ccis consolidation pelican ccw changes allegheny n/s and philadelphia s/w june 2013

CCIS Consolidation

PELICAN CCW Changes

Allegheny N/S and Philadelphia S/W

www.pcghumanservices.com

June 2013

Introduction

Overview of Changes

What You Need to Know

Timeline

Questions

CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013 2

AGENDA

Re-alignment of CCIS agencies.• 59 CCIS agencies consolidate to 42.

All COMPASS and CIS office mapping continue to be routed based on county and / or geographic area and will transfer to PELICAN CCW based on the 2013-14 CCIS Office organization structure.

Streamline CCIS office infrastructure.


WHY CHANGES?


Office Set-Up

Log-In Changes and Information

Correspondence: Changes and New

Workload Assignments

Alert Searches

Transferring Cases

Enrollment Funding Override

Comments: Editing and Prioritizing

Waiting List / Pre-enrollment

Funding, Allocations, Available Funds, Enrollments and Invoicing

Reports

WHAT’S DIFFERENT……...


Office Set-Up




Alert Searches

Transferring Cases





Reports


More Joinders are created.

Merging of two CCIS offices into one.

One zip code may be split between multiple CAO district offices and multiple CCIS offices.

Caseload, Providerload and Workload changes.


Office Set-Up

The Main Office addresses are configured by Headquarters staff.EXAMPLE: It is no longer Cumberland / Perry and Dauphin County

NOW it is Cumberland / Dauphin / Perry.

Names of CCIS sites are in alphabetical order.EXAMPLE: Cumberland / Dauphin / Perry


Office Set-Up


After 8/31/13, anyone who normally sees this office selection screen after logging into PELICAN CCW, will no longer see it.

Office Set-Up


Types of Office

All offices will be assigned to be a specific office role.

For Joinder offices OCDEL Headquarters defines the office type:

1.Main office

2.Secondary office

3.Primary office

4.Satellite office


Types of Office

Main Office

1. Is a permanent address where workers are assigned and clients / providers can come and go.

2. Is the office stored in PELICAN CCW reference tables.

3. Is the office provided by the Grantee.

4. Is the default for correspondence return addresses.

Northumberland

Montour Main Office

Columbia / Montour /

Northumberland

Columbia


Types of Office

Secondary Office

1. Another permanent address within the Joinder where workers are assigned and clients / providers can come and go.

2. Operates 5 days a week.

3. Correspondence that is specific to the secondary location can be configured, so these correspondences display the secondary location’s address as the return address.


Northumberland

Columbia

Montour Main Office

Northumberland Secondary Office AND Primary Office for FSS


Types of Office

Primary Office

1. Office within the Joinder that has the largest service allocation.

2. Office within the Joinder that has the FSS assigned.

3. This is not necessarily the main office.


Northumberland

Columbia

Montour Main Office



Types of Office

Satellite Office

1. Operates less than 5 days a week.

2. Used for face-to-face meetings with clients or providers.

3. Usually a shared space and temporary.• Example: Public Library, CAO

4. No mail should use this as a return address.• BUT – can be included as a meeting site

in the CareCheck Scheduling or Face-to-Face Appointment Letter.


NorthumberlandMontour Main Office


ColumbiaSatellite office

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Types of Offices - Overview

MAIN OFFICE SECONDARY OFFICE PRIMARY OFFICE SATELLITE OFFICE

Stored in PELICAN CCW reference tables.

The default for correspondence return addresses.

Permanent address where workers are assigned and clients / providers can come and go.

Operates 5 days a week.

Another permanent address where workers are assigned and clients / providers can come and go.

Correspondence can be configured to this address.

Operates 5 days a week.

Has the largest service allocation in the Joinder.

FSS assigned is assigned to it.

Not necessarily the main office.

Used for face-to-face meetings with clients or providers.

Usually a shared space and temporary.

Example: Public Library, CAO

Operates less than 5 days a week.

CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013


Office Set-Up




Alert Searches

Transferring Cases





Reports




Currently: Logging on using “c-”.

Beginning 6/22/13: The CCIS will have access to sites assigned in FY 2012-2013 and FY 2013-14 using “b-”.

