Beginning Data Entry Processes - TrainColorado.com

Beginning Data Entry Processes - FG Version: 1

Release Date: January 2018

Beginning Data

Entry Processes

Facilitator Guide for Process-Based Training ILT/VILT

7800 E Orchard Road, Suite 280

Greenwood Village, CO 80111

Beginning Data Entry Processes - FG

Beginning Data Entry Processes

Version: 1 Release Date: January 2018 Page 1 of 31

Contents Introduction to the Facilitator Guide ........................................................... 3

Planning and Materials ............................................................................ 3

Opening ............................................................................................. 4

Welcome.......................................................................................... 4

Course Overview ................................................................................ 5

Introductions ..................................................................................... 5

Housekeeping .................................................................................... 6

Learning Outcomes ............................................................................. 7

Inquiry Review ..................................................................................... 7

Key Terms ........................................................................................ 8

Tips ................................................................................................ 9

Before We Begin ................................................................................... 9

Accessing the Portal .......................................................................... 10

Welcome to CBMS ............................................................................. 10

Clear/Inquire Practice .......................................................................... 11

Application Initiation (AI) ....................................................................... 11

AI Demonstration .............................................................................. 11

Clear/Inquire on Individual ............................................................... 12

New Application-Guided Walkthrough ................................................... 13

AI Data Entry Practice ........................................................................... 19

Scenario Guidelines ........................................................................... 19

Correcting an Application ...................................................................... 20

Demonstration Steps .......................................................................... 21

Participant Practice .......................................................................... 22

Adding a Program ................................................................................ 23



Correcting a Case Number ...................................................................... 26






Document Library ................................................................................ 28

Review & Next Steps ............................................................................ 29

Outcomes ....................................................................................... 29

Stroll Down Memory Lane .................................................................... 30

Leaving the Region ............................................................................ 30




Introduction to the Facilitator Guide This Facilitator Guide (FG) provides guidance for Staff Development Center (SDC) trainers facilitating the class via distance learning using Virtual Instructor-Led Training (VILT) and for Eligibility Site trainers who are facilitating this class as a face-to-face Instructor-Led Training (ILT). The same activities are facilitated for the ILT and VILT modalities. Tables, such as the one below, placed throughout the Facilitator Guide provide facilitation instructions for both modalities.

ILT Instructions VILT Instructions (SDC) Explanations/Instructions specific to the ILT modality.

Explanations/Instructions specific to the VILT modality.

Facilitator information that is common to both modalities, such as: Explanations of class content Activity instructions Reminders and Tips

Planning and Materials Planning and preparation for this course will vary by trainer. It is recommended that you read through all of the class material, and get all your questions answered prior to the first time you train the course. Practicing the delivery using the equipment and class materials is also beneficial. Assure that your user account is active on the SDC Learning Management System (LMS). Verify your access to the SDC Home Page http://traincolorado.com and the LMS https://colearn.csod.com. If you have any questions or would like assistance, contact the SDC at [email protected].

ILT Instructions VILT Instructions (SDC) Minimum recommended materials are: Facilitator’s computer with Internet

connection Projection equipment Computer (dual monitors recommended)

for each participant (for the CBMS data entry)

Facilitator Guide and PowerPoint presentation

Additional handouts (if any) Note: Activity templates are available on

the SDC website (traincolorado.com)

Minimum recommended materials are: Facilitator’s computer with Internet

connection to Adobe Connect room Computer for each participant (dual

monitors recommended: one for viewing the VILT and another for CBMS data entry)

Facilitator Guide and PowerPoint presentation

Additional handouts (if any) Note: Activity templates are available on

the SDC website (traincolorado.com)

http://traincolorado.com/

https://colearn.csod.com/




Opening

Have the map slide be visible while waiting for the class to begin.

Welcome


Welcome

ILT Instructions VILT Instructions (SDC) Welcome the participants. Explain that credit for this class is earned

only by those who have registered for the class. If you are not registered for today’s

class you will not get credit even if you sit by a colleague, watch the presentation, hear the instruction, and observe the computer activities. If this situation describes you, please register for this class and attend on that day.

Welcome the participants to the training using the voice line.

Also, type a welcome into the Chat Pod such as: Welcome! This webinar has begun. If you cannot hear me, please let me know by typing a message into this Chat Pod.

Briefly touch on the Adobe room features like how to raise their hand, talk slower/faster, step away, etc. Also advise them they can press *6 to unmute their phone line.

Explain that credit for this class is earned only by those who have registered for the class. If you are not registered for today’s

class you will not get credit even if you sit by a colleague, watch the presentation, hear the instruction, and observe the computer activities. If this situation describes you, please register for this class and attend on that day.




