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IEDSS Knowledge ExchangeAgenda: Upcoming Release Schedule Summary of October Communications IBPs IEDSS Processes and Features Tips and Tricks Income-Excluding Payments Resource Assessment Lump Sums Training Questions?
What is IEDSS KX?IEDSS KX provides a forum for connecting stakeholders for knowledge sharing and collaboration at the individual, group, and organizational levelsEnable dialogue and connect stakeholders who might not otherwise have
the opportunity to interact, either as frequently or at all.
Provide a shared context for stakeholders to communicate and share information and experiences in a way that builds understanding and insight.
Stimulate learning by serving as a medium for authentic communication, mentoring, coaching, and self-reflection.
Capture and diffuse existing knowledge to help stakeholders improve their practice by providing a forum to identify solutions to common problems and a process to collect and evaluate best practices.
Introduce collaborative processes to stakeholders to encourage the free flow of ideas and exchange of information.
Help stakeholders organize around purposeful actions that deliver tangible results.
Generate new knowledge to help stakeholders transform their practice to accommodate changes in needs and technologies.
IEDSS Release 7plus upcoming releases
Upcoming Code ReleasesReleases are code drops in the system that enhance system functionality
Release 7.0(9/30)
Release 7.01(10/10)
Release 7.02(10/23)
Release 7.03(11/7)
Release 7.04 (11/12)
Release Summary Notes
and IEDSS Release
Summary Reference
Materials are saved in OPS.
Updates to release notes completed.
Updates to release notes completed.
Updates to release notes in
progress.
Updates to release notes in
progress.
Summary of October Communications
IEDSSBeat: Go Live Go-To'sBe a Detective
IBPs
Forward Perspectives
News on our IBP resources
Investigate the issues, maximize your success
Clear your internet cache/delete temporary internet files
Reference the Interim Business Processes (IBPs) Search additional reference materials Work with your Site Support Team
New IBPs Retired IBPs
Over 40 previous IBPs and Change Requests have been updated with our latest releases! This new IBP list is in progress and will be available soon.
We hear you and are working on these issues These changes are for the better No system is perfect, we are trying to get there We are doing this for our clients
Key themes to keep in mind
Tips and tricks to keep you equipped through Go-Live
Congrats on being Live for 21 days, Wave 1 and 176 days Pilot!
Are you staying updated on the newest IBPs? Check your resources frequently for the latest changes to save you time later!
Did You Hear?
Updates to two of our reference materials will be available in OPS! Please reach out to your SEM for
any questions. FIAT Determining Appropriate Case Action
SNAP
IEDSSBeat: Release 7.0 Updates
Improvements
FixesMedicaid
Gateway to Work Other
Please reference OPS Section 1.16.1.2.04 for complete release notes and remember to contact your SEM for questions.
OperationsWhat's New?
Effective 1/1/20 SNAP eligibility is possible for those who have been convicted of a
drug felony
Updated Medicaid Coverage Closure
Procedure for Former Foster Children
Additional Fields Added to Page: Pre-Suspension Success
Indicator/Score, Final Referral Status
DFR Staff can Update Providers within the Participant/Provider
Management Module
Application Disposition Summary Report can be Filtered
by Region
Pre-Hearing Conference Outcomes can be updated more
than once every 3 hours
Redetermination Lifecycle Dashboard
Updated
Time Stamp Added to Case Notes
Workers to Return to Summary Page after
Data Collection (Regardless of Case
Mode)
Pregnancy End Dates to Populate if
Provided on App
Override County on Reg App, Data Collection and
Create/Maintain Appeal Pages
Spanish Applications defaulted to Spanish
Language and Queues
Issuance History for Medicaid Card Issuance
has been added to Health Coverage
Replacement Card Page
Workers may process Case Changes in Redetermination
Period
Workers should search for Providers and update, if needed,
rather than duplicating the Provider
Pending Taskwork Pop-Up will Automatically Populate Associated
Number in Reference Number Field
Within the Fair Hearing module, OHA staff are
now able to print a cover sheet from the
Right Menu
Recent History updated as full-page
with additional record viewing
options
Workers can now enter a SSN that
starts with a ‘0’ on the Interface Match
Summary Page
Some system errors when running ‘Wrap Up’ have been fixed
SNAP cases should no longer fail when
Verifications are updated after the
Verification due date
Incorrect penalty dates populating on cases has been fixed
AJS Appointments getting cancelled and TANF getting denied
when case has an existing sanction has
been fixed
Issues with Medicaid cascading to the correct category have been fixed
Upcoming Releases
Release 7.0: 9/30/19Release 7.01: 10/10/19Release 7.02: 10/23/19Release 7.03: 11/7/19Release 7.04: 11/12/19
Each release will have associated release notes. Please contact
your SEM for more information.