As soon as the CCIS receives their “b-” account information, the CCIS should update workload assignments in “b-”.

Between now and 8/31/13 CCIS should forward/copy needed emails and necessary documentation to their new agency account.

• This is whatever email server the CCIS has chosen for the agency (i.e. Yahoo, Gmail, etc.).

After 8/31/13 CCIS will not have access to their “c-” accounts for emails, workloads.

As soon as the new “b-” accounts are available, the CCIS should use their “b-” accounts.

After 8/31/13, the “c-” accounts will no longer be available for use.

Supervisors or Directors must transfer all workloads to “b-” as soon as possible.



Regarding access to the OCDEL Intranet site:

A new “Extranet” site is being developed, and will be available by 7/1/13. A communication with details is forthcoming.

The new site is Internet facing, and can be accessed using your new “b-” account credentials.

All content from the OCDEL site will be available on the new site.



IF you are using a STATE OWNED computer, you must:

Use “c-” to log into your computer.

Once logged into your computer, use your “b-” credentials to log into PELICAN CCW.


Office Set-Up




Alert Searches

Transferring Cases





Reports


Single Correspondence Locations:

PELICAN CCW will now store only ONE office location as a default address for correspondence return address.

The main office location is used to determine the default correspondence return address for all counties in a Joinder and will be displayed as the main correspondence location.

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Store Return Addresses

Note:If you have only one office, this does not apply to your current business practices.

CCIS Consolidation Joinder 6.2013

Multiple Correspondence Locations:

A CCIS agency may have multiple correspondence locations entered within PELICAN CCW when there are secondary offices in which CCIS staff will process correspondence.

Headquarters policy staff will set up correspondence locations for all CCIS agencies requiring a 2nd location for correspondence return address. Correspondence locations will be entered and correspondence relationships will be associated with each location other than the main location.

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The entry of all correspondence locations and relationships will begin on 6/23/13 and will be completed no later than 6/30/13.

The CCIS is NOT required to enter or update information regarding correspondence locations or relationships.

If a CCIS office has a question regarding how correspondence return addresses are assigned they should contact Nancy at [email protected] or 717-772-0655.

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mailto:[email protected]



To navigate to the Office Locations page:

1. Click Correspondence on the Main Navigation bar.

2. Click Office Location on the Sub-Navigation bar.

Note:CCIS staff have read-only access.

Screenshot is from HQ perspective.

Main office is grayed out.



Allegheny North and Allegheny South - Correspondence use the Secondary Office location for their return address. This must be entered separately.

The main office is the default

address for all counties in a

joinder.




To view the correspondence relationship for one location:

1. Select the location you want to view.

2. Then, click the [CORRESPONDENCE RELATION] button.


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Screenshots are from HQ perspective.


To view the correspondence relationships for all correspondence locations, click the [CORRESPONDENCE RELATION] button.




Zip Codes:

Return address assignments are specifically assigned to certain zip codes.

Each zip code may be assigned to only one CCIS office.

If no assignments have been created, the return address will be the Main office.



Example: The CCIS generated an enrollment summary expecting the return address to be:

o 258 South Street Pittsburgh, PA 15015

• BUT – Neither the P/C’s nor the Providers zip code are listed in the zip code assignment.

• Instead, by default, the Main Office address is the return address for this correspondence.



P/C address: 999 Prospect TowersEast Pittsburgh, PA 15112

Provider address: 1843 Main StreetPittsburgh, PA 15215


Toll-Free Number will display on all correspondence in addition to your local number.

The following correspondences no longer display a local number within the body of the letter, but refer to the telephone numbers in the header:

• Face-to-Face Appointment Letter• CareCheck Scheduling Letter• CareCheck Appointment Letter• Funds Available Letter• Wait Listing Funds Available Letter

Updated Correspondence


“Toll-Free 1-800-343-9845”

“You must call our office at the telephone number listed above…”

Updated Correspondence

Face To Face Appointment Letter

Letter confirming face-to-face meeting details with a parent / caretaker.

If using a meeting location other than the assigned correspondence return address you must insert the details each time the letter is generated.

