Iowa Department for the Blind
User Guide
PUBLISHED
BY Tyler Technologies, Inc.
12901 Worldgate Drive, Suite 800, Herndon, VA 20170
COPYRIGHT © Tyler Technologies, INC. All rights reserved.
No part of the contents of this manual may be reproduced or transmitted in any form or by any means without written permission.
Vocational Rehabilitation & Independent Living Case Management is a registered trademark of Tyler Technologies, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.
Vocational Rehabilitation & Independent Living Case Management is a client data tracking and management platform that can be implemented immediately and configured continuously to model your workflow and business processes with minimal programming. Whether it’s based on-premises or in the cloud, Vocational Rehabilitation & Independent Living Case Management streamlined approach scales from the local office to the enterprise, giving everyone in your organization the ability to accurately capture, track and report on the data that drives operations forward.
We welcome feedback from our users regarding the Vocational Rehabilitation & Independent Living Case Management product or documentation. If you have comments, corrections, suggestions, etc. with regard to the product or this manual please email: support@entellitrak.com
SUPPORT INFORMATION
EMAIL: fd-iadbvrteam@tylertech.com
| Revision History | |||
|---|---|---|---|
| Version Number | Date | Author | Description |
| 1.0 | 03/25/2024 | ALL | Initial Draft Complete - Phase I |
Contents
3 Managing Client Information 17
3.2 Converting a Referral to a Client Record 19
6 Certificate of Eligibility 49
6.1 Certificate of Eligibility (COE) 49
6.2 Generating Eligibility Letters 54
7 Individual Plan for Employment 57
7.1 Entering a Vocational Rehabilitation Plan 58
7.2 Entering an Independent Living Plan 65
7.4.1 Creating a Plan Extension 76
8.2 Entering Employment at Initial Plan 80
8.3 Entering Employment at Employment Outcome 82
8.4 Entering Employment at Exit 84
8.5 Entering Employment on the Quick Menu 86
9.1.1 Creating an Authorization from the Program Tab 90
9.1.2 Creating an Authorization from the Tracking Inbox (NOT on a Plan). 103
9.1.3 Creating an Authorization from a Plan 110
9.1.4 Workflow Actions — Amend as a Case Manager or Supervisor 112
9.1.5 Workflow Actions — Authorization Closed as a Support Staff, Case Manager or Supervisor 115
9.1.6 Workflow Actions — Authorization Return for Revisions as a Supervisor 116
9.1.7 Workflow Actions — Authorization Canceled as Support Staff, Case Manager or Supervisor 117
10.1.1 Vocational Rehabilitation Events 121
10.1.2 Independent Living Younger Blind Events 123
10.1.3 Independent Living Older Blind Events 125
10.1.4 Complete List of Events by Program Type 127
11.1 Entering Exit Information 131
11.2.1 Adding a Post Exit Record 133
14.1 Annual Reviews Approaching 160
14.2 Authorizations Pending Review 162
14.3 Authorizations Returned for Revisions 163
14.5 Queues Available to the Teacher/Instructor Role 165
14.9 Payments Pending Review 171
14.10 Payments Ready to Pay 171
14.11 Payments Returned for Revisions 172
14.13 Services Billed 30+ Days Old 175
14.14 Referral Deadline Approaching 176
14.15 Clients with Upcoming Eligibility 177
14.16 Plan Completion Deadlines Approaching 179
14.18 Plans Pending Review 183
14.19 Plans Pending Approval 184
14.20 Clients Plan Expiring 185
14.23 Open Tasks Assigned to Me 188
15.1 Bulk Update Release from OOS 191
16.1.1 Running Reports from Shared Reports 193
16.1.2 Running Reports/Interface Reports from Shared Pages 195
16.2 Setting Report Dashboard Options 197
16.4 Non-Federal Reports and Interfaces 201
16.4.1 PE Potentially Eligible (Pre-ETS) and PE Vocational Rehabilitation (Pre-ETS) 201
16.4.4 Legislative Factbook - Post Go-Live 207
16.4.5 Board Statistics Report - Post Go-Live 207
16.4.6 RSA7OB - Post Go-Live 207
16.4.7 ACL704 - Post Go-Live 207
16.4.8 WIOA Report for Interface - Post Go-Live 207
Acronyms
| Acronym | Definition |
|---|
| BTO | Base Tracked Object, an object with no parents. Example: Client is a BTO |
|---|---|
| COE | Certificate of Eligibility |
| CTO | Child Tracked Object, an object with a parent object. Example: Program is a CTO of a Client BTO. |
| IL | Independent Living (program) |
| ILOB | Independent Living Older Blind (program) |
| ILYB | Independent Living Younger Blind (program) |
| RDO | Reference Data Object, an object containing data referenced by BTOs, CTOs and code in the system. The data in RDOs are what drop down lists, multi-selects, and other fields are populated with i.e., race and language |
| SQL | Structured Query Language is used to extract information from a database |
| VR | Vocational Rehabilitation (program) |
Tracking Inbox
Every major category of data has its own Tracking Inbox and it is located in the left menu. The tracking inbox for the Vocational Rehabilitation and Independent Living Case Management will appear differently to the user based on their role.
Tracking Inbox Menu Display
Figure 1‑1 Tracking Inbox Menu Display
The Tracking Inbox allows the user to navigate throughout the system accessing different information and completing different tasks. It allows for the creation of Authorizations that are not associated with a plan (i.e., Authorizations associated to a Potentially Eligible client), budget set up, provider set up, etc.
When searching for specific information (i.e., Provider) it is important to remember that items in the tracking inbox are only those that have been created/added by the specific user. If looking for full information (i.e., a provider listing) navigate to Search > Provider and locate the full list that way.
Search
Any field on any form can be configured to allow users to search on the data by using Standard Search or Advanced Search. Search results are limited based on if the field is marked as searchable, the user’s role and System and/or Tracked Data Permissions.
The Core Search features are as follows:
Standard Search — An ad hoc search interface that provides multiple search operators for each field within an object.
Advanced Search — Allows users to define search criteria, configure search result format, save searches, and share searches with other users in the same role. Saved searches may also be displayed as a link on the dashboard. This feature is disabled by default.
Search is located in the left menu panel.
Standard Search
To navigate to the Standard search this can be done one of two ways, either by clicking on Search on the left menu or expanding the menu and clicking the specific item to be searched on in the listing.
Clicking on search in the menu will display items to search on:
Standard Search Menu
Figure 2‑1 Clicking on Search Directly
Hovering over search and expanding the menu:
Search Menu Expanded
Figure 2‑2 Search Menu Expanded
Standard search allows the user to do general searches by category or filter data by specific information.
For this example, Client is being searched.
1. On the expanded menu click on Client.
Note: All search criteria options function the same way as described.
2. The Search Criteria will display:
Search criteria
Figure 2‑3 Search Criteria
3. Clicking any of the criteria boxes will expand the search criteria for that data point:
Search criteria expanded
Figure 2‑4 Search Criteria Expanded
4. Modifying the ‘Equal To’ drop-down will modify the data that is returned when searched:
Search Option Drop-Downs (Equal To options)
Figure 2‑5 Search Option Drop-Downs (Equal To options)
5. Fill in all the information wishing to be searched on and select the Search button on the bottom of the screen.
Search button
Figure 2‑6 Search Button
6. The search criteria chosen will display:
Note: For this example, Referrals are being searched on; Client box selected and Client Equal To = No.
Searching for Referrals
Figure 2‑7 Searching for Referrals
7. Search results returned all referrals:
Search Results
Figure 2‑8 Search Results
8. Clicking any of the records within the search will open that client’s (or referrals) client record.
Referral Record Clicked from Search
Figure 2‑9 Referral Record Clicked from Search
Advanced Search
Note: For this example, Referrals are being searched on; Client box selected and Client Equal To = No.
Navigating to the Advanced Search can be done two ways, just as Standard Search was done.
1. From search Navigate to the Advanced Search.
2. The Advanced Search will display:
Advanced Search
Figure 2‑10 Advanced Search
3. Advanced Search will display:
Advanced Search Options
Figure 2‑11 Advanced Search Options
From this screen the user can accessed Saved Searches, Shared Searches and Dashboard Options.
For this example, Client, Case Manager and Intake Dates will be searched on using Advanced Search.
Advanced Search > Client
Figure 2‑12 Advanced Search > Client
4. Click on the Advanced Search link under the Client header. The Advanced Search criteria screen will display:
Advanced Search Criteria
Figure 2‑13 Advanced Search Criteria
5. The Search Criteria is determined based on what is selected as the Data Object, Data Element, the Operator, and the Value.
Entering Search Criteria
Figure 2‑14 Entering Search Criteria
6. Click Add column as the criteria are chosen:
Adding Columns for Search
Figure 2‑15 Adding Columns for Search
For this example Client and Case Manager was chosen. Then Client with a Date of Intake prior to 02/27/2024.
7. Once all the criteria are chosen select Search at the top of the screen.
Search Button
Figure 2‑16 Search Button
8. The Search Results will display:
Search Results
Figure 2‑17 Search Results
9. The search can be saved for future use if desired by click the ‘Save Search’ or ‘Save As’ at the top of the search screen (the user can also navigate to save the search through the Properties tab):
Saving Search
Figure 2‑18 Saving Search
10. When clicking on ‘Save Search’ a box will display letting the user know they must provide a name for the search under the ‘Properties’ tab (this is not an Error; only a notification).
Workflow Message: Properties
Figure 2‑19 Workflow Message: Properties
11. Click ‘Ok’.
12. The Properties Tab will open the form to Name, add a Title (not required), and enter the Description for the Search Criteria.
Advanced Search Properties Tab
Figure 2‑20 Advanced Search Properties Tab
13. Enter the required information.
14. A blue box will display with ‘Search Saved’.
15. To access the saved search click on ‘My Saved Searches’.
Note: If you attempt to navigate to ‘My Saved Searches’ and haven’t saved anything yet, you will see a warning that you are leaving the page and changes may not be saved. Click ‘Leave’.
Leaving Search Site/Page
Figure 2‑21 Leaving Search Site/Page
16. My Saved Searches will display:
My Saved Searches Display
Figure 2‑22 My Saved Searches Display
17. Clicking the Name of the saved search will bring up the search criteria.
Search Name Link
Figure 2‑23 Search Name Link
18. The search can be edited by clicking the pencil icon (or clicking directly into the link); the search can be re-run by clicking the magnifying glass. It can be downloaded to either and Excel .xls or Word .doc file by clicking either the page icon(s) with the X (Excel) or W (Word).
Saved Search Functions
Figure 2‑24 Saved Search Functions
19. To delete a saved search that is no longer needed click on the Trashcan icon with the ‘X’ on the far-right side of the listing.
Trashcan Icon to Delete
Figure 2‑25 Trashcan Icon to Delete
Managing Client Information
The Client data is managed in the Vocational Rehabilitation and Independent Living system via the Client Record. Once a client is created, the Client Record contains all information for that client, including the: Program, Address, Client Contact, Education, Client Document, and Client Note.
Note: All forms should be completed in a top-down manner. Many fields populate based on what was input into the previous field.
Example: The Office location will populate based on the city, county, state provided.
Features:
Users can create Clients or Referrals at Intake.
Users can add the following to Clients or Referrals:
Programs (only available when Client = Yes; not available for Referrals)
Addresses
Client Contacts
Education Information
Client Documents
Client Notes
Users can convert a Referral into a Client record.
Users enter information onto Client records that will appear on RSA 911 Report
Once a client record has been created it will display in the ‘Clients’ queue.
Note: This queue will display both Referrals and Clients. In the Client Column if Client = No, this is a Referral. If Client = Yes, this is a client with an associated program.
Clients Queue
Figure 3‑1 Clients Queue
Client vs. Referral
The Vocational Rehabilitation system distinguishes between a Client Record, and a Referral Record. A Client record has additional required fields.
If entering a ‘Client’ record this is saying the client is ready to apply/go through the Vocational Rehabilitation or Independent Living application process, this is opposed to a referral which is getting information on the available programs.
When entering a new record, the user must select whether the record is for a Client or a Referral. The system will default to “No” (meaning the default entry is as a Referral).
Client Form; Client = No
Figure 3‑2 Client Form; Client = No
If the record is being entered for a Referral, the “Physical Address” is not included, only the “Mailing Address” is required as part of the referral information.
Referral:
Client Form Address Fields
Figure 3‑3 Client Form Address Fields
Client:
Client Form Address Fields; Physical Address
Figure 3‑4 Client Form Address Fields; Physical Address
If the record is being entered as a Client, then fields that are optional for a Referral will become required for a Client.
Converting a Referral to a Client Record
Referrals can be converted to a Client Record.
1. Navigate to the Referral record to be converted to a client. Do this either through the Tracking Inbox if the same user who created the referral will be doing the converting OR through the Search > Client.
2. For this example the Left Menu Search > Standard Search > Client is used.
3. The Search Results will display, locate the client, and double click their record.
Standard Search for Client; Results
Figure 3‑5 Standard Search for Client; Results
4. The client record will display.
Client Record Displayed
Figure 3‑6 Client Record Displayed
5. To convert the record from a Referral to a Client click the Convert to Client button located under the Client Information header.
Convert to Client Button
Figure 3‑7 Convert to Client Button
Note: Social Security Number is required to be entered for all clients, not referrals. If the social security number does not need to be collected for a specific program type 999-99-9999 can be entered. A Workflow Message will display stating the SSN is required to convert to client; this is not an error, just informational but, a requirement.
On taking this action any fields that are now required must be entered before the Client record can be saved, otherwise validation errors will display.
6. Once the referral has been converted to a client there are additional fields that are required to be filled out. Fill out all required fields and click Save.
SSN Required to Convert to Client
Figure 3‑8 SSN Required to Convert to Client
7. Additional tabs will now display at the top of the screen. These are Client, Program, Address, Client Contact, Education, Client Document and Client Note.
Additional Tabs Displayed on Client Form
Figure 3‑9 Additional Tabs Displayed on Client Form
8. Client has been created.
Client Address
Client Address is used to store addresses related to the Client record.
Business Rules
Mailing and Physical addresses entered on the Client tab are automatically added to the Client Address tab
Clients require both a Mailing and Physical Address.
Referrals require a Mailing address only. Others are optional.
1. Navigate to the client record and click Address in the top bar.
Client Address Tab
Figure 3‑10 Client Address Tab
2. The addresses that were entered on the Client Intake form will be listed in the Address Listing screen. Additional addresses can be added by clicking +New.
Client Address Listing
Figure 3‑11 Client Address Listing
Note: At least one mailing and physical address must be Active = Yes for a client.
For a referral ONLY the mailing address must Active = Yes.
Client Contact
The Client Contact tab allows users to capture basic contact information for any additional contacts related to the Client record.
1. Navigate to the client record and click Client Contact in the top bar.
Client Contact Tab
Figure 3‑12 Client Contact Tab
2. The Client Contact Listing will display.
3. To add new contacts for a client click +New.
Client Contact; +New
Figure 3‑13 Client Contact; +New
4. The Client Contact form will display. Enter the required information and click Save.
5. The Client Contact Listing will display the contacts associated with the client.
Client Contact Listing
Figure 3‑14 Client Contact Listing
6. To view or modify the contact record, double click.
Client Education
Education Records can be created for each client. The Education Record contains information related to the education attained by the client.
Note: The tab is only available for Clients, it is not available for a Referral.
1. Navigate to the client record and click Education in the top bar.
Client Education Tab
Figure 3‑15 Client Education Tab
2. The Education Listing will display. To enter an education record click +New.
Client Education Listing; +New
Figure 3‑16 Client Education Listing; +New
3. The Education form will display. Enter the required information and any additional information needed for the client.
Client Education Form
Figure 3‑17 Client Education Form
4. Upon save the education will be listed within the Education Listing. To access the record double click it.
Client Education Listing
Figure 3‑18 Client Education Listing
Client Document
The Client Document tab allows users to upload and store documents that are associated with a specific Client record. Users are able to add one or more documents to a Client Record.
1. Navigate to the client record and click Client Document in the top bar.
Client Document Tab
Figure 3‑19 Client Document Tab
2. The Client Document Listing will display.
Client Document Listing
Figure 3‑20 Client Document Listing
3. There are two ways to upload documents:
A) Open your files and simply drag and drop the file in the ‘Drop Files Here’ box that is located next to a flat line with an arrow pointing down, above it. This will populate required fields behind the scenes for the user.
Note: Ensure document is titled in a way that would be needed when searching in the future if using the drag and drop option as the system will title the document with whatever the file name is.
Client Document Upload; Drop Files
Figure 3‑21 Client Document Upload; Drop Files
B) Click directly on the ‘Drop Files Here’ which will open a Client Document form. This requires the user to fill in the required fields.
Client Document; File Upload
Figure 3‑22 Client Document; File Upload
4. The documents will display on the Client Document Listing.
Client Document Listing
Figure 3‑23 Client Document Listing
Client Note
The Client Note tab allows users to add notes that are associated with a specific Client record. Client Notes are available for anybody to see if they have access to that Client record.
