Add a Program

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

What is Add a Program?

  • Add a Program is used to add an additional assistance unit (AU) to an existing AU.
  • Add a Person can be processed at the same time as Add a Program.

Online Processing

 How do I add a program?

In ACES.online, to add a program to an existing assistance unit (AU), follow one of the processes below:

From the Welcome Back page, enter the following information in the Quick Navigation section:

  1. Select Assistance Unit from the Select Type of ID drop down box. 
  2. Enter the [AU number you want to add the program to] in the Enter an ID field. 
  3. Select Add a Program from the Select a Page drop down box. 
  4. Click the Go.
  • The Applicant page for the head of household displays in a new window, follow steps #6 - #19 below to proceed.

From the Welcome Back page, enter the following information in the Quick Navigation section:

  1. Select Assistance Unit from the Select Type of ID drop down box.
  2. Enter the [AU number you want to add the program to] in the Enter an ID field.
  3. Click the Go.
  4. From the Summary - Assistance Unit page, select the Case Maintenance link.
  5. Select Add a Program from the drop down list.
  • The Applicant page for the head of household displays in a new window and cannot be updated if the head of household is active on any AUs.
  1. Click the Next button and the Programs page displays.
  2. On the Programs page, select the checkbox next to all the programs that the client is applying for.
  • If Food Assistance is selected, the Expedited Food Assistance Determination Criteria questions display.
  • If the question “Is anyone in household a seasonal or migrant farm worker?” is answered with a Yes, four additional questions will display.
  1. On the Programs page, enter a checkmark in the checkbox next to all applicable Program Determination Criteria.
  • Program Determination Criteria is used by ACES to determine the most logical program(s) for which the household is eligible.
  1. Click the Next button and the Equal Access - Screening page displays.
  2. On the Equal Access - Screening page: 
  • Click the button to indicate if the client needs extra help in obtaining or keeping benefits.
    • If Yes or Declined to answer is selected, the Equal Access plan must be completed. See Equal Access (EA).
    • If No or Client not present is selected, click Next and the Finalize page displays when the Equal Access plan has been completed.
  1. Click the Next button.
  1. On the Finalize page, click the Program name (for example, TANF or Food Assistance) to view the Program Details page.
  • On the Program Details page, household members can be viewed, added and subtracted from the assistance unit. 
    • To add a member to the assistance unit, enter a checkmark in the checkbox next to the member’s name. 
    • To remove a member from the assistance unit, remove the checkmark from the checkbox next to that member’s name.
      • When a member is removed from an assistance unit, a line appears through their name. 
  • To view the client's ACES.online Summary - Client page, click their Client ID
  • To view the client's Edit Member page, click the client’s name. 
  • To view the ACES.online Summary - Assistance Unit page, click the AUID.
  1. Click the Next button to return to the Finalize page. 
  • To add additional programs, click the Specify Program button or the Add Program link at the top of the page. 
  • To subtract programs, remove the checkmark from the checkbox next to the program’s name.
  1. On the Finalize page, to add previously not known household members, click the Add Member link at the top of the page.
  • The Add Member-Search Criteria page displays
  • In the Client ID field - Enter the [Client ID] of the person the client is applying for, if known.
  • ​If the Client ID is not known,
    • SSN field - Enter the client's [Social Security Number].
    • Name field - Enter the client's [First Name], [M initial] and [Last Name].
    • Birthdate field - Enter the client's [Date of Birth].
    • Gender field - Select the appropriate Gender from the drop down menu.
      • Click the Next button and the Add Member - Client Matches page displays.
NOTE: ACES compares the client data entered with existing information on the database and displays a list of possible matches. It is important to review all matches carefully.
  • If an exact match is found, the Exact Match section displays with the matched client’s demographic information. If this client is the same as your client, click the Next button to confirm.
  • If the system finds a client that appears to be the same as your client, a list of possible matches displays. Review the case information by clicking the CLID to determine if it is the same person. Select that client.
  • If no match is found, click checkbox next to Assign new Client ID.
  • Click the Next button and the Add Member page displays.
  • On the Add Member page complete the following fields:
    •  Relationship to HOH field - Select the appropriate relationship from the drop down menu.
    •  Race Primary/Additional field - Select the appropriate Race from the drop down menu.
  • Click the Next button and the Finalize page displays
  1. On the Finalize page: 
  • Select the program(s) the client is applying for by entering a checkmark in the checkbox next to the program(s) name. 
  • Enter the Application Date
    • The Application Date cannot be greater than 36 months in the past. 
  • If appropriate, confirm that the Expedited Food Assistance indicator is set correctly. 
  • Confirm that the case is assigned to the correct CSO and User (if applicable). 
  • Click the Commit button and the Commit Status page displays.
  1. The Commit Status page displays a confirmation that the screening process has been committed to the database. It also displays the assistance units and client ID’s that have been created or updated as a result of the Screening process. 
  • From the Commit Status page you can take the following actions: 
    • Print RFB
    • Print Equal Access Plan
    • Schedule Appointment
    • Update/View Case Narrative
  • Take me to Letters List – Click to view the Letters List for your client and/or AU. 
  • Take me to AU Spider – Click to view the Assistance Unit >> Spider page for the AU. ​
  • Exit Screening – Click to close the Screening window. Because all screening data has been written to the database, data is not lost when the Exit Screening button is clicked.
  1. Enter client data following the instructions in the Interview chapter.
  2. After committing the data, follow the instructions in the Process Application Month chapter.
  3. After all pending months have been processed, follow the instructions in the Finalize Application chapter.

Mainframe Processing

This function does not exist in ACES Mainframe. For more information, see Online Processing.

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