OCEAN Phase II PIPP Plus CAA User Guide - Ohio II - PIPP Plus CAA User... · Page 7 of 27 OCEAN II – 10/21/2010PIPP Plus User Guide: CAA and OCS Step 1) Login to OCEAN. Step 2)

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CAA User Guide:

OCEAN PIPP Plus

October 21, 2010

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OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010

Table of Contents

1. Overview ................................................................................................................................................. 3 2. Global System Navigation ................................................................................................................... 4

2.1. Logging into OCEAN .................................................................................................................... 4 2.2. OCEAN Home Screen ................................................................................................................. 5

3. CAA Interface ........................................................................................................................................ 6 3.1. PIPP Plus Drop Down Menu ....................................................................................................... 6 3.2. Rejected Record Review .............................................................................................................. 6 3.3. Utility Details ................................................................................................................................ 12 3.4. Heat Type Entry ........................................................................................................................... 17 3.5. Heat Type Popup ......................................................................................................................... 18 3.6. Graduate PIPP Plus ...................................................................................................................... 19 3.7. Minimum Payment Waiver ........................................................................................................ 21

4. Reports .................................................................................................................................................. 23 4.1. Report Launcher .......................................................................................................................... 23 4.2. Available PIPP Reports – Report Launcher ........................................................................... 26

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1. Overview

The PIPP Plus program is still administered through the OCEAN web system. There are several

changes that have been made to the program that will change the way applications are entered and

processed, how client activities are monitored, and there will be new users to OCEAN. This

document was created to walk users through the new functionality, explain how the system has

changed, and what it means to an OCEAN user.

The new PIPP Plus program is much the same however the main differences are listed below:

There is one flat rate that a client must pay on a monthly basis for both utilities.

The new percentage is 6% for each utility 10% for a client that uses electricity to heat

their home.

There is no longer a Zero PIPP program; a client can choose to waive their monthly

payments. However, they can only choose this option once every 5 years.

For every on-time payment a client makes, they will receive an arrearage credit that

reduces their utility debt.

There is a new program called Graduate PIPP Plus that grants customers that become

ineligible and are in good standing to receive assistance during the transition from PIPP

Plus to metered billing.

These are just the major rule changes to the program there is also an increase in the information

that is provided by the participating utilities detailing all client usage and payment statistics. The

final area of change for the program is that clients will be dropped from the program for failure to

comply with program rules.

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2. Global System Navigation

To access any functionality related to the Percentage of Income Payment Program Plus, the user

must login to OCEAN. OCEAN is a web-based client centric system with a modular design

currently used by the Office of Community Services, HEAP Providers, and participating utilities.

There are several screens and functionality that are available to all users regardless of their security

credentials. The following sections covers the process of logging into OCEAN and the global

system links located at the bottom of most screens.

2.1. Logging into OCEAN

For any user to gain access to OCEAN they must first have an account and access to a

computer with internet access. The following URL: https://ocean.ohio.gov will launch the

OCEAN login screen shown in figure 2.1.1.

A. User Name/Password: User enters their assigned login credentials. After the first

login, the user will be prompted to change their password.

B. Login: Once credentials are entered, the user selects this button to launch the

application.

C. Login Help: If the user has forgotten their login name or password, this link will

send an email to their account with login information.

A

C

B

Figure 2.1.1

https://ocean.ohio.gov/

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2.2. OCEAN Home Screen

Once the user is logged into OCEAN, they will be taken to the Welcome home screen

shown in figure 2.2.1. This screen allows users to choose where they would like to go

within OCEAN by providing several Menu bar choices. The choices available to any user

are tied to their security credentials.

A. Menu Bar: Allows user to choose what functionality they would like to

access. Available options are dependent on their login credentials.

B. General Login Information: This displays information about last

successful/unsuccessful login as well as password expiration date.

C. Global navigation links: Links that allow users to quickly navigate through

the OCEAN system. These links are located globally throughout OCEAN.

There are also default links displayed at the bottom of this page.

Home: Returns user to the Home page from any OCEAN screen.

Feedback: Launches email to the OCEAN helpdesk.

Logout: Log the user out of OCEAN.

Help: Launches on-line Help Guide.

Top: Takes user to the top of the screen.

Screen Print: Prints the current screen.

Report Problem: Notifies OCEAN Help Desk of issues.

C

A

B

Figure 2.2.1

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3. CAA Interface

This section of the User Guide will walk through functions used by the Community Action

Agencies around applicants and enrollments for the PIPP Plus program.

