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Services Information System (SIS)

1. Key 2 for OPTION and press ENTER A blank 4263 screen is displayed Key th 3 digit county number and batch number at the top of the screen Tab to FIND at the bottom of the screen and key the form number Press ENTER The system displays the previously keyed form All errors are highlighted and the system will position the cursor at the first error Key any changes and press ENTER to update North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 BATCH FORM 2 CNTY MO YR WORKER NUMR WORKER NAME 817 034933 092 07 94 XXXXXXXXX MADEUP I DAY SERV CLIENT ID xxxx x x x x MINUTES PGM LOCAL OAT E S N S O 10 gt 11 gt 12 gt 13 gt KaKK KKK KKK 0360 14 gt 15 gt 16 gt 17 gt 18 gt BATCH FORM CNTY MO YR WORKER NUM lt PREVIOUS DOCUMENT DSS 4263 Cs DISPLAY BATCH REPORT Option 3 This function is used to list all the forms that were keyed in a batch Key 3 for OPTION and the 3 digit county number and batch number in the Batch Form field Press ENTER The Batch Control Report Screen is displayed Forms that were suspended with PFl are denoted with asterisks DAILY REPORT BATCH CONTROL REPORT FORM NUMBERS 033831 034099 034933 337809 337814 SIS 101 03 HOW TO LOGO
2. The 2515 and 2516 are obsolete and are no longer keyed even though they still appear on the menu the DSS 5027 which is keyed in SCCGCICS keyed prior to the 1 20 93 conversion is still available They were replaced by Inquiry for forms North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 Bs Key 4263 in the FORM OPTION field Press Enter The DSS 4263 WORKER DAILY REPORT MENU displays DSS 4263 WORKER DAILY REPORT MENU FUNCTION OPTION UNCTION INITIAL ENTRY OF DATA CORRECT PREVIOUSLY ENTE ENTER FORM NUMBER BEL LAY BATCH REPORT ENTER BATCH NUMBER ER OPTION gt BATCH OR FORM gt SIS 101 02 AVAILABLE FUNCTIONS This menu lists three Options a Initial Entry Of Data Option 1 Key 1 for OPTION leave BATCH OR FORM blank Press ENTER A blank DSS 4263 is displayed as shown below BATC RM CNTY MO YR WORKER NUMR WORK 817 034933 092 07 94 XXXXXXXXX MADE DAY rtr SERV YAA CLIENT LD eee ee AA AE MINUTES PGM gt OAATNAURWNE gt 10 gt 11 gt 12 gt 13 gt 14 gt 15 gt 16 gt 17 gt 18 gt BATCH FORM CNTY MO YR WORKER NUM lt PREVIOUS DOCUMENT DSS 4263 Ko Key the batch number form
3. 2006 or later associated with the Worker ID Number SYAO10FM WORKER IDENTIFICATION SYSTEM 08 15 2007 INQUIRY BY WORKER ID 08 51 46 WORKER ID XXXXXXXXX COUNTY 20 STATUS ACTIVE WORKER NAME SMITH Cc J SIS ID CLOSE DATE SIS ID CLOSE DATE XXXXXXXXXXX 2007 04 30 XXXXXXXXXXX XXXXXXXXXXX 2007 03 19 XXXXXXXXXXX XXXXXXXXXXX 2007 04 12 XXXXXXXXXXX 2007 04 12 XXXXXXXXXXX XXXXXXXXXXX XXXXXXXXXXX 2006 10 19 XXXXXXXXXXX 2006 10 19 XXXXXXXXXXX XXXXXXXXXXX 2006 12 04 XXXXXXXXXXX XXXXXXXXXXX PF3 WORKER MENU PF5 SEARCH INQUIRY PF 7 PREV PAGE PF8 NEXT PAGE 3 To perform a WORKER ID ADD choose Option 3 Press Enter SYA000FM WORKER IDENTIFICATION SYSTEM 08 15 2007 MAIN MENU 14 08 42 OPTIONS DESCRIPTION KEY 1 5027 INQUIRY BY WORKER ID NUMBER 2 WORKER NAME INQUIRY 3 WORKER ID ADD 4 5 OPTION 3 KEY PF4 EXIT SELECT OPTION WORKER ID NUMBER NAME LAST FIRST MI NONE WORKER ID UPDATE WORKER ID SIS SYSTEM MENU NONE 20 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual The following screen appears digit county number if required Security Number Initial Worker s Last Name Press enter 11 01 2007 It will require you to key your 2 Full First Name and the last 4 digits of his her Social Middle SYA020F 08 15 2007 12 26 04 COUNTY NAME FIRST MI PF3 WORKER IDENTIFICATION SYSTEM WORKER ID
4. ADD LAST LAST 4 DIGITS WORKER MENU 208 ENTER WORKER INFORMATION Note you the the To perform a you do not After you press enter and the worker informatio added successfully removed from this screen and you will WORKER ID 9XXXXXXXX ADDED SUCCESSFULLY you can newly assigned Worker ID or do a Screen Pri system assigned Worker ID so that you don t forget it you can always perform a Name Searc need to add another worker new Worker ID WORKER ID UPDATE n entered was the worker information you keyed will be choose Option 4 and receive this message At this point Be sure to note nt with the LE If h to retrieve key a valid Worker ID Number Number Press Enter SYAOOOF WORKER IDENTIFICATION SYSTEM 08 15 2007 MAIN MENU 14 08 42 OPTIONS DESCRIPTION KEY 1 5027 INQUIRY BY WORKER ID NUMBER WORKER ID NUMBER 2 WORKER NAME INQUIRY NAME LAST FIRST MI 3 WORKER ID ADD NONE 4 WORKER ID UPDATE WORKER ID 5 SIS SYSTEM MENU NONE OPTION 4 KEY OXXXXXXXX IPF 4 EXIT SELECT OPTION 21 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 The following screen appears and automatically displays the Worker ID Number County Number Worker Status Worker Last Name First Name Middle Initial and Last 4 Digits that was last updated last 4 digits is for informational purpo
5. ID UPDATE WORKER ID 5 SIS SYSTEM MENU NONE OPTION 1 EY XXXXXXXXX_ IPF4 EXIT SELECT OPTION The following screen appears and displays the Worker ID Number County Number Worker Status Worker Name and any SIS Client IDs without a Close Date or with a Close Date of 10 01 2006 or later associated with the Worker ID Number SYAO10FM WORKER IDENTIFICATION SYSTEM 08 15 2007 INQUIRY BY WORKER ID 13335327 WORKER ID COUNTY STATUS ACTIVE WORKER NAME SIS ID CLOSE DATE SIS ID CLOSE DATE PF 3 WORKER MENU PF7 PREV PAGE PF8 NEXT PAGE 104 NO CLIENTS FOUND FOR WORKER ID 0100 18 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 20 To perform a WORKER NAME INQUIRY choose Option 2 Key Worker Last Name First Name or just First Initial and Middle Initial if desired separated by commas Press enter NO SPACES BETWEEN NAMES SYAOOOFM WORKER IDENTIFICATION SYSTEM 08 15 2007 MAIN MENU 14 08 42 OPTIONS DESCRIPTION KEY 1 5027 INQUIRY BY WORKER ID NUMBER 2 WORKER NAME INQUIRY 3 WORKER ID ADD 4 WORKER ID UPDATE 5 SIS SYSTEM MENU OPTION 2 KEY Smith C PF4 EXIT SELECT OPTION WORKER ID NUMBER NAME LAST FIRST MI NONE WORKER ID NONE Note If you do not know the exact worker last name you can key the first 3 alpha characters of the workers last name followed by an a
