1 IRIS Participation Referral Process June 2012

What is PPS? The Program Participation System (PPS) is a system used by the State of Wisconsin for many different programs, including Children’s, AODA, Mental Health, etc. For the IRIS program, it is the system of record for all referrals to, enrollments in, and disenrollments from the IRIS program. Every participant enrolled in IRIS must have a record in PPS. The IRIS program is also using PPS to record Employment Outcomes for participants. 2

3 Covered Topics  Obtain a WAMS ID  Request PPS access  Searching for a participant  Adding an individual to PPS  Adding a referral / enrollment in IRIS  Other helpful tips  Need help?

Obtain a WAMS ID You must first have a WAMS ID. Go to: Click on WAMS. Click on Self Registration and enter required information. Record your new WAMS ID. 4

5 Request a WAMS ID Production URL is

Request Access to PPS (ADRC) Now you need to request PPS access using your new WAMS ID. Go to: Click on PPS – Request Access. Your Agency name should be: ADRC; i.e., Lakeshore ADRC Select the appropriate profile: IRIS Participation Full Access – Read, Create, Modify IRIS Participation View Only - Read 6

Request Access to PPS (ICA) Now you need to request PPS access using your new WAMS ID. Go to: Click on PPS – Request Access. Your Agency name should be: IRIS Consultant Agency (ICA) or IRIS Financial Services Agency (FSA) Select the appropriate profile: IRIS Participation Full Access – Read, Create, Modify IRIS Participation View Only - Read 7

8 Request Access to PPS Production URL is

9 Login to PPS from the Gateway page Production URL is

10 Side Navigation Menu  Links available to you are based on your PPS Profile.  The lock symbol means you do not have access to that function  If you are on a data entry page and use the side links to navigate away from the page, any updates you have made will be saved.

11 Searching for Participants After logging in, you will be brought to the HOME Page. On this page you will see the last 10 individuals that you have accessed. You can select one of these individuals by clicking on the View/Edit spy glass for that person.

12 If the person you want to work with is not in your list, you can search for the person by clicking on the search link on the side Navigation Menu.

13 You can search either by name and birth date or by SSN. The system only searches within PPS. Enter the criteria and click on GO. (Do not use the enter key. The system will reset all the fields when the enter key is pressed.)

14 If there is only one record that meets the criteria then you are navigated to the Individual Summary Page.

15 You will see this search results page when there is more than one match. Click on Details spy glass to navigate to the Individual Summary Page.

Registering a Participant from the LTC FS This is the preferred method for creating an IRIS Referral record in PPS: At the bottom of the Eligibility Results page in the LTC FS, click the link “Click here to Create/Add/Update this individual in PPS” Log into PPS and you will be at the Individual Summary page for the person you were just working on in the LTC FS. On the Individual Summary page, in the IRIS Participation Information, click on the +ADD button on the far right. Add the IRIS referral, using the “Date – Referral to ICA and information entered into PPS” on the Referral form 16

DHS SOS Help Desk (608) Technical Problems In the event you encounter technical issues registering a participant from the LTC FS, please contact the DHS SOS Help Desk for problem resolution.

18 Manually adding an individual to PPS If you are unable to resolve technical issues with the automated registration process between the LTC FS and PPS and must manually add a new person to PPS, click on the Basic Registration link on the side navigation menu.

This will bring up the Individual Summary Page. Enter the required information. Double check the information to make sure that you have not made any typing errors. THIS IS CRITICAL. Always enter the SSN and middle name (if you know it).

20 Information entered is cross referenced with a Master Customer Index (MCI) table. The MCI Clearance Results Page will display if the system has found multiple records that are very similar. Here you have two choices: 1.Select one of the potential matches 2.Select “Create a new individual” record in PPS and MCI systems TAKE EXTREME CAUTION TO SELECT THE CORRECT INDIVIDUAL!

21 Next, you are navigated to the Individual Summary Page. Here you can update any basic information. To save changes, click on the SAVE button.

Adding a Referral / Enrollment to IRIS To add a new participation record (i.e. Referral to or Begin with IRIS program) click the + Add button. 22

Fill out required information. Click on the RETURN button. 23

IRIS Participation Definitions Data ElementResponsible Agency for Entry Definition Responsible AgencyADRCThe name of the ADRC making the referral. ProgramADRCIRIS is the only choice. Referral DateADRCThe date the person was referred to the ICA for enrollment into the IRIS program. Also should be the date on the referral form. This is a required field. This date may not be entered or changed by the ICA. Start DateICAThe start date stated within the IRIS Enrollment Letter. Must be on or after the Referral Date. 24

IRIS Participation Definitions Data ElementResponsible Agency Definition End DateICAThe disenrollment date on the signed disenrollment form. Must be on or after the Start Date. Disenrollment ReasonICAThe reason a participant is disenrolled from the program. Is required if there is an End Date. “Date Entry Error” is not a valid disenrollment reason and is only to be used for records that are voided because the record was created in error. 25

After IRIS participation details have been added, they are displayed in the IRIS Participation Information of the Individual Summary page. 26

Other helpful tips Cancel button Next button 27

28 On data entry pages there is a Cancel check box and a Reset button. If you click on the cancel button and then select either a link or the next button then data will not be saved and you are navigated off the page.

29 Helpful Note on Cancel If you navigate to a page and try to navigate out without making any changes you may get one or more red error messages. To get out of the page click on the cancel button and then navigate by either clicking Next button or one of the side menu links. For example, if one navigates to the Basic Registration page, does not enter any data, and then clicks on a side link i.e. search; one will get red error messages for required fields. To get out of this situation check the Cancel check box and navigate off the page.

30 If you click on the Reset button, data on the screen is changed back to the last save and you remain on the page.

31 Page Navigation If you navigate out of the system by clicking the X or clicking the Logout button, data is not saved,

32 Need Help?  SOS Help Desk Phone:(608) Fax:(608)  Hours: Monday through Friday 8:00 – 11:30 AM 12:30 - 4:00 PM (you may leave voice mail at other times and someone will return your call)