Friday 6/26: 6am-9pm
Saturday 6/27: 6am-9pm
Sunday 6/28: Unavailable – June Release
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.
Browser Compatibility
Browser Compatibility for KEES and the Self-Service Portal (SSP) is changing.
SSP- It is recommended that consumers use one of the internet browsers listed below when accessing the SSP. Other browsers may cause issues with the screen display. A pop-up box will display if a consumer is using an unsupported browser. Supported browsers include:
Microsoft Internet Explorer 11 (IE11)
Microsoft Edge (using Windows 10)
Google Chrome (Latest Version)
Mozilla Firefox (Latest Version)
Apple Safari (Latest Version)
KEES- Staff should continue to use the Microsoft Internet Explorer (IE) browser when accessing and processing cases in KEES. Failure to do so may prevent the NOAs and Forms from displaying.
Data Acceptance
Staff will now also see a New indicator when processing an application where the people are new to KEES. This is alerting staff that information needed to save the record is missing.
A Records Match page has been added to KEES. This page displays during the data acceptance process when a user clicks a record hyperlink from the List page to display a record and then clicks the Edit button. This page allows staff to compare the information submitted by the consumer against what already exists in KEES. Staff can discard the change or continue with the data acceptance process as defined by their business process. Please see the workaround section below for additional information.
Delete Incomplete Applications
SSP consumers now have the ability to delete e-Applications that are not finished and not submitted.
E-Application Status
E-Application status values are changing in KEES. In addition, consumers will be able to view the e-Application status of any application they submit through the SSP by clicking the View Application Status hyperlink within the Apply for Benefits portlet. DCF consumers who submit a Review, IR, 12 Month Report or Change through the SSP will be able to see the e-Review or e-Change status as well. See the chart below for more information on e-Application statuses and what will display to the consumer.
File Clearance and Registration
The Case Summary e-Application section will no longer display. A new section, titled Case Applications will now display all applications registered to the case. This includes e-Applications, paper applications, Medical phone applications and Walk-In applications received at the Clearinghouse.
Updates to the registration process for paper applications include:
A Source field has been added to the New Program Detail page. The field defaults to Paper. DCF & KDHE staff should leave the field defaulted to Paper.
A Case Application field has been added to the New/Reapplication Detail page. This page is used when registering a paper application to an existing case. DCF & KDHE staff should select New Case Application when reapplying a Program Block or adding a new Program Block. This page is also displayed when the Add button is selected to add someone to an existing Program Block. For Medical, this would also apply to requests received via phone such as add adult. Additionally, for Medical, this would not apply to paper applications entered into the Worker Portal. Those applications will follow the same process as other electronic applications. Medical Staff should reference the June 2020 Release PPT, slides 38-41, for more detailed instructions.
Updates to the registration process for e-Applications (applications submitted through the SSP, Worker Portal, FFM, LIS, or PE Tool) include:
A new Application Intake page, which displays:
Primary Applicant
E-App number
New Applicants
Displays a list of applicants and the programs each has requested.
People Associated to the Case
Displays a list of all the people on the e-Application including any people not applying for benefits.
Yes or No if KEES was able to find and file clear the applicant
NOTE: It is imperative that staff review the page as the individuals are all auto selected upon page default. Registration staff can de-select (uncheck) applicant names to prevent applicants from being added to the case or program block in error.
The e-Application Summary page can now be opened in a separate window during the registration flow, allowing staff to see the page throughout the entire registration process. The e-App Number hyperlink is used to re-display the e-Application in a separate window.
New/Reapplication Detail: When adding a new program, reapplying an existing program, or adding a person to a program, the new required Case Application field displays. Select the applicable e-App Number to tie the e-Application to the program block. Remember to link the eApplication to the case before adding a new program, reapplying an existing program, or adding a person to a program.
For KDHE only, a new Select Requested Medicaid Type page has been added to the registration process flow. This page will allow staff to select the Requested Medical Type (RMT) for the applicants during the registration process.
E-Applications can now be linked to more than 1 case. SSP E-Applications linked in error must be sent to the KEES Help Desk so that the SSP Account can be unlinked from the incorrect case number. Prior to completing a KEES Help Desk ticket staff must:
Link to correct case
Re-Index all documents to the correct case
Void any task(s) created to the case linked in error
Add a journal entry
Manage Tasks
Supervisors now have the ability to select and reassign more than 1 task at a time.
My Work Portlet
The Task Portlet has been replaced with the My Work Portlet.
The Tasks tab on My Work Portlet display tasks assigned to the logged in worker.
Supervisors can now associate their staff members to them via the Position Detail page. This allows Supervisors to utilize the updated My Work Portlet functionalities under the Staff tab, like being able to see tasks assigned to their staff, or the ability to assign/reassign tasks to staff members. The Staff tab is hidden if the user does not have a supervisor classification.
The Reminder, Message Center, and System Announcement Portlets have been removed from the KEES Homepage.
