Dispatch 09142017

All Programs

KEES Availability this Weekend

Saturday 9/16: KEES will be available 10am - 6pm

Sunday 9/17: KEES will be available 12pm - 6pm

Non-Medical Programs Only

Interview Notification Form (V301)

KEES is experiencing issues when generating the Interview Notification Form (V301) by clicking the Print Appointment Letter button within the Customer Schedule record. Instead of using this button please use the steps found on the Generating a Form page of the KEES Phase 3 User Manual to generate this form for the consumer.

Mandatory Filing Unit (MFU) Information

Conversion combined KAECSES and KsCares programs onto one case number. As a result, there have been situations where member(s) of the Mandatory Filing Unit (MFU) have been left off or are in Discontinued/Denied Status on the program block. If running EDBC for a program results in a Fail and has a Status Reason of Mandatory Person Not Included, review the Case Summary page to ensure that all case members in the MFU have a Status of Active or Pending on the program block.  

KEES Webinar Summary/Recap:  Reviews Processing and other EBT Issues

• Reviews: Some of the skipped issuances we have been seeing are due to not following the Reviews Process. Specifically, not ensuring the Review and IR/12 Month Reporting List page has been checked to determine if the record for the Review, IR, or 12 Month Report is correct both before and after case action is taken.
• • When processing a Review, IR or 12-month report please use the steps outlined on the Review Processing page of the KEES Phase 3 User Manual.
  • • Prior to completing Data Collection and Running EDBC the record should have a Document Status of Received and a Report Status of Incomplete.
    • When Running EDBC for the review month the appropriate Run Reason (IR, 12 Month, RE) should be selected.
    • After EDBC has been Accepted and Saved, the record should be checked to ensure the Report Status is Complete-EDBC Accepted.

• Surrogate IDs: At the time of conversion if a consumer had an Active Medical case, their Primary Client ID was retained from that case. If they were known to KAECSES/KsCares under a different Client ID their EBT account was associated that number. These situations are identified in KEES on the Case Summary page in the People known to External System with a different Client ID block, when the External System column displays a code of EB.
• • Users should NOT immediate issue any benefits on these cases (unless otherwise instructed from the KEES Project).  When the Immediacy Indicator on EDBC is set to Immediate, a second EBT account associated to the consumers Primary Client ID is created and a second ‘active’ EBT card is sent out.
  • • The Immediate issued benefits will be on the new card, but any old benefits and future Routine issued benefits will be on the old card.
    • If a consumer calls in reporting they received a second card, check the case to determine if they have a Surrogate ID. If they do, advise them to keep both cards. If they have already thrown away their original card they need to follow the current process of contacting FIS and requesting a new card be issued.
  • A second EBT account and card are also generated when an expedited Food Assistance case is registered and the Entitled dropdown menu on the Food Assistance Detail page is marked as Yes.
  • • At this time there is no change in the process for registering these cases when a Surrogate ID is involved.
    • If a consumer calls in reporting they received a second card, check the case to determine if they have a Surrogate ID. If they do, advise them to keep both cards. As long as Routine issuance is used on these cases the benefits will continue to go on the old card. If they have already thrown away their original card they need to follow the current process of contacting FIS and requesting a new card be issued.

• Overuse of Immediate Issuance: There have been intermittent problems associated to Immediate issued benefits not issuing to the consumer. This is due, in part, to the web service used to communicate immediate issuance as it was not intended to be used on a large scale.
• • As a reminder, Immediate issuance should ONLY be utilized when needing to meet the expedited time frame.
  • • It is important to double check the Immediacy Indicator on the EDBC Summary displays Routine prior to Accepting the result as Immediate issued benefits cannot be cancelled or reconciled.

• Questions:          
• • What is the difference between a Duplicate ID and a Surrogate ID?
  • • A Duplicate ID is created when the same person has been created in KEES more than once. Both instances of the consumer have a unique Primary ID assigned to them, and could cause incorrect benefits to be issued to the consumer.

    • A Surrogate ID was created at conversion when the Primary Client ID was retained from one system, but the consumer received benefits from an External System on a different ID number.

  • What are we supposed to do when running EDBC for a Review and receive an Error stating a Customer Schedule must be recorded?

  • • If you created a Customer Schedule record with a Type of Review but still receive this message update the record you created to a Type of Application.

  •  Does the Surrogate ID/Immediate Issuance issue occur for Work Programs as well?

  • • Yes

  • Which EBT card will future benefits go on if the consumer is issued a second active card do to the Surrogate ID issue?

  • • Future Routine issuances should go onto the consumer’s old card. This is why it is important they keep both cards.

  • Is there any plan to change the default setting of the Immediacy Indicator for expedited cases?

  • • Not at this time. Workers must be sure to continue to update this to Routine prior to Accepting the EDBC result.

  • If benefits are authorized as Routine on a Friday when do they go on the EBT card?

  • • Benefits are on the card the day after the file is sent. If benefits are authorized on Friday they should be on the card on Saturday. However if benefits are authorized on Saturday or Sunday they won’t be on the card until Tuesday as the file is not sent on the weekends.