CASELOAD USER MANUAL - Nutrition Services Branch
Contents
1. Ep Click Right Arrow button in the column header to assign the calculated funding for all records in the Monthly Allocation grid 11 In the header of the Monthly Allocation grid select the Publish check box to publish caseload and funding for all records in the grid Prior Year Current Caseload a 2 Current Fundin Achievement Rate Caseload Assignment up Assigned Funding 9 LA1 Western Kansas 96 02 34 400 24 532 5 368 000 W 5 368 000 LA2 Wichita Area 99 32 56 600 56 600 12 452 000 12 452 000 LA3 Central Kansas 98 20 61 000 _ 62 000 13 420 000 13 420 000 LA4 Northern Kansas 103 29 36 000 33 500 7 920 000 7 920 000 LAS Kansas City Area 99 73 i 94 000 94 739 20 680 000 20 680 000 v 1 0 posted 07 05 2014 When the caseload is published it is available to the local agencies or clinics to view A task is created alerting the staff that the caseload allocation has been published 12 Click Save A status message displays indicating that the state agency caseload was saved Congratulations You have successfully completed the Allocate Caseload and NSA Funding process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 4 MONITORING CASELOAD Monitor Caseload Crossroads provides a screen to monitor caseload at the clinic agency or state level throughout the fiscal year Caseload can be monitored on the basis of caseload statistics or participatio2. l Gs ee 3613 MP 56 600 nr PE LA4 Northern Kansas 101 1 Se SSP 350 LAS Kansas City Area i 38 0 101 1 me BE 5470 save came 5 To accept the recommended Calculated Caseload value for all agencies click on the Right Arrow button in the column header The Assigned Caseload for all agencies is populated from the Calculated Caseload values It would still be possible to change one or more agency s Assigned Caseload manually 61 180 mn 33 500 33 200 33 50 94 739 94 739 gt 94733 v 1 0 posted 07 05 2014 6 To adjust the Assigned Caseload value manually delete the existing value and type in a new one Current Caseload Calculated Assignment aselo j 24 532 56 600 62 000 7 Click Save A status message indicates caseload was assigned successfully Congratulations You have successfully completed the Manage Over or Under Achieving Agencies process v 1 0 posted 07 05 2014 3 ALLOCATE CASELOAD AND NSA FUNDING Allocate Caseload and NSA Funding The following scenario describes the process of allocating caseload and NSA funding This process includes the following task Task A Allocating Caseload and NSA Funding annrnnnennnnnnnnnnnnnennnnnnnnvnnnennnnennnennnner 3 2 v 1 0 posted 07 05 2014 Task A Allocating Caseload and NSA Funding Complete the following steps to perform this task 1 From the Home screen go t
3. Search Existing Potential Eligible Data Sets Data Level Start Date End Date i Tot items 0 pran pan Jat F X Ciric Potential Eigble Data 2012 v 1 0 posted 07 05 2014 Task B View Edit or Delete Existing Eligibility Data Complete the following steps to perform this task 1 To view or edit the data set click on the Edit button The Update Eligibility Data screen displays Update Eligibility Data amp Frank Rizzo i Logout Data Set Name Filter Potential Eligibilty Data Clinic WIC Category S EH X Shenandoah System X Shenandoah Valley Medical System P Ph Pace 10F2 The Eligibility Data displays in the grid In this example in the first row the box outlines the potential eligible population of pregnant women for the Shenandoah Clinic jurisdiction The details for the data are shown in the Data Set Details group box v 1 0 posted 07 05 2014 If there are several pages of data you can filter by Clinic or WIC Category The Tracking Date date associated with the data the Represented Year and the Description can be edited The row of data can be deleted by clicking on the Delete button at the left side of the row To add additional data click Add Eligibility Data The Add Eligibility Data screen displays v 1 0 posted 07 05 2014 6 Add data by clicking in the fields and selecting a value or enter
4. 8 Task B Allocating Caseload to Clinics rrrnnrrrrnrrnnnrrnvnrrnnnnnvrnnrnnnnnrennnnnnnnrnnnnnnnnsrnnnnnnnnsrnnnnnnsnee 2 13 Assign Agency Caseload uLuuuvsmmemnmmemesimreaemnisdsidnninnie 2 14 Task A Calculating Agency Caseload Using a Calculation Method rrernnnnnrnvvnrrnnrrrrvnnnnnnnn 2 15 Task B Allocate Caseload to AQ nCie s cccccccccececssssseeeceeeeeeseeesseeeeeeeessseaeeeeeeeeessaaeeeeeeeeees 2 18 Task C Allocating Clinic Caseload Based on Agency Assignment rrrrnrnrnrnnnnrrnnnnnrnnnnnnnnn 2 20 Task D Reallocating Agency Caseload rrrrrrrnnnnnrnovrnnrrnnnnnnnrrrrnnnrnnnnnnnnrrnnnnrnnnnsnnnsrnnnnnnnnnsnnnee 2 23 Manage Over or Under Achieving AgencieS axxrnnuannnunnnnnnnnunnnunnnnnnnnnennnuennnennnnen 2 26 Task A Managing Over or Under Achieving Agencies cc ccccccccseeceeceeeeeeeseeeceeseeeeeeseaeeeeeas 2 27 3 ALLOCATE CASELOAD AND NSA FUNDING senurnnevnnevnnennnnnnnnnnnennnennnennnennnennnennnenn 3 1 Allocate Caseload and NSA Funding nxennnnennnnnnnnnnennnnnnnnnnnnnnnnnnnnennnnnnnnnnennnnennnnennnnr 3 1 Task A Allocating Caseload and NSA Funding cccccccsseeeceeesaeeeeeeeeseaeeeceeeeeeaeeeeeeesaeeeeeeeas 3 2 4 MONITORING CASELOAD wisswaccdiceietixcsnncondatessinsiwasennnsnaceinesnnesnesaneseesasnsweraceaweumnendcenes 4 1 Monitor GAS CLO Asis ect ruse cave ced mca sion eceen onde encosecnen ences caustanleanvenessanstantvanaeeesere cuuie 4 1 Task A Selecting
5. JONES Monthly Caseload Allocation GR GE REG EEE EEE i GE i ann wt State Local Agencies Fiscal Year ossroads WIC z rm as mx LA1 Western Kansas LA2 Wichita Area LA3 Central Kansas LA4 Northern Kansas 102 97 LAS Kansas City Area 5 99 73 2 Select the state in the State Local Agencies dropdown in order to assign caseload at the state and agency levels or at the state and clinic levels if configuration is set to assign at the clinic level Please note that if the system is set to assign first to agencies it will be possible to further assign to clinics based on agency allocation This is different than having the system set to do the initial allocation directly to clinics where agency allocation is rolled up from the clinics LA1 Central WV WIC Region 02 LA Shenandoah Valley WIC Region 06 a AT hierin Pee L NTE Mimi MD v 1 0 posted 07 05 2014 3 Select the Fiscal Year for allocating caseload FFY SFY or Calendar Caseload Allocation amp CAROL JONES State Local Agencies Crossroads WIC gt 4 Select the year for the caseload assignment State Local Agencies Fiscal Year CrossroadsWIC_ Fey 25 l Calculate Global Under Threshold Global Over Threshold riv __ E The current configuration assigns a uniform monthly caseload for the selected fiscal year If the system is configured to use a
6. Prior Year Avg Participation 2 Clinic Prior Year Avg Participation Total Caseload ir Publish Reminder Date Global Under Threshold Global Over Threshold Caseload Allocated 272 000 meter 101 1 a oy 24 872 DN Publish Clinic Prior Year Prior Year Prior Year Under Threshold Over Threshold Current Caseload Calculated PE Caseload Assignment Average Participation Achievement Rate Percentage Percentage Assignment Caseload 9 A CL1 ATCHISON COUNTY WIC PROGRAM 24 768 98 0 101 1 24 872 w 24 872 4 2 Click in the checkbox to the left of each clinic s row to have the caseload assignment published or click in the top checkbox to publish all clinics 3 Enter a date in the Publish Reminder Date field if you do not plan to immediately publish the allocation results Publish Reminder Date 2 25 2013 2 C DOWD AM Congratulations You have successfully completed the Assign Clinic Caseload process v 1 0 posted 07 05 2014 Assign Agency Caseload If Crossroads is not configured to Apply Caseload Direct to Clinics when the state is selected all of the agencies in the state are displayed in the Monthly Caseload Allocation grid This scenario will cover state wide assignment to agencies This process is used to assign each agency and clinic its respective caseload Caseload assignment can be done both by the system and manually Threshold alerts will be sent to notify staff
