Friday 2/26: 6am – 9pm
Saturday 2/27: 2pm – 9pm
Sunday 2/28: 6am – Monday 8pm
A build is scheduled for this weekend. Below is a summary of what is included in the release as well as any workarounds that will no longer be necessary.
New functionality has been added to KEES to allow staff to select multiple months when running EDBC for the same program. If multiple months are selected and run, then KEES will generate a multi-month NOA.
The Run EDBC page now has two new tabs that will allow Single Month and Multi-Month eligibility determinations.
Multi-Month - Allows EDBC to be run for multiple months on specific programs.
For Medical Programs Multi-Month NOAs will contain information about a single program determination and include the Prior Medical + Application Month.
For Non-Medical Programs Multi-Month NOAs will contain information about a single program determination and include the Application Month + 1 Month.
Single Month - Allows you to run EDBC for a single month on multiple programs skipping the EDBC List page between accepting. Single Month EDBCs will continue to produce a NOA for each month EDBC was run and when the benefit and or status has changed.
KEES NOAs created on a single day will continue to be mailed in a single envelope including Multi-Month and Single Month NOAs.
NOTE: DCF and KDHE staff should not run EDBC using the Multi-Month tab until they have been instructed to do so. Multi-Month NOAs will be implemented with a targeted roll out, to ensure that NOAs, and EDBC Results meet all necessary quality control standards.
You can find more information about this new feature for your specific program area under the Medical and Non-Medical headers below.
After a consumer creates their SSP account, they can go back into their profile to update/manage their preferences and password information. The screen navigation during the SSP account management process has been updated to be more user friendly. In addition, the Tier 1 Help Desk phone number has been added to the Forgot User Name and Forgot Password screens.
Enhancements have been made to KEES to ensure the State of Kansas, DCF and KDHE are compliant with the National Voter Registration Act of 1993. The law requires DCF and KDHE to present a Voter Registration Preference Question and/or a Voter Registration Card to a consumer at:
Application for Medical programs, Food Assistance, LIEAP, Child Care and TANF
Review for Medical programs, Food Assistance, Child Care and TANF
Change of Address when receiving Medical, Food Assistance, LIEAP, Child Care and/or TANF assistance
Interim Report (IR) or 12 Month Report for Food Assistance
Voter Registration at Application
Paper applications and the Self-Service Portal (SSP) application for Medical and Non-Medical Programs present the consumer with a voter registration preference question. It is not required for an eligibility determination, but gives the consumer an opportunity to state if they would like to register to vote. The response to the question is recorded on the Voter Registration Detail page in KEES. This is a new page in KEES. Responses from the SSP map into KEES. However, staff must manually enter responses from paper applications. The Voter Registration Batch in KEES uses the record on the Voter Registration Detail page to determine if voter registration information needs to be sent to a consumer. If the consumer selects Yes or does not respond to the Voter Registration Preference question, KEES generates a Voter Registration Cover Letter. This is the V778: Voter Registration Cover Letter for Medical Programs, and the V779: Voter Registration Cover Letter for Non-Medical programs. Central Print encloses a Voter Registration card with the V778 or V779 to be mailed to the consumer.
Voter Registration at Review, IR, or 12 Month Report
KEES generates the V778 for Medical Programs or the V779 for Non-Medical Programs to be enclosed with every Review, and IR or 12 Month Report. In addition, Central Print encloses a Voter Registration card to be mailed to the consumer.
Voter Registration with a Reported Change of Address
KEES generates the V778 for Medical Programs or the V779 for Non-Medical Programs when a Primary Applicant’s physical address changes in KEES. In addition, Central Print encloses a Voter Registration card to be mailed to the consumer. KEES will only send one form and card to the consumer within 5 business days regardless of how many address changes occur within that 5-day period. It does not matter whether the physical address is changed on a Medical or Non-Medical case, the Voter Registration Cover Letter form will be generated from the case with the most recent EDBC processed (based on logic programmed in the KEES Change of Address Voter Registration Batch).