6. field key the new data and press the ENTER key If all edits passed the messag UPDATE SUCCESSFUL FOR CLIENT displays at the bottom of the screen If all edits did not pass check for typos or circle the erroneous field and return the form to the worker for correction Continue by entering a new client ID and keying data from the next form Press PF3 to return to the main menu Press PF4 to exit SIS Pi NOTE The PF9 key cannot be used by county staff 15 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SIS 203 INSTRUCTIONS FOR OPTION 3 CLIENT DATA INQUIRY ISs3 SERVICES INFORMATION SYSTEM SIS 08 15 2007 CLIENT DATA INQUIRY 110829 CLIENT ID CLIENT LAST FIRST MI CLOSE DATE CREATE DATE XXXXXXXXXXX 01 30 2007 02 08 2007 CLIENT SSN BIRTHDATE CLY CTY CASE NO OTHER XXXXXXXXX 01 28 1998 01 118656 SERVICE CODE BEGIN DATE END DATE END REASON SPECIAL USE CASE MANAGER MI EL NUMBER LOCAL USE STATE USE I K XXXXXXXXX SPECIAL AREA REASON LEGAL STATUS LIVING ARR SEX RACE SCH GR LANG 05 01 02 2 01 P 03 EN LAST UPDATE DATE 02 08 2007 UPDATE TIME 13 38 41 LAST UPDATE ID HRSS972 PF3 SIS MAIN MENU PF4 EXIT PF5S HISTORY INQ PF7 BACK PF8 MORE This screen is used to view a DSS 5027 form that has already been entered in the system when the Client ID is known Key 3 in the OPTION field and key the 11 digit CLIENT ID in the KEY fiel
7. the SIS ID directly over the SIS ID on the screen Press PF4 to exit SIS PF5 to view the client s data via the DSS 5027 form PF7 to Page Back and or PF8 to Page Forward if the client has more than one page of history SIS 206 INSTRUCTIONS FOR OPTION 6 SECURITY MENU This Option is only available to certain authorize State County staff SIS 207 INSTRUCTIONS FOR OPTION 7 WORKER ID MENU This option allows you to go directly to the Worker Identification System Main Menu Key Option 7 and press enter The following menu screen displays SYAOOOFM WORKER IDENTIFICATION SYSTEM 08 15 2007 MAIN MENU 14 50 56 DESCRIPTION 5027 INQUIRY BY WORKER ID NUMBER WORKER ID NUMBER WORKER NAME INQUIRY NAME LAST FIRST MI WORKER ID ADD NONE WORKER ID UPDATE WORKER ID SIS SYSTEM MENU NONE OPTION KEY PF4 EXIT SELECT OPTION 17 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 This menu screen allows you to select from the following five Options T To perform a 5027 INQUIRY BY WORKER ID NUMBER choose Option 1 and key a valid Worker ID Number as indicated on screen Press Enter SYA000FM WORKER IDENTIFICATION SYSTEM 08 15 2007 MAIN MENU 10 46 35 OPTIONS DESCRIPTION KEY 1 5027 INQUIRY BY WORKER ID NUMBER WORKER ID NUMBER 2 WORKER NAME INQUIRY NAME LAST FIRST MI 3 WORKER ID ADD NONE 4 WORKER
8. time is received A note should be made in the comments section as to the time spent which exceeds the normal workday When compensatory time is taken the time should be reported as General Administration Code 990 6 It is not necessary to report days on which the agency is officially closed for business e g holidays snow days etc SIS 100 03 SECURITY The Department of Health and Human Services and the State Computer Center have implemented Resource Access Control Facility RACF to help protect data in the computer files at the State Information Processing Services SIPS The SYSISMU SYSTEM requires the use of a RACF User ID and Password To obtain your RACF User ID and Password your County Security Officer must complete an Information Resource Access Authorization Form IRAAF and send to the Customer Support Help Desk The Division of Information Resource Management Customer Support Help Desk may be contacted at 919 855 3200 choose Option 2 if additional assistance is needed All User ID s and Passwords MUST BE kept CONFIDENTIAL If you forget your User ID Password contact your County Security Officer A Password and RACF ID is revoked if not used within 45 days entered incorrectly five times in a row or not changed within the required time fram DO NOT display them on your terminal or have them written down where someone else can see them Another aspect of security is the terminal itself DO
9. EM IS SUBJECT TO MONITORING OR OTHER bg EVIEW BY THE GOVERNMENT OPERATOR OR OTHERS UNAUTHORIZED OR x PROPER USE OF THIS SYSTEM MAY RESULT IN ADMINISTRATIVE x ISCIPLINARY ACTION AND CIVIL AND CRIMINAL PENALTIES USE OF THIS SYSTEM CONSTITUTES CONSENT TO MONITORING x a a a a a a a a ee E E APPLICATION ims North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual Press Enter The following screen displays 11 01 2007 DFS3649A SIGN COMMAND REQUIR DATE 12 27 06 US ea RID PASSWORD USER DESCRIPTOR GROUP NAME NEW PASSWORD OUTPUT SECURITY AVAILABL I TIME 14 NODE NAME ZDA01634 Gl 52913 ED FOR IMS IMSA 2i Key your RACF User ID and password screen Key SYSISMU and press the FORM NUMBER 2515 ADD CLIENT Press enter On the blank Space Bar once Press ENTER The SERVICE INFORMATION SYSTEM SIS MASTER MENU screen displays MAST O SIS 2516 INQUIRY UPDATE SIS CLIENT 4263 DAILY REPOR OPTION INQUIRY INQUIRY INQUIRY INQUIRY BRE FORM OPTION 4263 NOTE PROCESSING ER MENU KEY E INFORMATION SYSTEM SIS COUNTY CODE LAST NAME FIRST NAME MID INT LAST NAME FIRS NAME MID INT LAST NAME FIRS LAST NAME EY INT
