Indiana Eligibility Determination Services System (IEDSS) · run eligibility and automatically issue benefits. Conversion Mode: After converting a case into IEDSS, eligibility is

Indiana Eligibility Determination Services System (IEDSS)

Condensed IEDSS Conversion Guide

IEDSS Conversion Guide

Table of Contents

IEDSS Conversion Guide Introduction ..................................................................................................................... 3

What is Conversion? ................................................................................................................................................... 3

Conversion Terminology ............................................................................................................................... 3

Benefit Match Process ................................................................................................................................................. 4

Research in Legacy System ......................................................................................................................................... 5

Interim Conversion Process ........................................................................................................................................ 7

Part 1- Worker Intervention ....................................................................................................................................... 8

Additional examples that require interim conversion .................................................................................. 11

Part 2 - Interim Conversion Batch ........................................................................................................................... 12

ICV (Interim Conversion Detail Report) ..................................................................................................... 13


IEDSS Conversion Guide Introduction

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Page 3 of 17 IEDSS Conversion Guide

IEDSS Conversion Guide Introduction This guide is designed to instruct workers on the steps which need to be taken when requesting conversion of a case. This guide contains the following:

• Overview of the Interim Conversion process • How data is converted from ICES (Legacy System) to IEDSS • How to research a case in the legacy system and identify if conversion is required • Review of conversion rules

What is Conversion? Conversion of cases is an important step in the implementation of IEDSS. Conversion is the process by which cases and individual data are transferred from ICES and FACTS into IEDSS for operational efficiency and ease of system maintenance. Data must be converted from ICES before it can be accessed in IEDSS.

Conversion Terminology

Term Definition

Conversion Go-Live Date: The date on which the new system will be operational for the agency staff.

Conversion Effective Month: Based on when the case was converted, the Conversion Effective Month is when IEDSS will run eligibility and automatically issue benefits.

Conversion Mode: After converting a case into IEDSS, eligibility is run, and the results are compared to the Legacy System’s (ICES) results. If the benefits calculated by IEDSS do not match the Legacy System’s benefits, the case is in conversion mode. The benefits calculated by the Legacy System will be issued from IEDSS.

Conversion Month: Month of the Conversion go-live date for a case. Denotes the date that all case files within the group of counties participating in the current wave are converted into IEDSS and workers begin using IEDSS.

Interim Conversion: Process that allows a legacy case to be converted into IEDSS outside of a scheduled Wave conversion.

Legacy Systems: Systems that IEDSS converts data from, ICES and FACTS.

Master Client Index (MCI): Central repository that contains specific demographic data of individuals known to IEDSS and Legacy Systems.

Wave Conversion: Conversion of data into IEDSS where a group of counties go live (Wave) after Pilot Go-Live.


Benefit Match Process

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Benefit Match Process After cases have been loaded into IEDSS, they are subject to “Benefit Match.” Benefit matching for conversion is the process of running eligibility determination on the converted data and comparing the IEDSS result to the benefit the client received in Legacy Systems. This verifies that the data converted into IEDSS support the ongoing benefits that the client was receiving in Legacy Systems.

All active AGs within a case are subject to benefit matching. During conversion, all cases are put into Conversion Mode when they are initially loaded into IEDSS.

• If the benefits match for all AGs, the case is moved out of Conversion Mode.

• If the benefits do not match for all AGs, the case remains in Conversion mode. A task will be generated for each Benefit Mismatch

During the time that a program remains as a mismatch, IEDSS continues to issue the benefits that were being issued out of Legacy Systems (same benefit level and/or type), thus eliminating the impact to the clients’ ongoing benefits. The mismatched programs in a case remain in Conversion Mode until a Benefit Mismatch caseworker conducts additional research to resolve any outstanding issues and authorizes the benefits in IEDSS. When the benefits are authorized in IEDSS, the Benefit Mismatch status of the AG is resolved. The entire case will remain in conversion mode if at least one AG within the case contains a Benefit Mismatch. All AGs within the case must be moved out of benefit mismatch status for the entire case to be moved out of conversion mode.

Figure 1: Benefit Match Process


Research in Legacy System

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Research in Legacy System Prior to requesting interim conversion research is needed in the legacy system ICES (legacy system). This research of individuals is the same as what we currently complete in ICES when an application is received. Below are screen examples of what you can review in ICES to determine if a case has been converted.

After research, if it is determined that one of the individuals in the household has been converted to IEDSS and the case is in AR (Do not sequence into AE), the ICES application should be transferred to IEDSS utilizing code 415 (CONVERTED INDIVIDUAL - TRANSFER APPLICATION TO IEDSS).

IQIS will not show an ICES case number for the individual

AEICI will show a converted to IEDSS date

IQES will show the date the individual was converted to IEDSS


Research in Legacy System

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See example below:

Important:

• When a new application comes in every individual listed on the application will be bounced against the MCI to determine if the individual is converted or not.

• If one individual on the application is found to have been converted the application will be routed to IEDSS.

• If all individuals are in ICES- the application will be routed to ICES. • If these are new individuals and not known to the MCI, the application will be routed

based on zip codes. o Zip codes for converted counties will be routed to IEDSS o Zip codes for non-converted counties will be routed to ICES.


Interim Conversion Process

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Interim Conversion Process

What is Interim Conversion?

Interim conversion is a process that allows a Legacy case to be converted into IEDSS outside of a scheduled wave conversion.