Other Important Considerations
The response to the Voter Registration Preference question from SSP applications maps to the PDF application, e-Application Summary page and the Voter Registration Detail page in KEES.
Consumers with a SSP account will also receive the V778 or V779 and enclosed Voter Registration Card in their SSP Message Center.
The V778 or V779 and enclosed Voter Registration Card can be generated for other adult household members from Distributed Documents. They are never sent to any additional correspondents on the case by KEES.
Case flags created for staff to select have been fixed so they can no longer be selected when they are end dated in KEES.
Users that do not have a Worker ID can now view journal entries.
The Journal Source column has been fixed to display batch job information when the journal entry is created by a KEES Batch.
Within the Resource Databank (RDB), the Tax Information Type field is now optional.
The Request ID field on the KEES Home page has been fixed so staff can search on confirmation numbers consumers receive from the SSP.
Non-Compliance Code Value Changes
A new Non-Compliance Reason of Proof of Resources for Medical, under the Non-Compliance Type of Failure to Provide has been created.
This Non-Compliance reason, if selected for Medical Programs will deny/close the person they are applied to and will generate a corresponding NOA fragment for each individual in the system generated NOA.
Three Non-Compliance reason codes that were incorrectly assigned to Medical instead of Non-Medical rules have been fixed and staff should no longer expect to see the Medical Program as an option on the Non-Compliance page when the following are selected:
Fugitive Felons
Potential Employment
School Enrollment
Multi-Month EDBC
NOTE: Medical staff should not run EDBC using the Multi-Month tab until they have been instructed to do so. Multi-Month EDBC will be implemented with a targeted roll out.
Staff will only be able to run Multi-Month EDBCs when there is a Prior Medical determination being made.
Staff will no longer have to run each Prior Medical EDBC separately; using the Multi-Month EDBC functionality, staff can now run all the Prior Medical EDBCs and the on-going EDBC at the same time.
As part of this change staff can expect to see two tabs on the Run EDBC page: A Single Month and Multi-Month Tab. In order to run EDBC for all the Prior Medical months, staff will need to run EDBC using the Multi-Month Tab.
There are validations in the systems that will prevent staff from running Multi-Month EDBC if all Prior Medical months are not in a pending status.
The EDBC Summary page has also been modified. Staff will see a new Accept and Next button. This will allow staff the ability to accept and move to the next EDBC month when running a Multi-Month EDBC. An indicator has also been added to the page so staff will know that Multi-Month EDBC was used when EDBC was run.
Running a Multi-Month EDBC will allow the system to generate a Multi-Month NOA that will have all the details regarding the Prior Medical and on-going determination in the same NOA.
Additional Medical Updates
Medical has added the self-employment worksheet to the KEES Template Repository. This will allow the form to be sent from KEES.
KC5150 Self Employment worksheet
Interfaces
SSN will now invoke a call to the HUB-SSA when selected.
Real Time Interface will now return a response of No Results Found for the SSN when there was a name or date of birth mismatch.
SSP
The name, date of birth, and SSN are now required to reset the SSP password.
Consumers may now enter the information and click submit to navigate to the security question screen without receiving the Error! Required Field error message.
Determinations
When two members on a case are receiving Working Healthy benefits and one switches to WORK, the member with the OPA record is now given WORK.
Data Collection
The complete tax record, including the spouse’s name, when Married Filing Jointly is selected as the Filing Status now displays correctly and can be edited without errors.
Tax records from FFM Applications now allow data acceptance.
When the Spenddown Met status is changed to Met, the status on the Medical Detail page now displays correctly.
Staff are now able to remove the Received Date from the reporting record on the Review and IR/12 Month Reporting List page.
Tasks
Tasks are now correctly including the case number. This includes tasks related to KDHE Verify Date of Death, EDBC Error, MMIS Spenddown Met, MMIS Verify Living Arrangement, MMIS Verify Medicare Date, and Medicare Data Exists.
PE Tool
The PE PW tool has been corrected so that it will determine coverage for a 19-year-old.