10. Enter 149 168 143 125 VIA TCP IP TO THE NORTH CAROLINA STATE NETWORK CUSTOMER SUPPORT CENTER 919 754 6000 1 800 722 3946 xo kx x k k k WAR ING x x xo x k THIS IS A GOVERNMENT COMPUTER SYSTEM AND IS THE PROPERTY OF THE STATE OF NORTH CAROLINA USERS HAVE NO EXPECTATION OF PRIVACY USE OF THIS COMPUTER SYSTEM IS SUBJECT TO MONITORING OR OTHER R I D EVIEW BY THE GOVERNMENT OPERATOR OR OTHERS UNAUTHORIZED OR PROPER USE OF THIS SYSTEM MAY RESULT IN ADMINISTRATIVE ISCIPLINARY ACTION AND CIVIL AND CRIMINAL PENALTIES USE OF THIS SYSTEM CONSTITUTES CONSENT TO MONITORING F F F F F F FF F FF F a APPLICATION cicsncl6 Press Enter The following screen displays WELCOME TO CICSNC16 DHR 24 X 7 PRODUCTION REGION ccecececceccccc TIIIIIIIIIIIIII ccececececcccc SSSSSSSSSSSSS ccececcccccccc IIIITIIIIIIIIIII cececcececcccc SSSSSSSSSSSSSS cecc AAAA ZII AAAA cecc ssss eccc III eccc ssss eccc iii eccc ssss eccc iii eccc ssss eccc TLIN cecce ssss cecccecceccccccc IIIIIIIIIIIIIIi cceccccccccccc SSSSSSSSSSSS cceccccececcce IIIIIIIIIIIIIII cccccceccccccc Ss
11. FF 1 To exit SYSISMU clear the screen press the PAUSE BREAK key This takes you out of SYSISMU but the terminal is still in IMS 2 To exit IMS key RCL from a blank screen and press ENTER The BANNER SCREEN is displayed North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SIS 102 DATA ENTRY OF FORM DSS 4263 SPECIFIC ITEMS SIS 102 01 BATCHING The DSS 4263 s should be batched in groups of 15 20 forms A batch slip should be completed for each batch and contain the batch number the number of forms to be keyed the keyer s initials and the date keyed The keyer should also date and initial each DSS 4263 At the completion of keying a batch report should be printed for each batch SIS 102 02 INSTRUCTIONS FOR KEYING FORM DSS 4263 The data should be keyed exactly as it is entered on the DSS 4263 hard copy If corrections are necessary the form must be returned to the worker Use the following link to the SIS User s Manual for instructions for completing form DSS 4263 http info dhhs state nc us olm manuals dss rim 01 man A Entries in the shaded items Items 4 and 6 are not required for SIS however they must be completed as these items will be used for monitoring and auditing purposes Please do not skip lines Do not enter more than one service activity per line An individual report may contain activities for
12. FOR SIS MAIN MENU OPTION 1 5027 ADD ISS2 SERVICES INFORMATION SYSTEM SIS 08 15 2007 XX ADD KX 11 02 10 CLIENT ID CLIENT LAST FIRST MI TURNAROUND REQUEST XXXXXXXXXXX CLIENT SSN BIRTHDATE CTY CTY CASE NO OTHER SERVICE CODE DATE REQ END DATE REASON SPECIAL USE CASE MANAGER ID LOCAL USE STATE USE SPECIAL AREAS REASON LEGAL STATUS LIV ARR SEX RACE SCH GR LANG PF2 CLEAR PF3 SIS MAIN MENU PF4 EXIT SIS A This option is used to add a new client to the system via the DSS 5027 form Key 1 in the Option field and the 11 digit Client ID in the KEY field Press ENTER The CLIENT ID is brought forward to the DSS 5027 Key all the completed fields Press ENTER If all edits passed the message ADD SUCCESSFUL FOR CLIENTS ID HHHHHHHHHHHE displays at the bottom of the screen Note The Client SSN Social Security Number must be all zeroes if the SSN is unknown If all nines 9 s are entered an online error message displays 14 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 04 30 2009 If all edits did not pass check for typos and make correction s If it is a typo circle the field in red and return the form to the worker for correction Press the PF12 key to clear data that was keyed Continue by entering a new client ID and keying data from the next form Press the PF3 key to return to the main menu Press PF4
13. ID 3 digit county number preceded by zero MM YY Worker number and Worker Name North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 Key only the information in the non shaded areas of the DSS 4263 Upon complet ion of keying press ENTER The system processes the information on line and returns a blank 4263 screen if no errors were detected The batch information for the processed form is displayed at the bottom of the screen by lt PREVIOUS DOCUMENT NOTE If this is the first form of the first batch key the batch number first form of in the space provided If this is the a new batch key the new batch number over the old batch number If errors are detected all errors are highlighted and the system will positio that the errors are as necessary Tf t PF1 to suspend the b Correct Previously n the cursor at the first error Verify not keying errors and make corrections he errors are not keying errors press form Entered Form Option 2 This function allows you to view and or correct data that was suspended with PF1 due to errors whether the data was keyed the same day or a previous day NOTE Corrections can be made to data keyed anytime before the system updates on the 5 After the 5 corrections must be made thru the DSS 1571 Finance Office in county usually FTP s to Raleigh
