CBO Account Community Partner Supervisor Activities

1. CBO AccountCommunity PartnerSupervisor Activities

2. Supervisor Activities • Users with Supervisor access have the ability to: • Add a user • Modify/Inactivate a user • Transfer unfinished applications • Check the status of requested updates • Search for a DSHS/HCA Client

3. Add a User • To add a new user for your organization, take the following steps: • Select the Add User link on the Summary page. • In the Request Type field, select Add User or Add Supervisor. • Enter the SAW ID of the person to add in the User Id field. • Click the Search button. • If the person is not found or has not created a SAW ID yet, an error message appears.

4. Add a User (Con’t) • Enter the person’s telephone number. • Click the Add Another button if another user is needed. Otherwise click the Save button.

5. Add a User (Con’t) • Add any desired comments in the Comments field. • This is not a required field. • Click the Submit Request button. • The request is then sent to the Washington Connection Support team to complete. • The user or supervisor is not added to your organization until you have received an email confirmation.

6. Modify/Inactivate a User • To modify or inactivate a user, take the following steps: • Select the Modify/Inactivate link on the Summary page. • A list of all users assigned to your organization displays. • Click the Modify button for the desired user.

7. Modify/Inactivate a User (Con’t) • If the selected user is a supervisor, you can: • Transfer their workers to a new supervisor. • Select a new supervisor to transfer workers to. • All workers are assigned to the new supervisor. • Modify supervisor to a worker. • Because this user becomes a basic worker, you must assign a supervisor for this worker. • Inactivate supervisor from the organization. • If the supervisor has any workers assigned to them, the workers must first be transferred to a new supervisor. • Modify details. • Currently the only detail that can be changed is the phone number. • Note: If a user needs to change their name or email address they would do that on their own account by selecting the My Profile button on the My Account tab.

8. Modify/Inactivate a User (Con’t) • If the selected user is a worker, you can: • Modify worker to a supervisor. • Inactivate worker from the organization. • Modify details. • Currently the only detail that can be changed is the phone number. If a user needs to change their name or email address they would do that on their own account by selecting the My Profile link in the upper right hand corner of the web browser.

9. Modify/Inactivate a User (Con’t) • Once the desired update is entered, click the Save button. • The request is then sent to the Washington Connection Support team to complete. • The user or supervisor is not added to your organization until you have received an email confirmation.

10. Modify/Inactivate a User (Con’t) • Why can I complete actions for some supervisors and not others? • Some options, such as inactivating a supervisor require that another supervisor be assigned to the organization. This is because each organization has to have at least one supervisor associated with it. • For the same reason, you can’t change a supervisor to a basic worker if they are the only supervisor assigned to the organization.

11. Transfer Unfinished Applications • To transfer unfinished forms from one worker to another worker, take the following steps: • Select the Transfer Unfinished Applications link on the Summary page. • Select the desired user from the From User drop-down list. • Select Yes if you want to assign all forms to a single worker or No to assign forms to multiple users.

12. Transfer Unfinished Applications (Con’t) • If assigning to one user, select the desired user from the To User drop-down list. • If assigning to multiple users select the desired user from the To User drop down list for each individual Tracking ID

13. Transfer Unfinished Applications (Con’t) • Add any desired comments in the Comments field. • This is not a required field. • Click the Transfer button. • The request is then sent to the Washington Connection Support team to complete. • The transfer is not complete until you have received an email confirmation.

14. Check Request Status • To check the status of requests that have been submitted, take the following steps: • Select the Check Request Status link on the Summary page. • Select the desired criteria to search. At least one search criteria is required and include: • Click the Search button. • Request ID • Request Status • Request Type • Request Date

15. Check Request Status (Con’t) • A list of requests displays based on the search criteria selected. Statuses included are: • Pending • Completed • Cancelled • Rejected

16. Check Request Status (Con’t) • To cancel a request that has been submitted, select the Cancel Request link. • Only pending requests can be cancelled. If the request has already been completed, you must submit a new request to make a change.

17. Check Request Status (Con’t) • How do I know a request has been completed? • Each time a request has been submitted an email is sent to the Washington Connection Support team to process the request. • Requests can take up to two business days to process but on most occasions are completed within one business day. • Once the request is completed an automated email is generated to the user who submitted the request. • If you notice you have not received an email after the second business day: • Check to see if the email address on your Washington Connection/SAW ID is set to your current email address as this is where the email is sent. • Check your junk email folder to make sure your email system has not sent the email there. If it does show in your junk email folder, you may need to adjust your settings to allow emails from Washington Connection.

18. Search for a DSHS/HCA client • The client search function is available from your organization summary page. To search for a client, select the Search for a DSHS/HCA client link. • This is available for all users attached to an Assisting Agency. The information displayed is similar to what a client would see through their Client Benefit Account (CBA).

19. Search for a DSHS/HCA client (Con’t) • In order to find a match, you must include either the Client ID or the person’s full name AND Social Security Number. • Searches can be for 1 to 12 months. • Searches can only be done for clients that are the head of household on the DSHS case. • For example, a food case contains mom, dad and 2 children. Mom is listed as the head of household. If try to search on dad or any of the children, an edit message is returned.

20. Search for a DSHS/HCA client (Con’t) • The Benefit Summary page lists the following: • Benefit Type • Benefit Status (approved, pending, denied, closed, closed historically) • Benefit Amount (for Cash and Food programs) • Note: This search shows benefit level information. There is currently no search available for status of specific applications.

21. Search for a DSHS/HCA client (Con’t) • The Benefit History page displays to total number of months selected in the initial search. • If the month doesn’t show, then there was no data available. • Each month can be expanded or collapsed in the view. • The information includes: • Assistance Unit Number • Benefit Type and Amount • The office assigned the case • Number of people in the home included on the benefit • Any income used to determine benefits • Any WorkFirst sanctions or Overpayments

22. Search for a DSHS/HCA client (Con’t) • The Household Summary page displays the address the Department currently has on file for the client and which benefits they are currently receiving. • Note: This information only includes benefits the client is receiving and not all household members.

23. Search for a DSHS/HCA client (Con’t) • The Important Dates page currently displays the date the client’s benefits are due to end. • The review is due no later than the end of their current certification period however should be submitted prior to the last day in order avoid any possible delays in processing.