Session Time Out
A warning pop-up box will now display for KEES users when they are working in KEES within 5 minutes of a session time out.
Staff Management
Classification Title values are changing.
Classification Titles provide a means to distinguish between a supervisor role and a staff role.
Security Access forms for submitters will be updated.
Classification Titles have been converted for staff, however supervisors should double check to ensure they are correct.
Classification Titles have been updated however staff have not been associated to their supervisors. Supervisors will need to do this themselves. Please see the Staff Management training for details related to adding and editing Classification Titles and for associating staff to supervisors.
Supervisors will be responsible for making any necessary changes for new hires and staff transfers.
Below is the list of the Classification Titles and whether they are a Supervisor Role.
Journals
Changes have been made so that spell check now works on appended journal entries.
Registration
The Phone Number textbox has been corrected so it now displays when registering a person. Previously the International Phone Number had a text box while a standard Phone Number did not. The Phone Number type is now required when a phone number is entered.
Data Collection
A correction has been made so new resource records with a type of IRA/Keough no longer produce a zero error. These records can now be edited.
Workarounds
Data Acceptance
Currently, there are issues with the Records Match functionality that was introduced with the release. These issues are expected to be resolved soon, however in the meantime in order to avoid these issues, when completing Data Acceptance staff will need to click on the Edit button for the New Records on the List pages to access the Detail pages. Staff should not click the hyperlink of the New records to attempt to access the Detail pages for the New Records.
Data Collection
Resource Records- Motor Vehicles - On the resource page for the category of Motor Vehicle staff will need to click the Add button in the Owner section in order to save the record. If not, staff will receive the following error message, ‘Error! Owner- You must select an owner’.
Expense Records - For Expense records staff are currently unable to make edits to the contributor on the Expense Contributors Detail page. If staff are creating the record and they make a mistake and enter the incorrect contributor they should Cancel out of the record and start again. If staff have already saved the record then they will need to navigate to the Expense Detail page in Edit mode and click on the Add button in the Contributor section. From the Expense Contributor Detail screen, staff can then select the correct person and enter in the Begin date. Upon, clicking the Save and Return button staff will be taken to an Effective Dating Confirmation List. They should review the records and if the information is correct save the changes.
L3 & L4 Review Discontinuance Batch Updates. The Review Discontinuance Batch jobs (L3 & L4) will be updated.
For the L3 Review Discontinuance Batch for Failure to Return Review, updates being made will exclude any person in Pending status. Other changes include:
SSI with MSP: Consumers with SSI and MSP who received and did not return a Pre-populated review will have their MSP discontinued but their SSI coverage will continue. Note: The Medical Reviews Batch will add a Customer Option record of Medicare Savings Plan for these individuals.
Presumptive Disability with SSI: Presumptive disabled SSI consumers who received and did not return a Pre-populated review will have their SSI coverage discontinued for Failure to Return Signed Review.
For the L4 Review Discontinuance Batch for Failure to Process Returned Review, this has been created as a new batch job that will be disabled/turned off until further notice.
TALX Interface Updates (Employer Name)
Aligned KEES with the changes made by Equifax to ensure the TALX interface functions correctly without errors.
NOAs and Forms
System generated denial NOAs for prior medical months will no longer include the following snippet on LTC forms: This action was taken because the children had health insurance that was cancelled in the last 3 months. This may still be seen on forms generated before this change was made.
An individual was approved in prior medical months while others were approved in the application month. The approval fragment was not included on the application month benefit change NOA in error. This has been corrected.
Some cases with Family Medical aid codes were sent Elderly & Disabled Pre-Pop Review forms. This issue has been corrected moving forward.
The following fragment was populating on Failure to Cooperate denials, but not discontinuances. This has been corrected to populate in both situations. Staff should expect to see the following wording in the notices: Failure to Cooperate: <Failure to Cooperate Reason>.
The following fragment was missing from the Caretaker Medical Discontinuance NOA: This action was taken because household income is over the limit and you do not qualify for the Transitional Medical program or the Extended Medical program. This has been corrected.
The N985 Facility Notice – Payment Ending – Move to Independent Living form was generating a zero error instead of populating. This has been corrected.
Data Collection
The LTC Data Detail page included PR in the drop down for Waiver Type in error. This has been removed so only the seven approved waivers are listed.
Non-Medical wages were showing on the Medical Income Detail page. This has been corrected to only display medical wages.
Clicking the hyperlink to open the new Pension Plans/Funds record resulted in a zero error. This has been corrected so staff can now edit the record.
Journals
When searching the journal by a specific Worker ID, the full selected date range was not displayed. This has been corrected.
SSP Mapping
Is the individual a Veteran field displayed as blank when it was answered in the Medical SSP. This has been corrected to map the information into KEES.
Tax information was not mapping from the SSP to the E-application Summary page correctly. Changes have been made to correct this.