Recorded Demos and PPTs
February 2021 Release: All EW PPT
February 2021 Release: All EW Demo
February 2021 Release: MM EWs PPT
February 2021 Release: MM EWs Demo
February 2021 Release: Voter Registration PPT
User Manual
E&D Non-Compliance Table
Family Medical Non-Compliance Table
Ineligibility Status Reason Table
Running EDBC – Multi-Month
Troubleshooting Multi-Month EDBC – Family Med
Troubleshooting Multi-Month EDBC – E&D and LTC
Final KDHE Processing Deadlines - Fiscal Year 2021 has been updated and can be found on the KEES Repository under Other Helpful Information.
Form Updates
Content on the Employment Services forms listed below has been updated so they can be used for Work Programs, FAET and GOALS. Office email has also been added. Staff have the ability to override or edit the pre-populated fields of Office Email, Name and Address on these forms as well. Forms included with these updates are:
W001: Appointment Letter
W002: Review of Activities Appointment
W358: Assessment Notice
Three new forms have been added to KEES to help eliminate the need for standard copy and paste workarounds. These forms were designed to support Work Programs, FAET and GOALS. Staff have the ability to override or edit pre-populated fields on these new forms as well. The new forms added to KEES are:
W501: Non-Response Letter
W502: Employment Services Closure Letter
W900: Opportunity Letter
Foster Care Child Care
The Foster Care Child Care (FCCC) Program was rolled out in 2019 to allow Child Care payments for children in Foster Care. Since this has been determined to be an ongoing program, updates have been made to KEES to better support the FCCC unit’s processes and workflow. Enhancements include:
A new FCCC queue.
New workflow to route desired tasks to the FCCC queue. (See the DCF Task Desk Aid for a list of tasks that will route to this queue).
Added logic to exclude Foster Care Child Care recipients from receiving a paper review. Instead, KEES will generate a task for the FCCC queue so staff can complete a desk review.
A new aid code for Child Care: FCCC.
A new Foster Care Child Care Need Reason for the Parent.
Added logic to calculate a $0 Family Share on the Family Plan.
Updated rules so a Child Support (CSS) referral is no longer required since a referral is completed when the child enters Foster Care.
Updated rules to waive Income at EDBC.
With these enhancements, case numbers for FCCC and other Child Care Programs will be separate. For example, if a parent receives FCCC and Child Care for other children in the home, they will have two separate case numbers. The FCCC unit will begin setting up separate cases for any family who is currently receiving Child Care benefits on one case number for Foster Care children and other children in the home. If the Aid Code is FCCC, or if the Worker ID is the FCCC Ghost Worker ID (DE4602GF00), it is not a usable case for other Non-Medical Programs.
It’s important to note that foster care children receiving TANF and child care will have a TANF aid code on their Child Care Program Block. These program blocks will still be assigned to the FCCC Ghost Worker ID.
EES Staff should continue to email the FCCC unit (DCF.FosterCareCC@ks.gov) when applications or information for FCCC has been received by EES staff.
Multi-Month EDBC
NOTE: DCF staff should not run EDBC using the Multi-Month tab until they have been instructed to do so. Multi-Month EDBC will be implemented with a targeted roll out, to ensure that NOAs meet all necessary quality control standards.
Multi-Month EDBC is only available for TANF and/or Food Assistance programs in Pending Status.
New Hard Stop Validations have been added to prevent staff from running EDBC when not appropriate.
<Program>: This program is not supported by Multi-month EDBC. All months must be in a Pending status.
<Program> This program is not supported by multi-month EDBC. Please use Single Month EDBC.
New Soft Validation has been added to notify staff if they are not rescinding the first denied month of the application.
Warning! You are not rescinding the first denied month. Please confirm the first month should remain denied before proceeding. The View Month should match the month you wish to rescind.
Multi-Month Program EDBC Summary pages will not display any Program Override functions. Single Month EDBC must be utilized to override Program Configuration, Payment or Status.