1. Navigate to the client record and click Client Note in the top bar.
Client Note Tab
Figure 3‑24 Client Note Tab
2. The Client Note Listing will display.
Client Note Listing
Figure 3‑25 Client Note Listing
3. To add a new note click +New.
Client Note Listing; +New
Figure 3‑26 Client Note Listing; +New
4. The Client Note form will display. Fill in the required information and click Save.
Client Note Form
Figure 3‑27 Client Note Form
5. The Client Note will display in the Client Note Listing.
Client Note Listing
Figure 3‑28 Client Note Listing
Program
Program Workflow
The Program workflow is designed to help guide the user through the Vocational Rehabilitation and Independent Living application process from beginning to end. Events have been implemented with business rules to help the user in making sure all required information is captured before they are able to move on to the next step in the vocational rehabilitation process. Workflow messages have been setup to assist the user through the workflow.
Workflow Status View
Click on the Workflow icon in the top right of the screen to display the workflow status view.
Workflow Status View Icon; top right of screen
Figure 4‑1 Workflow Status View Icon
The different statuses and events that a Program record can potentially go through from the time a Vocational Rehabilitation application is submitted until it’s closed are shown below.
Note: Not all programs will go through each step in this workflow.
Workflow View
Figure 4‑2 Workflow View
The blue dot represents where in the workflow the Program record has been and the green dot represents to the user where the Program record currently is in the process.
Work Flow View; Status
Figure 4‑3 Workflow View; Status
Program
The Program tab (application) allows users to capture program specific information which is used to supply data for federal reporting.
Business Rules
A Client can only have one program of the same Program Type open at a time.
State filters off the Program selected.
County of Application filters based off the Program and State selected.
Office filters based off the Program, State and County of Application selected.
Fields on the Program Form vary based on the type of program selected (Potentially Eligible, Vocational Rehabilitation, Independent Living Younger Blind, or Independent Living Older Blind)
Creating a Program
1. Navigate to the client record and click Program in the top bar.
Program Tab
Figure 4‑4 Program Tab
2. The Program Listing will display.
Program Listing
Figure 4‑5 Program Listing
3. To add a new Program click +New.
Adding a New Program; +New
Figure 4‑6 Adding a New Program; +New
Note: The Program can also be created by hovering over Program until the New Program displays; click this and the same program form will display. Both forms are exactly the same regardless of navigation.
Adding a New Program; New Program Tab Function
Figure 4‑7 Adding a New Program; New Program Tab Function
4. The initial Program form will display.
The programs available will be based off a calculation of the client’s birth date.
Potentially Eligible is only an available option if the client’s birthday falls within an appropriate age (Age must = <22).
If a client is 22+ Vocational Rehabilitation, Independent Living Younger Blind and Independent Living Older Blind program types become available.
Program Type Drop-Down
Figure 4‑8 Program Type Drop-Down
Once the program is selected the form will expand and display all fields that are applicable to the specific program type.
5. The Program Information form will display.
Program Form
Figure 4‑9 Program Form
The blue banner at the top of the screen will now display where the client is at any given time within their program and what the last event that has occurred is:
'Program Status' and 'Last Event' Status in blue banner
Figure 4‑10 ‘Program Status’ and ‘Last Event’ Status
The Benefit/Disability Information section requires different values and are determined by the program type that was selected:
Vocational Rehabilitation
‘What is Your Disability?’ - This is a free text field and the user can enter any information
‘What is the Cause of Your Disability?’ - This is a free text field and the user can enter any information
Independent Living Younger Blind
Primary Disability - Single select drop down
Primary Cause Source - Single select drop down
Secondary Disability - Single select drop down
Secondary Cause/Source - Single select drop down
Independent Living Older Blind
Primary Disability - Single select drop down
Primary Cause/Source - Single select drop down
Age Related Impairment - Single select drop down
The Support, Monthly Public Support and Medical Insurance sections requires different values and are determined by the program type that was selected:
Vocational Rehabilitation
SSI Due to Blindness - yes/no
SSDI Due to Blindness - yes/no
Monthly Public Support at application - multi select
Medical Insurance - multi select
Independent Living Younger Blind
Monthly Public Support at application - multi select
Independent Living Older Blind
Monthly Public Support at application - multi select
6. Fill in the required fields and click Save.
7. Additional tabs now display along the top of the Program form and some fields have become read only. The client’s program has been created.
Vocational Rehabilitation Tab Order
Figure 4‑11 Vocational Rehabilitation Tab Order
Independent Living Tab Order
Figure 4‑12 Independent Living Tab Order
Note: If program type = Independent Living Younger Blind or Independent Living Older Blind the Employment tab does not display
Program Note
Once a program has been created the Program Note becomes available. The Program Note tab allows users to add notes specific to a Program.
1. Navigate to the client’s program and click on the Program Note tab in the top ribbon.
Program Note Tab
Figure 4‑13 Program Note Tab
2. The Program Note Listing will display, click +New near the top of the form.
Program Note Listing; +New
Figure 4‑14 Program Note Listing; +New
3. The Program Note form will display.
Program Note Form
Figure 4‑15 Program Note Form
4. Enter in the Note Type; there are multiple Note Types available depending on what type of Note is being entered:
Program Note Types
Figure 4‑16 Program Note Types
Note: When services are entered on a plan the initial Program Note of ‘Services Verified’ and the checkbox for ‘Use for Initial Start Date’ need to be completed.
5. Continue filling out the form, entering all required fields and click Save.
6. The note will be saved. In the breadcrumbs near the top of the screen click Program Note Listing.
Breadcrumbs > Program Note Listing
Figure 4‑17 Breadcrumbs > Program Note Listing
7. This will navigate you back to the Program Note Listing page and all Program Notes for this client will display here:
Program Note Listing
Figure 4‑18 Program Note Listing
Program Document
1. Navigate to the client’s program and click on the Program Document tab in the top ribbon. The Program Document tab allows users to upload and store documents that are associated with a specific Program record.
Users can choose from different types of documents to upload.
Users are also able to select ‘New’ and upload files to add additional program documents.
Business Rules
When the system generates letters automatically, they are added to the ‘Program Document’ listing and shown as ‘Letter Generation’ document types.
The following ‘Document Types’ are available in the drop-down:
Consent Form (for Potentially Eligible program type)
Client Response Form - standard file upload
Letter Generation - allows for the selection of preconfigured letter templates in the system which the user can edit using CKEditor
Supporting Documentation - standard file upload
Eye Report - standard file upload
1. From the tab listing click on Program Document.
Program Document Tab
Figure 4‑19 Program Document Tab
2. This will display the Program Document Listing, click +New to enter a new Program Document for this client.
Program Document Listing; +New
Figure 4‑20 Program Document Listing; +New
3. The Program Document form will display.
Program Document Form File Upload
Figure 4‑21 Program Document Form File Upload
4. Populate the required fields and click Save.
In the Document Type there is a Letter Generation option:
Document Type > Letter Generation
Figure 4‑22 Document Type > Letter Generation
When this is selected the screen will change and will provide the user with different letter options; these are templates that will auto populate and can be edited within the Content section.
Letter Template Options
Figure 4‑23 Letter Template Options
Letter Template Form
Figure 4‑24 Letter Template Form
Letter Template Form; Text Can Be Modified
Figure 4‑25 Letter Template Form; Text Can Be Modified
5. Upon save of the Program Document the system will navigate back to the Program Document Listing. Here all the documents that have been uploaded or generated for the client will display.
Program Document Listing
Figure 4‑26 Program Document Listing
In Document Type the Client Response Form, Consent Form, Eye Report and Supporting Documentation will require the user to upload a document.
Document Type Drop-Down
Figure 4‑27 Document Type Drop-Down
Once the document type is selected the document upload is located at the File field. Select the arrow and with the line under it to upload the document:
Document Type Upload Form
Figure 4‑28 Document Type Upload Form
This will bring up the document file on the users computer where the document can be located:
Document Location
Figure 4‑29 Document Location
Once the document is loaded the form can be saved. The document can then be located in the document listing:
Program Document Listing
Figure 4‑30 Program Document Listing
Disability
The Disability tab allows users to capture information related to the Client’s disability for a Vocational Rehabilitation, Independent Living Younger Blind or Independent Living Older Blind program types. It is not available for the Potentially Eligible program type. Case Managers can capture disability specific information for different functional capacity limitation areas.
Business Rules
The “Disability Level” shown in the banner for the program is determined by the selections on the disability form.
The Disability Level Order Date cannot be a date that is earlier than the Date of Application on the Program tab.
Disability Priority auto calculates based on the following requirements:
Disability Priority = 1: must have at least 1 selection in 3 different functional areas
Disability Priority = 2: must have at least 1 selection in 1 to 2 different functional areas
Disability Priority = 3: 0 functional areas
Disability Level will calculate as follows based on the Disability Priority:
Disability Priority 1 = Most Significantly Disabled
Disability Priority 2 = Significant Disability
Disability Priority 3 = No Significant Disability
The Disability Level is used in the workflow to determine Eligibility.
Disability
1. Login with your system provided account and navigate to a client record.
2. On the client record click the Program tab in the top bar.
3. Click the Program Type in the Program Listing once displayed.
Client's Program Listing
Figure 5‑1 Client’s Program Listing
4. When the Program form opens click the Disability tab in the top bar.
Disability Tab
Figure 5‑2 Disability Tab
5. The Disability form will display
Disability Form
Figure 5‑3 Disability Form
Prior to filling out the form the Disability Level will display as “No Significant Disability” in the blue banner.
Blue Banner Displaying No Significant Disability
Figure 5‑4 Blue Banner Displaying No Significant Disability
Upon filling out the form and clicking Save this will update based on the Disability Level that is calculated based on the selections on the form that was explained above. The Disability Priority will also display and become read only.
Disability Priority Displays on Form and is Read Only
Figure 5‑5 Disability Priority Displays on Form and is Read Only
Also listed on this form is the Counselor Rationale (not required) and Eye Report Information that is partially required depending on program type.
Certificate of Eligibility
The Certificate of Eligibility tab allows users to make a final determination on eligibility for a client who is applying for a Vocational Rehabilitation program.
Business Rules
When ‘Establish Eligibility’ = Yes, the Certificate of Eligibility form becomes read-only for certain roles.
Presumptive Eligibility is auto selected based on the SSI or SSDI selections on the Program tab.
Eligibility Date cannot be a date that is earlier than the Date of Application on the Program tab.
Eligibility Determination Extension field
Must be a date that is on or before the end date of the reporting quarter.
Must be equal to or before date in the Eligibility Date field on the Certificate of Eligibility tab.
Eligibility Records cannot be marked as final until the Disability tab has been filled out.
Benefits / Disability Information auto populates from the Program tab. Any changes made to this section will update back to the Program tab.
The Disability tab must be filled out before the Certificate of Eligibility can be approved.
The Certificate of Eligibility must be sent for review/approval by a Supervisor before the Eligibility letter can be generated.
Once the Certificate of Eligibility is finalized, and the status has moved to ‘Eligible,’ then the user is able generate an Eligibility Letter.
When Establish Eligibility = Yes and the form is saved, the workflow status will update accordingly based on the Program Workflow.
Certificate of Eligibility (COE)
1. Navigate to a client and click on their program.
2. When the program screen displays click on the Certificate of Eligibility tab at the top of the screen.
Certificate of Eligibility Tab
Figure 6‑1 Certificate of Eligibility Tab
3. The Certificate of Eligibility form will display with a COE Status = Draft. This is a read only field and cannot be changed by the user without going through the workflow.
Certificate of Eligibility Form
Figure 6‑2 Certificate of Eligibility Form
4. Fill out all required fields.
Note: When Establish Eligibility is set to Yes, fields that were not required become required.
5. Once all fields are completed, the Send to Supervisor for Review drop down must be populated.
Send to Supervisor for Review
Figure 6‑3 Send to Supervisor for Review
6. Click Save.
7. The screen will refresh and the COE Status will change to Draft Pending Approval.
Note: At any time the Event tab at the top of screen can be selected and it will display all events that have occurred during the COE workflow.
Event Listing
Figure 6‑4 Event Listing
8. When a COE is sent to a supervisor for approval, it will appear on the Dashboard Queue COE Pending Approval as well as on their home screen in the COE Pending Approval section.
Queue Listing > COE Pending Approval Queue
Figure 6‑5 Queue Listing > COE Pending Approval Queue
9. From the queue a supervisor can click the COE record which will take them to the COE form. From there they can review it, make any required changes, approve it, or return it for revisions.
If being returned for revisions the supervisor can provide comments/reasons to the case manager.
COE Pending Approval Queue
Figure 6‑6 COE Pending Approval Queue
10. After the Supervisor clicks the Approved button, they still must sign the COE. Click the pencil icon (JAWS announces this as ’Signature) to the right of the Supervisor Signature and then Save.
11. The Supervisor must enter the password value associated with their profile and click the OK button. On successful entry of the password the status will change to Draft Approved. The date and the time of the approval is captured.
Password Entry Box
Figure 6‑7 Password Entry Box
12. The Counselor must then pull up the Draft Approved COE and sign it as well, using the same signing process as the described previous. On completion of that step the status changes to Final. Once Final, the Eligibility letter can be generated.
COE Status = Final
Figure 6‑8 COE Status = Final
13. When a COE is returned by the Supervisor to the Counselor, it will appear on the Dashboard Queue COE In Progress.
Queue Listing > COE in Progress
Figure 6‑9 Queue Listing > COE in Progress
COE in Progress Queue
Figure 6‑10 COE in Progress Queue
14. From the COE in Progress Queue a Counselor can click on the COE record which will take them to the COE form and they can then make any requested changes. The Supervisor Comments are available for review.
15. When ready, the COE can be sent back to the Supervisor for review/approval following the same signature steps as described previously.
16. If Establish Eligibility = Yes then the Certificate of Eligibility has been approved by a supervisor all fields on the form become read only for all users except the Administrator role.
Generating Eligibility Letters
Once a Certificate of Eligibility has been marked final, and the status has moved to ‘Eligible,’ the user will be able to generate an Eligibility Letter by selecting the ‘Generate Eligibility Letter’ button.
1. Navigate to the client’s Program > Certificate of Eligibility and scroll to the bottom of the screen. The Generate Eligibility Letter button now displays (previously this button was not available).
Generate Eligibility Letter Button
Figure 6‑11 Generate Eligibility Letter Button
2. Click the Generate Eligibility Letter button, this will automatically take the user to the Program Document tab with Letter Generation displaying with the Letter Template type of Eligibility Letter.
Generating an Eligibility Letter
Figure 6‑12 Generating an Eligibility Letter
3. Ensure all required fields are populated.
4. The Eligibility Letter can be modified as needed in the Content section of the form.
Letter Display
Figure 6‑13 Letter Display
5. When document is ready click Save.
6. The Program Document Listing page will display and the COE Letter will be located there.
Program Document Listing
Figure 6‑14 Program Document Listing
7. The Certificate of Eligibility can also be printed; click the Print COE button on the bottom of the form.
Print COE Button
Figure 6‑15 Print COE Button
8. This will create the Certificate of Eligibility in the Downloads folder of your computer.
Download History Location
Figure 6‑16 Download History Location
9. The Certificate of Eligibility can then be opened as a Word docx file and saved locally and/or sent to a local printer.
Certificate of Eligibility Word Document
Figure 6‑17 Certificate of Eligibility Word Document
Individual Plan for Employment
The Individualized Plan for Employment (Plan) is the plan outlining the client’s vocational goal(s), and the services to be provided to reach that goal. This plan is created on the basis of the program assessment that is conducted by the program specific Case Manager after the client’s eligibility for vocational rehabilitation services is established. Once the Certificate of Eligibility tab is saved, and the client is shown as eligible, the Plan is available.
Potentially Eligible clients do not have a plan option until they are converted to a Vocational Rehabilitation client in which time the plan tab becomes available.
Independent Living program types have two plan options to choose from, the Waiver or the Independent Living Rehabilitation Program (ILRP) Plan.
Plan Tab
Figure 7‑1 Plan Tab
Features
Users are able to create a plan for the Potentially Eligible, Vocational Rehabilitation and Independent Living Younger Blind and Independent Living Older Blind Programs for their clients.
The system provides initial responsibility options. When a responsibility is selected, the Client Responsibilities field pre-populates with text that the user can modify or add onto.
Business Rules
A newly created plan automatically defaults to ‘Draft’ status.
The ‘Plan Edition’ field increments each time the plan is amended. The ‘Plan Edition’ begins at 1, the ‘Plan Edition’ updates (1, 2, 3…) with each saved Amendment to the plan.
‘Signature Date’ cannot be a future date, the Signature Date is required when the status of the Plan is made ’Final.
‘Goal Completion’ date allows for any future date.
The Plan Data Elements tab must be filled in before the Plan can be marked as Final for Vocational Rehabilitation program types. This tab is not used for Independent Living program types.
Employment at Initial Plan on the Employment tab must be filled in before Plan can be marked as Final for Vocational Rehabilitation program types only. Independent Living program types do not require employment information.
Once a Plan is made ‘Final,’ all fields become read only.
When services related to the plan are provided, a Program Note with Note Type ‘Services Verified’ is required to be entered. The ‘Use for Initial Service’ check box must be checked when the first initial service(s) for the plan are provided. Once this box is selected, it will never appear on the note form again.
When a plan is ‘Amended’ all the data from the original (last) plan, is copied to a ‘Plan History’ tab. This ensures that each amendment made to a plan does not overwrite the previous plan. The new plan is saved as a new version.
When a plan is ‘Amended’ the ‘Plan Edition’ is updated, and the status for the new amended plan is set to ‘Draft.’
Once the plan has been amended and is in a status of ‘Draft’ the plan will have to progress through the workflow again requiring approvals and signatures.
