Provider Web Portal User Manual - Alabama`s Electronic Child Care
Contents
1. gt 22 3 8 Unmatched Check In Check Out Report ese cece cece cence ence EE Re RE ee Ee ee RE RE ee ee ee ee ee 23 3 9 TOI ERGO AR ER ET EE KY ME MN 24 4 0 ge eN N OE EE EE N EE ET EO OR OE EE a tou 24 August 2014 Page 1 Alabama Time and Attendance System Provider Web Portal User Guide 1 0 INTRODUCTION This user guide provides information about the features and functionality of the Alabama Time and Attendance System Provider Web Portal commonly referred to as the Provider Portal or the portal The Provider Portal is an internet based application used by child care providers to research information regarding children on the Alabama TAS program The portal can be accessed from any location where you have an internet connection and know your password The Provider Portal provides information regarding you as a provider Authorization information regarding the child and parent and designee card and case information When logged into the Provider Portal application the user has rights to view only the provider related information associated with their User ID No other provider s information is accessible 1 1 About This Guide Purpose This document describes the processes for accessing the Provider Web Portal for viewing the provider profile authorizations and transaction information specific to the provider logged into the application This user guide is intended as a resource manual when using the app2. EPPIC The purpose of this screen is to assist providers in setting a new password using the security question previously completed When a password is forgotten the only option is to select a new password The portal does not have the ability to email an old password or make notification by some other means A new password will need to be set This screen opens after the User ID is entered on the Security Question User ID page Then click the Submit button From there the User ID will carry forward as the first field on this screen but is a field that cannot change or edit All information on this screen is required The system defaults to the security question chosen previously In this screen the answer to the security question is NOT case sensitive Therefore the answer McCloskey and MCCLOSKEY are the same For security purposes the text entered for the Security Answer appears as colored dots not text If the wrong answer is entered the system will display an error message indicating that either the User ID or answer is incorrect After three 3 failed attempts to answer the security questions correctly the system will be locked and will not start a new session Contact the Provider Helpdesk for assistance If the User ID is forgotten contact the Provider Helpdesk Please select your security question and provide your security answer User ID 02000056 Security Question What high school did you attend o
3. Security Answer August 2014 Page 7 Alabama Time and Attendance System Provider Web Portal User Guide User Actions 1 Enter the answer to the security guestion in the Security Answer field 2 Click the Submit button 3 Clicking this button takes the user to the User Password Change screen shown below At this point reset the password by choosing a new one Instructions for completing this screen are described in section 2 7 2 7 Forgot Password Change Password Screen Purpose This screen allows for the selection of a new password when forgotten General This screen is opened after entering the answer to the Security Question then Information click the Submit button All information on this screen is required The new password must meet the following requirements The following are requirements when selecting a password Required Minimum password length is eight 8 characters Maximum password length is twelve 12 characters Minimum one lower case alpha character Minimum one number Minimum one upper case alpha characters Minimum one of the following special characters o atsign percent sign plus sign backslash slash single quotation mark exclamation point number sign dollar sign caret question mark colon i comma i period left parenthesis right parenthesis left brace right brace left bracket right bracket tilde gt grave accent back quote hyphen undersco
4. Alabama Time and Attendance System Provider Web Portal User Guide 2 9 Navigation and Option Buttons Several navigation and option buttons will appear on the search result screens in the top left side of the screen Below is an explanation of these features 4 Provider Transaction Report sele SE IAs Trans Date Time Child Name Child Card Trans Type Entry Date Time 05 28 2012 05 00 MARLENE 06 06 2012 01 32 03 9999990041104114 P OUT PM BRANDT PM 05 28 2012 05 00 MAX BRANDT 04 9999990041104114 P OUT vi 05 28 2012 05 00 JANE BRANDT 02 9999990041104114 P OUT EE E MR OE BRANDT Di 9999990041104114 P OUT ET FM PM 2 9 1 Pagination Features e pi First page of Previous page Next page search results Moves user back Moves user to Moves user to to previous page the next page of first record in of search results search results search results 2 9 2 Display Records the drop down gt ees 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED Last page of search results Moves user to last record in search results This option allows the user to select how many records to display per page of search results The options are 10 20 50 or 100 records per page The default is 20 records To change the default select an option from The user may change this option at any time August 2014 Page 11 Alabama Time and Attendance System Provider Web Portal User Guide 2 9
