PO25-040 Title IV Running Clearances Overview - Attachment B.pdf

Title IV-E Criteria and the location of the data source

Information Criteria Location Age ▪ Child may be eligible for Title

IV-E until the age of 21.

▪ PACIS: Client Information

(ACID)

▪ PACIS: Client Data Base Inquiry

Judicial Findings ▪ Contrary to the Welfare

▪ Reasonable efforts to prevent placement

▪ Placement and care authority

Initial Legal Court Order

Citizenship or Qualified Alien* ▪ Child must be a citizen of the United States, a United States non-citizen national.

▪ If not a U.S. citizen, child must be a qualified alien.

▪ SACWIS: Person Management

▪ SACWIS: Integrated Assessment

▪ SACWIS: Investigation Summary

▪ Note: Contact caseworker if status cannot be determined.

Residency* ▪ Child must be an Illinois resident.

▪ SACWIS: Integrated Assessment

▪ SACWIS: Investigation Summary

▪ Petition

Specified Relative* ▪ Child must have resided with a specified relative against whom the Contrary to the Welfare finding was made within the six-month period prior to removal from the home.

▪ Fictive Kin does not meet this requirement.

▪ SACWIS: Integrated Assessment

▪ SACWIS: Investigation Summary

▪ Petition (if available) Note: Contact caseworker if specified relative cannot be determined.

Information Needed Criteria Location Removal from Home ▪ Physical removal or constructive removal.

▪ Must occur pursuant to a voluntary placement agreement or a judicial order.

▪ SACWIS: Integrated Assessment

▪ SACWIS: Investigation Summary

▪ Petition Note: Contact caseworker if removal cannot be determined.

Financial Need* ▪ This is based on the total countable number of household members and household income. Must meet the standard of need based on the 1996 AFDC requirements.

▪ PACIS: Wage Verification Data Screen (AWVS)

▪ PACIS: Key Information Delivery System(KIDS)

▪ SOLQ: Client SSA Inquiry

(PEMSS1H)

▪ IES: Wage Verification

▪ SACWIS: Integrated

Assessment Note: Contact caseworker if income cannot be determined.

Deprivation ▪ Child must have been deprived of parental support and care from one or both parents at the time legal custody was obtained by the state.

▪ SACWIS: Integrated Assessment

▪ SACWIS: Investigation Summary

▪ Petition (if available) Note:

Contact caseworker if deprivation cannot be determined.

Each staff person will be given access to computer programs necessary to perform the tasks associated with this procurement.

Accessing and Logging into CYCIS

Step Action

1. Click the Blue Zone Session Manager icon.

2. Double click the mainframe icon.

3. Type ‘ imsa’

4. Press the Enter key.

5. Key in your Resource Access Control Facility (RACF) ID number.

6. Key in your password and press enter.

7. Type ‘/for cfcm131’ note the screen name (in red) is bracketed by ‘cf’ and ‘1’

Accessing and Logging into the IES System

Step Action

1. Open an Internet Explorer window.

2. Key https://ies.dhs.illinois.gov/ies/ in the address bar.

3. Enter your user ID (Firstname.Lastname)

4. Enter your DCFS password.

Note: This is the same password you use to log into the network and email account.

5. Click on the login button.

Accessing and Printing Data Exchange Information Follow the steps below to access/print information from IES Data Exchanges for every member of the household.

Step Action

1. Click Data Exchanges from the navigation menu of the main IES screen.

2. Key the Social Security Number (SSN) in the Social Security Number field.

3. Select “All” from the Select Clearance drop- down menu.

4. Click the Retrieve current information radio button.

5. Click the next button.

6. Click the print button to print the summary data displayed on the screen.

Printing the Wage Verification, State Online Query (SOLQ), Key Information Delivery

System (KIDS), Work Number Verification (TWN) Details

Sections with magnifying glasses indicate that there are additional details you will need to print. The most common sections are:

• Wage Verification

• State Online Query (SOLQ)

• Key Information Delivery System (KIDS)

• Work Number Verification (TWN)

To access/print the additional details:

Step Action

1. Click the magnifying glass

Result: A pop up window appears.

2. Click the print button.

3. Repeat for all sections that contain magnifying glasses.

4. Once all of the additional detail screens are printed, return to the top of the page.

Locating Social Security Number (SSN) in IES Inquiry If you don’t have the Social Security Number (SSN) for a family member, follow the steps below to locate the Social Security Number (SSN) to begin gathering your information.

1. Click Inquiry from the navigation menu of the main IES screen.

Result: The inquiry menu expands.

2. Click Individual

Result: The Individual Search Criteria screen appears.

3. Key in the first name.

4. Key in the last name.

5. Key in the date of birth.

6. Click the Search button.

Result: The search results will appear with similar names and percentage of likelihood of a match.

7. Click the Case/Application # for an approved or closed case if there is a 100% name match.

Note: This is to verify if this the individual for whom you are trying to locate information.

Result: This will bring up the case and you can confirm other household members match the information in your case.

8. Obtain the Social Security Number(s) needed to access and print the Data Exchange information.

Logging into PACIS Follow the steps below to log in to PACIS.

Note: If you already logged into the mainframe, you can skip this step.

1. Click the Blue Zone Session Manager icon.

2. Double click the mainframe icon.

3. Type ‘ imsa’

4. Press the Enter key.

5. Key in your Resource Access Control Facility (RACF) ID number.

6. Key in your password and press enter.

Accessing Specific Screens in PACIS Follow the steps below to log to access a specific screen in PACIS.

