FAMILY INDEPENDENCE ADMINISTRATION James K. Whelan, Executive Deputy Commissioner

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1 FAMILY INDEPENDENCE ADMINISTRATION James K. Whelan, Executive Deputy Commissioner Jill Berry, Deputy Commissioner Office of Program Support Stephen Fisher, Assistant Deputy Commissioner Office of Procedures POLICY BULLETIN #15-85-SYS SNAP POS RELEASE NOTES VERSION Date: September 22, 2015 This procedure can now be accessed on the FIAweb. Subtopic(s): POS This policy bulletin is to inform Non Cash Assistance Supplemental Nutrition Assistance Program (NCA SNAP) Center staff that the latest version of the Paperless Office System (POS) migrated to production on September 28, Descriptions of the changes can be found in Version (Attachment A). These release notes can also be found on the HRA Intranet at: Effective Immediately Attachment: Please use Print on Demand to obtain copies of forms. Attachment A Version HAVE QUESTIONS ABOUT THIS PROCEDURE? Call then press 3 at the prompt followed by 1 or send an to FIA Call Center Fax or fax to: (917) Distribution: X

2 These Release Notes contain descriptions of changes in Supplemental Nutrition Assistance Program POS Release scheduled for September 28, These have been distributed via HRA . If you would like to be added to the distribution list, please contact Sandra Hilton. These and prior Release Notes may also be found on the HRA Intranet at Table of Contents 1. Disaster SNAP for Person with Disabilities (PD)- HRA SNAP Outreach New Disaster SNAP and Disaster SNAP Household Windows POS Data Entry window for DSNAP PD TAD Business Rule Updates Case Search by Confirmation number Automation of Electronic Document Submission Report CNS Button Functionality Update Updated CNS General Telephone Number SNAP Recertification log updates E-Forms Reminder: Page 1 of 14

3 1. Disaster Supplemental Nutrition Assistance Program for Persons with Disabilities (D-SNAP PD)- HRA Outreach SNAP Intake Beginning in Sept 2015, HRA (Human Resources Administration) will present a media campaign announcing the D-SNAP PD for those New Yorkers with disabilities who lived in the targeted ten full zip codes and two partial zip codes and was directly affected by Superstorm 'Sandy. Individuals and disabled individuals who were unable to apply for these prior benefits (DSNAP) will have an opportunity to apply for these SNAP (Supplemental Nutrition Assistance Program) short-term benefits. He/she will also be able to request a home visit to assess their D-SNAP PD eligibility if he/she is unable to come to the designated SNAP centers to start the assessment process for D-SNAP PD eligibility. POS (Paperless Office System) has been updated to reflect this new initiative for a limited time during the month of October including all requests for home visits to be made by October 25, The D-SNAP PD benefit period is October 27, 2012 through November 25, D-SNAP PD applications will be accepted at five designated locations sited near the ten complete and two partial Zip codes which include Coney Island, Clinton Hill, Union Square, the Rockaways, and Staten Island. HRA staff will review applications and conduct eligibility interviews with D-SNAP PD applicants and IREA (Investigation, Revenue and Enforcement Administration) fraud investigators will perform secondary interviews for required applicants. The D-SNAP PD POS activity flow has the following windows: Adults in Household Children in Household Home Visit and IREA Referral Determination Address Information Additional Suffix Level Data Register D-SNAP: Application The following windows are not displayed for disaster SNAP cases: Language Tracking Food Stamp Household Composition Scanning POP-UP Message Updates to Adults in Household and Children in Household windows Current Adults window for DSNAP Page 2 of 14

4 Current Children window for DSNAP Updates to Address Information POS displays 3 (three) addresses (residential, mailing and residential at the time of the disaster) and has added a Verify Zip button that runs the address collateral to confirm the zip code at the time of the disaster. Residential Address at Time of Disaster A new section in the Address Information window for the residential address at the time of the disaster. This field must include the same address fields as the Present Address (Residential Address) section: Page 3 of 14

5 House No Street Direction Street Name Street Type Apartment Number City State Zip Code The Worker must click the Verify Zip button to match the address and zip code in the HRA Outreach Intake activity against this address for D-SNAP PD cases. New Home Visit and IREA Referral Determination Window Window section: Home Visit The new window will include two new questions for the home visit determination: Did the applicant request a home visit? If staff clicks Yes for this question and the home visit has not taken place, the case will be scheduled for a home visit at the end of the activity. Was the home visit completed? If staff clicks Yes for this question, he/she will be able to register the case in WMS. If staff clicks No, he/she will not be able to register the case. If an appointment must be booked, then it will be completed from the Application Submission window, once the center is selected. If the appointment was already booked, staff will only be able to suspend the activity. Page 4 of 14

