Computer Computer Report Report TrainingTraining

This training will This training will help answer the help answer the following:following:

1.1. How do we access reports How do we access reports ??

2.2. Why we need reportsWhy we need reports

3.3. Which reports do we Which reports do we process?process?

How Do We Access Them?How Do We Access Them? Most computer reports are available on Most computer reports are available on

the Report2Web report distribution the Report2Web report distribution center. center.

https://https://mars.eia.gov.bc.camars.eia.gov.bc.ca/scripts/portal//scripts/portal/

The one report not available on this The one report not available on this System is the Caseload Management System is the Caseload Management Report, this is sent out monthly with the Report, this is sent out monthly with the computer cheques.computer cheques.

Click link

Why need them?Why need them? Caseload management reports are Caseload management reports are

generated to help workers proactively generated to help workers proactively manage their caseload. manage their caseload.

Reports are generated to keep track of Reports are generated to keep track of limited Hardship Assistance, Family Bonus limited Hardship Assistance, Family Bonus top up, Common claimants etc...top up, Common claimants etc...

These reports must be completed These reports must be completed monthlymonthly as part of proactive caseload management as part of proactive caseload management work. This is done over and above what is work. This is done over and above what is generated by the client activitygenerated by the client activity..

Why we need them? Con’t Each report has different tasks associated with Each report has different tasks associated with

them. them. Prevention of office initiated over payments, Prevention of office initiated over payments,

and detection early of client initiated and detection early of client initiated overpaymentsoverpayments

It is fundamental to review these reports each It is fundamental to review these reports each month:month:– Failing to do so will result inFailing to do so will result in::

– incorrectincorrect cheque amounts on cheque issue cheque amounts on cheque issue– cheques cheques notnot generated on cheque issue generated on cheque issue– system generatedsystem generated signals on cheque issue signals on cheque issue

List of reports we use?List of reports we use? Open GA files with Outstanding Debt where Open GA files with Outstanding Debt where

monthly amount may need to be setmonthly amount may need to be set Outstanding PPMB reviewsOutstanding PPMB reviews Out of the Province Transit Number by Out of the Province Transit Number by

WorkerWorker Open GA files of Family Close Imm. Type Open GA files of Family Close Imm. Type

with Sponsor Expiry and No Assign Request with Sponsor Expiry and No Assign Request Date Date

Hardship and Transition Monitoring reportHardship and Transition Monitoring report

List of reports continuedList of reports continued::

Gain-Family Bonus DiscrepanciesGain-Family Bonus Discrepancies Financial Worker Field AdviceFinancial Worker Field Advice Family Maintenance Discrepancy ReportFamily Maintenance Discrepancy Report EI-MHR Common Claimants Report EI-MHR Common Claimants Report Caseload Management ReportCaseload Management Report Total of 10 that are used at the Total of 10 that are used at the

ISC, there are more available to ISC, there are more available to use.use.

Additional Reports:Additional Reports: Adult Care Facility, check for age of Adult Care Facility, check for age of

recipientrecipient BF messages with no pos id, may be BF messages with no pos id, may be

wrong caseloadwrong caseload Clients with no FM assign, eligibility Clients with no FM assign, eligibility

issues need referralissues need referral Financial Worker Review Report, many Financial Worker Review Report, many

eligibility issues and proactive service eligibility issues and proactive service qualityquality

Additional Reports continued:Additional Reports continued: Interprovincial file match Interprovincial file match No EFT with reasons 2,4,6 & 7No EFT with reasons 2,4,6 & 7 Persons in more than one open file - not Persons in more than one open file - not

usually any GA filesusually any GA files Volunteer Program List - assess for referral Volunteer Program List - assess for referral

to THEOto THEO Any other one time Run Special Reports IE: Any other one time Run Special Reports IE:

special family bonus run report, diet special family bonus run report, diet allowance increase, comforts for 05/21 new allowance increase, comforts for 05/21 new amountamount

This is what we This is what we do!do!

Out of Province Transit Out of Province Transit Number by WorkerNumber by Worker

EFT Payments for these files are being EFT Payments for these files are being deposited in an out of province bank account. deposited in an out of province bank account. As the banks do not move the account when As the banks do not move the account when their clients move, you must confirm that the their clients move, you must confirm that the participant still resides in your area. When you participant still resides in your area. When you are satisfied the participant still lives in your are satisfied the participant still lives in your area (this may be via telephone contact or area (this may be via telephone contact or recent interview/meeting), add an annotation recent interview/meeting), add an annotation to the line on the report for that participant. to the line on the report for that participant. Please document results of review on file Please document results of review on file history.history.