Other
When an individual on a program was removed, they could not be re-added due to the mandatory Application Date and Beginning Date of Aid fields being disabled. This has been corrected by enabling the fields.
The Requested Medical Type history was not displaying in KEES so staff could only view the current RMT. This has been corrected to display the RMT history.
Exempt income was included with unearned income causing incorrect values for countable income. Changes have been made to correct the countable income moving forward.
Care and control could be selected for Medical or Non-Medical but would not allow for multi-select. This has been corrected.
SSPP
When changing a status to Active, staff were not able to remove the Status Reason and return to blank. When editing the status, the edited value was not saving in the database. Changes have been made to correct these issues.
PE
The Approval/Denial PE Adults Kancare form has been updated to add in the health plan name on both the English and Spanish form.
In the Adult PE Tool, if the citizenship questions were answered then needed changed, staff had to undo each item in reverse order. If they change the leading question Is this person a US Citizen from No to Yes without changing the other answers in reverse order, an error was received. This has been fixed so changing Is this person a US Citizen marked as Yes sets the additional questions to No by default.
Alignment has been corrected on the Children Included in Household page.
The PE Adult Approval Letter showed Null for the middle initial when it was left blank. This has been corrected to remain blank if a middle initial is not entered.
Below is a list of training materials created or updated:
Recorded Demos and PPTs
Data Acceptance: Records Match PPT
June 2020 Release PPT
KEES June 2020 Release demo
Med Registration New Functionality PPT
Staff Management demo
User Manual
Add a Program Person
Add New Program
Duplicate e-Application
e-App Status
e-Application Registration
Manually Updating e-Application Status
New Case Application Registration
Non-Interface Batch Sweeps
Reapply Person
Reapply Program
Staff Management
Final KDHE Processing Deadlines - Fiscal Year 2021 has been updated and can be found on the KEES Repository under Other Helpful Information.
Report a Change
The consumer experience around reporting changes through the SSP is changing. They will be presented with a short list of life events to start the Report a Change process in the SSP. Life events include:
Change in income
Household
Contact information
Expenses
Authorized Representative
Other: Child Care Hours/Provider
Changes received through the SSP will no longer map into the system. This means the data acceptance process for change reporting will no longer be used and staff will need to key in all applicable changes.
The e-Change Summary page is updated. Sections display expanded when new data is present. If no new data is present, the section remains collapsed.
The Application Intake page will display the People Associated with the Case section, which lists the consumers of the change and their file clearance status.
Child Care
Staff should no longer need to use the External Recovery Account process when attempting to discontinue Child Care and set up an overpayment. The hard stop validation error received when setting up an Internal Recovery Account has been fixed. Staff should no longer see Error! Override Program Configuration - An EDBC with an overpayment amount cannot be saved with a status of 'Discontinued’.
The issue with counting exempt vehicles in the Child Care EDBC budget has been resolved. Staff no longer need to edit the record to make the Fair Market Value $0.
Override functionality on the Family Plan – Child Care Detail page has been fixed. The Benefit Amount should no longer display as $0 for months following an overridden month.
Food Assistance
KEES was identifying single parents meeting student eligibility as UP incorrectly if there was another parent on the case coded as Permanently Out of the Home. This issue has been fixed and staff no longer need to give Care and Control to the single parent in order for rules to determine the single parent as a MEM.
Comparable penalty logic for TANF and Food Assistance has been fixed in KEES. KEES will no longer apply a comparable penalty to Food Assistance in error if Food Assistance is not Active at the time of the TANF penalty/disqualification.
LIEAP
LIEAP rules have been fixed to count income entered into KEES with a category and type of Oil Royalties/Mineral Rights. Staff no longer need to select Interest, Dividends, Investments with a type of Royalties as a workaround.
LIEAP self-employment functionality in KEES has been fixed to properly determine if the AVG Monthly w/25% or the AVG Monthly w/Itemized Reported amount should be used.
TANF
When the Primary Applicant is 19 years old or younger, KEES was requiring a Child Support Referral even if all of the children on the case have one. This issue has been fixed.
Workflow
The Run EBDC for Recovery Account Refund task should no longer be generating in error.
Below is a list of training materials created or updated:
Recorded Demos, PPTs, and K2Ks
Additional Training info: Registering Paper Application 7.2.1 PPT
e-Application Registration demo and PPT
Janis demo
Jimi demo
KEES 7.2 P1 Release PPT
KEES June Release 7.2 Phase 1 PPS K2K
Ringo demo
Staff Management demo
User Manual
Add a Program Person
Add New Program
e-App Status and Manually Updating an e-App Status
e-Application Linked to the Wrong Case
e-Application Registration
e-Change
e-Review IR 12 Month Report Process
LIEAP Application – Loose Mail Process
New Case Registration
Reapply Person
Reapply Program
SSP Application Process
SSP Report a Change Process
Staff Management
Usable Case Number
DCF Processing Deadlines – Year 2020 can be found on the DCF Intranet under Policy and Procedures.
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.