Action Memo: Electronic Document Pilot

Summary:

Effective 11/17/11, the Will and Humboldt FCRCs will begin an electronic document pilot. The purpose of the pilot is to begin establishing an electronic case record and reduce the amount of paper that is currently generated in the FCRCs.
During the pilot three system generated forms will be electronically saved and stored for viewing. The three documents are the;
- Form 2378C, Final Combined Application Form (CAF), in the Automated Intake System (AIS),
- Calculations in AIS and the Automated Case Management System (ACM), and
- the system generated Form 514.
The CAF, CALCS, and 514 are no longer printed in AIS/ACM. Instead they are saved electronically to Content Management. So when staff access Option P or C in AIS or print in ACM they are actually saving the documents to Content Management.
Do not print the Final CAF or Calculations from Content Management to include in the paper case record. Only print the Final CAF or Calculations for an appeal or an external audit. Staff can view the final CAF and Calculations in Content Management.
Staff must continue to print the Screening CAF and signature pages in AIS.
ACM calculations and Form 514 in ACM are not automatically saved by the system. Staff must continue to submit a print request by using the appropriate function key. Once the print request is submitted, the documents will be saved instead of printing.
Once the documents are stored, FCRC staff statewide as well as other central Human Capital Development (HCD) staff including auditors, trainers, and Quality Control reviewers will be able to view and print the documents.
After the pilot is ended, the remainder of the state will be rolled out in phases by node.
To access and log on to Content Management from the HCD home page on OneNet, select the Content Management link. On the Login Screen, type in the RACF User ID and Password (same used to access Seagull) and click the Log In button.