WELFARE MANAGEMENT SYSTEM – UPSTATE

WELFARE MANAGEMENT SYSTEM UPSTATE SYSTEM REFERENCE MANUAL

WELFARE MANAGEMENT SYSTEM UPSTATE

SYSTEM REFERENCE MANUAL

Volume I ? WMS Processing

JUNE 22, 2009

Welfare Management System Upstate Reference Manual

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New York State OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE

WELFARE MANAGEMENT SYSTEM UPSTATE REFERENCE MANUAL

Table of Contents

ACCESS AND EXIT PROCEDURES ........................................................................................... 4 APPLICATION REGISTRATION/DENIAL...................................................................................... 21 BUDGET CALCULATION .......................................................................................................... 58 CIN ASSIGNMENT AND VERIFICATION ......................................................................................196 ESTABLISHING A PENDING NON-SERVICES CASE ......................................................................226 FULL DATA ENTRY AND UNDERCARE ERROR MESSAGES .........................................................304 COMMON BENEFIT IDENTIFICATION CARD ................................................................................308 TRANSACTION DISPOSITION ...................................................................................................375 BATCH PROCESSING ..............................................................................................................384 CLIENT NOTICES SYSTEM .......................................................................................................416 CLOSED CASE ACTIVITY .........................................................................................................472 DENIALS AND CLOSINGS .........................................................................................................483 AUTOMATED SDX/WMS INTERFACE ......................................................................................... 508 DOMESTIC VIOLENCE ............................................................................................................. 534 EMPLOYMENT TRACKING ....................................................................................................... 553 MEDICAL ASSISTANCE ........................................................................................................... 574 MMIS .................................................................................................................................... 663 PERIODIC CLIENT CONTACT AND REPORTING .......................................................................... 681 SSA 40 QUARTER MATCHING .................................................................................................. 711 STATISTICS ........................................................................................................................... 721 TIME LIMIT TRACKING INQUIRY ............................................................................................... 738 UNDERCARE CHANGES AND RECERTIFICATION ...................................................................... 822

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Welfare Management System Upstate Reference Manual

NEW YORK STATE OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE

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WELFARE MANAGEMENT SYSTEM UPSTATE REFERENCE MANUAL

Table of Contents (con't.)

INQUIRY ................................................................................................................................. 862 GENERAL INFORMATION PROCESSING ..................................................................................... 1027 STANDARDS, CONVENTIONS, GENERAL INFORMATION .............................................................. 1051 RESOURCE FILE INTEGRATION ................................................................................................ 1079 INCOME AND RESOURCE COLLECTION SYSTEM ........................................................................1130 DATA ELEMENTS .................................................................................................................... 1153

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WELFARE MANAGEMENT SYSTEM UPSTATE REFERENCE MANUAL

Access and Exit Procedures

Table of Contents

ACCESS AND EXIT...........................................................................................................................................................................1 OVERVIEW ..................................................................................................................................................................................... 1 BEFORE ACCESS CAN COMMENCE ........................................................................................................................................ 1 ACCESSING STATE APPLICATIONS ......................................................................................................................................... 1 SIGNING ON TO WMS..................................................................................................................................................................2

SCREEN DESCRIPTIONS ................................................................................................................................................................ 4 SIGNON - TERMINAL INACTIVE ................................................................................................................................................. 4 SIGN-ON ACKNOWLEDGMENT..................................................................................................................................................6 WMSMNU - WMS MENU ..............................................................................................................................................................8

U

TIME OUT WARNING..................................................................................................................................................................12 SUBSYSTEM PROCESSING ......................................................................................................................................................... 14

ERROR MESSAGES AND EDITS..............................................................................................................................................14

OCTOBER 1, 2007

Welfare Management System Upstate Reference Manual

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NEW YORK STATE OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE

WMS SYSTEM REFERENCE MANUAL ACCESS AND EXIT PROCEDURES

Access and Exit

Overview This section describes the methods used to initiate and terminate interaction with the Welfare Management System (WMS). Sign-on and Menu Error Messages are also listed. Also included in this section are the General System Messages that may appear. There are two types: System Broadcast Messages - These originate from Enterprise Help Desk and advise the user of the status of the host computer. Universal Screen Messages - These provide the user with immediate notification of a general problem not related to a specific WMS or BICS edit.

