KASES
Systems Guide
Cabinet for Health and Family Services Office of Information Technology
Kentucky Automated Support and Enforcement System (KASES)
Systems Guide
Feb 3, 2016
V1.25
CHFS OIT Page 67 of 67
KASES
Systems Guide
Revision & Sign-off Sheet
Change Record
Date / Author / Version / Change Reference /2/23/07 / Barbara Manns / 1.1 / Original Manual
7/10/14 / Leigh Welch / 1.22 / Page 12 CGCA - Trigger updated
Page 12 CGCD – Trigger updated
Page 31 C168 - No longer used, replaced with CS-202
Page 35 Added: CS204, CS205, CS206
Page 43 - 44 Updated: GCAP, GCEC, GCER, GCFR, GCIC, GCLP, GCPC, GCPD, GCPR
Page 45 Added: HEFT
Page 63 Added: OAGJ
Page 84 Added: WCAL
Page 85 Added: WDOB and WQNA
4/09/15 / Barbara Bowman / 1.23 / Page 7 – Added ALER
Page 17 – Added COND and CONX
Page 31 – C164 No longer used
Pages 40-42 – EIWO Events added, EIWA, EIWL, EIWO, EIWR, EIWS and EIWT
Page 48 – Change in process for event/worklist GCPD
Page 50 – Added HRCW Hearing Disposition Code Event
Page 51 – Added HVOC Hearing Disposition Code Event
Page 64 – Added MRCW Motion Disposition Code Event
Page 65 – Added MVOC Motion Disposition Code Event
Page 69 – Added ORCW Final Disposition Code Event
Page 70 – Added OVOC Final Disposition Code Event
Page 89 – WDIA Event added
11/18/15 / Barbara Bowman / 1.24 / Page 84 – Added SSA/eIWO Events/Worklists:SSAA, SSAL, SSAO, SSAR, SSAS, and SSAT
Page 8 – Added FAST Levy Event ALVY
Page 9 – Added FAST Levy Event BLVY
Page 15 – Added FAST Levy Event CLVY
Page 39 – Added FAST Levy Event DLVY
Page 44 – Added FAST Levy Event ELVY
Page 47 – Added FAST Levy Event FLVY
Page 64 – Added FAST Levy Event MLVY
Page 67 – Added FAST Levy Event NLVY
Page 80 – Added FAST Levy Event RLVY
2/3/16 / Christie Collier / 1.25 / Page 12 – Added ECF Event CECF
Page 47 – Added ECF Event FECF
Reviewers
Name / Version Approved / Date /*KASES Review Team/Committee / Version 1.0
KASES Caseworkers, Supervisors, and Branch Managers / Version 1.0
* Barnett, Sandra (CHFS CS Franklin); Boyer, Barbara (CHFS CBS Henry); Cook, Sandra (CHFS CS Franklin); Daniels, Juanita (CHFS CBS Floyd); Fanning, Karen S (CHFS DCBS Training Branch); Glass, Kimberly (CHFS CBS McCracken); Gravett, Beth (CHFS OIT FSSM); Johnson, Doris (CHFS CBS Rowan); Johnson, JoAnn T (CHFS CBS Fayette); Johnson, Trisha (CHFS DCS Franklin); Jones, Sherryll (CHFS CA Whitley); Lawson, Shannon (CHFS CS Menifee); Mcnees, Janice (CHFS CBS Franklin); Miller, Caroline (CHFS OT MSM); Mollett, Missy (CHFS CBS Boyd); Peavler, Kristi (CHFS DCBS Training Branch); Putty, Terri L (CHFS CBS Christian); Smith, Patricia A (CHFS CS Barren); Stewart, Joyce (CHFS CS Franklin); Tweddell, Deborah (CHFS CBS Kenton); Vanderoort, Jacob (CHFS CS Franklin); Wilson, Rhonda (CHFS CBS Laurel); Woods, Elizabeth (CHFS CBS McCracken)
Distribution
Name / Position /KASES Caseworkers, Supervisors, Branch Managers
Document Properties
Item / Details /Document Title / KASES Systems Guide – Worklist/Event Matrix
Author / Christie Collier
Creation Date / 12.27.05
Last Updated / 2.3.16
CHFS OIT Page 67 of 67
KASES
Systems Guide
02.03.16
WORKLIST/EVENT MATRIX
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGERACCM / AUTO CASE CLOSURE WITH
UNDIST MONEY / E1
W1 / J0 / SYSTEM / CREATED VIA AUTOMATIC CLOSURE PROGRAM WHEN CASE HAS UNDISTRIBUTED MONEY
ACCW / END WAGE/UI FOR AUTO CASE CLOSURE / E1
W1 / J0 / SYSTEM / VIA AUTO CLOSURE, CASE IDENTIFIED FOR AUTO CASE CLOSURE HAS WAGE OR UI AGREEMENT IN EFFECT AND CASE WILL NOT BE CLOSED. WORKER REVIEW REQUIRED DETERMINING IF CASE SHOULD BE CLOSED.
