ocean phase ii pipp plus caa user guide - ohio ii - pipp plus caa user... · page 7 of 27 ocean ii...
TRANSCRIPT
;
CAA User Guide:
OCEAN PIPP Plus
October 21, 2010
Page 2 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Table of Contents
1. Overview ................................................................................................................................................. 3 2. Global System Navigation ................................................................................................................... 4
2.1. Logging into OCEAN .................................................................................................................... 4 2.2. OCEAN Home Screen ................................................................................................................. 5
3. CAA Interface ........................................................................................................................................ 6 3.1. PIPP Plus Drop Down Menu ....................................................................................................... 6 3.2. Rejected Record Review .............................................................................................................. 6 3.3. Utility Details ................................................................................................................................ 12 3.4. Heat Type Entry ........................................................................................................................... 17 3.5. Heat Type Popup ......................................................................................................................... 18 3.6. Graduate PIPP Plus ...................................................................................................................... 19 3.7. Minimum Payment Waiver ........................................................................................................ 21
4. Reports .................................................................................................................................................. 23 4.1. Report Launcher .......................................................................................................................... 23 4.2. Available PIPP Reports – Report Launcher ........................................................................... 26
Page 3 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
1. Overview
The PIPP Plus program is still administered through the OCEAN web system. There are several
changes that have been made to the program that will change the way applications are entered and
processed, how client activities are monitored, and there will be new users to OCEAN. This
document was created to walk users through the new functionality, explain how the system has
changed, and what it means to an OCEAN user.
The new PIPP Plus program is much the same however the main differences are listed below:
There is one flat rate that a client must pay on a monthly basis for both utilities.
The new percentage is 6% for each utility 10% for a client that uses electricity to heat
their home.
There is no longer a Zero PIPP program; a client can choose to waive their monthly
payments. However, they can only choose this option once every 5 years.
For every on-time payment a client makes, they will receive an arrearage credit that
reduces their utility debt.
There is a new program called Graduate PIPP Plus that grants customers that become
ineligible and are in good standing to receive assistance during the transition from PIPP
Plus to metered billing.
These are just the major rule changes to the program there is also an increase in the information
that is provided by the participating utilities detailing all client usage and payment statistics. The
final area of change for the program is that clients will be dropped from the program for failure to
comply with program rules.
Page 4 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
2. Global System Navigation
To access any functionality related to the Percentage of Income Payment Program Plus, the user
must login to OCEAN. OCEAN is a web-based client centric system with a modular design
currently used by the Office of Community Services, HEAP Providers, and participating utilities.
There are several screens and functionality that are available to all users regardless of their security
credentials. The following sections covers the process of logging into OCEAN and the global
system links located at the bottom of most screens.
2.1. Logging into OCEAN
For any user to gain access to OCEAN they must first have an account and access to a
computer with internet access. The following URL: https://ocean.ohio.gov will launch the
OCEAN login screen shown in figure 2.1.1.
A. User Name/Password: User enters their assigned login credentials. After the first
login, the user will be prompted to change their password.
B. Login: Once credentials are entered, the user selects this button to launch the
application.
C. Login Help: If the user has forgotten their login name or password, this link will
send an email to their account with login information.
A
C
B
Figure 2.1.1
Page 5 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
2.2. OCEAN Home Screen
Once the user is logged into OCEAN, they will be taken to the Welcome home screen
shown in figure 2.2.1. This screen allows users to choose where they would like to go
within OCEAN by providing several Menu bar choices. The choices available to any user
are tied to their security credentials.
A. Menu Bar: Allows user to choose what functionality they would like to
access. Available options are dependent on their login credentials.
B. General Login Information: This displays information about last
successful/unsuccessful login as well as password expiration date.
C. Global navigation links: Links that allow users to quickly navigate through
the OCEAN system. These links are located globally throughout OCEAN.
There are also default links displayed at the bottom of this page.
Home: Returns user to the Home page from any OCEAN screen.
Feedback: Launches email to the OCEAN helpdesk.
Logout: Log the user out of OCEAN.
Help: Launches on-line Help Guide.
Top: Takes user to the top of the screen.
Screen Print: Prints the current screen.
Report Problem: Notifies OCEAN Help Desk of issues.
C
A
B
Figure 2.2.1
Page 6 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
3. CAA Interface
This section of the User Guide will walk through functions used by the Community Action
Agencies around applicants and enrollments for the PIPP Plus program.
3.1. PIPP Plus Drop Down Menu
The new PIPP Plus drop down menu is a new menu option that has been added to the
OCEAN menu bar. The new option has been added to the existing program drop down
and has several existing options available. The new PIPP Plus options are the Client
Manual Matching screen and Rejected Records screen.