Note: Cases that fail to convert to IEDSS in their assigned wave due to pending actions in the legacy system ae subject to the interim conversion process.

Two Basic Parts:

1. Worker comes across a case that needs to have interim conversion performed

2. Authorized workers who decide whether to request interim conversion results in batch process

Once the initial research is completed and it is determined that interim conversion is needed, the process begins with conducting File Clearance in IEDSS.


Part 1- Worker Intervention

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Part 1- Worker Intervention Notice the messages below in the two examples that should be reviewed:

Example #1

Select “Yes” only if the application contains persons that exist in the legacy system but have

not yet been converted to IEDSS.

123456789 Jane Doe

App T Number



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Example #2

Prior to selection, a warning message appears to remind worker of what happens in the Part 2 of Interim Conversion

The Interim Conversion Request page has limited Legacy Systems information (RID, SSN, First Name, Last Name). Research is required in the Legacy Systems to confirm that the right individual is converted into IEDSS. This action does not associate the selected individual to the application or the case. The worker has to wait for the Interim Conversion Request to complete successfully and then perform File Clearance to associate the converted individual to the desired case/application in IEDSS.

123456789 Jane Doe



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Interim Conversion Request: Part 1



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Valid Business Scenarios for Requesting ICV

Additional examples that require interim conversion • Active clients in ongoing case moves from a non-converted county to a converted county

• Inactive client in a closed case moves from a non-converted county to a converted county and applies for benefits

• Non-converted individual moves into a converted household

• Converted individual moves into a non-converted household. All non-converted members must be selected for Interim conversion

• Client is not selected for conversion when his county converts because he does not meet conversion selection criteria (closed within a year, outstanding appeal, etc. Post Go-Live, client applies for benefits in a converted case


Part 2 - Interim Conversion Batch

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• Post pilot, a converted client has a duplicate Rid that is not converted

• Non-converted individual actively receiving assistance must be added as a liable individual to a converted Over-issuance claim to recoup benefits

• A non-converted client needs an expedited SNAP when applying in a converted office

Part 2 - Interim Conversion Batch • Authorized workers can initiate interim conversion from the File Clearance result page

o Task is generated to interim conversion group to review to determine if the request can be processed

o Once analysis is complete an interim conversion manual task is generated back to the original worker along with the results

• Batch conversion processes normally run on Monday, Wednesday and Friday

In Part 1 of the Requesting Interim Conversion process, the worker drives the process of requesting conversion of a non-converted client. When an authorized worker initiates Interim Conversion from the File Clearance Results page, a task is generated that is automatically sent to the Interim Conversion Group for review. Then, the task is assigned to an Interim Conversion Requestor who conducts a review to determine if the request can be processed.

• If the request is successful, the original worker receives a task that the conversion was successful.

• If additional information or corrections are needed to process the conversion,

the Interim Conversion Requestor sends a task back to the original worker requesting the information that is needed.



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Interim Conversion Request Part 2

Interim Conversion Status

To check the status of your request review the following ICES screens AECCR, IQIPI, and Cognos reports.

Below are examples of where to search for the status of interim conversion when the ICV RID has failed to convert:

For each ICV failed RID, identify case # targeted for conversion and check for the latest case by checking AECCR. The targeted conversion case may not have a pending task, but a related case may have a pending task that allowed conversion to fail.

Pay close attention to the status on AECCR. If the individual’s latest case is in Pending status, ICV will be stopped in ICES



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Review IQIPI (ICES to IEDSS Cases Pending Tasks Information)



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If there are no pending tasks, check on ARPC if the ICV individual is linked to a pending application.

Reasons why ICV may fail

• Interim conversion may fail due to a pending task or pending AG etc.

• Address on AEFAM

• Overdue redetermination

• Future scheduled appointments

• Redetermination due this month ad not completed

If case status is pending, the individual may be linked to a pending application.

Check here to see if

there linked

application numbers


Additional Conversion Information

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Non-Converted County:

If all of the applicants listed on the application are known to ICES

• Mark the application to be processed in legacy on File-Clearance Results Page • Create a manual application in FACTS & ICES to process benefits

If at least one individual in household is known to IEDSS

• Request for Interim conversion on File clearance results page

• Once the interim request is completed a task is received and worker would continue processing the application.

• The task should state the individual is not known in ICES and task should be processed in IEDSS

Converted County:

If all of the applicants on the application are known to ICES

• Mark the application as to be processed in Legacy on File- Clearance results page in IEDSS

• Create a manual application in FACTS & ICES to process benefits

If at least one individual in the household is known to IEDSS

• Request for Interim conversion on File-clearance results page

• Once the interim request is completed worker would receive task and continue processing the application

All Applications

• Request for Interim conversion on File clearance results page

• Once the interim request is completed worker would receive a task and continue processing the application.



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• When a new application comes in every individual listed on the application will be bounced against the MCI to determine if the individual is converted or not.

• If one individual on the application is found to have been converted the application will be routed to IEDSS.

• If all individuals are in ICES- the application will be routed to ICES. • If these are new individuals and not known to the MCI, the application will be routed

based on zip codes of the converted counties. • Non-converted zip codes will be routed to ICES.

Documents

Indiana Eligibility Determination Services System (IEDSS) · run eligibility and automatically issue benefits. Conversion Mode: After converting a case into IEDSS, eligibility is