5. Gesi IOOIGS ESE EE EE Re Payment Period Note Amount Reason There no results found There are no adjustments for this Provider 3 7 5 Provider Payment Adjustment Detail Screen This screen is accessed from the Provider Payment Detail Screen by clicking on the Total Provider Adjustment Amount which is shown in blue and represents a link to the screen shown above Refer to the Provider Payment Detail Screen for this sample screen Provider Payment Adjustment Detail 4 Provider Information Provider Name JACQUELINE JOHNSON JACKSON Provider ID 5000005900 Provider Payment Adjustment Information Amount August 2014 Page 22 Alabama Time and Attendance System Provider Web Portal User Guide 3 8 Unmatched Check In Check Out Report Purpose This screen allows the user to view a report of all unmatched transactions for children that have checked in but have not checked out General This report is useful in identifying parents that have not completed transactions Information for an attendance cycle o Provider Unmatched Check In Out Report Inquiry 4 Unmatched Check in Out Inquiry Today s Unmatched Checkin Out Previous 10 day Unmatched Checkin Out The user can select a report for either today s transactions or a report covering the previous 10 days A sample of this report is shown below Alabama ECC Log out Reports Admin USER INFO Provider Unmatched Check In Out Rep
6. 2012 17 35 59 OUT 3300100020 F JAME BRANDT 4000000012 06 15 2012 17 35 59 GUT 6800100020 MARLENE BRANDI 4000000014 06 15 2012 17 35 59 OUT 8300100020 MAX BRANDT 40000000135 06 15 2012 17 35 59 OUT 8800100020 5 Clark BRANDT 4000000016 8300100020 i Evan BRANDT 4000000017 8300100020 Junior BRANDT 4000000019 800100020 Wiliam BRANDT 4000000018 Results 1 2 of 8 DETAILS TRANSACTION CLOSURE DATES 3 3 Provider Transaction Search Screen Purpose This screen allows user to search for transactions performed at the facility General This is an inquiry screen that is available on the Provider Profile screen To Information execute a search enter the date range in the Start Date and End Date fields The date must be entered in MM DD YYYY format The user must have a two digit number for the month and day and a 4 digit number for the year For example 05 02 2014 would represent May 2 2014 For example to retrieve a report of all transactions in the month of June enter 06 01 2014 in the Start Date field and then 06 30 2014 in the End Date field then press the Search button Further actions are described on the following page August 2014 Page 15 _ Alabama Time and Attendance System Provider Web Portal User Guide M Provider Transaction Search Report on dates between E ER ma mm E _ Month Day Year Start Date End Da
7. allows the user to move forward user to move back to a to the next screen in revious screen in their 4 the browser history browser history August 2014 Page 13 3 0 PROVI Alabama Time and Attendance System Provider Web Portal User Guide DER SCREENS 3 1 Provider Profile Purpose General Information ELE Oe Provider Provider Profile This screen displays the provider profile It is often referred to as the Home Screen This screen contains general demographic information about the facility i e facility name address phone number etc If information on this screen is incorrect contact your CMA representative Log out Reports Admin USER INFO Provider ID Name Residence Address 1 Residence Address 2 City Region State ip County Facility phone 1 Facility phone 2 Contact Name 1 Contact Name 2 Contact Name 3 Email Federal ID SSN Legal License Name b000441640 License SAFE START CHILD CARE Inc Star Rating 1111 North Doctor Martin Day Capacity L King Junior Dr Night Capacity Prichard Provider Legal Montgomery License Status AL Provider Status Active 35610 Provider Category Center Montgomery Extension 222 255 555 5555 POS Information gt Install Date DeinstallDate Hi ae lm Alice Ratched 03 02 2013 TFA 05 06 2012 nE Exempted Regulated provider email com 111111111 SAFE START CHILD CARE Address 1 Address