The following steps will allow users with the correct security clearance to utilize the new
menu options:
Step 1) Login to OCEAN.
Step 2) Click on the Program drop down displayed in figure 3.1.1.
Step 2
Figure 3.1.1
Step 3) Select the PIPP Plus program. The two available selections for client
matching and viewing the rejected records are displayed as shown in figure 3.1.2.
Step 3
Figure 3.1.2
3.2. Rejected Record Review
For any application entered into OCEAN and requires a utility confirmation, there is the
possibility of the associated utility companies rejecting the record during the file transfer.
For such cases, there is a new rejected records screen that is used to review each case.
The following steps will walk the users with proper security through the functionality of
the Rejected Records screen.
Page 7 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 1) Login to OCEAN.
Step 2) Select the Program menu drop down / PIPP Plus / Client Matching, as
shown in figure 3.2.1.
Step 2
Figure 3.2.1
Step 3) Select the utility from the Utility drop down field. Only utilities with
rejected records will be included in the dropdown list (figure 3.2.2).
Step 3
Figure 3.2.2
Step 4) Specify a date range. This will limit the number of records shown by the
dates they were received (figure 3.2.3).
Step 4
Figure 3.2.3
Step 5) Select the utility and date range. The user clicks on the search button as
shown in figure 3.2.4.
Step 5
Figure 3.2.4
Page 8 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Security and user permissions will allow for users to only view their organization
data. The results will be displayed, as shown in figure 3.2.5.
12345678 Little Pippers
Figure 3.2.5
3.2.1. Filtering Results
This rejected records list can be large. The user may use the two filters to reduce the
results by the record type and the rejected reason. Either filter can be utilized
together or separately, depending on the desired results.
The following steps will show a user how to filter records by both record type and
reject reason:
Step 1) The user selects PIPP record in the Record Type drop down, as shown in
figure 3.2.6.
Step 1
Figure 3.2.6
Step 2) The user selects one of the PIPP utility company rejected reasons in the
Rejected Reason drop down (figure 3.2.7).
Step 2
Figure 3.2.7
Page 9 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 3) Once the filter has been selected, the user must click on the search button
to repopulate the results grid. The results are shown below in figure 3.2.8.
12345678 Little Pippers
Figure 3.2.8
3.2.2. Open the Associated Application
All of the rejected records from the utility companies that appear in the grid are
associated with an energy source from a PIPP Plus application. This application can be
opened from the rejected records screen in a second popup window.
The following steps will show a user how to launch the associated application:
Step 1) The user must select a record they are interested in and select the Open
Application link on the appropriate row (figure 3.2.9).
Step 112345678 Little Pippers
Figure 3.2.9
Step 2) The application will now be launched in a new screen and will default to the
application details page. This screen is shown in figure 3.2.10.
Page 10 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
New Window
0000000001
Figure 3.2.10
3.2.3. Saving Comments and Marking as Reviewed
Since this screen will be used for reviewing rejected records, comments can be
associated with each record. Once the record has been reviewed and the appropriate
actions have been taken, the user can mark the record as reviewed and it will be
removed from the search grid.
The following steps will show a user how to enter comments and mark a record as
reviewed:
Step 1) Select a record to enter comments by clicking on the comments link
shown in figure 3.2.11.
Step 112345678 Little Pippers
Figure 3.2.11
Step 2) The Comments popup appears with the standard comments text. The
user should then enter comments and click the Save button (figure 3.2.12).
Page 11 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
User should enter there comment here.
Figure 3.2.12
All comments are associated with the PIPP application and will show in the Comments
link on the rejected records.
Step 3) To mark the record as reviewed, the user selects the record and clicks on
the reviewed checkbox, as shown in figure 3.2.13.
Step 312345678
Figure 3.2.13
Step 4) Once the checkbox is marked, the record will be removed from the
rejected records results grid. To display all the reviewed records, the user should
select the Show Reviewed link in the upper right corner of the grid. This is shown
in figure 3.2.14.
Step 412345678
Figure 3.2.14
The reviewed records will now appear in the results grid along with the rejected
records.
Page 12 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
12345678 Little Pippers
Figure 3.2.15
3.3. Utility Details
For the new PIPP Plus program, one of the benefits is the increased amount of utility
information that is communicated by the participating utility companies. On a monthly
basis in the CIR file, utilities will supply information about a client’s payment and utility
usage. This information is displayed within OCEAN utilizing the Utility Details page.
The following steps will show a user how to utilize the new functionality:
3.3.1. Utility Details Link
This link launches the Utility Details screen.
