Interfaces to ACES

Brief Description

In response to SACWIS requirements to create more seamless interfaces between separate data-systems within the Agency, CA/OIS is proposing to provide search capability of ACES from within CAMIS GUI.

DSHS Staff supporting ACES have recently implemented a copy of their live ACES database, which they call the Operational Data Store, or ODS. CAMIS users will be the first of many customers to use the ODS. The ODS resides in a relational database known as DB/2, on an IBM mainframe in downtown Olympia.

To return to the top, press the Home key on your keyboard.

1. Click Search, select ACES.

2. You will be able to Search By Name, Search By SSN or Search by ACES Client ID.

The ACES/ODS Browser allows you to search for ACES Clients by Name, by entering a First Name and a Last Name. Simply enter a partial or full name and press the Search button to browse a list of ACES Clients that match the name entered.

When asking for information from ACES, in many case you will be looking for the most current information about a particular ACES client. However, their data is rich with historical changes. You may ask for either the Most Current Records or for records related to a specific Benefit Month.

1. Which Records, click either Most Recent Record(s) or For a Benefit Month.

a. If you click For a Benefit Month, type the Benefit Month/Benefit Year.

2. You must have at least two characters in the Last Name field and at least one character in the First Name field, preferrable the entire Last Name.

Record Limit: Two ACES tables are searched, an ACES Client Table and an Alias Name Table. To maintain performance we limit the number of Clients returned from a name search to 1000 records from each table.

a. If you have entered just the first letter of First Name and first two letters of the Last Name, and the search results exceed 1000 records, you will see this error message displayed.

b. Enter the full Last Name, if possible.

3. Click Search.

The ACES Browser allows you to search for ACES Clients by Social Security Number.

When asking for information from ACES, in many case you will be looking for the most current information about a particular ACES client. However, their data is rich with historical changes. You may ask for either the Most Current Records or for records related to a specific Benefit Month.

1. Which Records, click either Most Recent Record(s) or For a Benefit Month.

a. If you click For a Benefit Month, type the Benefit Month/Benefit Year.

2. Type the SSN, do not use ( - ) dashes.  Just type the numbers without any extra characters.

The ACES Browser allows you to search for ACES Clients by ACES ID.

1. Which Records, click either Most Recent Record(s) or For a Benefit Month.

a. If you click For a Benefit Month, type the Benefit Month/Benefit Year.

2. Type the ACES ID number.

3. Click Search.

When ACES Clients are found that match the name entered, a list of ACES IDs, with the associated First Name and Last Name are presented for review.

Selecting an ACES ID from the list : To select a particular ACES ID, move the row selector (indicated by shading of that ACES ID/Name) to the name of interest by either clicking with your mouse, or pressing down-arrow/up-arrow to move from name to name.

1. The Search Results tab will be displayed with any information matching your criteria.  Click on the correct ACES ID, Last Name or First Name to select.

Reviewing other ACES information : Once a search has been successful, four new tabs will appear next to the Search Results tab. To review ACES information simply click on the appropriate tab after selecting an ACES ID. These are a Demographics tab, an Income tab, a SSA/SSI tab and an Assistance Units tab.

2. Click the Demographics tab. The Demographics tab displays, below the ACES Client being searched, five tabs displaying various demographical information.

Demographic Info subtab will display Client’s gender, ethnicity, race, date-of-birth/death, citizenship, birth status, birth location, emancipation indicator, and pregnancy due date.

Aliases subtab will display any Alias name(s) that this ACES Client might go by.

Disability subtab will display any information recorded in ACES about a Disability of this ACES Client.

SSNs subtab will display all Social Security Numbers recorded in ACES that this ACES Client has used.

Dependent Care subtab will display any information about Dependent Care providers that has been stored in ACES.

3. Click the Income tab.

The purpose of the Income Tab is to allow the CAMIS GUI user to browse both Earned and Unearned Income information stored in ACES. Income tab will only display Employers where the client had income for the Benefit Month.  Two sub-tabs are displayed on the Expense/Income tab, Employers tab and an Unearned Income tab.

Employers subtab

Earned income is earned from one or several employers. Each employer is displayed on this screen, below each employer is a detailing of Earned Income.

Unearned Income subtab

Unearned Income tab is unearned income for review.

4. Click the SSA/SSI tab.

The Bendex and SDX Recipient Unearned Income data are available for review within the ACES/ODS Browser.

Bendex (SSA) subtab.

SDX (SSI) subtab.

5. Click the Assistance Units tab.

ACES Clients are grouped into Assistance Units, for the purposes of assessing eligibility and paying benefits. The Assistance Units tab allows you to explore Assistance Unit information associated with an ACES Client, on three sub-tabs.

AU for Clients subtab

This displays a list of all Assistance Units that the ACES Client has participated in. To review information about a particular Assistance Unit, treat this list of AU Numbers as a Search Results screen, by selecting the particular Assistance Unit of interest. Once selected, you may review both CSO/Worker information for the AU and also view a list of all Clients recorded in that AU.

AU Address subtab displays the ACES client address.

CSO/Workers for AU subtab displays the name and phone number of the DSHS Worker assigned to the Assistance Unit.

AU Client List subtab displays a list of all ACES Clients that have been assigned to the AU (Assistance Unit).

If you right click while pointing at a particular object, the following are right click options:

• Show Client in new Window will open up a new copy of the Browser while pointing at a particular ACES Client ID. This is when reviewing the other clients in an assistance unit; you won’t have to close the Client you are looking at – instead, just right click and open up a new ACES/ODS Browser window.
• View Vertically will take an grid, or table of data that you are pointing at, and display it vertically, so that it displays more like information written on a card.
• Export to Excel allows you to easily export data that you are looking at to Excel. You may then re-format the information and even print from Excel if needed.

The only print function available is to Screen Print. Click the Print button to print what information is currently being displayed.

Note: If you column sizes are long, the screen print will show exactly what is displayed on your screen. Screen Prints do not capture the information that is displayed when you scroll.