| As we approach the implementation of the
FAMIS food stamp system, memorandums will be issued to keep staff informed
of the progress and any issues needing to be addressed. At this time,
our plan is to automatically convert as many food stamp cases to FAMIS
as possible. Automatic conversion requires no assistance from the
caseworker during the conversion process. Any information stored
in our current food stamp system will be populated in the correct fields
in FAMIS. This means that staff will have fewer cases to manually
convert.
The goal of the FAMIS team and Central
Office staff is to ensure the FAMIS food stamp system is brought up smoothly
with as little interruption as possible to the normal business processes.
In order to do this, we identified some barriers to automatically converting
a food stamp case to FAMIS. One of the biggest barriers to the automated
conversion process is incorrect information in the current food stamp production
system. We will be asking staff to help us clean up the information
in the current system until their county is converted to FAMIS. Some
of the requests can be completed during regular business activities, such
as taking applications and approving cases. Taking a few minutes
to ensure the information in our current system is correct will lessen
the burden on staff when each county is converted to FAMIS. Some
programming will be completed in the next few months to assist staff in
this process.
Some of the barriers we have identified,
a description of each, and their solutions are provided. Each of
these will be addressed in more detail as memorandums are issued.
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Incorrect IWKR information:
The information contained in the IWKR system in production is not current.
Some load numbers show workers who have retired, do not show the new worker,
or were never deleted when the load was dissolved. A memorandum was
issued to Area staff asking them to ensure the IWKR information is updated
by July 21, 2000.
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Incorrect load/worker number/supervisor
number: The information contained in FSU5 is not always current.
FSU5 requires worker numbers to be entered every time an action is taken,
however the correct worker number is not always entered. If staff
are completing work for another load, theworker who completed the action
must enter his/her worker number in the back-up worker field. Put
the correct worker number for that load in the worker number field.
This will ensure that the back-up worker gets credit for the action, but
the case will be converted into the correct worker's load. FAMIS
staff will be issuing a report showing any cases on
which the load number, worker number, and supervisor number do not match
(based on IWKR information).
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Incorrect FAMIS user information:
The names of some caseworker staff were entered into the FAMIS user
system when FAMIS Childcare was implemented. Some of these individuals
have changed base locations, have different positions, or are no longer
employed. New staff have not always been added to the FAMIS system.
Each county office will need to ensure that all staff who complete or review
food stamp transactions are entered correctly in the FAMIS system prior
to conversion of that county.
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Bad addresses/not CODE-1(CD1P)
compliant: FAMIS runs all addresses entered through Code-1
formatting. In order for FAMIS to be able to accept addresses during
conversion, the address must be able to be identified in Code-1.
Staff must check Code-1 (CD1P) prior to entering an address in IAPP or
FSU5. Addresses that cannot be identified through CD1P and error
out as "bad addresses" will not be converted automatically. Caseworkers
will have to manually convert these cases. Data Processing staff
is programming changes to FSU5 that will ensure an address is Code-1 (CD1P)
compliant. FAMIS staff will be issuing a report showing any cases
on which the address is not Code-1(CD1P) compliant for staff to correct
prior to conversion. Refer to Memorandum IM-#23, dated May 1, 1995,
for instructions on how to use CD1P.
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PO Boxes/General Delivery:
FAMIS uses the residential address to set up a supercase. A post
office box or general delivery address cannot be automatically converted
as it is not a residential address, but is a mailing address. For
cases that have residential and mailing addresses, determine if the household
can receive mail at their residential address. If it is not a problem
to do so, staff should take out the PO Box/General Delivery and enter the
residential address.
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Transient cases:
Cases identified in FSU5 as transient cases (1, 3, or 7 in field 20) will
not be automatically converted. At application, staff should
determine if thetransient code is still applicable. If the household
has a residential address and can receive mail there, the transient code
should be removed.
Staff do not have to take any action at this
time. However, it will be easier for staff to correct the problems
at the next contact with the case. If staff clean up the problems
as they work with a case, the reports will be smaller and less work will
be required before conversion, as well as fewer cases to manually convert.
If you have any questions regarding cleaning
up current food stamp or production information, or the implementation
of food stamps to FAMIS, follow supervisory channels to contact the Food
Stamp Program and Policy Unit. |