The Automated Caseload Evaluation System (ACES) is a tool designed to help you access information about both your caseload and specific cases on your case load.

Case Scan Report

This report automates the process of looking up pertinent benefit information on various IMS screens and checking the Data Exchange System. Performing a case scan will give you information about the case as a whole and about the individual case members. Some of the IMS transactions it runs include EA, XMAIL, CM, and G3. Some of the person-level information shown includes social security number, date of birth, client ID, penalty income, and child support records. The Data Exchange transactions displayed include BEN, SDX, OWL, NHL, FSD, and PID. For instructions on how to interpret and act on Data Exchange Information, see 340: 65-3-1. (e)(2)(B) and Instructions to Staff.

To upload a Case Scan report to the Image Retriever, click the “Upload to Imaging” command button at the end of the single report or at the end of up to six reports generated at once.

Generating Reports:

Instructions for generating reports are on each report’s request screen. Links are also available to take you to the input form for generating the other types of forms. There is also a link to the MICAL application for converting income to monthly amounts. These pages all have the link to the AFS Help Desk webpage in case it is necessary to report a problem.

At the bottom of each Case Scan report generated, there is a command button for sending the report to the electronic case file in the imaging system. Up to six reports can be requested at once. ACES will route each report to its respective imaging file. There is also a “Print” button if you need a hard copy of the results. You can also print any ACES report in the same way you would print any web page, i.e., use the printer shortcut, select “Print” from the drop-down “File” menu at the top of the browser window, or use the keyboard short-cut “Control + P”.

County Worker Action (CWA) Report:

This report is a compilation of sub-reports to assist you in managing your caseload. There are sub-reports that list cases with pending applications; reviews past due, due in the current month, and due next month; SSN required; medical cases expiring, child support cooperation and non-cooperation; TANF time limit reached and many others.

Alphabetical List of Cases (AXL) Report:

This report consists of all cases on your caseload with case name, case number, zip code, last warrant and food benefits or SNAP amounts, status of each section, and phone number.

Data Exceptions (G1DX) Report:

This report shows differences between information coded on a case and that reported to OKDHS by agencies that share information with us. Some of these agencies are the Oklahoma Employment Security Commission, Social Security Administration, and the United States Postal Service. Information includes quarterly earnings, monthly social security and unemployment benefit amounts, notification of new employment, and address changes.

Edit Error (G1) Report:

This report lists all the cases that haven’t cleared processing due to edit errors and includes case number, date, error, and sections in error.

MICAL Application:

There is a link to the MICAL application within ACES. This program calculates earned income, converts it to monthly amounts, and produces an average amount used to anticipate income over the certification period. It also computes actual income used to anticipate income over the certification period. It also computes actual income for months when the countable amount is known and does not have to be anticipated.