This letter is an optional tool for clarifying with the parent / caretaker the meeting location.

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New Correspondence


CCIS of Cumberland/Dauphin/Perry County


CCIS Consolidation Non-Joinder 5.2013 33

Check the Appointment Location checkbox to access the address fields. Then, enter the address for the appointment.

If the appointment location box is unchecked, the CCIS main office address is automatically used as the meeting site for the face-to-face meeting.

New Correspondence

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EXAMPLE USE:

If the P/C lives in Cumberland county and works in Dauphin county, the CCIS may allow the P/C to meet with them in Harrisburg. Since Cumberland county is the main address for this CCIS, they will need to enter the Dauphin county address when generating the letter for the parent.

New Correspondence

Face To Face Appointment Letter



CareCheck Scheduling Letter

Letter confirming face-to-face appointment details for the provider.

If using a meeting location other than the assigned correspondence return address you must insert the details each time the letter is generated.

This letter is an optional tool for clarifying with the provider the meeting location.

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New Correspondence




1719 North StreetHarrisburg, PA 17103

CCIS Consolidation Non-Joinder 5.2013 36

Check the Appointment Location checkbox to access the address fields. Then, enter the address for the appointment.

If the appointment location box is unchecked, the CCIS main office address is automatically used as the meeting site for the face-to-face meeting.

New Correspondence

New Correspondence

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CareCheck Scheduling Letter




EXAMPLE USE:

If the provider lives in Dauphin county but has a Provider Agreement with Cumberland county, the CCIS may allow the provider to meet with them in Harrisburg. Since Cumberland county is the main address for this CCIS, they will need to enter the Dauphin county address when generating the letter for the provider.


Office Set-Up




Alert Searches

Transferring Cases





Reports


* See the Workload Order job aid.


Default workloads will be used to hold cases or providers not yet assigned to new workloads.

• Examples of default workloads:o 0001-0006 – Case Defaulto 0001 – Provider Defaulto 0001 – Fiscal Default

County record numbers will continue to be generated as they have been.



Caseloads for all counties in a Joinder are combined into one list for the newly combined site.

The supervisor will re-assign caseloads as needed.

Northumberland

Columbia

Montour

Caseload Assignments


ORIGINAL

NEW

For the first office (Northumberland) – all caseload numbers stay the same.

Changes in Caseload Numbers


ORIGINAL

NEW


The next Joinder (Montour) –

caseload numbers change.


ORIGINAL

NEW

The next Joinder (Columbia) –

caseload numbers change.



To change Primary and Secondary Workers the User can now simply change the user ID from “c-” to “b-” or add a new “b-” for new workers.

Caseload Assignments


Online Help Steps:

Transferring Workloads


Office Set-Up




Alert Searches

Transferring Cases





Reports



Alert Searches

CCIS staff will only see alerts assigned to them provided workloads were updated with the “b-” account information.

If you see additional alerts that are not assigned to you, discuss workload assignment with your Supervisor.

• DO NOT clear another worker’s CCIS office or county alert.

Offices need to know how to properly search for alerts.


Navigate to the Alerts Search page:

• Click Home on the Main Navigation bar, then click Alerts or Workload under Alerts on the side bar; oroClick Administration on the Main Navigation bar, then click

Workload on the Sub-Navigation bar, then click Alerts on the

Sub-Navigation bar.

• Enter search criteria on the Alerts Search page,

then click [SEARCH].

* Directions are also listed in Online Help in PELICAN CCW.

Notes: Depending on the user's security role, Workload may not display under Admin on the Home page side bar.

Alert Searches


This is what the screen will look like if your workloads have not been updated.

Alert Searches


If the workloads have not been updated to the new “b-” account user IDs, you must enter your specific user ID when searching for alerts. • This will ensure you receive

ONLY the alerts that are assigned to you.

Alert Searches


Office Set-Up




Alert Searches

Transferring Cases





Reports



Transferring Cases

Note: Be careful to select the correct Receiving County. The Receiving County drop-down list does not update based on the Receiving District/Office.