7. the Caseload Monitoring Parameters cccccssseeceeeceesseceeeeeeeseeeeseaeeeeeeeeeas 4 2 Task B Reviewing Caseload Statistics rrrrrrnnnnnrrrnnrnnnnrrrnrnnnnnnrnnrnnnnnrrnnrnnnsnnennnnnnsnsennnnnnsnsenn 4 4 Task C Reviewing Participation by Category cccccccccceecesseeeeeeseeeeceeeesaeeeeeeesseaeeeeeesaaaeeeeeeeas 4 6 Task D Reviewing Caseload Monitoring Chart rrnnrnnnnnnnnnnnrnvvvnnnnnnnnnnnrrrennnnnnnnnsnnsrennnnnnnnnssnnee 4 7 5 MANAGE ELIGIBILITY DATA nnnnnnnnennnnnnennnnnnennnnnnnnnennnnnnennnnnnennnnnnnnnennnnnnnnnnnnnennennene 5 1 Manage Eligibility Dal aiiiiwvcsitecencciccksncseeccencceecenewicensdecicenvsctivensdecicesecassteseedieutacnsesussnedinn 5 1 Task A Search for Existing Eligibility Data Sets rrrrrrnnnrrrrrnrnnnnnrvrrrnnnnnrrnrnnnnnnrnnvnnnnnrrnnnnnnsneenn 5 2 Task B View Edit or Delete Existing Eligibility Data rrrrrnnnnrnnrrvnnnnnnnvrnvnnnnnvenevnnnnnvvnnvnnnnnenne 5 3 Task C Upload Existing Eligibility Nr 5 6 Task D Add Eligibility Data Manually ve 5 8 Task E Compare Eligibility Pee aeaa N EE 5 11 6 WAIT LIST AND CASELOAD RESTRICTION LIST CRITERIA enunnnnnnnennnennnennnennnenn 6 1 Maintain Caseload Restriction Criteria an rannnnnnnnnnnnnnnnnnnennnnennnnnnnnennnnnnnnennnennnnennnr 6 1 Task A Creating a Caseload Restriction Definition rrrrnnnrrrrnnnnnrorrnnnnrrnnnnnrrrrnnnnennnnnnennnnnnnen 6 2 v 1 0 posted 07 05 2014 Maintain Wait List Cr
8. the Unit Population value directly and hit enter on your keyboard 7 When all the rows of data are entered select Save Breastfeeding Non Breastfeeding Infant v 1 0 posted 07 05 2014 Task C Upload Existing Eligibility Data Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Manage Eligibility Data The Manage Eligibility Data screen displays Manage Eligibility Data amp Frank Rizz Logout 7 M e Eli e Search Existing Potential Eligible Data Sets Data Level Start Date End Date Compare Data The Update Eligibility screen provides a way to upload an external file of eligibility data This method uses data not already within the Crossroads database whereas Task A presented a way to retrieve data sets that reside within the Crossroads database 2 From the Manage Eligibility Screen click Add Data The Update Eligibility Data screen displays 3 Inthe Upload File group box click Browse The Open window displays v 1 0 posted 07 05 2014 4 Select the file to upload and click Open The data set is uploaded to Crossroads If it fails to load an error message displays requiring correction of the data format before it can be loaded v 1 0 posted 07 05 2014 Task D Add Eligibility Data Manually Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Manage
9. wait list instead of issued benefits This process includes the following tasks Task A Configuring the Wait List Criteria Settings c cssesssseeesseeseeseseeneeees 6 7 Task B Creating the Wait List Definition s rrnnnernnnvrvnnuvvnnnvnnnnevnnnvennnnennnnvennnuennner 6 9 v 1 0 posted 07 05 2014 Task A Configuring the Wait List Criteria Settings Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Maintain Wait List Criteria The Maintain Wait List Criteria screen displays listing any wait list definitions Maintain Wait List Criteria amp Ryan Buysse fT riteric tal Ite QD leve m Effective Date Priority WIC Category Risk Score 8 Clinic CL14 JACKSON COUNTY WIC PROGRAM 1 21 2013 V Child 8 Clinic CL13 OSAGE COUNTY WIC PROGRAM 1 8 2013 v Non Breastfeeding Yes Task B TAB 10 J When a Wait List definition is deleted by selecting the red X it is marked as inactive To include inactive or deleted definitions select the Include Inactive checkbox 2 Click Settings The Waiting List Criteria Settings pop up window displays Priority Participant Category Risk Score Age High Risk 2 v 1 0 posted 07 05 2014 3 Under the Active column check the boxes for the criteria categories that will apply to the wait list criteria 4 For each Active box checked
10. when a WIC program has reached maximum caseload Manual Content This manual includes the following sections 2 SG Table of Contents TOC Lists each documented training scenario included in this manual The TOG is organized to complement the delivery of instructor led classroom training Similar scenarios are grouped together by major system functions Use the TOC to look up training scenarios first by function and then by scenario title Training Manual Overview Outlines the content of this manual and explains how this manual can be used It includes information about the general structure of this manual and tips to help you get the most out of it Training Scenarios Covers situations that one might encounter in a typical day Each scenario walks you through an entire process Scenarios connect the individual tasks necessary to complete a process The scenarios were written and organized to facilitate an instructor led training session but the scenarios can be used as reference guides after your training is complete Conventions and Features This manual follows certain conventions that make it easy for you to use the materials presented and includes the following features that help you identify similar information from one topic to another SG Training scenarios are grouped together by major system functions so that you can locate the desired scenario more easily Each training scenario begins with an Overview
11. when an agency falls below the Under Threshold Percentage or above the Over Threshold Percentage Use this process to calculate an Assigned Caseload value or manually enter a new one v 1 0 posted 07 05 2014 2 Select a Calculation Name and then click Calculate Caseload Allocation amp Ryan Buysse eS lle aE 32 98 0 101 1 38 20 fag 101 1 101 1 101 1 3 Review the system Calculated Caseload values based on the calculation that was applied as shown in the outlined box below Caseload Allocation amp Ryan Buysse A Max Ag 217 Avg Or Pror Avg Part Calculation MAX Agency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Agency Prior Year Avg Participation eee e ee Ay acme i 7 ne gt 57 000 56 613 99 32 ae 61 180 33 157 94 739 v 1 0 posted 07 05 2014 4 To accept the recommended Calculated Caseload value for an agency click on the corresponding Right Arrow button m Caseload Allocation amp Ryan Buysse State Local Agencies ossroads WIC D Calculation Name PI Calculate jax Ag 2 Yr Avg Or Prior Avg Partic w Calculation MAX Agency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Agency Prior Year Avg Participation Publish Reminder Date 2 25 2013 Caseload 270 551 LA1 Western Kansas q sn E 7 E T F E 24 532 EE be a LA2 Wichita Area
12. 14
13. 2014 Task D Reviewing Caseload Monitoring Chart Complete the following steps to perform this task 1 Expand the Caseload Monitoring Chart section by clicking the expand collapse arrow 2 Review the Caseload Monitoring Chart The chart displays the Assigned Caseload Participation Forecast Caseload if state is the selected level and Enrollment az A 272000 Fr Oct 11 Nov 11 Dec 11 Jan12 Feb 12 Mar 12 Aprl2 May 12 Jun 12 Jul12 Aug 12 Sep 1 Month i E Assigned Caseload M Participation Mi Forecasted Caseload M Enrollment Hover over a data point to see the detailed statistics for that data Congratulations You have successfully completed the Monitor Caseload process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 5 MANAGE ELIGIBILITY DATA Manage Eliqibility Data Potential eligible population is defined as people who may be eligible for WIC benefits The Manage Eligibility Data screen provides the following functions hesa Allows for input manual or file import of potential eligible population data Allows the view edit and deletion of existing data Allows for comparison of potential eligibility data to historical actual data within Crossroads Allows exporting a data set in a predefined format that could be used by a Geographic Information System GIS This process includes the following tasks hesa 2 Task A Search for Existing Eligibility Data Sets rrrra
