Welcome to CSAW Authorization Management

1. Welcome to CSAWAuthorization Management April 2008

2. Where can I find data in Child Care? Attendance Entry CCPI (Workers & Providers) Issuance CARES (Workers) CCPI (Workers & Providers) CSAW CCPC Authorization CSAW (Enter & View-Workers) CCPI(View Only-Workers & Providers) CARES / CCPS CCPI Provider CSAW - All Providers (Workers) CCPC - Certified Providers (Certifiers) CCPI - All Providers (Workers & Providers) Provider Adjustments CCPS - (Workers)

3. Authorization Navigation ~ Menu New Authorization: When selected, takes user to List Recent Authorizations page. User can select a provider from this page in order to enter a new authorization. Similar to CCAC. Search by Case: When selected, takes user to List of Authorizations by Case page. Users can view or modify existing authorizations for a case. Similar to CCAH and CCAF. Search by Provider: When selected, takes user to List of Authorizations for a Location. Users can view or modify existing authorizations for a case. Similar to CCAF School Bank Hours: When selected, takes user to Search page. User can search on case or individual to identify as school age. Similar to CCBH.

4. CSAW Navigation ~ Icons • Modify - Click on the pencil icon to go to the modify page. • Delete - Click on the trashcan icon to go to the delete page. • History - Click on the scroll icon to go to the history page. • Reference Table Viewer - Click on the list icon to see the description of the values on a dropdown list.

5. CSAW Navigation ~ Icons • Calendar - This icon appears next to date fields. • Click the icon to bring up the calendar. Select the desired date, or use the arrows to navigate to the desired month and year. • Right-click in the date box to bring up a list of shortcut keys that can be selected to simplify entering the date. • Or enter the shortcut key directly in the date box. For example, entering the letter ‘t’ in the date box automatically fills in today’s date. • Or simply enter the desired date in mm/dd/yyyy format in the date box.

6. CSAW Navigation ~ Buttons • Help - Click on this button to go to the detailed help screen for the page you are on. • Logout - Click on this button to logout of CSAW. • Action Buttons - appear on pages where the user has access to perform the action listed.

7. Click here for detailed user help. Authorized users can go to the Provider Management screens, CCPI or CCPC from any page within Authorization Management by using these links. From the home page select from options to work with either a new or existing authorization, or with the school bank hours. CSAW Authorization Management Home Page

8. Select the search method, and enter any one or a combination of fields in this section as search criteria. New Authorization/Search by Case If an exact match is made, the List of Recent Authorizations page is displayed. If any possible matches are found, this screen will be re-displayed with a Search Results section listing all of the possible matches. If no matches are found, this page is re-displayed with a message to that effect.

9. List of Recent Authorizations Click on New Authorization to create an authorization for a provider listed on the page. Click on the link in each textbox on this slide to view the specific page details. Then click on the arrow button to return back to this slide. Click here to see the Modify Authorization page. Click here to see the Confirmation page. Click on Authorize to a New Provider Location to create a new authorization with a different provider. This will take you into CSAW Provider Management to search for a provider.

10. Use the browser button to close this window. The reference table viewer window shows the description of each option listed. It also gives the opportunity to select one of these choices right from this window. The selected item will then display in the copay type field. Select the copayment type from the dropdown list. To see a description of the selections on the dropdown list, click on the reference table viewer icon next to the field. This will open up a new window. Enter the Begin Date (Sunday), End Date (Saturday), Hours(per week), Amount, Related, and Special Needs information as needed before clicking on the Add button. You must press Add to save the entered authorization details. Click on the School Age Indicator to go to the School Year selection screens. New Authorizations Select the Authorization Type from the list. (A = Attendance, E = Enrollment) Then select the Rate Type (Regular, Before & After, or Certified). Select Regular for a licensed provider, and use the full time rate. Select Before & After for a Licensed Provider to use the Before & After rate. Select Certified for a certified provider. See Ops Memo #04-46 for more on Rate Types.

11. The dropdown list will display three school years: previous, current, and future. The current school year is the year in which the school year ends. For example, the 2004-2005 school year is 2005. Select School Year This page will display when the School Age Indicator link (displayed to the right of the child’s name) is selected.

12. Check this box to identify the child as being school aged. Be sure to click on the Add button to indicate the child as school age. Identify School Age Children

13. The Begin Date is defaulted to the current date. The authorization end date must be equal to, or greater than, the “Begin Date” in order to be displayed. This screen is accessed when the Search by Case link on the menu is selected. An End Date can be entered in order to display authorizations where the auth period falls between the Begin/End Date selected. Select this field and deleted authorizations will also be displayed. When the link on the child’s name is selected, the “List of Authorizations for the Child for the Case” page will display. The rates for the authorization period are displayed on that page. Select the Search button and the authorizations will display for the time period selected. This section is similar to using dates in the parms on CCAH. List of Authorizations by Case

14. When the Rate link is selected, the rate calculation pages display. There is a rate calculation page for retro and zero hour auths (similar to CCQZ) and current/future auths (similar to CCQR). Select the history icon to view the authorization history screen. The authorizations that display will have an auth period that falls between the Begin and End dates on the “List Authorizations by Case” page. List of Authorizations for a Child by Case

15. Rate Calculations for current/future authorizations display the copay for the case in the Case Details box. Provider Rate Calculation Details Rate calculations for retro or zero hour auths display the copay for the child in the Rate Calculation Details box.

16. Enter an ‘As of Date’ to see a list of Rates and Ages Served where the Begin Date is prior or equal to the date entered. Provider Rates and Ages Served • Rates and Ages Served information is entered for each Licensed Category of a provider location for the different age groups and effective periods. • Two types of Provider Rates collected and entered: • Regular Rates - This is the rate that is currently collected. It is the fulltime rate. For a provider to have a Regular or Zero Hour authorization, the regular rate must be entered for that provider location. A Regular rate must exist in order for school closed attendance hours to be paid. • Before and After School Rates - This is a weekly rate. For a provider to have a Before and After School authorization, there must be a Before and After School Rate for that provider location. Rates for the current school year must be entered by December 31, 2004.