Office Set-Up




Alert Searches

Transferring Cases





Reports




REMINDER:

Only the CCIS Director, Supervisor or a Super User can:

• Override the funding associated with an enrollment.

EXAMPLES: - TANF working regular to TANF training regular- Food stamp to TANF

• Create new enrollments across multiple funding streams.


Office Set-Up




Alert Searches

Transferring Cases





Reports



Comment Editing

REMINDER:

CCIS users that can edit comments in Case, Provider and Fiscal Loads:

• Person that originated the comment• Supervisor of workload• CCIS Director

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Before

In provider or fiscal comments, anyone could make, change or delete a comment regardless of whether the comment was originated by that user and comment functionality was not the same across all sub-systems in PELICAN CCW.


Comment Editing


Comment Editing

After

Only the authorized people can make changes to comments.

The [SAVE AND CONTINUE] button disappears if the user does not have authorization to make changes.

Marking a comment as “High Importance” will return these comments first on the Comment Summary Page when the comment falls within the set filters.

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CCIS users that can mark / unmark comments in Case and Provider Loads as “High Importance”:• Person that originated the comment• Supervisor of work load• CCIS Director

Note: More than one comment may be marked. Once a comment is unmarked the comment will return to its original position in the list chronologically based on the date it was originated.

Notes:When printing comments results are returned based on the set filters.

Printed comments are displayed chronologically by date; “high importance” is NOT displayed at the top.

Comments Prioritization


60CCIS Consolidation User Guide 5.2013CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

Example:

If a comment is to be “High Importance”, you would check the box.

Comment Prioritization

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All comments will display on the Comment Summary page unless one of the following filters is set:

• “Show Last”• “Show History From”



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EXAMPLE:

A list of comments filtered by specific date parameters on the Provider Comment Summary page.

1 comment marked as “High Importance” and it’s at the top of the list.



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EXAMPLE:

A Case Comments Report filtered by specific date parameters.

“High Importance” comments are not indicated as such and do not display at the top of the results.

Printing Comments



Office Set-Up




Alert Searches

Transferring Cases





Reports



Waiting Lists

Use the Program drop-down box to select between offices and programs.


The only set-aside program for FY 2013-14 is Teen Parent.• All summer only enrollments will roll-over into Low Income – Regular.

Waiting Lists

Note:The Teen Parent set-aside will be automatically established during FYRO process for each county or office (within Philadelphia or Allegheny).

$1,000 will be entered for Teen Parent to assure enrollments roll-over properly during FYRO. Directors can increase or decrease this amount after FYRO to accommodate enrollments. If assistance is needed, contact your subsidy coordinator.


The only CCIS agencies that should enroll from the waiting list from June 24 to June 29, 2013 are:

Adams/Franklin/Fulton Delaware Philadelphia – North

Allegheny – City Erie Philadelphia – Northeast

Berks Lackawanna Philadelphia – Northwest

Bucks Lancaster Pike/Susquehanna/Wayne

Butler Lawrence Schuylkill

Cambria Lebanon Westmorland

Cameron/Elk/McKean/Potter Lehigh York

Chester Montgomery

Cumberland/Dauphin/Perry Northampton

Note:These are sites that have not changed during the consolidation.

Waiting Lists


Office Set-Up




Alert Searches

Transferring Cases





Reports



Office Re-Alignment

PELICAN CCW has been re-aligned to store 1 office per Grantee for FY 2013-14, but funding will continue at the County level or Office level (in Allegheny and Philadelphia).

Note: Offices that change will have a 4 digit office code (instead of 2).* See the office code job aid.


The system continues to support funding at a county level for Joinders and at an office level for the Allegheny and Philadelphia CCIS agencies.

The Fiscal Year selected on the Funds Home page determines how the information will display for:

• Allocations• Available Funds

Allocations and Funding



Available funds can be viewed by Previous CCIS Office in FY 2012-13 or before.



Available funds can be viewed by the new 42 agencies beginning in FY 2013-14.

When the office becomes one for FY 2013-14, the funds are also displayed as one.



Allocations can be viewed by Previous CCIS Office in FY 2012-13 or before.



