e-Applications

e-Application Registration – FCCC

e-App Status and Manually Updating

Searching for an e-Application

e-Application Linked to the Wrong Case – FCCC

e-Application Registration - FCCC

This process should be followed to complete registration for online applications submitted through the DCF Self Service Portal.  Staff should access the Task Inventory page to claim a task.

NOTE: When linking a new e-Application to an existing case any new applicant not known to the existing case is added to the case but not added to any existing program block(s). The new applicants must be added to the program block at the end of the registration process if appropriate.

From the Application-Registration Task Details:

1. Click the Images button from the Task Details window to view the PDF of the e-Application associated to the task.
2. Click the e-Application hyperlink. The e-Application Summary page displays.
3. Click the X located in the top right-hand corner of the Application-Registration Task Details to close the task window.
   NOTE: Review applicant information from both the PDF and the e-Application Summary page.
4. Click the Link e-App to Case button.  The Application Intake page displays.
5. Review the Application Intake page.
   • Primary Applicant – Populates the Primary Applicant submitted on the SSP.
     NOTE: The Primary Applicant is editable and can be adjusted when e-linking to a new case number. The Primary Applicant remains unchanged when e-linking to an existing case number. 
   • E-App Number - Click the number hyperlink to redisplay the e-Application Summary in a separate window while completing registration for an e-Application.    
   • New Applicants - Displays a list of all applicants and the programs for which they are applying.    
   • People Associated to Case - Displays a list of all the people on the e-Application including any people not applying for benefits.  
   • The File Cleared column populates Yes or No in both the New Applicants and People Associated with the Case sections:

5. • To prevent a person from being registered to a program de-select the person(s) in the New Applicants section.
   • To prevent a person from being added to the case de-select the person in both the New Applicants and People Associated with the Case sections.
6. Click the Save and Continue button.
   • If the Primary Applicant displayed No under the File Cleared column on the Application Intake page, the Registration Person Search Results page displays. Proceed to Step 7.
   • If the Primary Applicant displayed Yes under the File Cleared column on the Application Intake page, the Previous Case List page displays. Skip to Step 8.
7. On the Registration Person Search Results page:  

7. • If the appropriate consumer is found, click the radio button for the person’s name then click the Use Selected Person button. The Registration Person Detail page displays.   
   • • If the consumer reports a new address, click the Edit button to redisplay the Registration Person Detail and click the Add Address button.
     • Click the Save and Continue button. The Previous Case List page displays proceed to Step 8.
   • If the appropriate consumer is not found, click the Create New Person button.  The Registration Person Detail page displays.
     NOTE: The Addresses will be populated. 
   • • Click the Save and Continue button. The Case Member List page displays skip to Step 9.
8. On the Previous Case List page:

                                      i.        Click the Case Number hyperlink.  In a separate window the Case Summary page displays. 

                                    ii.        Review the details of the Case Summary window to determine a usable case number.  For additional information see Usable Case Number – FCCC.     

                                   iii.        Click the X located in the top right-hand corner of the to close the Case Summary window. 

                                   iv.        Repeat steps to review all Case Number hyperlinks.

                 §   If a usable case number is found, click the radio button next to the usable case number then click the Select button. The Case Member List page displays.

                 §   If a usable case number is not found, click the Create New Case button.  The Case Member List page displays.

9. On the Case Member List page:
   • If there are no additional applicants to be file cleared, skip to Step 13.
   • If there are additional applicants to be manually file cleared, click the Add Person button. The Registration Person Search Results page displays.
10. If applicable add or edit search fields (e.g. First and Last Name, SSN, DOB, Aliases).
11. Click the Search button. The Registration Person Search Results page redisplays with a list of potential consumer matches.
    • If the appropriate consumer is found, click the radio button for the person’s name then click the Use Selected Person button. The Registration Person Detail page displays.
    • If the consumer is not found, click the Create New Person button. The Registration Person Detail page displays.
12. Click the Continue button.  The Case Member List page displays.
    • If there are additional applicants to manually file clear, click the Add Person button to repeat Step 10 – Step 11.
    • When all applicants have been file cleared the Save and Continue button displays on the Case Member List page. 

NOTE: To remove a person from the application, while on the Case Member List page select the check box next to the person’s name and click the Remove button.

13. Click the Save and Continue button. 
    • If this is a new case, the Pending Assignment List page displays. 

NOTE: Clicking the Cancel button on this page navigates the user to the Case Summary page without completing the worker assignment process.

NOTE: If the Worker ID is not correct click the Refine Your Search hyperlink at the top of the page. Re-enter the Worker ID number. Click the Search button. Once the correct Worker ID number displays click the radio button and click the Select button to return to the Pending Assignment List page.

NOTE: Always check existing cases to determine if non-household members are linked to an existing SSP account. SSP account holders household or receiving benefits on the case should be unlinked from the case. See Non-Medical Account Linking/Unlinking for more information.

e-Application Linked to the Wrong Case - FCCC

Complete these steps if the e-Application for Foster Care Child Care has been linked to wrong case number. 

NOTE: e-Applications can be linked to multiple cases and cannot be unlinked.

1. e-Link the e-Application to the correct case.  See e-Application Registration - FCCC.
2. Add a Journal Entry on both cases. See Adding a Journal Entry.
3. Re-Index all Documents to the correct case. See Re-Index Documents.
4. Void any task created on the case linked in error. See Voiding a Task – FCCC.
5. Manually create any Task on the correct case.  See Adding a Task.
6. Unlink the SSP Account for the End-User from the wrong case. See Manually Unlinking an SSP Account.
7. If a duplicate person was created during an e-Linking error, complete a KEES Help Desk Ticket to have the issue remediated.

Troubleshooting File Clearance & Registration - FCCC

Edit Application Date

Reindex Documents Button Not Displayed

Troubleshooting Registration