To finalize a plan there are two fields that are required to be completed; one of which does not display as required. These are the ‘Plan Sent to Client’ field and the ‘Signature Received Yes/No’ radio buttons. If these are not completed the plan will stay in a ‘Draft Pending Finalization’ status.
Plans Statuses include:
Draft
Draft Pending Staff Review
Draft Reviewed
Draft Pending Approval
Draft Approved
Draft Requires Revisions
Draft Pending Finalization
Final
Note: When services are entered on a plan the initial Program Note of ‘Services Verified’ and the checkbox for ‘Use For Initial Start Date’ need to be completed.
Entering a Vocational Rehabilitation Plan
Note: The Certificate of Eligibility must be completed, and the client is in a status of Eligible in order for the Plan tab to display.
1. To create a plan navigate to the client’s program form and click Plan tab near the top of the screen.
Plan Tab
Figure 7‑2 Plan Tab
2. The plan form will display.
3. Enter the Client’s Employment Goal, Service Start Date, Goal Completion Date, SOC, Job Title and Signature Date.
Note: Employment Goal does not apply to Independent Living program types.
Plan Form
Figure 7‑3 Plan Form
4. Enter the Responsibility and Resources related information for the plan. The system provides default responsibility options in the ‘Responsibility’ drop-down menu.
Responsibility & Resources Section
Figure 7‑4 Responsibility & Resources Section
5. Complete the Plan Review Details section:
Plan Review Details Section
Figure 7‑5 Plan Review Details Section
6. Add Services to the plan by selecting the Add Service Category button.
Add Service Category Button
Figure 7‑6 Add Service Category Button
7. The table will expand allowing the user to select the services by clicking the drop down, filling in the Service Start Date, Service End Date and Provider. To add additional services, click the Add Service Category button again. This can be done as many times as needed.
Services Added to the Plan
Figure 7‑7 Associated Service Categories
8. There is a comments section for any necessary remarks.
Note: The Employment at Initial Plan section and the Plan Data Elements will need to be completed before a Vocational Rehabilitation plan can be sent for review; this information is covered in section 7.3 following the plan entries. Independent Living program types do not require this data to be populated.
These are located from the Program tab OR can be completed through the Quick Menu if the user is already on the plan and does not wish to navigate away from it.
9. Once the Plan Data Elements and IX.C Employment at Initial Plan are completed the plan can be sent for review.
10. Complete the Review/Approval section by selecting Send to Support Staff for Review dropdown.
Send to Support Staff for Review
Figure 7‑8 Send to Support Staff for Review
11. Click Save.
Save Button
Figure 7‑9 Save Button
12. The Creator Signature field will display. Click on the pencil icon next to the field.
13. The Password entry box will display. Enter the same password used for system log in. The creators name will then display in the signature field.
Creator Signature Field
Figure 7‑10 Creator Signature
The Support Staff will be notified that a plan is available for review.
Email: Plan Pending Review
Figure 7‑11 Email: Plan Pending Review
The next steps are for a Support Staff member to complete:
14. Navigate to the Plans Pending Review Queue
Plans Pending Review Queue
Figure 7‑12 Plans Pending Review Queue
15. Locate the client whose plan needs to be reviewed.
Plans Pending Review Queue Listing
Figure 7‑13 Plans Pending Review Queue Listing
16. Navigate from the Client record to the Program tab and click on the Plan in the top ribbon.
17. Once on the plan review for accuracy. If all is correct navigate to the bottom of the plan form and choose the Supervisor who will be approving the plan in the Send to Supervisor for Approval drop-down.
Note: If for any reason something needs to be corrected, the plan can be sent back to the Counselor for Revisions. The plan will then have to proceed back through the workflow.
18. The Password entry will display, enter the password associated with your user account.
19. Click Save.
20. The Plan will now be in a Status of Draft Pending Approval.
21. The Plan will now be routed to the Supervisor for review/approval (located in their queue; they will also receive an email notification).
The Supervisor will then:
22. Navigate to the Plans Pending Approval Queue
Plans Pending Approval Queue
Figure 7‑14 Plans Pending Approval Queue
23. Locate the client whose plan needs to be reviewed/approved.
Plans Pending Approval Queue Display
Figure 7‑15 Plans Pending Approval Queue Display
24. Navigate from the Client record to the Program tab and click on the Plan in the top ribbon.
25. Review the client’s Plan. If all is correct navigate to the bottom of the plan form and choose the Save button.
26. The Password entry will display, enter the password associated with your user account.
27. The Plan will update to Draft Pending Finalization and become read only.
Plan Draft Pending Finalization
Figure 7‑16 Draft Pending Finalization
28. The Plan is then routed back to Support Staff to Finalize and provide to client.
29. Support Staff will locate the plan as previously done and complete approval.
Note: Client Signature Received field and Plan Sent to Client Date must be completed.
30. The plan can then be printed if needed.
Entering an Independent Living Plan
Note: The Certificate of Eligibility must be completed, and the client is in a status of Eligible in order for the Plan tab to display.
1. To create a plan navigate to the client’s program form and click Plan tab near the top of the screen.
Plan Tab
Figure 7‑17 Plan Tab
2. The plan form will display and be in a status of Draft.
Plan Form
Figure 7‑18 Plan Form
Note: When the screen first displays the Services section will not display. Once the Plan Type is chosen the services section will display.
3. The Independent Living programs have two plan types to choose from:
Waiver
Independent Living Rehabilitation Program (ILRP)
4. Choose the Plan Type best suited for the client.
Plan Type
Figure 7‑19 Plan Type
5. Fill out the required fields.
6. To add services to the plan click the Add Service button.
Add Services Button
Figure 7‑20 Add Services Button
7. Once the button is clicked the Service fields will display.
Service Fields
Figure 7‑21 Service Fields
8. Fill out the Services section. As many services as needed can be added.
9. To add objectives to the plan click the Add Objective Type button.
Add Objective Type Button
Figure 7‑22 Add Objective Type Button
10. Once the button is clicked the Objective fields will display.
Objective Fields Display
Figure 7‑23 Objective Fields Display
11. Fill out the Objectives section. As many objectives as needed can be added.
12. In the Objectives section the Date Set field is required but the Date Completed is not required at time of plan creation.
13. Once all fields required are populated. Scroll to the Review/Approval section and in the Send to Support Staff for Review select the appropriate staff member in the drop-down box.
Send to Support Staff to Review
Figure 7‑24 Send to Support Staff to Review
14. Click Save.
15. The Creator Signature field will display. Click on the pencil icon (JAWS announces this as ‘Signature’) next to the field.
16. The Password entry box will display. Enter the same password used for system log in. The creators name will then display in the signature field.
Creator Signature Field
Figure 7‑25 Creator Signature Field
17. The Plan Status will now be in a status of Draft Pending Staff Review.
Plan Status of Draft Pending Staff Review
Figure 7‑26 Plan Status of Draft Pending Staff Review
18. The support staff assigned to review will receive an email notifying them of the review request.
Email to Support Staff
Figure 7‑27 Email to Support Staff
19. The Support Staff will see the plan pending review in the queue of Plans Pending Review.
Support Staff Plans Pending Review Queue
Figure 7‑28 Support Staff Plans Pending Review Queue
20. The Support Staff will click the plan record and review the plan.
Plans Pending Review Queue Listing
Figure 7‑29 Plans Pending Review Queue Listing
21. Navigate from the Client record to the Program tab and click on the Plan in the top ribbon.
22. Once on the plan review for accuracy. If all is correct navigate to the bottom of the plan form and choose the Supervisor who will be approving the plan in the Send to Supervisor for Approval drop-down.
Note: If there is an error identified the plan can be sent back to the Counselor for Revisions.
23. The Password entry will display, enter the password associated with your user account.
24. Click Save.
25. The Plan will now be in a Status of Draft Pending Approval.
26. The Plan will now be routed to the Supervisor for review/approval (located in their queue; they will also receive an email notification).
The Supervisor will then:
27. Navigate to the Plans Pending Approval Queue
Plans Pending Approval Queue
Figure 7‑30 Plans Pending Approval Queue
28. Locate the client whose plan needs to be reviewed/approved.
Plans Pending Approval Queue Display
Figure 7‑31 Plans Pending Approval Queue Display
29. Navigate from the Client record to the Program tab and click on the Plan in the top ribbon.
30. Review the client’s Plan. If all is correct navigate to the bottom of the plan form and choose the Save button.
31. The Password entry will display, enter the password associated with your user account.
32. The Plan will update to Draft Pending Finalization and become read only.
Plan Draft Pending Finalization
Figure 7‑32 Draft Pending Finalization
33. The Plan is then routed back to Support Staff to Finalize and provide to client.
34. Support Staff will locate the plan as previously done and complete approval.
Note: Client Signature Received field and Plan Sent to Client Date must be completed.
35. The plan can then be printed if needed.
Plan Data Elements
The Plan Data Elements tab collects important RSA911 related data about the Individualized Plan for Employment.
Business Rules
The Plan Data Elements tab has many required fields that are required for collecting data for reporting on the RSA 911.
Before a plan can be marked as Final, all the required fields on the Plan Data Elements tab must be filled in. If they have not a message is displayed to the user: “Plan Data Elements tab must be filled in before a Plan can be marked as Final.”
The Plan Data Elements tab is not required for Independent Living program types.
1. There are two ways to access the Plan Data Elements.
A. Navigate to the client’s Program and in the top ribbon click on the Plan Data Elements tab.
Plan Data Elements Tab
Figure 7‑33 Plan Data Elements Tab
B. Or, if the user is already on the plan and does not want to navigate away from the plan and lose any work, scroll back to the top of the screen, and click on the Quick Menu; this will open a window on the right side of the screen. Here is where the Plan Data Elements and Employment can be completed without having to navigate away from the plan.
Plan Data Elements and Employment are required before a plan can be marked as Final.
Note: Employment can also be completed from the Employment tab on the Program Form; covered in section 8. Employment and From the Quick Menu section 8.5.
Quick Menu > Plan Data Elements
Figure 7‑34 Quick Menu > Plan Data Elements
2. Click the Plan Data Elements tab.
Quick Menu > Plan Data Elements Tab
Figure 7‑35 Quick Menu > Plan Data Elements Tab
3. Click the Pencil icon on the Plan Data Elements tab.
Quick Menu > Plan Data Elements Tab Pencil Icon
Figure 7‑36 Quick Menu > Plan Data Elements Tab Pencil Icon
4. This will display the Plan Data Elements form. Complete all the required fields.
Quick Menu > Plan Data Elements Form
Figure 7‑37 Quick Menu > Plan Data Elements Form
5. Click Save.
6. Once saved the form will populate.
Quick Menu Plan Data Elements Populated
Figure 7‑38 Quick Menu Plan Data Elements Populated
7. To edit it at any time simply click the pencil icon again.
Note: To expand the menu to another window, click the square icon with the arrow pointing right.
Quick Menu Edit Functionality
Figure 7‑39 Quick Menu Edit Functionality
Plan Extension
The Plan Extension tab allows users to enter and track data for extensions related to the Plan.
Business Rules
Cannot create a Plan Extension unless on the Plan tab Status = Draft and Plan Edition = 1
On Plan Tab, if status does not = Draft or Plan Edition does not = 1 then Plan Extension tab will be read only
Plan Extension can be deleted by anybody who has access to the case.
Plan Extension can be marked as Final even if the Plan is already marked as Final.
Creation Date auto populates with the current date and is read only.
Plan Development Extension Date cannot be a future date and must be equal to or after the Eligibility Date.
Approval Assign To populates with users who have a role of Supervisor from the Office selected on the Program tab.
Extension Status
Read only
Options are: Draft and Approved
Will update to Approved once the Approve button is clicked.
Approve Button
Creating a Plan Extension
1. Navigate to the client’s plan. Click the Plan Extension tab to enter an Plan Extension record.
Plan Extension Form
Figure 7‑40 Plan Extension Form
2. Enter in all required fields and click Save.
3. After the IPE Extension has been saved as a draft, the Supervisor can then go in and approve the extension by clicking Approve.
Approve Plan Extension Button
Figure 7‑41 Approve Plan Extension Button
4. Once approved, the form becomes read only for all roles except users with a role of Administrator or who have the VR Administration function.
Plan History
The Plan History tab displays all records associated with updates to a plan.
1. Navigate to a client’s program and click the Plan tab in the top ribbon.
Plan Tab
Figure 7‑42 Plan Tab
2. The plan will display.
3. At the top of the plan form are three tabs: Plan (current form), Event, and Plan History. Click Plan History.
4. The Plan History Listing will display.
Plan History Tab
Figure 7‑43 Plan History Tab
Plan Event
The Plan Event tab displays all events associated with the plan.
1. Navigate to a client’s program and click the Plan tab in the top ribbon.
Plan Tab
Figure 7‑44 Plan Tab
2. The plan will display.
3. At the top of the plan form are three tabs: Plan (current form), Event, and Plan History. Click Event.
4. The Event Listing will display.
Plan Event Tab
Figure 7‑45 Plan Event Tab
5. Any of these listings can be clicked on. This will take the user to a new form where comments can be viewed in full for any of the Event records (if they’ve been entered).
Event Listing Comments
Figure 7‑46 Event Listing Comments
Employment
Employment
Employment information is only collected for the Vocational Rehabilitation program and not for Potentially Eligible or Independent Living programs.
Features:
Users can enter information for employment at three different stages of the Vocational Rehabilitation process.
Users are provided with a link to the O’NET Online Reference to look up occupation information.
Business Rules:
When a new Program record is created, three Employment records will auto generate for the three different Employment stages.
Users will only be able to edit the three different employment records, they cannot add new ones.
If the Employment at IPE record is updated the system also updates the Employment at Outcome record with the same info.
If the Employment At Exit record is updated, then the Employment at Employment Outcome record is updated with the same info.
User has the ability to update the Employment at Employment Outcome record at any time independently.
Based on the Employment Status selected, certain fields on the form will become read only and not required for the user to fill out.
Employment data is entered at three stages:
IX.C Employment at Initial Plan
XVI. Employment at Employment Outcome
XVII.D Employment at Exit
Employment Listing
Figure 8‑1 Employment Listing
Entering Employment at Initial Plan
1. Navigate to the specific client through Search.
2. When the client screen displays click on Program in the ribbon.
Program Tab
Figure 8‑2 Program Tab
3. Choose the appropriate program for the client.
4. Click on the Employment tab on the top of the screen in the ribbon.
Employment Tab
Figure 8‑3 Employment Tab
5. The Employment screen will display and include the Employment at Initial Plan, the Employment Outcome, and Employment at exit.
Employment Listing > Employment at Initial Plan
Figure 8‑4 Employment Listing > Employment at Initial Plan
6. Clicking into any of these three items will display the Employment form.
Employment at Initial Plan Form
Figure 8‑5 Employment at Initial Plan Form
7. On the employment form the required fields are marked. There is also a hyperlink to O*Net Online that when clicked will take the user to the O*New website in a different browser window to locate the needed SOC:
O*NET Online Link on Employment Form
Figure 8‑6 O*NET Online Link on Employment Form
O*NET Website
Figure 8‑7 O*NET Website
8. Once the employment information is entered and Save is clicked the window will refresh and the employment listing will display.
Employment Listing
Figure 8‑8 Employment Listing
9. Clicking into the employment record, the entered information will display and be read only.
Entering Employment at Employment Outcome
1. Navigate to the Employment tab just as done previously.
2. Click on Employment Outcome.
Employment Listing > Employment Outcome
Figure 8‑9 Employment Listing > Employment Outcome
3. The Employment Outcome form will display
Employment Outcome Form
Figure 8‑10 Employment Outcome Form
4. Enter in all required information and click Save.
There is a business rule built in where if Employment Status = 1-5, then the Type of Exit on the Exit tab must = 6.
Employment Status Drop Down
Figure 8‑11 Employment Status Drop-Down
Employment Status on Employment Outcome Drop-Down on Exit
Figure 8‑12 Employment Status on Employment Outcome Drop-Down on Exit
To view the history of any employment change, click the Employment Data Changes tab at the top of the Employment Outcome form:
Employment Data Changes Tab
Figure 8‑13 Employment Data Changes Tab
The Data Changes will display including who made the change, when it was completed and what data element was changed
Employment Data Changes Listing
Figure 8‑14 Employment Data Changes Listing
.
Entering Employment at Exit
1. Navigate to the Employment tab just as done previously.
2. Click on Employment at Exit.
Employment Listing > Employment at Exit
Figure 8‑15 Employment Listing > Employment at Exit
3. The Employment at Exit form will display
Employment at Exit Form
Figure 8‑16 Employment at Exit Form
4. Enter in all required information and click Save.
Reminder if Employment Status = 1-5 on Employment Outcome, then the Type of Exit on the Exit tab must = 6.
All Employment Records will display on the Employment Listing screen.
Employment Listing
Figure 8‑17 Employment Listing
Entering Employment on the Quick Menu
To enter employment information without navigating off the screen the user is currently on; they can use the quick menu to enter this information.
1. Click the Quick Menu in the top left of the screen.
Quick Menu Location
Figure 8‑18 Quick Menu Location
2. The Quick Menu will expand, click the Employment tab.
Employment Listing > Employment Outcome
Figure 8‑19 Employment Data Elements on Quick Menu
3. The three different Employment stages will display
4. Just as with the Employment tab not on the quick menu the information can be added. Click on the Pencil icon near whichever record needs to be added.
