IEDSS Knowledge Exchange

January 16th, 2020

What is IEDSS KX? Meet Your OCM Team IEDSS Releases IBPs IEDSS Processes and Features Tips and Tricks Electronic App MAGI Income Entering Fluctuating Income Discovering Why a Client was Denied Benefits SNAP Interim Report Mass Change

IEDSS Material in TRON/OPS Netfor Submission Checklist What’s Next? Questions?

What is IEDSS KX?IEDSS KX provides a forum to connect stakeholders for knowledge sharing and collaboration at the individual, group, and organizational levelsEnable dialogue and connect stakeholders who might not otherwise have

the opportunity to interact, either as frequently as desired, or at all.

Provide a shared context for stakeholders to communicate and share information and experiences in a way that builds understanding and insight.

Stimulate learning by serving as a medium for authentic communication, mentoring, coaching, and self-reflection.

Capture and diffuse existing knowledge to help stakeholders improve their practice by providing a forum to identify solutions to common problems and a process to collect and evaluate best practices.

Introduce collaborative processes to stakeholders to encourage the free flow of ideas and exchange of information.

Help stakeholders organize around purposeful actions that deliver tangible results.

Generate new knowledge to help stakeholders transform their practice to accommodate changes in needs and technologies.

Meet Your OCM Team A big “hello” from your OCM Team

Emaan Nafees: OCM Lead (Deloitte)

Chelsea Rios: OCM Analyst (Deloitte)

Janet Sanford(DFR)

Monique Prezzy(DFR)

IEDSS Release 7 &

Upcoming Releases

Upcoming Code ReleasesReleases are code drops in the system that enhance system functionality

Release 7.08(1/23)

Release 7.09(2/6)

Release 8.0(3/20)

Release 8.01 (4/2)

Release 7.07(1/9)

Major

Reminder • Summary Notes and IEDSS Release Summary Reference Materials for 7.05,

7.06, and 7.07 are saved in OPS under section1.16.1.2.04.• Release 7.0 is saved under 1.16.1.2.01.

Online Help in IEDSS• Updates to Online Help are in progress. Stay tuned for more information on

when Reference Materials will be updated in Online Help.

Next Week

Interim Business Processes

Recently Retired IBPsThe below IBPs have been retired as their associated Defects/CRs were included in release 7.07.0.0.

ID Type Value TitleIBP136 CR 621019 Adding Tax and Disability related Unanswered questions on

2032

IBP520 Defect 165816 System should restrict workers from changing MRT decision from approved to pending

IBP521 Defect 166634 Unable to update Indiana Resident field value from Y to N and Verification from Interface to null.

IBP523 Defect 167043 GL003 error on Maintain Application -Address Page for no Residence Address.

IBP525 Defect 167251 System error at Household Questions when 2 persons pregnant - one end dated and one not end dated

IBP526 Defect 167304 Getting an error: 30012, Parents effective date range is outside effective date range specified.

IBP527 Defect 167767 Ongoing MA F kid turns 19 years old, need get out of MA F and form separate HIP.

IBP528 Defect 167614 Intake SNAP benefits got denied and worker trying to rescind the benefits. We have identify the following issues.

IBP529 Defect 167154 Temporary individual is added, deleted, and then re-added -Application Error page

Recently Retired IBPsThe below IBPs have been retired as their associated Defects/CRs were included in release 7.07.0.0.

ID Type Value TitleIBP530 Defect 167733 County Overridden is not set for the Address which is a

mismatch for Entered Address and Validated Address.

IBP531 Defect 167741 Issue while creating Biweekly appointments with First Friday

IBP534 Defect 166999 New TANF application should be IMPACT mandatory and AJS = "Yes"

IBP535 Defect 167655 MA L budget is incorrect. The self-employment income counting in the budget is the total amount and the expenses are not removed.

IBP536 Defect 167629 EDBC should not consider unverified relationships of inactive individuals

IBP537 Defect 167343 SEC is unable to auth case as it says pending for proof of third party liability. case is not pending for anything and should be able to be auth

IBP539 Defect 167973 System produces an error when we try to view clients info in TANF Time Clock screen

IBP540 Defect 167859 DI109: Eligibility will not run for Medicaid months after the Medicaid redetermination due date since the redetermination has not been completed.

IBP541 Defect 168065 FIAT button is greyed out

Recently Retired IBPsThe below IBPs have been retired as their associated Defects/CRs were included in release 7.07.0.0.

