5. CalWIN TOA Interface

Business Implementation Guide to Time On Aid
5.
page 5-1
CalWIN TOA Interface
CalWIN TOA Interface
Data is provided from CalWIN to the WDTIP/TRAC interface via the generation of
daily and monthly transactions. The interface is only from CalWIN to WDTIP/TRAC;
WDTIP/TRAC does not send information to CalWIN. Transactions are
automatically generated during the nightly batch process and sent to TRAC after
EDBC and/or authorization has occurred in CalWIN.
Note:
Some transactions do not require EDBC or authorization for the TRAC
interface to occur.
5.1
CalWIN Manual Entries
In order for CalWIN to reflect accurate TOA information, certain manual data
entries into the CalWIN are required, including:
•
•
•
•
Out of county months,
Out of state months,
Tribal TANF assistance, or
Case failed CalWIN conversion.
[Refer to “Display Individual Time Limit Clock Summary,” page 5-8 for further details
regarding the CalWIN window.]
5.2
CalWIN Automated Transactions
When benefits are first authorized, a transaction is generated. The initial
transactions could include a program participation transaction, Diversion, special
needs, supportive services and possibly an exemption or time clock extender.
Subsequent actions to the case may cause additional generation of transactions
related to time clocks depending on the program involved.
Update #2011-01
Revised: 04/20/11
page 5-2
CalWIN TOA Interface
5.3
Business Implementation Guide to Time On Aid
TRAC Transactions Generated by CalWIN
5.3.1
Definitions
The following transactions are generated by actions taken in CalWIN:
Transaction
Description
LD02
Program Participation:
CalWIN generates this transaction in either an AID (Add) or DISC (Discontinuance)
mode after authorization has occurred.
• The AID transaction will begin or correct time period of reported program
participation or aid code.
• The DISC transactions will discontinue or delete the reported program
participation.
These effective dates and Status Codes will build periods of eligibility for an
individual with start and end dates that will be used by TRAC program logic to do
transaction operations such as inserting and updating records for an individual. The
periods created by the transactions will then be used in the calculation of an
individual’s time clocks.
LD03
Employment Services (WTW):
Generated when a workplan is created and CalWIN generates this transaction in
either an AID or DISC mode.
• The AID transactions establish the length of the workplan.
• The DISC terminates the workplan.
This transaction allows counties to update an individual’s existing WTW information.
LD05
Diversion Program Participation:
CalWIN generates this transaction in either an AID or DISC mode.
• The AID transaction will begin the reported time period.
• The DISC transaction will delete the reported Diversion data.
This transaction is generated when the Diversion payment(s) is/are issued and not
when authorized. There is no functionality to complete changes to the data on this
transaction. If data is incorrect the county can manually update TRAC when it is
necessary to delete or modify a transaction.
Revised: 04/20/11
Update #2011-01
Business Implementation Guide to Time On Aid
Transaction
Description
LD06
Supportive Services Only (Employment Services):
page 5-3
CalWIN TOA Interface
CalWIN generates this transaction in either an AID or DISC mode. The AID
transaction will begin reported months of Supportive Services. The Disc transaction
will delete the reported Supportive Services data.
A transaction should only generate if the participant is not on CalWORKs and not
employed. This ticks the 48-month TANF time clock.
Note:
This is a payment triggered on a monthly basis and the transaction to WDTIP will
also be triggered on a monthly basis. Transactions will be generated without EDBC
or authorization of benefits occurring.
LD07
Grant under $10:
CalWIN generates this transaction in either an AID or DISC mode.
• The AID transaction is generated to un-tick the time clock.
• The DISC transaction is generated to tick the time clock.
CalWIN will not generated LD07 for months prior to conversion if the CalWORKs
program was not converted to CalWIN.
LD08
Child Support Reimbursement:
CalWIN generates this transaction in either an AID or DISC mode. Transaction
generated to un-tick the TOA time clocks and generated by CalWIN on a monthly
basis.