8. the user detail for that child payment shown in the following screen August 2014 Page 20 Alabama Time and Attendance System Provider Web Portal User Guide 3 7 2 Child Payment Detail Screen Provider Child Payment Detail d Authorization Information Child Information Authorization Information Case ID 8800100020 Authorization ID 4000000012 Child 02 Begin Date 07 01 2011 Child Name JANE BRANDT End Date 02 22 2013 DOB 05 06 2005 Co Pay Amount N A 4 Child Payment Information Rate Determination lt 0 Child Hours 16 00 Provider Closure Hours 0 0 Total Hours 16 00 Auth Full Time Rate 92 00 Auth Part Time Rate 46 00 Provider SCH FT Rate 0 00 Provider SCH PT Rate 0 00 Rate Used Auth Part Time Rate Copay Amount 0 00 Unit of Care Code PT Care Level Code SCH Auth Adjustment Amount 0 00 iss soe Total Payment DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES By clicking on the blue child hour s link shown in the Child Payment Information box the detail of the attendance information as shown on the Child Attendance Detail screen in the following illustration 3 7 3 Child Attendance Detail Screen USER INFO Provider Child Attendance Detail Hd Provider Information Prowider ID 6000441640 AL Marme SAFE START CHILD CARE Inc Montgomery Residence Address 1 1111 North Doctor Martin 36610 Residence Address 2 L King Junior Dr Montgomery City Prichard la Authorization Informat
9. 2 City State Zip 1100 North Doctor Martin L King Junlor Dr Prichard AL 36610 AUTHORIZATIONS f TRANSACTION f CLOSURE DATES Action Buttons Function AUTHORIZATIONS This button opens the Provider Authorization Report TRANSACTION This button opens the Provider Transaction Report CLOSURE DATES This button opens the provider Closure Dates Screen August 2014 Page 14 Alabama Time and Attendance System Provider Web Portal User Guide 3 2 Provider Authorizations Purpose This screen allows the user to view Authorizations and displays a list of children authorized at the facility General i q The Case Number and Authorization Number are system generated numbers that occur when the information nformation comes into the child care program from the state s eligibility system The Child Number is a system assigned number At the time of conversion to e Child Care existing children on the case are assigned a number beginning at 01 02 and 03 and so on from youngest to oldest child on the case New children added to the case after that will be assigned the next number in numerical order for the case regardless of their age within the family at that time Provider Authorizations Provider Information Provider ID 6000441640 AL SAFE START CHILD CARE Inc z TE oe 1111 North Doctor Martin AK HERDER ENE L King Junior Dr 5 36610 Prichard Montgomery Child Name Trans Type JOE BRANDT 4000000011 05 15
10. 23 Elm Street Child O1 Case Mailing Address 2 child Name JOE BRANDT City Mobile Child DOB 03 02 2002 Region Baldwin ip 366101111 STATUS ACTIVE BEGIN DATE 07 01 2011 END DATE 05 10 2015 DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES Clicking on the highlighted authorization number will provide the user with specific information for the child as shown below an ie STATUS ACTIVE BEGIN DATE 07 01 2011 END DATE 05 10 2013 Provider Information Authorization ID 4000000011 Provider Name SAFE START CHILD CARE Inc Status ACTIVE Provider ID 6000441640 Begin Date 07 01 2011 End Date 05 10 2013 School Closure Dates o Full Time Rate 97 00 Part Time Rate 46 00 Co Pay Amount Unit of Care Code Part Time Care Level Code School Age Eligibility Code JOBS DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES August 2014 Page 18 Alabama Time and Attendance System Provider Web Portal User Guide 3 6 Entering Closure Dates Purpose General Information Function Alabama ECC This action allows user to enter closure dates in Web Portal prior to the actual closure date Once the dates have been entered the screen will display a list of dates for future viewing Closure dates can be entered into EPPIC for the current fiscal year plus 2 consecutive fiscal years 13 per fiscal year or by 11 59 pm prior to the day of closure In the Provider Profile screen click o
11. 3 Export Options CSV Export This option allows the user to export the search results to a standard csv file CSV is comma separated value meaning the data is put in a simple text file with each data element separated by acomma This file can then be imported into many different computer applications including Microsoft Excel but also many spreadsheet type programs CSV is more of a universal file type Performing this type of export allows the user to filter and manipulate the search results for other types of reports or spreadsheets 2 9 4 Other Results Options Filter Results This option allows the user to filter the results based on specific criteria E XLS Export This option allows the user to export the search results to a standard xls file Exporting to xls transports the data directly to a Microsoft Excel spreadsheet Doing this type of export allows the user to manipulate the search results in a Microsoft Excel application Clear Results This option clears any previous search filters The magnifying glass Filter Results and the refresh Clear Results icons allow the user to filter or clear the search By clicking on the box above the column heading and entering a value in the text box the user can then filter the search results by clicking on the magnifying glass The refresh button restores the search to the results before the filter For example in a search results table containing a l
