TO: County Directors of Social Services
ATTENTION: DSS Child Welfare Services Program Administrators
DSS Child Welfare Services Supervisors
DSS Work First Program Administrators
DSS Work First Program Supervisors
DSS Adult/Family Services Program Administrators
DSS Adult/Family Services Program Supervisors
DSS Data Entry Supervisors and Operators
SUBJECT: Newly Created Menu Screen in the Services Information System (SIS)
Newly created Options on the ‘Worker Identification System Main Menu’
Available June 1st, 2007
DATE: May 23, 2007
I. GENERAL INFORMATION
In order to comply with the requirements of the Identity Theft Protection Act (S.L. 2005-414) a new menu screen called the ‘Worker Identification System Main Menu’ has been created for the Services Information System (SIS). This menu screen will now allow you to select from the following five Options:
Option 1 - ‘5027 INQUIRY BY WORKER ID NUMBER’ - allows you to perform a Worker Inquiry by keying a valid Worker ID number.
Option 2 – ‘WORKER NAME INQUIRY’ - allows you to inquire on a worker in your county by keying their Last Name (First Name, First Initial and/or Middle Initial optional).
Option 3 – ‘WORKER ID ADD’ - allows you to add a new worker. You will be required to key your 2-digit county number, Worker’s Last Name, Full First Name, Middle Initial (optional) and the last 4-digits of his/her Social Security Number, employee number or other county-assigned number.
Option 4 – ‘WORKER ID UPDATE’ - allows you to make changes to ‘Worker Status, Last Name, First Name, Middle Initial and Last 4-Digits. Note: Changing the ‘Last 4-Digits’ on this screen does not change the ‘Worker ID Number’, but is for informational purposes only (see explanation below.)
Option 5 - ‘SIS SYSTEM MENU’ - returns you to the ‘Services Information System (SIS) Main Menu.
II. NEW SCREENS
The Services Information System (SIS) now includes a new Menu Screen called the ‘Worker Identification System Main Menu’. This Menu no longer requires the Worker Name to be keyed on the DSS-5027, DSS-5104 or DSS-5094/5095. These forms will pull the Worker Name (LN, FI, MI) from a master ‘Worker Table’, based on the Worker ID Number keyed on the form. If an invalid worker number is keyed, an error message displays.
To access these options, follow the instructions below:
A. From the North Carolina Department of Health and Human Services Master Menu:
Log into CICSNC16 as you normally would.
On the Blank Screen, key ‘SY05’. Press Enter. The SIS Main Menu Screen appears.
Choose Option 7 – ‘Worker ID Menu’. Press Enter.
The Worker Identification System Main Menu appears.
OR on the Blank Screen, key ‘SY15’. Press Enter.
The Worker Identification System Main Menu appears.
B. 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.
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.
C. 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).
Note: If you do not know the exact worker last name, you can key the first 3-alpha character of the workers last name followed by an asterisk (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.
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..
E. To perform a ‘WORKER ID ADD’, choose Option 3. Press Enter.
The following screen appears. It will require you to key your 2-digit county number, Worker’s Last Name, Full First Name, Middle Initial (if required) and the last 4-digits of his/her Social Security Number. Press enter.
Note: After you press enter and the worker information entered was added successfully, the worker information you keyed will be removed from this screen and you will receive this message ‘WORKER ID 9XXXXXXXX ADDED SUCCESSFULLY’. At this point, if you need to add another worker, you can. (Be sure to note the newly-assigned Worker ID or do a Screen Print with the system-assigned Worker ID so that you don’t forget it. If you do not, you can always perform a Name Search to retrieve the new Worker ID.)
F. To perform a ‘WORKER ID UPDATE’, choose Option 4 and key a valid Worker ID Number. Press Enter.
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 purposes 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.
1. 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.
2. 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.
3. 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 screen will be reflected on DSS-5027s and other system forms with this Worker ID when updates are made to the form(s).
4. 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.
5. 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 will display the last four digits of the number used to create the Worker ID. There would normally be no need to edit this number, however a county may want to use this field to store the last four digits of (a) the workers SSN, if different from the number used to assign the Worker ID; (b) the worker’s county-assigned employee number, if different from the number used to assign the Worker ID; or (c) a previously assigned Worker ID, made INACTIVE, before assigning a new Worker ID (see NOTE.)
NOTE: If it is necessary to change the Worker ID for an individual, you must first make the current ACTIVE Worker ID INACTIVE by choosing ‘Option 4 - Worker ID Update’ and changing the 'STATUS' to 'I'. Then select ‘Option 3- Worker ID Add’ and follow the instructions above to add a new Worker ID Number. Be advised that INACTIVE Worker ID Numbers will not be valid on any DSS-5027 or other system forms. If it is necessary to update any form that has an INACTIVE Worker ID, you will be prompted to provide a new, valid Worker ID. Counties should refrain from changing/reassigning Worker ID Numbers unless absolutely necessary.
A comprehensive listing of the Worker ID Numbers generated for each worker during the mass update in SIS on the night of May 31, 2007 will be available in NCXPTR on June 1, 2007. Workers should be instructed to start using their new Worker ID on day sheets (DSS-4263) for Service Dates June 1, 2007 and thereafter.
Instructions on how to update invalid Case Manager SSNs/IDs prior to the May 31, 2007 mass update are described in PM-REM-AL-01-07 and instructions to correct Case Managers Names are described in PM-REM-AL-0207. PM-REM-AL-0307 was issued to provide instructions on how to correct situations where workers have multiple SSNs/IDs in SIS. The steps described for data clean-up in these three Administrative Letters must be completed before the mass update on the night of May 31, 2007 so that unique Worker IDs will be assigned to workers in SIS and Central Registry. Please make every effort to complete the actions requested in these Administrative Letters if you have not done so already. Failure to successfully complete these actions will result in either no Worker ID, or more than one Worker ID, being assigned to some workers during the mass update.
If you have any questions, please contact the Information Systems Support staff of the Performance Management/Reporting and Evaluation Management Section at (919) 733-8938.
Hank Bowers, Chief
Performance Management/Reporting & Evaluation Management Section
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.