1. CCIS Consolidation PELICAN CCW Changes Allegheny N/S and Philadelphia S/W www.pcghumanservices.com June 2013

2. Introduction Overview of Changes What You Need to Know Timeline Questions CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20132 AGENDA

3.  Re-alignment of CCIS agencies. 59 CCIS agencies consolidate to 42.  All COMPASS and CIS office mapping continue to be routed based on county and / or geographic area and will transfer to PELICAN CCW based on the 2013-14 CCIS Office organization structure.  Streamline CCIS office infrastructure. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20133 WHY CHANGES?

4. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20134  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

5. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20135  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

6.  More Joinders are created.  Merging of two CCIS offices into one.  One zip code may be split between multiple CAO district offices and multiple CCIS offices.  Caseload, Providerload and Workload changes. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20136 Office Set-Up

7.  The Main Office addresses are configured by Headquarters staff.  EXAMPLE: It is no longer Cumberland / Perry and Dauphin County NOW it is Cumberland / Dauphin / Perry.  Names of CCIS sites are in alphabetical order.  EXAMPLE: Cumberland / Dauphin / Perry CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20137 Office Set-Up

8. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20138  After 8/31/13, anyone who normally sees this office selection screen after logging into PELICAN CCW, will no longer see it. Office Set-Up

9. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.20139 Types of Office  All offices will be assigned to be a specific office role.  For Joinder offices OCDEL Headquarters defines the office type: 1.Main office 2.Secondary office 3.Primary office 4.Satellite office

10. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201310 Types of Office Main Office 1.Is a permanent address where workers are assigned and clients / providers can come and go. 2.Is the office stored in PELICAN CCW reference tables. 3.Is the office provided by the Grantee. 4.Is the default for correspondence return addresses. Northumberland Montour Main Office Columbia / Montour / Northumberland Columbia

11. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201311 Types of Office Secondary Office 1.Another permanent address within the Joinder where workers are assigned and clients / providers can come and go. 2.Operates 5 days a week. 3.Correspondence that is specific to the secondary location can be configured, so these correspondences display the secondary location’s address as the return address. Columbia / Montour / Northumberland Columbia Montour Main Office Northumberland Secondary Office AND Primary Office for FSS

12. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201312 Types of Office Primary Office 1.Office within the Joinder that has the largest service allocation. 2.Office within the Joinder that has the FSS assigned. 3.This is not necessarily the main office. Columbia / Montour / Northumberland Columbia Montour Main Office Northumberland Secondary Office AND Primary Office for FSS

13. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201313 Types of Office Satellite Office 1.Operates less than 5 days a week. 2.Used for face-to-face meetings with clients or providers. 3.Usually a shared space and temporary. Example: Public Library, CAO 4.No mail should use this as a return address. BUT – can be included as a meeting site in the CareCheck Scheduling or Face-to- Face Appointment Letter. Columbia / Montour / Northumberland Montour Main Office Northumberland Secondary Office AND Primary Office for FSS Columbia Satellite office

14. 14 Types of Offices - Overview MAIN OFFICESECONDARY OFFICEPRIMARY OFFICESATELLITE OFFICE Stored in PELICAN CCW reference tables. The default for correspondence return addresses. Permanent address where workers are assigned and clients / providers can come and go. Operates 5 days a week. Another permanent address where workers are assigned and clients / providers can come and go. Correspondence can be configured to this address. Operates 5 days a week. Has the largest service allocation in the Joinder. FSS assigned is assigned to it. Not necessarily the main office. Used for face-to-face meetings with clients or providers. Usually a shared space and temporary. Example: Public Library, CAO Operates less than 5 days a week. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

15. 15  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

16. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201316 Log-In Changes and Information  Currently: Logging on using “c-”.  Beginning 6/22/13: The CCIS will have access to sites assigned in FY 2012-2013 and FY 2013-14 using “b-”.  As soon as the CCIS receives their “b-” account information, the CCIS should update workload assignments in “b-”.  Between now and 8/31/13 CCIS should forward/copy needed emails and necessary documentation to their new agency account. This is whatever email server the CCIS has chosen for the agency (i.e. Yahoo, Gmail, etc.).  After 8/31/13 CCIS will not have access to their “c-” accounts for emails, workloads.