12. Aa sear ie erir mn ED EE ARM Mas aes 12 294 Other Resule OBUONS io ESE RD al alayla m n yen B ram 12 PEN COUS O EE NE E A OE REP 18 290 e gt e p lt ma EE AP A ARA E ee GO ie EG EE RE EIE 13 30 Provider EIEENS is EE N ES IG N OD N MA GE eee me N EA OD GR EE ee 14 3 1 POVA FAO A A EE A OE N 15 3 2 adi fe gg gb sos A KM AA NE KY e 15 3 3 ProviderlransactionSearchScreen iie 15 3 4 ProviderlransactionReport ER RR RE RR RE EE Ge RR RR ER Re ER RR Re Re 16 3 5 CaseProfileScreens Re RE RR Re RR EE RR ee RE ER Re Re ER Re ee 18 3 6 ProviderClosureDatesScreen iin 19 3 7 Provider PaymentScreens Re RR EE ER Re ee Re ER ee Re ER RR ee ee 20 3 7 1 Provider Payment Detail Screen is EE EE ER ER RR ER EE ER RE RE EE ER RE RR EE RR Ee RE ER Re RR ER ee Re Ee ee 20 3 7 2 Child Payment Detail SCree N ss Ee EE cece cence ER RE RR ER RE EER Ee RE EE ER Re RE ER RR ee EE RR Re Re ee ee ee 21 3 7 3 Child Attendance Detail Scre N Es EE EE EE ER EE ee EE ER RR ER RE ER RE RR EE RR Ee RE RR Re Re ER ER Re Re ER ee Ee 21 3 7 4 Payment Adjustment Detail SCreen cc EE EE EER EE cece cece ER ER Re RE ER Re RR RR Re ek ER RR ee ER ee ee 22 3 7 5 oProviderPaymentAdjustmentDetailScreeon
13. Alabama Childcare Time and Attendance System TAS Provider Web Portal User Manual August 2014 Version 9 0 Alabama Time and Attendance System Provider Web Portal User Guide Table of Contents Contents Alabama Childcare Time and Attendance System TAS 1 0 Introduction 2 1 1 About e e A A MET ME E ER EE Ee EE Ee 2 1 2 About the Alabama Time and Attendance System Provider Web Portal 2 2 0 Provider Portal Basics 3 2 1 ACCESSING the Provider Portal ss e aus De EE EG exe he ED ee RE RE Gee ED ie We sinne ee ie a Ka 3 2 2 e gg EE EE NANE E YAMA E 3 2 3 Change Password SCIEEM saak e ns ER ee edin een iel aim nelik silen Ee 4 2 4 Security Question e e gt lt ge ye 5 2 5 ForgotPassword UseriDScreen Re RR Re ee Re ee ee 6 2 6 ForgotPassword SecuriiyAnswerScreen ella 7 2 ForgotPassword ChangePasswordScreen 8 2 8 CONIMON oe Ps YE e EE 10 LE oa R e e A er EA E EM Si TN 9 282 niolmalem ACCESS SECUOMS EE gis em aa EE ni e miami yn ii id 10 26 M lt gt eg gt MN AN AEAEE 10 ZO LOG e EE WE EA EE AE OE N OE A OE HO EN 10 es es gt gi ese en ee ee PROM RE 10 2 9 Navigation and Option Buttons 11 2 9 1 Pagination FealufieS sis eee Bea sas nk man ur sesime ge enem eri eie ei 11 292 Display RECOS NN A YE EA MEN PN 11 299 EPO CODIO ae Sa li
14. SS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED 00 SUCCESS APPROVED Page 17 Log out Reports Admir Alabama Time and Attendance System Provider Web Portal User Guide 3 5 Case Profile Screens Purpose This screen allows the user to view case specific information for cases with Authorizations at your facility Alabama ECC Log out Reports Admin USER INFO Case Profile Case Information Case Information gt gt Cardhedr ii Case ID 6600100020 Name Card P A Case Mailing Address 1 123 Elm Street AMY BRANDT 9999990041104114 F Case Mailing Address 2 Authorizations City Mobile Name Child Effective Date state AL JOE BRANDT D 07 01 2011 Region Mobile JANE BRANDT 02 07 01 2011 Zip 566101111 MARLENE BRANDT 03 07 01 2011 County Baldwin MAX BRANDT D4 07 01 2011 Home Phone 205 879 6000 Clark BRANDT 05 03 01 7012 Work Phone Evan BRANDT O7 03 01 2012 Other Phone Junior BRANDT l 03 01 2012 Reason Code Employment William BRANDT 03 01 2012 Case SSH 227242399 Case Status OPEN DETAILS AUTHORIZATIONS f TRANSACTION CLOSURE DATES The following screen shows a sample of the screen that returns when a specific child is selected Authorization Profile s Child Information Person Information Case ID 8800100020 Case Mailing Address 1 1
15. actly the same 3 Click the Save button when finished When the security guestion has been saved the system will automatically take the user to the Provider Profile screen This is the indication the user have logged into the website successfully 2 5 Forgot Password User ID Screen Purpose General Information EPPIC O Security If the password is forgotten enter the User ID to set a new password with your security question This screen is opened from the Login Page by clicking the Forgot Password Link under the blue Login button lele Forget Password All information on this screen is required Enter the User ID assigned and click the Submit button Remember the User ID is the 10 digit number that begins with 5000 If the User ID is forgotten contact the Provider Helpdesk or the local CMA in your region for assistance Please enter your User ID to retriewe your security question User ID ETE EE SUBMMIT CANCEL August 2014 Page 6 2 6 Security Question User Actions Alabama Time and Attendance System Provider Web Portal User Guide 1 Enter the User ID 2 Click the Submit button SUBMIT 3 The system will automatically take the use to the security answer screen discussed in the next section It will prompt the user to complete the security question that was previously chosen Forgot Password Security Answer Screen Purpose General Information