3.1. PIPP Plus Drop Down Menu

The new PIPP Plus drop down menu is a new menu option that has been added to the

OCEAN menu bar. The new option has been added to the existing program drop down

and has several existing options available. The new PIPP Plus options are the Client

Manual Matching screen and Rejected Records screen.

The following steps will allow users with the correct security clearance to utilize the new

menu options:

Step 1) Login to OCEAN.

Step 2) Click on the Program drop down displayed in figure 3.1.1.

Step 2

Figure 3.1.1

Step 3) Select the PIPP Plus program. The two available selections for client

matching and viewing the rejected records are displayed as shown in figure 3.1.2.

Step 3

Figure 3.1.2

3.2. Rejected Record Review

For any application entered into OCEAN and requires a utility confirmation, there is the

possibility of the associated utility companies rejecting the record during the file transfer.

For such cases, there is a new rejected records screen that is used to review each case.

The following steps will walk the users with proper security through the functionality of

the Rejected Records screen.

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Step 2) Select the Program menu drop down / PIPP Plus / Client Matching, as

shown in figure 3.2.1.

Step 2

Figure 3.2.1

Step 3) Select the utility from the Utility drop down field. Only utilities with

rejected records will be included in the dropdown list (figure 3.2.2).

Step 3

Figure 3.2.2

Step 4) Specify a date range. This will limit the number of records shown by the

dates they were received (figure 3.2.3).

Step 4

Figure 3.2.3

Step 5) Select the utility and date range. The user clicks on the search button as


Step 5

Figure 3.2.4

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Security and user permissions will allow for users to only view their organization

data. The results will be displayed, as shown in figure 3.2.5.

12345678 Little Pippers

Figure 3.2.5

3.2.1. Filtering Results

This rejected records list can be large. The user may use the two filters to reduce the

results by the record type and the rejected reason. Either filter can be utilized

together or separately, depending on the desired results.

The following steps will show a user how to filter records by both record type and

reject reason:

Step 1) The user selects PIPP record in the Record Type drop down, as shown in

figure 3.2.6.

Step 1

Figure 3.2.6

Step 2) The user selects one of the PIPP utility company rejected reasons in the

Rejected Reason drop down (figure 3.2.7).

Step 2

Figure 3.2.7

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Step 3) Once the filter has been selected, the user must click on the search button

to repopulate the results grid. The results are shown below in figure 3.2.8.


Figure 3.2.8

3.2.2. Open the Associated Application

All of the rejected records from the utility companies that appear in the grid are

associated with an energy source from a PIPP Plus application. This application can be

opened from the rejected records screen in a second popup window.

The following steps will show a user how to launch the associated application:

Step 1) The user must select a record they are interested in and select the Open

Application link on the appropriate row (figure 3.2.9).

Step 112345678 Little Pippers

Figure 3.2.9

Step 2) The application will now be launched in a new screen and will default to the

application details page. This screen is shown in figure 3.2.10.

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New Window

0000000001

Figure 3.2.10

3.2.3. Saving Comments and Marking as Reviewed

Since this screen will be used for reviewing rejected records, comments can be

associated with each record. Once the record has been reviewed and the appropriate

actions have been taken, the user can mark the record as reviewed and it will be

removed from the search grid.

The following steps will show a user how to enter comments and mark a record as

reviewed:

Step 1) Select a record to enter comments by clicking on the comments link


Step 112345678 Little Pippers

Figure 3.2.11

Step 2) The Comments popup appears with the standard comments text. The

user should then enter comments and click the Save button (figure 3.2.12).

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User should enter there comment here.

Figure 3.2.12

All comments are associated with the PIPP application and will show in the Comments

link on the rejected records.

Step 3) To mark the record as reviewed, the user selects the record and clicks on

the reviewed checkbox, as shown in figure 3.2.13.

Step 312345678

Figure 3.2.13

Step 4) Once the checkbox is marked, the record will be removed from the

rejected records results grid. To display all the reviewed records, the user should

select the Show Reviewed link in the upper right corner of the grid. This is shown

in figure 3.2.14.

Step 412345678

Figure 3.2.14

The reviewed records will now appear in the results grid along with the rejected

records.

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Figure 3.2.15

3.3. Utility Details

For the new PIPP Plus program, one of the benefits is the increased amount of utility

information that is communicated by the participating utility companies. On a monthly

basis in the CIR file, utilities will supply information about a client’s payment and utility

usage. This information is displayed within OCEAN utilizing the Utility Details page.

The following steps will show a user how to utilize the new functionality:

3.3.1. Utility Details Link

This link launches the Utility Details screen.

Step 1) Search for a Client within OCEAN.