14. A Calculating Clinic Caseload Using a Calculation Method Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays The configuration has been set to Apply Caseload Direct to Clinics Therefore clinics are listed in the Monthly Caseload Allocation grid Caseload Allocation amp Ryan Buysse State Local Agencies Crossroadswc ml CL1 ATCHISON COUNTY WIC PROGRAM 25 399 e CL10 MARSHALL COUNTY WIC PROGRAM CL11 NEMAHA COUNTY WIC PROGRAM CL12 POTTAWATOMIE COUNTY WIC PROGRAM CL 13 OSAGE COUNTY WIC PROGRAM CL 14 JACKSON COUNTY WIC PROGRAM LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 ve IL AD Aderte Moet LAIT Nee MI 3 Choose the Fiscal Year FFY SFY and Calendar Caseload Allocation amp CAROL JONES State Local Agencies Crossroads WIC v v 1 0 posted 07 05 2014 4 Select the year for the caseload assignment Caseload Allocation amp CAROL JONES State Local Agencies Crossroadswic m Global Under Threshold Global Over Threshold _Avely l 5 The Total Caseload value may be entered if not done in assigning the state caseload 6 To assign an Under Threshold Percentage value to each agency in the state enter the percentage to the Global Under Threshold field then click the corresponding Apply button Caseload
15. Allocation amp Ryan Buysse h IA K CL10 MARSHALL COUNTY WIC PROGRAM CL11 NEMAHA COUNTY WIC PROGRAM CL12 POTTAWATOMIE COUNTY WIC PROGRAM CL 13 OSAGE COUNTY WIC PROGRAM CL14 JACKSON COUNTY WIC PROGRAM J 8 8 AS v 1 0 posted 07 05 2014 7 To assign an Over Threshold Percentage value to each agency in the state enter the percentage to the Global Over Threshold field then click the corresponding Apply button Caseload Allocation amp Ryan Buysse State Local Agencies ossroads WIC D Calculate CL10 MARSHALL COUNTY WIC PROGRAM CL11 NEMAHA COUNTY WIC PROGRAM CL12 POTTAWATOMIE COUNTY WIC PROGRAM CL13 OSAGE COUNTY WIC PROGRAM CL14 JACKSON COUNTY WIC PROGRAM An alert is sent if the actual participation is over or under the assigned threshold percentage This happens 30 days after the month has been closed 8 Ifa calculation method has not been created click the Add button under Calculation Formula to create a new formula The Manage Calculation screen displays State Local Agencies Fiscal Year Kansas WIC x FFY o 2012 M p Total Caseload Calculate iy 225 000 caseload Alocated Publish Reminder Date Global Under Threshold Global Over Threshold C ey Ce v 1 0 posted 07 05 2014 9 Under Manage Calculation click on the Add button to name a new formula Calculation 10 Enter a Name for the new calculation formula and click S
16. Avg or Prior Avg Calculation MAX Clinic 2 Year Ago Avg Participation Clinic Prior Year Avg Participation 2 Clinic Prior Year Avg Participation Total Caseload 77 Caseload Allocated 4 Assign All Clinics 57 000 CL2 DOUGLAS COUNTY WIC PROGRAM CL3 LEAVENWORTH COUNTY WIC PROGRAM 27 592 w 27592 r CL4 DONIPHAN COUNTY WIC PROGRAM y 16 064 mp 16064 7 When all clinics have been assigned click Save A status message indicates caseloads have been assigned v 1 0 posted 07 05 2014 Task D Reallocating Agency Caseload Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays Caseload Allocation amp Ryan Buysse Logout State Local Agencies Crossroads wic m LA2 Wichita Area LA3 Central Kansas LA4 Northern Kansas LAS Kansas City Area LA1 Central WV WIC Region 02 LA Shenandoah Valley WIC Region 06 l AD Adeewte Moe LITE Pim OT 3 Select a caseload reallocation formula from the Calculation Name dropdown Caseload Allocation Calculation Calculation Name F et Caseload Reallocation Calculation MING Agency Current Year Caseload Assignment Agency Current Year Avg Participation v 1 0 posted 07 05 2014 4 Click Calculate 5 The values in the Calculated Caseload column update to show the
17. C categories Pregnant Fully Breastfeeding Women Partially Breastfeeding Women Postpartum Women Fully Breastfeeding Infants Partially Breastfeeding Infants Fully Formula Fed Infants and Children Pregnant Women 25 167 25 167 25 167 24 987 24 358 16 221 3 0 0 0 0 0 9 1 9 1 9 1 9 1 13 6 18 2 60 0 0 0 0 0 0 0 0 0 0 0 Pregnant Women 24 456 24 452 24 417 24 386 24 349 24 324 24 438 24 473 24 777 24 941 24 847 24 702 Previous Year 9 1 9 1 9 1 9 1 9 1 9 1 9 1 9 1 9 1 9 1 9 1 9 1 Fully Breastfeeding Women 8 389 8 389 8 389 8 329 8 125 1 0 0 0 0 0 0 3 0 3 0 3 0 3 0 45 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Fully Breastfeeding Women 8 161 8 157 8 146 8 136 8 123 8 113 8 152 8 163 8 266 8 318 8 288 8 240 Previous Year 3 0 3 0 3 0 3 0 3 0 3 0 3 0 3 0 3 0 3 0 3 0 3 0 Partially Breastfeeding Women 16 778 16 778 16 779 16 657 8 123 8 115 0 0 0 0 0 0 6 1 6 1 6 1 6 1 45 9 1 0 0 0 0 0 0 0 0 0 0 0 0 Partially Breastfeeding Women 16 324 16 317 16 293 16 273 16 245 16 228 16 304 16 326 16 532 16 636 16 576 16 481 Previous Year 6 1 6 1 6 1 6 1 6 1 6 1 6 1 6 1 6 1 6 1 6 1 6 1 This Participation by Category grid displays the percent breakdown for each of the eight WIC categories for every month with data The previous year counts and percentages are displayed to provide a comparison between the current and previous year reporting period v 1 0 posted 07 05
18. Eligibility Data The Manage Eligibility Data screen displays Manage Eligibility Data amp Frank Rizzo pm i gt Du pr ility I Search Existing Potential Eligible Data Sets Data Level Start Date End Date Compare Data v 1 0 posted 07 05 2014 2 From the Manage Eligibility Data screen click Add Data The Update Eligibility Data screen displays Update Eligibility Data amp Frank Rizzo ne r File Location Data Set Name W 3 Under Update Data enter a data set name in the Data Set Name field 4 Under Data Set Details provide the following e Tracking Date date used to search data e Represented Year year data collected e Data Level Local Agency State County ZIP ZIP 4 ZCTA Census Tract e Description data set description Data Set Details Tracking Date i 4 4 2012 Represented Year if 2012 Data Level 1 Local Agency State County ZIP ZIF 4 ZCTA Census Tract v 1 0 posted 07 05 2014 5 Enter rows of data under the Eligibility Data grid The first column will list the data level selected under Data Set Details Hit enter when a row of data is entered 6 Continue to enter data rows until complete then hit a final enter Update Eligibility Data amp Frank Rizz ot Data Set Name 1 gt DP Pace 10F2 In this example the data set is called Clinic Potential Eligible Data 2012 It uses the Clinic as the data level and dat
19. a for four WIC categories are shown for the Shenandoah Clinic 7 When the data entering is complete click Save v 1 0 posted 07 05 2014 Task E Compare Eligibility Data Complete the following steps to perform this task 1 From the Manage Eligibility Data screen search for and select a data set refer to Task A Search for a Data Set Manage Eligibility Data amp Ryan Buysse ac l r Medicaid ar estimates State Pre ert RR nnenneneeneenernen penteeeemmmemeenes uetesnemmmnenen mene Select a Data Set v 1 0 posted 07 05 2014 2 Click Compare Data The Compare Eligible and Historical Caseload Data window displays The Potential Eligible data is compared to the Participation data Data Level Tracking Date Show Fiscal Years Local Agency E duri a 25 SET Partic Feb 12 Apr 12 May 12 Jun 12 Jul 12 Aug 12 Sep 12 Month E Potential Eligible Data E Participation 3 Click Show Fiscal Years to display the Year Selector if a different year is to be compared 4 To export the Potential Eligible data set click on Export Data navigate to the location to save the data and click Save A status message indicates the export was successful 5 Select cancel to return without saving Congratulations You have successfully completed the Manage Eligibility Data process v 1 0 posted 07 05 2014 6 WAIT LIST AND CASELOAD RESTRICTION LIST CRITERIA Maintain Caseload Restriction Crit
20. assign a Ranking with the highest rank as 1 In this example Priority is selected to be ranked first Participant Category 2nd and Age 3rd This means the priority status of a participant will be the first determinant of whether the participant is put on the wait list etc 5 Click Save The waiting list criteria settings are now established v 1 0 posted 07 05 2014 Task B Creating the Wait List Definition Complete the following steps to perform this task 1 After the waiting list criteria settings are established click Waiting List Definition The Wait List Definition screen displays 2 Determine the scope of the wait list by selecting State Local Agency or Clinic 3 To establish a wait list definition do the following based on settings from Task A e Enter the Effective Date The date the wait list becomes effective e Select the Priority level criteria Participants with this priority and lower priorities will be put on the wait list e Select the Category This applies only to the Priority selected e Enter the Age Enter the age by Year Month and Day of children that would be put on the wait list it they are older that the age stated 4 After the scope of the wait list is selected click Refresh The numbers of current enrollment for each of the criteria ranked as 1 are displayed in the Current Enrollment window The numbers of currently enrolled can be used to determine how to define the wa