6 Window section: IREA Referral Determination The window will also include a section to determine whether a referral to IREA is needed for D-SNAP PD. Five triage questions will appear. If any of the questions below is marked as Yes, then the Outcome field will indicate that a referral to IREA is required: Were you employed by the Human Resources Administration (HRA) or the Office of Temporary and Disability Assistance (OTDA) during Hurricane Sandy? Are you currently employed by the Human Resources Administration (HRA) or the Office of Temporary and Disability Assistance (OTDA)? Were you homeless during Hurricane Sandy? Do you have proof of your address during Hurricane Sandy such as a lease or utility bill? During Hurricane Sandy, did your Household have 7 or more members for whom you plan to apply? Otherwise, it will indicate that a referral is not required. Updates to Application Submission/Register DSNAP Application window The window displays the Register DSNAP Application or Schedule Home Visit. The Application Submission window will add the menu of all D-SNAP PD centers, remove the menu of home centers and update the text of the submit button to Register the Application. DSNAP PD Application window The case will be registered in WMS (Welfare Management System) under the center of the user, if the user is in one of the D-SNAP PD centers if the center is selected by the user, or if the user is in the D-SNAP TIPS center or part of the HRA Info line. Page 5 of 14

7 Scheduling of appointments for home visit cases If the applicant requested a home visit and the home visit has not taken place (see Home Visit and IREA Referral Determination window for questions), then the case will not be registered, the Register the Application button will be disabled and a drop-down menu will appear listing the D-SNAP PD centers. The center covering the zip code from the address at the time of the disaster (if any) will be pre-selected, but staff can change the selection. Once the center is selected, POS enables a new Schedule the Appointment button. When this new button is clicked, the CBO/E-App SNAP application appointment scheduling interface (Appointment Calendar and Appointment Conformation) will open with the Telephone Interview indicator pre-set to Yes and the case marked as not expeditable. Slots will be available for each D-SNAP PD center. Once the appointment is scheduled, the HRA Outreach SNAP Intake will be suspended and placed in a new queue to await registration. The queue will have a personnel ID of DSNHV plus the center ID of the user, i.e. DSNHVF94. Appointment Scheduling Window The Appointment Scheduling window will open for selection of the appointment. Note: The Worker must be able to schedule a home visit appointment on the weekend and on a holiday. Page 6 of 14

8 Scheduling of Home Visit Appointments for DSNAP PD 2. New Disaster SNAP and Disaster SNAP Household Windows The new D-SNAP PD window will include a new fill-in box for the employer name, address and phone. Page 7 of 14

9 After the Worker enters in the resources and expenses he/she will select Next to go to the following window to determine if applicant is eligible or needs to have a secondary IREA assessment completed to determine DSNAP II eligibility. POS users will use the Run Clearance button in the Disaster SNAP Household window to trigger the call to LexisNexis. LexisNexis will return a Pass or Fail for the information that was entered. If for any reason a Fail is sent the case will require further review by IREA and will be automatically transferred to the IREA queue. The IREA worker will have access to the LEXIS_NEXIS web site to determine the reason why the case failed. If the Worker changes case composition through application modification and it modifies the amounts in the previous window (Disaster SNAP) or he/she changes the number of potentially eligible individuals in the Disaster SNAP Household window, POS will reset the DSNAP PD determination and the Worker will have to run the rules again. 3. POS Data Entry window for D-SNAP PD The D-SNAP PD application will be processed in a new activity which requires a notice to be given for acceptance or denial, and is called, Action taken on your Disaster SNAP Case (LDSS-4989)-. This new window will appear in the Notice Data Entry window. Page 8 of 14

10 The data entry window should only appear in the new Disaster SNAP activities for D-SNAP PD centers and will not appear in other POS activities. The form will be printed in the Print Forms window or via PTM (Print to Mail). 4. TAD Business Rule Updates POS has created new business rules to stop SNAP cases from being closed or rejected when there is a power outage. This following message will be implemented during these types of outages: This case should not be closed or rejected for failure to keep a scheduled appointment at Rockaway SNAP center on 6/27/2015 due to a power outage occurrence at the Center that day" POS has also created an additional business rule to stop SNAP cases from incorrect closings due to noncompliance during the period the POS system was down. The following message will be implemented: Page 9 of 14