Step 1) Search for a Client within OCEAN.
Step 2) On the left navigation bar, click the new Utility Details link. Figure 3.3.1
shows how to launch the new window.
Step 2
Figure 3.3.1
Step 3) The Utility Details page is displayed. To navigate this screen, the left
navigation bar (A) is used. To exit the screen, select the Close button (B). These
items are shown in figure 3.3.2.
Page 13 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
A
B
Figure 3.3.2
3.3.2. Payment Detail History
For a client’s payment details, there are four links that can be utilized depending on the
number of energy sources associated to the client (figure 3.3.3).
A. Current Electric Payment Details – This section will display the most
current payment information for a client.
B. Historical Electric Payment Details – This section displays all payment
information for a client received starting 11/1/2010.
C. Current Gas Payment Details – This section will display the most current
payment information for a client.
D. Historical Gas Payment Details – This section displays all payment
information for a client received starting 11/1/2010.
A
B
C
D
Figure 3.3.3
The following steps detail how a user can access the utility payment details for a client
(electric and gas). There are two links for the different utility providers.
Step 1) The user retrieves the client details page and selects the Utility Details link
in the left navigation bar.
Step 2) The default information displayed will be the current billing information for
the electric company. The user can select the utility current payments by selecting
the Current links, as shown in figure 3.3.4.
Page 14 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 2
Figure 3.3.4
Step 3) To access historical payment information, the user should select the
Historical link shown in figure 3.3.5.
Step 3
Figure 3.3.5
Step 4) The historical screen will display all related utilities and allows the user to
open one month or multiple months at one time to see the related details. To view
the information for a month, the user must click on the carrot located to the left of
any row, as shown in figure 3.3.6.
Step 4
Figure 3.3.6
Step 5) For the example in figure 3.3.7, both months are expanded.
Page 15 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Figure 3.3.7
3.3.3. Usage Detail History
For a client’s usage details, there are four links that can be utilized depending on the
number of energy sources associated to the client (figure 3.3.8).
A. Current Electric Usage Details – This section will display the most current usage
information for a client.
B. Historical Electric Usage Details – This section displays all usage information for a
client received starting 11/1/2010.
C. Current Gas Usage Details – This section will display the most current usage
information for a client.
D. Historical Gas Usage Details – This section displays all usage information for a
client received starting 11/1/2010.
A
B
C
D
Figure 3.3.8
The following steps detail how a user can access the electric usage details for a client, the
same steps will be used for the gas related information the only difference is to use the
links dedicated to gas information.
Step 1) The user retrieves the client details page and selects the Utility Details link
in the left navigation bar.
Page 16 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 2) To access the current electric usage information, the user clicks on the
Current link shown in figure 3.3.9.
Step 2
Figure 3.3.9
Step 3) To access historical information, the user should select the Historical link
shown in figure 3.3.10.
Step 3
Figure 3.3.10
Step 4) This historical screen will display all related utilities and allows the user to
open one month or multiple months at one time to see the related details. To
view the information for a month, the user must click on the carrot located to the
left of any row, as shown in figure 3.3.11.
Step 4
Figure 3.3.11
Step 5) For the example in figure 3.3.12, both months are expanded.
Page 17 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Figure 3.3.12
3.4. Heat Type Entry
One of the PIPP Plus changes is the main energy source (heat type) is now associated
with an address instead of solely to an application or client. This changes the application
entry process and defines this heating source when a user enters a service or
service/mailing address.
For new addresses entered, the users will enter the heat type. For existing addresses, the
heat type will be pre-defined based on previous utility bills associated to the address. If
this value is incorrect, the users should contact the OCEAN Help Desk. The following
steps will show how to enter the heat type for the address:
Step 1) The user searches for a client. If the client is new, they should go through
the standard new client setup steps.
Step 2) On the client details screen, go to the address grid. Select the client’s
current mailing/service or service address. If there is not a pre-existing address, an
address should be added by clicking the Add Address(es) button (figure 3.4.1).
Step 2
123 Main St. Columbus Ohio 12345 Franklin
Figure 3.4.1
Step 3) The standard address entry window is displayed in figure 3.4.2. On the
bottom of the entry fields, the user selects the heating type in the Heat Type drop
down field.
Page 18 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 3
123 Main St.
Columbus
12345
Franklin
Figure 3.4.2
3.5. Heat Type Popup
Since the heat type is now defined for an address within OCEAN, the user may notice
that the application main energy source type does not match the heat type defined for
that address.