16. e blue portion of the screen and it returns back to the Main Screen August 2014 Page 9 Alabama Time and Attendance System Provider Web Portal User Guide 2 8 2 Information Access Sections The top right hand section of the screen is where the user will access information in the portal Admin USER INFO Roll the mouse over Admin to open a list of the related screens that can be accessed Admin Password Change User Profile Options Password Change and User Profile These screens do the following Password Change opens the Password Change Screen discussed in section 2 3 Using this option it manually forces a password change at any time User Profile opens the User Profile Screen discussed in section 2 8 3 2 8 3 User Info Area USER INFO Name KIRSTEN ROBERTS Login Time 05 17 2011 06 36 17 AM Last Active 05 17 2011 06 36 17 AM Moving the mouse pointer over USER INFO will show the user name date and time of last log in and the time last performed action on the Portal 2 8 4 Log out Area gi Log out Clicking on the Log out link of any screen logs out of the Portal and returns to the Login Screen In order to use the Portal log in is required 2 8 5 Hyperlinks Any Portal information shown on the screen in blue type is a hyperlink or link that can be clicked to go to a new page which gives more detailed information about the selected item Facility ID EO210031 dr August 2014 Page 10
17. f children for which is Authorized e The viewing of attendance transactions and case profiles e The viewing of Authorization reports and detailed payment information August 2014 Page 2 Alabama Time and Attendance System Provider Web Portal User Guide 2 0 PROVIDER PORTAL BASICS This section describes basic information on accessing the Alabama Provider Portal logging in to the website and other common screen information 2 1 Accessing the Provider Portal To access the Provider Portal the computer must be connected to the internet Follow the steps below e Open the internet using Internet Explorer e Type the Alabama Provider Portal address into the address box at the top of the screen nttp www alacctas com eccpw It is recommended to set this website address as a Favorite in the browser e Press the Enter key The website opens at the Login Screen which requires a valid login User ID and password The User ID isa 10 digit number that starts with 5000 This number may be found on the Notice of Registration received from the Child Care Management CMA in each region The initial password is the 5 digit zip code of the child care facility For security reasons you are required to change the password on your initial login A security question is asked in case the password is forgotten or misplaced 2 2 Login Screen Purpose This screen allows a provider to log into the Alabama Provider Web Portal General Each p
18. ht bracket tilde i grave accent back quote hyphen underscore O O O O O O O O O O O O O O YU VU EU O0 0 August 2014 Page 4 Alabama Time and Attendance System Provider Web Portal User Guide Other constraints e Passwords cannot be repeated within one 1 year after last used e New passwords cannot be the same as the current password or the previous five 5 passwords For security reasons if a password is entered incorrectly three 3 times in a row the system disables the user account and the system will be locked If lockout occurs click on the Forgot Password link underneath the blue Login button and follow the instructions in section 2 5 If access to the portal remains locked contact the Provider Helpdesk at 866 316 5450 to have the password reset The program requires a change in the password every 60 days EPPIC User Password Change User Password Change Old Password New Password Confirm Password CHANGE e You are logged in for the first time please change your password User Actions 1 Enter the current password in the Old Password field Since this is the initial login the Old Password is still the 5 digit zip code of the facility 2 After considering the password requirements create a new password and enter it in the New Password field Enter that same password again in the Confirm Password field and click on the Change button 3 Upon press