21. ave The Formula section is blank and ready for a new calculation formula Na Max Clin yr Avg or Prior Avgi me Save Cance 11 Create the formula using Placeholders Functions Operators and Constant Operand Calculations used for allocating to Clinics can only use Clinic placeholders Calculations used for allocating to Local Agencies can only use Local Agency placeholders Trying to use a calculation with the wrong placeholder will display an error message Full functionality of the Manage Calculations screen is covered in the Finance User Manual v 1 0 posted 07 05 2014 12 Click Save A status message indicates the formula was saved successfully Calculation Max Clin 2Yr Avg or Prior Avg D d x Formula Placeholders MAX Clnic 2 Year Ago Avg Participation Clinic Prior Year Avg Participation 2 Clinic Prior Year Avg Participation 49 agency Most Recent Avg 4Q 1M Partidpation 3 J Agency Most Recent Avg 1H Participation J Agency Most Recent Avg 2H Participation J Agency Most Recent Avg 20 Participation J Agency Most Recent Max 4Q 1M Participation J Agency Most Recent Max 1H Participation J Agency Most Recent Max 4Q Participation J Agency Most Recent Max 2H Participation J Agency Most Recent Max 2Q Participation J Agency Prior Year Avg Participation J Agency 2 Year Ago Avg Participation J Agency 3 Year Ago Avg Participation Clinic 3 Year Ago Avg Participation Clinic Prior Year Max Participa
22. e Caseload Restriction Definition amp Ryan Buysse riction Defi ition AN aseload Kestri Je Select Local Agency Clinic State Local Agency Clinic 9 ol mm ol B Current Enrollment Non Breastfeeding 4 Child 112135 Age gt 3 Years 0 Months 0 Days Age lt 3 Years 0 Months 0 Days 35282 Breastfeeding 24178 Pregnant 23040 Infant 58723 Caseload Restriction Details Effective Date 17 Estimated Category 77 Age 2 25 2013 a 93130 Year 3 6 Caseload Restriction Details can be changed and the screen refreshed until the desired Estimated is achieved 7 When the definition is set click Save A status message indicates the caseload restriction criteria were saved The definition above shows the state is the target of the caseload definition The caseload restriction has an effective date of February 25 2013 includes children aged three and older and non breastfeeding women v 1 0 posted 07 05 2014 Congratulations You have successfully completed the Maintain Caseload Restriction Criteria process v 1 0 posted 07 05 2014 Maintain Wait List Criteria The establishment of a wait list is a way to manage caseload when a WIC program has reached a maximum caseload Crossroads allows a wait list to be defined for the state agency or clinic Applicants belonging to the affected WIC defined wait list criteria as a result of passing through the certification process are put on the
23. e Caseload Allocation screen displays Caseload Allocation amp Ryan Buysse Crossroadswc ml VJ 99 32 62 000 103 29 94 739 rn 98 20 LC LC 4 LC 33 500 Crossroads WIC ate Ped Calculate v 1 0 posted 07 05 2014 4 Click Calculate MAX Clinic 2 Year Ago Avg Participation Clinic Prior Year Avg Participation 2 Clinic Prior Year Avg Participation 5 The values in the Calculated Caseload column update to show the new suggested caseload based on the calculation formula that was just executed Review the caseload allocation calculation suggested caseload for the clinics Caseload Allocation amp Ryan Buysse Calculation Name mn Max Clin 2Yr Avg or Prior Avg Calculation MAX Clinic 2 Year Ago Avg Participation Clinic Prior Year Avg Participation 2 Clinic Prior Year Avg Participation CL2 DOUGLAS COUNTY WIC PROGRAM CL3 LEAVENWORTH COUNTY WIC PROGRAM CL4 DONIPHAN COUNTY WIC PROGRAM v 1 0 posted 07 05 2014 6 To accept the Calculated Caseload value click on the associated Right Arrow button we for the desired Clinic to move the value into the Assigned Caseload field or click the Right Arrow button we in the header row to assign the Calculated Caseload value to all clinics Caseload Allocation amp Ryan Buysse m tf State Local Agencies A2 Wichita Area D Oust ne 9 Comme Max Clin 2Yr
24. e notes give you additional information about the screen you re working with and sometimes the notes inform you where to find additional information elsewhere Either way it is well worth your time to watch for these helpful icons Using This Manual This manual can be used as a training manual during instructor led classroom training or as a reference guide once training is concluded Use the table of contents TOC to locate a training scenario Once you ve located a specific training scenario review the Overview section at a minimum to find out important details surrounding the scenario such as the starting point type of data needed and a summary of the Task s to be completed in the overall process You can follow the associated Steps for more detail as needed State Specific Functionality The Crossroads WIC System requires some initial setup before it can be used Setup for the User Manual includes the following Features Certain features of the User Manual are set up using the System Administration module These features must be set up before the system is used to ensure the system functions as expected Please refer to the Manage System Settings section of the System Administration Module DFDD for additional information about state defined features The following is a list of applicable system settings Apply Caseload Direct To Clinics Controls whether caseload allocation is assigned at the local agency level o
25. each agency either select the Calculated Caseload to assign by clicking on the Right Arrow button gt to move the figure into the Assigned Caseload field or enter an assigned caseload manually into the Assigned Caseload field Click the Right Arrow button gt in the column header to assign the Calculated Caseload to all agencies Total I te N 3 rd ee Assigned Caseload 24 532 56 600 62 000 33 500 94 739 e ke 33 290 E gt 2 Click in the checkbox to the left of each agency s row to have the caseload assignment published or click in the top checkbox to publish all agencies Total Caseload ir Pub 272000 Check to Publish All Monthly Cafeload Allocatio LA1 Western Kansas LAZ Wichita Area LA4 Northern Kansas Pa Fa Fa LA3 Central Kansas Fa Fa LAS Kansas City Area v 1 0 posted 07 05 2014 When the caseload is published it is available to the local agencies or clinics to view task is created alerting the staff that the caseload allocation has been published 3 Enter a date in the Publish Reminder Date field if you do not plan to publish all the assigned agencies immediately Publish Reminder Date v 1 0 posted 07 05 2014 Task C Allocating Clinic Caseload Based on Agency Assignment Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload Th
26. ed fiscal year 7 Enter the Fund Amount Per Case 8 Enter the State Fund Allocation Caseload Calculation Formula Total Caseload Total Funding Available Calculation Name LJ gren 272 000 60 713 300 Max Ag 2 Yr Avg Or Prior Avg Partic de Caseload Allocated State Fund Allocation 272 000 33 Calculation MAX Agency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Funding Allocated Agency Prior Year Avg Participation 59 840 000 Fund Amount Per Case Funding Remaining 220 00 873 267 v 1 0 posted 07 05 2014 9 For each agency select the Right Arrow button gt next to the Calculated Caseload column to copy the calculated caseload into the Assigned Caseload column or manually enter the Assigned Caseload directly into the column 24 532 24400 56 613 P feo 61 180 61000 PF 36 000 94 739 m 34 000 Click Right Arrow button gt in the column header to assign the calculated caseload for all I records in the Monthly Allocation grid 10 For each agency select the Right Arrow button gt next to the Calculated Funding column to copy the calculated caseload into the Assigned Funding column or manually enter the Assigned Funding directly into the column Calculated Funding 5 368 000 M 45 368 000 P 12 452 000 13 420 000 7 920 000 se 7 920 000 20 630 000 m 20 680 000 Assigned Funding 12 452 000 13 420 000