Course Overview

This course is a refresher of information provided in the web based modules in the Beginning Data Entry Processes series.

Course Overview

Beginning Data Entry Processes Series• Application Initiation (AI) modules• Client ID• State ID• Other ID Information

ILT Instructions VILT Instructions (SDC) Read the course overview Read the list of WBTs in the Adventure

aloud to participants. Ask participants to raise their hand if they

have completed all the WBTs listed. If any participants indicate ‘no’,

explain the Facilitator info in the blue box below.

Read the course overview Read the list of WBTs in the Adventure

aloud to participants. Ask participants to use the raised hand

icon in the Adobe Room if they have completed all the WBTs listed. If any participants indicate ‘no’,

explain the Facilitator info in the blue box below.

Facilitator information: Facilitator should be familiar with all WBTs in the series. Training Plans in the LMS should have required trainees to complete all web based

modules prior to registering for the class. If a participant hasn’t completed all the WBTs, explain the requirements and ask

the participant to complete the web based trainings and then re-register for the ILT/VILT classroom session.

Explain that this class is required for new CBMS users in order to gain CBMS access. This class is not required for seasoned CBMS users unless they are seeking access to

additional HLPG(s).

Introductions Introduction Activity

• What is your role at your Eligibility Site? (Front Desk, Food Assistance, etc.)

• On a scale of 1-7, how would you rate your comfort level with completing AI’s in CBMS?

ILT Instructions VILT Instructions (SDC)

Facilitator introduces self and answers the questions on the slide. For a large group, trainees meet in groups of 3-4 to introduce themselves following the prompts on the slide. (Ask trainees to form groups with people they don’t already know.)

Facilitator introduces self and answers the questions on the slide. Participants use the Chat Pod or voice line to introduce themselves following the prompts on the slide.




For small groups, participants answer questions aloud to the whole group.

What is your name? What is your role at your Eligibility

Site? (Front Desk, Food Assistance, etc.)

On a scale of 1-7, how would you rate your comfort level with completing AIs in CBMS?

What is your role at your Eligibility

Site? (Front Desk, Food Assistance, etc.)

On a scale of 1-7, how would you rate your comfort level with completing AIs in CBMS?

After introductions: Facilitator explains that each series of web based trainings new workers will complete

is theme based. There is a CBMS theme (state the name of this course’s CBMS theme – e.g., Household Composition) and there is a Colorado theme (state the name of this course’s Colorado theme – e.g., bicycling.) Each series is called an “Adventure”.

Housekeeping Housekeeping

• Participation

• Phone and computer

• Training materials

• Taking care of yourself

• Safety and emergencies


Participation: Encourage participants to engage with the presentation and the hands-on activities, and to ask questions whenever they need clarification. Phone and Computer: Ask participants to mute their cell phones so they aren’t distracted by e-mails, texts, phone calls, etc. Training Materials: Say that you will provide all materials they need for the training. Taking Care of Yourself: Explain the location of restrooms, snack room, etc. Explain local policies for food, drinks, and room clean up.

Participation: Encourage participants to engage with the presentation and the hands-on activities, and to ask questions whenever they need clarification. Phone and Computer: Ask participants to mute their personal cell phones so they aren’t distracted by e-mails, texts, phone calls, etc. Recommend that participants have two monitors, if possible, one to view the webinar and a second for logging into CBMS (if applicable). Explain that if participants are disconnected from Adobe Connect, they should tell the facilitator using the phone line and try to log in again.




Safety and Emergencies: Explain what to do in case of emergency - nearest exit, stairs, exterior meet-up location.

Training Materials: Explain the process for participants to download training materials from the File Share pod. Taking Care of Yourself: Show participants how to use the “Step Away” option if they need to step away. Safety and Emergencies: Explain that if there is an emergency on your end, you will let participants know there will be a delay in the webinar. If there is an emergency at a participant’s site they should follow site procedures and get to safety.

Learning Outcomes Learning Outcomes

By the end of the training, you will:

• Search for existing clients using Inquiry

• Enter AI’s into CBMS

• Correct application information in AI


Facilitator Information: Explain the Learning Outcomes (what participants will have done or be prepared to do by

the end of the class). State that the facilitator will call on individuals throughout the session to participate in

activities and answer questions.

Inquiry Review

Inquiry Review

ILT Instructions VILT Instructions (SDC) Facilitator Note: At this point the course content will begin. Participants will not be allowed to join the

webinar/classroom from this point forward and will need to re-register for another session.