19. ing the Change button the system will be directed to the Security Question set up screen Follow the instructions in section 2 4 to set up a security question 2 4 Security Question Screen Purpose General Information August 2014 This screen assists in setting up a security question so the password can be reset later if forgotten All information on this screen is required Select one of the questions from the drop down menu answer it in the Security Answer box confirm the answer in the Confirm Security Answer box and click the Save button The text typed for the Security Answer and the Confirm Security Answer must match exactly The text entered for the Security Answer and Confirm Security Answer show as colored dots rather than text for security purposes When logging in for the first time a security question must be entered immediately after changing your original password Page 5 4 User Profile Security Question Alabama Time and Attendance System Provider Web Portal User Guide THI EPPIG User Profile Security Answer Confirm Security Answer In what city were you born ka e You do not have a security question Please select a question and an answer Successfully changed password User Actions 1 Select a security question from the drop down menu 2 Enter the answer in the Security Answer field and enter that same answer in the Confirm Security Answer field The answers ex
20. ion Case ID 5500100020 Authorization ID 4000000012 Child o gt Begin Date 07 01 2011 Child Name JANE BRANDT End Date o2 22 2013 DOB 05 06 2003 Co Pay Amount M A Hd Attendance for week of 01 70 7017 to 057 0572012 Kea da gt e 20 IE IAs NE N EEN D 4 30 2012 09 00 AM P OLIT 0430 2012 05 00 PM 06 00 DOS DO1 2012 12 00 AM O5 02 2012 12 00 AM Results 1 3 of 3 05 00 o5 00 Total Duration DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES August 2014 Page 21 Alabama Time and Attendance System Provider Web Portal User Guide 3 7 4 Payment Adjustment Detail Screen USER INFO Provider Child Payment Detail Hd Authorization Information Case ID 8800100020 Authorization ID 4000000012 Child oz Begin Date DF D1 ZO11 Child Name JANE BRANDT End Date o2 22 2013 DOE 05 06 2005 Co Pay Amount PER 8 Child Payment Information Child Hours Prowider Closure Hours Total Hours Auth Full Time Rate Auth Part Time Rate Prowider SCH FT Rate Prowider SCH PT Rate Rate Used Auth Part Time Rate Copay Amount 0 00 Unit of Care Code PT Care Lewel Code SCH Auth Adjustment Amount 0 00 Auth Previous Weeks Total Payment By clicking on the blue Auth Adjustment Amount link shown in the Child Payment Information box the detail of the attendance information as shown on the Child Attendance Detail screen in the following illustration Child Payment Adjustment Information
21. ist of last names the user could click on the empty box above the column heading and insert SMITH and click on the magnifying glass The table would then display only matching names with SMITH Clicking on the refresh button would change the list back to its original contents August 2014 Page 12 Alabama Time and Attendance System Provider Web Portal User Guide 2 9 5 Column Sort Most columns in the search results are available to sort by Roll the cursor over the blue header of each column and if the cursor changes to a hand that column is available for sorting Once the column has been sorted a white arrow will appear next to the column header Trans Date Time Child Name a Child Trans Type Entry Date Time 05 28 2012 05 00 06 06 2012 01 31 00 PI JANE BRANDT DOZ 9999990041104114 P OUT OM SUCCESS APPROVED 05 26 2012 09 00 l g n d nndiimdi 06 06 2012 12 30 00 AM JANE BRANDT OZ 9999990041104114 P IN DM SUCCESS APPROVED 2 9 6 Browser Buttons Internet Explorer has Back and Forward buttons sometimes called Next and Previous buttons These functions also work within the Provider Web Portal to allow for easy navigation between screens The buttons used in nternet Explorer are featured in this section These buttons record movement within the browser and retains a history Back or Previous of the screens visited Forward or Next This button allows the This button
22. lication Use of this Guide The user guide does not provide step by step instructions for site navigation however it does provide detailed screen information and instructions for conducting induiries For additional assistance with the application please contact the Provider Helpdesk at 1 866 316 5450 Graphics The graphic illustrations in this guide are screen images that show whole or partial Alabama Provider Portal screens The eniries seen in the illustrations in this guide are not actual provider data It is possible that the data or screens you see in the live application may vary slightly from the screen images shown in this manual Some updates may have been completed after the time of printing of this manual For guestions on items of this nature please also contact the Provider Helpdesk at 1 866 316 5450 1 2 About the Alabama Time and Attendance System Provider Web Portal The Alabama TAS Provider web Portal is primarily a see system which means you will be viewing data within the application as opposed to doing any type of data entry This manual will allow for a child care provider to view specific child care data and help manage attendance through the Alabama TAS program All Portal screens use drop down menus and point and click technigues to facilitate an easy to use method to access and view child care transaction data Data can be retrieved and viewed that is associated with e The provider profile e The list o
