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10/10/13

Summary

  • Effective 10/15/13, in order to be compatible with the new IES system, terminal entry cut-off for regular rolls is changing to one cut-off date each month. 
  • For all groups, the scheduled cut-off date for staff to use when processing cases is the same as the KidCare Schedule (normally around the 15th of the month). This date may vary due to a weekend or holiday.
  • All case actions processed by staff in IES, AIS, ACM and IPACS on or before schedule cut-off day will reflect in ACID (PF1) the next day (just like current processing).
  • IES has one monthly cut-off date to process for regular roll benefits.  Because our Client Data Base (CDB) can only run one schedule nightly, Schedules for Groups 00, 22, 01, and 03 will continue to run behind the scenes in 4 consecutive days.
  • Each month, only Phone System Interview (PSI) TA 02 registrations and all actions from IES (except regular roll actions) will be processed by the system on the 3 consecutive days after cut-off. 
  • Staff will also be prevented from entering case transfers (TA 40, TA 41, TA 42, TA 44, TA 45 and TA 46) on these 3 days.
  • All other cases actions will be held and released for processing on the 4th day. This includes expedited and initial month mercury SNAP approvals not issued through IES. For this reason, staff will not see an immediate update of their work in ACID for these cases. Do not resubmit work because you do not see an updated action in ACID.
  • See example for November 2013 FCRC Schedule of Authorization Due Dates and Availability Dates Chart (pdf). 
    • All groups, actions submitted by the 15th of October in IES, AIS, ACM and IPACS, viewable in PACIS the following day. These changes are effective for November 2013.
    • All case actions submitted after the 15th of October are effective regular rolls for December 2013.
    • Group 22, Group 01, and Group 03 actions submitted by staff between the 16th through the 18th of October, will be released and processed on October 21. Viewable in PACIS on the 22nd of the month.
    • Case actions submitted on October 21st  through the next terminal entry are processed daily and viewable in PACIS the next day.

Effective 10/15/13, in order to be compatible with the new IES system, staff have only one schedule cut-off date (terminal entry) to process regular rolls for all groups. The cut-off date is the same as the KidCare Schedule on the Schedule of Authorization Due Dates and Availability Dates, usually around the 15th of the month. The date may vary due to weekends and holidays. All cases processed by staff on or before the scheduled cut-off date will reflect in ACID (PF1) the next day.

How Does This Change Affect the Work Staff Do

  • Staff will continue to process cases daily by the one scheduled cut-off date to be effective for the next regular roll month. Expedited and initial month benefits may be issued at anytime during the month, but will be held if issued on one of the 3 days following cut-off, except in IES.
  • The new IES system has one monthly cut-off date to process regular roll benefits. Because our Client Data Base (CDB) can only run one schedule nightly, Schedules for Group 00, Group 22, Group 01, and Group 03 will continue to run behind the scenes in 3 consecutive days.
  • Each month, only the following case actions will be processed by the system on the 3 consecutive days following cut-off:
    • All actions from IES, except regular roll actions 
    • Automated Phone System Interview (PSI) TA 02 registrations
  • Staff will be prevented from entering case transfers (TA 40, TA 41, TA 42, TA 44, TA 45 and TA 46) on these 3 days.
  • All other cases actions in AIS, ACM and IPACS will be held and released for processing on the 4th day. This includes expedited and initial month mercury SNAP approvals.  For this reason, staff will not see an immediate update of their work in ACID for these cases.  ACID will update once the case has been released and processed. To avoid duplicate issuances do not resubmit work.
  • See example for November 2013 FCRC Schedule of Authorization Due Dates and Availability Dates Chart. (pdf)
    • All groups, actions submitted on or before the 15th of October in IES, AIS, ACM and IPACS, viewable in PACIS the following day. These changes are effective regular rolls for November 2013.
    • All case actions submitted after the 15th of October are effective regular rolls for December 2013.
    • Group 22, Group 01, and Group 03 actions submitted by staff on the 16th, 17th and 18th of October, will be processed on October 21st . Viewable in PACIS on the 22nd of the month.
    • Case actions submitted on other work days are processed daily and viewable in PACIS the next day.
  • Each month, after the 3 consecutive days of processing, the system will go back to processing work daily and it will be viewable the next day.

Availability Date for Transitional SNAP (TSNAP)

Due to the elimination of Groups 4-9, the availability date for all new Transitional SNAP benefits issued as a result of a TANF cancellation for July 2013 and ongoing is changed to the 3rd of the month. The availability dates of TSNAP benefits already in active status prior to July 2013 did not change.

signed copy on file]

Michelle R.B. Saddler

Secretary, Illinois Department of Human Services