14. NOT ever leave the terminal unless you sign off the system you are using At the end of the day when data entry is complete lock your terminal by removing the key If your terminal does not have a key turn the intensity button down This will prevent screen images from being permanently burned onto the screen SIS 100 04 CONFIDENTIALITY ALL information contained on an input form printed on any output documents and keyed into the system is considered to be confidential North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SIS 100 05 STATE OFFICE CONTACTS 1 Equipment Problems You should contact the State Information Technology Services 800 722 3946 or ITS at 1 919 855 3200 Option 2 anytime you have a problem with your equipment terminal printer modem etc such as a lightning bolt blank screen nothing below the bottom line no power etc ITS will also report telephone line problems If you are unable to get into an application such as IMS CICS etc you would also call ITS You should contact your Site Coordinator any time your equipment needs repairs The Site Coordinator should follow the instructions in the New Security Policy and Procedures Manual 2 Data Entry Contact the Systems Coordinators at 919 855 3200 option 2 for the following a Highlighted errors messages on screen while
15. North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SYSISMU SERVICES INFORMATION SYSTEM DATA ENTRY MANUAL NORTH CAROLINA DIVISION OF SOCIAL SERVICES NOVEMBER 2007 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SECTION ONE SIS 100 GENERAL INFORMATION SIS 100 01 PURPOSE OF FORM DSS 4263 The purpose of Form DSS 4263 is to provide information to meet reporting requirements at the Federal State and local levels Several examples are as follows 1 To compute percentages of time spent by service staff in direct service activities These percentages will provide the basis for county reimbursement Along with case record information the Daily Report will provide documentation for reimbursement and must be maintained for State and Federal audits in accordance with the DHHS Records Retention and Disposition Schedule for Grants which may be found on the DHHS Office of the Controller s website http www ncdhhs gov control Since the Daily Reports may record worker time for multiple grant programs individual forms may not be destroyed until requirements to retain documentation for all grant programs represented on the form have been lifted as indicated in the Records Retention and Disposition Schedule 2 To determine costs of services delivered thereby enabling more effective planni
16. ames To select one of the displayed names move the cursor to the far left of the name desired Key an S and press ENTER to display the DSS 5027 for that client If there is no match the message THE 16 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SIS NAME DATA WAS NOT FOUND displays at the bottom of a blank Client Name Inquiry screen Another name can be searched from this screen by keeping the new name beside NEW SEARCH Press enter SIS 205 INSTRUCTIONS FOR OPTION 5 SERVICE PLAN HISTORY INQUIRY SERVICES INFORMATION SYSTEM SIS 08 15 2007 CLIENT SERVICE PLAN HISTORY INQUIRY 11 14 24 CLIENT ID CLIENT LAST FIRST MI COUNTY XXXXXXXXXXX 01 SERVICE KAk kkk kkk kk kBEGIN ARK KK KEKE OK OK END 1 OK OK Ok SPECIAL CODE DATE RSN LIVARR DATE RSN LIVARR USE 210 12 08 2006 05 02 01 30 2007 01 02 PF3 SIS MAIN MENU PF4 EXIT SIS PF5 CLIENT DATA INQUIRY PF7 PAGE BACK PF8 PAGE FORWARD This option is used to view a client s services plan history Key 5 in the OPTION field and the 11 digit SIS ID in the KEY field Press ENTER The client s service plan history screen displays listing all services that have been planned along with the date the services was terminated the reason for termination and the living arrangements of the client at the time the services were closed After viewing another client s history can be viewed by keying
17. an be cross referenced to the information entered into the system by the worker date amp time of entry time period for data entered form number etc that includes a certification statement that can be signed and dated by the worker Inclusion on the Submit screen adjacent to the Submit button or in a pop up window of the automated Daily Report form a statement confirming that by proceeding with the submission process the worker is certifying the completeness and accuracy of the information being submitted For detailed information or answers to specific questions concerning the above information contact the Performance Management Reporting amp Evaluation Management Section SIS 104 DUE DATE The original copies of the Daily Report of Services to Clients should be collected reviewed by the appropriate supervisor s and sent to the data entry operator on at least a weekly basis Daily Reports for days falling in the last calendar week of each month must be collected reviewed by the appropriate supervisor s and sent to the data entry operator no later than the day following the last working day of the month so that they may be keyed before the cutoff date The white copies 11 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 of the Daily Report Services to Clients should be kept in the county file A County Automa