23. n 2 9 3 August 2014 Page 16 Alabama Time and Attendance System Provider Web Portal User Guide Alabama ECC 6000441640 SAFE START CHILD CARE Inc 1111 North Doctor Martin L King Junior Dr Prichard Provider Transaction Search los for onz es fto 201z Report on dates between Month Day Year 05 08 2012 04 00 PM 05 08 2012 03 00 PM 05 08 2012 02 00 PM 05 08 2012 10 00 AM 05 08 2012 09 00 AM 05 08 2012 08 00 AM 05 07 2012 04 00 FM 05 07 2012 03 00 PM 05 07 2012 01 00 PM 05 07 2012 10 00 August 2014 MARLENE BRANDT JANE BRANDT JOE BRANDT BRANDT JANE BRANDT JOE BRANDT MARLENE BRANDT JANE BRANDT JOE BRANLT MARLENE BRANDT start Date 4 Provider Transaction Report SEP VIO HIG BA ER ME Es Er i ee 02 gi 03 02 01 03 02 O1 03 End Date 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 9999990041104114 P OUT P OUT P OUT P IN P IN P IN P OUT P OUT P OUT P IN SEARCH RESET Entry Date Time 05 14 2012 01 57 PM 05 14 2012 01 57 PM 05 14 2012 01 57 PM 05 14 2012 01 56 PM 05 14 2012 01 56 PM 05 14 2012 01 56 PM 05 14 2012 01 55 PM 05 14 2012 01 55 PM 05 14 2012 01 55 FM 05 14 2012 01 55 PM USER INFO 00 SUCCESS APPROVED 00 SUCCE
24. n the third blue button Closure Dates and it will navigate to Modify Provider Closure Dates In the next box the user can Add Closure Dates make sure to click the blue save button Once a closure date have been entered the user can remove or make change as long as the date is not in the past and it has an active Remove button to the right of the closure date on the screen Log out Reports Admin USER INFO Modify Provider Closure Dates 4 Provider Information Provider ID 4 Add Closure Dates 6000441640 State AL SAFE START CHILD CARE Inc R on Monta 1111 North Doctor Martin MENT L King Junior Dr Zip 36610 Prichard County Montgomery ly a Month Day Year Provider Closure Dates eda si HIGE Closure Dates 07 04 2012 09 03 2012 REMOVE REMOVE Results 1 2 of 2 DETAILS O AUTHORIZATIONS J TRANSACTION August 2014 Page 19 Alabama Time and Attendance System Provider Web Portal User Guide 3 7 Provider Payment Screens Purpose The following screens allow the user to view paymeni information for the facility There are several screens which provide the user with different payment data based on the screen selected General Additional screens available include the Payment Detail Screen Child Payment Information Detail Screen Child Attendance Detail Screen and Paymen
25. ort d Provider Information Provider Name Alabama Child Care Provider Provider ID 1111100000 Exceptions Results for 09 09 2013 09 18 2013 Epe I DIAS 09 17 2013 07 28 AM 9998889998 Test Child 1 5555544444 58364816001 Results 1 1 of 1 DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES August 2014 Page 23 Alabama Time and Attendance System Provider Web Portal User Guide 3 9 1099 Report Purpose This screen allows the user to retrieve a 1099 form for the facility General The year is selected through a drop down box and clicking on search Information Provider 1099 Form Search Provider 1099 Form Search For Year 2012 ii DETAILS AUTHORIZATIONS TRANSACTION CLOSURE DATES 4 0 HELP For further assistance with the Alabama TAS Provider Web Portal contact the Provider Help Desk 1 866 316 5450 August 2014 Page 24
26. r Web Portal User Guide User Actions 1 Enterthe User ID This is the provider number which is 10 digits begins with 5000 and may be found on the Notice of Registration received from the CMA in the region 2 Enterthe password For initial login this is the 5 digit zip code of the child care facility 3 Click the blue Login button mom 2 3 Change Password Screen Purpose This screen allows for changes to be made in the password on the initial login or the password can be reset if forgotten General Information The first time the Portal is accessed it will automatically be directed to this screen If changes need to be made in the future the password screen can be accessed any time by clicking Forgot Password on the Login Screen and entering the answer to the security question that is set up when the Portal is first accessed The following are requirements when selecting a password Required Minimum password length is eight 8 characters Maximum password length is twelve 12 characters Minimum one lower case alpha character Minimum one number Minimum one upper case alpha character Minimum one of the following special characters o atsign percent sign plus sign backslash i slash single quotation mark exclamation point number sign dollar sign caret ii question mark colon comma period left parenthesis right parenthesis left brace right brace left bracket rig
