Supervisory Activities
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Supervisory Activities


Revised March 25, 2011



Reassign Case/Caseload

 

Probationary worker/Pre-Authorization Approval

 

Approval of a Supplemental Cash Issuance


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?

 

·         From the Welcome back page of aces.online use the Other Links section to do the following:

 

1.    Click on the Case Reassignment link and the Case Reassignment page displays.

 

2.    Click on the AU to Worker link.

 

3.    Click on Add AU to Worker Reassignments link and the AU to Worker Add page displays.

 

4.    Enter the [AUID] in the AU field and the [worker ID] in the To Worker field. Then click Save.

 

Or

 

·         From the Welcome back page of aces.online, use the Quick Navigation section to do the following:

 

1.    In the Select a Type of ID drop down box, click Assistance Unit.

 

2.    Enter the [AUID] in the Enter an ID box.

 

3.    In the Select a Page drop down box, click Reassign AU to Worker.

 

4.    Click the Go button and the Assistance>> Reassignment page displays.

 

5.    Click the Update link and the To Worker field displays.

 

6.    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?

 

·         From the Welcome back page of aces.online, use the Other Links section to do the following:

 

·         For users that have Statewide/Region wide access:

 

o    Click on the Case Reassignment link and the Case Reassignment page displays.

 

o    Click on the AU to Worker link

 

o    Select a CSO to view its AU reassignments by selecting the appropriate CSO and click Next.

 

o    The list of AU reassignments for the CSO displays.

 

·         For users that do not have Statewide/Region wide access:

 

o    Click on the Case Reassignment link and the Case Reassignment page displays.

 

o    Click on the AU to Worker Link.

 

o    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/Region wide access:

 

o    Click on the Case Reassignment link and the Case Reassignment page displays.

 

o    Click on the AU to Worker link.

 

o    Select a CSO to view its AU reassignments by selecting the appropriate CSO and click Next.

 

o    The list of AUs reassignments for the CSO displays.

 

o    To delete, click the Delete box next to the AU to be deleted and click Save.

 

o    To update, make the necessary changes in the To Worker field and click Save.

 

·         For users that do not have Statewide/Region wide access:

 

o    Click on the Case Reassignment link and the Case Reassignment page displays.

 

o    Click on the AU to Worker link.

 

o    Select the Update link.

 

o    To delete, click the Delete box next to the AU to be deleted and click Save.

 

o    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 the accessec@dshs.wa.gov.


NOTE:

When a user is no longer in the office, the supervisor must have the security monitor submit an ACES Caseload Reassignment form to acessec@dshs.wa.gov and submit a security request to deactivate the worker.


PROBATIONARY WORKER/PRE-AUTHORIZATION APPROVAL

What is probationary status?

 

How do I put a user in probationary status?

 

How do I approve and finalize a case for a user in probationary status?


What is probationary status?

 

·         When a supervisor must review the work of a financial worker before benefits are issued, that user is put into probationary status.

 

·         A user in probationary status is unable to finalize or issue benefits; the supervisor must approve his/her work and commit the data.

 

·         Cases worked by a probationary user are put into a SPA 40- HELD SUPERVISOR APPROVAL and held there for supervisory approval.

 

·         The supervisor receives Alert 124, SPA held for Supervisory Approval on these cases.

 

How do I put a user in probationary status?

 

·         To put a user in probationary status the Security Monitor for the office must submit a security request, and on that worker’s ACES profile, click Yes next to Probationary Employee.

 

How do I approve and finalize a case for a user in probationary status?

 

·         To approve and finalize this type of case, the supervisor must take the following steps: 

 

1.    From the BMEN enter option [B] Priority Detail List in the selection field.

 

2.    Supervisor’s USER ID pre-fills into the User/Supv ID field.

 

3.    Enter [124] in the Alert Code field.

 

4.    <TRANSMIT> and each Alert 124, SPA held for Supervisory Approval will display.

 

5.    Enter the code for the appropriate AMEN option in the Select field.

 

6.    Press <F15> and the HELD screen displays.

 

7.    Review the head of household listed on the HELD screen.

 

8.    <TRANSMIT> to access the AU/Client screens and the ADDR screen displays.

 

9.    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.

 

10. <TRANSMIT> and page through the screen sequence.

 

11.  If there are outstanding verifications on the DONE screen, press <F5> to return the case to SPA and not confirm the changes. Notify the user to correct all errors and enter all required verifications before beginning the Confirm Eligibility Results process.

 

·         To confirm the changes:

 

1.    On the ELIG screen, enter [Y] – Yes in the Confirm field to confirm the results.

 

2.    Confirm the results on the CAFI, MAFI, or FSFI screens. The DONE screen displays.

 

3.    <TRANSMIT> to commit the data.


APPROVAL OF A SUPPLEMENTAL CASH ISSUANCE

How do I approve/disapprove a cash supplemental cash issuance?

 

1.    From the HMEN, enter option [G] – Supv Issuance Approval in the Selection field.

 

2.    <TRANSMIT> and the ISAP screen displays.

 

·         All pending issuances display on this screen.

 

 

·         For each issuance the following information displays:

 

o    User Name

 

o    Issuance Type

 

o    Reissuance Indicator

 

o    Issuance Amt

 

o    AUID

 

o    Service From and to dates

 

o    Head of household name and address

 

3.    Enter [A] – Approve or [D] – Disapprove in the A field to the left of the appropriate issuance.

 

4.    <TRANSMIT> to commit the data.


NOTE:

It is important to narrate whether BEGs have been approved or disapproved.


·         If the BEG was created and dispositioned the same day, it can be viewed on the ISAP screen that day.

 

·         If the BEG was created prior to the day it was dispositioned, it will not display on the ISAP screen.

 

·         Issuances waiting for approval remain pending and Alert 915- ISSUANCE AWAITING APPROVAL is generated to the supervisor in overnight batch.

Modification Date: March 25, 2011