ACH1 / INVALID BANK RTG # - PMT / W1 / J0 / SYSTEM / AN ON-LINE AND BATCH PROCESS. A WORKLIST ITEM OF ACH1 IS SENT 3 WORKERS 300X017, 300X035 AND 300X117. ONCE ONE OF THE WORKERS MAKES THE CORRECTION ON THE RECEIVING BANK # THEY MUST RELEASE THE TRANSACTIONAL HOLD AND THE PAYMENT WILL PROCESS THAT NIGHT. ALL “F” HOLD CODES WILL CONTINUE TO ISSUE THIS WORKLIST MESSAGE UNTIL THE HOLD IS REMOVED.
ACH2 / INVALID BANK ROUTING # / W1 / J0 / SYSTEM / A WORKLIST ITEM OF ACH2 IS SENT TO 300X018 AND 300X117 WORKERS WHEN AN INVALID ACH ROUTING NUMBER IS IDENTIFIED ON THE EFT SEGMENT FOR A CLIENT.
ADD / ADDRESS CHANGE / E1 / J0 / SYSTEM / PARTICIPANT ADDRESS ADDED/CHANGED (PARTICIPANT EVENT). CREATED ANYTIME ADDRESS TYPE IS ADDED OR UPDATED ON CREATE/UPDATE PARTICIPANT ADDRESS SCREEN (ASEAAE) AND PF9-CONFIRM OR PF16-REFER CASE OPTION IS PRESSED.
ADDP / PARTICIPANT ADDED-MPI XXXXXXXXXX / E1 / J0 / SYSTEM / EVENT CREATED WHEN PARTICIPANT ADDED TO AN EXISTING CASE. OCCURS WHETHER CHANGE IS ONLINE.
ADMN / ADMIN. OBLIGATION ESTABLISHED / E1 / 00 / SYSTEM / ADMINISTRATIVE ORDER TYPE INPUT IN ORDER ENTRY.
SYSTEM READS AND GENERATES EVENT.
ADWG / ADMIN WAGE EST XXXX / E1 / J0 / SYSTEM / GENERATED WHEN ORDER/NOTICE TO WITHHOLD INCOME FOR CS (CS- 89) IS INPUT AS THE ORDER TYPE ON CREATE OR UPDATE COURT ORDER.
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGER
AEMP / EMPLOYMENT UPDATE-AFDC/FC INFORMATION / E1
W1 / 00 / SYSTEM / EMPLOYMENT UPDATE CREATED VIA KAMES, TWIST AND JCAO INTERFACE.
AFDC / AFDC CASE STATUS ASSIGNED / E1 / J0 / SYSTEM / ASSIGNING OF CASE TYPE BY WORKER ON-LINE OR THROUGH KAMES INTERFACE
AFEL / AMENDED TO FELONY / E1 / 00 / SYSTEM / NO LONGER USED COURT SCHEDULING (FINAL DISPOSITION CODE)
AF11 / AFDC CASE OPENING/APPROVAL
##/##/#### / E1
W1 / J0 / SYSTEM / CASE APPROVAL INFORMATION RECEIVED FROM IV-A VIA BATCH INTERFACE. WRITES WORKLIST NOTIFICATION OF IV-A APPROVAL. PLACES HOLD ON CASE ACCOUNT.