Once the user has accessed the energy source screen, they can either confirm or enter a
new energy source. If the user tries to changes the main energy source to a value that is
not what is defined in OCEAN, or tries to confirm and save an energy source that is not
in agreement with OCEAN, they will receive a popup warning message to contact the
OCEAN Help Desk.
In figure 3.5.1, the user has created a new energy source or is trying to confirm an energy
source. For this address, OCEAN has listed the heat type assigned as natural gas. The
user tries to define it as electric.
Pippers, Little 12345678
Figure 3.5.1
A warning message does not allow the user to change the heat type, as shown in figure
3.5.2. If there is documentation to support the heat type selection, the user should
contact the OCEAN Help Desk and they can research the issue.
Page 19 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
123 Main St, Columbus, OH
Figure 3.5.2
3.6. Graduate PIPP Plus
The Graduate PIPP Plus program is available for all clients that are currently on the PIPP
program or have been on PIPP within in the last 12 months, and are in good standing with
the program. If the users are over income for PIPP Plus, they have the option to enroll in
the Graduate PIPP Plus program. Or, if a client is currently on PIPP/PIPP Plus and wishes
to graduate from PIPP, the user should choose the Graduate PIPP Plus program.
They can apply by selecting the Graduate PIPP Plus application type on the energy source
screen. OCEAN will enroll them during the official determination process. The following
steps show how to select a Graduate PIPP Plus application in figure 3.6.1:
Step 1) When the user reaches the energy source screen, the Type dropdown in
the PIPP details section now has a Graduate PIPP Plus value available.
Step1
1212121212
2323232323
3434343434
Figure 3.6.1
Page 20 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Once Graduate PIPP Plus is selected, there will be secondary drop down box that appears
to the right that allows the user to select the Graduate PIPP Plus payment plan. There are
three available payment plans depending on the associated energy source.
1. Transition Payment Plan: The average of the client’s current PIPP Plus installment
amount and there average bill amount for the last year.
2. Budget Billing Payment Plan: The average of the client’s bill over the last year.
3. Current Bill Payment Plan: The actual bill for the client.
The following grid shows what plans are available for an energy source:
Payment Plan Availability by provider
Transition Payment Budget Billing Current Bill
Gas Providers Available Not Available Not Available
Electric Providers Available Available Available
Duke Energy Available Not Available Not Available
To select the payment plan type the user selects the appropriate value from the
dropdown list (figure 3.6.2). After the selection has been made, the application
processing continues as normal.
Step 2
1212121212
2323232323
3434343434
121212121212
Figure 3.6.2
3.6.1. Graduate PIPP Plus Popup
If a PIPP application is entered for the Graduate PIPP Plus program and the client does
not have any record of being on PIPP Plus before, OCEAN will advise the user of this
issue. The user will see the following warning popup when they try to save the energy
source, as shown in figure 3.6.3.
Page 21 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Figure 3.6.3
If the user selects the Override button, the application will be sent to the utility for
confirmation. If the OK button is selected, the user will be taken back to the Energy
Source screen to update the program information.
3.7. Minimum Payment Waiver
For any client that does not declare any income and are eligible for PIPP Plus, they are
able to waive their minimum payment amount for up to 6 months. This waiver can only
occur once every five years. OCEAN tracks the client’s eligibility and will advise the user
of the availability after the real time determination is run.
The availability of this waiver is tied to the type of energy source provider the following
grid details the availability.
Minimum Payment Waiver Availability by Provider
Gas Providers Not Available
Electric Providers Available
Duke Energy Available for both gas and electric
The follow advisory message will be seen once real time determination is run for minimum
payment waiver eligible individual (figure 3.7.1):
A. If the user selects the Exercise Waiver button, the minimum payment waiver
will be authorized.
B. If the user selects the Decline Wavier button, the minimum payment waiver
will not be used.
Page 22 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
A B
Figure 3.7.1
3.7.1. OCS Minimum Waiver Payment Limitation
Only CAAs should define the authorization for the minimum payment waiver. For an
OCS intake worker, any application that is eligible for the minimum payment waiver
will not be able to go through determination. There will be a validation error and a
letter will be sent to the client instructing them to go to a HEAP provider to finish the
application process. The warning is shown in figure 3.7.2.
Figure 3.7.2
Page 23 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
4. Reports
This chapter will define the reports related to the PIPP Plus Program and ran from the OCEAN
Report Launcher.
4.1. Report Launcher
The Report Launcher allows users to access PIPP Plus reports, view letters that have
been sent to the queue, and view a history of reports that have been run. The following
steps detail how to access the Report Launcher in OCEAN.
Step 1) Login to OCEAN.
Step 2) Select the Utility Manager drop down / Reporting / Report Launcher, as
shown in figure 4.1.1.
