When a client completes a renewal in OKDHS Live! the information entered during the renewal may be viewed through FACS. The FACS view allows a side by side comparison of the information currently on the case (in FACS) and the information entered through OKDHS Live!. The user then has the option to accept the information from the OKDHS Live! tool and update FACS with that information. When the case is saved, the case record will be updated with this new information.
Use the OKDHS Live! tool icon located in the toolbar in FACS to access this information.
Clicking this icon will bring up a menu with a set of tabs that shows a comparison of the information currently in FACS versus new information that was entered by the client through OKDHS Live!. The left side of the window lists what was already available in FACS. The right side lists what was entered through OKDHS Live!.
The Case Information tab in the OKDHS Live! tool includes case level information such as address, phone number, email address, etc. These items are applicable to the entire case rather than being person specific.
The following screen shows the side by side comparison before any updates have been made.
To accept the information entered through OKDHS Live! check the box to the right of the information. After you click “Update” at the bottom of the screen the information on the left side of the screen (current FACS info) will change to show what is listed on the right side of the screen (OKDHS Live! info).
Only check the boxes if you want to accept the information entered through OKDHS Live!. If you do not want to accept, or update the case, with the information entered through OKDHS Live! leave the box unchecked.
By clicking the “Update” button at the bottom of the screen this new information will be updated to show in the appropriate FACS tabs.
It may be necessary to update other fields when changes are made from the OKDHS Live! tool. Some changes will cause edits once the case is saved if other fields are not updated at the same time. For instance, if any field of the address is changed it will be necessary to update the fields for County of Service (A68) and Office Location (A69) by either changing them or resending them, depending on the new address.
Some updates may require additional client contact. For example, for new TPL it will be necessary to associate individual household members with the policy if they are or aren’t covered. This information is not collected through OKDHS Live! so it will be necessary to contact the client to determine who is and isn’t covered.
The Household Expense tab in the OKDHS Live! tool lists the shelter costs. These are expenses that are applicable to the entire case.
Individual expenses are listed in the OKDHS Person tab which will be visited later.
Checking the boxes at the far right for only those items that have changed will migrate those changes to the left side of the screen. “Heating and Cooling”, “Water, Sewage, Garbage” and “Telephone or Cell Phone Service” are captured individually in OKDHS Live!, however, in FACS they are combined to determine what utility deduction will be given. Review the information given by the client in OKDHS Live! and select the appropriate button for which type of utility deduction will be applied.
By clicking the “Update” button at the bottom of the screen this new information will be updated to show in the appropriate FACS tab.
Some fields that get updated in FACS are PS2 fields, meaning that they are the fields used to determine eligibility and benefits. However, most fields that are updated by the OKDHS Live! tool are strictly FACS blocks that are used only to document information for the time period and this is the information that prints on the FSS-1. These updates can then be used by you to make the appropriate adjustments to the PS2 fields. For example, a client might claim a rent deduction and renter’s insurance in OKDHS Live! but renter’s insurance is not an allowable deduction for food benefits so the system cannot add all of these deductions together and update block C54. The rent or mortgage will automatically update in the FACS blocks but you will need to make the appropriate determination as to which shelter deduction is applicable and make the appropriate change to the FACS Shelter Tab, “Shelter Cost” field, which is the PS2 block C54, for the changes to affect the case. However, when the utility deduction is chosen from the OKDHS Live! tool it will update the “Utility Indicator” which is PS2 block C59.
The Household Members tab in the OKDHS Live! tool shows on the left side of the screen all people who have ever been listed on the case with a “Y” or an “N” next to their name to indicate if they are currently on a case.
The right side lists household members that are still in the household at the time of renewal as indicated by the client through OKDHS Live!. New household members entered through OKDHS Live! will show at the bottom of the screen.
If you choose to add the new household member to the case then you will need to check the box next to the new household member. Checking this box will open a window to add the new household member to FACS and PS2.
Once the worker clicks “OK” a record will be added for the new household member to FACS and PS2.
Once you select “OK” the OKDHS Live! tool will update information for the new household member to both sides of the screen.
You will then check the box “Current Household Update”
By clicking the “Update” button at the bottom of the screen this new information will be updated to show in the FACS Household Tab. If a person is removed from the case in OKDHS Live! then removing them in the OKDHS Live! tool and updating that change to FACS will only uncheck the “Include in App” indicator for that person on the Household Tab. You will still have to manually remove the designated household member from all applicable benefits because it might be appropriate to remove a person from some benefits and not others depending on the household composition benefit requirements. You will need to make that determination based on the different relationships within the household and who is being removed.
The OKDHS Person tab in the OKDHS Live! tool includes information that is specific to each individual household member, such as birth date, income, certain expenses, resources and child care information.
A drop down menu at the top of the screen allows the worker to select which household member’s information they wish to update or clicking the arrow buttons for “Change Person” at the bottom of the screen will allow you to move back and forth among the people listed in the drop down. However, if there is a new household member added to the case through OKDHS Live! and he/she is not added in the “Household Members” tab of the OKDHS Live! tool first then there will be no data displayed on this screen to be updated for that person.
