104-3          TOOLS FOR EFFECTIVE WORKLOAD MANAGEMENT

There are tools available to help field offices manage the workload:

1. Online Case Notes. This tool increases worker's ability to share critical case information. Caseworkers will use online case notes to document all contacts, actions, and information used in making case decisions, with the exception of extremely sensitive information. Refer to MS 109 for additional information about documentation.

2. CR001 Report – ET Caseload Report. Supervisors are required to distribute and monitor caseload reports regularly, and caseworkers are responsible for regularly reviewing the reports to ensure that all cases are in the current month and benefits are authorized. 

3. Telephone Logs. The voice mail system is available to caseworkers to ensure that calls are received while they are away from their desk. The telephone log is a useful tool to utilize in documenting and tracking the date and time messages and reports of change were received. The telephone log should not replace documentation in the CANOCase Notes.
4. ET Resources on DPAweb. This site provides access to numerous sites which are vital to an eligibility technician's work on a day-to-day basis. Link to ET Resources: http://dpaweb.hss.state.ak.us/node/374.
5. Macros. Certain tasks are performed repeatedly on EISEligibility Information System such as writing notices, online case notes, and alerts. Caseworkers can automate these tasks by using macros. A macro is a series of keystrokes which are grouped together as a single command to accomplish a task automatically. Instead of time-consuming repetitive actions, caseworkers can create and run a single macro that will accomplish the task. Any sequence of tasks performed on EISEligibility Information System can be automated and run using a macro.

Note:

The following procedures also apply to creating macros in Bluezone.

How to create macros on EISEligibility Information System:

• Place the cursor where you want the macro to start on the EISEligibility Information System screen.
• Click the record button. A box will appear that will allow you to name the macro. Be sure to use only eight characters for the name.
• Start typing and perform the task. Remember to type slowly as the macro also records every mistake.
• When done, click the stop button.

How to play macros on EISEligibility Information System using the toolbar:

• Click on the play button.
• A box will appear that will allow you to select the macro you want to play.
• If you want the macro to stop playing, click on quit.

How to set up the popup keypad:

Macros can also be consolidated on the popup keypad that allows caseworkers to play their macros by doing a right-click on the mouse button.

• Click on "Assist" from the WorkStation window menu bar.
• Choose "Popup Keypad Setup" from the Assist menu. "The Popup Keypad Setup" dialog box will be displayed.
• Click on "Customize" button. The "Customize Popup Keypad" dialog box will appear. The current functions of pad 1 are shown at the bottom of the box.
• To increase the number of functions, choose the number of Rows, Columns, and Pads from the "Keypad Size" box. The maximum number of functions per pad is 64.
• Choose a macro from the "Macro/Script" box.
• Click the button that you want to change.
• Repeat steps 5 and 6 until a button is assigned for each macro.
• If there are more than 64 macros, click on pad 2, 3, or 4.
• Choose "file" from the menu bar.
• Choose "Save As."
• Replace the asterisk with the name of a file in which to save the assignments.
• Click "OK" to close the "Customize Popup Keypad" dialog box. This will take you back to the "Popup Keypad" files dialog box.
• Click on user defined and the browse. The "Browse Popup Keypad" files dialog box will appear.
• Under file name click on the save file. Click "OK" twice.

How to play macros on the popup keypad:

• Place the cursor to where you want it to start on the EISEligibility Information System screen.
• Right click on the mouse.
• Click on the macro.

Creating macros for mass job:

• Macros can be used to perform mass jobs such as changing caseloads.

6. EISEligibility Information System Tracking Systems. There are several tracking screens on EISEligibility Information System that caseworkers must utilize to keep track of information about the case.

• ABWD Screen: This screen helps the worker track ABAWDAble Bodied Adults without Dependents (Able Bodied Adults Without Dependents) clients and the countable and non-countable ABAWDAble Bodied Adults without Dependents months for each client. This screen also allows the caseworker to document the reasons a month is not countable.
• PRAWPervious Aid/Work Incentives Screen: This screen tracks the date and State of issuance for previous Temporary Assistance and SNAPSupplemental Nutrition Assistance Program benefits a client received. Entry of information regarding previous aid from other States serves as a check to insure that duplicate benefits are not issued. This screen also records the number of months an individual has received Temporary Assistance or TANFTemporary Assistance for Needy Families benefits to assist in tracking the 60-month time limit for each client. The PRAWPervious Aid/Work Incentives screen also records the number of months an individual has received the Temporary Assistance earned income deduction.
• WORK Screen: Caseworkers may view or update information regarding a client's status with Work Services. Other data, which may be viewed or updated, include the number of months a participant has used toward their lifetime 12-month baby exemption, their education and literacy level, the date their Family Self-Sufficiency Plan must be reviewed, and category in the Welfare-to-Work program. Also, the WORK screen allows access to the WOSA (Work Sanctions) screen, the JOMO (JOBSJob Opportunities and Basic Skills Set Month), the JPMN (JASJobs Automated System Payments Menu), and the JOPH (JASJobs Automated System Program History).

7. Benefit History Screens. The benefit history screens allow caseworkers to review the complete history of the program benefits and to verify benefit authorization. The display provides a summary, by benefits month, of the household size, countable income, allowable deductions, benefit amount, recoupment amount, and net benefit.

TABHTemporary Assistance Benefit History (Temporary Assistance Benefit History)

TAIH (Temporary Assistance Issuance History)

FSBHFood Stamp Benefit History (Food Stamp Benefit History)

FSIH (Food Stamp Issuance History)

APBHAPA/IA Benefit History (Adult Public Assistance Benefit History)

APIH (Adult Public Assistance Issuance History)

MEBH (Medicaid Benefit History)

MEIH (Medicaid Issuance History)

GABH (GRAGeneral Relief Assistance Benefit History)

GAIH (GRAGeneral Relief Assistance Issuance History)

GMBH (CAMAChronic and Acute Medical Assistance Benefit History)

GMIH (CAMAChronic and Acute Medical Assistance Issuance History)

8. Interface Inquire Screen (ININ). This screen provides information on income received by clients who are identified by their Social Security Number on the INME screen. This screen is a tool to help verify the accuracy of reported information or to detect unreported information. EISEligibility Information System cannot guarantee the accuracy of the information provided by the interface; therefore, further verification or collateral contact may be needed to obtain more information.
   
   This interface can provide information on income from the following sources: BDXBeneficiaries and Earning Dat Exchange (Benefits and Earnings Data Exchange); SDXState Data Exchange (State Data Exchange); ALBAlaska Longevity Bonus (Alaska Longevity Bonus); PFDPermanent Fund Dividend (Permanent Fund Dividend); UIBUnemployment Insurance Benefit (Unemployment Insurance Benefits); AKPAY (State Employee Payroll); and WAG (Department of Labor Wage Match).
9. SVREState Verification Response (State Verification Response) Screen. This screen accepts requests from caseworkers regarding the benefits clients may receive from the Social Security Administration (SSASocial Security Administration). SSASocial Security Administration has modified this screen to also accept request for prisoner information. EISEligibility Information System makes a monthly match with the SSASocial Security Administration data base and generates alerts. Caseworkers are obligated to follow-up on these alerts.
10. PRAPProgram and Person Alert (Program and Person Alert). This screen displays all program and person alerts that exist on the case. Caseworkers are also allowed to enter or update information on this screen such as outstanding recoupment, disqualification, and fraud investigations.