Multi-Month EDBC can only be used when a case is in Pending status. When Multi-Month EDBC has been run and accepted the program is no longer in Pending status. If EDBC needs to be re-run due to an error in data entry, Single Month EDBC will need to be used. All months will need to be re-run even if just one month was incorrect. In addition, all Multi-Month NOAs must be deleted on the Distributed Documents Search page.
Multi-Month EDBC should not be used to deny a program for failure to provide requested information. This can cause problems when the information is received, and the application is rescinded.
The Food Assistance EDBC Summary page will no longer default to Immediate issuance on the Immediacy Indicator drop down menu. When processing an Expedited FA benefit the Immediacy Indicator drop down menu value must be updated to display Immediate.
Report Updates
Updates have been made to the following reports used by DCF Admin:
MR600 Report Cash and Food Assistance Benefits Summary Report
MR600A Report Cash and Food Assistance Benefits Monthly Summary Report
FNS 256 Report Public Assistance Report Design
Data Collection
KEES eligibility rules have been fixed to recognize Iraqi and Afghan Special Immigrants as eligible for TANF and Food Assistance.
The school attendance hyperlink on the School Attendance List page has been fixed to display the name of the school when the record opens.
E-Applications
There was an issue with the non-medical e-application date logic for holidays. Staff registering these e-applications after a holiday had to correct the application date for Food Assistance, TANF and Child Care. This issue has been fixed and staff no longer need to manually correct the application date.
Data mapping for veteran information has been fixed. Veteran information from e-applications should map correctly to the Individual Demographics page as a Yes or No value, or blank depending on how the consumer answers the question on the e-application.
KEES has been fixed so that the last grade completed field on Individual Demographics will no longer be overridden with a blank record, when the last grade completed question is not answered on a new e-application.
EDBC
All sources of unearned income will now show on the Person Line Detail on EDBC.
KEES has been fixed to add a SUA expense on Food Assistance Programs that have a household member who has received LIEAP in the last 12 months. Staff no longer need to manually add a Utility Expense record for the SUA.
Employment Services
Staff should no longer be receiving a 1015 Administrative Error when updating the WP Status Detail page.
Employment Services forms W001, W002 and W358 are now populating with the phone number plus extension.
KEES has been fixed to preserve or keep the history tied to Service Arrangements even if the Service Arrangement created to issue transportation payments automatically end dates when an Activity is closed.
LIEAP
Vendor records that are erroneously showing end dates have been corrected and are displaying with no end date.
Notices
Snippet logic in approval and review NOAs have been fixed to correctly notify households if they will need to complete a 12-month report form or 6-month report form.
Recovery Accounts
KEES has been fixed and will now display the correct recovery account balance when viewed from the Recovery Account Selected Details Results page.
Resource Databank (RDB)
The ability to add or update the Languages Spoken field in the Resource Databank has been fixed.
Tasks
The Process LIEAP Application and Process Application tasks have been fixed so that staff do not experience a pending verification warning when completing a task if there are pending verifications on a companion case associated to the case.
Updates to Training Material:
Recorded Demos and PPTs
KEES February 2021 Release PPT
KEES February 2021 Release Demo
KEES February 2021 Release FCCC PPT
KEES February 2021 Release FCCC Demo
Multi-Month EDBC Demo
Multi-Month and Rescind Demo
Multi-Month and Single Month EDBC Demo
Single Month EDBC Demo
User Manual
Batches
DCF Task Desk Aid
February 2021 Release PPS Desk Aid
Foster Care Child Care (FCCC)
Multi-Month EDBC
Voter Registration Process Flow
DCF Processing Deadlines – Year 2021 have been updated and can be found on the DCF Intranet under Policy and Procedures and in the KEES Non-Medical User Manual.
Call Center Phone Number: 844-723-5337
KEES Help Desk Email: KEES.HelpDesk@ks.gov
KEES Tier 1 Email (Access Issues Only): KEES.Tier1@ks.gov
KEES Repository KEES User Manual - Medical KEES User Manual - Non-Medical
The information contained in the KEES Dispatch is for internal use only.