Dispatch 11222017

Non-Medical Programs Only

Inability to Process Food Assistance due to Expedited Service Hard Stop Message at EDBC

A build went into KEES last night to fix the defect preventing staff from processing non-expedited Food Assistance cases due to a hard stop validation message when running EDBC.

This fix uncovered an additional issue: The Filed Date is being set to the Application Date any time a worker creates or updates a FA program on the Program Detail page.  A date in the Filed Date triggers KEES to think registration staff answered Yes to the question Have any of the Expedited Services questions been answered? Because KEES is auto setting the Filed Date, it’s then triggering the unwanted validation message. Another build will need to occur to fix this issue. As a workaround, staff can mark the Entitled field as No if the case does not meet expedited criteria. Additionally, these no longer need to be reported to the KEES Help Desk.

It is important to note that when this is fixed, the validation message below will still appear as expected if Yes is indicated for the question Have any of the Expedited Services questions been answered? but the Entitled field on the Food Assistance program block is not completed. For more information on the Expedited Food Assistance process, see Expedited Food Assistance in the KEES User Manual.

Food Assistance: EDBC cannot be run for this program with missing Expedited Services information

ABAWD Time Limits

The ABAWD Time Limit Reached batch discontinued Food Assistance programs in error when the consumer was meeting or exempt from meeting ABAWD criteria. A report has been generated to identify all programs discontinued in error.

To prevent this from happening again we are updating the process in the User Manual to reflect how ABAWD months should be added.

• If a consumer is Meeting Work/Training Requirements:

• • Add an ABAWD Time Limit record for each month beginning with the month the requirements were met through the month the next IR or Review is due.

• If a consumer is Exempt from Work/Training Requirements:

• • Add an ABAWD Time Limit record for each month beginning with the month of Exemption through the Exemption end month or next IR/Review due date, depending on which is earlier.

• If a consumer is not Meeting Work/Training Requirements or is in their Extension Period:

• • Do not add future months/all 3 months at one time.

• If a consumer has a change in ABAWD Status:

• • Edit the records as needed.

If a consumer inquires about the closure of their assistance follow the steps below if appropriate:

1. Rescind the Food Assistance program block

2. Add the ABAWD Months using the guidance above

e-Application PDFs not Found in ImageNow

The PDF for some e-Applications submitted through the DCF Self-Service Portal (SSP) are not successfully being sent to ImageNow. Continue to send in Help Desk tickets around this issue as some of the PDF’s can be found and made available in ImageNow. The KEES Help Desk will communicate back which scenario the incident falls into through the incident resolution process. Please wait to register and process the application until you have received resolution from the KEES Help Desk.

• If the PDF is found it will be made available in ImageNow. In this scenario please follow the normal SSP application process.

• If the PDF cannot be found please follow the process below to obtain the necessary information so the application can be registered and processed timely.  

• 1. Honor the original application date. This date can be found on the e-Application Summary page.

2. Clerical staff will register the e-App using the e-Application Summary page. After the application is registered complete the task to generate the Process Application task for the worker.

3. The worker will fill out a new application with the consumer during the interview. The worker will ask the consumer the questions and record their answers. This application will need to be imaged to ImageNow and used to process the application.

   • If the consumer has a copy of their PDF that can be used to process the application. The consumer can provide the PDF by mail, drop off or email.

e-Application Registration Webinar

A recording of the e-Application Registration Webinar is now available on the KEES Phase 3 Training Resource site under Recorded Demos.

Mass Payments for Employment Services Providers

KEES is not currently issuing payments to providers that are approved through the Mass Payment process.

Staff can continue to:

1. Issue payments as a single provider payment when the consumer to provider volume is low.

2. Utilize the Mass Payment page in KEES

   1. Enter the Mass Payments in as usual by end of day, Monday, November 27th.

   2. KEES Project Staff will run a data fix to get the payments issued to providers the following week.

   3. These payments will not show as Issued until KEES Project Staff run this data fix.

NOTE: KEES will continue to run a data fix twice a month to get Mass Payments issued to Providers around the middle and end of the month until this issue is resolved.