Figure 4.1.1
4.1.1. Report Tab
The following steps detail how to access the reports in OCEAN.
Step 1) After accessing the report launcher, verify the Reports Tab is highlighted
and click the carrot, “>”, located to the left of the PIPP Reports label to see a list
of all the PIPP reports, as shown in figure 4.1.2.
Reports Tab
Figure 4.1.2
Page 24 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
Step 2) Double click a report in the list to display the report parameters screen to
the right, as shown in figure 4.1.3.
Figure 4.1.3
Step 3) Define the report parameters and click the View Report button. The
report displays in a separate screen, as shown in figure 4.1.4.
Figure 4.1.4
Page 25 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
4.1.2. Queue Tab
The queue tab of the report launcher displays a list of letters that have been requested
through a batch process to be printed. The queue tab displays the date of the request,
the type of letter to be printed, and the count of total letters. The following steps
detail how to print letters from the queue tab in OCEAN.
Step 1) After accessing the report launcher, verify the Queue Tab is highlighted.
Specify a number of letters to be printed in the # Print field and click the Print
button, as shown in figure 4.1.5.
Queue Tab
Figure 4.1.5
4.1.3. History Tab
The history tab of the report launcher displays a history of reports that have been run.
The date and time the report was run, the name of the report, and the user who ran the
report are displays, as shown in figure 4.1.6.
Little Pippers
Little Pippers
History Tab
Figure 4.1.6
Page 26 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
4.2. Available PIPP Reports – Report Launcher
The following PIPP Plus program reports are available from the Report Launcher.
4.2.1. 301/302 Variance Report
Report that details any variances between the data received in the CIR file and
the 301/302 reports imported from the utilities. These variances will be
configurable.
4.2.2. 303 Report
Report used in conjunction with 301/302 processing for internal OCS processing.
The user has the ability to select the company in which they want to see data for.
4.2.3. Average Bill Amount
Report that details a clients PIPP Plus Installment payment compared to what
their current average bill amount.
4.2.4. Batch Job Report
Report that details all of the batch processes that have been run.
4.2.5. Data Exception Report
Report that enables the user to choose between CIR and daily files that caused
error during processing.
4.2.6. Data Variance Report
Report that details all information that is different between utility files and
OCEAN database. For example if there is a discrepancy between a client's
address and SSN.
4.2.7. Graduate/Post PIPP Plus Report
Report that details all clients that have been reported as Graduate/Post PIPP Plus
clients for more than one year.
4.2.8. Installment Balance Report
Report that details a customer’s missed PIPP Plus installments and aggregates the
total money owed to the PIPP Plus program.
4.2.9. Installment Surplus Report
Report that details all clients that have a PIPP Installment greater than their
monthly utility bill.
4.2.10. Negative Account Balance Report
Report that details all clients who have a negative account balance and are owed
money by a utility.
Page 27 of 27
OCEAN II – PIPP Plus User Guide: CAA and OCS 10/21/2010
4.2.11. Outstanding Confirmation Report
Report that details all outstanding confirmations more than X (configurable time)
number of days old, broken down by utility. This report will have a configurable
time value for confirmations that are deemed outstanding.
4.2.12. Payment Amount Exception Report
Report that details all accounts with variances in PIPP payment amounts reported
by the utilities and what is currently listed in OCEAN.
4.2.13. Re-Verification Date Change Report
Report that details all records that has a variance of X (configurable number)
number of days between the re-verification date listed in OCEAN and the one
received in the monthly CIR file. The date difference will be configurable.
4.2.14. Rejected Confirmation Report
Report that details all rejected confirmations broken down by reject code, CAA,
and OCEAN User that entered the information.
4.2.15. Pending Confirmation Report
Report that details records that are pending for a configurable number of days.
4.2.16. PIPP Drop Stop Report
Report that details all PIPP Plus drops that were stopped, when and by whom.
4.2.17. PIPP Plus Drop Report
Report that lists customers that were dropped within a configurable timeframe.
4.2.18. Real Time Determination Run Report
Report that list any application that had X number of real time determination
runs.
4.2.19. Rejected Record Report
Report that details all records that were rejected. This report will allow user to
sort by rejection reason, record type, and organization.
4.2.20. Re-verification Load Report
Report that displays all customers whose re-verification date is approaching
grouped by CAA. This will allow a CAA to forecast the number of clients that
will be coming in to their office to re-verify.
4.2.21. Unmatched Customers Report
Report that details any customers a utility sends that are not found as being in
the PIPP program.
4.2.22. Zero Arrearage Report
Report that details all customers who have had their arrearage amount set to
zero.