1. Type “/for PACIS”.

2. Press the Enter key. Result: The main menu screen will appear. For example, F8 = MMIS

3. Press the appropriate function (F) key to navigate to an individual screen.

4. Press the F11 key to return to the main menu screen or F3 until main menu in KIDS.

Logging into SACWIS Open SACWIS by double clicking the icon on your desktop.

Accessing and Printing the Integrated Assessment Follow the steps below to access/print the Integrated Assessment from SACWIS.

1. Click the Search menu.

2. Select Case.

3. Key in one of the following:.

• CYCIS Family ID (or CYCIS Child ID for Older Youth)

• Case Member Last and First Name

4. Click the Perform Search button. Result: The case(s) display.

5. Click the family group ID.

6. Locate the line with a Family case type.

7. Click the arrow next to Case History on the Family Group Summary page.

8. Click on the case name with a case type of “Family” that is currently open.

9. Click on the tab marked Assessments on the Case Management page.

10. On the Integrated Assessment section, click on the names for the assessment completed after the date of legal.

11. Click on Document.

12. Click on the Print icon at the upper right corner of SACWIS or the print button at the bottom of the document.

13. Press the Cancel button or utilize the Alt + C command to return to the Family Group Summary page.

Accessing and Printing the Service Plan Important: The Service plan is only printed if there is no integrated assessment for the current case.

Follow the steps below to access/print the Service Plan from SACWIS.

Step Action

1. Navigate to the Case Maintenance screen.

2. Click the Planning tab.

3. Click the arrow next to Service Plans.

4. Click the Participants link for the most recent service plan closest to legal case date.

Result: The Service Plan screen appears.

5. Click the documents link in the top right-hand corner of the page.

Result: The Service Plan Document Group screen appears.

6. Click the Complete Service Plan radio button to put checkmarks on all the pages of the Service Plan.

7. Click the Print Preview button or Alt + P to bring up the full document.

8. Click the print icon at the upper right corner or the print button at the bottom of the page.

Accessing and Printing the Investigation Summary Follow the steps below to access/print the Investigation Summary from SACWIS.

1. Click the arrow next to Investigations on the Family Group Summary page.

2. Click on the Investigation Summary for the applicable investigation. In most cases, this will be the date will be closest to your date of legal.

3. Click on the Print icon at the upper right corner of SACWIS.

4. Press the Cancel button or utilize the Alt + C command to return to the Family Group

Summary page.

If no investigation is found for your date and Protective Custody was taken, follow the steps below:

1. Click on the Search menu.

2. Select investigation.

3. Key in Person Last Name and First Name.

4. Click the Perform Search button.

5. Click the hyperlinked name with the report date closest to the Protective Custody date.

6. Click the hyperlinked” Investigation Summary” in the upper right-hand side of the screen.

7. Click on the Print icon at the upper right corner of SACWIS or the print button at the bottom of the document.

Accessing and Printing the Case Notes (If needed) The case notes can be a useful resource. They can also slow down your progress on completing determinations. Therefore, these notes should only be used if there are no other alternatives to gathering the information you need to make a determination. The integrated assessment team has already used these notes to complete their assessment. The integrated assessment is always your best option for case information.

Follow the steps below to access/print the Case Notes from SACWIS.

1. Navigate to the Case Maintenance screen.

2. Click the Notes Search link.

3. Click the arrow next to the Note ID link or the Note ID link

Note: Both options display the notes and will display differently based on the option chosen.

4. Click the check box next to the Note ID.

5. Click on the Print icon at the upper right corner of SACWIS.

6. If you have used the Note ID link option to display the notes:

• Scroll to the bottom section of the page

• Click on the Print Note button.

Result: This brings up a printer friendly page you can click the print icon in the upper right corner of the page.

Accessing and Printing the Investigation Notes (If needed) The investigation notes can be a useful resource. They can also slow down your progress on completing clearances. Therefore, these notes should only be used if information found up to this point needs additional clarification.

Follow the steps below to access/print the Investigation Notes from SACWIS.

1. Navigate to the Family Group Summary page.

2. Click the arrow next to Investigations.

3. Click the name for the investigation connected to your case.

4. Click the Note Search link.

5. Click on the Print icon at the upper right corner of SACWIS.

Order of Documents

Documents For Whom To Show

Initial Application CFCM2041A Child CYCIS Data Related to the Determination

MMIS (PACIS) Child The child’s 98 grant with DHS

CM13 Child Accurate Data Entry of Court Orders

MMIS (PACIS) (already in file for parents/child as identified on the App; however, household comp/parents may be determined to be different so new prints may be necessary)

Child and Parents Active Grant for EAP Determination

DOL/AWVS (PACIS) Parents Earned Income

KIDS (PACIS) Parents Child Support Income

*SOLQ -- Access to SOLQ will require a modification to the Intergovernmental Agreement with Social Security so may not become part of the procurement

All in Household SS Income

IES Child and Parents Verification of PACIS Info

Caseworker Emails Household Documentation of required information not found in other documents

Investigation Summary Household Household Comp / Removal / Sometimes

Employment

Integrated Assessment (if approved AFTER initial legal). If not yet approved, print the page indicating lack of approval).

Household Household Comp / Removal / Employment /

Income

Case Notes / Safety Plan, if necessary Household Household Comp / Removal

Court Documents (Petition/Court Order/Court

Report/Juvenile Warrant – all usually stapled together already in file)

Child/Household Judicial Findings / CTW Subjects / Specified

Relative / Household Comp / Removal