Self-Direct Application/Renewal Process

Self Direct Application / Renewal Process

About

One of the primary objectives of the Eligibility Modernization project is to provide faster eligibility results to customers while reducing local department workloads. To help realize that goal, My Workspace (MWS) and the VaCMS have been enhanced with functionality to reduce the manual effort required to process applications and renewals entered through CommonHelp, FFM, or the CoverVA Call Center. Self Direct also processes renewals entered by local departments in Rapid Data Entry (RDE). Applications entered in RDE by local departments are not processed by Self Direct.

Self Direct Will Not Process:

Any ABD / LTC aid categories including cases associated to an ABD / LTC aid category
Select non-MAGI F&C categories (F&C Hospice and Institutionalized)
Any SNAP, TANF or EA programs

Self Direct Will Process and Authorize Results for:

MAGI MA eligibility results
Approved or Denied eligibility results

Self Direct Will Process but not Authorize Results for:

F&C Medically Needy Groups (except MN Newborn Children under age 1)
Foster Care Aid Categories
Adoption Assistance
Closed eligibility results for a renewal

Note: Self Direct does not pre-populate resource and expense information in the VaCMS. Workers must click on the New Data button to populate those pages.

The Self Direct Process may fail prior to completion if certain data is not present. When a failure occurs, the application / renewal will either be available in My Workspace, or you will receive an alert in your tasks and reminders and have to manually complete the application / renewal processing from the point of failure or restart the Self Direct Process (MA only applications or MA applications associated with existing Approve or Ongoing SNAP / TANF case). Similarly, you will receive an alert in your task and reminders when the Self Direct Process is successful.

If a case contains a request for both SNAP and MA, self direct will attempt to process the MA request, but not the SNAP request. In this scenario, you will see a special indicator in My Workspace, under the Status column. If you see an application in My Workspace that has the status SNAP Application, you’ll know that the case contains a program request processed through Self Direct. However, you will still have to take action on the SNAP case. Follow your typical workflow to register and process the SNAP application.

You can also proceed directly to Data Collection, skipping the screens in My Workspace. When you complete the Interview-Details page in Data Collection, the status of the SNAP application in MWS will change from SNAP Application to Submitted.

The Self Direct Process outlined here includes nine steps (0-8). Please note that the step number determines how alerts are generated and if the Self Direct Process can be restarted.

Any alert generated prior to the fourth step (Step 4 – Case Assignment) will be sent to the locality’s default worker.
Alerts received after the fourth step (Step 4 – Case Assignment) will go to the primary worker (if assigned).

Be sure to monitor your alerts carefully because they let you know when the Self Direct Process fails and what worker action is required to complete the application or renewal. See the “Alert Guide” at the end of this document for more information about the alerts that could be generated.

Note: The term “failure” used in this document does not refer to case eligibility. Rather, failure denotes that the automated process has stopped and requires worker intervention to complete the process.

The Self Direct Application / Renewal Process

The table in this section lists the steps (0-8) that comprise the self direct application / renewal process. The table details the following for each step:

The step number and name / description.
The action taken by the VaCMS during the step.
What happens if the process is successful.
The action you must take if the process fails as well as any failure alerts generated.