IEDSSBeat: Release 7.01 UpdatesFixes
Please reference OPS Section 1.16.1.2.04 for complete release notes and remember to contact your SEM for questions.
On some cases eligibility was continuing to pend for
citizenship verification after interface verified. This should no longer
occur.
Conversion will no longer convert cases with an
appeal that is suspended, as that case is still being processed in the legacy
system.
SNAP benefits will now be denied if the person is still receiving verified
SNAP out of state benefits.
Some situations where the case or program status was incorrect has been
fixed.
On some cases, Medicaid Eligibility was not correctly
cascading to another category when the individual was
marked as Family Planning = "yes". This has been fixed.
Restored HIP assistance will be fully opened if a pay record is found, instead of
forming a conditional approval.
Upcoming Releases
R 7.02: 10/23/19R 7.03: 11/7/19R 7.04: 11/12/19
Associated release notes will be provided by your
SEM.
Some cases were receiving an error when Child Support and
Alimony expenses were deleted and then added back.
This has been corrected.
The Authorized Representative / Legal
Guardian page will now allow legal guardians without any program questions selected.
The system will now allow a SNAP/CASH primary individual
if the person is deceased. Previously a validation was preventing this from being
allowed.
Some cases were stopped on the person demographics page
if the citizenship was previously interface verified,
this has been corrected.
Some documents were not being attached to IEDSS cases
due to a duplicate record indicator with an ICES
document. This has been corrected.
The system will no longer generate duplicate tasks for unable to schedule
Progress report interview.
Redetermination Complete status is now appropriately set after Redeterm closure.
On some Med Enrollment cases, other Health Coverage categories were added by the system after
Wrap-Up (EDBC). That will no longer occur – Med Enrollment cases may
only contain Med Enrollment categories.
HIP assistance will no longer continue to pend
when MAGI income is ended.
On the document search page, a new warning message is
displayed if the search results are over 100 documents,
prompting the worker to use additional search criteria.
Some ABAWD individuals that were previously disqualified
were determined incorrectly to be eligible in a future month.
This has been corrected, and all cases for this issue have been
identified and corrected.
On some cases, the failure reason on the correspondence
was for income exceeding limit, but the reason should be failure to provide verifications
for income. This has been fixed.
Some additional system errors when running ‘Wrap
Up’ have been fixed.
Some redetermination dates were being updated incorrectly
and this has been fixed. All cases having this issue have
been identified and fixed.
Changes have been made to no longer close the AG when Medicaid Mailer is received
after the Mailer Due date but prior to the last day of the redetermination month.
A correction has been made to Eligibility Determination so that the
no pay records for spouses are treated independently. EDBC will no longer close one spouse's HIP eligibility for the other spouse's
non-payment record.
Correspondences will now be sent to the facility address of
clients. This was only occurring individuals in
facilities other than nursing homes.
Workers can now update the Indiana residence question to "No" when previous info was
verified by Social Security Administration (SSA) based on
the address registered with SSA.
Changes have been made to no longer display the
Data Integrity error on the Finalize Eligibility page.
On some MASI cases, when a person moved from out of state
back to Indiana and reapplied, they were incorrectly denied for "Not an Indiana Resident", and EDBC was not cascading to other Medicaid Categories. This has been fixed.
Additional penalty date corrections have been
made.
IEDSSBeat: Release 7.02 Updates
Improvements
FixesPlease reference OPS Section 1.16.1.2.04 for complete release notes and remember to contact your SEM for questions.
What's New?A new role, Local Office Scheduler, has
been introduced to allow some workers to assist supervisors in the scheduling
availability for workers.
Additional columns have been added to the Task Management Dashboard. This will allow supervisors to select multiple tasks that are coming due, or overdue.
A new page has been introduced so that workers may override Liability details for
an assistance group. This page can be accessed from the left navigation on the
Eligibility Results page.
Two new manual tasks have been added: Verbal Voluntary Withdrawal Received-Review and Information request from
external party.
Appointments now may only be updated by workers that can schedule that type of
appointment. Specific buttons will be disabled unless your role is one that
should be updating that type of appointment.
A correction has been made where workers were getting an error on the
Wrap Up page for newborns indicating missing information for a month prior to
the child's date of birth.
A correction has been made where SNAP was incorrectly being determined as
expedited.
A correction has been made where a MA10 premium has been paid, but the ongoing months of eligibility were still
being showing as conditional.
A correction has been made for some situations where SNAP eligibility was pending on an ongoing case, but the
verifications were not received.
A change has been made so that Resource Assessment appointments may now be scheduled with a case number.
A correction has been made for a situation when there is an MA L closure, the worker is reverting to open, but the
system was not forming MA L.
