Alerts

Created on: 
Nov 15 2019

Online Processing

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What are ACES Alerts?

The ACES Alerts are automated reminders, and interface matches from outside agencies, notifying users that action on a case is required. The alert function gives a due date for the required action, tracks completion of the alert, and dispositions certain alerts when the action is completed.

Alerts generated for any active assistance unit member are associated to the head of household client ID.

A summary of all alerts by user and by AU are also available.

For a closed case there is one user who owned the case when it was last active. This user is called the "user of record". If the user of record has been suspended from using ACES, alerts for cases still assigned to that user will transfer in overnight batch to the supervisor of record.

For a list of ACES alerts, see Alert Codes & Code Descriptions.

What are Alert parameters?

See Parameters.

Online Processing

Who can delete alerts on the Case Actions Page? 

Only workers with Interview security access have the ability to disposition the alerts displayed on the Case Actions page.

The following error message displays if a worker without the appropriate security access attempts to disposition an alert:

  • SECURITY VIOLATION: You are not authorized to access the resource you have requested

What alerts display on the Case Action Page? 

All pending alerts display. Workers can view the alert type details and if appropriate delete the alert.

How do I view the alert details?

Click on the alert code to view the alert details.

NOTE:  If it is a two-tier alert, the second tier information can be accessed using ACES Mainframe.  For more information, see How do I access two tier alerts?

How do I delete an alert? 

To delete an alert, click the check box.

When will deleted alerts be removed form the Case Actions page?

Dispositioned alerts are removed from the Case Actions page during overnight batch processing.

Mainframe Processing

How do I access Alerts from the Alerts Submenu (BMEN)?

To access alerts from the BMEN take the following steps:

  1. On the BMEN screen enter the appropriate Option A-F in the Selection field.
  • On each of the following screens, there is an S  - Selection field on the far left of the screen.
    • B - ALPR  Priority Detail List
    • C - ALDD Due Date Detail List
    • D - ALCA Household Case View List (Enter CLID or AUID)
  1. In the S field enter the appropriate option by pressing <F1>.
  • See <F2> help for more information.
EXAMPLE: To update a case from Alerts: 1. Enter [R]- Interim/ Hist Change- in the S field and press <F15> and the ADDR screen displays for the ongoing month. 2. Make updates and commit the data. See table below for screen examples and complete information on each option:
BMEN options

Option A

See Alerts – Create User Generated (ALUG)

· Create user-generated alert.

· No entry other than [A] is required.

· The ALUG screen displays.

Option B

See Alerts - Priority Detail List (ALPR)

· View alerts in priority order, highest priority will appear first.

· No entry other than [B] is required.

· You can enter [specific alert code number] in the Alert Code field and / or [a date] in the From Date and To Date field, to narrow down the search.

· The ALPR screen displays.

· Only alerts with the specified code and / or date range display.

Option C

See Alerts – Assistance Unit Due Date Detail List (ALDD)

· View alerts in due date order, from oldest to most current.

· Enter [a specific alert code number] in the Alert Code field and / or [a date] in the From Date and To Date field with Option [C].

· The ALDD screen displays.

· Only alerts with the specified code and / or date range display.

Option D

See  Alerts –For Household Composition View (ALCA)

· You must enter a CLID in the Client ID field or an AUID in the AUID field when entering option [D].

· Alerts display for the Client ID or the AUID requested.

· Alerts for related household members and related assistance units are also displayed.

Option E

See User Alert User Alert Summary List (ALUS)

· The ALUS screen displays.

· View a list of alerts by summary group.

· The alerts are grouped by type. (See <F1> help for types).

· In the COUNT column the number of alerts:

  • Pending displays on the first line;
  • Overdue displays on the second line;
  • Due within seven days displays on the third line.

Option F

See Alerts - Supervisory Alert Summary List (ALSS)

· The ALSS screen displays.

· Alerts are listed in the same format as for Option [E] but show all users in the unit.

· Supervisors use this option to view alerts for their unit, and can determine what work is due or overdue.

How do I access the Alerts for Household Composition (ALCA) screen?

Users can access the ALCA screen from BMEN or from within a client’s case.

  • Alerts are arranged in alphabetical order (by household member last name).