17.  As soon as the new “b-” accounts are available, the CCIS should use their “b-” accounts.  After 8/31/13, the “c-” accounts will no longer be available for use.  Supervisors or Directors must transfer all workloads to “b-” as soon as possible. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201317 Log-In Changes and Information

18. Regarding access to the OCDEL Intranet site:  A new “Extranet” site is being developed, and will be available by 7/1/13. A communication with details is forthcoming.  The new site is Internet facing, and can be accessed using your new “b-” account credentials.  All content from the OCDEL site will be available on the new site. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201318 Log-In Changes and Information IF you are using a STATE OWNED computer, you must:  Use “c-” to log into your computer.  Once logged into your computer, use your “b-” credentials to log into PELICAN CCW.

19. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201319  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

20. Single Correspondence Locations:  PELICAN CCW will now store only ONE office location as a default address for correspondence return address.  The main office location is used to determine the default correspondence return address for all counties in a Joinder and will be displayed as the main correspondence location. 20 Store Return Addresses Note: If you have only one office, this does not apply to your current business practices. CCIS Consolidation Joinder 6.2013

21. Multiple Correspondence Locations:  A CCIS agency may have multiple correspondence locations entered within PELICAN CCW when there are secondary offices in which CCIS staff will process correspondence.  Headquarters policy staff will set up correspondence locations for all CCIS agencies requiring a 2 nd location for correspondence return address. Correspondence locations will be entered and correspondence relationships will be associated with each location other than the main location. 21 Store Return Addresses CCIS Consolidation Joinder 6.2013

22.  The entry of all correspondence locations and relationships will begin on 6/23/13 and will be completed no later than 6/30/13.  The CCIS is NOT required to enter or update information regarding correspondence locations or relationships.  If a CCIS office has a question regarding how correspondence return addresses are assigned they should contact Nancy at nbuczeskie@pa.gov or 717-772-0655.nbuczeskie@pa.gov 22 Store Return Addresses CCIS Consolidation Joinder 6.2013

23. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201323 Store Return Addresses To navigate to the Office Locations page: 1.Click Correspondence on the Main Navigation bar. 2.Click Office Location on the Sub-Navigation bar. Note: CCIS staff have read-only access. Screenshot is from HQ perspective. Main office is grayed out.

24. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201324 Store Return Addresses Allegheny North and Allegheny South - Correspondence use the Secondary Office location for their return address. This must be entered separately. The main office is the default address for all counties in a joinder. Screenshot is from HQ perspective.

25. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201325 Store Return Addresses  To view the correspondence relationship for one location: 1.Select the location you want to view. 2.Then, click the [CORRESPONDENCE RELATION] button. Screenshot is from HQ perspective.

26. 26 Screenshots are from HQ perspective. Store Multiple Return Addresses Joinders CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013  To view the correspondence relationships for all correspondence locations, click the [CORRESPONDENCE RELATION] button. Store Return Addresses

27. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201327 Store Return Addresses Zip Codes:  Return address assignments are specifically assigned to certain zip codes.  Each zip code may be assigned to only one CCIS office.  If no assignments have been created, the return address will be the Main office.

28. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201328 Store Return Addresses Example:  The CCIS generated an enrollment summary expecting the return address to be: o 258 South Street Pittsburgh, PA 15015 BUT – Neither the P/C’s nor the Providers zip code are listed in the zip code assignment. Instead, by default, the Main Office address is the return address for this correspondence.

29. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201329 Store Return Addresses P/C address: 999 Prospect Towers East Pittsburgh, PA 15112 Provider address: 1843 Main Street Pittsburgh, PA 15215

30. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201330  Toll-Free Number will display on all correspondence in addition to your local number.  The following correspondences no longer display a local number within the body of the letter, but refer to the telephone numbers in the header: Face-to-Face Appointment Letter CareCheck Scheduling Letter CareCheck Appointment Letter Funds Available Letter Wait Listing Funds Available Letter Updated Correspondence

31. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201331 “Toll-Free 1-800-343-9845” “You must call our office at the telephone number listed above…” Updated Correspondence

32. Face To Face Appointment Letter  Letter confirming face-to-face meeting details with a parent / caretaker.  If using a meeting location other than the assigned correspondence return address you must insert the details each time the letter is generated.  This letter is an optional tool for clarifying with the parent / caretaker the meeting location. 32 New Correspondence CCIS Consolidation Joinder 6.2013 CCIS of Cumberland/Dauphin/Perry County