11 This case should not be closed or rejected for failure to keep a scheduled appointment on July 20th or 21st due to the unavailability of POS Database on those days 5. Case Search by Confirmation number CBO (Community Based Organization) partners and SNAP applicants are encouraged to submit their application/recertification in the PC bank. When they submit their application on-line they receive a confirmation number for this submission. POS will update the Choose a Case screen with a search feature to access NYC confirmation number. 6. Automation of Electronic Document Submission Report SNAP implemented Easy Access Self Service Areas at various centers using the RightFax document handling features, a process which enables applicants/participants to use Multi-Function Printers (MFP) to scan their documents to a designated folder. This process avoids delays and expedites the document submission process. A new report has been designed to track the daily submission of these documents. This report will be viewed on Management Console under the Easy Access center selection. Click on the Tab with the name Electronic Document Submission to view this report. Page 10 of 14

12 Timeframe Selection The user is able to create the report of all cases that was scanned by the applicant/participant in the Easy Access Service Area using the MFPs. The timeframe filters are listed below: Timeframe Selection Today Yesterday Past 7 Days Past 4 Weeks A Month Specify Range 00/00/00 to 00/00/00 Today- retrieves scanned images where the scanned date = current date. Yesterday- retrieves scanned images where the scanned date = yesterday. Past 7 days- retrieves scanned images where the scanned date is last 7 business days. This is the default view for this filter. Past 4 weeks- retrieves scanned images where the scanned date is last 4 weeks. A Month- retrieves scanned images where the scanned date is within the selected month. The drop down menu will list the current month and the prior 12 months. Specify Range- retrieves scanned images within the selected range. This option will enable two date fields ( From, To ).The From and To fields cannot be in the future. The date entered in the To field must equal or be after the date entered in the From field and must be at least one day earlier then the system date. The date entered in the From field must be equal to or prior to the date entered in the To field. Page 11 of 14

13 Area Filter Selection The Worker should be able to create the report of scanned documents using the following filters: City-Wide- This will be a default selection. This option is to display the images from all EDS scanners City-wide. City-Wide needs will be the default view for this report. SNAP Only- This selection will display list of all open SNAP sites. CA Only- This selection will display list of all open CA sites. Import to Excel/Printer This report can be saved in EXCEL format and can also be printed with all selected filters and display columns. 7. CNS Button Functionality Update POS has updated the SNAP POS CNS create functionality button to include the following rejection codes: N10- Rejection code to reject the SNAP suffix for Fail to keep activity. CNS will populate with the most recent appointment date. V21- Rejection code for failure to return documents. CNS will populate with the requested document from the Documentation Requirements and/or Assessment Follow-Up (W113K) form. When the ES (Eligibility Specialist) selects the create CNS button on the TAD window POS will create the CNS form for these codes. 8. Updated CNS General Telephone Number As requested, CNS Subsystem has been updated to reflect the new General Telephone number for the SNAP Centers listed below: New CNS Telephone Number S02 East End SNAP Center S13 Washington Heights SNAP Center Page 12 of 14

14 S14 St Nicholas SNAP Center S19 Waverly SNAP Center S20 Fort Greene SNAP Center S21 Williamsburg SNAP Center S22 Coney Island SNAP Center S26 North Brooklyn SNAP Center S28 East New York SNAP Center S40 Hunts Point SNAP Center S45 Concourse SNAP Center S46 Crotona SNAP Center S53 Queens SNAP Center S54 Jamaica SNAP Center Page 13 of 14

15 S79 Rockaway SNAP Center S99 Richmond SNAP Center This change has already taken effect as of 08/19/ SNAP Recertification log updates The SNAP Recertification Log has been updated to include the interview telephone number. 10. E-Forms The following E-Forms have been revised, updated or made: EXP- 76R Document Receipt FIA-1138, Do you have documents to submit to the HRA LDSS-4989, Action Taken on Disaster SNAP Case Reminder: Return to Interview Button POS has added a return to interview button in the case logon screen and the following activities: Application Modification Case Member Addition Page 14 of 14