Open GA Files of Fmly Cls Open GA Files of Fmly Cls Imm Type with SponsorImm Type with Sponsor

Review file, what immigration Review file, what immigration information do we have? What do we information do we have? What do we need? Are there eligibility issues?need? Are there eligibility issues?

Ensure all immigration information is Ensure all immigration information is entered on IMM screen correctly and entered on IMM screen correctly and immediately.immediately.

Put “Y” on IMM to query or add a Put “Y” on IMM to query or add a comment - to right persons namecomment - to right persons name

Outstanding PPMB Outstanding PPMB ReviewsReviews

This report shows PPMB cases that will This report shows PPMB cases that will expire in one month. These cases were expire in one month. These cases were identified to the caseworker one month identified to the caseworker one month ago but a review has not yet been ago but a review has not yet been completed. As the clients assistance completed. As the clients assistance will be reduced if no action is taken will be reduced if no action is taken please ensure that a review is please ensure that a review is completed and a decision entered onto completed and a decision entered onto the PER screen and updated MARS.the PER screen and updated MARS.

Hardship & Transition Hardship & Transition Monitoring ReportMonitoring Report Ensure clients have an employment planEnsure clients have an employment plan Cheque production on, to mail & EFTCheque production on, to mail & EFT Why is file Hardship? Why is file Hardship? Does client have other options to Does client have other options to

Hardship? Hardship? What are the clients doing to deal with What are the clients doing to deal with

the “hardship reason?”the “hardship reason?” Are exemptions in place, DS approval Are exemptions in place, DS approval

etc…etc…

Hardship & Transition Hardship & Transition Monitoring Report Continued:Monitoring Report Continued:

Is there more than 1 reason for Is there more than 1 reason for Hardship, check file for other codes that Hardship, check file for other codes that apply with the hierarchyapply with the hierarchy

No EFT for HardshipNo EFT for Hardship No Mail for HardshipNo Mail for Hardship

Hardship & Transition Hardship & Transition Monitoring Report con’tMonitoring Report con’t

BF to close if no assistance requested. BF BF to close if no assistance requested. BF to be done for Wednesday of cut off weekto be done for Wednesday of cut off week

Check for sanctions and see if system Check for sanctions and see if system mem#4 applies (EP to be waived?)mem#4 applies (EP to be waived?)

Hardship C - why no E.I. in pay? Hardship C - why no E.I. in pay? – Time frames, send hr84/hr2131 prior to Time frames, send hr84/hr2131 prior to

cheque issuecheque issue– If to regular EA - ensure no other codes If to regular EA - ensure no other codes

like ID needed (J or K)like ID needed (J or K)

Hardship & Transition Hardship & Transition Monitoring Report con’tMonitoring Report con’t

Cheque production to mailCheque production to mail Review for other allowances: i.e. natal, Review for other allowances: i.e. natal,

diet etc...diet etc...

Open GA files with Open GA files with Outstanding Debt where Outstanding Debt where

monthly amount needs to be monthly amount needs to be setset

Review fileReview file Determine why debt not set or Determine why debt not set or

recovered, could be error in file, or recovered, could be error in file, or cheque production off pending close.cheque production off pending close.

Correct problem on file Correct problem on file

Gain-Family Bonus Gain-Family Bonus DiscrepanciesDiscrepancies

This report lists clients who are not This report lists clients who are not receiving any family bonus from the receiving any family bonus from the CCRA or their full amount of family CCRA or their full amount of family bonus from CCRA. bonus from CCRA.

The persons identified on this report The persons identified on this report may be eligible for family bonus top-up. may be eligible for family bonus top-up.

The client’s must submit confirmation The client’s must submit confirmation they’ve filed taxes & for CCTB/FB.they’ve filed taxes & for CCTB/FB.

Gain-Family Bonus Discrepancies Gain-Family Bonus Discrepancies continued:continued:

Things to consider: Things to consider: – Have they had family-bonus top up Have they had family-bonus top up

before? before? – How many months? How many months? – Have the they exhausted the Family-Have the they exhausted the Family-

Bonus top up already? Bonus top up already? – Have they provided confirmation that Have they provided confirmation that

they’ve filed their taxes? they’ve filed their taxes? – Are there exceptional circumstances? Are there exceptional circumstances?

Gain-Family Bonus Discrepancies Gain-Family Bonus Discrepancies continued:continued:

Retro-pay consists of CCTB and FB Retro-pay consists of CCTB and FB funds. funds.

Exempt Income - All CCTB and Only 1 Exempt Income - All CCTB and Only 1 month of FB month of FB

Non - Exempt Income - the remaining Non - Exempt Income - the remaining amount of FB retro pay amount of FB retro pay

Issuing Family Bonus top-up Issuing Family Bonus top-up WILL NOTWILL NOT affect how the retro pay is applied to affect how the retro pay is applied to the clients file.the clients file.