18. d Press ENTER The existing DSS 5027 form displays on the screen After viewing key the next CLIENT ID to be viewed directly over the ID already on the screen Press ENTER or press PF3 to return to the Main Menu Press PF4 to exit the system Press PF5 to view the Service History of the client SIS 204 INSTRUCTIONS FOR OPTION 4 CLIENT NAME INQUIRY SERVICES INFORMATION SYSTEM SIS 08 15 2007 CLIENT NAME INQUIRY Ae et Ts SIS ID BIRTHDATE RACE SEX CNTY NEW SEARCH gt XXXXXXXXXXX S SELECT CLIENT PF3 SIS MAIN MENU PF4 EXIT SIS PF7 PAGE BACK PF8 PAGE FORWARD This option is used to locate a record when the client ID number is not known Key 4 in the OPTION field and the client s name last first mi in the KEY field Other variations of the name can also be used to search the data base Key the last name only Key the last name first name Key the last name first letter of the first name and an this will list all clients in the system with this last name and any first name that begins with the initial keyed Key 1 or 2 of the first letters of the last name and an this will list all the clients in the system with a last name beginning with the letters that were keyed i e if Jo is keyed the system will select Johns Johnson Jones etc Press ENTER If there is a match or matches the system displays all similar n
19. ective Services Press ENTER 2 To exit IMS key RCL from a blank screen and press ENTER The BANNER SCREEN is displayed 23
20. hard copy version The file layout for the daysheet data output from the county system is available from the Performance Management Reporting amp Evaluation Management Section Dy Form Number Form Numbers for electronic versions of the DSS 4263 may be generated by the county system but should be unique at least within a single report month SIS 105 SPECIAL NOTE ON COMPUTER GENERATED PERCENTAGE OF TIME REPORT Computer generated Daily Report summaries will be produced by the Division of Information Resource Management DIRM each month and made available to the county departments via NCXPTR This report is intended as an aid to the counties in completing the DSS 1571 Statement of Program Expenditures The NCXPTR Index name for this report is DHRSY WROOIF1 Percentage of Time In order to insure that all activities performed during the month will be reflected on the computer generated report the deadline for entering the Daily Reports in the Services Information System will be the 5th day of the following month or the nearest working day if the 5th day falls on the weekend or on a holiday The report will be available the next day 12 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SECTION TWO SIS 200 ACCESS TO THE SIS CLIENT ENTRY FORM DSS 5027 SIS 200 01 HOW TO LOGON From the banner screen key CICSNC16 in the APPLICATION field Press
21. ision of Social Services Mailing Address 2408 Mail Service Center Raleigh NC 27699 2408 Located at 325 N Salisbury Street Albemarle Building Raleigh NC 27699 Phone 919 733 4622 Fax 919 715 6714 Please contact Sara Mims Family Support and Child Welfare if you have any policy procedural questions or requests related to Work First and Family Support Services Division of Aging and Adult Services Mailing Address 2101 Mail Service Center Raleigh NC 27699 2101 Located at 693 Palmer Drive Taylor Hall Raleigh NC 27699 Phone 919 733 3818 Fax 919 715 0023 Please contact Suzanne Merrill Division of Aging and Adult Services for any procedural policy questions related to Aging or Adult Services SIS 101 SYSTEM ACCESS SIS 101 01 HOW TO LOGON Ta From the BANNER SCR below T EN key IMS IN THE APPLICATION field indicated F FF HF FH 149 168 143 125 VIA TCP IP TO THE NORTH CAROLINA STATE NETWORK CUSTOMER SUPPORT CENTER 919 754 6000 1 800 722 3946 Ce E E E E E WAR ING x x xo x kx k HIS IS A GOVERNMENT COMPUTER SYSTEM AND IS THE PROPERTY OF THE TATE OF NORTH CAROLINA USERS HAVE NO EXPECTATION OF PRIVACY SE OF THIS COMPUTER SYST
22. ker Daily Report Menu is displayed 10 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 SIS 102 05 TURNAROUNDS There is no turnaround for the DSS 4263 SIS 102 06 FORMS RETENTION Data entry is required to retain batch reports for a period of three years or until the county is notified an audit has been performed The workers are required to retain the DSS 4263 s until notified an audit has been performed SIS 103 WORKER CERTIFICATION STATEMENT After the worker completes all entries on the Daily Report the form should be signed in the space at the bottom of the form to certify the accuracy and completeness of the information provided This is a Federal requirement Worker Certification is not transmitted in the file uploaded to the State mainframe but is still required for the electronic versions of the Daily Report Counties have several alternatives to satisfy this Federal requirement including Use of an electronic signature or PIN in conjunction with a certification statement viewed by the worker that is submitted along with each form the worker enters into the system Use of a printout displaying all detailed information from all entries submitted by a worker for a specific time period e g each week or the entire month including a certification statement that could be signed by the worker Use of a form that c
23. keying b Stuck in an application with a clock Cy An ABEND message a message is displayed on the screen when someone has performed a function and because of an error condition in the data that function cannot be performed This causes that function to come to an abnormal end forcing the program to stop Do not clear the screen unless absolutely necessary If the screen must be cleared screen print the ABEND message and indicate on the screen print what function such as new addition changing or closing a case was being performed at the time of the ABEND d Training Data Entry personnel e Assign RACF IDs and Passwords for SYSISMU fs Assign terminal access to SYSISMU NOTE Requests for RACF IDs and passwords or terminal access to SYSISMU must come from the County Security Officer 3 Services Information System Problems SIS a Information Support Unit Performance Management Reporting and Evaluation Management Section Division of Social Services Mailing Address 2420 Mail Service Center Raleigh NC 27699 2420 Located at 325 N Salisbury Street Raleigh NC 27699 Albemarle Building Phone 919 733 8938 Fax 919 715 5457 Please contact DSS Information Support Unit only if you have any system related problems errors questions or requests North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 Family Support and Child Welfare FSCW Div