Key Terms

Key Terms

• Companion Case

• Existing Case

• New Case

• Existing Client ID

• New Client ID

• Existing State ID

• New State ID

• Research/Inquiry


Split participants up into groups to have a discussion about the Inquiry page. Review the Key Terms on the slide and have them define each one.

Ask participants to use the Chat pod to list what they remember about Inquiry. Ask them to choose a term to define. Call on someone if you need to.

Facilitator information: Use the chart below to make sure the groups defined each term correctly.

Key Term Definition Companion Case When an individual is a household member on a case and is also

included on another case Existing Case Customer has a case in CBMS. The case can be Pending, Open, or

Closed New Case A new Case Number should be requested in CBMS based on case-by-

case circumstances Existing Client ID Unique identifier assigned to an Individual who is known to CBMS New Client ID Requested for individuals who do not have an existing Client ID Existing State ID Unique identifier assigned to an individual who has requested or is

receiving services or benefits through the State for programs which require a State ID

New State ID Requested for individuals who do not have an existing State ID Research/Inquiry Used to determine whether or not an individual is known to CBMS.

Also used to research case information

Why is Inquiry important?

• Prevents creation of duplicate IDs

• Prevents duplicate payments or assistance

• Saves work by not having to complete merges


Before revealing the ‘bullets’, ask the participants why Inquiry is so important?

Before revealing the ‘bullets’, ask the participants why Inquiry is so important?

Facilitator information: In the PowerPoint, click the mouse to reveal each bullet. Discuss each bullet on the slide. Point out if someone said one of the bullet items.




Tips


Using a flip chart, or the whiteboard in the classroom, ask participants to write down any tips they remember from the training. Depending on the size of the class, you can break them into groups, or just discuss together. Ask them if they use any tips that they could share with the group.

Using the ‘whiteboard’ feature in Adobe, ask participants to write any tips they remember from the training. Ask them if they use any tips that they could share with the group. If they prefer, they can type in the chat pod, or use their phone line. Remind them to press *6 to unmute their phone.

Facilitator information: use the tips below as speaking points if they are not mentioned. Check each person on the application according to the process discussed on the ID

Research web-based trainings. Check each case that is associated with the individuals, such as Companion cases. Search all possible name combinations. Search by the customer’s maiden name, if available. If the customer, or family has two last names, search under each last name individually,

reversed, and together. Search for nicknames (e.g., Kate and Katherine, John and Jonathan, Maggie and

Margaret). Do not begin the search with the Gender or county fields selected. These parameters

limit the search. If duplicate IDs are found, consult your Eligibility Site regarding the merge process.

The merge process is required whenever duplicate IDs are found in CBMS.

Before We Begin Before We Begin

• Clear the Cache

• Compatibility View Settings


Facilitator information: Walk participants through clearing their cache and setting up their compatibility view settings. The PDF document Instructions for Clearing Cache and Compatibility View Settings

should be available in the File Share Pod for VILT participants to download.




Accessing the Portal Accessing the Portal


Facilitator information: Walk participants through logging into CBMS_TRN. Make sure they have logged completely out of their own CBMS login, and have closed all CBMS windows before attempting to login to the TRN environment. If they do not have the icon on their desktop, use the below instructions: Use Internet Explorer Type “My CDHS” in the search window The “My Portal” link should be the first result Once the portal username and password appears, type in the assigned TRN username and

password that has been assigned. Ensure everyone is logged in before getting started. Leave the ‘Logging Into CBMS_TRN’

slide up until everyone has successfully logged into TRN.

Welcome to CBMS Welcome to CBMS!


Facilitator information: In order to make sure participants are in the correct CBMS environment, ask them to

check the bottom of the CBMS screen. Advise them that it should say CBMS- TRN and if it doesn’t they need to log out and get into the correct environment.




Clear/Inquire Practice Clear/Inquire Practice


Facilitator information: This activity should last about 10 minutes. Share the CBMS screen with participants. Walk through a few practice scenarios of searching for an individual

It is recommended to have search examples available so that the participant can visually see information in the search results.

After the facilitator demonstrates search/inquire, let them search for individuals on their own to get practice on the page.

Also use this opportunity to get familiar with Online Help (F1).

Application Initiation (AI)

Application Initiation (AI)


Facilitator information: Before continuing forward, make sure everyone is logged in to the CBMS_TRN

environment. If not, allow time to get logged in.

AI Demonstration AI Demonstration


Participants have the choice to follow along in CBMS using the same scenario as the facilitator, or they can just observe the data entry. They will have the opportunity to ask questions, and respond to questions asked by the facilitator. After the demonstration, the participants will have the opportunity to practice AI data entry on their own.