Like the previous OKDHS Live! tool screens, the data already contained in FACS will display on the left side of the screen and what was entered into OKDHS Live! will display on the right side.
Checking the boxes on the far right side of the screen will move those OKDHS Live! changes to the left side of the screen for what will update to FACS. It is only necessary to check the boxes for those items where the client indicated a change in OKDHS Live! from what was already listed in FACS and you want to apply those changes.
Clicking the “Update” button at the bottom of the screen will update the data from OKDHS Live! into FACS. The “Update” button will need to be clicked for each household member before moving on to the next person in order for the data to update to FACS for each person. If no changes are made for an individual household member then there is no need to click the “Update” button for that particular person, but the records for each person need to be reviewed to determine whether an update should be made.
For a new household member added through OKDHS Live! all fields on the left side except for the birth date will be blank until boxes are checked at the far right.
Checking the boxes on the far right will migrate the OKDHS Live! data to the FACS side of the screen in preparation to update the information into FACS.
For a newly added household member several fields are captured in OKDHS Live! and are able to be updated from the OKDHS Live! tool into FACS. These fields are highlighted below.
You will have to enter some fields for new household members manually because they are not collected in OKDHS Live! and if they are not updated before the case is saved then G3 edits will occur that must be cleared before the case can be processed completely. The fields that you must update are highlighted below.
Child care changes made through OKDHS Live! are also displayed in the OKDHS Person screen, however, at this time they are for display only. These changes do not currently update automatically, but this is a modification to the system that can be anticipated in the future.
FACS fields that are updated from the OKDHS Live! tool, OKDHS Person screen, includes fields that are specific to the individual person and these changes can appear in several different tabs. Some will be PS2 fields and others will be FACS only fields. For example, in the Income Tab, all income updates will be migrated to the FACS fields (or client declared fields). The worker will need to use MICAL to populate the PS2 field for countable earned income since the calculation function is not yet incorporated into the OKDHS Live! tool. Self-employment will also only update in the declared fields since the worker needs to review the verification to determine countable income and expenses to be used to determine eligibility.
Unearned income will also update to the declared fields because although some unearned income can be verified through IMS, such as SSI or OASDI income, other types require further verification such as child support paid directly to the recipient rather than coming through DHS.
The updates for the Resource Tab are made to the PS2 blocks only.
If specific information is required regarding resources, such as the name of a banking institution or the make and model of a vehicle then contact with the client will be required.
The Expense Tab accepts updates for both PS2 and FACS only blocks.
OKDHS Live! collects child support information on a person level, meaning that it is collected for each person in OKDHS Live!, so FACS blocks are updated from the OKDHS Live! tool to indicate specifically who pays support and how much. In order for the deduction to be applied to the case you will need to verify the amount paid and enter it manually into the “SNAP Child Support Deduction” block. If there are multiple child support payments being made outside the home by different household members then you will need to add those amounts together to get a cumulative amount to be entered into the “SNAP Child Support Deduction” block.
Medical bills for elderly or disabled household members are also collected and updated from the OKDHS Live! tool for the person, but for the deduction to be applied to the case the amount must be verified and then coded into the “Elderly/Disabled Medical Expense” field.
Dependent care costs are collected in OKDHS Live! at the person level and are updated to PS2 block F76 because this is the only field available in FACS that collects this data on a person level. No further manual entry is required once an update is made from the OKDHS Live! tool for this piece of information because the data in the F76 fields automatically updates PS2 block C52 to give the SNAP dependent care deduction. If the co-pay changes as a result of income changes from the renewal process then these blocks will need to be revisited.
The Absent Parent tab displays information on Absent Parents currently available in FACS and any new data entered through OKDHS Live!.
Checking the “Add New AP” box on the right side of the screen will cause an “Add Absent Parent” window to open. Clicking “OK” will then add a new absent parent record to the case. Once the record has been added to FACS the data will update to the left side of the renewal screen as well.
Checking the “Associate w/selected AP” box next to the appropriate child(ren) will associate a specific absent parent with the appropriate child(ren).
After checking the box “Accept AP Detail Update”, all information that was provided in OKDHS Live! by the client regarding the absent parent and is listed on the right side of the screen will then also show on the left side of the screen.
Clicking “Update” will open the confirmation box to move all OKDHS Live! absent parent information to the Deprivation Tab of FACS. Click “OK” to complete this action.
Some fields will still need to be manually entered by the worker, including “Support Code” and “Absent Parent Legal Status”. The client will need to be contacted in order to collect this data along with any information about already established support orders or payments being received. The fields that you will need to manually update are highlighted below.
If the action completed in OKDHS Live! is an application then there will be information available on the “Benefits Request” Tab in the tool.
This screen will display each household member included in the case and which benefit is being requested for each person.
To add a specific person to a specific benefit, check the corresponding box for that person in the “Add to Benefits” column.
To add a specific person to a specific benefit, check the corresponding box for that person in the “Add to Benefits” column.
Clicking “Update” and then “OK” in the “Confirm” pop-up box will cause the Benefit/Status/Reason/Effective Date blocks (PS2 Blocks F24/25/26/27) to update in the Household Tab for the person and benefits indicated.