Step 0 - Initial Criteria Verification
The VaCMS confirms that the application / renewal meets the criteria for starting the Self Direct Process.
If Process Passes	If the application / renewal meets the criteria, it proceeds to Step 1 – Transfer Data to MWS.
If Process Fails	If all criteria are not met, the application / renewal is transferred to MWS and you must manually process the case from this point forward. Applications will be shown in MWS with a status of “New.” Renewals will be shown in MWS with a status of “Process” unless a new household member or address change is present on the Renewal, in which case the status will be “New.” Status in MWS (applications): New Status in MWS (renewals no new individuals or a change in address): Process Page Where Manual Processing Begins: My Workspace – Application or Renewal Inbox. Click the Process hyperlink, or click the radio button and then click Start Application / Renewal button.
Step 1 - Transfer Data to MWS
The Self Direct Process attempts to transfer data from CommonHelp applications / renewals to MWS. The Self Direct Process will run every five minutes.
If Process Passes	MWS is populated with the application / renewal information. The application / renewal will not be viewable in the inbox until a failure occurs in another step or self direct is successful.
If Process Fails	The application / renewal will remain in CommonHelp until the data is transferred to MWS through the existing batch process. You must manually process the case from My Workspace. This is not a change from the existing process that local offices must take. Status in MWS: New
Step 2 - File Clearance
The application / renewal is moved to Register Client where the Self Direct Process attempts to file clear all individuals. Note: For a renewal, this step is only performed if a new individual is added.
If Process Passes	If all individuals are successfully file cleared, the application / renewal self directs to Step 3 – Application Registration.
If Process Fails	The Self Direct Process ends and worker intervention is required. Any individuals that were file cleared will remain file cleared. An alert is generated. Status in MWS: Started or New Page Where Self Direct Process Restarts: Complete File Clearance for individuals that failed. Navigate to Register Client – Summary. Click the Restart Self-Direct button. The application is marked for Self-Direct processing and is picked up by Self-Direct Batch to finish processing. You will be taken to the MWS Search Inbox page where the following green success message displays, Self Direct processing has been restarted. Page Where Manual Processing Begins: My Workspace – Application or Renewal Inbox. Click the Started hyperlink, or click the radio button and then click the Start Application / Renewal button
Step 3 - Application Registration
The Self Direct Process attempts to register the MA program in Application Registration. This step is not performed for renewals.
If Process Passes	If the MA program is successfully registered, the process proceeds to Step 4 – Case Assignment.
If Process Fails	The Self Direct Process ends and you must manually process the case from MWS. An alert is generated. Status in MWS (Applications only): Continue Registration. Page Where Manual Processing Begins: My Workspace – Application Inbox tab, click the Continue Registration hyperlink
Step 4 - Case Assignment
The Self Direct Process attempts to assign the application or renewal.
If Process Passes	If the MA program is successfully assigned, the process proceeds to Step 5 – Transfer to Data Collection and Verify Data Through Federal Hub and the application / renewal is assigned to either the default or primary worker. Applications / renewals are visible in MWS once the worker is assigned to a case. However, you will get an error message when initiating a case action until the Self Direct Process releases the application / renewal for manual processing. (Error# FO01441 “The system is currently trying to process this case. Please try again later.”)
If Process Fails	The Self Direct Process ends and you must manually process the case from this point forward. If there is a Renewal for a closed case that is still within the grace period, the SDS will fail prior to Step 5. The worker will then need to manually reinstate the case prior to starting Redetermination in Data Collection. An alert is generated. Status in MWS: Continue Case Assignment Page Where Self Direct Process Restarts: Complete Case Assignment (cannot convert to change or renewal). Navigate to Household Information page. Click the Process this Case by Self-Direct button. The application is marked for Self-Direct processing and is picked up by Self-Direct Batch to finish processing. You will be taken to the Case Action page where the following green success message displays, Self Direct processing has been restarted. Page Where Manual Processing Begins (Application): My Workspace – Application Inbox tab; click the Continue Case Assignment hyperlink. Page Where Manual Processing Begins (Renewal): My Workspace – Renewal Inbox tab; click the Continue Case Assignment hyperlink. When “Continue Case Assignment” is selected the Register Client page displays
Step 5 - Transfer to Data Collection and Verify Data Through Federal Hub
The Self Direct Process transfers data to Data Collection and relevant case data is sent to the Federal Hub for validation.
If Process Passes	If the case successfully passes data validation and all mandatory field data is provided, the case proceeds to Step 6 – Eligibility.
If Process Fails	If failure occurs during data transfer, the Self Direct Process ends and you must manually process the case from this point forward. For CH and RDE applications / renewals, data successfully transferred to the VaCMS remains in the system without an indicator to specify where the process stopped. However, you will be taken directly to the page where processing stopped when accessing the case using the Continue Previously Selected Action option in Data Collection. If you begin on the Run Eligibility page, a pop-up appears listing the data not yet populated into the system. An alert is generated. Status in MWS: Submitted Page Where Manual Processing Begins (Application): Data Collection > Case Action (select the Continue Previously Selected Action option)
Step 6 - Eligibility
The Self Direct Process attempts to run eligibility for the case. This step is automatically run for CommonHelp and RDE applications / renewals only. Upon completion, EDG information and final eligibility results are stored in the system and applicable notices are generated.
If Process Passes	If eligibility is successfully run, the case proceeds to Step 7 – MMIS Enrollment. Note: Applicable notices are generated automatically.
If Process Fails	If eligibility is Pending for any individuals, the Self Direct Process ends and you must manually process the case from this point forward. EDG data will not be saved in the VaCMS, but case data will be retained in Data Collection for manual processing. An alert is generated. Page Where Self Direct Process Restarts: Complete Data Collection for the case. Navigate to Wrapup – Run Eligibility. Click the Restart Self-Direct button. The application is marked for Self-Direct processing and is picked up by Self-Direct Batch to finish processing. You will initiate manual processing using the Continue Previously Selected Action option in Data Collection. CC workers can also access the CC-specific pages by using this option and then accessing the appropriate pages using the Left Navigation. Status in MWS: Submitted Page Where Manual Processing Begins: Case Action; select the Continue Previously Selected Action option and re-run Eligibility
Step 7 - MMIS Enrollment
The Self Direct Process attempts to transfer individuals to the MMIS. This step is automatically run for CommonHelp and RDE applications / renewals only. For applications, only Approved individuals are sent to the MMIS. For renewals, both Approved and Closed individuals are transferred if authorized.
If Process Passes	If all relevant individuals are successfully sent into the MMIS, the case proceeds to Step 8 – FFM Referrals. An alert is generated.
If Process Fails	If the process fails, all EDG and case information is retained in the VaCMS. An alert is generated. Status in MWS: Submitted Page Where Manual Processing Begins: MMIS Individual Details (or page with the insufficient data)
Step 8 - FFM Referrals
The Self Direct Process attempts to refer those applicants who were denied for receiving MA benefits and who were approved for limited MA assistance (for example, Plan First) to the FFM. This step is automatically run for CommonHelp and RDE applications / renewals only.
If Process Passes	If all relevant individuals are successfully transferred to the FFM, the case is complete.
If Process Fails	If failure occurs during the FFM referral, the Self Direct Process stops and worker intervention is required. Note: The failures in this step are primarily related to technical / system issues that can happen during any step of the Self Direct Processing. An alert is generated. You will initiate manual processing by navigating to the FFM Referral page in Data Collection. Status in MWS: Submitted Page Where Manual Processing Begins: FFM Referral

Updated 09/06/2016