Explain that the demonstration includes the following: Research/Inquiry AI data Entry for a New Application SIDMOD Override Message Code 214

Facilitator information: Demonstrate an Application Initiation (AI) using the following scenario: Date of Application: Current date and year Head of Household: Create a name

To avoid SIDMOD errors, use alpha-numeric characters to create the name. This is only for the training environment, not production.

Ethnicity: Choose your own DOB: Create your own SSN: When creating a customer/member in CBMS for training purposes, any SSN can be

used with the exception of: SSNs beginning with the number “9” SSNs beginning with the number “666” in positions 1 – 3 SSNs beginning with the number “000” in positions 1 – 3 SSNs with the number “00” in positions 4 – 5 SSNs with the number “0000” in positions 6 – 9

Homeless Applying for Food Assistance (FA) and Medical Assistance (MA) $250 in checking account No income

Clear/Inquire on Individual

Participants can practice Clear/Inquire with the trainer, or just observe this part. Best practice is to create a fictional alpha-numeric name that will populate Search Results, to demo the Column Headings in the Search Results pane.

Enter the Last Name, First Name, and DOB of your fictional applicant.

Remind class that they should make sure to search every possible option to determine if

the applicant is known to CBMS.

Click the Search button.

The results display in the Search Results pane.

Review the Search Results, from left to right.

For the Probability Factor, paraphrase the following from OLH:

This field shows a percentage amount of the chance this individual is a match to

the individual you are completing on an inquiry or for Client Clearance. The closer

the percentage is to 100, the higher probability that it is a match.

NOTE: The percentage displayed is based on your data entry. Be sure to double-

check entries such as Social Security Number (SSN), Date of Birth (DOB), and

middle names/initials to ensure you select the correct individual.




Demonstrate the search tips.

Maiden names

Nicknames

Search for each name combination

Once you have demonstrated that your fictional applicant is not known to CBMS, click on the Screen Categories tab in the Left Navigation Panel and select ‘Application’. Then select the ‘New Application’ link.

New Application-Guided Walkthrough

Participants should follow along with the same data entry steps as the trainer. However, if they choose to watch first and take notes along the way, they are free to do so. However, let them know they will be completing data entry on their own after this demonstration.

Demonstrate the process for creating a new application.

Applicant Information Page:

Inform participants that all fields in red are required by CBMS for accurate data entry.

Review the four sections of this page, Detail, Ethnicity/Race, Home Address, and Mailing Address.

Detail:

Application Date: Use the current date of the training as the application date, unless the

scenario states otherwise

Type: Initial/New

Source: Walk-In

Last Name: Create your own

First Name: Create your own

Gender: is listed in each scenario

DOB: Although this field is not highlighted in red, if this information is available users

should enter it. For this demonstration, enter a DOB.

SSN: Although this field is not highlighted in red, if this information is available users

should enter it. For this demonstration, enter a SSN.

Language: Make any selection.

Contact information: Create your own. Note that although this field is not highlighted in

red, if this information is available, users should enter it, as it is useful.

Ethnicity/Race

Select any Ethnicity

Select any Race




You can select multiple races if the applicant declares them.

When the applicant does not declare an ethnicity/race, select Other/Unknown.

Note: For FA applications, you must select one of the choices. Other programs only

recommend that you select a choice.

ILT Instructions VILT Instructions (SDC) Facilitator information: Discuss how to obtain this information for SNAP purposes if the customer has not

provided it. “I noticed you didn’t complete this information, let me tell you why we need it.” Hand the customer the application and ask them to complete the required

information. For SNAP, ‘Other/Unknown’ is not acceptable. The worker must select a choice.

Home Address

For this scenario, the customer is homeless.

Select ‘Yes’ for Is The Applicant Homeless

Point out to the participants how the screen changes when you selected yes.

Mailing Address

For this scenario, demonstrate the County Office as Mailing Address option by marking it

‘Yes.’

This will not always be the case with homeless customers. Make sure to ask customers

where they want their mail to be sent. If they do not have anywhere, then you can use

the county address and the customer can retrieve from there.

Note to the class how the address information is greyed out.

Select the Office for your agency and note how the address fields are auto-populated by

CBMS.

Inquire on Individual

Inform class that the Inquire on Individual button is a chance to verify again that their

applicant is not known to CBMS.

Save the page.