27. eria A caseload restriction approach to manage maximum caseload is a way to prevent certification of applicants based on their WIC category and or age group for as long as the restriction is in place States may choose to place the applicant on a call list so they can be notified if when the restriction is lifted This process includes the following task Task A Creating a Caseload Restriction Definition sscccsseeeeseeeeeeeseeeeeees 6 2 v 1 0 posted 07 05 2014 Task A Creating a Caseload Restriction Definition Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Maintain Caseload Restriction Criteria The Maintain Caseload Restriction Criteria screen displays listing any currently defined restriction definitions Maintain Caseload Restriction Criteria amp Ryan Buysse amp X Clinic CL12 POTTAWATOMIE COUNTY WIC PROGRAM il 4 Years 2 Months 0 Days Yes When a caseload restriction definition is deleted by selecting the red X it is marked as inactive To include inactive or deleted definitions select the Include Inactive checkbox v 1 0 posted 07 05 2014 2 To select criteria to define a caseload restriction click Caseload Restriction Definition The Caseload Restriction Definition screen displays Caseload Restriction Definition amp Ryan Buysse Current Enrollment Non Breastfeeding 16277 Child 112135 B
28. es that are over or under achieving This is an optional process and can be used as applicable or desired Crossroads provides the functionality to define a calculation that will recommend a new caseload based on the agency s year to date performance The calculation can determine what caseload allocation would result in a 100 achievement rate approximately based on historical participation If the system is configured to utilize seasonal variation as defined in the forecast model the system will take it into account to recommend caseload values States may choose to not apply a seasonal participation curve within the forecast model without negating this process Recommended caseload values for agencies can be calculated so that no net change occurs at the state or agency level Likewise manually entered values will not be allowed to affect an increase or decrease in the state or agency total caseload This process includes the following tasks Task A Managing Over or Under Achieving AgenciesS rnnnurnnnunnnnnnnnnnvnnnnunnnnuven 2 27 v 1 0 posted 07 05 2014 Task A Managing Over or Under Achieving Agencies Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays ossroads WIC 7 99 32 LA3 Central Kansas x 98 20 LA4 Northern Kansas LAS Kansas City Area An alert is sent
29. if the agency or clinic is outside of state defined caseload performance metrics Caseload performance is evaluated and alerted on months for which the last day of the month is 30 days past The agency level caseload recommendation can be determined by a state defined calculation Placeholders will be maintained by Crossroads to allow states to create custom formulas to compute the caseload for an agency Crossroads supports the use of a 3 year weighted participation formula as requested by some states This also allows WIC staff to modify agency and clinic assigned caseloads at any time during the year Reallocating Agency Clinic Caseload This function is used to reassign each agency and clinic its respective caseload using state defined formulas It allows for threshold alarms to be changed in order to alert staff if the agency or clinic is outside of state defined caseload performance metrics Caseload performance is evaluated and alerted on months for which the last day of the month is 30 days past This process includes the following tasks Task A Calculating Agency Caseload Using a Calculation Method 2 15 Task B Allocate Caseload to Agencies nn rnnnnennnnnnnnnnnnnnnnnnnnennnnennnnnennnnennnnennnnennnn 2 18 Task C Allocating Clinic Caseload Based on Agency Assignment 0 2 20 Task D Reallocating Agency Caseload annrnnnnennnnnnnnnnnnnnnnnnnnennnnennnnnennnnennnnennnnennnn 2 23 v 1 0 po
30. it list criteria If an agency manager determined that the agency was a certain number of enrollees over their maximum caseload they could make a determination of where to set the wait list criteria to adjust their caseload to approximately match their maximum caseload Wait List Definition amp Ryan Buysse Select Local Agency Clinic State Local Agency Clinic 1 Crossroads WIC LA2 Wichita Area ol Wf Current Enrollment Priority VI 1 4 Priority V 8830 Non Breastfeeding 0 Child 8830 4 Priority IV 7064 Non Breastfeeding Breastfeeding Pregnant Infant Priority III Priority II Priority I 15895 Waiting List Details Effective Date 17 Estimated Priority Category Age ons E 1766 E Month Day Settings Refresh Save Cancel The definition above is based on the selection and rankings of the criteria as defined in Task A It would look different if different criteria or rankings were selected in Task v 1 0 posted 07 05 2014 5 Wiaiting List Details can be changed and the enrollment data refreshed until the desired Estimated is reached 6 Click Save A status message indicates the wait list criteria were saved Congratulations You have successfully completed the Maintain Wait List Criteria process v 1 0 posted 07 05 2014 Task C Submitting the TIP Report to Food and Nutrition Service FNS Complete the following steps to perform this
31. iteria a annnrarnnannannnnnvnvnnnnvavnvnnnnnnvannvnnnnnnvnnnnnnnnvavnnnnnnnnvavsvnnnnnnner 6 6 Task A Configuring the Wait List Criteria Settings rrrrrnnnnerrrnnnrrrrnnnnenrnnnnrerrnnnnennnnnnennnnnnnene 6 7 Task B Creating the Wait List Definition sa vssicstincicines covletnacabectSavavetcetoodstiadedsebiiawed isi lutveuaiincdateedins 6 9 v 1 0 posted 07 05 2014 1 OVERVIEW This manual will aid WIC staff in learning about the function and use of the Caseload module of the Crossroads WIC System The Caseload module is a comprehensive solution to help WIC staff manage a variety of tasks such as assigning state and agency clinic caseloads reallocating caseloads managing over under achieving agencies and creating wait list and caseload restriction criteria Major functions of this module include the following Assigning Caseload Used to assign caseload at the state wide level or at the agency clinic level Updating Caseload Used to update state wide caseload based on changes in costs or funds of food Reallocating Caseload Used to reassign agency and clinic caseloads using state defined formulas Managing Over or Under Achieving Agencies Used to recommend new caseloads based on Year to Date performance for an agency Manage Eligibility Data Used to manage potential eligibility data and compare to actual participation Creating Wait List and or Restriction Criteria Used to manage the caseload
32. men Partially Breastfeeding Women Previous Year Postpartum Women Postpartum Women Previous Year Fully Breastfed Infants Fully Breastfed Infants Previous Year Partially Breastfed Infants Partially Breastfed Infants Previous Year Fully Formula Fed Infants Fully Formula Fed Infants Previous Year Children 142 613 142 617 51 5 SLS Children 138 666 138 409 Previous Year 51 5 i 51 5 If the state is selected for State Local Agencies the Forecast Model field is displayed for the selection of a specific model However if an agency is selected the Clinic field is displayed for the selection of all clinics or a specific clinic Forecasting is only at the state level v 1 0 posted 07 05 2014 3 Select the Fiscal Year type FFY SFY or Calendar and year The data will be grouped by the twelve months corresponding to the selected fiscal year 4 If the state is selected for State Local Agencies select a Forecast Model If an agency is selected for State Local Agencies select a specific clinic or select all clinics For details on defining a forecast model refer to the Defining a Forecast Model scenario within the Finance User Manual CLZ DOUGLAS COUNTY WIC PROGRAM CL4 DONIPHAN COUNTY WIC PROGRAM All v 1 0 posted 07 05 2014 Task B Reviewing Caseload Statistics Complete the following steps to perform this task 1 Under Caseload Statistics review the 11 statistics provided for each m
