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ACES Online

Revised April 21, 2008


Navigation on the screen

Search

Site Map

What is the aces.online Site Map?

How do I view the aces.online Site Map from the Welcome Back page?

How do I view the aces.online Site Map from any client or AU level page?

Spider Page

What is the Spider page?

How do I access the Spider page?

What information is displayed on the Spider page?

Letters

Confinement and Release

 

See Security for information on how to create a user profile which is required for access to aces.online.

 

Navigation on the screen

There are a number of ways to scroll down and view and entire screen.

  • Scroll Bar - on the far right of the screen,
  • Page Down / Page Up keys - on the keyboard,
  • Up / Down Arrow keys - on the keyboard,
  • Tab Key will move the cursor from one field to another.

 

Search

To search for a client using the (Name Search ) screen:

  1. Enter the [first], [last name], and [gender] in the appropriate fields to search for a client.

  2. A date of birth is not required for a search but can be used to narrow the client search requirements.

  3. When all necessary data is entered, click the <GO> button to begin the name search.

  4. The (Client Search Results) screen displays.


To search for a client using the (SSN Search) screen:

  1. A SSN search is completed by entering [a client's social security number] in the SSN field and click the <GO>button. 

  2. Dashes in SSN are not required.

  3. The (Client Search Results) screen displays.


To select a client from the (Client Search Results) screen

  1. (Client Search Results) displays as a result of a name or SSN search.

  2. To select a client from the Name or SSN search, click on the CLID listed in the Client IDfield. 

Site Map

What is the aces.online Site Map?

The aces.online site map is a page which allows users to view all page selection options as links, providing more flexibility to navigate in aces.onlne. The links may be viewed at either the client level or the assistance unit level.

How do I view the aces.online Site Map from the Welcome Back page?

To view all selection options in aces.online as links from the Welcome Back page, take the following steps:

  1. From the Select a Type of ID drop down box, click Assistance Unit or Client.

  2. Enter the AU number or Client ID in the Enter an ID box.

  3. From the Select a Page drop down box, click Map View.

  4. Click the Go button. Either the Assistance Unit >> Map View or the Client >> Map View page will display depending on the type of ID used.

How do I view the aces.online Site Map from any client or AU level page?

To view all selection options in aces.online as links from any Client level or Assistance Unit level page page, click on the Map View link located at the right side of the navigation bar.

Client >> Map View

 Assistance Unit >> Map View

 

 

Spider Page

What is the Spider page?

  • The Spider page is an Assistance Unit (AU) level page that displays a list of related clients and a data “hit” matrix showing information found for each client.

  • Each data “hit” in the matrix will be marked with a . The image will function as an on page link to the client’s hit details section. Non-hits will be marked with a .

  • Data for the Spider page will only be available for AUs that are active, pending, suspended or pending spenddown.

  • Users without access to specific interface information will not have access to the information on the Spider page. That is, users without access to “SDX/DRS View” in their profile will not see SDX or DRS matches on this page, workers without “Bendex/ESD Crossmatch View” will not see Bendex, UC, or Wage info, etc.

How do I access the Spider page?

To access the Spider page, take the following steps:

  1. On the Welcome Back page, use the Quick Navigation section to do the following:

    • From the Select a Type of ID drop down box, click Assistance Unit.

    • Enter the AU number in the Enter an ID box.

    • From the Select a Page drop down box, click Spider.

    • Click the Go button.

    OR

    • From any Assistance Unit level page, select the Spider link via the Details dropdown menu.

    OR

    • From the Commit Status page, select the Take me to the AU Spider link.

What information is displayed on the Spider page?

The Spider page will display matches on any of the following:

  • Unrelated Address Matches:

    • This is an exact match on other households using the same address as the target household. This interface is a real-time check against the ACES database.

    • The page displays Head of Household and HOH Client ID on any Active, Pending, Suspended, or Pending Spenddown AUs with the same address.

    • If the AUs share the same head of household, the match will not display.