Note: The icon (square with an arrow pointed top right) next to the pencil will open this tab in a new window.
Open New Window Icon
Figure 8‑20 Open New Window Icon
Edit Icon on Quick Menu > Employment
Figure 8‑21 Edit Icon on Quick Menu > Employment
5. The form will display just as before; enter the required information and click Save.
Employment Form on Quick Menu
Figure 8‑22 Employment Form on Quick Menu
Authorizations
Authorizations provide an authorization for services to be provided to a client in the Vocational Rehabilitation Programs. The Authorization tab allows users to add authorizations to a Program record to track and record services needed by that participant to ensure their success in Vocational Rehabilitation programs.
Authorizations can be created from a client’s plan or directly from the Authorization Tracking Inbox.
Features
Authorizations entered directly from the Tracking Inbox are independent from authorizations created directly from a Plan. Users do have the option when creating a Plan to link Authorizations created from the Authorization tab to a Plan.
All Authorizations associated with that Client plan will display on this form for easy viewing.
Authorizations must proceed through a two-factor approval process before it is considered Issued and budget dollars can be encumbered for it.
Business Rules
The ‘Provider’ drop-down information comes from the ‘Provider BTO, Service Category field.’
Live Search is used to locate the providers who perform the services listed in the Service Category by filtering for Providers that perform the services and match on the partial name entered.
Authorization Numbers auto generate after an Authorization is created.
Total Amount Encumbered to Date, Total Billed to Date, Total Paid to Date and the Remaining Balance do not display on Create New, the fields only display after an Authorization has been created.
Total Billed to Date populates from the Payment tab when the payment status is not Draft and not Cancelled. It is the sum of all these payment records. Anytime the payment status of a payment changes then this amount is recalculated.
Total Paid to Date populates from the Payment tab when the payment status = Final Paid. This is the sum of all payment records that have a status of Final Paid. Anytime the payment status changes to Final Paid then this amount is recalculated.
If Client Pay = Yes, then Provider is not required. If Client Pay = No or blank, then Provider is required.
When an Authorization is created from the Program tab:
The ‘Office’ populates with the Office from the Program.
‘Authorization Entered By’ populates with the Counselor from the Program.
‘Client’ defaults to the Client from the Client tab.
The related Plan is associated with the Authorization.
When an Authorization is created directly from the Tracking Inbox (Authorization BTO), an Office must be selected. The Authorized By field will filter to only show Staff users who are associated with the Office from the Staff tab.
When an Authorization is created from a Plan:
The ‘Office’ populates with the Office from the Program.
‘Authorization Entered By’ populates with the Counselor from the Program.
‘Client’ defaults to the Client from the Client tab.
The related Plan is associated with the Authorization.
When Plans are moved into Plan History, the association with the Authorization is updated accordingly.
Authorization Amount - when an Authorization is created from a Plan, the Authorization Amount cannot be greater than the Plan Budget on the Plan, and can’t exceed the difference between the Plan Budget and the sum of all other open Authorizations associated with the Plan.
Notes:
Some services are restricted to plans ONLY (Auth created from the Plan)
Some services are NOT restricted to plans only (Auth created NOT from a plan)
Some individuals may not have a plan for example, Potentially Eligible, but require Authorizations for Services
Authorizations for this type of client are created from the Tracking Inbox. A Live Search is used to locate client by filtering as the user types their name.
Authorization
Creating an Authorization from the Program Tab
Support Staff or Case Manager can create an Authorization. This will follow the most direct path through the workflow to get the Authorization to a Status of Issued.
A Supervisor can create an Authorization however, they cannot approve an Authorization they have created; it will need to be approved by a different Supervisor.
1. Login with your system provided account and navigate to a client whose plan requires an Authorization to be completed.
2. From the Client screen using the top menu navigate to Program, when the Program listings display choose the appropriate Program for the client.
3. When the Program Information form displays, choose Authorization in the top ribbon:
Authorization Tab
Figure 9‑1 Authorization Tab
4. The Authorization listing will display; click +New under Authorization but above the listing section:
Authorization > +New
Figure 9‑2 Authorization > +New
5. The Authorization form (New Authorization) will display.
6. There are 4 sections on this form: Authorization, Service Category, Service Details and Workflow Actions.
7. The version number, like the plan, will reflect which iteration of the Authorization it is. For this example, this is a new Authorization so it will reflect Version Number 1. If the Authorization is amended in any way the number will update accordingly (1, 2, 3…).
8. The office will default to Iowa Department for the Blind.
9. The Authorized By drop down is a required field and will include any individual who has the permissions to create an authorization.
10. The Authorization Entered By field will auto-populate to the user creating the Authorization. This field is read only and cannot be modified.
11. The Client Name is auto populated on the screen and is read only. There is a hyperlink next to the Client name to navigate back to the client’s program.
Note: If the user has filled anything out on the Authorization form and has not clicked save and navigates using the hyperlink to View Program, any information entered will be lost.
12. Program Type is a required field; this is a drop-down selection.
13. The following fields are on the form in the Authorization section and are not required yet: Federal Fiscal Year, Budget Type, Budget, Budget Description, and Accounting Code.
14. The next section is the Service Category. Click Search Service Category to get the multi-select to display:
Search Service Category
Figure 9‑3 Search Service Category
15. The Services will display all service categories that are available for the client:
Service Category options multi-select
Figure 9‑4 Service Category Options Multi-Select
16. Below Services is the Client Pay buttons, Yes/No, this is not required.
17. The next field is the Provider field; this field is required. To enter the Provider, click the magnifying glass to the right of the field:
Provider field with magnifying glass
Figure 9‑5 Provider Search
Note: You will not be able to click directly into the field until the magnifying glass is clicked on.
18. Once the magnifying glass (JAWS may announce the magnifier as ‘link’) has been clicked on the field will change slightly and a cursor will display inside:
Provider field once magnifying glass has been clicked on
Figure 9‑6 Provider Field Once Magnifier is Selected
19. Begin typing the Providers name in the field.
Note: This will only populate based on Providers who have been entered into the system under the Tracking Inbox > Provider > +New Provider and have the services assigned to them that were provided to the client. When typing, if the Provider is not populating it will need to be confirmed the provider has been set up previously and correctly.
Provider Field
Figure 9‑7 Provider Field
When a provider has been set up, upon typing it will display the Providers who match what is being typed; these will display under the Provider listing header:
Provider List Populates
Figure 9‑8 Provider List Populates
20. The remaining fields on the form are not required yet: Authorized Start Date, Authorized End Date, Authorized Amount, (Under Service Details) Services Notes and Description.
21. Once all the required fields have been entered the Save button can be selected but the Authorization will be in a Draft status (this is helpful if the user is not ready to submit the Authorization yet and does not want to lose work).
Note: Upon clicking Save, the Authorization will update to a Status of Draft, will have an auto-populated Authorization Number. The Version Number, Office, Authorized By, and Authorized Entered By Fields are now read only. The Authorized Amount and fields below it are also read only.
Note: Once the Authorization will be triggering Workflow Actions some of these fields will become required (steps to come).
Once the Authorization has been saved, the user can navigate away from this form if needed. To come back follow previous navigation steps to the Authorization listing. The Authorization will display:
Authorization Listing
Figure 9‑9 Authorization Listing
22. The bottom buttons have updated to include a Clone Authorization button. In the event a client will be receiving another Authorization (or even multiples) the one Authorization can be cloned to prevent multiple data entry requirements.
Button Added to Form: Clone Authorization
Figure 9‑10 Button Added to Form
23. Revisiting step #20. When the Authorization is ready to be approved a Workflow Action needs to be selected and the Case Manager needs to sign however, for the Authorization to move forward for approval some of the fields that were not previously required to save are now required to progress (Authorized Start Date, Authorized End Date, and Authorized Amount). If not populated the Workflow Messages (errors) will display:
Workflow Message
Figure 9‑11 Workflow Message
24. Navigate to the newly required fields and populate the information.
Authorization Start and End Date Fields
Figure 9‑12 Authorization Start and End Date Fields
25. After the required fields have been populated. Navigate to the right side of the screen where Workflow Actions is located (this will only display AFTER Save has been selected). Select the drop-down and click Submit for Review/Approval.
Authorization Workflow Actions
Figure 9‑13 Authorization Workflow Actions
26. A new drop-down will display on the screen: Send for Review/Approval. This drop-down will have any user who can approve an Authorization.
Authorization Approver List
Figure 9‑14 Authorization Approver List
27. Choose the approver:
Approver Selection
Figure 9‑15 Approver Selection
28. Scroll to the bottom of the Authorization form; a new section of Signatures is displaying which has the Counselor Signature field and is required:
New Signature Field
Figure 9‑16 New Signature Field
29. The Case Manager creating the authorization will click the pencil icon (JAWS announces this as ‘Signature’) to the right of the Counselor Signature label and the password entry pop-up will display:
Counselor (Case Manager) entering signature
Figure 9‑17 Entering Signature
Upon click:
Password confirmation pop-up displays upon clicking pencil icon; entering password
Figure 9‑18 Entering Password
30. Enter your user password (this is the same password you enter upon login).
31. The Case Managers name will populate on the screen and will also include the time and date stamp of when the signature was entered. This field becomes read only.
Case Manager Signature populates and is read only
Figure 9‑19 Case Manager Signature
32. Click the Save button at the bottom of the screen. The screen will refresh. The Authorization will now reflect the Authorization Status as Draft Pending Review/Approval. The Send for Review/Approval will also display who the Authorization was sent to for approval as read only:
Authorization Status
Figure 9‑20 Authorization Status
Note: In the blue ribbon at the top of the form the Status is also visible there as well as the Last Event for the Authorization.
33. Once the Authorization has been sent for approval the user who will be reviewing/approving will receive an email alerting them of the Authorization.
Email Notification for Authorization Approval
Figure 9‑21 Email Notification for Authorization Approval
34. For these next steps: A Supervisor is required to complete the Authorization workflow.
35. Navigate to the client’s Authorization. This can be done a few different ways. One way was mentioned previously by locating the client, going through program then to the Authorization tab. The Authorizations can also be located through the Supervisor queues located on the left side of the screen.
Supervisors Queue > Authorizations Pending Review
Figure 9‑22 Supervisors Queue > Authorizations Pending Review
36. Clicking the Authorizations Pending Review Queue will display all the Authorizations that are pending review for the specific supervisor.
Screenshot: Authorization Pending Review queue listing
Figure 9‑23 Authorization Pending Review Queue Listing
37. Locate the Authorization and click it:
Authorization Pending Approval
Figure 9‑24 Authorization Pending Approval
38. As the Supervisor reviewing the Authorization, if it looks good, navigate to the Workflow Actions section. Click the Workflow Action drop-down and select Draft Authorization Approved:
Workflow Action
Figure 9‑25 Workflow Action
Note: There are two additional options (these will be covered later):
- Return for Revisions
- Authorization Canceled
39. Scroll to the bottom where the signature section is located and click the pencil icon (JAWS announces this as ‘Signature’) to the right of Reviewer Signature:
Signatures Section > Reviewer Signature and pencil icon
Figure 9‑26 Review Signature
40. Like before the Password Prompt will display, enter password (same password as used to login):
Password Confirmation entry pop-up
Figure 9‑27 Password Confirmation
41. Scroll to the bottom and click Save.
42. Once save has been clicked the screen will refresh. In the blue banner at the top of the screen the Status of the Authorization will reflect Issued with the Last Event being Draft Authorization Approved. It will also reflect the Remaining Budget Amount (if payments have been applied to this authorization the balance remaining will update).
Authorization Status = Issued
Figure 9‑28 Authorization Status = Issued
43. The Case Manager who created the Authorization will receive a notification email showing that the Supervisor has approved the Authorization:
Email Notification of Approved Authorization
Figure 9‑29 Email Notification of Approved Authorization
44. The Authorization can be printed now, if required/requested. Scroll to the bottom of the screen and a new button displays: Print Authorization
Print Authorization button
Figure 9‑30 Print Authorization Button
45. When Print Authorization is clicked a PDF is generated; this can be saved to your computer or printed to paper.
Authorization PDF Document
Figure 9‑31 Authorization PDF Document
46. At the top of the screen near the blue banner are some additional tabs. Next to the main Authorization tab (where you are currently) are the Print Log, Payment, History and Audit Log tabs.
47. Click the Print Log tab. This will display each time the Authorization has been printed (the Print Authorization button has been used), which user printed it and when:
Print Log tab
Figure 9‑32 Authorization Print Log Tab
48. The Payment tab will display any payments that have been applied to the Authorization. Currently in this example we have not applied any payments however, this is where they would appear in a listing:
Payments Applied to Authorizations Tab; Payment Listing
Figure 9‑33 Payments Applied to Authorizations Tab
49. The History tab will display the Events of the Authorization, whether it was approved, returned for revisions, cancelled, etc.
Authorizations History Tab
Figure 9‑34 Authorizations History Tab
50. The Audit Log tab will display a full list of everything that occurred on the Authorization from start to finish and who did it:
Authorizations Audit Log Tab
Figure 9‑35 Authorizations Audit Log Tab
Creating an Authorization from the Tracking Inbox (NOT on a Plan).
For this example, logging in as a Case Manager and will follow the most direct path.
1. Login with your system provided account and navigate to the Tracking Inbox on the left side of the screen, when the menu expands choose Authorization:
Authorization from the Tracking Inbox
Figure 9‑36 Authorization from the Tracking Inbox
2. When the Tracking Inbox opens Authorizations that are visible to the user (if any) will show:
Tracking inbox > Authorization
Figure 9‑37 Tracking inbox > Authorization
3. Click +New near the top of the screen:
Tracking inbox > Authorization click +New
Figure 9‑38 Tracking inbox > Authorization click +New
4. Similar to the previous steps fill in the required fields on the form.
Note: Because this Authorization is not being created from the Plan you will have to search for a client to link it to.
5. Near the client field there is a magnifying glass (JAWS may announce this as ‘Link’), just like with Provider, click the magnifying glass then it will allow you to type in the field:
Client Search Field
Figure 9‑39 Client Search Field
6. Continue through the fields, to prevent errors, fill in each field (not only required). Be sure to populate the Service Category (expanding the multi-select and selecting the services needed).
7. Once all the fields have been populated click the Save button at the bottom of the form. The Authorization will be saved in Draft status.
8. Just like before, to move the Authorization through the workflow the Workflow Actions needs to be completed. In the Workflow Actions drop-down click on Submit for Review/Approval
Workflow Action
Figure 9‑40 Workflow Action
9. A new box will display Send for Review/Approval, choose the person who will need to approve the Authorization:
Workflow Action > Send to Supervisor
Figure 9‑41 Workflow Action > Send to Supervisor
10. Navigate to the Signatures section and just like before, click the pencil icon (JAWS announces this as ‘Signature’) next to Counselor Signature label:
Counselor Signature field. Pencil icon in signature section
Figure 9‑42 Counselor Signature Field
11. Password confirmation pop-up will display. Enter password (same password used to login):
Password Confirmation
Figure 9‑43 Password Confirmation
12. Case Managers name will display, be read only, and have the time and date stamp.
13. Once Save has been clicked an email will be sent to the Supervisor alerting them of an Authorization pending review and the status of the Authorization will be changed to Draft Pending Review/Approval:
Authorization Status = Draft Pending Approval
Figure 9‑44 Authorization Status = Draft Pending Approval
14. A Supervisor is required to complete the workflow.
15. Navigate either from the email notification or the Authorizations Pending Review Queue to the appropriate Authorization:
Authorizations Pending Review queue
Figure 9‑45 Authorization Pending Review Queue
16. Just like before, pick the appropriate Workflow Action. For this example, happy path, Draft Pending Approved will be selected.
17. Navigate to signatures and follow the steps to complete the signature and click Save.
18. The Authorization will change to Issued and an email will be sent to the Case Manager letting them know the Authorization has been approved:
Authorization status = Issued
Figure 9‑46 Authorization Status = Issued
19. Just like the previous example the Authorization can be printed and/or cloned.
20. When an Authorization is created and not from the plan it can be searched via the Standard Search or Advanced Search and will not be visible on the client record:
Search > Authorization
Figure 9‑47 Search > Authorization
Note: In testing, a Program Note was created to add the Authorization number to the client record so it’s visible.
Program Note Authorization Number
Figure 9‑48 Program Note Authorization Number
21. When the Authorization is not created on the plan but the client has a program type of Vocational Rehabilitation, Independent Living Younger or Older Blind the Authorization will display on the bottom of the plan form with the associated Program (when creating an Authorization one of the required fields is the Program Type).
22. To view the Authorization, this can be done two ways: navigate to the Client > Program > Authorizations. The Authorization will display within the client’s record and is not tied to a specific plan, only tied to the Program that was selected during the Authorizations creation.
For this example, the Program Type on the Authorization: Vocational Rehabilitation:
Authorization on client's program
Figure 9‑49 Authorization on a Client’s Program
This client (for demonstration purposes) also has Independent Living programs; when navigating to those program types, choosing Authorization, the Authorization will not display:
Authorization NOT on client's program
Figure 9‑50 Authorization Does Not Display
23. To see the Authorization on the Plan navigate to the Plan and scroll to the bottom of the form. The client’s Authorization will be listed as an Associated Authorization:
Authorization Displaying on the Plan
Figure 9‑51 Authorization Displaying on the Plan as Associated Authorization
24. When looking at this client record you can see the services on the plan under Service Category are different that the Service Category listed on the Authorization:
Service Category:
Associated Services Categories
Figure 9‑52 Associated Services Categories
Associated Authorizations:
Associated Authorizations
Figure 9‑53 Associated Authorizations
This is because some services are restricted to plans ONLY (Auth created from the Plan) and some services are NOT restricted to plans only (Auth created NOT from a plan).
