Title IV E Provider Invoicing SystemTitle IV‐E Provider Invoicing System

Phase I ‐ System Navigation and Process Flow

System Development Provided in Partnership by:City of Philadelphia Department of Human Services

Commonwealth of Pennsylvania DPW/OCYFyPublic Financial Management, Inc.

Sherpa Government Solutions

Overview: Phase I Objective

About the Application

• The IV-E application is a

Objectives: Phase I

Collect information from pro iders

Objectives: Phase I (continued)

Create a technical frame ork andThe IV E application is a public website that will allow agency providers the ability to report information to DHS

i th l t

• Collect information from providers about locations and services.

• Analyze and integrate provider data into a new “provider code”

• Create a technical framework and website to collect monthly information from providers concerning placements

concerning the placement of children in their care.

• The functionality of the website is expected to

pformat that identifies a single location, service, and rate structure.

• Cleanse information in legacy

• Opportunity for productivity gains leveraging the organization of electronic information.

• Platform for future expansion ofpevolve as challenges with the integration of the newly collected information with existing DHS systems are

• Cleanse information in legacy systems at DHS

• Establish a DHS unit to support the continued maintenance of

• Platform for future expansion of services

DHS systems are understood and resolved.

information

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Overview: Phase I Objective

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Website Access: System Capability Recommendations

For the best experience using the Title IV-E Provider Invoicing System DHS recommends the following:

• PC running Windows XP with service pack 2 or Vista

• Minimum of 512 MB of RAM

• Screen resolution of 1024 x 768

• High speed internet connectivity, with a minimum of broadband speed

• Internet Explorer version 6 or higherInternet Explorer version 6 or higher

• Microsoft Office 2003 or 2007 with Excel and Access (optional)

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Website Access: Logging into the DHS Extranet Portal

The Title IV-E Provider Invoicing System will be accessible as an application within the DHS Extranet Portal at https://dhsweb.phila.gov/DhsExtranet/Default.aspx

Contact Us:For assistance, providers can follow this link to acquire DHS contact information.

User ID / Password:Agencies will need to obtain these for each user they intend to give access to the system.

Password Support:If a password is forgotten or

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If a password is forgotten or compromised, providers may seek support through this link.

Website Access: Navigating through the DHS Extranet

The DHS Extranet offers a variety of resources to providers, including the Title IV-E Provider Invoicing System.

Information Update:Providers are encouraged to keep their contact information up-to-date

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Reports Posting Section:Agency reports will be posted hereMenu System:

Applications and other resources are accessible through the menu system

Website Access: Accessing the Title IV-E Provider Invoicing System

By selecting “Online Applications” in the Main Menu, providers will be directed to a page where they can access the Title IV-E Provider Invoicing System

Main Menu:Select Online Applications to access page with link to the new invoicing system.

Application Link – Single Sign on Support Providers do not have to relogin to the application!

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Providers do not have to relogin to the application!Security information passed forward to the IVE application seemlessly

The Application: Views of the Main Screen

Flexible Column Grouping:Providers can sort invoice headers andProviders can sort invoice headers and detailed records by all column headings. To do this simply click and drag the heading into the top row.

Detailed Records:Once an invoice is selected, this section is

l t d ith d t il d li t f ll th

Invoice Headers:This sections provides a listing of all current and past invoices.

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populated with a detailed list of all the child records submitted within the selected period.

The Application: Adding a New Invoice Header

Invoice Information:Invoices are tracked by month and year. Providers will be asked to set up a new invoice header for each new submission.

Provider Comments Box:Providers will have the ability to

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Providers will have the ability to apply a description to each new header as well as to enter free form comments for better recordkeeping.

Invoice Header: Detailed View and Action Buttons

Status:Providers can track the progress of their submission here

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Header Actions Buttons:These buttons are described in further detail on the following page

Invoice Header: Action Buttons

New Begin a new header by entering the required fields and saving the information. At the time of saving a uniquesystem generated header id value is created and connected to the header. This id field is also ties to each linerecord to establish the relationship to the line records.

Edit The user will be allowed to alter any information except the line id as long as the records has not beensubmitted. If the header has been submitted, the edit function will only allow the comments field to be adjusted.

Validate All of the system edits are executed against the information in the header and detail lines. The number oflines with errors and total errors are compiled along with an error report This action is only available on nonlines with errors and total errors are compiled along with an error report. This action is only available on nonsubmitted headers.