  • BENDEX Information:

    • The BENDEX header links to the list of all BENDEX information for that client (similar to clicking BENDEX from the Client >> Income menu option).

    • The page displays Process Date, Claim Number, RSDI Monthly Benefit Payment Status, and RSDI Monthly Benefit Payment Amount.

    • Each unique claim number for a client displays as a unique “hit”.

    • Only the most recent BENDEX displays for each claim number.


NOTE:

Clients new to ACES will not display any hits on this page. ACES sends a nightly file containing all the new clients in overnight batch. New BENDEX results will appear the following business day.

  • DRS (Disqualified Recipient System) Information:

    • The DRS header links to the disqualification details for that client.

    • The page displays Name, Date of Birth, SSN, Gender, Effective Date, Length, Decision date, Number, Contact Title, FIPS State, Contact Organization, FIPS County and Contact Phone.

    • This interface is received monthly and displays information provided from the Federal government regarding Intentional Program Violators (IPV) in the Food Assistance program.

  • SDX Information:

    • The SDX header links to the list of all SDX information for that client (similar to clicking SDX from the Client >> Income menu option).

    • The page displays Process Date, Federal Living Arrangement, SSI Monthly Assistance Payment Status, and SSI Monthly Assistance Payment Amount. This is a real-time inquiry to all clients receiving SSI and living in the State of Washington.

  • Wage Information

    • The Wages header links directly to the detailed Wages page for the client.

    • The page displays Employer Name and the three most recent Wages by Quarter. If all three are zero, the record will not display.

    • This interface is received nightly and displays all wages reported by employers to the Employment Security Department.

  • Unemployment Compensation (UC) Information:

    • The UC header links directly to the detailed UC page for the client.

    • The page displays Last Updated Date, Weekly Benefit Amount, Benefit Year End, Beginning Balance.

    • This interface is received nightly and displays all Unemployment Compensation claims reported by the Employment Security Department.

  • PARIS – Federal File Information:

    • The PARIS Federal header links to the list of all PARIS Federal records for that client (similar to clicking PARIS Federal from the Client >> Income menu option).

    • The process date links directly to the detailed Federal File Details page.

    • The page displays Process Date, State of Residence, Record Type Code, and Gross Pay.

  • PARIS – Interstate File Information:

    • The PARIS Interstate header links to the list of all SDX info for that client (similar to clicking PARIS Interstate from the Client >> Income menu option).

    • The process date links directly to the detailed Interstate File Details page.

    • The page displays Process Date, Net Award Date, and Net Award Amount.

  • PARIS – VA File Information:

    • The PARIS VA header links to the list of all PARIS VA records for that client (similar to clicking PARIS VA from the Client >> Income menu option).

    • The process date links directly to the detailed VA File Details page.

    • The page displays Process Date, State, and Programs. The Programs field will display any programs where an Eligibility Establishment Date exists on the record.


NOTE:

Clients new to ACES will never receive a hit on the PARIS interface. ACES requests information from the PARIS interface every quarter in January, April, July, and October.

DOL – Department of Licensing:

  • DOL Vehicle /Vessel Matches and Other AU Address Matches display for vehicles or vessels registered at the same address as an assistance unit's residential address and/or registered with the same name as any client, age 15 years and older in the assistance unit.

  • For each match, the details section will display the registered owner name. registered owner city, year, make, model and VIN/HIN (Vehicle Identification Number/Hull Identification Number).

  • Vehicle/Vessel match details will be sorted by matching both name and address, followed by matching address only, then name only.

  • A checkmark will display after any match field. If the name matches, a checkmark will display after the name and will have the following alternate text: "Name Match". If the address matches, a checkmark will display after the address and will have the following alternate text: "Address Match".

  • The HIN/VIN will be a link and display the vehicle/vessel details.

  • Users can do a Vehicle/Vessel search from the Welcome page under the Other Search Links section. Data fields displayed on results page will include Name, City, Year, Make, Model, and Vehicle Identification Number/Hull Identification Number ("VIN/HIN" can be used as the field name).