To access the ALCA screen take the following steps:

  1. From the BMEN, enter Option D - Household  Household Case View List in the Selection field.
  2. Enter the [AUID] or the [CLID] in the AUID or Client ID field.
  3. <TRANSMIT> and the ALCA screen displays.
  • Alerts display for any person who has been in the assistance unit within the last 6 months.
  1. <TRANSMIT> until you are taken back to the BMEN screen.
  • Do this to ensure you have reviewed alerts for all other household members’.

How do I access the Alerts for Household Composition (ALCA) screen from within a case?

The ALCA screen displays when the user presses the <F6> key from any assistance or client level screen.  

NOTE: Users are able to transfer alerts, create alerts, and disposition alerts from within a case by pressing the <F6> key. This will take the user to the ALCA screen.

The ALCA screen automatically displays before the VERF screen or after the ELIG screen when the following conditions are met:

  • The user is in Option R - Interim History Change for the ongoing benefit month or Option O – Interview when a related active AU exists.
  • Changes are made that impact the client’s eligibility.
  • The ALCA contains alerts that have not been dispositioned.

What are user generated alerts?

Alerts 450-USER GENERATED ALERT and 451-WORKFIRST CASE MONITORING DUE are the only alerts that are user generated.

  • Alert 450 is a user generated alert for general purposes. The user can set the alert to be sent to themselves to act as a tickler or reminder, or it can be sent to another user who has an assigned ACES user ID and can access ACES.
  • Alert 451 is a user-generated alert that reminds case managers that case monitoring is due.

Where are user generated alerts created?

User generated alerts are created on the ALUG screen, which can be accessed from:

  • BMEN – Option D - Household  Household Case View List ; or
  • The DONE screen by selecting an AU and pressing <F14>.

The alert is generated and available immediately on-line for the date requested, including the same day.

How do I create a user generated alert?

To set a user generated alert:

  1. On the ALUG screen, enter the required fields:
  • To User field:  Enter the [ACES user ID].
  • Alert Code field:  Enter [450] – User Generated Alert or [451] – User Generated Alert-Case Processing Due.
  • Message Code field:  Enter [the message].
  • Display Date field:  Enter [the date you want the message to display].
  • Due Date field:  Enter [the due date].
  • HOH CLID or AUID field:  Enter [the HOH CLID or AUID so the alert is associated with an AU or client].
  1. <TRANSMIT> to commit the data.

The From User field defaults to the user ID of the alert sender, which is also the user that is logged into ACES at the time. The user ID is protected and cannot be changed.

The function keys at the bottom of the screen allow the user to use Name Inquiry <F13> to determine a client or AU ID, the File Inquiry <F14> to determine a user ID or to send second user generated alert <F15>.

How are alerts dispositioned?

Alerts that have been dispositioned can be viewed until they are purged from the system. Alerts are purged when the Month Begin job is run for the next month.

Alerts are dispositioned in one of two ways:

  1. Automatically by ACES when the appropriate action required by the alert is taken.  
EXAMPLE: ACES AUTO dispositions ALERT 102-MEDS/MAA APP PENDING when the case is finalized.
  1. Manually by the user who takes the action.

How do I manually disposition an alert?

To manually disposition an alert:

  1. Complete the required processing identified by the alert and document the case action
  2. Enter [Y] in the D - Disposition field on the appropriate alert screen ALPR, ALDD, ALUS, or ALSS.
  3. <TRANSMIT> and the color of the alert changes to yellow and Edit 0019 - UPDATE COMPLETED SUCCESSFULLY  displays at the bottom of the screen.
  4. The alert is removed from the screen during overnight batch processing.
NOTE: If a user incorrectly dispositions an alert, it can be un-dispositioned by removing the [Y] in the disposition field on the ALPR screen the same day.

What is the Due Date Detail List (ALDD) screen?

The ALDD screen is accessed through Option C - Due Date Detail List on the BMEN.

Each alert’s due date is set by the user in a user generated alert or by the system based on the Standard of Promptness parameter.  For more information, see What are the current SOPs?

ACES displays the overdue alerts first. All other alerts display by due date in descending order.

Completing the From Date and To Date fields on the ALDD will display alerts for a specified period of time.

How do I access the Due Date Detail List (ALDD) screen?

To access the ALDD:

  1. From the BMEN enter Option [C] - Due Date Detail List in the Selection field.
  2. <TRANSMIT> and the ALDD screen is displayed.
  • If there are additional alerts a MORE indicator and page number displays in the upper right corner of the screen.
  1. <TRANSMIT> to view additional alerts.
  2. Press <F7> to view the previous page or enter the page number in the upper right corner.