Creating an Authorization from a Plan
1. Login with your system provided account and navigate to a client whose plan requires an Authorization to be completed.
2. From the Client screen using the top menu navigate to Program, when the Program listings display choose the appropriate Program for the client.
3. When the Program Information form displays, choose the Plan tab.
Plan Tab
Figure 9‑54 Plan Tab
4. The Plan will display. A plan does not have to be in a status of final to have an Authorization associated to it.
Plan Displays
Figure 9‑55 Plan Displays
5. Scroll to the bottom of the plan and select the Create New Authorization button.
Create new Authorization Button
Figure 9‑56 Create new Authorization Button
6. The Authorization form will display.
Authorization Form Displaying
Figure 9‑57 Authorization Form Displaying
7. Fill out the Authorization as explained previously and complete the Workflow Actions.
Workflow Actions — Amend as a Case Manager or Supervisor
1. If an Authorization needs to be modified after it has been issued navigate to the Authorization. Locate the Workflow Actions on the right side of the form. In the drop-down select Amend.
Note: A Supervisor will not require the approval workflow for an amendment; the system will automatically accept it however, the Counselor will require Supervisor approval which requires the Authorization to go back through the workflow.
Workflow Actions Amend option is chosen
Figure 9‑58 Workflow Action: Amend
2. A new field will display ‘Amendment Reason’. Select the reason in the drop-down:
Amendment Reason
Figure 9‑59 Workflow Action: Amendment Reason
3. For this example, Adding Service.
Note: If ‘Other’ is chosen an additional box will display Other Amendment Reason and is required to be populated:
Workflow Actions - Amend when Amendment Reason = Other. Other Amendment Reason field will display; free text
Figure 9‑60 Amendment Reason = Other
4. When Amend is chosen the Version Number of the Authorization will update (this example it is now Version 2)
5. Navigate to the bottom of the form and click Save.
6. The Authorization Status will update to Issued; the additional service is now populated under the Service Category:
Service Category updated to reflect added service
Figure 9‑61 Service Category Displays
7. The Authorization can again be Printed or Cloned.
8. To review the history of the Authorization and see the Amendment, click the History tab at the top of the screen and the history will display:
History Tab reflecting Amendment
Figure 9‑62 Authorization History Tab
Workflow Actions — Authorization Closed as a Support Staff, Case Manager or Supervisor
1. If an Authorization needs to be closed after it has been issued
navigate to the Authorization. Locate the
Workflow Actions on the right side of the form. In the
drop-down select Authorization Closed: 
Figure 9‑63 Workflow Action = Authorization Closed
2. Upon Save the Authorization Status will update to Closed.
Note: Once an Authorization has been closed it can no longer be amended; there are no further Workflow Actions.
3. To view the history, just like before, click the History tab.
4. When an Authorization is closed it is still visible on the bottom of the plan for the associated program. Clicking into it will reflect the closed status.
Screenshot: Authorization showing up on plan while Closed Status
Figure 9‑64 Associated Authorization on Plan with a Status = Closed
Opening authorization; reflecting Closed status
Figure 9‑65 Authorization Status = Closed
It is also visible on the programs Authorization tab and will show a Workflow Status of Closed:
Authorization Listing displays Workflow Status = Closed
Figure 9‑66 Workflow Status = Closed
Workflow Actions — Authorization Return for Revisions as a Supervisor
1. If an Authorization needs to be Returned to the Case Manager before it can be approved navigate to the Authorization. Locate the Workflow Actions on the right side of the form. In the drop-down select Return for Revisions.
2. A new field will display Returned Comments.
3. Upon Save the system will send an email to the Case Manager alerting them that the Authorization has been returned to them and needs revising:
Email: Returned for Revisions
Figure 9‑67 Email: Returned for Revisions
4. To make the revisions navigate back to the Authorization, make the revisions and follow the steps previously described to advance the Authorization through the workflow.
Workflow Actions — Authorization Canceled as Support Staff, Case Manager or Supervisor
1. If an Authorization needs to be Canceled, navigate to the Authorization. Locate the Workflow Actions on the right side of the form. In the drop-down select Authorization Canceled.
2. A new field will display, Cancel Reason. Choose the appropriate cancellation reason.
Workflow Action Authorization Canceled and Cancel Reason
Figure 9‑68 Authorization Canceled
3. If Cancel Reason = Other, a new field labeled Other Cancel Reason will display; this field is required and is a free text field:
Workflow Actions Other Cancelation reason
Figure 9‑69 Workflow Actions Other Cancel Reason
Events
The Event tab allows users to implement a workflow which drives and enforces a process for an object.
Business Rules
Auto-generated events will be read only for all users
Conditions attached to certain events implement custom business rules and/or validations before the event can be added.
Functions attached to certain events may require additional information to be entered prior to the event being added.
Features
An event may be added manually. These are already configured with business rules associated with some of them. Fields on the Event form are as follows:
Event Category (required)
Event (required)
Event Date (required)
Comments
Event Category (bullet) and Event (sub-bullet) options are as follows:
Eligibility
Eligible
Services
Receiving Services
Counseling & Guidance
Restoration
Ready for Employment
Employment
Employed
Adding an Event
1. Select the Event tab from the Program listing.
Event Tab
Figure 10‑1 Event Tab
2. Select +New to create a new event.
Event Tab > +New
Figure 10‑2 Event Tab > +New
3. The Event form will display
Event Form Displayed
Figure 10‑3 Event Form Displayed
4. The event categories automatically populate in the drop-down based on the program type.
Vocational Rehabilitation Events
Event Category Drop-Down
Figure 10‑4 Event Category Drop-Down
Event Drop-Down based on Event Category being VR Eligibility
Figure 10‑5 Event Drop-Down
Event Drop-Down based on Event Category being VR Services
Figure 10‑6 Event Drop-Down
Event Drop-Down based on Event Category being VR Employment
Figure 10‑7 Event Drop-Down
2. The date will auto-populate to the current date but can be edited.
3. The comments section is optional.
4. Once all fields are populated click Save.
5. Once the event is saved the screen will refresh and open to the Event Listing.
Event Listing screen
Figure 10‑8 Event Listing Screen
Independent Living Younger Blind Events
1. Navigate to the client.
2. Navigate to the client’s program and click the Event tab:
Event Tab
Figure 10‑9 Event Tab
3. The Event Listing screen will display. Click +New.
Event Listing +New
Figure 10‑10 Event Listing +New
4. The Event form will display:
Event Form Displays
Figure 10‑11 Event Form Displays
5. The Event drop-down populates based on what is chosen as the Event Category.
Event Category Drop-Down
Figure 10‑12 Event Category Drop-Down
Event Drop-Down based on Event Category
Figure 10‑13 Event Drop-Down
6. Fill in required fields and click Save.
7. The event record will now be viewable in the Event Listing.
Event Listing
Figure 10‑14 Event Listing
Independent Living Older Blind Events
1. Navigate to the client.
2. Navigate to the client’s program and click the Event tab:
Event Tab
Figure 10‑15 Event Tab
3. The Event Listing will display.
4. On the Event Listing screen click +New.
Event Listing +New
Figure 10‑16 Event Listing +New
5. The Event form will display. Just like described previously, the Event Category will determine what is displayed as an Event.
Event Category Drop-Down
Figure 10‑17 Event Category Drop-Down
Event Drop-Down
Figure 10‑18 Event Drop-Down
6. Fill in required fields and click Save.
7. The event record will now be viewable in the Event Listing.
Event Listing
Figure 10‑19 Event Listing
Complete List of Events by Program Type
Potentially Eligible
PE Submitted
PE Exited
Vocational Rehabilitation
Vocational Rehabilitation Application Submitted
Initial Plan Signed
Eligible
Eligible - OOS
Counseling & Guidance
Exited Before Eligibility
Exited From Eligibility or Plan
Receiving Services
Restoration
Services Interrupted
Exited Not Rehabilitated
Exited Rehabilitated
Trial Work Started
Trial Work
Trial Work Ended
Ready for Employment
Employed
Receiving Post Employment Services
No Longer Receiving Post Employment Services
Independent Living Younger Blind
Application Submitted
Initial Plan Signed
Eligible
Counseling & Guidance
Exited Before Eligibility
Exited From Eligibility or Plan
Receiving Services
Restoration
Services Interrupted
Exited Not Rehabilitated
Exited Rehabilitated
Independent Living Younger Blind
Application Submitted
Initial Plan Signed
Eligible
Counseling & Guidance
Exited Before Eligibility
Exited From Eligibility or Plan
Receiving Services
Restoration
Services Interrupted
Exited Not Rehabilitated
Exited Rehabilitated
Exits
The Exit Record captures the information related to the individual client’s exit from the VR program and used to report on the RSA 911 report. This section contains fields related to type of exit, reason for exit, and employment and support at the time of exit, etc.
Features
Users are able to enter ‘Exit’ Event related information
The ‘Exit’ tab captures the Vocational Rehabilitation Exit information, including the: event information, type of exit, consultation information, compatibility information, medical insurance at exit information., education information, SSDI, SSI, TANF, Vet, Workers Comp, General Assistance, and Other Public Support Received.
The information captured at exit is required for the RSA 911 Report.
Note: Before saving an Exit Record you must:
Complete the XVII.D Employment at Exit
Create an Employment Event using the Event Tab (section 11).
The Event must be Employed
1. If the ‘Event Category’ = ‘Closed,’ then the following ‘Event’ options are available:
Exited - Non Rehabilitated (All Other)
Exited - Rehabilitated
2. If the ‘Event Category’ = ‘Closed,’ and the ‘Event’ = ‘Exited - Rehabilitated’ then the following fields are displayed:
Type of Exit
Exit Reason
Consultation
Rationale for any Consultation items not Completed (required if all Consultation items are not selected)
Compatibility
Rationale for any Compatibility items not completed (required if all Compatibility items are not selected)
Significant Services Provided contributing to the Employment Outcome
Benefit package Available
Medical Insurance
Education level
Student with a Disability
Primary Source of Support
SSDI
SSI
TANF
Vet
Workers’ Comp
General Assistance
Other Public Support Received
Other Public Support Amount (should only display if Other Public Support Received = Yes and is Required)
3. If the ‘Event Category’ = ‘Closed,’ and the ‘Event’ = ‘Exited - Non Rehabilitated (All Other)’ then the following fields are displayed:
Type of Exit
Exit Reason
Consultation
Rationale for any Consultation items not Completed (required if all Consultation items are not selected)
Compatibility
Rationale for any Compatibility items not completed (required if all Compatibility items are not selected)
Rationale for Ineligibility or Case Exit
Medical Insurance
Education Level
Student with a Disability
Primary Source of Support
SSDI
SSI
TANF
Vet
Workers’ Comp
General Assistance
Other Public Support Received
Other Public Support Amount (should only display if Other Public Support Received = Yes and is Required)
4. Once the Exit record has initially been created, ‘Event Category’ and ‘Event’ will become read only for all roles.
5. When event “Exit - Non Rehabilitated (All Others)” is added then event is auto-inserted in “Event Tab” all fields are read-only, Exit Tab becomes singleton and user will not be allowed to add other Exit Events.
6. When event “Exit - Rehabilitated” is added then this event is auto-inserted in “Event” tab all fields in read-only, and user is allowed to add more exit events in Exit tab.
7. Users are not allowed to manually add any exit events in Events Tab.
8. Users are not allowed to set “Exit Date” of any Exit Event to future date.
9. When event “Exit - Rehabilitated” is added then following exit events can be added:
“Exited - Receiving Post Employment Services”
“Exited - No longer receiving post-employment services”
10. When user adds any of these exit events then only following fields are displayed: “Event”, “Event Category” and “Exit Date”
“Exited - Receiving Post Employment Services”
“Exited - No longer receiving post-employment services”
11. Users are not allowed to add “Exited - No longer receiving post-employment services” when “Exited - Receiving Post Employment Services” does not yet exist.
12. When user adds “Exited - Receiving Post Employment Services” this event is auto-inserted in Event Tab.
13. When user adds “Exited - No longer receiving post-employment services” this event is auto-inserted in Event Tab.
14. Users are not allowed to delete “Exit - Rehabilitated” when either event “Exited - Receiving Post Employment Services” or “Exited - No longer receiving post-employment services” exists.
15. When user deletes any of the following exit events: “Exit - Non Rehabilitated”, “Exit - Rehabilitated”, “Exit - Receiving Post Employment Services” or “Exit - No longer receiving post-employment services,” these events are also deleted from “Event” tab.
Entering Exit Information
1. Select the Exit tab from the Program Record.
Exit Tab
Figure 11‑1 Exit Tab
2. The Exit form will display.
Exit Form
Figure 11‑2 Exit Form
3. Search Consultation and provide rationale for any consultation items not completed if required. The fields and selection list presented will vary dependent on the Event selected earlier.
4. Search Compatibility and provide rationale for any Compatibility items not completed and provide rational for ineligibility or Case Exit if required.
5. Complete the remainder of the fields on the form. If Other Public Support Received is checked, you will be required to enter Other Public Support Amount.
6. Complete the required fields. Some fields will become required that were not previously when the status of the Exit is changed from Draft to Final. Click Save.
7. Once save is clicked, the screen will refresh and display the Exit Listing.
Post Exit
1. The Post Exit tab allows users to capture employment information by quarter after a client has exited the VR Program with an outcome of ‘Rehabilitated’. The information captured on this tab is also reported back on the RSA 911 Report. This tab is only available for Vocational Rehabilitation program types as Independent Living program types do not capture employment information.
The ‘Post Exit’ tab is only available once the Exit tab has been completed with an event of ‘Exited - Rehabilitated’.
Adding a Post Exit Record
1. Once the Exit Record has been completed the Post Exit Tab will become available.
Post Exit Tab
Figure 11‑3 Post Exit Tab
2. Select ‘Post Exit’ and complete the required fields. You will be required to complete each of the quarterly sections:
First Quarter After Exit Quarter
Second Quarter After Exit Quarter
Third Quarter After Exit Quarter
Fourth Quarter After Exit Quarter
Post Exit Form
Figure 11‑4 Post Exit Form
Work Requests
The Work Request tab allows users to track specific tasks for a Program record. Due Dates can be assigned to Work Requests as well as a priority.
Work Requests can be entered into the VR system two different ways:
Stand-Alone as a tracked object from the main Tracking Inbox.
As a ‘Tab’/Child to a Program entered for a Client.
Once a Work Request is ‘Completed’ or ‘Cancelled’ it becomes read-only.
The Work Request tab utilizes the Workflow Setup allowing you to implement a workflow process for any Work Request that is entered.
Tasks can be configured through the PSO Work Request Task RDO
Work Request
1. Navigate to the client record requiring a Work Request through Search.
2. Navigate to the client’s program.
3. Once the Program Information displays click on Work Request in the top ribbon.
Work Request Tab
Figure 12‑1 Work Request Tab
4. The Work Request Listing will display. Any previous work requests will be listed on this screen.
Work Request Listing
Figure 12‑2 Work Request Listing
5. Click +New.
6. The Work Request form will display.
Work Request Form
Figure 12‑3 Work Request Form
7. The only required field on this form is the Task drop-down.
Note: Although the Assigned To drop-down is not a required field, if not populated the work request will remain in the queue for the client, there will not be any notifications sent.
The ‘Assigned To’ drop down populates with all users who are associated with the Office selected on the Program tab.
Work Request > Task Field
Figure 12‑4 Task is a Required Field
8. Clicking the Task drop-down will display the three options for a work request
Work Request Task Drop-Down Selections
Figure 12‑5 Task Drop-Down Selections
9. Fill out the fields needed and, if needed, upload any required documentation via the File upload section.
Work Request File Upload
Figure 12‑6 Work Request File Upload
10. To upload a file click on the arrow pointing up with the line below it.
Work Request File Upload Icon
Figure 12‑7 Work Request File Upload Icon
11. This will bring up the user’s files where the appropriate file can be selected. Locate the appropriate file and click on it, the upload will automatically begin.
Document Location Example
Figure 12‑8 Document Location Example
12. Once the document has been uploaded the green bar along the bottom will display and the status will read Upload complete.
Document Upload Complete
Figure 12‑9 Document Upload Complete
13. Click Save.
14. The screen will refresh and open to the Work Request Listing screen. The newly created work request will display on the screen.
Work Request Listing Display
Figure 12‑10 Work Request Listing Display
15. For the staff who is required to process the work request they will receive a notification that the work request has been created.
16. For this example the work request was assigned to Support Staff personnel. Those records are viewable through the client Work Request page as described above or through the Support Staff Queue > Open Tasks Assigned to Me.
Menu > Open Tasks Assigned to Me
Figure 12‑11 Menu > Open Tasks Assigned to Me
17. Click on the record will open the Work Request.
Open Tasks Assigned to Me Queue Display
Figure 12‑12 Open Tasks Assigned to Me Queue Display
18. The work request form will display informing the user of what needs to be completed. There is also new fields: Work Request Number, Status and Action.
Work Request Form
Figure 12‑13 Work Request Form
The Work Request Number is auto-populated by the system and cannot be changed. The Status is also auto-populated by the system and will populate based on where in the workflow the work request resides.