24. more than one day however do not include services activities for more than one month on a single form B The DSS 4263 s should be collected and keyed weekly and no later than the 5 of the following month or the closest working day if the 5 day falls on the weekend or holiday The State Data Processing staff issue a monthly production schedule that lists program cut off deadlines by program This schedule is available in NCXPTR under the report name DHRHR Calendar Note If the 5 of the month falls on a Saturday the cut off is on the preceding Friday If the 5 falls on a Sunday the cut off is on the following Monday Reimbursement is for the previous month SIS 102 03 ERRORS When errors are encountered while keying a DSS 4263 circle the errors highlighted on screen in red on the hardcopy form Notate the batch number on the DSS 4263 Service workers must correct the errors and return the original DSS 4263 back to data entry as soon as possible NOTE Care should be taken when rekeying DSS 4263 s with errors that were keyed in a batch different than the one you are currently keying Be sure to change the batch number on the screen to match the batch number written on the DSS 4263 that you are correcting FAILURE TO CHANGE THE BATCH HEADER RESULTS IN DELETING THE FORM FROM THE ORIGINAL BATCH AND INSERTING IT INTO THE CURRENT BATCH North Carolina Division of Social Services Services Informatio
25. n System SIS Data Entry User s Manual 11 01 2007 Special Error Handling hen keying 4263 s that contain an ou must press the SHIFT and SPACE BAR keys after keying the Individual D to tab over to the MINUTES field The system will allow you to key W EIS Individual ID for the Client ID y I the whole form and when ENTER is pressed if the SHIFT and SPACE BAR k t S eys were not pressed it will insert two leading zeros and highlight he EIS Individual ID Should this occur press the EOF key to erase he EIS Individual ID Rekey the Individual ID and press the SHIFT and PACE BAR keys Press ENTER to update Occasionally when using Option 3 to print the batch information a suspended form ID will appear for a batch that was keyed a prior day or years ago When this occurs press PF3 back to the 4263 Daily Report Processing Menu Key 2 for the FORM OPTION and press ENTER A blank 4263 screen is displayed Key the 3 digit county number and batch number Tab to FIND at the bottom of the screen and key the form number Press ENTER The system displays the previously keyed form If it is prior to the cut off and the MM YY in the header is for the current reimbursement month corrections can be made If the MM YY is older that the current month of reimbursement move your cursor to the FIND field at the bottom of the screen Key DELETE and press ENTER to remove the fo
26. ng and budgeting 3 To provide data regarding the number of recipients of direct services for various programs for the purpose of federal reporting program management and planning Federal regulations require that salaries and wages of employees chargeable to more than one grant program or other cost objective will be supported by appropriate time distribution records The method used should produce an equitable distribution of time and effort Although Federal policy as determined by higher offices and Federal audit agencies allows the use of alternative methods North Carolina has consistently determined that the method most beneficial to the counties and the state as a whole for fiscal and other reasons requires 100 percent time recording In order to have a single record which lists the total of each person s efforts it is required that leave and other administrative type activities also be recorded on the Daily Report of Services This will permit the direct client activity daily reports to be used as an acceptable time recording system SIS 100 02 ADMINISTRATIVE INSTRUCTIONS 1 In order to have a single record all activities direct administrative and leave should be recorded on the Daily Reports Leave without pay put under comments 2 Each direct activity listed should consist of at least 5 minutes Any activities of shorter duration should be included in a block of time using the mos
27. nty assigned employ number if ferent from the number used to assign the Worker ID or i a previously assigned Worker ID made INACTIVE ore assigning a new Worker ID see NOTE D for an you must first make the current ACTIVE by choosing Option 4 Worker ID Update the STATUS to I Then select Option nd follow the instructions above to adda Be advised that INACTIVE Worker it is necessary to change the Worker I Worker ID and 3 new ID system If it is necessary to update any form that has an Worker ID you will be prompted to provide a new id Worker ID Counties should refrain from nging reassigning Worker ID Numbers unless absolutely nging Worker Add a ker ID Number essary the 5th of the month falls on a Saturday the cut off is the preceding Friday If the 5th of the month falls ona day the cut off is on the following Monday mbursement is for the previous month SIS 208 LOGOFF PROCEDURES 1 To exit SYSISMU clear the screen press the PAUSE BREAK key This takes you out of the SYSISMU but the terminal is still in IMS Note When work in SIS is complete you may go directly to another system by pressing the PF4 key from the Main Menu screen A PIE Menu screen appears Press PF3 A blank screen displays Key the system identification code PQ01 Child Placement System SY01 Central Registry or SY20 Adult Prot