27. re O O O O O O O O O O O O DO ew U O YU 0 VD August 2014 Page 8 Alabama Time and Attendance System Provider Web Portal User Guide Other constraints e Passwords cannot be repeated within one 1 year after last used e New passwords cannot be the same as the current password or the previous five 5 passwords EPPIC User Password Change 4 User Password Change New Password Confirm Password i User Actions 1 Followingthe password reduirements noted above enter the new password in the New Password field 2 Enter the same password again in the Confirm Password field These two entries must match 3 Click the Change button 4 Upon clicking the Change button the system immediately returns to the main login screen Section 2 2 The User ID field will already be populated with the User ID Enter the new password and click the Login button 5 The Provider Profile home screen will appear This action indicates the password change was successful 2 8 Common Screen Areas Some common screen features appear on every screen in the Provider Portal These common features are explained in this section of this manual Note These areas do not appear on the Security Question Password Reset screens 2 8 1 Home Area Alabama ECC In the top left hand portion of the screen is the Alabama ECC heading area of the portal Roll the mouse over this area when the cursor changes to a hand click in th
28. rovider is required to have a valid User ID and password in order to access the application Information that must be utilized every time the portal is accessed The User ID is the provider number which is included in the provider packet issued by the CMA The initial password is the 5 digit zip code of the child care facility The Password Change screen will automatically appear the first time the Web Portal is accessed Follow the instructions in section 2 3 for password change Welcome to the Alabama Time and Attendance System Provider Web Portal Helpful Information User ID A TAS Payment Schedule Provider Reimbursement Rates POS Quick Reference Guide ren I r Password 00000000 0 TU gt a DIT DOE D rt e iC State Staff Login rovider POS and Web Portal User The Alabama Child Care Time and a b Frequently Asked Questions Attendance System TAS Provider Frequently A ked sale x Important Reminders Web Portal gives child care providers kele X BN 3 the ability to view authorization a attendance and payment information Forgot Password Helpful Links for authorized children online z Child Care Management Agency Provider Help Line 1 866 316 5450 Quality Enhancement Agency on Contacts Quality Enhancement Training 3 e e Child Care Quality Enhancement gt Affiliated Computer Services Inc A Xerox Company August 2014 Page 3 Alabama Time and Attendance System Provide
29. t Adjustment Detail Screen Alabama ECC i Log out Reports Admin USER INFO Provider Payment Report Inquiry d Provider Payment Inquiry Payment Date 04 29 2012 wt DETAILS AUTHORIZATIONS TRANSACTION Selecting the date of the report shown in the drop down box will result in the display of the Provider Payment Detail Screen shown on the screenshot below The Payment Date field reflects the date the payment is settled not the date the payment is deposited The settlement date is always the Sunday one week prior to the deposit date 3 7 1 Provider Payment Detail Screen Provider Information a Provider Payment Details Settlement Date o5s 20 2012 Week of O4 297 2017 05 05 2012 Previous Weeks Arm mt JANE BRANDT 8800100020 3800000022 4000000012 46 00 5 00 0 00 0 00 33800100020 34800000021 4000000011 92 00 5 00 0 00 0 00 3800100020 3800000024 4000000014 0 00 14 00 0 00 0 00 MAX BRANOT 8800100020 3800000025 4000000015 0 00 13 00 0 00 0 00 BEE dd Copay Auth Child Name Case ID Child Auth ID Payment enayi eni Adjustments Total Attendance Amount Total Prewious Weeks Amount Total Authorization Adjustment Amount Total Copay Amount State Adjustment State Adjustment 1 ATS Adjustment 3 AZS Adjustment 3 Total Prowider Adjustment Amount Total Paid ST CHEAD TRANSACTION Clicking on the Total amount for a child will show the Child Payment Detail Screen giving
30. te ooo Enter search dates here according to the format above Action Buttons Fumio O SEARCH Click the Search button when the user is ready to begin a search This executes the search and brings back the records reguested RESET This button clears all information entered and resets the search screen to accept new dates or a new case number CANCEL This button cancels the search 3 4 Provider Transaction Report Purpose This report shows all transactions that have occurred at a facility for the specified dates General Order of the results is as follows Information Date Time of transaction Child Name Child Number Card Number Transaction Type Date Time of entry Response Any of these columns can be sorted and reordered by clicking in the blue header area of the column as explained in Section 2 9 5 The Trans Type field shows the type of activity on the card at the facility Some possible entries are IN OUT Check In Check Out P IN or P OUT Previous Check In or Previous Check Out SAF IN or SAF OUT Check In Out occurred while the device was in Store and Forward mode For a swipe that was performed as a Previous transaction the date and time the Previous In Out swipe actually occurred is shown in the Entry Date Time field The Response column notes the response received from the POS machine as a reminder the results of this report can be exported to a csv file or a xls file as explained in sectio
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