A correction has been made where a HIP payment was made by the client, but ongoing months of eligibility were still
being shown as conditional.
A correction has been made so that workers will not get an incorrect
overlapping aid error message at the Finalize Eligibility page.
A correction has been made on the Health Coverage Replacement Card page to always show the most current address
of a client.
A correction has been made to show an error message (instead of a system
exception) when there is a data issue on the income pages for a person in the
case.
A correction has been made for a situation where Medicaid continued to
pend, when only one retro month verification was not received from the
client.
A correction has been made so that IMPACT workers may add a good cause to the AJS non-compliance, and the system will no longer fail the client for the AJS
non-compliance.
A correction has been made for a situation when there is a Health Coverage
reapplication, and the retro months of income were being calculated as an averaged amount instead of actuals.
A correction has been made to send only one Summary of Eligibility (SOE) notices
when authorizing during a redetermination. Previously multiple
SOEs were mailed.
A correction has been made for some rare situations where a drug felon was being included in the SNAP assistance
group.
A correction has been made on the Summary of Eligibility notice. Previously
there were some instances of the information being incorrect and reported
by clients.
A correction has been made to invoke the work-number interface when a person is marked as applying for Health Coverage
on the Program Details page.
Release 7.03: 11/7/19
Release 7.04: 11/12/19
Each release will have associated release notes.
Please contact your SEM for more information.
Upcoming Releases
A correction has been made to allow a case to be invoked for redetermination
when appropriate.
Recent Interim Business Processes
Recently Added IBPs as of 10/31/19
IBP410: Self-EmploymentValidation occurs in Self-Employment records when owned jointly. Error received is “30032: Transaction failed! Data was updated or deleted by another transaction. Please refresh the screen and try again.
IBP431: HealthcareOngoing MAMA is pending for financial verification for husband on case.
IBP429: Redetermination MAPC is transitioning to MASP due to HIP lockout during redetermination.
IBP436: Suspend Status Client is incarcerated; system should allow worker to authorize benefits in suspend status.
IBP437: HealthcareMA 10 forming with no income
IBP438: Unable to OverrideUnable to use Override Reason-Benefits to be continued due to hearing.
IBP440: ResourcesResources counting incorrectly in the budget
IBP441: Error MessageError Message- Wrap up- Run eligibility screen 4031 FS program has already been approved for requested period.
Recently Added IBPs as of 10/31/19
IBP445: AJSTF denied due to failure to cooperate with AJS. Now the referral status is not changing and is still marked “Referred mandatory for TANF.” SNAP work registration status should be reevaluated.
IBP447: TANF AJS should not be scheduled for refugee but the impact should be seen as Referred.
For a full list of IBPs, please refer to section 1.16.1 in OPS for Interim Business Processes. Note: All Defects and Released defects are updated frequently.
Please continue to check and access your IBPs for the most recent information.
Retired IBPsBelow IBPs have been retired as their associated Defects/CRs were included in the release 7.02.0.0
ID Type Value TitleIBP402 Defect 160184 Unable to add TANF
person due to prior conviction
It has been determined that the system is working correctly and the defect has been cancelled with the following comment from App Team: "The individual had been convicted for manufacturing or distributing controlled substance, and hence they cannot be added even after 10 years of conviction."
IBP409 Defect 154120 Missing Verifications showing missing Information of Annuities Resource for both Wife and Husband.
It has been determined that the system is working correctly and the defect has been cancelled with the following comment from SIT Team: "Retested the scenario and it is working fine as expected, Wife is having unverified resource and husband has a verified resource after running the eligibility wife is pend as expected, hence it is not a valid defect."
IEDSS Processes & Features
#IEDSSTipsandTricksClearing the Cache
Clearing the cache in Internet Explorer can help solve some issues with IEDSS.
When getting 30005 Runtime Error at Initiate Data Collection, or when having issues searching, clearing the cache can help solve the issue.
1. Open Internet Explorer (if not already open)2. Press CONTROL + SHIFT + DELETE at the same time3. Select “Temporary Internet Files and Website Files”4. Make sure no other boxes are selected 5. Click the button marked “Delete”6. Close Internet Explorer
Income- Excluding Payments When you need to exclude a payment from the budget If a payment needs to be excluded from the budget, you will need to select a value from the “Reason to Exclude from Average” field in the worksheet. The reason that is selected in the table will not impact the budget. This can be used with any Income Type or Frequency. Example: • Overtime check• Income from snow removal in a heavy soon (doesn’t
represent “normal” average of income)• Client normally works 20 hours a week, but one week
(Christmas), client worked 60 hours so income was 3 times the norm
Please refer to your policy for more information.
For more information, please refer to the Income in IEDSS reference material.