Allocations can be viewed by the new 42 agencies beginning in FY 2013-14.

When the office becomes one for FY 2013-14, the funds are also displayed as one.


The bottom of the Available Funds page:

• Shows total amount available by Funding Program.

• Ignore these totals since this functionality is meant to assist Joinders.

• All funding transfer requests need to be initiated through the subsidy coordinator and require a budget revision.



Available funds Detail page – works the same way it does today.

Displays what CCIS / County Funding and Fiscal Year you are viewing.



Admin / FSS Budgets

Admin / FSS allocations and expenditures can be viewed by Previous CCIS Office in FY 2012-13 or before.

And, Admin / FSS allocations and expenditures can be viewed by the new 42 agencies beginning in FY 2013-14.


Admin / FSS Budgets

Fiscal Year 2013-14 budget categories changes:• OCC – Occupancy will be replaced

with FAC – Facility• OMB – Other-Memberships will be

replaced with OSD – Other – Subscriptions & Dues

Note:Both values will display in the Budget Category drop-down. Any information associated with the previous budget categories will be maintained.

Fiscal Year 2013-14 new administrative budget categories:• ITE – IT-Equipment / Hardware• ITS – IT-Software• ITO – IT-Other


Note:These values will display in Budget Category drop-down.

Admin / FSS Budgets

Fiscal Year 2013-2014

• Budgets must be established in PELICAN CCW before invoice generation batch on July 24, 2013.

• Budget revision templates will be issued through a Communiqué at a later date.


Admin / FSS Budgets

The Payments sub-system in PELICAN CCW will display CCIS Invoices based on the fiscal year selected.


CCIS Invoicing


CCIS Invoicing

For the two new consolidated Offices in Allegheny and Philadelphia. There will be two CCIS invoices displayed per month for FY 2012-13.

• However, the payment sent from the Commonwealth will roll the separate invoice into one direct deposit payment.

The Director can view the amount received for each county by viewing the actual invoice totals.


For the new consolidated Allegheny and Philadelphia offices, the Previous Office drop-down box is available.• Use this box to separate invoices

between offices for FY 2012-13.

Note: Important to assure the correct personnel process the June 2013 attendance invoices.

CCIS Provider Attendance Invoicing


For Fiscal Year 2013-14, there will be one invoice for all providers in the new Offices:• Allegheny – North and South• Philadelphia – South and West

CCIS Provider Attendance Invoicing


Office Set-Up




Alert Searches

Transferring Cases





Reports


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Reports

Following reports are requested at the Contract level:

• RE417 – Payment Recap Report• RE410 – CCIS Remittance Advice• RE703 – Paid Invoice Extract• RE106 – SAP Coding Form Report• RE107 – Cost Function Report• RE704 – Pending Invoice Extract

Note:To generate the above reports for FY 2012-13 or before, select the appropriate Funding Fiscal Year.


87CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

Reports

For the new consolidated Allegheny and Philadelphia offices, the system will generate a separate report for each Previous Office, whenever a report is requested for FY 2012-13 or before.


Reports

CCIS: Ctr City & S Philadelphia

CCIS: W And SW Philadelphia

Each report will give totals for the previous CCIS office.


Timeline

Training – Ongoing through June 28, 2013.

June 22, 2013 – Conversion and Fiscal Year Roll-Over.

June 24 - June 28, 2013 – Blackout period .

• Only approved CCIS offices.

July 1, 2013 – New CCIS structure is effective.

“c-” accounts can be used to access CWOPA email until August 31, 2013.

New “b-” accounts will be used to access PELICAN CCW starting June 22, 2013.

The Help Desk will be available to assist with any system questions as necessary.

• Call – 1-800 –349-0471


Available Resources

QUESTIONS?


CONTACT SHEET

Gabriel Day

Technical Writer

[email protected]

Jennifer Szelewa

Business Analyst

[email protected]


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Public Consulting Group, Inc.2040 Linglestown Rd. Ste 201, Harrisburg 17110

www.publicconsultinggroup.com

ccis consolidation pelican ccw changes allegheny n/s and philadelphia s/w june 2013

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