• The AID transaction is generated to un-tick time clock.
• The DISC transaction is generated to tick the time clock.
This transaction is generated on a monthly basis and EDBC or authorization of
benefits will not be needed in order for CalWIN to generate this transaction.
Update #2011-01
Revised: 04/20/11
page 5-4
CalWIN TOA Interface
Business Implementation Guide to Time On Aid
Transaction
Description
LD09
Program Exceptions/Exemptions:
CalWIN generates this transaction in either an AID or DISC mode.
• The AID transaction will begin or correct time period of reported program
participation or aid code.
• The DISC transaction will discontinue or delete the reported program
participation.
EDBC and Authorization must occur in order to be included in the WDTIP Batch file.
CalWIN will use Effective Dates and Status codes to build periods of extenders/
exemptions for an individual wit Start and End Dates that will be used by TRAC
program logic to do transaction operations such as inserting and updating records
for an individual. The periods created by the transactions will then be used in the
calculation of an individual’s time clocks.
Exemptions: CalWORKs/TANF clock stoppers are those exemptions which
exempt months from being counted toward the 48-month time limit. Clock Stoppers
need only apply to the individual. The ES exemption must be ran in order to
generate the appropriate exemption
Extenders: Time limit extenders are exceptions that allow a recipient to receive aid
beyond the 60-month time limit. All aided adult parents, step-parents, and/or
caretaker relatives residing in the home of the aided child(ren) must meet a time
extender exemption criterion for the extender to apply to a person who has reached
the 60-month CalWORKs time limit.
LD10
Non-California Months Participation:
EDBC and Authorization not needed for CalWIN to generate transaction. Aid and
DISC transactions are generated to change dates.
This transaction uses similar logic to the one used for loading program participation
data. It will use Effective Dates and Status Codes to build periods of participation for
an individual with Start and End Dates that will be used by the TRAC program logic
to do transaction operations such as inserting and updating records for an
individual. The periods created by the transactions will then be used in the
calculation of an individual’s time clock.
Revised: 04/20/11
Update #2011-01
Business Implementation Guide to Time On Aid
5.3.2
page 5-5
CalWIN TOA Interface
Triggers
The following table lists these transactions and provides the CalWIN trigger
conditions, field names and window names:
Transaction
Trigger Components
Trigger Condition
Window Name
LD02
County code
Aid Code
Case Serial Number
FBU MEDS Code
Person Number
CIN
Program Type Code
Federal/State Only Indicator
Program Status Code
Program Participation
Authorize Eligibility
Program Benefit
At initial authorization of benefits
and at subsequent authorizations if
there is a change in program
participation.
This transaction is generated for the
following programs:
•
•
•
•
CalWORKS
RCA
Temporary Homeless
Permanent Homeless
In case of retro actions once the
retro months are re-authorized and
a change has occurred from original
data, a transaction will be sent to
correct the TRAC application.
LD03
CIN
County Code
Work plan Sign Date
CalWORKs Extension
Number
WTW Status
Work plan
Starting a WTW Plan starts the
WTW clock and generates a
transaction to WDTIP.
Note:
Generation of this transaction does
not require EDBC or authorization of
the program. It only requires that the
actions are saved.
Maintain
Employment
Services
Participation
• Plan tab
Reminder:
The WTW Clock is no longer
applicable.
LD05
CIN
Payment Date
County Code
Diversion Status Code
Diversion Start Month
Diversion End Month
Diversion
Transaction will be generated when
benefit is issued and not when
benefit is authorized. This
transaction will be triggered only
once for a range of months.
Authorize Eligibility
Program Benefit
There is no functionality to complete
changes to the data on this
transaction. If data is incorrect, the
county can submit this transaction to
delete the submitted data.