19. The staff will need to choose an action from the Action drop-down.
Work Request Action
Figure 12‑14 Work Request Action
20. Choosing Cancelled will Cancel the work request. Choosing Completed will reflect that all tasks required have been completed.
21. Click Save.
22. The screen will refresh and take the user back to the Work Request Listing. The work request will display and the status will reflect Completed (or canceled).
Work Request Status
Figure 12‑15 Work Request Status
Payments
Note: The payment interface is coming in Phase II and not documented here. This section covers how to enter a payment into the CMS system only.
Payments
1. As a Fiscal Clerk, navigate to the Authorization that is ready to have a payment applied. This can be done two ways either through the Tracking Inbox on the left menu or through the Client > Program > Plan. For this example, the client’s plan is used.
Authorization in a Status of Issued
Figure 13‑1 Authorization in a Status of Issued
Note: Authorizations have to be in a Status= Issued to have payments applied to them
2. Locate the Add Payment button under the Service Category section. Payments can only be applied to services listed on the authorization.
Add payment button on Authorization
Figure 13‑2 Add Payment Button on an Authorization
3. Click Add Payment.
4. The Payment Screen will display:
Payment Form
Figure 13‑3 Payment Form
5. Enter in the required fields including uploading the Invoice file/document.
Note: The service provided date must fall within the parameters of the Authorization dates or user will get a Workflow Message.
Note: The Invoice Amount will update the Remaining Amount field automatically. If there is a balance remaining it will display, if paid in full it will be zero.
The Invoice Amount will update the Remaining Amount field automatically. If there is a balance remaining it will display
Figure 13‑4 Invoice Amount
If there is a balance remaining it will display, if paid in full it will be zero.
Figure 13‑5 Remaining Balance Amount
6. After all required fields are populated in the Workflow Actions select Submit for Review.
7. A second field will populate labeled Assign to Approver:
Workflow Actions > Assign to Approver box displays
Figure 13‑6 Assign to Approver Drop-Down
8. In the drop down select who the payment would need to be approved by:
Assignee Chosen > populate both workflow actions fields
Figure 13‑7 Assignee Chosen
9. Click Save.
Save Button on Payment Form
Figure 13‑8 Save Button on Payment Form
10. The screen will refresh and display the Payment Detail screen.
Payment Form Displaying Status
Figure 13‑9 Payment Form Displaying Status
The Payment Status will be In Process.
11. Upon save an email was sent to the approver notifying them that a payment is ready to be approved on this Authorization.
Email Notification to User
Figure 13‑10 Email Notification to User
12. The Supervisor will now be required to approve the payment. To locate the payment requiring review and approval you can navigate to the Queues and choose Payments Pending Review.
Payments Pending Review Queue (Supervisor Role) menu item
Figure 13‑11 Menu > Payments Pending Review Queue
13. If this option is selected the Payments Pending Review queue will display and the payment will be in the table; clicking the payment record will take you to the Authorization where the payment has been applied:
Payments Pending Review Queue Listing
Figure 13‑12 Payments Pending Review Queue Listing
14. Or, navigate to Search, click Authorization:
Navigating to the payment pending review through Standard Search > Authorization
Figure 13‑13 Search > Authorization
15. When the search criteria displays select the Payment checkbox and enter the Payment Number field with the Payment Number value located in the email:
Payment Review Email
Figure 13‑14 Payment Review Email
Standard Search > Authorization > Payment checkbox > Payment Number entered
Figure 13‑15 Search > Payment Number
16. Click Search and the payment will display in the Search Results. Clicking the payment record will take you to the Authorization where the payment has been applied.
Screenshot: Authorization Search Results Displays
Figure 13‑16 Authorization Search Display
17. On the Authorization screen near the top are tabs, click the Payment tab.
Screenshot: Authorization screen > Payment Tab
Figure 13‑17 Authorization Payment Tab
18. The Payment Listing will display:
Payment Listing
Figure 13‑18 Payment Listing
19. Click the payment record needing approval; the Payment record will display:
Payment Record
Figure 13‑19 Payment Record
20. Verify all information entered is correct. Scroll down to the Workflow Actions section and in the Payment Action drop down select the appropriate action from Return for Revisions, Ready for Payment or Payment Canceled. For this example, Ready for Payment is chosen.
Workflow Actions selecting Ready for Payment
Figure 13‑20 Payment Workflow Actions
Note:
If Return for Revisions is chosen, this will send the payment back to whoever entered it to revise as needed.
If Payment is cancelled an additional box will display labeled ‘Cancel Reason’ and it is a required field. This is a drop-down box.
Cancel Reason Drop-Down
Figure 13‑21 Cancel Reason Drop-Down
If the Cancel Reason and ‘Other’ is selected an additional text box will display that requires the user to enter in the cancelation reason:
If the Cancel Reason is other an additional text box will display that requires the user to enter in the cancelation reason:
Figure 13‑22 Additional Text Box for Cancel Reason
Note: If the payment is canceled the user who entered the payment will receive an email notification.
21. Upon choosing Ready for Payment, choosing the Assigned Approver and clicking Save the Password Confirmation box will display. Enter in the password used to log into the system and click Ok.
Password Confirmation entry box displays
Figure 13‑23 Password Prompt
22. The Payment screen will refresh and the Payment Status will be Ready to Pay.
23. The system will send an email that the payment is in a Ready to Pay status to Fiscal Staff.
Email for Ready to Pay
Figure 13‑24 Email for Ready to Pay
24. As fiscal staff. To navigate to the payment that is Ready to Pay; this can be done a few ways for this example it is being accessed through the Home Screen view in the Payments Ready to Pay section.
Payments Pending Review Queue
Figure 13‑25 Payments Pending Review Queue
25. Click the record.
26. The Payment screen will display.
Payment Record
Figure 13‑26 Payment Record
27. Scroll to the Workflow Actions near the bottom of the screen and in the Payment Action drop-down select the appropriate value. For this example, Payment Submitted is selected:
Workflow Actions > Payment Submitted
Figure 13‑27 Payment Workflow Actions
28. Click Save.
29. Upon clicking save the screen will refresh and the Payment Status will now be Submitted.
30. When the payment is ready to be processed and the payment to reflect a status of Final Paid (still as Fiscal Staff) scroll to the Workflow Actions on the Payment screen and choose the Payment Action drop-down for Final Paid.
Workflow Actions > Final Paid
Figure 13‑28 Payment Workflow Actions
Note:
Additional options include Returned from Fiscal System and Payment Canceled. Like previously if any of these options are chosen it will trigger a notification to the user who entered the payment to either make revisions for whatever the needed reason is, or, the payment has been canceled and will not be applied.
31. Once Final Paid is selected two new boxes will display labeled Warrant Number where the check number is to be entered and Warrant Date which is a calendar picker field:
Once Final Paid is selected newly required fields of Warrant Number and Warrant Date display
Figure 13‑29 Additional Fields Display: Warrant Information
32. Fill in the newly required fields.
Warrant Number and Warrant Date display fields are populated
Figure 13‑30 Payment Workflow Actions
33. Click Save.
34. The window will refresh and the Payment Status will now reflect Final Paid. This task is complete.
Payment Status
Figure 13‑31 Payment Status
35. At the top of the Payment screen are two additional tabs: Document and Event.
36. Click Document, this will display documents that have been associated to this payment such as the invoice.
Document listing
Figure 13‑32 Document Listing
37. Click the Event tab, it will display all events related to this payment:
Payment Event listing
Figure 13‑33 Payment Event Listing
Note: The payment interface with the new payment system will be in future User Guide updates - Post Go-Live
Queues
Queues are used to display relevant records to the specific user and alert them to which records need to be processed, assigned, or other actions.
Not all queues are available to all users; queues vary depending on a user’s role in the system.
Note: Clicking any client record in the queue will
take the user to the Client’s Program Form 
Figure 14‑1 Queue Displayed
Program Display from Clicking Record in Queue
Figure 14‑2 Program Display from Clicking Record in Queue
Annual Reviews Approaching
This queue displays all clients who have an annual review approaching.
Features
Ability to search for specific clients whose annual review is approaching and are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account
2. Navigate to the menu on the left side of the screen and hover over the Queues link.
3. The Queue menu will expand and the queues available to the Case Manager role will display.
4. Navigate down to the ‘Annual Reviews Approaching’
Case Manager queue menu: Annual Review Approaching
Figure 14‑3 Menu > Annual Review Approaching Queue
5. Click on Annual Review Approaching and the queue will display.
Annual Review Approaching Queue display.
Figure 14‑4 Annual Review Approaching Queue Listing
Authorizations Pending Review
This queue displays all open authorization records that are currently pending review / approval.
Features
Ability to search for specific Authorization records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account that has a Case Manager or Supervisor role.
2. On the Left menu, hover over the Queue option on the main menu. All queues available to the are listed.
Menu Queue > Authorizations Pending Review
Figure 14‑5 Menu > Authorizations Pending Review
3. The Authorizations Pending Review queue will display.
Authorizations Pending Review Queue Listing
Figure 14‑6 Authorizations Pending Review Queue Listing
Authorizations Returned for Revisions
This queue displays all open authorization records that have been returned for revisions.
Features
Ability to search for specific Authorization records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
The user will see all Authorizations where they were the creator of the record, and it was returned to them. This queue would typically only apply to Case Manager but could apply to other roles if they create Authorizations.
1. Log in as a user with a role of Case Manager or Supervisor.
2. Navigate to Queues > Authorizations Returned for Revisions.
Menu Queue > Authorizations Returned for Revisions
Figure 14‑7 Menu > Authorizations Returned for Revisions
3. The Authorizations Returned for Revisions will display.
Authorizations Returned for Revisions Queue
Figure 14‑8 Authorizations Returned for Revisions Queue
Clients
The Clients queue displays all Client records in the system and is currently available for users with a either a role of Support Staff, Case Manager or Supervisor.
All clients are visible in the queue regardless of Client = Yes/No and/or program type. A support staff member, Case Manager and/or Supervisor can view all clients displayed in the queue. There are checks that a user cannot access a client record if they are in a program differing from the program, they have access to.
Features
Ability to search for specific Client records that are displayed on the page.
The data table paginates and shows 5 record by default but gives the user the ability to change it with options of 10, 25, 50, 100.
Ability to sort by any column in the data table.
The user can click on any record from the data table and it will take them directly into that Client record.
1. Log in as a user as Support Staff, Case Manager or Supervisor roles.
2. Navigate to Queues > Clients.
Menu Queue > Client Queue
Figure 14‑9 Menu > Client Queue
3. The Clients queue will display.
Client Queue Listing
Figure 14‑10 Client Queue Listing
Queues Available to the Teacher/Instructor Role
This displays all queues that are available to Teachers or Instructors.
1. Login with your system provided account that has a teacher role.
2. On the Left menu, hover over the Queue option on the main menu. All queues available to the teacher are listed.
Menu Queue > Queues Available to Teacher/Instructor
Figure 14‑11 Menu > Queues Available to Teacher/Instructor
COE in Progress
The COE In Progress queue displays all certificate of eligibility records that are currently in progress.
Features
Ability to search for specific COE records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
The user can click on any record from the data table and it will take them directly into that COE record.
1. Log in as a user with a role of Case Manager.
2. Navigate to Queues > COE In Progress
Menu Queue > COE In Progress Queue
Figure 14‑12 Menu > COE In Progress Queue
3. The COE In Progress queue will display.
COE In Progress Queue Listing
Figure 14‑13 COE In Progress Queue Listing
COE Pending Approval
The COE Pending Approval queue displays all certificate of eligibility records that are currently pending approval by a supervisor.
Features
Ability to search for specific COE records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
The user can click on any record from the data table and it will take them directly into that COE record.
1. Log in as a user with a role of Supervisor
2. Navigate to Queues > COE Pending Approval
Menu Queue > COE Pending Approval Queue
Figure 14‑14 Menu > COE Pending Approval Queue
3. The COE Pending Approval queue will display.
COE Pending Approval Listing
Figure 14‑15 COE Pending Approval Listing
Open Programs
The Open Programs queue displays all program records that are currently not in a Closed state.
Features
Ability to search for specific Program records that are displayed on the page.
The data table paginates and shows 5 record by default but gives the user the ability to change it with options of 10, 25, 50, 100.
Ability to sort by any column in the data table.
The user can click on any record from the data table and it will take them directly into that Program record.
1. Log in as either a Support Staff, Case Manager or Supervisor.
2. Navigate to Queues > Open Programs.
Menu Queue > Open Programs Queue
Figure 14‑16 Menu > Open Programs Queue
3. The Open Programs queue will display.
Open Programs Queue Listing
Figure 14‑17 Open Programs Queue Listing
Payments Pending Review
This queue displays all payment records that are currently pending review/approval.
Features
Ability to search for specific Payment records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as either Fiscal Staff, Supervisor Case Manager or Administrator
2. Navigate to Queues > Payments Pending Review
Menu Queue > Payments Pending Review Queue
Figure 14‑18 Menu > Payments Pending Review Queue
3. The Payment Pending Review queue will display
Payments Pending Review Queue Listing
Figure 14‑19 Payments Pending Review Queue Listing
Payments Ready to Pay
This queue will display all records that have a payment that is ready to be paid.
Features:
Ability to search for specific Payment records that are ready to be paid that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as Fiscal Staff.
2. Navigate to Queues > Payments Ready to Pay
Menu Queue > Payments Ready to Pay Queue
Figure 14‑20 Menu > Payments Ready to Pay Queue
3. The Payments Ready to Pay queue will display.
Payments Ready to Pay
Figure 14‑21 Payments Ready to Pay
Payments Returned for Revisions
This queue displays all payment records that have been returned for revisions.
Features
Ability to search for specific Payment records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a user with a role of Case Manager.
2. Navigate to Queues > Payments Returned for Revisions.
Menu Queue > Payments Returned for Revisions
Figure 14‑22 Menu > Payments Returned for Revisions
3. The Payments Returned for Revisions queue will display.
Payments Returned for Revisions Queue Listing
Figure 14‑23 Payments Returned for Revisions Queue Listing
Payments Submitted
This queue displays all payment records that have been approved for payment and have been submitted for payment.
Features
Ability to search for specific Payment records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a user with a role of Fiscal Clerk.
2. Navigate to Queues > Payments Submitted.
Menu Queue > Payments Submitted Queue
Figure 14‑24 Menu > Payments Submitted Queue
3. The Payments Submitted queue will display.
Payments Submitted Queue Listing
Figure 14‑25 Payments Submitted Queue Listing
Services Billed 30+ Days Old
This queue displays all Vocational Rehabilitation payment records where the Payment Status = Draft and Last Event = Services Billed and it has been in this status for 30 days or more.
Features:
Ability to search for specific Payment records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a Fiscal Clerk.
2. Navigate to Queues > Services Billed 30+ Days Old.
Menu > Services Billed 30+ Days Old Queue
Figure 14‑26 Menu > Services Billed 30+ Days Old Queue
3. The Services Billed 30+ Days Old queue will display.
Services Billed 30+ Days Old Queue Listing
Figure 14‑27 Services Billed 30+ Days Old Queue Listing
Referral Deadline Approaching
This queue will display all Referrals (Client = No) who’s completion deadline is approaching.
Features:
Ability to search for specific Referral records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account that has the Case Manager role.
2. On the left menu, hover over the Queues option on the main menu. The Client Referral Deadline Approaching queue is available.
Menu Queue > Referral Deadline Approaching Queue
Figure 14‑28 Menu > Referral Deadline Approaching Queue
3. Click on the queue listing Referral Deadline Approaching. All Referrals with a referral deadline approaching will be reflected in this queue.
Referral Deadline Approaching Queue
Figure 14‑29 Referral Deadline Approaching Queue Listing
Note: When a Referral is converted to a Client the status will change in the system and they will no longer be visible in this queue.
Clients with Upcoming Eligibility
This queue will display all client records who have an upcoming eligibility.
Features
Ability to search for specific client records that are displayed on the page who have upcoming eligibility.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account that has the Case Manager or Supervisor role. Only those assigned as a Case Manager or Supervisor will have this ability.
2. On the left menu, hover over the Queues option on the main menu. The Clients Upcoming Eligibility queue is available.
Menu Queue > Clients with Upcoming Eligibility
Figure 14‑30 Menu > Clients with Upcoming Eligibility
3. Click on the queue. The following columns will display in the queue: Client Name, Application Date, Case Manager, Support staff, and COE Due Date.
Case Manager view:
Clients Upcoming Eligibility Queue
Figure 14‑31 Case Manager View: Clients Upcoming Eligibility Queue Listing
Supervisor view:
Client Upcoming Eligibility Queue screen
Figure 14‑32 Supervisor View: Clients Upcoming Eligibility Queue Listing
Plan Completion Deadlines Approaching
This queue will display all client records who have a plan completion deadline approaching.
Features
Ability to search for specific client records that are displayed on the page who have a plan completion deadline approaching.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account Case Manager or Supervisor role.