Submit All of the system edits are executed against the information in the header and detail lines. The recordspassing all edits are flagged as submitted. The lines failing the edits will be moved to a new invoice that will beautomatically generated if needed The result will be a ‘clean' invoice submitted and a secondary invoice that can beautomatically generated if needed. The result will be a clean invoice submitted and a secondary invoice that can bereviewed, corrected, and resubmitted. This action is only available on non submitted headers.

Import A facility that will be available to import line data from an external source. An Excel CSV file will be theinitially accepted format. The details behind this process will be provided in the technical section of this document.This action is only available on non submitted headersThis action is only available on non submitted headers.

Copy Forward A facility that will be available to take all of the line records associated with the selected headerrecord and automatically generate a similar header record with lines that are indicated as “remains in care”. Thisfeature will save data entry on future invoices by cloning information. The complete details on the logic for thisfeature are provided in the technical section of this document.

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feature are provided in the technical section of this document.

Delete The header and all associated lines for this invoice will be removed from the system. This action is onlyavailable on non submitted headers.

Invoice Header: Status

New Any invoice just created with a New action or copy forward will have the status of NewNew Any invoice just created with a New action or copy forward will have the status of Newuntil something is changed on the records.

Draft The Draft status will convey that the invoice is being worked on by a provider. All actionsare available to modify the invoice.

Submitted The invoice has been submitted. All valid records are in a Submit status and canonly be modified via special action. Invalid records at the time of submission are copied to anew invoice for analysis.

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Detailed Records: View of Fields

Fields:These are the key fields that make the invoice

Case Number:To ensure safety and privacy of information, case numbers are

Provider Codes:For ease of use, provider codes are presented in a combination box with a sort feature.information, case numbers are

not searchable.

Inferred Information:Once information is inp t abo eOnce information is input above, provider and child data will be inferred. It is the providers responsibility to review this inferred data for accuracy and to report inconsistencies.

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Detailed Records: Action Buttons

Add Begin a new detail line by entering the required fields and saving the information. At the timeof saving a unique system generated line id value is created and connects the detail record to theheader. Inferred data will be populated at that point in time with the latest version of the recordavailable. Line level edits are executed to ensure the data entered is valid.

Edit The user will be allowed to alter any user controlled fields as long as the records has notbeen submitted. If the header has been submitted, the edit function will only allow adjustments tocertain fields supported by the adjustment process detailed in the system flow section. Line levelpp y j p yedits are executed to ensure the data entered is valid.

Refresh All of the system inferences are rerun to repopulate result fields from the base sources.

Active Flag Line level records can be marked as inactive or active Active lines are the defaultActive Flag Line level records can be marked as inactive or active. Active lines are the defaultvalue and indicate the record is to be considered for processing. All inactive lines are ignored andfunction as a logical delete. If the invoice is submitted, inactive lines copy forward to the nextinvoice along with remains in care candidates and lines that generate errors.

Review Flag Identify that a record requires review Use the comments section to build up theReview Flag Identify that a record requires review. Use the comments section to build up thereasoning.

Delete The detail line is removed from the system. This action is only available on nonsubmitted headers.

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Line Status

Draft The draft status will convey that the invoice is being worked on by a provider. All actionsDraft The draft status will convey that the invoice is being worked on by a provider. All actionsare available to modify the line. The line is currently valid and passes all edits.

Rejected One or more edits have failed. Unless corrected, the line will remain rejected andcopy forward to the next invoice if the header is submitted.

Valid The contents of the detail record have passed all edits during a validate action.

Review Requested A user controlled setting that flags a record as required assistance fromDHS concerning a issue. The user may place the details of the problem in the commentssection.

Submitted The invoice has been submitted. All valid records are in a submit status and canonly be modified via special action. Invalid records at the time of submission are copied to anew invoice for analysis.y

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Contact Information

Functional / Data:Functional  / Data:Carolyn Pownall, DHS(215) 683‐6056  carolyn.pownall@phila.gov

Nancy Hueber, DHS(215) 683‐6118nancy.hueber@phila.gov

Craig Meixsell DHSCraig Meixsell, DHS(215) 683‐4200 or (215) 796‐3362craig.meixsell@phila.gov

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