Update Assistance Unit / Client

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Update Assistance Unit / Client

Revised July 21, 2009

Purpose:

Key Points of Update Assistance Unit / Client Data
Enter / Update Eligibility Determination Data

Correcting Errors

Completing Missing Verifications

Confirm Eligibility

Completing the Update Entry

Historical Changes

Interim Changes

Key Points of Update Assistance Unit / Client Data

Client circumstances often change which require that case data be updated in ACES.

For a case in A – Active, or S - Suspended status Option R - Interim / Hist Change - on the (AMEN) is used to enter changes to the AU / Client Data.

The screen flow and how screens are accessed is the same as when doing an interview. See Interview.

Each time the critical fields are changed on a screen the date the change was made and ACES User ID for the user that made the change is entered at the top of the screen on which the change was made.

If the system makes changes to the case in batch the date displays with the User ID - AUTO at the top of the screen.

Enter / Update Eligibility Determination Data
To update or enter new eligibility data on an active ACES case:

Enter Option [A] - Assistance Unit / Client in the Selection field on the (WMEN).

<TRANSMIT> and the (AMEN) displays.

Enter Option [R] – Interim / Historical Change in the Selection field on the (AMEN).

Enter the [AUID] in the AUID field or the [client ID] in the Client ID field.

<TRANSMIT>. If no screen name is entered, the (ADDR) is the first screen that appears in the interim / historical change screen flow.

<TRANSMIT> to move from screen to screen in the regular screen flow.

Enter the [4-letter screen ID name] in the Screen ID field in the upper right hand corner of the screen to go directly to a specific screen.

Enter or update [client information] as needed.

ACES rechecks all AU / client data for errors and required verifications.

ACES determines if any changes affect eligibility.

If eligibility is affected, ACES goes through eligibility determination and benefit calculation based on the changes.

Correcting Errors
If ACES finds any errors the (ERRO) screen displays.
To correct errors displayed on (ERRO):

(ERRO) displays the screen name and client or AU pointer for each screen with an error.

Access the screen(s) indicated by entering the [the 4-letter screen ID name] and the [appropriate AU or client pointer] in the Screen ID field in the upper right hand corner of the screen.

<TRANSMIT> and the requested screen displays.

To determine the error message associated with the error code in the Code field:

Enter the [error code] in the Display Error Text for This Code field.

<TRANSMIT> and the error code and message will display at the bottom of the screen.

All errors must be resolved before the changes can be saved to the ACES database. Press <F5> to save the changes to the SPA if necessary.

Make the appropriate changes to correct the errors displayed on (ERRO).

Enter [DONE] in the Screen ID field in the upper right hand corner of the screen.

<TRANSMIT> and ACES checks for additional errors and if none are found, displays (DONE).

If more errors are detected, ACES displays (ERRO) once again.

Completing Missing Verifications

If ACES finds any missing verification for the modifications, (VERF) screen displays.

Verifications are tracked by the AU.

A separate (VERF) displays for each related AU with missing verifications.

To complete the outstanding verifications displayed on (VERF):

Access the screen(s) for the client(s) indicated by entering the [4-letter screen ID name] and the [appropriate client pointer] in the Screen ID field in the upper right hand corner of the screen.

<TRANSMIT> and the requested screen displays for the client indicated.

Update or complete the missing verification fields as indicated on (VERF).

Enter [DONE] in the Screen ID field.

<TRANSMIT> and ACES checks for any additional outstanding verifications.

If more outstanding verifications are detected ACES displays (VERF) once again.

If no more outstanding verifications are found, ACES displays (DONE).

Confirm Eligibility
Eligibility results must be confirmed before ACES will allow you to commit the changes to the database.
To confirm eligibility:

On the (ELIG) enter [Y] in the CONFIRM field.

<TRANSMIT> and based on the AU program type, one of the following financial eligibility / budget calculation screens appears:

(CAFI) Cash / MA Financial Eligibility

(MAFI) MA Financial Eligibility

(FSFI) Food Stamp Financial Eligibility

(SPEC) Eligibility for Special Needs

Review the data presented on the (CAFI), (MAFI), (FSFI), or (SPEC).

Enter [Y] in the Bnft Confirm field.

Enter [Y] or [N] in the Letter Override field. See Letters.

<TRANSMIT> to confirm the benefit results.

Completing the Update /Entry
Once benefits are confirmed, ACES displays the ( DONE) screen for the AU.

The ( DONE) displays when no errors or missing verifications are detected by ACES.

Take one of the following actions:

<TRANSMIT> to commit the changes to the ACES database; or

Press <F3> to cancel the changes and the session; or

Press <F5> to hold / save the changes to the SPA.

Before committing any changes, the user should access the case ( NARR) by pressing <F22> from the ( DONE) and enter a free form narrative describing the changes being made and any other pertinent information.

<TRANSMIT> to return to the ( DONE) from the ( NARR ).

<TRANSMIT> to complete the case.

Historical Changes

Changes, which become known to the user that would have changed a previously issued benefit, are called Historical Changes

When historical change information becomes known to the user, it must be entered into ACES for each affected month separately.

ACES will then re-compute the benefit amount for the month.

When looking at client data in any month the information that displays is the most recent information we have on the case.

To see what the case looked like prior to the date the last update was done the user can use the As of Date Inquiry to view the information.

By using As of Date Inquiry a user can review all information previously entered in ACES including the date it was entered and who entered it.

When the user adds, changes or deletes data from the case ACES determines if the change requires eligibility to be recalculated.

If the user changes data that does not change eligibility ACES displays Edit Message 1879 - Eligibility Recalculation Results In No Changes - at the bottom of the (CAFI), (FSFI) and / or (MAFI). Otherwise, the user must confirm the eligibility results for the affected AUs.

Interim Changes

Changes reported promptly by the client that affects payment for the ongoing benefit month are Interim Changes.

Interim changes made in the ongoing month remain in effect until changed again at some time in the future.

Procedures for entering, validating, confirming, and saving interim change data are the same as the procedures used during the interview process. See Interview.

Mandatory verification codes must be reentered before a change can be saved to the database.

All automatic functions such as interfaces and cross-matches triggered by entering new data are generated by the system upon completion of the action.