Before Access Can Commence Access to WMS can only succeed once a user's workstation has been properly configured. Configuration includes the installation and set up of the Attachmate terminal emulation software. Additionally, new users must receive login credentials for the Human Services Enterprise Network (HSEN). The login credentials are usually provided by your LDSS Security Administrator. Please refer to NYS OSEO A-B-C Guide for information on logging into the HSEN Network. HSEN Access

Accessing State Applications The Welfare Management System (WMS) is one of several applications available to users via the New York State Directory Services portal. Through this portal, users can log in, be authenticated, and select a system from those state applications available to them. Please refer to the NYS OSEO A-B-C Guide for information on: Accessing State Applications Accessing CentraPort Accessing WMS via CentraPort

HSEN Access

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WMS SYSTEM REFERENCE MANUAL ACCESS AND EXIT PROCEDURES

Signing On to WMS

The following section assumes that the user has come into WMS via the CentraPort portal and that the portal has provided the user with access to the WMS application.

Your workstation should have the message "TERMINAL INACTIVE" on line 24. If it does not, see the topic Other Situations below. (If a WMS Workstation has no activity for five (5) minutes, the screen will go blank and the user will have to Log onto HSEN after mouse movement is detected.)

Sign on to the computer following these steps:

Press Enter and wait for the message PLEASE SIGN-ON WITH USERID/PASSWORD.

Enter your User ID/Password after the word SIGNON in the following format: USERID/PASSWORD. For example, if your User ID is 85A789 and your password is 12345, then the Sign-on entry on the screen will be: 85A789/12345.

There is one blank space between SIGNON and the User ID/Password.

A forward slash (/) must be between the User ID and Password.

No spaces are allowed between the first character of the User ID and the last character of the Password.

0's (numeric) and O's (alpha) must be distinguished in the User ID/Password entries.

1's (numeric) and l's (alpha) must be distinguished in the User ID/Password entries.

After entry of the User ID/Password, the cursor is at the end of the password. Press Enter.

After transmission of the Sign-on, the computer examines the User ID/Password. If it is valid, one of the following messages appears:

SIGN-ON COMPLETE - PLEASE PROCEED if workstation is configured to Production.

SIGN-ON COMPLETE - TRAINING if workstation is configured to Training.

Other Situations You may find the workstation in a status other than TERMINAL INACTIVE. The statuses that may be encountered are:

The screen displays the message PLEASE SIGN ON WITH USERID/PASSWORD. Follow the procedure above under SIGNING ON.

If the screen is blank, press the Space Bar. One of three things will happen: The message TERMINAL INACTIVE or PLEASE SIGN ON WITH USERID/PASSWORD will appear. Follow the procedure above under SIGNING ON.

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WMS SYSTEM REFERENCE MANUAL ACCESS AND EXIT PROCEDURES

A screen that was being used by a previous user will appear. Press F6 to sign off. The message TERMINAL INACTIVE will appear. Follow the procedure above under SIGNING ON.

Only the cursor will return. The user should press Ctrl+F6. The message PLEASE SIGN ON WITH USERID/PASSWORD will appear. Sign on by following the procedure above under SIGNING ON.

Important: When you finish using a workstation, always press F6 to Sign Off. F6 will return the message TERMINAL INACTIVE.

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NEW YORK STATE OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE

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WMS SYSTEM REFERENCE MANUAL ACCESS AND EXIT PROCEDURES

Screen Descriptions

SIGNON - Terminal Inactive

SIGNON

NEW YORK STATE DEPARTMENT OF FAMILY ASSISTANCE

ALBANY COMPUTER SYSTEM

TERMINAL INACTIVE

VER: 1N3

Figure 1 - Terminal Inactive Screen (SIGNON)

Purpose This screen indicates that the workstation is inactive.

Access This screen is returned when Enter or any Function key has not been pressed for 16 minutes on a workstation (it will be preceded by a Time Out Warning at the 15 minute mark), or

F6 from all menus and certain other screens (see Function Keys under each screen for details).

Screen Response Positive If a valid Sign-on is entered, one of the following messages will be displayed on line 24: SIGN-ON COMPLETE - PLEASE PROCEED if workstation is configured to Production System SIGN-ON COMPLETE - TRAINING if workstation is configured to the Training System.

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