ID Type Value TitleIBP544 Defect 167613 Premium vendor out job sent incorrect premium date

resulted wrong premium change to client and wrong notice.

IBP545 Defect 167472 Issue: Incorrect standard for ESRD liability calculations.

IBP551 Defect 168293 Unable to view past Appointments in Search screen for Closed Cases.

IBP552 Defect 168608 Non custodial page are not populating in the driver flow for redetermination cases.

IBP555 Defect 168653 The real property of type ’ Vacation Home’ is not included in the combined resource of the resource assessment which is not a exempt property.

IEDSS Processes & Features

#IEDSSTipsandTricksHousehold Status: Moving a Client Out of the HouseholdIf you need to move a client out of the household, please use the following steps to move a client to their own case: • Navigate to the Program Request Individuals page• Select 'CLOSURE - Moved to Another Case' (or 'CLOSURE -

Merge Person IDs' if that is more appropriate) in the Rescind/Withdraw/Close Reason column.

• Click CONTINUE. A warning message may appear instructing you to mark the client as 'Out of Household’. • Click CONTINUE again to move past the warning message.After changing the Program Request page:• Select Persons in the Left Navigation Bar to go to the

Person Household Status page. • Change the Household Status to 'Out of Household’ and

select an appropriate reason. • Continue navigating through the Driver Flow to run

Eligibility. The client's benefit should be successfully closed.

Remember to update the Dates sections to reflect the date that the client’s

circumstances changed.

Registering an Electronic Application Review

Applications are received from a client in one of the following ways. Even when they are received by mail or someone walks in and drops off the application, they are scanned and then electronically transferred to IEDSS. IEDSS then generates tasks that, depending on your role, will be available for you to process.

• Document Center• Federally Facilitated Marketplace (FFM)• Enrollment Center• Phone-in (Health Coverage only)• FSSA Benefits Portal• SSA

Most applications will come to you electronically. Once an application comes in, you will need to go through each page in the Application Registration module while reviewing the PDF form of the application to verify that the information is correct. While information from the PDF form will default into the Application Registration pages, any missing information will need to be added.

What We Need You To Do:

Review the Registering an Electronic Application reference material

Remember: An electronic application will automatically fill in the fields for information that is entered in the application. Review the PDF application for completeness and accuracy and complete additional fields in IEDSS as necessary.

Entering MAGI IncomeReviewIn order for the MAGI-Income Details page to populate as a part of your Data Collection Driver Flow, you need to answer YES to the MAGI Income field on the Income Questions page. In IEDSS, you have to MANUALLY enter MAGI income since it will not auto-populate.

What We Need You To Do: Refer to the Entering MAGI Income in IEDSS reference

material for more information and review your Policy.

Use the Income Summary pop-up to find monthly amounts for ALL income types. You can use this to determine what to enter in the MAGI Income –

Details page.

Click on the INCOME SUMMARY button at the bottom of the

MAGI Income Details page to access the summary pop-up.

Journey Map: Entering Multiple Months of Fluctuating Income CASE BACKGROUND INFO: John Smith arrives at the local office to report 3 months of irregular pay. He brings pay stubs to serve as verification. The Eligibility Specialist takes action on the following:

1. Enter the case through ‘Case Change’ case action2. Navigate to the Sub-Navigation bar > click the ‘others’ caret > Click Income > Navigate to the left navigation bar > Click Earned Income

3. Click the Add Employment button

Note: In Case Change case action, workers can navigate to desired pages without following the driver flow

4. Choose Person Name > Enter CSCD date as the first of the month for the first month of pay > Enter the Reported On date as today’s date > Enter the Date Client Became Aware as today’s Date > Enter the Verification Received On Date as today’s date

5. Select Type of Income as Wages/Salaries > Select appropriate Pay Frequency

6. Select yes/no for TANF & SNAP related hourly reduction questions

7. Enter ‘Employer Name’ > Select Yes/No for ‘Employer Address Provided?’ > Enter other employer-related information provided by the client

8. Click the Next button

9. Confirm the ‘Worksheet Start’ and ‘Worksheet End’ dates are correct > Enter the ‘First Payment Date’ > Click ‘Build Worksheet’

10. Click Amount field in the table for the First Payment Date > Enter Amount > Choose Actual > Enter # of Hours Worked > Choose Verification reason