AF12 / MEDICAL ASSIST. CASE OPEN
##/##/#### / E1
W1 / J0 / SYSTEM / CASE APPROVAL INFORMATION RECEIVED FROM IV-A
VIA BATCH INTERFACE. WRITES WORKLIST
NOTIFICATION OF MEDICAL CASE APPROVAL.
AF13 / FC CASE OPENING: ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH
INTERFACE
AF14 / NFC CASE OPENING: ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH
INTERFACE
AF15 / MA OPEN –SSI CHILD XXXXXXXXXX / E1
W1 / J0 / SYSTEM / CREATED ON MA CASE OPENING
(REASON CODE 555) THROUGH KAMES INTERFACE
AF21 / AFDC CASE DISCON./DENIAL##/##/#### / E1 / J0 / SYSTEM / WRITES EVENT VIA KAMES INTERFACE OF
DISCONTINUANCE/DENIAL. DISC REASON CODES = KAMES 523, 544, 548 560, PA62 101, 141, 132, 173
AF22 / AFDC GEN DISCONT ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH INTERFACE, UPDATES CASE TYPE TO NPA. CS-53 GENERATED. DISC REASON CODES NOT = TO KAMES 523, 544, 548, 560-PA62, 101, 141, 142, 174
AF25 / MA CASE DISCONTINUANCE ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH KAMES BATCH INTERFACE. DISC REASON CODES = TO KAMES 523, 544, 548, 560-PA62, 101, 141, 142, 174
NOTE: TO BE CONSISTENT WITH THE SYSTEM AND FEDERAL REPORTING, THE TERMS AP, CLIENT, AFDC AND NPA ARE USED IN THIS DOCUMENT.
E = EVENT W = WORKLIST T = TICKLER CC = CLEARING CODE (ADMINISTRATIVE USE ONLY)
**** PROGRAM TESTS FOR PRESENCE OF FINAL DISPOSITION WHEN HEARING IS DELETED. DISPOSITION FIELD IS UPDATEABLE IN DELETE MODE
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGERAF26 / MA CASE GEN DISCON ##/##/#### / E1
W1 / J0 / SYSTEM / EVENT WRITTEN THROUGH KAMES BATCH INTERFACE;
CS 53 GENERATED. DISC REASON CODES NOT = TO KAMES 523, 544, 548, 560-PA62, 101, 141, 174
AF27 / FC CASE DISCONTINUANCE; ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH
INTERFACE
AF28 / NFC CASE DISCONTINUANCE; ##/##/#### / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH
INTERFACE
AF31 / AFDC CASE MONTHLY GRANT LOADED / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF33 / AFDC CASE SUPPLMT/RETROACTV
GRANT / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF34 / AFDC CASE PRO-RATED GRANT / E1 / J0 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF35 / KC GRANT / E1 / J0 / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF39 / CHILD ADDED TO GRANT / E1
W1 / J0 / SYSTEM / EVENT NOTIFICATION THROUGH
BATCH INTERFACE
AF40 / TRANSFER TO MA/SSI CHILD XXXXXXXXX / E1
W1 / J0 / SYSTEM / AFDC CHILD REMOVED AND TRANSFERRED TO MA
VIA KAMES INTERFACE-REASON CODE 7550
AF41 / AFDC CHLD REMVD FROM GRNT
XX/XX/XXXX / E1
W1 / J0 / SYSTEM / EVENT/WORKLIST NOTIFICATION THROUGH BATCH
INTERFACE. EVENT/WORKLIST ATTACHES NOTE WITH THE CHILD’S NAME, MPI#, SSN AND DOB
AF42 / AFDC CLI REMVD FROM GRNT
XX/XX/XXXX / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF43 / AFDC SPPRT ADDED TO BDGT
XX/XX/XXXX / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF44 / AFDC SUPPORT REMOVED FROM BUDGET
XX/XX/XXXX / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AF51 / AFDC CLIENT HAD SS # CHANGED / E1 / J0 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE.