Left Hand Navigation Panel

Before moving forward in the queue, demonstrate the following:

Progress Bar - note how it currently is at 0%

Blue indicator arrow notes the current page the user is on

Red bubbles indicate pages that have not yet been addressed




Move forward in the queue to the Household Members page.

Household Members Page

Before completing data entry for this page, cover the following:

Progress bar is now at 20%

Blue indicator arrow is now on the Household Members page

A Green Check Mark is now enabled on the Applicant Information page, indicating that

the page is considered complete by CBMS

Review all the red fields on the page.

Requesting Aid and In The Home buttons are auto populated to ‘Yes’

If there are any additional members on the application, and they indicate that

they are NOT requesting aid, that radio button must be checked to ‘No’ for that

individual only.

Worker Protection Issue: This is a good place to highlight this radio button.

This field allows an eligibility worker to indicate whether a customer has a

tendency to get violent with the staff. If so, an eligibility worker can select ‘Yes’,

and the case name and number will be red after Case Clearance is completed.

The Worker Protection field should be used sparingly, and only when there is a

serious danger for an eligibility worker when dealing with the customer.

While the Special Indicator for this field can be end-dated, the name and number

on the case will always remain red.

Worker Protection is not a required field. Follow your county process when

encountering a violent individual.

This information should never be shared with the customer.

Online Help (F1)

Open Online Help and show the class the information on how to add someone to the case.

After clicking the Clearance button for the Applicant, you can add other household

members by clicking the Add button to create a new record. You can also assign Client

IDs and State IDs on the Household Members page.

Case Clearance

Click on the Clearance button.

Note how the Clear/Inquire on Individual page appears.




If there are no differences from when the inquiry was done before the application was

initiated, or on the Applicant Information page, click on New to generate a new Client ID

and demonstrate the actions to generate a New Client ID.

If there are differences on the Clear/Inquire Individual page, research them to locate why

there are differences.

New Client ID

Demonstrate the new Client ID that is auto-populated in the Client ID tab of the Summary

on the Household Members page.

Request State ID

Click on the Request State ID button to demonstrate how the State ID has auto populated

in the State ID tab in the Summary on the Household Members page.

In order to receive a State ID, the applicant’s date of birth must be entered.

SIDMOD Override Message Code 214

This is the perfect time to discuss the SIDMOD Override Message Code 214: ‘A SIDMOD

Override Record has been created and a Service Desk staff will process the override within

24 hours of the time it was created.’

Inform the class that when the message appears, click ‘OK’ and move forward in the

queue. If a user attempts to request a State ID multiple times by clicking on the

Request State ID button again and again after the Error Message 214 is populated,

they create additional overrides on the same case which makes more work for the

Service Desk staff and holds up the process for receiving in a timely fashion the State

ID requested.

Reminders:

Eligibility workers must enter Case Comments regarding the SIDMOD Override.

The eligibility worker can resubmit the State ID request in Interactive Interview

from the Individual Demographics Page.

Move forward in the queue.

Programs Requested

Demonstrate that this is where the programs the customer requested on the application

are entered into CBMS.

For this scenario:




County Trainers: Food and Medical Assistance are requested.

MA Site Trainers: Medical Assistance is requested.

SDC Trainers: Food and Medical Assistance are requested. If MA Site students are in

the session, the Food Assistance information will be covered.

Demonstrate how clicking on a Financial Assistance program auto populates Food

Assistance. Inform the class that CBMS does this because many of the applicants who are

eligible for Food Assistance are generally eligible for Financial Assistance.

Left Navigation Panel

Before saving the page, note how the Progress bar on the Left Navigation Panel is now at

40% and that there are three pages left to complete in the queue.

Click on Save and then note to the class that a page has been added to the Queue – the

Emergency Details page.

Ask the class: Why has this page populated?

Explain that anytime Food Assistance is requested, CBMS needs to determine if the

customer is eligible for Expedite Food Assistance.


Emergency Details

Complete the data entry as the scenario states.

$250 in checking account

No income

Homeless

Scroll to the bottom of the page and inform the class that the three questions at the

bottom are used by CBMS to determine if a Food Assistance household meets the criteria

for being a Migrant or Seasonal Farm Worker that is destitute of income. For this scenario:

Select ‘No’ for Migrant Farm Worker

Select ‘No’ for Did his or her job recently end?

Select ‘No’ for Will he or she get more than $25.00?

Save the page and move forward in the queue.

Special Indicators

Ask the participants about one Special Indicator they have learned about so far in training.

Remind participants that each Eligibility Site may use these indicators differently.

Do not select an indicator at this time.





Application Status

Use the Application Status page to enter a signature status for the Application for Public

Assistance.