11. Click the Continue button

12. Click the pencil/edit button to navigate back to the Earned Income - Details page

13. Update the CSCD date to the first of the month for the second month of pay > Enter the Reported On date as today’s date > Enter the Date Client Became Aware as today’s Date > Enter the Verification Received On Date as today’s date

14. Click the Next button

15. Repeat step 10 (only add the pay entries for the 2nd

month of pay)

16. Click the Continue button17. Repeat steps 12 – 16 for the third month of pay

Discovering Why A Client Was Denied Benefits Researching in IEDSS Use the Eligibility Search module to search for the case you are researching. The Eligibility Determination Results page displays. Click on the hyperlink in the Benefit Period column for the ongoing month to view the Filing Unit Summary pages. Clicking NEXT on the Filing Unit Summary page brings you to the Notice Reasons page. This page will display the denial reason for the filing unit and for the individuals in the AG.

What We Need You To Do: Review Lesson 5 of the Next Level

Training PPT for the Journey Map on this topic accessible via OPS.

SNAP Interim Report ReviewWhen a worker is waiting on the Interim Report Details page, it is important that they do not mark the Were changes reported on this Interim Report field as 'No' before receiving the report.

This page also includes prepopulated mailer information. The Doc Center prepopulates the Mailer Received Date. The Completion Date will auto-populate by EDBC once the redetermination results are authorized.

Note: This page should only be filled out once, either after the interim report is received or after enough time has passed to mark it as not received. If this page is filled out early, the SNAP Interim Report record will no longer show up in searches.

Mass Change in IEDSS Let’s Review Mass Changes

Mass change is simply EDBC and authorization

running together in a nightly batch on weekdays.

The purpose of mass change is to reduce the workload on workers.

The mass change process happens automatically, so

workers will have no actual interaction with it. Operations

team members, including policy and database

employees, will identify cases that need to be processed,

and will determine the schedule for mass change.

Mass change runs for many reasons. An example of when mass change runs is when an

individual ages out of a Medicaid category. With this process, workers won’t have

to spend time re-running EDBC and authorization themselves. It will occur automatically. As things

change in the future, more mass change scenarios may

be added to simplify the worker’s job even further.

There are three different ways mass changes will be

processed in the system: Case Maintenance Batches ,

Trusted Interface Trading Partner, and Ad-Hoc Mass

Changes.

What is Mass Change? Why Have Mass Change? How are cases chosen to be processed?

Who will process mass change?

Your Action Items…

Review the following reference materials/training materials for more information:1. Entering MAGI Income2. Mass Changes in IEDSS3. Lesson 5 of Next Level

Eligibility Training PPT

Let’s Review What IEDSS Materials are saved in OPS

and TRON

Online Performance Support Tool (OPS)Did you know a section has been created for IEDSS in OPS?

Please use OPS as a part of your research/investigation as you troubleshoot and work with your Site Support Team.

Training Resources Online Network (TRON)Did you know that you can access TRON for IEDSS Reference Materials?

Please use TRON to access reference materials and demos as a part of your research/investigation as you troubleshoot and work with your Site Support Team.

Netfor Submission Review

Netfor Submission Review

1. Research every issue with the Site Support (SS) Team that is in your office before opening a Netfor ticket. If you are unable to resolve the issue with your SS Team, please call the IEDSS Site Support Conference Line:

Conf Line: 1-844-882-6682Passcode: 1 770 654 496

2. Provide ample detail about the issue o If you have not provided enough detail for the ticket to be researched, you may receive a response

such as “working as designed”3. Remember to include if you are locked out of IEDSS in the ticket

o You have three chances before you are locked out4. Please state if true: account should be deactivated due to resignation of individual 5. Include sections in the system that you cannot access in IEDSS, such as documents

o This will prevent the ticket from being misrouted and the resolution from being delayed 6. Please state if true: you are resubmitting a ticket that was previously submitted

o This will allow the team to change the status from closed to open 7. Include your security profile role (EA, SEC, etc.) if applicable

o When submitting a ticket for an error message which states that your assigned role will not allow access

8. Provide case numbers

Reminders and Tips: Please work with your SS Team and review this checklist before submitting any tickets

Make sure you are utilizing this checklist before you submit a

Netfor ticket.

What’s Next?

IEDSSKXConversion Training:

How to ResearchJanuary 23rd

1:30 pm EST

Any Questions?Please email:

IEDSSTransformationTeam@deloitte.com

Note: Please send questions to the above email address AFTER you have

reviewed and researched your question and or issue with your Site Support Team. Send questions related to IEDSS processes and functionality.