AF52 / AFDC CHILD HAD SSN # CHANGED / E1 / J0 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE. EVENT COMMENTS INCLUDE “FROM” SSN AND THE “TO” SSN
AF71 / AFDC/FC CASE NUMBER CHANGED / E1 / J0 / SYSTEM / EVENT NOTIFICATION THROUGH TWIST AND KAMES BATCH INTERFACE
AF72 / AFDC PAYEE CHANGED / E1 / J0 / SYSTEM / EVENT WRITTEN THROUGH BATCH INTERFACE
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGER
AF81 / AFDC/FC CLIENT ADDRESS CHANGED / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH TWIST AND KAMES BATCH INTERFACE
AF82 / AFDC CLIENT COUNTY CHANGED / W1 / 00 / SYSTEM / WORKLIST NOTIFICATION THROUGH BATCH
INTERFACE
AF90 / PROGRAM CODE CHANGED – REVIEW CASE / E1 / 00 / SYSTEM / EVENT WRITTEN THROUGH BATCH INTERFACE
AF91 / AFDC CASE PROGRAM CODE CHANGED / E1 / 00 / SYSTEM / EVENT NOTIFICATION THROUGH BATCH INTERFACE
AGE / NOTIFICATION OF EMANCIPATION / E1 / J0 / SYSTEM / GENERATED FOR ALL IV-D DEPENDENT CHILDREN WHO WILL REACH AGE OF EMANCIPATION 45 DAYS PRIOR (X-REF CS-13). ALSO GENERATED FOR NIVD CHILDREN IF APPROPRIATE
AGRE / DWOP BY AGREEMENT OF THE PARTIES / E1
W1 / J0 / SYSTEM / ONE OF THE THREE VALID ENTRIES FOR DWOP REASON,
WHEN FINAL DISPOSITION CODE OF “DWOP’ IS USED. ACTION REQUIRED
AINS / AP MED INSURANCE UPDATE – AFDC INFO / E1
W1 / 00 / SYSTEM / MEDICAL INSURANCE UPDATE VIA KAMES AND JCAO INTERFACES
AJFM / ADJUSTMENT FOR FINANCIAL AND MEDICAL / E2 / 00 / SYSTEM / ON-LINE INPUT ON KASES COMPUTATION SCREEN
AJFO / ADJUSTMENT FOR FINANCIAL ONLY / E2 / 00 / SYSTEM / ON-LINE INPUT ON KASES COMPUTATION SCREEN
AJMO / ADJUSTMENT OF MEDICAL ONLY / E2 / 00 / SYSTEM / ON-LINE INPUT ON KASES COMPUTATION SCREEN
AJNA / ADJUSTMENT NOT NECESSARY / E2 / 00 / SYSTEM / ON-LINE INPUT ON KASES COMPUTATION SCREEN
AJUR / AGENCY HAS JURISDICTION / E3 / C0 / SYSTEM / ON-LINE INPUT ON KASES COMPUTATION SCREEN
E = EVENT = W = WORKLIST T = TICKLER CC = CLEARING CODE (ADMINISTRATIVE USE ONLY)
****PROGRAM TESTS FOR PRESENCE OF FINAL DISPOSITION WHEN HEARING IS DELETED. DISPOSITION FIELD IS UPDATEABLE IN DELETE MODE.
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGERALER / ALERT / E1 / J0 / SYSTEM / PARTICIPANT LEVEL EVENT GENERATED UPON THE CREATION OF THE ALER EVENT RECORD AND ALERT WARNING INDICATOR ON ASEC2A IS SET TO ‘Y’..