Resource AssessmentHow to process a Resource Assessment (RA) 1. Once you realize, an RA is needed, you can stop the Data
Collection process and navigate to Application Registration to enter a new application for the RA. This application’s purpose will only be to compute the Resource Assessment. Document your T-Number
2. Navigate to Data Collection and select “Resource Assessment” as the case action for the RA application.
3. Complete the Data Collection driver flow which now includes the Resource Assessment Details page. Review the information and click COMPUTE. The system determines if the client qualifies for Health Coverage.
4. Once the system determines that the client qualifies for Health Coverage, you will navigate back to Data Collection and use the original case and select “Continue Previously Selected Action” as the case action.
Resource Assessment
For more information, please refer to Next Level Training and the RTC Special Activity.
5. Enter the information on the Living Arrangement/Domicile-Details page
6. The Resources that were entered in the RA will display in the Resources sub-module. You will continue through the Driver Flow and authorize the case.
• In IEDSS, when you process a Resource Assessment, you have two cases. One case to determine the Resource Assessment and the other where information is entered based on client information (the HC application)
• Do not associate the RA application with the RA HC application • The snapshot date is determined by the policy (the date client
moves into facility). This date determines your CSCD for the RA application and the RA HC application
How to process a Resource Assessment (RA)
Bonus Lump Sum Payment Entering a Bonus as a Lump SumSteps in IEDSS to enter a lump sum for a bonus:
1. Navigate to the Data Collection module2. Click on Income to access the Income
sub-module 3. Navigate to the Earned Income-Details
page and fill in dates accordingly based on your case.
4. Select BONUS from the drop-down in the Type field.
5. Select One-Time Only for the Pay Frequency Field.
6. Enter final pay amount and Final Payment Date.
7. Fill out required information in the Employer Information section. Click NEXT.
8. The worksheet will auto-fill with month begin/end date. Click BUILD WORKSHEET.
9. Enter in Bonus information for client and click outside of the table.
10. Click CONTINUE. Please refer to your policy for more information.
Severance Pay Lump Sum Payment Entering Payments: Severance Pay Unlike traditional income, severance pay is a lump sum payment. Any lump sum payment will require an individual worksheet for that payment.
1. To enter the severance pay, navigate to the Income submodule in the Data Collectionmodule.
2. If the employment income has been entered previously, go directly to the Earned IncomeLUW. If no employment income has been entered previously, first, go to the Income Questions page and select “Yes” to the question about Earned Income before proceeding to the Earned Income LUW.
3. On the Earned Income – Summary page, click “Add Employment” to add the severance pay as a separate income.
4. On the Earned Income – Details page, select the individual who received the severance pay from the dropdown.
5. Enter the dates to match the information given by the client.6. Select “Wages/Salaries” as the type of income.7. Select “One-Time Only” as the Pay Frequency.8. Select “Yes” for the question “Has this employment been terminated or is employee on
strike?”9. Select “No” for the question “Was there a voluntary reduction to less than 20 hours per
week (TANF related)?”10. Select “No” for the question “Was there a voluntary reduction to less than 30 hours per
week (SNAP related)?”11. Enter the severance pay amount as the “Final Pay Amount.”12. Enter the date the payment was received as the “Final Payment Date.”13. Enter the employer information in the Employer Information section.
Please refer to your policy for more information.
Severance Pay Lump Sum Payment Entering Payments: Severance Pay 14. Click “Next”.15. On the Earned Income – Payments page, enter the Worksheet Start and Worksheet End
dates to match the month in which the severance pay was received.16. Click “Build Worksheet.”16. Enter the amount of the severance pay in the Earned Income Worksheet Details
section.18. Select “No” for the question “Was there a voluntary reduction to less than 20 hours per week (TANF related)?”19. Select “No” for the question “Was there a voluntary reduction to less than 30 hours
per week (SNAP related)?”20. Enter the severance pay amount as the “Final Pay Amount.”21. Enter the date the payment was received as the “Final Payment Date.”22. Enter the employer information in the Employer Information section.23. Click “Next.”24. On the Earned Income – Payments page, enter the Worksheet Start and Worksheet
End dates to match the month in which the severance pay was received.25. Click “Build Worksheet.”26. Enter the amount of the severance pay in the Earned Income Worksheet Details
section.27. Select “Actual” in the drop down for “Actual/Anticipated.”28. Enter “0” as the number of hours worked.29. Select the applicable kind of verification from the drop down.30. Select “No” for “Did the client request their income to be averaged?31. Click Continue.
Please refer to your policy for more information.
Training
Upcoming Training
5 Day Eligibility Training:
11/12Fort Wayne
5 Day Eligibility Training:
11/12Marion
5 Day Eligibility Training:
11/12New Castle
For more information on upcoming training sessions, please reach out to Janet Sanford and Monique Prezzy.