What is the Priority Detail List (ALPR) screen?

The ALPR screen is accessed from BMEN.

The ALPR displays all alerts with the same alert code listed together. Within that grouping alerts are arranged with the earliest due date listed first.

How do I access the Priority Detail List (ALPR) screen?

To access the ALPR:

  1. From the BMEN enter Option [B] -  Priority Detail List in the Selection field.
  2. <TRANSMIT> and the ALPR screen displays.
  • If there are additional alerts a MORE indicator and page number displays in the upper right corner of the screen.
  1. <TRANSMIT> to view additional alerts.
  2. Press <F7> to view the previous page or enter the page number in the upper right corner.

What is the Supervisor Alert Summary List (ALSS) Screen?

Users with an ACES security profile of supervisor have access to the ALSS screen, which is used by supervisors to review the number of pending alerts for a unit, by summary group, and by user.

Pending alerts display by summary group with due now, overdue and due in seven (7) days displayed by user.

The ALSS screen is Inquiry only and cannot be updated.

How do I access the Supervisor Alert Summary List (ALSS) screen?

To access the ALSS:

  1. From the BMEN enter Option [F] – Supervisor Alert Summary List in the Selection field.
  2. <TRANSMIT> and the ALSS screen displays.
  • ACES displays MRUS (more users) if there are more users on subsequent screens.
  • Use the <F15> and <F16> keys to scroll through the users in the unit.
  • If there are additional alert groups the MORE indicator displays in the upper right corner of the screen.
  1. <TRANSMIT> to view additional alert groups.
  2. Press <F7> to view the previous page or enter the page number in the upper right corner.
  3. Supervisors can view a specific workers alerts by:
  • Position the cursor under the first letter of the user last name (second user line).
  • Press <F13> to go to the ALPR screen, or <F14> to go to ALDD screen. Press <F3> twice to return to the ALSS screen.

How do I transfer an Alert?

Alerts can be transferred when using one of the following options from BMEN:

  • B – Priority Detail List (ALPR) screen, 
  • C – Due Date Detail List (ALDD) screen, or
  • D – Household Case View List (ALCA) screen. 
  1. Enter [Y] in the S - Selection field next to the alert to be transferred.
  2. Press <F14> and the ALTR screen displays.
  • The case information displays on the screen, but is protected and cannot be changed.
  1. Enter the ACES User ID the alert is to be transferred to.
  • The DISPLAY and DUE DATE fields are enterable and can be changed before the alert is transferred.
NOTE: If the User ID is not known it can be found using Option H from the LMEN. See How do I Inquire on a Worker
  1. <TRANSMIT> and the alert transfers to the selected user.
  • When there has been a head of household change alert transfers will take place in overnight batch.

What are two tier alerts?

Alerts that have additional information are two tier alerts.

How do I access two tier alerts?

To access the second tier information:

  1. Enter a [Y] in the Select field next to the alert.
  2. Press <F13> and information on the second tier is displayed.

What is the User Alert Summary List (ALUS) screen?

The ALUS screen displays the number of alerts that are currently due, overdue, and due in 7 days by summary group.

The summary group codes are listed in numerical order.

The ALUS is inquiry only and cannot be updated.

How do I access the User Alert Summary List (ALUS) screen?

To access the ALUS:

  1. From the BMEN enter [E] - User Alert Summary List in the Selection field.
  2. <TRANSMIT> and the ALUS screen displays.
  3. If there are additional alert groups, the MORE indicator displays in the upper right corner of the screen.
  4. Press <F7> to view the previous page or enter the page number in the upper right corner.
  5. Press <F13> to go to the ALPR screen, or <F14> to go to ALDD screen. Press <F3> twice to return to the ALSS screen.

What do the different alert colors mean?

When viewing the alerts from options B, C, & D on the BMEN the colors provide information and change under certain circumstances.

  • The first day the alert appears on the detail listing, it is shown in pink.
  • After the first day, the alert is shown in light blue.
  • When the alert has been dispositioned, it displays in yellow.
  • Alerts the user has viewed in this session of the alert mode are white. The white is used to help the user tell which alerts have been worked during the session. It can also be used as a place marker to aid the user in returning to the previous alert line.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

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