33. CCIS Consolidation Non-Joinder 5.201333  Check the Appointment Location checkbox to access the address fields. Then, enter the address for the appointment.  If the appointment location box is unchecked, the CCIS main office address is automatically used as the meeting site for the face-to-face meeting. New Correspondence

34. 34 EXAMPLE USE: If the P/C lives in Cumberland county and works in Dauphin county, the CCIS may allow the P/C to meet with them in Harrisburg. Since Cumberland county is the main address for this CCIS, they will need to enter the Dauphin county address when generating the letter for the parent. New Correspondence Face To Face Appointment Letter CCIS Consolidation Joinder 6.2013 CCIS of Cumberland/Dauphin/Perry County

35. CareCheck Scheduling Letter  Letter confirming face-to-face appointment details for the provider.  If using a meeting location other than the assigned correspondence return address you must insert the details each time the letter is generated.  This letter is an optional tool for clarifying with the provider the meeting location. 35 New Correspondence CCIS Consolidation Joinder 6.2013 CCIS of Cumberland/Dauphin/Perry County 1719 North Street Harrisburg, PA 17103

36. CCIS Consolidation Non-Joinder 5.201336  Check the Appointment Location checkbox to access the address fields. Then, enter the address for the appointment.  If the appointment location box is unchecked, the CCIS main office address is automatically used as the meeting site for the face-to-face meeting. New Correspondence

37. 37 CareCheck Scheduling Letter CCIS Consolidation Joinder 6.2013 CCIS of Cumberland/Dauphin/Perry County EXAMPLE USE: If the provider lives in Dauphin county but has a Provider Agreement with Cumberland county, the CCIS may allow the provider to meet with them in Harrisburg. Since Cumberland county is the main address for this CCIS, they will need to enter the Dauphin county address when generating the letter for the provider.

38. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201338  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

39. * See the Workload Order job aid. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201339  Default workloads will be used to hold cases or providers not yet assigned to new workloads. Examples of default workloads: o 0001-0006 – Case Default o 0001 – Provider Default o 0001 – Fiscal Default  County record numbers will continue to be generated as they have been. Workload Assignments

40. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201340  Caseloads for all counties in a Joinder are combined into one list for the newly combined site.  The supervisor will re-assign caseloads as needed. Northumberland Columbia Montour Caseload Assignments

41. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201341 ORIGINAL NEW For the first office (Northumberland) – all caseload numbers stay the same. Changes in Caseload Numbers

42. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201342 ORIGINAL NEW Changes in Caseload Numbers The next Joinder (Montour) – caseload numbers change.

43. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201343 ORIGINAL NEW The next Joinder (Columbia) – caseload numbers change. Changes in Caseload Numbers

44. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201344  To change Primary and Secondary Workers the User can now simply change the user ID from “c-” to “b-” or add a new “b-” for new workers. Caseload Assignments

45. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201345  Online Help Steps: Transferring Workloads

46. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201346  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

47. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201347 Alert Searches  CCIS staff will only see alerts assigned to them provided workloads were updated with the “b-” account information.  If you see additional alerts that are not assigned to you, discuss workload assignment with your Supervisor. DO NOT clear another worker’s CCIS office or county alert.  Offices need to know how to properly search for alerts.

48. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201348  Navigate to the Alerts Search page: Click Home on the Main Navigation bar, then click Alerts or Workload under Alerts on the side bar; or o Click Administration on the Main Navigation bar, then click Workload on the Sub-Navigation bar, then click Alerts on the Sub-Navigation bar. Enter search criteria on the Alerts Search page, then click [SEARCH]. * Directions are also listed in Online Help in PELICAN CCW. Notes: Depending on the user's security role, Workload may not display under Admin on the Home page side bar. Alert Searches

49. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201349  This is what the screen will look like if your workloads have not been updated. Alert Searches

50. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201350  If the workloads have not been updated to the new “b-” account user IDs, you must enter your specific user ID when searching for alerts. This will ensure you receive ONLY the alerts that are assigned to you. Alert Searches

51. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201351  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

52. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201352 Transferring Cases Note: Be careful to select the correct Receiving County. The Receiving County drop-down list does not update based on the Receiving District/Office.

53. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201353  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

54. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201354 Enrollment Funding Override REMINDER:  Only the CCIS Director, Supervisor or a Super User can: Override the funding associated with an enrollment. EXAMPLES: - TANF working regular to TANF training regular - Food stamp to TANF Create new enrollments across multiple funding streams.

55. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201355  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

56. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201356 Comment Editing REMINDER:  CCIS users that can edit comments in Case, Provider and Fiscal Loads: Person that originated the comment Supervisor of workload CCIS Director

57. 57 Before  In provider or fiscal comments, anyone could make, change or delete a comment regardless of whether the comment was originated by that user and comment functionality was not the same across all sub-systems in PELICAN CCW. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013 Comment Editing

58. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201358 Comment Editing After  Only the authorized people can make changes to comments.  The [SAVE AND CONTINUE] button disappears if the user does not have authorization to make changes.

59. Marking a comment as “High Importance” will return these comments first on the Comment Summary Page when the comment falls within the set filters. 59  CCIS users that can mark / unmark comments in Case and Provider Loads as “High Importance”: Person that originated the comment Supervisor of work load CCIS Director Note: More than one comment may be marked. Once a comment is unmarked the comment will return to its original position in the list chronologically based on the date it was originated. Notes: When printing comments results are returned based on the set filters. Printed comments are displayed chronologically by date; “high importance” is NOT displayed at the top. Comments Prioritization CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

60. 60 CCIS Consolidation User Guide 5.2013 CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013 Example: If a comment is to be “High Importance”, you would check the box. Comment Prioritization

61. 61  All comments will display on the Comment Summary page unless one of the following filters is set: “Show Last” “Show History From” Comments Prioritization CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

62. 62 EXAMPLE:  A list of comments filtered by specific date parameters on the Provider Comment Summary page.  1 comment marked as “High Importance” and it’s at the top of the list. Comments Prioritization CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

63. 63 EXAMPLE:  A Case Comments Report filtered by specific date parameters.  “High Importance” comments are not indicated as such and do not display at the top of the results. Printing Comments CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

64. 64  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

65. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201365 Waiting Lists  Use the Program drop-down box to select between offices and programs.

66. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201366  The only set-aside program for FY 2013-14 is Teen Parent. All summer only enrollments will roll-over into Low Income – Regular. Waiting Lists Note: The Teen Parent set-aside will be automatically established during FYRO process for each county or office (within Philadelphia or Allegheny). $1,000 will be entered for Teen Parent to assure enrollments roll-over properly during FYRO. Directors can increase or decrease this amount after FYRO to accommodate enrollments. If assistance is needed, contact your subsidy coordinator.

67. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201367  The only CCIS agencies that should enroll from the waiting list from June 24 to June 29, 2013 are: Adams/Franklin/FultonDelawarePhiladelphia – North Allegheny – CityEriePhiladelphia – Northeast BerksLackawannaPhiladelphia – Northwest BucksLancasterPike/Susquehanna/Wayne ButlerLawrenceSchuylkill CambriaLebanonWestmorland Cameron/Elk/McKean/PotterLehighYork ChesterMontgomery Cumberland/Dauphin/PerryNorthampton Note: These are sites that have not changed during the consolidation. Waiting Lists

68. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201368  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

69. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201369 Office Re-Alignment  PELICAN CCW has been re-aligned to store 1 office per Grantee for FY 2013-14, but funding will continue at the County level or Office level (in Allegheny and Philadelphia). Note: Offices that change will have a 4 digit office code (instead of 2). * See the office code job aid.

70. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201370  The system continues to support funding at a county level for Joinders and at an office level for the Allegheny and Philadelphia CCIS agencies.  The Fiscal Year selected on the Funds Home page determines how the information will display for: Allocations Available Funds Allocations and Funding

71. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201371 Allocations and Funding  Available funds can be viewed by Previous CCIS Office in FY 2012-13 or before.

72. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201372 Allocations and Funding  Available funds can be viewed by the new 42 agencies beginning in FY 2013-14.  When the office becomes one for FY 2013-14, the funds are also displayed as one.

73. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201373 Allocations and Funding  Allocations can be viewed by Previous CCIS Office in FY 2012-13 or before.

74. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201374 Allocations and Funding  Allocations can be viewed by the new 42 agencies beginning in FY 2013-14.  When the office becomes one for FY 2013-14, the funds are also displayed as one.

75. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201375  The bottom of the Available Funds page: Shows total amount available by Funding Program. Ignore these totals since this functionality is meant to assist Joinders. All funding transfer requests need to be initiated through the subsidy coordinator and require a budget revision. Allocations and Funding

76. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201376  Available funds Detail page – works the same way it does today.  Displays what CCIS / County Funding and Fiscal Year you are viewing. Allocations and Funding

77. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201377 Admin / FSS Budgets  Admin / FSS allocations and expenditures can be viewed by Previous CCIS Office in FY 2012-13 or before.  And, Admin / FSS allocations and expenditures can be viewed by the new 42 agencies beginning in FY 2013-14.

78. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201378 Admin / FSS Budgets  Fiscal Year 2013-14 budget categories changes: OCC – Occupancy will be replaced with FAC – Facility OMB – Other-Memberships will be replaced with OSD – Other – Subscriptions & Dues Note: Both values will display in the Budget Category drop-down. Any information associated with the previous budget categories will be maintained.

79.  Fiscal Year 2013-14 new administrative budget categories: ITE – IT-Equipment / Hardware ITS – IT-Software ITO – IT-Other CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201379 Note: These values will display in Budget Category drop-down. Admin / FSS Budgets

80.  Fiscal Year 2013-2014 Budgets must be established in PELICAN CCW before invoice generation batch on July 24, 2013. Budget revision templates will be issued through a Communiqué at a later date. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201380 Admin / FSS Budgets

81.  The Payments sub-system in PELICAN CCW will display CCIS Invoices based on the fiscal year selected. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201381 CCIS Invoicing

82. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201382 CCIS Invoicing  For the two new consolidated Offices in Allegheny and Philadelphia. There will be two CCIS invoices displayed per month for FY 2012-13. However, the payment sent from the Commonwealth will roll the separate invoice into one direct deposit payment.  The Director can view the amount received for each county by viewing the actual invoice totals.

83. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201383  For the new consolidated Allegheny and Philadelphia offices, the Previous Office drop-down box is available. Use this box to separate invoices between offices for FY 2012-13. Note: Important to assure the correct personnel process the June 2013 attendance invoices. CCIS Provider Attendance Invoicing

84. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201384  For Fiscal Year 2013-14, there will be one invoice for all providers in the new Offices: Allegheny – North and South Philadelphia – South and West CCIS Provider Attendance Invoicing

85. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201385  Office Set-Up  Log-In Changes and Information  Correspondence: Changes and New  Workload Assignments  Alert Searches  Transferring Cases  Enrollment Funding Override  Comments: Editing and Prioritizing  Waiting List / Pre-enrollment  Funding, Allocations, Available Funds, Enrollments and Invoicing  Reports WHAT’S DIFFERENT……...

86. 86 Reports  Following reports are requested at the Contract level: RE417 – Payment Recap Report RE410 – CCIS Remittance Advice RE703 – Paid Invoice Extract RE106 – SAP Coding Form Report RE107 – Cost Function Report RE704 – Pending Invoice Extract Note: To generate the above reports for FY 2012-13 or before, select the appropriate Funding Fiscal Year. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013

87. 87CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.2013 Reports  For the new consolidated Allegheny and Philadelphia offices, the system will generate a separate report for each Previous Office, whenever a report is requested for FY 2012-13 or before.

88. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201388 Reports CCIS: Ctr City & S Philadelphia CCIS: W And SW Philadelphia  Each report will give totals for the previous CCIS office.

89. CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201389 Timeline  Training – Ongoing through June 28, 2013.  June 22, 2013 – Conversion and Fiscal Year Roll-Over.  June 24 - June 28, 2013 – Blackout period. Only approved CCIS offices.  July 1, 2013 – New CCIS structure is effective.  “c-” accounts can be used to access CWOPA email until August 31, 2013.  New “b-” accounts will be used to access PELICAN CCW starting June 22, 2013.

90.  The Help Desk will be available to assist with any system questions as necessary. Call – 1-800 –349-0471 CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201390 Available Resources

91. QUESTIONS? CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201391

92. CONTACT SHEET Gabriel Day Technical Writer gday@pcgus.com Jennifer Szelewa Business Analyst jszelewa@pcgus.com CCIS Consolidation Allegheny N/S and Philadelphia S/W 5.201392

93. 93 Public Consulting Group, Inc. 2040 Linglestown Rd. Ste 201, Harrisburg 17110 www.publicconsultinggroup.com