Online Services Access (OSA)

Created on: 
Oct 23 2015

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What is Online Services Access (OSA)?

OSA allows the user to view applications and reviews submitted electronically through Washington Connection. When processing these applications information will be automatically updated in the screening process.

How do I search for applications?

An Online Services Access (OSA) search can be done in ACES.online using any of the following methods:

  • From the Welcome Back page in the Quick Navigation section:
  1. In the Select a Type of ID field choose CSO from the drop down menu.
  2. In the Enter an ID field type the [CSO number].
  3. In the Select a Page field choose Online Services Access (OSA) Search from the drop down menu.
  4. Click Go and the OSA Search Results page displays.
  • From the Welcome Back page in the Quick Navigation section:
  1. In the Select a Type of ID field choose Client from the drop down menu.
  2. In the Enter an ID field type the [Client ID].
  3. In the Select a Page field choose Map View from the drop down menu, 
  4. Click Go and the Map View - Client page displays,
  5. Click the Online Services Access (OSA) Search link in the Other Links section and the OSA Search Results page displays,

On the Welcome Back page in the Other Search Links section, click the Online Services Access (OSA) Search link.

On the Summary page, hover over Other Links and click the Online Services Access (OSA) Search link.

  • From the Online Services Access (OSA) Search page:
  1. Select the desired search criteria.
  2. Click the Search button and the OSA Search Results page displays.

What information displays on the search results page?

The following information displays on the OSA Search Results page:

  • Tracking ID
  • Client ID
  • Name
  • Date of Birth
  • SSN
  • CSO
  • Record Type
    • NEW
    • REVIEW
    • CHANGE
  • Status
    • RFP - Ready for Process
    • SCP - Screening started
    • SCN - Screened
    • PRM - Processed Manually
    • DRQ - Duplicate Request
    • USC - Unable to Screen
  • Submitted Date

Search results can be sorted by the following:

  • Tacking ID
  • Client ID
  • Name
  • SSN
  • Submitted Date
NOTE: No more than 100 records can be displayed per page.

How do I access an application?

From the OSA Search Results page select the Tracking ID for the desired application and the OSA Details page displays.

What happens after an application is selected?

The OSA Details page displays the information the client submitted electronically. This page is divided by the following sections:

  • Application Reference
  • Applicant
  • Programs
  • Potential Expedited Services
  • Household Questions
  • Client Summary
  • Client Demographics
  • Resources
  • Incomes
  • Annuities
  • Expenses
  • Authorized Representative
  • Additional Comments

To expand all sections select the Expand All link and to collapse all sections select the Collapse All link.

From the Application Reference section you can transfer the application to another Community Services Office (CSO), update the application status, and add notes. For more information see How do I associate an application to a different Community Services Office (CSO)?, How do I change the application status?, and How do I add notes to the application?

Online Services Access (OSA) attempts to match the client information. If a match is found, a Client ID appears in the Client Summary section. If a match is not found or the Client ID displayed is incorrect, take the following steps:

  1. Click the magnifying glass search icon icon to the right of the Client ID field and Client Match pops up in a new window.
  2. Select the appropriate Client ID or assign a new Client ID.
  3. Click the Update button.

How do I associate an application to a different Community Services Office (CSO)?

To associate and application to a different CSO, take the following steps.

  1. Expand the Application Reference section.
  2. Click the Update CSO link.
  3. In the Update CSO pop up window, select the appropriate CSO from the drop down menu.
  4. Click the Submit button.

How do I change the application status?

To change the status of an application, take the following steps.

  1. Expand the Application Reference section.
  2. Click the Update Status link.
  3. In the Update Status pop up window, select the appropriate status from the drop down list.
  4. Click the Submit button.

How do I add notes to the application?

To add notes to the application, take the following steps.

  1. Expand the Application Reference section.
  2. Click the Add Notes link.
  3. In the Update Notes pop up window, enter any desired notes in the free form text box.  
  4. Click the Submit button. 
NOTE: Any notes added in this section CANNOT be changed or deleted once submitted. Also, making updates to the NOTES section only associates the note to the Online Services Access (OSA) application. This does NOT make any updates to the client’s case narration.

How do I process an Online Services Access (OSA) application?

To process an OSA application, take the following steps:

  1. From the OSA Details page click Process OSA and the OSA Processing page displays.
  2. Use the checkbox(es) to select the appropriate program(s) in the Assistance Units section.
  3. Use the checkbox(es) to select the appropriate client(s) in the Clients section.
NOTE: Programs and clients are pre-selected based on the information the client submits on the application.  Selections can be updated on this page according to the client's situation.
  1. Click the Start Screening link and the ACES Screening page opens in a new window. See Screening for more information on the application screening process.

What are Potential Client/Assistance Unit (AU) Inconsistencies?

Online Services Access (OSA) displays a list of potential client or AU inconsistencies on the OSA Processing page in the Potential Client/AU Inconsistencies section, based on the information submitted by the client as compared to information already known by ACES.

Client active on non-Head of Household (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 display.
  • This helps to quickly identify those clients that may be switching households.

HOH related but active clients not included on the application:

  • If the HOH is already active on an AU and an AU member is not listed on the OSA application, that household member displays.
  • This helps identify if a household member may have left the home since the last AU was opened.

What happens if I screen an application manually?

Online applications which are screened manually need to have their Online Services Access (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?

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.