2. Navigate to the menu on the left side of the screen and hover over the Queues link.
3. The Queue menu will expand and the queues available to the Case Manager role will display.
4. Navigate down to the ‘Plan Completion Deadlines Approaching’ queue
Menu Queue > Plan Completion Deadlines Approaching Queue
Figure 14‑33 Menu > Plan Completion Deadlines Approaching Queue
5. Click on Plan Completion Deadlines Approaching and the queue will display.
6. The following columns are shown in the queue: Client Name, Eligibility Date, Support Staff and Plan Due Date.
Case Manager View:
View of Plan Completion Deadlines Approaching Queue
Figure 14‑34 Case Manager View: Plan Completion Deadlines Approaching Queue Listing
Supervisor View:
View of Plan Completion Deadlines Queue
Figure 14‑35 Supervisor View: Plan Completion Deadlines Approaching Queue Listing
Plans in Progress
This queue will display any plans that are in progress.
Features
Ability to search for specific client records that are displayed on the page who have a plans in progress
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a Support Staff, Case Manager or Supervisor.
2. Navigate to Queues > Plans in Progress
Menu Queue > Plans in Progress Queue
Figure 14‑36 Menu > Plans in Progress Queue
3. The queue will display:
A screenshot of a computer Description automatically generated
Figure 14‑37 Plans in Progress Queue Listing will Display
4. Clicking any record in the listing will take the user to the plan form.
Plan Form
Figure 14‑38 Plan Form
Plans Pending Review
This queue will display any plans that are in progress and pending review by specific staff.
Features
Ability to search for specific client records that are displayed on the page who have a plans in progress/are pending review.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system as Support Staff
2. Navigate to Queues > Plans Pending Review
Menu Queue > Plans Pending Review Queue
Figure 14‑39 Menu > Plans Pending Review Queue
5. Click on ‘Plans Pending Review’ and the queue will display.
Plans Pending Review Queue Listing
Figure 14‑40 Plans Pending Review Queue Listing
Plans Pending Approval
This queue will display all client records who have a plan that is pending approval by the Supervisor.
Features
Ability to search for specific client records that are displayed on the page who have a plan that is pending approval
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a Supervisor
2. Navigate Queues > Plans Pending Approval
Menu Queue > Plans Pending Approval Queue
Figure 14‑41 Menu > Plans Pending Approval Queue
3. Click on the queue title ‘Plans Pending Approval’ and the queue display.
Plans Pending Approval Queue Listing
Figure 14‑42 Plans Pending Approval Queue Listing
Clients Plan Expiring
This queue will display all clients who have a plan that is approaching its expiration date.
Features
Ability to search for specific client records that are displayed on the page who have a plan that has an expiration approaching.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Login with your system provided account (Case Manager role).
2. Navigate to Queues > Clients Plan Expiring
Menu Queue > Clients Plan Expiring Queue
Figure 14‑43 Menu > Clients Plan Expiring Queue
5. Click on ‘Clients Plan Expiring’ and the queue will display.
Clients Plan Expiring Queue Listing
Figure 14‑44 Clients Plan Expiring Queue Listing
Clients Turning 22
This queue will display all clients who will be turning 22 in 6 months.
Features
Ability to search for specific client records that are displayed on the page who have a 22nd birthday in 6 months.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a Case Manager or a Supervisor.
2. Navigate to Queues > Client’s Turning 22
Menu Queue > Clients Turning 22 Queue
Figure 14‑45 Menu > Clients Turning 22 Queue
3.Click the Clients Turning 22. Queue will display.
Clients Turning 22 Queue Listing
Figure 14‑46 Clients Turning 22 Queue Listing
Clients Turning 55
This queue will display all clients who will be turning 55 in 6 months.
Features
Ability to search for specific client records that are displayed on the page who have a 55th birthday in 6 months.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in as a Case Manager or Supervisor.
2. Navigate to Queues > Client Turning 55
Menu Queue > Clients Turning 55 Queue
Figure 14‑47 Menu > Clients Turning 55 Queue
3. Click on ‘Clients Turning 55’ and the queue will display.
Clients Turning 55 Queue Listing
Figure 14‑48 Clients Turning 55 Queue Listing
Open Tasks Assigned to Me
This queue will display all tasks that are assigned to the user via the Work Request function.
Features
Ability to search for specific tasks that are assigned to the user
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log in to the system.
2. Navigate to Queues > Open Tasks Assigned to Me
Menu Queue > Open Tasks Assigned to Me Queue
Figure 14‑49 Menu > Open Tasks Assigned to Me Queue
3. The Open Tasks Assigned to Me queue will display
Open Tasks Assigned to Me Queue Listing
Figure 14‑50 Open Tasks Assigned to Me Queue Listing
Tasks Created by Me
This queue will display all tasks that are created by the user via the Work Request function.
Features
Ability to search for specific tasks that are created by the user
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
1. Log into the system
2. Navigate to Queues > Tasks Created by Me
Menu Queue > Tasks Created by Me Queue
Figure 14‑51 Menu > Tasks Created by Me Queue
3. The Tasks Created by Me queue will display
Tasks Created by Me Queue Listing
Figure 14‑52 Tasks Created by Me Queue Listing
Bulk Update
Bulk Update Release from OOS
This queue displays all open Vocational Rehabilitation authorization records that are open and 90 plus days old with no open payments.
The Bulk Update Release from OOS does not apply to Independent Living program types as OOS is not an applicable status.
Features:
Ability to search for specific Authorization records that are displayed on the page.
The data table paginates and shows 10 records by default but gives the user the ability to change it with options of 25, 50, 100.
Ability to sort by any column in the data table.
Business Rules:
This queue is available to all roles, but users will only see records they have access to based on the hierarchy.
When logged in with any role, the user will see Clients that meet the criteria noted above.
Records will display in the queue based on the following criteria:
Client records with a Disability Priority = 1 will display first in the queue. Once all Priority 1 records have been removed from the queue then Disability Priority 2 records will display. After all Priority 2 records have been cleared from the queue then Disability Priority 3 records will display.
The following columns are displayed in the Queue:
Client Name
Date of Application
Disability Priority
Disability Level
1. Log in with any role.
2. Navigate to the left menu and hover over Bulk Update then click on Bulk Update - Release from OOS.
Menu > Bulk Updated - Release from OOS
Figure 15‑1 Menu > Bulk Update - Release from OOS
3. The first column within the queue allows a user to select/deselect the record for update. Click within the field to add/remove the check-mark.
Bulk Update - Release from OOS 'Queue'
Figure 15‑2 Bulk Update - Release from OOS ‘Queue’
4. Once one or more of the records on the queue are selected and you are ready to release them, click the ‘Release from OOS’ button to have the system take the selected action. Selected records will be updated to have a status of ‘Eligible’.
Reports
Reports
The system provides extensive reporting capabilities using a standard set of reports as well as reports designed for Iowa Department for the Blind specifically. Reports can be accessed from your dashboard or by navigating to the Reporting tab. The Reporting screen contains the My Reports and Shared Reports tabs.
Not all reports can be accessed by every role; the report permissions are role specific.
Reports that exist within the system are:
RSA911
RSA17
PE Pre-ETS Report
PE Vocational Rehabilitation Report
Note: The Vocational Rehabilitation Report and the Pre-ETS Report were originally one report that was broken into two pieces due to system limitations.
Additional ‘duplicate’ reports added to allow for ease of use with JAWS:
- 508 PE Pre-ETS Report
- 508 PE Vocational Rehabilitation
ACL704
The RSA7OB Report
Legislative Factbook
Board Report
WIOA ETA-1969 Report (Interface File)
SWIS Import (Interface File)
SWIS Export (Interface File)
Running Reports from Shared Reports
1. From the left menu hover over Reporting, when the menu expands select Shared Reports.
Menu > Reporting> Shared Reports
Figure 16‑1 Menu > Reporting> Shared Reports
2. The Shared Reports will display:
Shared Reports Display
Figure 16‑2 Shared Reports Display
3. Select the report to be run (for this Example the RSA7OB report will be run). Select the ‘pie chart’ icon (if hovered over it reads “Run RSA7OB Report”. Choose the report parameters if they exist for the selected report.
4. Select the appropriate display options for viewing the report.
Note: Display options vary based on the export options set by your Administrator. If viewing a report in a format other than single-page HTML in your browser, you will need to have access to the program used to view the report, such as Adobe Reader, Microsoft Word, or Microsoft Excel.
Reporting > Report Settings
Figure 16‑3 Reporting > Report Settings
5. Click Run Report.
Note: When the report is received from the server, it is displayed in a separate browser window. When finished reviewing the report, close the separate report window.
6. The report will display:
Sample RSA7OB Report Generated
Figure 16‑4 Sample RSA7OB Report Generated
Running Reports/Interface Reports from Shared Pages
1. From the left menu hover over Configuration. When the menu expands under the ‘Pages’ header select Shared Pages.
Menu > Configuration> Shared Pages
Figure 16‑5 Menu > Configuration> Shared Pages
2. The Shared Pages Listing will display:
Shared Pages Listing Display
Figure 16‑6 Shared Pages Listing Display
3. Select the report/interface file:
Report/Interface File: WIOA
Figure 16‑7 Report/Interface File: WIOA
Setting Report Dashboard Options
Under Reporting > Dashboard Options, you can select reports from the My Saved Reports or Shared Reports section to be listed as hyperlinks or with displayed results on the Home screen.
To configure report dashboard options, complete the following steps:
1. Navigate to Reporting > Dashboard Options.
2. Click the check boxes next to List and/or Display to select which reports to list or display on the home screen.
Note: Consider the size of reports before electing to list or display; you may not wish to display very large reports on your home screen.
3. Click Save.
Reporting > Dashboard Options
Figure 16‑8 Reporting > Dashboard Options
Federal Reports
RSA911
Not all roles have access to run the RSA911 Report. It is limited to Product Administrator, Supervisors and Fiscal Clerk roles.
1. To run the RSA911 report navigate to the left menu and click on Federal Reports.
2. When the menu expands click on RSA 911.
Menu > Federal Reports > RSA911
Figure 16‑9 Federal Reports > RSA911
3. The RSA911 form will display.
RSA911 Form Display
Figure 16‑10 RSA911 Form Display
4. Fill in the report parameters for the needed information. The ‘From’ and ‘To’ dates will populate automatically and are read only based on which Program Year and Quarter are selected.
5. Click Run Report.
6. The report will generate and can be opened and saved to the users computer.
RSA911 Report (document) is generated
Figure 16‑11 RSA911 Generated
RSA17
Not all roles have access to run the RSA911 Report. It is limited to Product Administrator, Supervisors and Fiscal Clerk roles.
1. To run the RSA911 report navigate to the left menu and click on Federal Reports.
2. When the menu expands click on RSA17.
Main Menu > RSA 17
Figure 16‑12 Main Menu > RSA 17
3. The RSA 17 page will display. If the RSA 17 has been run previously they will display and be selectable for view. The file(s) can be selected and opened.
RSA17 Screen
Figure 16‑13 RSA17 Screen
4. To run the report click the button +New RSA 17.
5. The RSA17 form will display.
RSA17 Form
Figure 16‑14 RSA17 Form
6. Fill in the report parameters. The ‘From’ and ‘To’ dates will populate automatically and are read only based on which Fiscal Year and Reporting Quarter are selected.
7. The report will display.
RSA17 Report
Figure 16‑15 RSA17 Report
8. Navigating back to the Menu > Federal Reports > RSA17; the RSA17 that was generated will display.
RSA17 Report Listings
Figure 16‑16 RSA17 Report Listings
Non-Federal Reports and Interfaces
PE Potentially Eligible (Pre-ETS) and PE Vocational Rehabilitation (Pre-ETS)
Note: The Vocational Rehabilitation Report and the Pre-ETS Report were originally one report that was broken into two pieces due to system limitations.
Additional ‘duplicate’ reports added to allow for ease of use with JAWS:
- 508 PE Pre-ETS Report
- 508 PE Vocational Rehabilitation
1. From the main menu navigate to the Reporting tab.
2. When the menu expands click on Shared Reports.
Main Menu > Shared Reports
Figure 16‑17 Main Menu > Shared Reports
3. Once clicked the Share Reports page will display. All reports that have been created and shared will display here.
Shared Reports Screen
Figure 16‑18 Shared Reports Screen
4. Click on the PE Pre-ETS Report or the PE Vocational Rehabilitation Report link.
5. The report parameters form will display.
Pre-ETS/VR Reporting Parameter Form
Figure 16‑19 Pre-ETS/VR Reporting Parameter Form
6. Enter in the Start and End date in a MM/DD/YYYY format and choose the format. Depending on the format chosen will determine how the report is ran and displayed. If HTML is selected a new window will open to display the report.
7. Click the Run Report button.
8. The report will display.
Pre-ETS/VR Report Displayed
Figure 16‑20 Pre-ETS/VR Report Displayed
SWIS Import/Export
1. From the left menu hover over Configuration. When the menu expands under the ‘Pages’ header select Shared Pages.
Menu > Configuration> Shared Pages
Figure 16‑21 Menu > Configuration> Shared Pages
2. The Shared Pages Listing will display:
Shared Pages Listing Display
Figure 16‑22 Shared Pages Listing Display
3. Select the report/interface file:
SWIS Export File
Figure 16‑23 SWIS Export File
4. The SWIS Export file (.txt) will automatically download to the users download files (unless a different system preference has been created).
SWIS Export File
Figure 16‑24 SWIS Export File
Tracker
Not all roles have access to run the Work Tracker Information Report. It is limited to Product Administrator.
1. As an Administrator from the left menu navigate to Configuration.
2. When the menu expands select Shared Pages in the second column.
Main Menu > Configuration > Shared Pages
Figure 16‑25 Main Menu > Configuration > Shared Pages
3. The Shared Pages page will display with all pages available.
Shared Pages
Figure 16‑26 Shared Pages
4. Locate the IADBR - Work Tracker information.
IADBR - Work Tracker information
Figure 16‑27 IADBR - Work Tracker information
5. Once clicked, the file will generate and be in the users downloads.
Work Tracker Information generated
Figure 16‑28 Work Tracker Information Generated
6. When opened, the file will be in Notepad.
Work Tracker Report Generated in Notepad
Figure 16‑29 Work Tracker Report Generated in Notepad
Legislative Factbook - Post Go-Live
Board Statistics Report - Post Go-Live
RSA7OB - Post Go-Live
ACL704 - Post Go-Live
WIOA Report for Interface - Post Go-Live
Online Help
The Online Help module provides searchable help topics to Entellitrak users and administrators. Help pages contain an overview of the basic Entellitrak functions, such as navigating, searching, and data entry. Users have the ability to navigate the Contents tree as well as to open, read, and search for Help content.
It also provides the ability to add images, cross-references, as well as enabling context-sensitive Help, as well as letting customers use their own Help located outside of Entellitrak.
Online Help Icon
Figure 17‑1 Online Help Icon
Clicking the circle with the question mark on the top right side of the screen will open a new window for Online Help.