Update #2011-01
Revised: 04/20/11
page 5-6
CalWIN TOA Interface
Business Implementation Guide to Time On Aid
Transaction
Trigger Components
Trigger Condition
Window Name
LD06
• CIN
• Supportive Services
Reason Code
• Supportive Services
Effective Month
• County Code
• Supportive Services
Status Code
Supportive Services
• Maintain
Employment
Services
Participation
• Supportive
Services
Authorization
•
•
•
•
•
Under $10 Grant
LD07
This Transaction will be generated
without EDBC or Authorization of
benefits. It only requires that the
actions are saved. It will be triggered
on a monthly basis.
There is no functionality to complete
changes to the data on this
transaction. If data is incorrect, the
county can submit this transaction to
delete the submitted data.
CIN
Under $10 Grant
Effective Month
County Code
Under $10 Grant Status
Code
This transaction will be generated
after Authorization of benefits. The
time period for these transactions is
one month only.
There is no functionality to complete
changes to the data on this
transaction. If data is incorrect, the
county can submit this transaction to
delete the submitted data.
LD08
• CIN
• Child Support Effective
Month
• County Code
• Child Support
Reimbursement Status
Code
Child Support
This transaction is generated on a
monthly basis.
This Transaction will be generated
without EDBC or Authorization of
benefits. It only requires that the
actions are saved. It will be triggered
on a monthly basis.
There is no functionality to complete
changes to the data on this
transaction. If data is incorrect, the
county can submit this transaction to
delete the submitted data.
Revised: 04/20/11
Update #2011-01
• Post Conversion
Action
• Authorize
Eligibility
Program
Benefits
• Pre Conversion
Action
• Display
Individual Time
Limit Clock
Summary
• Collect Individual
Time Limit Clock
Detail
Business Implementation Guide to Time On Aid
Transaction
Trigger Components
Trigger Condition
Window Name
LD09
•
•
•
•
•
•
Program Exceptions/Exemptions
Authorize Eligibility
Program Benefit
•
•
•
•
LD10
5.4
page 5-7
CalWIN TOA Interface
•
•
•
•
CIN
Case Serial Number
Person Number
FBU MEDS Code
Aid Code
Program Exception
Effective Date
Program Exception Code
Program Exception
Reason Code
Program Exception Status
Code
County Code
CIN
Non-California State Code
County Code
Non California
Participation Effective
Date
• Non-California Status
Code
At initial authorization of benefits
and at subsequent authorizations if
there is a change in
exception/exemption.
In case of retro actions once the
retro months are re-authorized and
a change has occurred from original
data a transaction will be sent to
correct the TRAC application.
Non California Months
Participation
This Transaction will be generated
without EDBC or Authorization of
benefits. It only requires that the
actions are saved.
• Display
Individual
Demographics
Summary
• Collect Individual
Demographics
Detail
• Collect Individual
Prior/Current Aid
Detail
Accessing CalWIN TOA Windows
The TOA windows can be accessed in CalWIN through the Data Collection
Subsystem in the Intake & Case Maintenance function for inquiry and update
access or through the Inquiry function for inquiry access only.
5.5
CalWIN TOA Windows
5.5.1
Inquire on Individual Details
The Inquire on Individual Details window displays information about individuals
known to CalWIN. This window is used to view the most recent information
recorded in the system for the individual.
Update #2011-01
Revised: 04/20/11
page 5-8
CalWIN TOA Interface
Business Implementation Guide to Time On Aid
In order to access client TOA information, in the Navigate CalWIN window:
•
•
•
•
Select the Inquiry function in CalWIN,
Select the Client Inquiry action, Select the Inquiry on Individual window,
Search by entering data in one of the “Primary Parameters” fields,
Click on the [Individual Detail] button.
On the Inquire on Individual Details window view the [Time on Aid Summary] tab
to obtain time on aid (TOA) clock information for TANF, CalWORKs, and Welfare to
Work.