33. n by category This scenario will describe the parameter option settings that can be selected and the resulting monitoring views resulting from the options selected If the selection is made to view state data totals for all agencies are used for all the statistics and for the chart display If the selection is made to view an agency either the totals of all clinics or data for a specific clinic is displayed This process includes the following task Task A Selecting the Caseload Monitoring Parameters annrnnnnnnnnennnnnnnnnnnnennnne 4 2 Task B Reviewing Caseload StatistiCS r rnnnxnnnnnnnnnnnnnnnnnnnnnennnnennnnnennnnennnnnnnnnennnnnr 4 4 Task C Reviewing Participation by Category anrenanvvnnnennnnnnnnnnnnnvnnnennnnnnnnennnvennnnnn 4 6 Task D Reviewing Caseload Monitoring Chart n nnnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnennnunnn 4 7 v 1 0 posted 07 05 2014 Task A Selecting the Caseload Monitoring Parameters Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Monitor Caseload The Monitor Caseload screen displays Monitor Caseload amp Ryan Buysse State Local Agencies Crossroads WIC Assigned Caseload Participation Previous Year Participation 269 386 274 102 Caseload Variance 271 537 274 539 100 0 100 0 139 406 108 755 Fully Breastfeeding Women Fully Breastfeeding Women Previous Year Partially Breastfeeding Wo
34. ncy caseload was saved Congratulations You have successfully completed the Assign State Caseload process v 1 0 posted 07 05 2014 Assign Clinic Caseload If Crossroads is configured to Apply Caseload Direct to Clinics when the state is selected in the State Local Agency dropdown all of the clinics in the state are displayed in the Monthly Caseload Allocation grid This scenario will describe the steps to assign to the clinics then the agencies will have caseloads that are rolled up from the clinics This process is used to assign each clinic its respective caseload Caseload assignment can be done both by the system and manually Threshold alerts will be sent to notify staff if the clinic is outside of state defined caseload performance metrics Caseload performance is evaluated and alerted on months for which the last day of the month is 30 days past The clinic level caseload recommendation can be determined by a state defined calculation Placeholders will be maintained by Crossroads to allow states to create custom formulas to compute the caseload for a clinic This also allows WIC staff to modify clinic assigned caseloads at any time during the year This process includes the following tasks Task A Calculating Clinic Caseload Using a Calculation Method 2 8 Task B Allocating Caseload to Clinics nr rnanvrnnnnvnnnnvvnnnuennnuennnnvnnnnvennnuennnnvennnnennn 2 13 v 1 0 posted 07 05 2014 Task
35. new suggested caseload based on the calculation formula that was just executed Review the calculated caseload reallocation suggested caseload for the agencies that were under or over the threshold values Caseload Allocation amp Ryan Buysse State Local Agencies ossroads WIC Calculation Name LJ Caseload Reallocation Calculation MIN Agency Prior Year Avg Participation Agency Current Year Avg Participation ase Assignment Average Paruapauon ACuevem Assignmen EEE ES rn SEG P eae LA3 Central Kansas 98 20 62 000 61 180 me 62 000 LA4 Northern Kansas 103 29 33 500 33 157 gt 33 500 be 94 739 LAS Kansas City Area 4 L 94 739 94 739 6 To accept the Calculated Caseload value click on the associated Right Arrow button for the desired agency to move the value into the Assigned Caseload field You may also manually enter a new assigned caseload v 1 0 posted 07 05 2014 7 A Sticky Note is available for documenting the reasons for reallocating caseload Click the icon and the Sticky Note popup window is displayed 8 Click Save A status message indicates the new assigned caseload has been saved Congratulations You have successfully completed the Assign Agency Caseload process v 1 0 posted 07 05 2014 Manage Over or Under Achieving Agencies At times it may be necessary to modify the caseload assignment for one or more agenci
36. nts during the reporting period including 1 infants not receiving supplemental foods or food instruments whose breastfeeding mothers received supplemental foods or food instruments during the reporting period and 2 breastfeeding mothers not receiving supplemental foods or food instruments whose infants received supplemental foods or food instruments during the reporting period Previous Year Participation Persons who received supplemental foods or food instruments during the previous year reporting period Caseload Variance Participation defined above minus Assigned Caseload defined above Achievement Rate Participation defined above divided by Assigned Caseload defined above Forecasted Caseload Assigned Caseload adjusted by the forecasting model selected on screen Forecasted Caseload Variance Participation defined above minus Forecasted Caseload defined above Forecasted Achievement Rate Participation defined above divided by Forecasted Caseload defined above Non Participation Rate Enrollment Count minus Participation Count divided by Participation Count Enrollment Count Count of certified persons Participation to Enrollment Participation defined above divided by Enrollment Count defined above v 1 0 posted 07 05 2014 Task C Reviewing Participation by Category Complete the following steps to perform this task 1 Under Participation by Category review the statistics for all eight WI
37. nvrrnnnvrnnnuernnvennnuvrnnnvennnuernnnr 5 2 Task B View Edit or Delete Existing Eligibility Data rannnnnennnennnennnnnnnnnnnennnenn 5 3 Task C Upload Existing Eligibility Data erannrnnnennnnennnnrnnnnnnnennnnennnennnnennnnnnnnennnnnn 5 6 Task D Add Eligibility Data Manually ccccceeseeeseeeeseeeessenseeesesenseeeneseneeseaees 5 8 Task E Compare Eligibility Data rannrnnnnornnnnnnnnnennnnnrnnnnnnnnnnnnnnennnnnnnnnnennnnennnnennnn 5 11 v 1 0 posted 07 05 2014 Task A Search for Existing Eligibility Data Sets Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Manage Eligibility Data The Manage Eligibility Data screen displays Manage Eligibility Data amp Frank Rizzo NU Search Existing Potential Eligible Data Sets Data Level Start Date End Date n e Adde i OE 2 To search for existing data select the following e Data Level leave blank if a specified level is not desired e Start Date representing the Tracking Date of the Data Set e End Date representing the Tracking Date of the Data Set 3 Click Search If there are data sets meeting the criteria they will be displayed in the Search Results grid If no data set exists matching the search criteria a status message will indicate no data is available Manage Eligibility Data amp Frank Rizzo PE s 10 vV Manage Eligibility Data
38. o Finance gt Caseload gt Allocate Caseload and NSA Funding The Caseload and NSA Allocation screen displays Caseload and NSA Allocation amp Ryan Buysse 7 wt Monthly Caseload Allocation o OE State Local Agencies Fiscal Year Grossoadsmc T mm mwm E Caseload Calculation Formula Total Caseload 77 Total Funding Available Calculation Name di vem 272 000 60 713 300 aiculate Caseload Allocated State Fund Allocation 272 000 33 Calculation N A Funding Allocated 59 840 000 Fund Amount Per Case Funding 220 00 873 267 LA1 Western Kansas 96 02 24 532 WP 123500 24 532 5 170 000 MP 45 170 000 LA4 Northern Kansas 103 29 33 290 PF 36000 33 500 7 920 000 We 67 920 000 LA2 Wichita Area 99 32 56 613 We 5550 56 600 12 430 000 W 12 430 000 LA3 Central Kansas 98 20 61 180 me 61500 62 000 13 530 000 w 13 530 000 TC hte Leama I La AE ham head LAS Kansas City Area 99 73 2473 BD ae 94 739 20 790 000 WP 429 790 000 7 L L 2 Select an option in the State Local Agencies drop down list Please note that if the system is set to assign first to agencies it will be possible to further assign to clinics based on agency allocation This is different than having the system set to do the initial allocation to clinics where the agency allocation is rolled up from the clinics LA1 Western Kansas LA Wichita Area LAS Central Kansas LA4 Northern Kan