Gain-Family Bonus Discrepancies Gain-Family Bonus Discrepancies continued:continued:

If you will be issuing Family Bonus If you will be issuing Family Bonus Top Up Top Up ENSURE: the client ENSURE: the client knows this processknows this process so they can so they can properly plan for use of the retro properly plan for use of the retro funds.funds.

Send them HR2949Send them HR2949

Financial Worker Field Financial Worker Field AdviceAdvice

This report generates several messages:This report generates several messages: – Recapture per month not deductedRecapture per month not deducted– Allowance code dropped from master due to Allowance code dropped from master due to

expiryexpiry– Cancellation date next month, last paymentCancellation date next month, last payment– Funds in Admin ManuallyFunds in Admin Manually– Allowance exceeds maximum Allowance exceeds maximum – Allowance may have been dropped Allowance may have been dropped – Rate calculation due to client turning 19, or 60 Rate calculation due to client turning 19, or 60

etc.. etc..

Financial Worker Field Advice Financial Worker Field Advice continued:continued:

Review each message completely, Review each message completely, correct errors on filecorrect errors on file

May need to advise client if more May need to advise client if more information neededinformation needed

Comment on MIS action taken, and Comment on MIS action taken, and report report

Family MaintenanceFamily MaintenanceDiscrepancy ReportDiscrepancy Report

Failing to action this report Failing to action this report will will :: Delay the next computer cheque. Not changing the Delay the next computer cheque. Not changing the

“Y” indicate to “N” will automatically set a signal the “Y” indicate to “N” will automatically set a signal the next computer cheque. next computer cheque.

Computer cheques will be generated in the wrong Computer cheques will be generated in the wrong amount, resulting in overpayments or underpaymentsamount, resulting in overpayments or underpayments

How to see this:How to see this:– Review the Review the FPS LFPS L screen. screen.

This screen is a tape match with FMEP & tracks This screen is a tape match with FMEP & tracks payments from respondents to our clients. Thispayments from respondents to our clients. This screen shows the amount of payment & the EA screen shows the amount of payment & the EA month it should be applied too. month it should be applied too.

Family Maintenance Discrepancy Family Maintenance Discrepancy

Report continuedReport continued::

“WHY?”“WHY?”

What generates a discrepancy report?What generates a discrepancy report?– Client not reporting full maintenance or Client not reporting full maintenance or

reporting maintenance when they aren’t reporting maintenance when they aren’t getting anygetting any

– No FMW involvement (i.e.: referral to No FMW involvement (i.e.: referral to fmw not done, FM AOB not complete)fmw not done, FM AOB not complete)

– Client reporting income that’s not being Client reporting income that’s not being tracked by FMEP (not registered with tracked by FMEP (not registered with FMEP)FMEP)

Family MaintenanceFamily MaintenanceDiscrepancy Report continued:Discrepancy Report continued:

“Factors to consider“Factors to consider””

Look at the corresponding FM file, Look at the corresponding FM file, review payment list as it does review payment list as it does identify the actual payment dates identify the actual payment dates from FMEP. If payments are made on from FMEP. If payments are made on the 4th , 5th or 6th there is room for the 4th , 5th or 6th there is room for discretion on when they received it. discretion on when they received it.

FM payments are treated same as FM payments are treated same as income. income.

Reported from the 5th to the 5th.

Family Maintenance Discrepancy Family Maintenance Discrepancy

Report continued:Report continued:

IfIf FMEP has mailed the cheque it could be FMEP has mailed the cheque it could be up to 5 business days for it to arrive at up to 5 business days for it to arrive at the client.the client.

If the client says there is a discrepancy If the client says there is a discrepancy with our tape match, they need to provide with our tape match, they need to provide us with information which proves this.us with information which proves this.

The FPS List is the same as FMEP. The FPS List is the same as FMEP. FMEP would provide proof of an error is if FMEP would provide proof of an error is if

they are reversing a payment.they are reversing a payment.

Family MaintenanceFamily MaintenanceDiscrepancy Report continued:Discrepancy Report continued:

“Tricks for this report“Tricks for this report”” UUse the FM filese the FM file, if you Query ( put a “Q” , if you Query ( put a “Q”

beside) the payment in questions on the beside) the payment in questions on the FPS L it will take you to the corresponding FPS L it will take you to the corresponding FM file (FMP Q FM#). This will show the FM file (FMP Q FM#). This will show the exact date of payment from FMEP. exact date of payment from FMEP.

Please remember our clients may have Please remember our clients may have multiple FM files due to different multiple FM files due to different respondents. Make sure you check any respondents. Make sure you check any corresponding files for the payment corresponding files for the payment details. details.