In the Application Signature Status field, select the Signed radio button to indicate the

Application was signed. Today’s date defaults in the Signed Date field.

If the application is not signed:

Refer to the Process Manual titled Acting on an Unsigned Application.

In the Signed Date field, enter the actual date the Application was signed.

Save the page.

Click on the Case Clearance button.

Review the Application number and Applicant name for accuracy.

Click on New Case # and demonstrate appropriate user actions.

Note how the Case Number has been auto populated in the Application Status page.

The Case Number will never have the letter ‘O’ in it. It will be the number ‘0’.

The Print Application button prints the questions and answers entered in Application

Initiation (AI). It also provides a list of verifications customers may be asked to provide to

determine their eligibility.


Review the Progress bar. The bar should be at 100%.

All the previous pages should have a Green Check Mark.

The Blue Indicator Arrow is on the Application Status page.

The Application Wrap Up page has a Red Bubble indicating we need to move forward in

the queue.

Application Wrap Up

Review the Program Group, Program Status, and Due Date.

Note the Authorized Rep, Case Assignment, and Interactive Interview buttons at the

bottom of the page.

Advise the participants we are only practicing with the AI data entry, but the Interactive

Interview button would take them to the II queue where they would complete further

eligibility data entry for the customer’s case.

ILT Instructions VILT Instructions (SDC) Facilitator information: Take this time to answer any questions they may have about AIs.




Ask if they are comfortable enough to practice data entry on their own, or if they would like you to demonstrate one more time. Demonstrate again if needed.

AI Data Entry Practice

Now it’s your turn!

• Application Initiation (AI) Scenarios


Handout the Application Initiation Scenarios document.

The Application Initiation Scenarios document should be in the File Share pod. Ask the participants to download the document and assist if needed.

Scenario Guidelines Scenario Guidelines

Complete a new Application Initiation (AI) using the scenarios provided to you.

• Create Last, First name for each individual

• Cannot be real people or copyright protected

• Can be alpha numeric (5am 5mith, J3nny J0n3s)

• No special characters (@#$*&)


Using the AI Scenarios handout, advise the participants which scenario they should complete. Assign scenarios based on the type of tasks the participants will complete on the job. (e.g., FA/MA or MA only, etc.) Facilitator should observe the data entry and provide over the shoulder support if needed.

Using the AI Scenarios handout, advise the participants which scenario they should complete. Assign scenarios based on the type of tasks the participants will complete on the job. (e.g., FA/MA or MA only, etc.) Participants should use the Chat Pod to enter the case numbers of cases created. This will help the facilitator ensure participants are completing the activity. Facilitator can use the Adobe Connect feature to have a participant share their screen if they need assistance.

Facilitator information: This activity should take about 30 minutes. Allow more time if needed Provide participants with the activity document Application Initiation Scenarios Participants should complete at least three (3) AI’s during this activity If some participants work faster than others, have them continue practicing entering

additional AI’s until the rest of the group finishes.




Break

ILT Instructions VILT Instructions (SDC) Let the participants know what time to be back from the break. Optional: Have a timer running and let them know when they hear the “chime” or “buzzer” we will get started again.

Type in the chat pod the time the participants need to be back from the break. Optional: Have a timer running and let them know when they hear the “chime” or “buzzer” we will get started again.

Facilitator information: Let the participants know not to close out of CBMS because after the break they will

begin AI data entry practice.

Correcting an Application Correcting an Application


The facilitator will use the application that was entered for the demo for this activity. Using that application, the facilitator will demonstrate how to correct the application date. The participants can watch first, or they can follow along using one of the cases they data entered in the previous activity.

The facilitator will use the application that was entered for the demo for this activity. Using that application, the facilitator will demonstrate how to correct the application date. The participants can watch first, or they can follow along using one of the cases they data entered in the previous activity.

Facilitator information: Display your screen for the participants, and correct the date of the application in AI Ask the participants if they remember in which circumstances the date cannot be

corrected. It has been 7 days or more since the application was created in CBMS The case is no longer in ‘Pending’ status (at least one HLPG has been authorized) A VCL was sent to the HH regarding the pending program(s).




Demonstration Steps For this demonstration, the facilitator will correct the Application Date.

Use the History icon to locate the last case entered under the Last 5 Applications in the

Left Navigation Panel or use the case number in the Quick Search Tool.

Once the case is selected:

From the Left Navigation Panel, navigate to the Case Information page.

Navigate to Program Action.

The Program Action page with the case you are correcting populates.

Clicking the Application Correction button allows the eligibility worker to make

changes to current pending application(s) without cancelling the application.