Online Help Window
Figure 17‑2 Online Help Window
The Help module is divided into two panels:
Left Panel — contains the Search box and Table of Contents
Right Panel — displays the selected page
List of Figures
Figure 1‑1 Tracking Inbox Menu Display 13
Figure 2‑1 Clicking on Search Directly 14
Figure 2‑2 Search Menu Expanded 15
Figure 2‑4 Search Criteria Expanded 16
Figure 2‑5 Search Option Drop-Downs (Equal To options) 16
Figure 2‑7 Searching for Referrals 17
Figure 2‑9 Referral Record Clicked from Search 17
Figure 2‑10 Advanced Search 18
Figure 2‑11 Advanced Search Options 18
Figure 2‑12 Advanced Search > Client 19
Figure 2‑13 Advanced Search Criteria 19
Figure 2‑14 Entering Search Criteria 20
Figure 2‑15 Adding Columns for Search 20
Figure 2‑19 Workflow Message: Properties 22
Figure 2‑20 Advanced Search Properties Tab 22
Figure 2‑21 Leaving Search Site/Page 23
Figure 2‑22 My Saved Searches Display 23
Figure 2‑23 Search Name Link 23
Figure 2‑24 Saved Search Functions 24
Figure 2‑25 Trashcan Icon to Delete 24
Figure 3‑2 Client Form; Client = No 26
Figure 3‑3 Client Form Address Fields 26
Figure 3‑4 Client Form Address Fields; Physical Address 27
Figure 3‑5 Standard Search for Client; Results 27
Figure 3‑6 Client Record Displayed 28
Figure 3‑7 Convert to Client Button 28
Figure 3‑8 SSN Required to Convert to Client 29
Figure 3‑9 Additional Tabs Displayed on Client Form 29
Figure 3‑10 Client Address Tab 30
Figure 3‑11 Client Address Listing 30
Figure 3‑12 Client Contact Tab 31
Figure 3‑13 Client Contact; +New 31
Figure 3‑14 Client Contact Listing 32
Figure 3‑15 Client Education Tab 32
Figure 3‑16 Client Education Listing; +New 33
Figure 3‑17 Client Education Form 33
Figure 3‑18 Client Education Listing 34
Figure 3‑19 Client Document Tab 34
Figure 3‑20 Client Document Listing 35
Figure 3‑21 Client Document Upload; Drop Files 35
Figure 3‑22 Client Document; File Upload 36
Figure 3‑23 Client Document Listing 36
Figure 3‑24 Client Note Tab 37
Figure 3‑25 Client Note Listing 37
Figure 3‑26 Client Note Listing; +New 37
Figure 3‑27 Client Note Form 38
Figure 3‑28 Client Note Listing 38
Figure 4‑1 Workflow Status View Icon 39
Figure 4‑3 Workflow View; Status 40
Figure 4‑6 Adding a New Program; +New 41
Figure 4‑7 Adding a New Program; New Program Tab Function 41
Figure 4‑8 Program Type Drop-Down 42
Figure 4‑10 ‘Program Status’ and ‘Last Event’ Status 43
Figure 4‑11 Vocational Rehabilitation Tab Order 44
Figure 4‑12 Independent Living Tab Order 44
Figure 4‑13 Program Note Tab 45
Figure 4‑14 Program Note Listing; +New 45
Figure 4‑15 Program Note Form 46
Figure 4‑16 Program Note Types 46
Figure 4‑17 Breadcrumbs > Program Note Listing 47
Figure 4‑18 Program Note Listing 47
Figure 4‑19 Program Document Tab 48
Figure 4‑20 Program Document Listing; +New 48
Figure 4‑21 Program Document Form File Upload 49
Figure 4‑22 Document Type > Letter Generation 49
Figure 4‑23 Letter Template Options 50
Figure 4‑24 Letter Template Form 50
Figure 4‑25 Letter Template Form; Text Can Be Modified 51
Figure 4‑26 Program Document Listing 51
Figure 4‑27 Document Type Drop-Down 52
Figure 4‑28 Document Type Upload Form 52
Figure 4‑29 Document Location 52
Figure 4‑30 Program Document Listing 53
Figure 5‑1 Client’s Program Listing 54
Figure 5‑4 Blue Banner Displaying No Significant Disability 55
Figure 5‑5 Disability Priority Displays on Form and is Read Only 56
Figure 6‑1 Certificate of Eligibility Tab 57
Figure 6‑2 Certificate of Eligibility Form 58
Figure 6‑3 Send to Supervisor for Review 58
Figure 6‑5 Queue Listing > COE Pending Approval Queue 59
Figure 6‑6 COE Pending Approval Queue 60
Figure 6‑7 Password Entry Box 60
Figure 6‑8 COE Status = Final 60
Figure 6‑9 Queue Listing > COE in Progress 61
Figure 6‑10 COE in Progress Queue 61
Figure 6‑11 Generate Eligibility Letter Button 62
Figure 6‑12 Generating an Eligibility Letter 62
Figure 6‑14 Program Document Listing 63
Figure 6‑15 Print COE Button 63
Figure 6‑16 Download History Location 64
Figure 6‑17 Certificate of Eligibility Word Document 64
Figure 7‑4 Responsibility & Resources Section 67
Figure 7‑5 Plan Review Details Section 67
Figure 7‑6 Add Service Category Button 68
Figure 7‑7 Associated Service Categories 68
Figure 7‑8 Send to Support Staff for Review 68
Figure 7‑10 Creator Signature 69
Figure 7‑11 Email: Plan Pending Review 69
Figure 7‑12 Plans Pending Review Queue 70
Figure 7‑13 Plans Pending Review Queue Listing 70
Figure 7‑14 Plans Pending Approval Queue 71
Figure 7‑15 Plans Pending Approval Queue Display 71
Figure 7‑16 Draft Pending Finalization 72
Figure 7‑20 Add Services Button 74
Figure 7‑22 Add Objective Type Button 75
Figure 7‑23 Objective Fields Display 75
Figure 7‑24 Send to Support Staff to Review 75
Figure 7‑25 Creator Signature Field 76
Figure 7‑26 Plan Status of Draft Pending Staff Review 76
Figure 7‑27 Email to Support Staff 76
Figure 7‑28 Support Staff Plans Pending Review Queue 77
Figure 7‑29 Plans Pending Review Queue Listing 77
Figure 7‑30 Plans Pending Approval Queue 78
Figure 7‑31 Plans Pending Approval Queue Display 78
Figure 7‑32 Draft Pending Finalization 79
Figure 7‑33 Plan Data Elements Tab 80
Figure 7‑34 Quick Menu > Plan Data Elements 80
Figure 7‑35 Quick Menu > Plan Data Elements Tab 81
Figure 7‑36 Quick Menu > Plan Data Elements Tab Pencil Icon 81
Figure 7‑37 Quick Menu > Plan Data Elements Form 81
Figure 7‑38 Quick Menu Plan Data Elements Populated 82
Figure 7‑39 Quick Menu Edit Functionality 82
Figure 7‑40 Plan Extension Form 84
Figure 7‑41 Approve Plan Extension Button 84
Figure 7‑43 Plan History Tab 85
Figure 7‑46 Event Listing Comments 86
Figure 8‑1 Employment Listing 87
Figure 8‑4 Employment Listing > Employment at Initial Plan 88
Figure 8‑5 Employment at Initial Plan Form 89
Figure 8‑6 O*NET Online Link on Employment Form 89
Figure 8‑8 Employment Listing 90
Figure 8‑9 Employment Listing > Employment Outcome 90
Figure 8‑10 Employment Outcome Form 91
Figure 8‑11 Employment Status Drop-Down 91
Figure 8‑12 Employment Status on Employment Outcome Drop-Down on Exit 91
Figure 8‑13 Employment Data Changes Tab 92
Figure 8‑14 Employment Data Changes Listing 92
Figure 8‑15 Employment Listing > Employment at Exit 92
Figure 8‑16 Employment at Exit Form 93
Figure 8‑17 Employment Listing 93
Figure 8‑18 Quick Menu Location 94
Figure 8‑19 Employment Data Elements on Quick Menu 94
Figure 8‑20 Open New Window Icon 95
Figure 8‑21 Edit Icon on Quick Menu > Employment 95
Figure 8‑22 Employment Form on Quick Menu 96
Figure 9‑1 Authorization Tab 99
Figure 9‑2 Authorization > +New 99
Figure 9‑3 Search Service Category 100
Figure 9‑4 Service Category Options Multi-Select 100
Figure 9‑5 Provider Search 101
Figure 9‑6 Provider Field Once Magnifier is Selected 101
Figure 9‑8 Provider List Populates 102
Figure 9‑9 Authorization Listing 102
Figure 9‑10 Button Added to Form 103
Figure 9‑11 Workflow Message 103
Figure 9‑12 Authorization Start and End Date Fields 103
Figure 9‑13 Authorization Workflow Actions 104
Figure 9‑14 Authorization Approver List 104
Figure 9‑15 Approver Selection 104
Figure 9‑16 New Signature Field 104
Figure 9‑17 Entering Signature 105
Figure 9‑18 Entering Password 105
Figure 9‑19 Case Manager Signature 105
Figure 9‑20 Authorization Status 106
Figure 9‑21 Email Notification for Authorization Approval 106
Figure 9‑22 Supervisors Queue > Authorizations Pending Review 107
Figure 9‑23 Authorization Pending Review Queue Listing 107
Figure 9‑24 Authorization Pending Approval 107
Figure 9‑25 Workflow Action 108
Figure 9‑26 Review Signature 108
Figure 9‑27 Password Confirmation 108
Figure 9‑28 Authorization Status = Issued 109
Figure 9‑29 Email Notification of Approved Authorization 109
Figure 9‑30 Print Authorization Button 109
Figure 9‑31 Authorization PDF Document 109
Figure 9‑32 Authorization Print Log Tab 110
Figure 9‑33 Payments Applied to Authorizations Tab 110
Figure 9‑34 Authorizations History Tab 111
Figure 9‑35 Authorizations Audit Log Tab 111
Figure 9‑36 Authorization from the Tracking Inbox 111
Figure 9‑37 Tracking inbox > Authorization 112
Figure 9‑38 Tracking inbox > Authorization click +New 112
Figure 9‑39 Client Search Field 112
Figure 9‑40 Workflow Action 113
Figure 9‑41 Workflow Action > Send to Supervisor 113
Figure 9‑42 Counselor Signature Field 113
Figure 9‑43 Password Confirmation 114
Figure 9‑44 Authorization Status = Draft Pending Approval 114
Figure 9‑45 Authorization Pending Review Queue 114
Figure 9‑46 Authorization Status = Issued 115
Figure 9‑47 Search > Authorization 115
Figure 9‑48 Program Note Authorization Number 116
Figure 9‑49 Authorization on a Client’s Program 116
Figure 9‑50 Authorization Does Not Display 117
Figure 9‑51 Authorization Displaying on the Plan as Associated Authorization 117
Figure 9‑52 Associated Services Categories 118
Figure 9‑53 Associated Authorizations 118
Figure 9‑56 Create new Authorization Button 119
Figure 9‑57 Authorization Form Displaying 120
Figure 9‑58 Workflow Action: Amend 120
Figure 9‑59 Workflow Action: Amendment Reason 121
Figure 9‑60 Amendment Reason = Other 121
Figure 9‑61 Service Category Displays 122
Figure 9‑62 Authorization History Tab 122
Figure 9‑63 Workflow Action = Authorization Closed 123
Figure 9‑64 Associated Authorization on Plan with a Status = Closed 123
Figure 9‑65 Authorization Status = Closed 124
Figure 9‑66 Workflow Status = Closed 124
Figure 9‑67 Email: Returned for Revisions 125
Figure 9‑68 Authorization Canceled 125
Figure 9‑69 Workflow Actions Other Cancel Reason 126
Figure 10‑2 Event Tab > +New 128
Figure 10‑3 Event Form Displayed 128
Figure 10‑4 Event Category Drop-Down 129
Figure 10‑5 Event Drop-Down 129
Figure 10‑6 Event Drop-Down 130
Figure 10‑7 Event Drop-Down 130
Figure 10‑8 Event Listing Screen 131
Figure 10‑10 Event Listing +New 131
Figure 10‑11 Event Form Displays 132
Figure 10‑12 Event Category Drop-Down 132
Figure 10‑13 Event Drop-Down 132
Figure 10‑14 Event Listing 133
Figure 10‑16 Event Listing +New 133
Figure 10‑17 Event Category Drop-Down 134
Figure 10‑18 Event Drop-Down 134
Figure 10‑19 Event Listing 134
Figure 11‑4 Post Exit Form 142
Figure 12‑1 Work Request Tab 143
Figure 12‑2 Work Request Listing 144
Figure 12‑3 Work Request Form 144
Figure 12‑4 Task is a Required Field 145
Figure 12‑5 Task Drop-Down Selections 145
Figure 12‑6 Work Request File Upload 146
Figure 12‑7 Work Request File Upload Icon 146
Figure 12‑8 Document Location Example 147
Figure 12‑9 Document Upload Complete 147
Figure 12‑10 Work Request Listing Display 147
Figure 12‑11 Menu > Open Tasks Assigned to Me 148
Figure 12‑12 Open Tasks Assigned to Me Queue Display 148
Figure 12‑13 Work Request Form 149
Figure 12‑14 Work Request Action 149
Figure 12‑15 Work Request Status 150
Figure 13‑1 Authorization in a Status of Issued 151
Figure 13‑2 Add Payment Button on an Authorization 152
Figure 13‑4 Invoice Amount 153
Figure 13‑5 Remaining Balance Amount 154
Figure 13‑6 Assign to Approver Drop-Down 154
Figure 13‑7 Assignee Chosen 155
Figure 13‑8 Save Button on Payment Form 155
Figure 13‑9 Payment Form Displaying Status 156
Figure 13‑10 Email Notification to User 156
Figure 13‑11 Menu > Payments Pending Review Queue 157
Figure 13‑12 Payments Pending Review Queue Listing 157
Figure 13‑13 Search > Authorization 157
Figure 13‑14 Payment Review Email 158
Figure 13‑15 Search > Payment Number 158
Figure 13‑16 Authorization Search Display 158
Figure 13‑17 Authorization Payment Tab 159
Figure 13‑18 Payment Listing 159
Figure 13‑19 Payment Record 160
Figure 13‑20 Payment Workflow Actions 160
Figure 13‑21 Cancel Reason Drop-Down 161
Figure 13‑22 Additional Text Box for Cancel Reason 161
Figure 13‑23 Password Prompt 162
Figure 13‑24 Email for Ready to Pay 162
Figure 13‑25 Payments Pending Review Queue 163
Figure 13‑26 Payment Record 163
Figure 13‑27 Payment Workflow Actions 164
Figure 13‑28 Payment Workflow Actions 164
Figure 13‑29 Additional Fields Display: Warrant Information 165
Figure 13‑30 Payment Workflow Actions 165
Figure 13‑31 Payment Status 166
Figure 13‑32 Document Listing 166
Figure 13‑33 Payment Event Listing 167
Figure 14‑1 Queue Displayed 168
Figure 14‑2 Program Display from Clicking Record in Queue 168
Figure 14‑3 Menu > Annual Review Approaching Queue 169
Figure 14‑4 Annual Review Approaching Queue Listing 169
Figure 14‑5 Menu > Authorizations Pending Review 170
Figure 14‑6 Authorizations Pending Review Queue Listing 170
Figure 14‑7 Menu > Authorizations Returned for Revisions 171
Figure 14‑8 Authorizations Returned for Revisions Queue 172
Figure 14‑9 Menu > Client Queue 173
Figure 14‑10 Client Queue Listing 173
Figure 14‑11 Menu > Queues Available to Teacher/Instructor 174
Figure 14‑12 Menu > COE In Progress Queue 175
Figure 14‑13 COE In Progress Queue Listing 175
Figure 14‑14 Menu > COE Pending Approval Queue 176
Figure 14‑15 COE Pending Approval Listing 177
Figure 14‑16 Menu > Open Programs Queue 178
Figure 14‑17 Open Programs Queue Listing 178
Figure 14‑18 Menu > Payments Pending Review Queue 179
Figure 14‑19 Payments Pending Review Queue Listing 179
Figure 14‑20 Menu > Payments Ready to Pay Queue 180
Figure 14‑21 Payments Ready to Pay 180
Figure 14‑22 Menu > Payments Returned for Revisions 181
Figure 14‑23 Payments Returned for Revisions Queue Listing 181
Figure 14‑24 Menu > Payments Submitted Queue 182
Figure 14‑25 Payments Submitted Queue Listing 182
Figure 14‑26 Menu > Services Billed 30+ Days Old Queue 183
Figure 14‑27 Services Billed 30+ Days Old Queue Listing 183
Figure 14‑28 Menu > Referral Deadline Approaching Queue 184
Figure 14‑29 Referral Deadline Approaching Queue Listing 185
Figure 14‑30 Menu > Clients with Upcoming Eligibility 186
Figure 14‑31 Case Manager View: Clients Upcoming Eligibility Queue Listing 186
Figure 14‑32 Supervisor View: Clients Upcoming Eligibility Queue Listing 187
Figure 14‑33 Menu > Plan Completion Deadlines Approaching Queue 188
Figure 14‑34 Case Manager View: Plan Completion Deadlines Approaching Queue Listing 188
Figure 14‑35 Supervisor View: Plan Completion Deadlines Approaching Queue Listing 189
Figure 14‑36 Menu > Plans in Progress Queue 190
Figure 14‑37 Plans in Progress Queue Listing will Display 190
Figure 14‑39 Menu > Plans Pending Review Queue 191
Figure 14‑40 Plans Pending Review Queue Listing 191
Figure 14‑41 Menu > Plans Pending Approval Queue 192
Figure 14‑42 Plans Pending Approval Queue Listing 193
Figure 14‑43 Menu > Clients Plan Expiring Queue 194
Figure 14‑44 Clients Plan Expiring Queue Listing 194
Figure 14‑45 Menu > Clients Turning 22 Queue 195
Figure 14‑46 Clients Turning 22 Queue Listing 195
Figure 14‑47 Menu > Clients Turning 55 Queue 196
Figure 14‑48 Clients Turning 55 Queue Listing 196
Figure 14‑49 Menu > Open Tasks Assigned to Me Queue 197
Figure 14‑50 Open Tasks Assigned to Me Queue Listing 197
Figure 14‑51 Menu > Tasks Created by Me Queue 198
Figure 14‑52 Tasks Created by Me Queue Listing 198
Figure 15‑1 Menu > Bulk Update - Release from OOS 200
Figure 15‑2 Bulk Update - Release from OOS ‘Queue’ 200
Figure 16‑1 Menu > Reporting> Shared Reports 202
Figure 16‑2 Shared Reports Display 202
Figure 16‑3 Reporting > Report Settings 203
Figure 16‑4 Sample RSA7OB Report Generated 203
Figure 16‑5 Menu > Configuration> Shared Pages 204
Figure 16‑6 Shared Pages Listing Display 204
Figure 16‑7 Report/Interface File: WIOA 205
Figure 16‑8 Reporting > Dashboard Options 205
Figure 16‑9 Federal Reports > RSA911 206
Figure 16‑10 RSA911 Form Display 206
Figure 16‑11 RSA911 Generated 207
Figure 16‑12 Main Menu > RSA 17 207
Figure 16‑16 RSA17 Report Listings 209
Figure 16‑17 Main Menu > Shared Reports 210
Figure 16‑18 Shared Reports Screen 210
Figure 16‑19 Pre-ETS/VR Reporting Parameter Form 211
Figure 16‑20 Pre-ETS/VR Report Displayed 211
Figure 16‑21 Menu > Configuration> Shared Pages 212
Figure 16‑22 Shared Pages Listing Display 212
Figure 16‑23 SWIS Export File 213
Figure 16‑24 SWIS Export File 213
Figure 16‑25 Main Menu > Configuration > Shared Pages 214
Figure 16‑27 IADBR - Work Tracker information 214
Figure 16‑28 Work Tracker Information Generated 215
Figure 16‑29 Work Tracker Report Generated in Notepad 215
Figure 17‑1 Online Help Icon 216
Figure 17‑2 Online Help Window 216