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Universal Application System (UAS)

Indiana WINS

Universal Application System (UAS)

Indiana WINS

Adrienne Akers, DirectorAdrienne Akers, Director Chris Schofield, Lead DeveloperChris Schofield, Lead Developer

Early Intervention Research InstituteEarly Intervention Research InstituteUtah State UniversityUtah State UniversityLogan, UT 84322-6580Logan, UT 84322-6580

adrienne.akers@usu.eduadrienne.akers@usu.edu

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Utah Clicks!Universal Application System (UAS)

a web-based interagency application process designed to help families apply for multiple

programs & services online currently available in English & Spanish available 24/7

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Utah Clicks Utah Clicks OverviewOverview

Client’s responses are exported onto PDF forms

Client needs services

Client receives eligible services

Client visits Utah Clicks website to:1. Create account2. Answer screening questions3. Select applications4. Answer application questions

Client electronically submits completed applications to agencies via Utah Clicks web site

Ser

vice

s

Intake workers view & determine client eligibility

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1.1. Families identify application forms that they want & need & Families identify application forms that they want & need & are targeted first.are targeted first.

2.2. Families are screened in, not out.Families are screened in, not out.

3.3. The current paper-based intake process is mirrored as The current paper-based intake process is mirrored as closely as possible.closely as possible.

4.4. The intake process is streamlined so that workers can focus The intake process is streamlined so that workers can focus more on helping than on paperwork.more on helping than on paperwork.

Guiding Principles of Utah Clicks

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Screening criteria can be set & updated by each agency

Local agency staff can review/assign/follow-up on electronically submitted applications

State agency managers can add and update regional offices, office accounts, and zip code routing, and other information.

Electronic Submission to theEligibility Staging Area

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UAS Administrative Levels

UAS Administrative Levels

Intake Intake WorkerWorker

UAS AdministratorUAS Administrator

Program ManagerProgram Manager

Office ManagerOffice Manager

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The UAS Administrator can… Create & manage questions and question groups

used by program applications

Add & set up new program applications

Add & manage programs in the system

Manage site translations

Drill down to all other admin levels

* Additional software is required to import XML data into existing systems. This software should be developed in-house.

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A Program Administrator can… Set up & manage regions &/or offices

Manage their program’s screening questions

View program statistics & reports

Manage their program’s application

Manage program preferences, e.g. program titles, definitions, website link

* Additional software is required to import XML data into existing systems. This software should be developed in-house.

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An Office Manager can… Create & manage intake workers’ accounts

View & assign apps. submitted to their office

View office statistics & reports

Reassign apps. to other office or intake worker

* Additional software is required to import XML data into existing systems. This software should be developed in-house.

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An Intake Worker can… View & manage PDF forms of assigned clients

Change status options, e.g. pending, approved, denied

Search archive

* Additional software is required to import XML data into existing systems. This software should be developed in-house.

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Utah Clicks Administration Summary Mid-scale integration projects (e.g. UAS) provide

needed services without major upgrades to current systems.

Both upfront & maintenance costs remain lower than costs for the development of new systems.

The UAS can be integrated into current systems without major changes in business practices. Client application data can be exported directly into current systems.*

Intake workers find the interface intelligent and easy to use. Minimal training needed to use UAS.

Clients find the UAS convenient and easy to use.

UAS is customizable to fit the needs of your agency.* Additional software is required to import XML data into existing systems. This software should be developed in-house.

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Growth of Utah ClicksGrowth of Utah Clicks

• 5/9/05 to 10/12/05 = 5/9/05 to 10/12/05 = 593593 applications applications

• Salt Lake Tribune articles published 10/12/05Salt Lake Tribune articles published 10/12/05

• 10/12/05 to 1/1006 31 = 10/12/05 to 1/1006 31 = 23362336 applications applications

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Consumer Benefits of Utah Clicks

Young parents may be more comfortable entering data via computer than telling their “life story” to intake workers over and over

Families can get redundant aspects of paperwork out of the way first, leaving time for more meaningful exchange during the actual interview process

Trips to multiple agency offices are minimized

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IT Benefits of Utah Clicks Mid-scale integration projects (e.g. Utah Clicks) offer

needed solutions w/o major upgrades to current systems.

Both upfront & maintenance costs remain lower than costs for the development of new systems.

Utah Clicks can be integrated into current systems without major changes in business practices. Client application data can be exported directly into current systems.*

Intake workers find the interface intelligent and easy to use with minimal training.

Clients find the UAS convenient and easy to use.

UAS is customizable to fit the needs of each agency.* Additional software is required to import XML data into existing systems. This software should be developed in-house.