Step 2) On the left navigation bar, click the new Utility Details link. Figure 3.3.1

shows how to launch the new window.

Step 2

Figure 3.3.1

Step 3) The Utility Details page is displayed. To navigate this screen, the left

navigation bar (A) is used. To exit the screen, select the Close button (B). These

items are shown in figure 3.3.2.

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A

B

Figure 3.3.2

3.3.2. Payment Detail History

For a client’s payment details, there are four links that can be utilized depending on the

number of energy sources associated to the client (figure 3.3.3).

A. Current Electric Payment Details – This section will display the most

current payment information for a client.

B. Historical Electric Payment Details – This section displays all payment

information for a client received starting 11/1/2010.

C. Current Gas Payment Details – This section will display the most current

payment information for a client.

D. Historical Gas Payment Details – This section displays all payment

information for a client received starting 11/1/2010.

A

B

C

D

Figure 3.3.3

The following steps detail how a user can access the utility payment details for a client

(electric and gas). There are two links for the different utility providers.

Step 1) The user retrieves the client details page and selects the Utility Details link

in the left navigation bar.

Step 2) The default information displayed will be the current billing information for

the electric company. The user can select the utility current payments by selecting

the Current links, as shown in figure 3.3.4.

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Step 2

Figure 3.3.4

Step 3) To access historical payment information, the user should select the

Historical link shown in figure 3.3.5.

Step 3

Figure 3.3.5

Step 4) The historical screen will display all related utilities and allows the user to

open one month or multiple months at one time to see the related details. To view

the information for a month, the user must click on the carrot located to the left of

any row, as shown in figure 3.3.6.

Step 4

Figure 3.3.6

Step 5) For the example in figure 3.3.7, both months are expanded.

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Figure 3.3.7

3.3.3. Usage Detail History

For a client’s usage details, there are four links that can be utilized depending on the

number of energy sources associated to the client (figure 3.3.8).

A. Current Electric Usage Details – This section will display the most current usage

information for a client.

B. Historical Electric Usage Details – This section displays all usage information for a

client received starting 11/1/2010.

C. Current Gas Usage Details – This section will display the most current usage

information for a client.

D. Historical Gas Usage Details – This section displays all usage information for a

client received starting 11/1/2010.

A

B

C

D

Figure 3.3.8

The following steps detail how a user can access the electric usage details for a client, the

same steps will be used for the gas related information the only difference is to use the

links dedicated to gas information.

Step 1) The user retrieves the client details page and selects the Utility Details link

in the left navigation bar.

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Step 2) To access the current electric usage information, the user clicks on the

Current link shown in figure 3.3.9.

Step 2

Figure 3.3.9

Step 3) To access historical information, the user should select the Historical link


Step 3

Figure 3.3.10

Step 4) This historical screen will display all related utilities and allows the user to

open one month or multiple months at one time to see the related details. To

view the information for a month, the user must click on the carrot located to the

left of any row, as shown in figure 3.3.11.

Step 4

Figure 3.3.11

Step 5) For the example in figure 3.3.12, both months are expanded.

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Figure 3.3.12

3.4. Heat Type Entry

One of the PIPP Plus changes is the main energy source (heat type) is now associated

with an address instead of solely to an application or client. This changes the application

entry process and defines this heating source when a user enters a service or

service/mailing address.

For new addresses entered, the users will enter the heat type. For existing addresses, the

heat type will be pre-defined based on previous utility bills associated to the address. If

this value is incorrect, the users should contact the OCEAN Help Desk. The following

steps will show how to enter the heat type for the address:

Step 1) The user searches for a client. If the client is new, they should go through

the standard new client setup steps.

Step 2) On the client details screen, go to the address grid. Select the client’s

current mailing/service or service address. If there is not a pre-existing address, an

address should be added by clicking the Add Address(es) button (figure 3.4.1).

Step 2

123 Main St. Columbus Ohio 12345 Franklin

Figure 3.4.1

Step 3) The standard address entry window is displayed in figure 3.4.2. On the

bottom of the entry fields, the user selects the heating type in the Heat Type drop

down field.

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Step 3

123 Main St.

Columbus

12345

Franklin

Figure 3.4.2

3.5. Heat Type Popup

Since the heat type is now defined for an address within OCEAN, the user may notice

that the application main energy source type does not match the heat type defined for

that address.

Once the user has accessed the energy source screen, they can either confirm or enter a

new energy source. If the user tries to changes the main energy source to a value that is

not what is defined in OCEAN, or tries to confirm and save an energy source that is not

in agreement with OCEAN, they will receive a popup warning message to contact the

OCEAN Help Desk.