  • The system will log the user ID and primary key (i.e. plate number, registration number) whenever a user views the details on a vehicle/vessel for audit ability.

  • All inquiry users of aces.online will have access to the vehicle/vessel search and be able to view vehicle/vessel data on Spider.

Letters

To logon to ACES Access to use Letters functions:

  1. Click on the <ACES ACCESS> Tab on the (aces.online) screen.

    1. The ACES Access section has security procedures in place that require a user ID and password.

    2. Security limits access, to users with correct security levels, to view DSHS client data.

    3. If a user is accessing aces.online – ACES Access for the first time, a user ID profile needs to be created before continuing with the following Logon Steps. (See "How to create an access profile" in aces.online for assistance.)

  2. The ( aces.online LOGON) screen appears.

  3. Enter your [User ID and password], click the <SUBMIT> button or <TRANSMIT>. The ACES Access Welcome screen displays.

The ACES Access Welcome screen displays.

 

Confinement and Release

What is Confinement and Release?

Who can enter Confinement and Release data?

How do I access/view Confinement and Release data?

How do I add Confinement and Release data in aces.online?

How do I update Confinement and Release data in aces.online?

How do I delete Confinement and Release data?

How do I reinstate deleted Confinement and Release data?

How do I add a new facility if the facility is not listed in aces.online?

What is Confinement and Release?

  • Confinement and Release tracks the applications, facility names, release dates and the application status for clients that reside in a Washington State jail, prison, or Institution for Mental Disease (IMD).

  • Confinement and Release tracks medical applications for youth that are residing in a Juvenile Rehabilitation Administration (JRA) facility, County Detention or Juvenile Justice Court to expedite medical determination upon their release.

  • The data being tracked is entered in aces.online on the Client >> Confinement and Release page and does not affect eligibility processing. The data is used for reporting purposes.

Who can enter Confinement and Release data?

  • All users with update access can add, update, delete, or reinstate the data regarding the client's confinement and release information.

  • Users with inquiry access can view the Confinement and Release data.

How do I access/view Confinement and Release data?

  • On the Welcome back page of aces.online, use the Quick Navigation section to do the following:

    • In the Select a Type of ID drop down box, click Client.

    • Enter the CLID in the Enter an ID box.

    • In the Select a Page drop down box, click  Confinement and Release.

    • Click the Go button and the Client >> Confinement and Release page displays.

  • The  Confinement and Release page can also be accessed from the Client >> Summary page. Click Case Maintenance from the menu bar and select  Confinement and Release.

How do I add Confinement and Release data in aces.online?

  1. On the Client >> Confinement and Release page, click the Add Confinement and Release link, the Client Confinement and Release - Add page displays in a new window.

  2. Enter the data in the applicable fields. Fields marked with an asterisk (*) are mandatory fields and must be completed.

How do I update Confinement and Release data in aces.online?

  1. On the Client >> Confinement and Release page, click the Update Confinement and Release link.

  2. The Client Confinement and Release - Update page displays in a new window. Update the data as appropriate.

How do I delete Confinement and Release data?

  1. On the Client >> Confinement and Release page, click the Delete Confinement and Release link. A confirmation box appears asking "Are sure you want to delete?"

  2. Click OK, the Client >> Confinement and Release page displays. The deleted information will be listed under the section Deleted Confinement and Release on the Client >> Confinement and Release page.

How do I reinstate deleted Confinement and Release data?

On the Client >> Confinement and Release page, deleted Confinement and Release data will be listed under the section Deleted Confinement and Release.

  1. Click the Reinstate Confinement and Release link and a confirmation box appears asking "Are sure you want to reinstate?"

  2. Click OK, the Client >> Confinement and Release page displays with the previously deleted data under the Active Confinement and Release section on the Client >> Confinement and Release page.

How do I add a new facility if the facility is not listed in aces.online?

  • Local users do not have access to add new facilities in aces.online. OSD Central Support can add a new facility name if the facility is not listed in aces.online. Users will need to call OSD Central Support at (360) 664-4560 if a new facility needs to be added.

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Modification Date: April 21, 2008
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