39. on formula and click Save The Formula section is blank and ready for a new calculation formula v 1 0 posted 07 05 2014 9 Create the formula using Placeholders Functions Operators and Constant Operand 10 Click Save A status message indicates the formula was saved successfully Caseload Allocation Calculation Calculation Name Max Ag 2 Yr Avg Or Prior Avg Partic Calculation MAX H Agency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Agency Prior Year Avg Participation 11 When the formula is saved click Cancel to return to the Caseload Allocation screen 12 Under Caseload Allocation Calculation select the formula to use and click Calculate The Monthly Caseload Allocation table updates to show the agencies with the calculated caseloads Each agency will show a calculated allocation based on the formula used Caseload Allocation amp Ryan Buysse ee State Local Agencies Fiscal Year ossroads WIC z Fy WwW Cs E Calculation Name PI ateutate Calculate ax Ag 2 Yr Avg Or Prior Avg Partic Calculation MAX Agency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Agency Prior Year Avg Participation LA2 Wichita Area LA3 Central Kansas LA4 Northern Kansas LAS Kansas City Area v 1 0 posted 07 05 2014 Task B Allocate Caseload to Agencies Complete the following steps to perform this task 1 For
40. onth plus the YTD Average Year to Date Average Caseload data are provided for the following e Assigned Caseload This is the assigned and funded caseload Forecast Model Annual Trends _Caseload Statistics gt La a A Oct 12 Nov 12 Dec 12 Jan 13 Feb 13 Mar 13 Apr 13 May 13 Assigned Caseload Participation 276 837 276 837 276 849 274 849 178 697 89 244 5 Previous Year Participation 269 237 269 150 269 180 268 875 267 709 257 337 268 901 269 386 Caseload Variance 276 037 276 837 276 049 274 049 178 697 89 24 5 Achievement Rate 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Forecasted Caseload 273 448 273 448 272 629 271 537 269 627 270 446 271 537 271 537 Forecasted Caseload Variance 3 389 3 389 4 220 3 312 30 930 181 202 271 532 Forecasted Achievement Rate 101 2 101 2 101 5 101 2 66 3 33 0 0 0 Non Fartidpation Rate 28 39 0 39 0 38 0 10 3 55 2 Va 100 0 100 0 Enrollment Count 284 703 199 122 199 128 199 165 199 177 199 164 170 052 139 406 Participation To Enrollment 97 2 139 0 139 0 138 0 89 7 Yo 44 8 0 0 Closeout data is displayed for months that are closed and is indicated by a Locked Indicator 5 Current data is displayed for months not closed without an indicator The Forecasted Caseload shows projected participation for future months based on the Forecast Model used v 1 0 posted 07 05 2014 Participation The number of persons who received supplemental foods or food instrume
41. r assigned directly to clinics North Carolina NC Caseload Calculation Low Threshold If the specified computation of participation to caseload falls below the NC Caseload Calculation Low Threshold the new caseload is computed by multiplying the current caseload by the NC Caseload Calculation Low Multiplier Only applicable to North Carolina NC Caseload Calculation High Threshold If the specified computation of participation to caseload falls above the NC Caseload Calculation High Threshold the new caseload is computed v 1 0 posted 07 05 2014 by multiplying the current caseload by the NC Caseload Calculation High Multiplier Only applicable to North Carolina NC Caseload Calculation Low Multiplier If the specified computation of participation to caseload falls below the NC Caseload Calculation Low Threshold this defines the multiplier used against the current caseload to compute the new caseload Only applicable to North Carolina NC Caseload Calculation High Multiplier If the specified computation of participation to caseload falls above the NC Caseload Calculation High Threshold this defines the multiplier used against the current caseload to compute the new caseload Only applicable to North Carolina State FIPS Codes to Filter By Uses the FIPS Code s to define the geographical regions defined by the state If multiple codes are specified they should be separated by a semicolon i e 35336 In the Caseload module the
42. reastfeeding 24178 Pregnant 23040 Infant 58723 The Caseload Restriction Definition screen initially displays for the entire state listing the current enrollment of each category in the current enrollment window This shows the current distribution of participants across categories v 1 0 posted 07 05 2014 3 To determine the scope of the definition under Select Local Agency Clinic select State Agency or Clinic as the program level for the caseload restriction definition 4 Under Caseload Restriction Details do the following e Enter the Effective Date The date the caseload restriction becomes effective e Select the Category This determines the category to be restricted Note that all categories listed above that category in the Current Enrollment window will also be included in the restriction i e if the restriction is defined at the Child level all participants in the Non Breastfeeding category would also be included The categories are listed in ascending order of priority e Enter the Age Enter the age by Year Month and Day of children that would be caseload restricted Entering a specific age range is optional 5 Click Refresh The Estimated field and Current Enrollment window are updated with the number of participants the system estimates would be affected by this caseload restriction If an Age was specified each category can be expanded to show the estimated participants in the specified age rang
43. sas LA5 Kansas City Area Lak ed LI dpi Calculate v 1 0 posted 07 05 2014 3 Select the Fiscal Year for allocating caseload FFY SFY or Calendar State Local Agencies Crossroadswc m Caseload Calculation Formula Total Caseload 1 Total Fu i Calculation Name J 272 000 60 713 300 Calendar p Calculate E 4 Select the year for the caseload assignment State Local Agencies Crossroads WIC Caseload Calculation Formula Total Caseload 17 Total Funding Available 2017 Calculation Name 272 000 60 713 300 Caseload Allocated State Fund Allocation 272 000 33 Calculation n a Fundinn Allaratad The current configuration assigns a uniform monthly caseload for the selected fiscal year If the system is configured to use a seasonal participation curve the monthly caseload assignment numbers will be calculated by multiplying the state wide assigned caseload with the seasonal participation factor for each month 5 If applicable select a Calculation Name and click Calculate Caseload Calculation Formula Calculation Name pr 3 Max Ag 2 Yr Avg Or Prior Avg Partic Calculation MAX HAgency 2 Year Ago Avg Participation Agency Prior Year Avg Participation 2 Agency Prior Year Avg Participation 6 Enter the Total Caseload For an initial state caseload for the federal fiscal year this value may be based on the caseload provided by FNS for the select
44. se codes can be used in the Eligibility Data screens v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 2 ALLOCATE CASELOAD Assign State Caseload The Crossroads System will allow entry of the state wide caseload which may be derived by the state from the forecast model and other external information States may configure Crossroads to apply the historic seasonal participation factor to derive a monthly caseload assignment Statewide threshold alerts for caseload will be defined Assignment of state wide caseload is required The total allocation of caseload to agencies or total allocation of caseload to clinics if configured for clinics cannot exceed the state caseload States may choose to update the state wide caseload based on changes in food costs or food funds This is an optional process Each time any updates are made the system logs the change history along with the reasons for change This process includes the following tasks Task A Assigning State Caseload annnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnennnnernnnennnnnennnnennnn 2 2 Task B Updating State Caseload ccccccsseecsseeceeeecenseseeseeceneeeenseseesesenseseeneesoaes 2 5 v 1 0 posted 07 05 2014 Task A Assigning State Caseload Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays Caseload Allocation amp CAROL