Family Maintenance Discrepancy Family Maintenance Discrepancy ReportReport continued: continued:

There may also be one order There may also be one order registered with FMEP and one registered with FMEP and one which is not (which will result in 2 which is not (which will result in 2 different payers). All FM payments different payers). All FM payments must be through FMEP.must be through FMEP.

EI-MHR Common Claimants EI-MHR Common Claimants ReportReport

This reports several very important This reports several very important factors:factors:– Is the client now pending E.I.?Is the client now pending E.I.?– Watch for weekly rate.Watch for weekly rate.– Number of weeks unusedNumber of weeks unused– Disqualification or disentitlement codesDisqualification or disentitlement codes– Exhausted sick, maternity or parental Exhausted sick, maternity or parental

claim, may mean regular claim possible.claim, may mean regular claim possible.

EI-MHR Common Claimants EI-MHR Common Claimants ReportReport

“Important Questions”“Important Questions”

Are they going to get EI?Are they going to get EI?– How much? What's the weekly rate? How much? What's the weekly rate? – Are they on hardship C, should they Are they on hardship C, should they

be?be?– If they are hardship is the weekly rate If they are hardship is the weekly rate

less than MHR’s, can we switch to less than MHR’s, can we switch to regular EA. Review for other HS codes regular EA. Review for other HS codes in hierarchy.in hierarchy.

EI-MHR Common ClaimantsEI-MHR Common Claimants “Important Questions” “Important Questions”

Are they disqualified or disentitled Are they disqualified or disentitled to EI?to EI?– Did we know? Did we know? – How did we treat it?How did we treat it?– Does or did the client qualify for EADoes or did the client qualify for EA– Did the client fail to disclose to MHR, Did the client fail to disclose to MHR,

potential for fraud?potential for fraud?

EI-MHR Common EI-MHR Common Claimants Report continued:Claimants Report continued:

IMPORTANT - touch base with IMPORTANT - touch base with client reconfirm how to report client reconfirm how to report income, submit hr2131, or EI docsincome, submit hr2131, or EI docs

New ProcessNew Process, don’t forget this , don’t forget this new step!new step!

Web AOB Link

This figure will result in This figure will result in incorrectincorrect raterate

calculation (under or overpayment to calculation (under or overpayment to the the

client).client).

DO NOTDO NOTmultiply the weekly rate by 4 and multiply the weekly rate by 4 and

enter on income screenenter on income screen

Caseload Management Caseload Management ReportReport

Cheque production onCheque production on– ensure that letter of 1st client & last client are ensure that letter of 1st client & last client are

within caseload letters (not relevant if sort is by within caseload letters (not relevant if sort is by geographical area)geographical area)

– go through all pages and look for files that have go through all pages and look for files that have cheque production ON but no cheques produced cheque production ON but no cheques produced for that client. Review why. Fix it. I.e.: was it for that client. Review why. Fix it. I.e.: was it one time income in excess, has it been ongoing? one time income in excess, has it been ongoing? Funds in admin manually etc.. Funds in admin manually etc..

– See who has “cc” rather than “bc”, and review See who has “cc” rather than “bc”, and review EFT for those without.EFT for those without.

Caseload Management Caseload Management continuedcontinued::

Adult CareAdult Care– look for cheques produced, if not look for cheques produced, if not

check it out… should it be MSO or check it out… should it be MSO or something elsesomething else

– file review date, must be looked at file review date, must be looked at every 2 years as not on included on every 2 years as not on included on EAR reportsEAR reports

– review the clients agereview the clients age

Caseload Management Caseload Management continued:continued:

Cheque Production OffCheque Production Off– review file, is it hardship? Supposed to be off?review file, is it hardship? Supposed to be off?– Send hr2131 (AKA s84) to clt for signing prior to Send hr2131 (AKA s84) to clt for signing prior to

cheque issue if code C.cheque issue if code C.– Is it regular/cheque production was shut off, mail on?Is it regular/cheque production was shut off, mail on?– Are the DS approval on for hardships?Are the DS approval on for hardships?– If file can be switched from hardship to regular, If file can be switched from hardship to regular,

review file thoroughly to ensure no other hardship review file thoroughly to ensure no other hardship codes applycodes apply

– Was it a bf to close or should it be MSO?Was it a bf to close or should it be MSO?

– Issue cheque and correctIssue cheque and correct file.file.

Caseload Management Caseload Management continued:continued:

MSOMSO– check review date on FIM, if old check file check review date on FIM, if old check file

history and update review date if history and update review date if necessary. necessary.

– If necessary send MSO review letter.If necessary send MSO review letter.– Ensure if not 65 that there is approval , Ensure if not 65 that there is approval ,

and not time limitedand not time limited

Created by : Created by : Krystal MadillKrystal Madill