The button takes workers to the Application Information page, which will no

longer be locked down.

The corrections impact all HLPGs on the application.

The worker may change, add, or delete data as needed.

The original application number remains.

Highlight the application from the Application Program(s) Summary pane.

Click on Application Correction.

Read the 1406 message.

Click ‘Yes’.

Applicant Information Page

Go to the Application date and change the date to 31 days before the current date to

demonstrate the Exceeding Processing Guidelines (EPG) message.

Save the page.

CBMS generates the following message:

This message warns the user that the case will populate on the Exceeding

Processing Guidelines report.

Change the date again to less than 30 days from the current date.




Save the page and the message disappears; however, the Save button is still enabled.

In order to ‘Save’ the page, move forward in the queue.

It is strongly recommended to go through all the pages in the queue to verify if there

are other errors.

Move forward in the queue verifying that information in Household Members, Programs

Requested, Emergency Details, and Programs Requested pages is correct.

Application Status Page

On this page, click on the Signed radio button.

Demonstrate how the Signed Date is still on the original date from when the

application was first entered.

Inform the class to change the date to the date the application was signed.

Note that the Case Number field is not populated.

Note that the Case Clearance button is disabled.

Save the page.

Note that the Case Clearance button is now enabled.

Click on the Case Clarence button.

Highlight the case in the Case Details pane.

Click on the Select button.

Note how the Case Number from the highlighted case is now populated on the

Application Status page.


Click on Initiate Queue.

Go to the Home page.

Participant Practice

Using one of the applications you created, correct the Application Date.



Participants will complete this task using an application that they entered during the last activity.

Participants will complete this task using an application that they entered during the last activity.




Facilitator should provide over the shoulder support if needed.

Facilitator can use the Adobe Connect feature to have a participant share their screen if they need assistance.

Facilitator information: Have the participants find an application that they entered during today’s session. Participants will correct the application date. Repeat this activity with different scenarios, if needed, in order to ensure the

participants understand this process.

Questions?


Facilitator information: Take this time to answer any questions they may have Also discuss some examples of when this might happen:

Incorrectly entered the application date at first. For MA, if you needed to back date for SSI mandatory.

Adding a Program Adding a Program

Actually, I do want to apply for that

program!


The facilitator will use the application that was entered for the demo for this activity. The participants can watch first, or they can follow along using one of the cases they data entered in the previous activity.


Facilitator information: Add a program and attach to the existing Case Number.




Demonstration Steps Use the History icon to locate the last case entered under the Last 5 Applications in the Left

Navigation Panel or use the Search on Case Information link in the Left Navigation Panel.

Enter the customer’s CBMS Case Number in the Case # field, then click Search.

Inquire on Case Listing Page

Highlight the Case and click the Case Details button, which populates the Inquire on Case

Information page.

Inquire on Case Information

Select the Application List tab.

If there is more than one application, highlight the one you want.

Select Create New Application.

The Create a New Application page populates.

Create a New Application Page

The Head of Household will display in the Name field.

Programs Requested field will display options based on the security profile.

Add one of the following programs AF, MA, CW enabling the Save button.

In the Individuals field the names on the application will display.

Select the individual(s) from the Individuals field.

Click on Save to open the new application.

Applicant Information

All previously data entered information is auto populated.

Make sure participants change the Date to the actual date of application as this field

will default to today’s date.


On the Household Members page, since a State ID and Client ID were auto populated, you

do not need to perform Case Clearance.

The Programs Requested field will show only the program(s) added.

Move forward in the queue to the Application Status page.

This page will be unsigned. Make certain to mark as signed.

Enter the actual signed date.

Save the page, to enable the Case Clearance button.

Select Case Clearance and select the existing Case Number.





Using one of the applications you created, add another HLPG to your existing case.



Participants will complete this task using an application that they entered during the last activity. Facilitator should provide over the shoulder support if needed.

Participants will complete this task using an application that they entered during the last activity. Facilitator can use the Adobe Connect feature to have a participant share their screen if they need assistance.

Facilitator information: Have the participants find an application that they entered during today’s session. Participants will add a program and attach the new AI to the existing Case number. Repeat this activity with different scenarios, if needed, in order to ensure the


Questions?



Applicant decided they wanted to apply for another program after you completed the AI.

You noticed after you completed the AI that you forgot to select a program.




Correcting a Case Number Correcting a Case Number




Facilitator information: For this demonstration, the facilitator will correct a Case Number. When demonstrating

this, select a New Case Number. Ask the participants to reiterate again in which circumstances the date cannot be

corrected.