45. seasonal participation curve the monthly caseload assignment numbers will be calculated by multiplying the state wide assigned caseload with the seasonal participation factor for each month 5 Enter a value in the Total Caseload field For an initial state caseload for the federal fiscal year this value may be based on the caseload provided by FNS for the selected fiscal year v 1 0 posted 07 05 2014 6 After entering the Total Caseload click Save A status message displays indicating the state agency caseload was saved v 1 0 posted 07 05 2014 Task B Updating State Caseload Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays Caseload Allocation amp CAROL JONES LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 we l AT Adeeter Mote LAIT Nee OVE 3 Choose the Fiscal Year FFY SFY and Calendar Caseload Allocation amp CAROL JONES v 1 0 posted 07 05 2014 4 Indicate the year for the current caseload Caseload Allocation amp CAROL JONES State Local Agencies Crossroads WIC D Global Under Threshold Global Over Threshold C J L ree 5 Type the new value into the Total Caseload field 6 After updating the Total Caseload click Save A status message displays indicating the state age
46. section that includes an explanation of what is covered within the scenario so you ll know from the start what you ll be learning Training scenarios are documented using Tasks and Steps A Task is a major activity in a larger process and indicates a substantial portion of the overall process whereas a Step is one of several user actions within a Task v 1 0 posted 07 05 2014 The manual provides Tasks and Steps for differing levels of detail You can follow the list of Tasks less detail or you can go deeper and follow each Step of the process click by click and action by action more detail Buttons you ll need to click and data you ll need to enter are accented in bold to help them stand out on the page so that you can identify these items more easily Pictures of application screens are included within each training scenario to help familiarize you with the screens Data displayed in the pictures is intended for illustrative purposes only and does not represent live data During classroom training use the data supplied by the instructor Outside of classroom training enter the appropriate data as necessary to complete the task at hand Callout boxes help you find specific types of information quickly The callout boxes are displayed and defined below Notes The notepad and pencil icon displays to the left of paragraphs that provide additional and usually more detailed information about the application Sometimes th
47. sted 07 05 2014 Task A Calculating Agency Caseload Using a Calculation Method Complete the following steps to perform this task 1 From the Home screen go to Finance gt Caseload gt Allocate Caseload The Caseload Allocation screen displays Caseload Allocation amp Ryan Buysse State Local Agencies CrossroadsWIC_ ml LA4 Northern Kansas LAS Kansas City Area 2 Select the state from State Local Agencies Under Monthly Caseload Allocation the agencies display as shown above in step 1 LA1 Central WV WIC Region 02 LA2 Shenandoah Valley WIC Region 06 we l AD h ri Moe LATTE Nee OVE 3 Choose the Fiscal Year FFY SFY and Calendar State Local Agencies ossroads WIC Ly falmet Mama v 1 0 posted 07 05 2014 4 Select the year for the caseload assignment Caseload Allocation amp Ryan Buysse State Local Agencies Fiscal Year Crossroadswc m vm 25 bm 2018 12017 2016 Calculation Name oP Calculate 2015 2014 Calculation 2012 N A 2011 5 The Total Caseload and the two Global Under and Over Threshold values may be entered if this was not done in assigning the state caseload 6 Ifa calculation method has not been created click the Add button under Calculation Formula to create a new formula The Manage Calculation screen displays State Local Agencies Fiscal Year Crossroads WIC ra m os ia 8 Enter a Name for the new calculati
48. task 1 While still on the Vendor TIP Report screen select the file to be submitted by clicking on the row in the TIP Report Results grid Vendor TIP Report amp FRANK RIZZO 11 19 2012 2 41 26 PM 2012 1120 TIP csv 2012 11 29 TIP csv 2012 12 11 TIP csv 2012 12 11a TIP csv 2012 12 11a TIP csv 2012 12 11a TIP csv 2012 12 11b TIP csv 2012 12 17 TIP csv 2012 12 17 TIP csv 2012 12 17 TIP csv 2012 12 19 TIP csv 2012 12 19 TIP csv 11 20 2012 10 25 44 AM 11 29 2012 8 04 56 AM 12 11 2012 10 04 15 AM 12 11 2012 10 28 24 AM 12 11 2012 10 53 48 AM 12 11 2012 11 59 32 AM 12 11 2012 12 48 16 PM 12 17 2012 2 19 06 PM 12 17 2012 2 30 43 PM 12 17 2012 2 37 38 PM 12 19 2012 12 39 28 PM 12 19 2012 12 53 15 PM 12 19 2012 2 55 08 PM 1 11 2013 12 00 15 PM 1 14 2013 2 57 45 PM 1 17 2013 9 15 15 AM 1 28 2013 1 07 07 PM _TIP csv 2012m_TIP csv 2013_TIP csv 2012a TIP csv 2012 9 TIP csv 2012 9a TIP csv 1 29 2013 11 01 13 AM 1 29 2013 1 37 26 PM 1 29 2013 1 39 52 PM 1 30 2013 9 04 27 AM 1 30 2013 10 31 52 AM 1 31 2013 8 49 35 AM MAU2013 8 59 50 AM 1 ier Cees Gein re ac ni TAB mx JE 2 Click Generate FNS TIP File A standard Windows Create File screen displays The file is saved as a TXT file 3 Click Save A success message displays and the Status column displays a status of Submitted Congratulations You have successfully completed the Manage TIP Report process v 1 0 posted 07 05 20
49. tion Agency Most Recent Avg 2Q Pregnant Participation il Anency Mact G 13 When the formula is saved click Cancel to return to the Caseload Allocation screen 14 Under Caseload Allocation Calculation select the formula to use and click Calculate Each clinic will show a calculated allocation based on the formula used Caseload Allocation amp Ryan Buysse gt State Local Agencies Fiscal Year Crossroadswic Fm oe E Calculation Name PA cotcatate Calculate Max Clin 2Yr Avg or Prior Avg Calculation MAX Clinic 2 Year Ago Avg Participation Clinic Prior Year Avg Participation 2 Clinic Prior Year Avg Participation v 1 0 posted 07 05 2014 Task B Allocating Caseload to Clinics Complete the following steps to perform this task 1 For each clinic either select the Calculated Caseload to assign by clicking on the Right Arrow button gt to move the figure into the Assigned Caseload field or enter an assigned caseload manually into the Assigned Caseload field Click the Right Arrow button gt in the column header to assign the Calculated Caseload to all clinics The Monthly Caseload Allocation table updates to show the clinics with the calculated caseloads a State Local Agencies Fiscal Year Crossroads WIC M Fry 3 2013 M 3 a l d Calculation Name LJ nesen Max Clin 2Yr Avg or Prior Avg D Calculation MAX Clinic 2 Year Ago Avg Participation Clinic
50. v 1 0 posted 07 05 2014 CSC Prepared By Prepared For CSC Crossroads Staff 7701 College Blvd l i Overland Park KS 66210 ard I C v 1 0 posted 07 05 2014 DOCUMENT INFORMATION Document Information Document Title v 1 0 posted 07 05 2014 Caseload User Manual Project Name Caseload Document Version 2 0 Author CSC Training Staff Contract Number 02476 09 Document Creation Date 01 20 2012 Document Current Version 02 23 2013 Purpose of Document User Manual DOCUMENT REVISION HISTORY Document Revision History v 1 0 posted 07 05 2014 1 0 01 20 2012 CSC Training Staff First Draft 2 0 02 23 2013 CSC Training Staff User Acceptance Testing UAT Training Version v 1 0 posted 07 05 2014 TABLE OF CONTENTS Tv OVERVIEW aie eire ee ins es eee etn eto atc eaidec ee catvianien E Ei 1 1 2 ALLOCATE GAEL ON ee ene eee nee ee eee eee eee 2 1 ASSIGN State Caseload anxrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnennnnennnnnennnnennnnnnnnnennnnnennnnennnnr 2 1 Task A Assigning State Caseload ccccccccccssseececeeceeeseeeeceeeeeeeeesseeeeeeeesseeeeeeessesseeeeessaeeeeeeeas 2 2 Task B Updating Ne 2 5 Assign Clinic Caseload nanunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mennenm 2 7 Task A Calculating Clinic Caseload Using a Calculation Method rrnrnrnnnnnnrorrnnnnevnnnennnnnnnnnen 2
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