28. reen will be reflected on DSS 5027s and other system forms with this Worker ID when updates are made to the form s d NAME MI To update the worker s Middle Initial MI on the Master Table key the change s to the Middle Initial in this field Changes made on this screen will be reflected on DSS 5027s and other system forms with this Worker ID when updates are made to the form s Note that MI is not required e LAST 4 DIGITS If necessary edits can be made to this field however any changes made here will have no impact on the Worker ID for the worker and will not change the Worker ID on the Master Table or any system forms This field is for informational purposes only and unless edits were made to this field after the Worker ID was initially assigned it 22 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual NOTE NOTE wil cr 11 01 2007 l display the last four digits of the number used to edi fie SSN ID dif ii bef If individual INACTIVE cha ID Wor Numbers will not be valid on any DSS 5027 or other forms INACTIVE val cha nec If on Sun Rei ate the Worker ID There would normally be no need to t this number however a county may want to use this ld to store the last four digits of i the worker s if different from the number used to assign the Worker ii the worker s cou
29. rm from this batch Press PF3 to return to the 4263 Daily Report Processing Menu NOTE If you attempt to make corrections to a form that is for a month prior to the current reimbursement month you will receive the error message HEADER IS INCORRECT The form will have to be deleted Error Correction Individual servic ntries passing all edits will be added to SIS files The daily reports with errors must be returned to the worker with the error fields circled in red Service workers must correct the error fields and resubmit the original daily report Supervisors may not make corrections on behalf of workers Daily Reports with errors should be batched separately and returned to Data Entry staff as soon as possible and no later than the 5th day of the following month or the nearest working day if the 5th falls on the weekend or a holiday Since reimbursement must be based on all activities during the month special care should be taken to insure that corrections are resubmitted prior to the system cut off date SIS 102 04 PF KEYS PF1 Suspends a line with errors PF3 Returns you from a DSS 4263 screen in Option 1 and 2 or from the Daily Report Batch Control Report in Option 3 to the DSS 4263 Worker Daily Report Menu NOTE Upon completion of keying a DSS 4263 and PF3 is pressed the data is processed first and if no error s are detected the database is updated and the DSS 4263 Wor
30. ses only and associated with the Worker ID Number that was keyed On this screen you can only make changes to Worker Status Last Name First Name Middle Initial and Last 4 Digits ISYAO25FM WORKER IDENTIFICATION SYSTEM 08 15 2007 WORKER ID UPDATE 14 08 58 WORKER ID 9XXXXXXX COUNTY 59 STATUS A ACTIVE NAME LAST PANTHER FIRST PINK MI D LAST 4 DIGITS 5785 PF3 WORKER MENU 408 ENTER WORKER CHANGES a Status If the worker s status is I INACTIVE the Worker ID and Worker Name are on the Master Table but the ID will be invalid for use on the DSS 5027 or other system forms DSS 5104 or DSS 5094 5095 If one of these forms with an Inactive Worker ID is updated the operator will be prompted to update the Worker ID with a valid ID Number To make an INACTIVE Worker ID ACTIVE key an A in the STATUS field on this screen b NAME LAST To update the worker s Last Name on the Master Table key the change s to the LAST Name in this field This may be necessary to correct a misspelled name or if a worker s name changes for example due to marriage Note that if the worker s name is changed the next time a DSS 5027 or other system form with that Worker ID is updated the Worker Name will also be automatically updated Ce NAME FIRST To update the worker s First Name on the Master Table key the change s to the FIRST Name in this field Changes made on this sc
31. ssssssssssss AAAA AAAA AAAA AAAA VVVVVVVVVAVAA AAAA AAAA PF 1 Help fill in bill code as bbb ddd PF 3 Exit Userid gt bill cde gt Password gt New Pswd gt Please fill in your Userid and Password and press ENTER News PF 2 Zoom North Carolina DHHS region PRODUCTION To be used by authorized users on official business only Help Desk 919 855 3200 Press PF2 for more information Wed Dec 27 12 27 06 15 20 52 term 233 ZDA05677 sys CICSNC16 cpu SYSA USI 13 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 04 30 2009 Key your RACF User ID Enter bill code as SYA DHR and your password Press ENTER A blank screen displays Key SY05 Press ENTER The following Services Information System SIS Main Menu screen displays ES INFORMATION SYST MAIN MENU OPTIONS DESCRIPTION 5027 ADD 5027 UPDATI ENT DATA INQUIRY ENT NAME INQUIRY E LAST FIRST MI ICE PLAN HISTORY INQUIRY ID URITY MENU ER ID MENU KEY PF4 EXIT SIS SELECT OPTION From the SIS Main Menu screen you may go directly to any selection by keying the appropriate OPTION number 1 7 and the KEY information NOTE Option 6 Security Menu can not be accessed by county staff If entered system displays message Function Access Denied SIS 201 INSTRUCTIONS
