Reassignment link and the Case Reassignment page displays.   Click on the AU to Worker link. Click on Add AU to Worker Reassignments link and the AU to Worker (Add) Page displays. Enter the AUID in the AU field and the worker ID in the To Worker field and click Save. Or On the Welcome back page of aces.online, use the Quick Navigation section to do the following:In the Select a Type of ID drop down box, click Assistance Unit. Enter the AUID in the Enter an ID box. In the Select a Page drop down box, click Reassign AU to Worker. Click the Go button and the Assistance >> Reassignment page displays. Click the Update link and the To Worker field displays. Enter the worker ID in the To Worker field and click the Save button. How do I find the list of AUs for reassignment in my CSO during the day? On the Welcome back page of aces.online, use the Other Links section to do the following: For users that have Statewide/Regionwide access: Click on the Case Reassignment link and the Case Reassignment page displays. Click on the AU to Worker link. Select a CSO to view its AU reassignments by selecting the appropriate CSO and click Next.  The list of AU reassignments for the CSO displays. For users that don’t have Statewide/Regionwide access: Click on the Case Reassignment link and the Case Reassignment page displays. Click on the AU to Worker link. The list of AUs reassignments for the CSO displays. How do I delete/update a reassignment of an AU to a user in aces.online? On the Welcome back page of aces.online, use the Other Links section to do the following: For users that have Statewide/Regionwide access: Click on the Case Reassignment link and the Case Reassignment page displays. Click on the AU to Worker link. Select a CSO to view its AU reassignments by selecting the appropriate CSO and click Next. The list of AUs reassignments for the CSO displays. To delete, click the Delete box next to the AU to be deleted and click Save. To update, make the necessary changes in the To Worker field and click Save. For users that don’t have Statewide/Regionwide access: Click on the Case Reassignment link and the Case Reassignment page displays. Click on the AU to Worker link. The list of AUs reassignments for the CSO displays. Select the Update link To delete, click the Delete box next to the AU to be deleted and click Save. To update, make the necessary changes in the To Worker field and click Save. How do I reassign a caseload from one user to another? Only designated ACES staff can reassign caseloads from one user to another The Security Monitor for the office must email an ACES Caseload Reassignment form to the acessec@dshs.wa.gov . How do I request a caseload assignment for my CSO/Office? To request a caseload assignment the Security Monitor for the office must email an ACES Caseload Reassignment form to  acessec@dshs.wa.gov.

NOTE: When a user is no longer in an office the supervisor must have the security monitor send an ACES Security Request form and an ACES Caseload Reassignment form to acessec@dshs.wa.gov. The user cannot be moved out of the office until that user's caseload has been reassigned.

Supervisor Pre-Authorization Approval When a supervisor must review the work of a financial worker before benefits are issued, that user is designated a probationary status. To put a user in probationary status the Security Monitor for the office must fax a completed ACES Security Request form to the ACES HELP Desk at 360-586-2408. When a user is in probationary status the supervisor must approve his / her work before the AU is finalized or benefits issued. Cases finalized by a probationary user are put on the SPA and held there for supervisory approval. The supervisor receives Alert 124, SPA Held for Supervisory Approval on these cases. To approve and finalize this type of case: Enter Option [B] - Alerts - in the SELECTION field on the (WMEN). <TRANSMIT> and the (BMEN) screen displays. On the (BMEN) enter Option [B] - Priority Detail List - in the SELECTION field. Supervisor’s USER ID prefills into the USER / SUPV ID field Enter [124] in the ALERT CODE field. <TRANSMIT> and each Alert 124, SPA Held for Supervisory Approval will display. Enter the [code] for the appropriate (AMEN) option in the SELECT field. To inquire, or view the case in SPA, use Option [I] , SPA Inquiry. This will allow the supervisor to view the changes that were made. To update or finalize the probationary User’s action, use the same selection that was used to enter the data or changes.  Press <F15> and the (HELD) displays. Review the head of household listed on the (HELD). <TRANSMIT> to access the AU / Client screens. The (ADDR) displays. ACES displays any data that was entered or changed in the last session on a light background with dark characters (reverse video).  This highlighting helps facilitate the review of the case data. <TRANSMIT> and page through the screen sequence. If there are outstanding verifications on the (DONE) use <F5> to return the case to SPA, and not confirm the changes. Notify user to correct all errors and enter [all required verifications] before beginning the Confirm Eligibility Results process. To confirm the changes, on (ELIG) enter [Y] in the CONFIRM field to confirm the results. On (CAFI), (MAFI), or (FSFI) confirm the results. The (DONE) displays. <TRANSMIT> to save the data to the database. ACES returns to the (ALPR). Alert 124, SPA Held for Supervisory Approval is user dispositioned and can be dispositioned at the supervisor's option.

NOTE: All held SPAs delete at month end. See aces.online Support Central.

Supervisory Approval of Issuances Supervisors must approve all cash supplemental payments before the benefit is issued. Monthly issuances and the initial payment on a new case do not require supervisor approval. Food assistance issuances do not require supervisor approval. The morning after an issuance is approved that needs supervisor approval, the user's supervisor sees Alert 915, Issuance Awaiting Approval. To approve an issuance: Enter Option [H] – Financial Mgmt Issn in the SELECTION field on the (WMEN). <TRANSMIT> and the (HMEN) displays. On the (HMEN) enter Option [G] - Supv Issuance Approval - in the SELECTION field. <TRANSMIT> and the (ISAP) screen displays. All pending issuances display on this screen. For each issuance the following information displays: User Name Issuance Type Reissuance Indicator Issuance Amt AUID Service From and To Dates Head of household name and address To approve or disapprove the issuance enter [A] – Approved - or [D] – Disapproved - in the A field to the left of the appropriate issuance. <TRANSMIT> If the BEG was created the same day as the approval or denial it can be viewed on-line for that day after being dispositioned by the supervisor. If the BEG was created prior to the day it is approved or denied it will not display on the (ISAP) after being dispositioned. Disapproved issuances generate Alert 131, Issuance Request Disapproved to the user the morning after the issuance is disapproved. Issuances waiting for approval stay in the pending status indefinitely until either approved or denied.

---

Modification Date: October 28, 2007

Have comments on the manual? Please e-mail us. You can also use this link to report broken links or content problems.