2004 Memorandums
IM-11      02/20/04
In preparation for automated conversion of Temporary Assistance cases into FAMIS it will be necessary to clean up some data in the current system.  Cases that do not automatically convert will have to be placed on the Manual Conversion List (MCL) and manually converted before any case actions in the Temporary Assistance case can be completed.

NOTE:   As Food Stamps and Temporary Assistance eligibility does not always match, such as deprived of parental support, it is necessary for staff to enter these separate Temporary Assistance eligibility factors in FAMIS.  Automated conversion for Temporary Assistance will be placing cases in the controlled flow and allowing workers to (in the controlled flow) enter these eligibility factors.  When a Temporary Assistance case has been placed in the controlled flow any food stamp or child care changes will trigger the controlled flow for Temporary Assistance as FAMIS is an integrated system.  This means that the controlled flow for Temporary Assistance must be completed before the Food Stamp or Child Care change can be made as all three programs will operate under the same controlled flow.

Once a caseload/county is converted to FAMIS, no actions may be processed in that load or county in LEGACY.  Any attempt to update the case in LEGACY will result in an on-line edit.

To maximize the number of cases that will automatically be taken to the controlled flow, take the following steps.

  • Check worker number and load number every time a case action is entered into IMU5. 

  • Every Temporary Assistance caseworker/case manager and supervisor must have a valid worker number and load number.  The system must be able to identify and match an individual case to an individual worker.

    For questions regarding USER ID/worker number assignment, call the help desk at 1-800-MOFAMIS. 

  • Assign all necessary user profiles to those workers not known in FAMIS.

    Persons assigned to set up and maintain user profiles must ensure every office support person, caseworker, supervisor, and administrator has the necessary profiles to complete their responsibility for Temporary Assistance cases.

    If user profiles are not set up or FAMIS caseloads are not created, current cases will all be converted to the Transfer (TRA) caseload for the county.  Cases converted to the TRA load require extra work to create the profiles and caseloads, then transfer each case to the appropriate caseload. 

    For assistance in setting up and modifying profiles, call Greg Hunt at 573-681-0133.

  • Set up FAMIS USER caseloads and supervisory units if worker, load or supervisor is not known to FAMIS.
  • Review all caseloads in the county to ensure every Temporary Assistance caseworker/case manager has a primary caseload assigned.

    For assistance in setting up and modifying caseloads, call Greg Hunt at 573-681-0133.

  • Check every address in CD1P and ensure addresses are correct.
  • If there is a residence address available for a Post Office Box delivery, enter the residence address where possible on the first address line. This can be “2nd house on right past the water tower” if the local post office will deliver mail this way. 

    Review Food Stamp Memorandum IM-#147 , dated October 11, 2000, which discusses the address cleansing process. The address cleansing process will remain the same for Temporary Assistance cases. A "FAMIS TEMPORARY ASSISTANCE CONVERSION ADDRESS ERRORS REPORT FOR COUNTY” will be sent to each county to assist with the address cleansing process.

  • Make sure all data entered in the Legacy System is complete and correct on the Temporary Assistance case.
  • Missing information, incomplete information, or inconsistent information entered in LEGACY may cause a case to not be converted.   These cases will be placed on the MCL for workers to correct prior to being placed in the controlled flow.

    NOTE:  Make sure all duplicate Departmental Client Numbers (DCN’s) are linked.  Cases with duplicate DCN’s will be placed on the MCL.

  • Make sure all data entered in JOBS via the Legacy System is complete and correct on the case management cases.
  • A few examples of situations that will need to be cleared up prior to conversion:

    1. Individuals with a work requirement code of exempt should not have open components.
    2. Individuals in a vocational educational component need to have a work requirement code of D or W to be case managed by DWD.
    3. Teen parents in school should be coded a T and case managed by FSD.
    4. Individuals who are in conciliation more than 10 days should be reviewed and updated.
    5. Cases that have been extended for a Hardship reason should be in an open component to support the activities of overcoming their barrier.
    6. All hardship cases that are employment and training ready should have a work requirement code of J and all activity components should be closed.

    These changes will allow for a more complete conversion.

  • Combine multiple cases at one residential address into one caseload.
If there is more than one Temporary Assistance case at a residential address, they must be assigned to the same caseworker number and caseload to minimize the steps involved in combining the cases into a supercase.

In counties where cases may be split with caseworkers doing child care and food stamps and case managers doing the Temporary Assistance and case management, only one primary load can be listed.  If counties want to keep the case management in the case manager’s load then all cases need to be in the case manager’s load.

NOTE:  All cases must be in the same worker, load and county for the case to be placed in the controlled flow.  IF these items do not match the case will be placed on the MCL.

  • Review this memorandum with all county staff.
  • Take the actions described in this memorandum to assist with the Temporary Assistance conversion to FAMIS.