Demonstration Steps Use the History icon to locate the last case entered under the Last 5 Applications in the

Left Navigation Panel or use the case number in the Quick Search Tool.

Once the case is selected:

From the Left Navigation Panel, select Case Information.

Navigate to Program Action.

The Program Action page with the case you are correcting populates.

Clicking the Application Correction button allows the eligibility worker to make

changes to current pending application(s) without cancelling the application.

The button takes workers to the Application Information page which will no

longer be locked down.

The corrections impact all HLPGs on the application.

The worker may change, add, or delete data as needed.

The original application number remains.

Highlight the application from the Application Program(s) Summary pane.

Click on Application Correction.

Read the 1406 message.




Click ‘Yes’.

In the Left Navigation Panel, click on Screen Queue.

Applicant Information Page

All previously data entered information is auto populated.

Move forward in the queue, verifying that information in other pages is correct.

On the Application Status Page:

Click on the Signed radio button, enabling the Save button.

Click on the Save button, which enables the Case Clearance button.

Click on Case Clearance which opens the Get Case Number page.

Write down the current Case Number.

A Web Dialogue box opens asking ‘Are you sure you want to generate a new Case #.’ Click

‘Yes’

A Web Dialogue box opens with the message ‘Case # XXXXXXX has been created

successfully.’


Go to Screen Categories folder.

Click on Search.

Navigate to Search Case Comments.

Search Case Comments page

Enter the original Case Number in the Case Number pane.

Click ‘Search’.

The Maintain Case Comments page opens. In the Detail field under the System Generate Comment, review how CBMS has generated

the comment.


Using one of the applications you created, correct the Case Number.





ILT Instructions VILT Instructions (SDC) Participants will complete this task using an application that they entered during the last activity. Facilitator can use the Adobe Connect feature to have a participant share their screen if they need assistance.

Participants will complete this task using an application that they entered during the last activity. Facilitator can use the Adobe Connect feature to have a participant share their screen if they need assistance.

Facilitator information: Have the participants find an application that they entered during today’s session. Participants will correct a Case Number. Repeat this activity with different scenarios, if needed, in order to ensure the


Questions?



Application from PEAK was downloaded and a different case number was created incorrectly.

A program was assigned to the wrong case number. When working an RRR, a new AI was completed and was attached to a new Case

Number instead of the existing Case Number.

Document Library Document Library

Located on TrainColorado.com


Ask participants to log on to TrainColorado and Locate the Document Library.

Ask participants to log on to TrainColorado and Locate the Document Library.

Facilitator Information: Give participants a few minutes to explore the Document Library




The following documents are associated to this training. They can search for them if time allows. Assigning a Client ID Process Manual Assigning a State ID Process Manual Correcting Application Information Process Manual Initiating an AI from Search on Case Information Process Manual Existing Case vs. New Case Desk Aid

Review & Next Steps

Review &

Next Steps

Outcomes Outcomes

• Search for an existing customer

• Enter an AI in CBMS

• Correct application information


Ask participants to raise their hand if they agree to the statements on the Outcomes slide.

Ask participants to use the Agree or Disagree icons in Adobe Connect for each statement on the Outcomes slide.

Facilitator information: If there are any areas where participants do not agree:

Review the areas of disagreement If the participant prefers, schedule some one-on-one time to walk through the

information. Refer back to the introduction activity. Ask participants:

Now that we have completed this session, how would you rate your comfort level with completing AI’s in CBMS? (scale of 1-7)

If anyone is still not comfortable, if time allows you can offer to stay and practice more with them.




Stroll Down Memory Lane Stroll Down Memory Lane

Log into the Learning Management System (LMS) to take a stroll down memory lane for the Beginning Data Entry Processes adventure.


Facilitator information: Explain that the Stroll Down Memory Lane is an online assessment. If they do not know where to go to access the test, explain the following steps:

Login to your CO.Learn account and navigate to your transcript. Find the curriculum you are registered for and click “Open Curriculum”. At the bottom, they will see a test titled “Stroll Down Memory Lane”. Participants must register for and take that test after this class.

Participants will not take this assessment in the ILT/VILT classroom, but on their own at their own desks.

Leaving the Region

Now Leaving the Greater Metro Area

ILT Instructions VILT Instructions (SDC) Facilitator information: Use these slides to point out the progression on the map – where they started and where

they are going next. Explain they will see this throughout the modules as they are completed.

Beginning Data Entry Processes - TrainColorado.com

Documents

Transcript of Beginning Data Entry Processes - TrainColorado.com