Supervisory Activities

Created on: 
Nov 08 2019

Online Processing

Mainframe Processing

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

Who can reassign a caseload from one worker to another?

Only designated ACES staff can reassign caseloads from one user to another. The Security Monitor for an office must email an ACES Caseload Reassignment form to DSHS ACES Security at acessec@dshs.wa.gov.

How do I request a caseload assignment for my office?

To request a caseload assignment the Security Monitor for  office must email an ACES Caseload Reassignment form to DSHS ACES Security at acessec@dshs.wa.gov.

NOTE: When a worker is no longer in an office, the supervisor must have the security monitor submit an ACES Caseload Reassignment form in addition to a security request to deactivate the worker.

Online Processing

How do I reassign an Assistance Unit (AU) to a user in ACES.online?

NOTE:  Only active AUs can be assigned to another user. 

To reassign an AU to a user in ACES.online, take the following steps:

  1. From the Welcome back page of ACESes.online, click Case Reassignment in the Other Links section.
  2. Click AU to Worker on the Case Reassignment page.
  3. On the AU to Worker (View Criteria) page, click on Add AU to Worker Reassignments.
  4. On the AU to Worker (Add) page, complete the following fields:
  • AU field - Enter the [AU ID].
  • To Worker field - Enter the [worker ID].
  • Click the Save button.

Or, users can also take the following steps:

  1. From the Welcome back page of ACES.online, in the Quick Navigation section complete the following fields:
  • Select a Type of ID field - Select Assistance Unit from the drop down menu.
  • Enter an ID field - Enter the [AU ID].
  • Select a Page field - Select Reassign AU to Worker from the drop down menu.
  1. Click Go and the Reassignment page displays.
  2. Click Update and the To Worker field displays.
  3. Enter the [worker's ID] in the To Worker field and click the Save button.

How do I find a list of Assistance Units (AUs) for reassignment in my office during the day?

For users that have State or Region wide access, take the following steps to find a list of AUs for reassignment during the day:

  1. From the Welcome back page of ACES.online, click Case Reassignment in the Other Links section.
  2. On the Case Reassignment page, click AU to Worker.
  3. On the AU to Worker (View Criteria) page, select the appropriate CSO from the Select a CSO to view its AU reassignments drop down menu.
  4. Click Next and the list of AU reassignments displays.

For users that do not have State or Region wide access, take the following steps to view a list of AUs for reassignment during the day:

  1. From the Welcome back page of ACES.online, click Case Reassignment in the Other Links section.
  2. On the Case Reassignment page, click AU to Worker. The list of AUs reassignments for the CSO that the worker is assigned to displays.

How do I delete or update a reassignment of an Assistance Unit (AU) to a user in ACES.online?

For users that have State or Region wide access, take the following steps to delete or update a reassignment of an AU to a user:

  1. From the Welcome back page of ACES.online, click Case Reassignment in the Other Links section.
  2. On the Case Reassignment page, click AU to Worker.
  3. On the AU to Worker (View Criteria) page, select the appropriate CSO from the Select a CSO to view its AU reassignments drop down menu.
  4. Click Next and the AU to Worker page displays the list of AU reassignments for the selected CSO.
  5. Click Update and the AU to Worker (Update) page displays.
  6. On the AU to Worker (Update) page:
  • To delete a reassignment, 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 do not have State or Region wide access, take the following steps to delete or update a reassignment of an AU to a user:

  1. From the Welcome back page of ACES.online, click Case Reassignment in the Other Links section.
  2. On the Case Reassignment page, click AU to Worker.
  3. Click Update and the AU to Worker (Update) page displays.
  4. On the AU to Worker (Update) page:
  • To delete a reassignment, 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.

What was probationary status?

There is no functionality in ACES 3G to support probationary status.  Since Assistance Units (AUs) are no longer processed in ACES Mainframe, probationary status is no longer needed.  Supervisors previously used probationary status to review an AU before a worker finalized the case. 

For information on how this worked, see Mainframe Processing, What was probationary status?

Mainframe Processing

 

 

What was probationary status?

Probationary status was given to a financial worker when the work being processed required supervisor approval.  The worker in probationary status was unable to finalize or issue benefits until the supervisor approved his/her work. 

The case was held to Scratch Pad Area (SPA) type [40] - HELD SUPERVISOR APPROVAL pending for supervisory approval. The supervisor received Alert 124 - SPA HELD FOR SUPERVISORY APPROVAL on these cases.

How did I put a user in probationary status?

The Security Monitor for the office would update the user's profile in ACES.online to request the user have probationary status.

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

If a case was held to SPA 40, the supervisor would take the following steps:

  1. On the BMEN screen, complete the following fields:
  • Selection field - Enter [B] - Priority Detail List.
  • Alert Code field - Enter [124].
  1. <TRANSMIT> and each Alert 124 - SPA HELD FOR SUPERVISORY APPROVAL displays.
  2. On the ALPR screen, in the S field enter the [code for the appropriate AMEN option].
  3. Press <F15> and the HELD screen displays.
  4. Review the head of household listed on the HELD screen and <TRANSMIT> to access the Assistance Unit and client screens.
  5. ACES displayed 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> to page through the screen sequence.
  6. If there were outstanding verifications on the DONE screen, press <F5> to return the case to SPA and not confirm the changes.
  7. Notify the user to correct all errors and enter all required verifications before beginning the Confirm Eligibility Results process.

To confirm the changes, take the following steps:

  1. On the ELIG screen, enter [Y] - Yes in the Confirm field to confirm the results.
  2. Confirm the results on the CAFIMAFI, or FSFI screens.
  3. <TRANSMIT> to commit the data.

 

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