In figure 3.5.1, the user has created a new energy source or is trying to confirm an energy

source. For this address, OCEAN has listed the heat type assigned as natural gas. The

user tries to define it as electric.

Pippers, Little 12345678

Figure 3.5.1

A warning message does not allow the user to change the heat type, as shown in figure

3.5.2. If there is documentation to support the heat type selection, the user should

contact the OCEAN Help Desk and they can research the issue.

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123 Main St, Columbus, OH

Figure 3.5.2

3.6. Graduate PIPP Plus

The Graduate PIPP Plus program is available for all clients that are currently on the PIPP

program or have been on PIPP within in the last 12 months, and are in good standing with

the program. If the users are over income for PIPP Plus, they have the option to enroll in

the Graduate PIPP Plus program. Or, if a client is currently on PIPP/PIPP Plus and wishes

to graduate from PIPP, the user should choose the Graduate PIPP Plus program.

They can apply by selecting the Graduate PIPP Plus application type on the energy source

screen. OCEAN will enroll them during the official determination process. The following

steps show how to select a Graduate PIPP Plus application in figure 3.6.1:

Step 1) When the user reaches the energy source screen, the Type dropdown in

the PIPP details section now has a Graduate PIPP Plus value available.

Step1

1212121212

2323232323

3434343434

Figure 3.6.1

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Once Graduate PIPP Plus is selected, there will be secondary drop down box that appears

to the right that allows the user to select the Graduate PIPP Plus payment plan. There are

three available payment plans depending on the associated energy source.

1. Transition Payment Plan: The average of the client’s current PIPP Plus installment

amount and there average bill amount for the last year.

2. Budget Billing Payment Plan: The average of the client’s bill over the last year.

3. Current Bill Payment Plan: The actual bill for the client.

The following grid shows what plans are available for an energy source:

Payment Plan Availability by provider

Transition Payment Budget Billing Current Bill

Gas Providers Available Not Available Not Available

Electric Providers Available Available Available

Duke Energy Available Not Available Not Available

To select the payment plan type the user selects the appropriate value from the

dropdown list (figure 3.6.2). After the selection has been made, the application

processing continues as normal.

Step 2

1212121212

2323232323

3434343434

121212121212

Figure 3.6.2

3.6.1. Graduate PIPP Plus Popup

If a PIPP application is entered for the Graduate PIPP Plus program and the client does

not have any record of being on PIPP Plus before, OCEAN will advise the user of this

issue. The user will see the following warning popup when they try to save the energy

source, as shown in figure 3.6.3.

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Figure 3.6.3

If the user selects the Override button, the application will be sent to the utility for

confirmation. If the OK button is selected, the user will be taken back to the Energy

Source screen to update the program information.

3.7. Minimum Payment Waiver

For any client that does not declare any income and are eligible for PIPP Plus, they are

able to waive their minimum payment amount for up to 6 months. This waiver can only

occur once every five years. OCEAN tracks the client’s eligibility and will advise the user

of the availability after the real time determination is run.

The availability of this waiver is tied to the type of energy source provider the following

grid details the availability.

Minimum Payment Waiver Availability by Provider

Gas Providers Not Available

Electric Providers Available

Duke Energy Available for both gas and electric

The follow advisory message will be seen once real time determination is run for minimum

payment waiver eligible individual (figure 3.7.1):

A. If the user selects the Exercise Waiver button, the minimum payment waiver

will be authorized.

B. If the user selects the Decline Wavier button, the minimum payment waiver

will not be used.

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A B

Figure 3.7.1

3.7.1. OCS Minimum Waiver Payment Limitation

Only CAAs should define the authorization for the minimum payment waiver. For an

OCS intake worker, any application that is eligible for the minimum payment waiver

will not be able to go through determination. There will be a validation error and a

letter will be sent to the client instructing them to go to a HEAP provider to finish the

application process. The warning is shown in figure 3.7.2.

Figure 3.7.2

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4. Reports

This chapter will define the reports related to the PIPP Plus Program and ran from the OCEAN

Report Launcher.

4.1. Report Launcher

The Report Launcher allows users to access PIPP Plus reports, view letters that have

been sent to the queue, and view a history of reports that have been run. The following

steps detail how to access the Report Launcher in OCEAN.


Step 2) Select the Utility Manager drop down / Reporting / Report Launcher, as


Figure 4.1.1

4.1.1. Report Tab

The following steps detail how to access the reports in OCEAN.