ALVY / FAST LEVY ACKNOWLEDGEMENT / E1 / J0 / SYSTEM / THE ALVY IS A CASE LEVEL EVENT CREATED WHEN AN ACKNOWLEDGEMENT RECORD HAS BEEN RECEIVED FROM THE BANKING INSTITUTION, VIA FAST LEVY PROCESSING, REFLECTING THAT THE REQUESTED LEVY ACTION HAS BEEN RECEIVED BY THE BANK. NOTES ARE PROVIDED FOR THIS EVENT TYPE.
ANNO / ANNUAL NOTICE OF COLLECTION / E3 / 00 / SYSTEM
(DOCUMENT) / NO LONGER USED - CREATED ANNUALLY, REPORTING AMOUNT OF COLLECTIONS PAID FOR THE YEAR AND TOTAL AMOUNT DISBURSED
AOC / AOC 151 WAGE WITHHOLD ORDER ENTERED / E1 / 00 / SYSTEM / ON-LINE ENTRY-SYSTEM SUPPLIES DESCRIPTION.
APAT / PAT. ESTABLISHED ADMINISTRATIVELY / E2 / 00 / SYSTEM / HEARING DISPOSITION FOR ADMINISTRATIVE
PATERNITY HEARING
APCB / AP REPORTED TO CREDIT BUREAU / E3 / J0 / SYSTEM / BATCH GENERATION BASED ON ‘Y’ INDICATOR ON
CREATE/UPDATE ORDER EXTENSION SCREEN
APCU / CUSTODY WITH AP/JCAO INTERFACE / E2 / 00 / SYSTEM
(KASES 235) / CASE STATUS INFORMATION REC’D FROM JEFFERSON COUNTY ATTORNEY OFFICE THROUGH INTERFACE
APDA / AP APPEARED MM/DD/YYYY / E1 / J0 / SYSTEM / CASE LEVEL EVENT CREATED WHEN ‘Y’ IS PLACED IN THE PARTICIPANT SHOW FIELD FOR THE AP PARTICIPANT TYPE ON SCREEN ASEAS8.
APFA / AP DID NOT APPEAR MM/DD/YYYY / E1 / J0 / SYSTEM / CASE LEVEL EVENT CREATED WHEN ‘N’ IS PLACED IN THE PARTICIPANT SHOW FIELD FOR THE AP PARTICIPANT TYPE ON SCREEN ASEAS8.
APNM / AP NAME CHANGE / E1
W1 / 00 / SYSTEM / JEFFERSON CO INTERFACE
APNS / AP NO SHOW FOR SUPPORT ORDER HEARING / E3 / C0 / SYSTEM / JEFFERSON CO INTERFACE
APPL / RQT XXXXXXXXXX SNT XXXXXXXXXX RCD XXXXXXXXXX / E3 / 00 / SYSTEM / ON-LINE INPUT ON CREATE/UPDATE CASE SCREEN
(ASEC8C) OF THE DATE THE NON K-TAP APPLICATION WAS REQUESTED, SENT, AND RECEIVED FROM THE CLIENT
CODE / EVENT/WORKLIST / PRIORITY / CC / GENERATION / TRIGGER
APPT / CL, AP (OR BOTH)APPT MM/DD/YYYY / E1 / J0 / SYSTEM / CASE LEVEL EVENT CREATED WHEN AN APPOINTMENT IS SCHEDULED OR MODIFIED ON SCREEN ASEAS8 AND PF9 IS PERFORMED TO CONFIRM THE UPDATE. AN APPT EVENT WILL GENERATE EVEN IF COMMENTS ARE THE ONLY MODIFICATION MADE TO A SCHEDULED APPPOINTMENT.
APTD / APPT MM/DD/YYYY DELETED / E1 / J0 / SYSTEM / CASE LEVEL EVENT CREATED WHEN A SCHEDULED APPOINTMENT HAS BEEN DELETED.
ARBG / ARREARS BEGIN ##/##/#### / E1 / 00 / SYSTEM / EVENT AUTOMATICALLY CREATED WHEN ONLINE DATA ENTERED IN THE ARREARS BEGIN DATE FIELD ON THE CASE ACCOUNT STATEMENT SCREEN (ASEFAA)