32. sterisk Ex ROD this will display all workers whose last name starts with ROD in your county The following screen appears showing a list of names with the worker last name that was keyed along with their first and middle initial If necessary you can perform another Worker Name Search on this screen by keying as instructed above where it displays NEW SEARCH In this case the name Smith C was keyed To select the desired name tab arrow down to the appropriate line and enter an I to the left of the worker name and press enter SYAO15F WORKER IDENTIFICATION SYSTEM 08 15 2007 WORKER INQUIRY BY NAME 14 12 50 kkkkxkxkxkxkxkxkkkkxkxkkkkxk WORKER kkkkxkxkkkxkxkxkxkxkxkkkkkxkxx k S LAST FIRST MID ID L SMITH G XXXXXXXXX 2 SMITH G XXXXXXXXX a SMITH C D XXXXXXXXX _ SMITH Cc D XXXXXXXXX SMITH Cc D XXXXXXXXX _ SMITH Cc D XXXXXXXXX I SMITH C J XXXXXXXXX SMITH Cc K XXXXXXXXX SMITH C L XXXXXXXXX z SMITH Cc o XXXXXXXXX z SMITH Cc S XXXXXXXXX _ SMITH Cc T XXXXXXXXX SMITH Cc T XXXXXXXXX NEW SEARCH I WORKER INQUIRY PF3 WORKER MENU PF7 FORWARD PF8 BACKWARD 19 North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 The following screen appears and displays the Worker ID Number County Number Worker Status Worker Name and any SIS Client IDs without a Close Date or with a Close Date of 10 01
33. t appropriate Service Code s such as one of the Case Management codes see 4 a below 3 General administrative activities should be tracked throughout the day but may be recorded in a block of time at the end of the day Identification as to what the block includes may be entered in the Comments block See Appendix B in the SIS manual for definition of General Administration 4 Some Case Management codes e g 380 386 522 580 and 590 may be reported in either of the following ways North Carolina Division of Social Services Services Information System SIS Data Entry User s Manual 11 01 2007 a Add together the time spent in Case Management activities by program at the end of the day Using this method the columns required to be completed on the DSS 4263 are Day Service Minutes and Pgm b List Case Management time by specific client This method requires all columns on the DSS 4263 to be completed i e day Service Client ID Minutes and Pgm Other Case Management codes require SIS Client ID numbers Time spent in these activities cannot be reported in a block Refer to the Appendix B in the SIS manual Service Grids for usage requirements for specific codes 5 To assure proper distribution of time to the appropriate programs Overtime must be recorded on the Daily Reports This includes all overtime that is time for which monetary compensation compensatory time or no compensatory
34. ted Systems and Daily Report of Services Some counties have developed and implemented their own automated case management system including automated Daily Reports While this is an acceptable alternative to the conventional hard copy DSS 4263 care must be taken to adhere to the policies and procedures B County Daysheet File Transfer Protocol FTP Process Counties with automated Daily Report systems may opt to upload their monthly data in a single batch file to the State mainframe via an established File Transfer Protocol FTP process This method eliminates the need for duplicate keying of Daily Report information into both the local and the State systems A county must first contact the Performance Management Reporting and Evaluation Management Section before this option may be used The FTP must be completed prior to the cutoff deadline and the County Daysheet Batch Error Report must be checked for successful FTP Failure to follow procedures can result in the county not being included in the monthly processing of daysheets The State will not re run the process to accommodate such errors with few exceptions The County Daysheet Batc name DHRSYA CTY DAYSH 5 Error Report appears in NCXPTR under the ET BATCH ERRORS T Cs Automated Daily Reports Electronic versions of the DSS 4263 must include all of the same fields and data as required by the
35. to exit SIS Key option PF keys of each screen and their meanings are listed on the bottom With thru key o numbered fields 1 screen therefor the exception of fields 8 and 9 only th 26 on the DSS 5027 form will appear on th nly those fields L When a turnaround form is needed but no updat in the Turnaround Request field on the screen ntered key an X top line Field numbers 5 19 and 26 require a proceeding zero s if codes 1 9 are used Field numbers 13 20 21 22 23 and 24 do not require a proceeding zero s if codes 1 9 are used However you must move the cursor to the next field SIS 202 INSTRUCTIONS FOR OPTION 2 5027 UPDATE ISS8 SERVICES INFORMATION SYSTEM SIS xx UPDATE FE 08 15 2007 11 05 48 CLIENT ID XXXXXXXXXXX CLIENT SSN XXXXXXXXX CLIENT LAST FIRST MI TURNAROUND REQUEST BIRTHDATE 01281998 CTY 01 CTY CASE NO 118656 OTHER SERVICE CODE DATE REQ END DATE REASON SPECIAL USE CASE MANAGER FI MI K I SPECIAL AREA REASON NUMBER XXXXXXXXX LEGAL STATUS 5 LOCAL USE STATE USE LIVING ARR 1 2 SEX 2 RACE F SCH GR LANG P 03 EN PF2 CLEAR PF3 SIS MAIN MENU PF4 EXIT SIS PF 7 BACK PF8 MORE PF9 DELETE This screen is used to update a DSS 5027 that has already been entered in the system Key a 2 for OPTION and the CLIENT ID Press the ENTER key The exsisting 5027 form will appear on the screen Move the cursor top the appropria

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