5.5.2
Display Individual Time Limit Clock Summary
The Display Individual Time Limit Clock Summary window displays summary
TOA clock information including the Begin Date, End Date, and Clock Type
(TANF 60 Month Clock, CalWORKs 48 Month Clock, CalWORKs 18 Month Clock,
CalWORKs 24 Month Clock) for each individual in the case. From this window, it is
possible to modify, or delete detailed time limit clock information, as appropriate.
Additions are determined to the clocks are determined by entries in the Data
Collection subsystem in CalWIN.
Revised: 04/20/11
Update #2011-01
Business Implementation Guide to Time On Aid
page 5-9
CalWIN TOA Interface
The time clock in CalWIN is ticked for each month for which eligibility has been
authorized in CalWIN. At the point at which a benefit is authorized in CalWIN, the
time clock is “Ticking” on this window.
The Display Individual Time Limit Clock Summary Clock window can be
accessed from the Intake and Case Maintenance Management function, the
Data Collection subsystem.
5.5.3
Collect Individual Time Limit Clock Detail
The Collect Individual Time Limit Clock Detail window is used to inquire on,
change, or delete time limit clock information for each individual associated with the
case. Information recorded includes time clock begin and end dates, clock type
(TANF, CW48, CW18/24), status, and state or county where aid was received.
Note:
Additions to the clocks can only be made for months prior to Go-Live (6/2005)
or out of county months.
Update #2011-01
Revised: 04/20/11
page 5-10
CalWIN TOA Interface
Business Implementation Guide to Time On Aid
The Collect Individual Time Limit Clock Detail window is accessed through
Display Individual Time Limit Clock Summary window by clicking on the “add”
icon on the toolbar or by clicking on the selected row of a month’s Clock Type for
the individual.
5.5.4
Collect Individual Time Limit Clock Exemption Detail
The Collect Individual Time Limit Clock Exemption Detail window is used to
inquire on, add, change, or delete time limit clock exemption/extender information
for each individual associated with the case.
The Collect Individual Time Limit Clock Exemption Detail window is accessed
through the Collect Individual Time Limit Clock Detail window by clicking on the
[Exemptions] button.
Revised: 04/20/11
Update #2011-01
Business Implementation Guide to Time On Aid
page 5-11
CalWIN TOA Interface
Reminder:
All Exemptions entered in CalWIN must also have an appropriate Exemption
Code(s) selected from the drop-down menu.
5.5.5
Exemptions and CalWIN Windows
Exemption/ Extender Codes
Associated CalWIN Windows
60 Years of Age and Older
Collect Individual Demographic Detail
Cal-Learn
Collect Individual Demographic Detail
Collect Student Detail
Caring for Ill or Incapacitated Person
Collect Employability Detail
Domestic Abuse Good Cause
Maintain Registration Status Reason &
Collect Domestic Abuse Summary
Disabled
Collect Disability/Medical Conditions Detail
Collect Diagnosis Detail
Extender: 60 years of age and older
Collect Individual Demographic Detail
Extender: Caring for ill or incapacitated
Collect Employability Detail
Extender: Domestic Abuse Good Cause
Maintain Registration Status Reason &
Collect Domestic Abuse Summary
Extender: Non-Parent caretaker providing
care
Collect Household Relationship Detail
Collect Employability Detail
Extender: SDI, TDI, IHSS Benefits
Display Benefit Detail
Display Disability/Medical Conditions Summary
Collect Diagnosis Detail, and
Display Unearned Income Summary
Extender: Unable to Maintain Employment
Maintain Registration Status Reason
Living on Ind/Alaskan Reservtn. w/ 50%+
Unemployment
Maintain Registration Status Reason
NPC Providing Care
Collect Household Relationship Detail &
Collect Employability Detail
Note: NPC= Non-Parent Caretaker
Note:
For all Exemptions and Extenders to be applied and time on aid be determined
correctly, the user must Run EDBC, and Run and Save Exemptions in Wrap
Up.
Update #2011-01
Revised: 04/20/11
page 5-12
CalWIN TOA Interface
Revised: 04/20/11
Business Implementation Guide to Time On Aid
Update #2011-01