Step 1) After accessing the report launcher, verify the Reports Tab is highlighted

and click the carrot, “>”, located to the left of the PIPP Reports label to see a list

of all the PIPP reports, as shown in figure 4.1.2.

Reports Tab

Figure 4.1.2

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Step 2) Double click a report in the list to display the report parameters screen to

the right, as shown in figure 4.1.3.

Figure 4.1.3

Step 3) Define the report parameters and click the View Report button. The

report displays in a separate screen, as shown in figure 4.1.4.

Figure 4.1.4

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4.1.2. Queue Tab

The queue tab of the report launcher displays a list of letters that have been requested

through a batch process to be printed. The queue tab displays the date of the request,

the type of letter to be printed, and the count of total letters. The following steps

detail how to print letters from the queue tab in OCEAN.

Step 1) After accessing the report launcher, verify the Queue Tab is highlighted.

Specify a number of letters to be printed in the # Print field and click the Print

button, as shown in figure 4.1.5.

Queue Tab

Figure 4.1.5

4.1.3. History Tab

The history tab of the report launcher displays a history of reports that have been run.

The date and time the report was run, the name of the report, and the user who ran the

report are displays, as shown in figure 4.1.6.

Little Pippers

Little Pippers

History Tab

Figure 4.1.6

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4.2. Available PIPP Reports – Report Launcher

The following PIPP Plus program reports are available from the Report Launcher.

4.2.1. 301/302 Variance Report

Report that details any variances between the data received in the CIR file and

the 301/302 reports imported from the utilities. These variances will be

configurable.

4.2.2. 303 Report

Report used in conjunction with 301/302 processing for internal OCS processing.

The user has the ability to select the company in which they want to see data for.

4.2.3. Average Bill Amount

Report that details a clients PIPP Plus Installment payment compared to what

their current average bill amount.

4.2.4. Batch Job Report

Report that details all of the batch processes that have been run.

4.2.5. Data Exception Report

Report that enables the user to choose between CIR and daily files that caused

error during processing.

4.2.6. Data Variance Report

Report that details all information that is different between utility files and

OCEAN database. For example if there is a discrepancy between a client's

address and SSN.

4.2.7. Graduate/Post PIPP Plus Report

Report that details all clients that have been reported as Graduate/Post PIPP Plus

clients for more than one year.

4.2.8. Installment Balance Report

Report that details a customer’s missed PIPP Plus installments and aggregates the

total money owed to the PIPP Plus program.

4.2.9. Installment Surplus Report

Report that details all clients that have a PIPP Installment greater than their

monthly utility bill.

4.2.10. Negative Account Balance Report

Report that details all clients who have a negative account balance and are owed

money by a utility.

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4.2.11. Outstanding Confirmation Report

Report that details all outstanding confirmations more than X (configurable time)

number of days old, broken down by utility. This report will have a configurable

time value for confirmations that are deemed outstanding.

4.2.12. Payment Amount Exception Report

Report that details all accounts with variances in PIPP payment amounts reported

by the utilities and what is currently listed in OCEAN.

4.2.13. Re-Verification Date Change Report

Report that details all records that has a variance of X (configurable number)

number of days between the re-verification date listed in OCEAN and the one

received in the monthly CIR file. The date difference will be configurable.

4.2.14. Rejected Confirmation Report

Report that details all rejected confirmations broken down by reject code, CAA,

and OCEAN User that entered the information.

4.2.15. Pending Confirmation Report

Report that details records that are pending for a configurable number of days.

4.2.16. PIPP Drop Stop Report

Report that details all PIPP Plus drops that were stopped, when and by whom.

4.2.17. PIPP Plus Drop Report

Report that lists customers that were dropped within a configurable timeframe.

4.2.18. Real Time Determination Run Report

Report that list any application that had X number of real time determination

runs.

4.2.19. Rejected Record Report

Report that details all records that were rejected. This report will allow user to

sort by rejection reason, record type, and organization.

4.2.20. Re-verification Load Report

Report that displays all customers whose re-verification date is approaching

grouped by CAA. This will allow a CAA to forecast the number of clients that

will be coming in to their office to re-verify.

4.2.21. Unmatched Customers Report

Report that details any customers a utility sends that are not found as being in

the PIPP program.

4.2.22. Zero Arrearage Report

Report that details all customers who have had their arrearage amount set to

zero.

Documents

OCEAN Phase II PIPP Plus CAA User Guide - Ohio II - PIPP Plus CAA User... · Page 7 of 27 OCEAN II – 10/21/2010PIPP Plus User Guide: CAA and OCS Step 1) Login to OCEAN. Step 2)