Cabinet for Health and Family Services Office of Information Technology

Kentucky Automated Support and Enforcement System (KASES)

Systems Guide

Version 1.3May 1, 2009

Table of Contents

REVISION & SIGN-OFF SHEET.......................................................................................................3

PREFACE.....................................................................................................................................4

10. DOCUMENT GENERATION FACILITY..............................................................................510.1 OVERVIEW...........................................................................................................................5

10.1.1 Caseworker Documents..............................................................................................610.1.2 SPLS Documents........................................................................................................810.1.3 Forms Menu.................................................................................................................910.1.4 Creating Documents – Segment One........................................................................1010.1.5 Creating Documents – Segment Two........................................................................1310.1.6 Creating Documents – UIFSA Documents................................................................15

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Revision & Sign-off SheetChange Record

Date Author Version Change Reference02.02.06 Greg Martin V1.1 Added generating UIFSA documents, Section

10.1.16.07.17.06 Greg Martin V1.2 --Removed all on-screen references to SS, MPI,

and IV-D numbers and replaced with zero’s.05.01.09 Barbara Manns V1.3 Page 5 made “Note” Fast-Pathing is not an

optional means of navigation within Document Generation Facility

Reviewers

* Barnett, Sandra (CHFS CS Franklin); Boyer, Barbara (CHFS CBS Henry); Brown, Bob (CHFS OIT); Cook, Sandra (CHFS CS Franklin); Daniels, Juanita (CHFS CBS Floyd); Fanning, Karen S (CHFS DCBS Training Branch); Glass, Kimberly (CHFS CBS McCracken); Gravett, Beth (CHFS OIT FSSM); Johnson, Doris (CHFS CBS Rowan); Johnson, JoAnn T (CHFS CBS Fayette); Johnson, Trisha (CHFS DCS Franklin); Jones, Sherryll (CHFS CA Whitley); Lawson, Shannon (CHFS CS Menifee); Martin, Greg ( CHFS OIT HSAD ); Mcnees, Janice (CHFS CBS Franklin); Miller, Caroline (CHFS OT MSM); Mollett, Missy (CHFS CBS Boyd); Peavler, Kristi (CHFS DCBS Training Branch); Putty, Terri L (CHFS CBS Christian); Smith, Patricia A (CHFS CS Barren); Stewart, Joyce (CHFS CS Franklin); Terry, Audrey J (CHFS OIT ABDB); Tweddell, Deborah (CHFS CBS Kenton); Vanderoort, Jacob (CHFS CS Franklin); Wilson, Rhonda (CHFS CBS Laurel); Woods, Elizabeth (CHFS CBS McCracken)

DistributionName PositionKASES Caseworkers, Supervisors, Branch Managers

Document PropertiesItem DetailsDocument Title KASES Systems Guide – PHASE III (Chapter 10)Author Greg MartinCreation Date 12.02.05Last Updated 04.01.09

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Preface

The Kentucky Automated Support and Enforcement System (KASES) is the central and comprehensive information system for all child support operations in the Commonwealth of Kentucky, including:

Paternity establishment Child/medical support enforcement Parent location Accounting

KASES is accessible to state child support staff and contracting officials including their staffs.

KASES objectives are:

Improving client service Reducing paperwork Maintaining an electronic events record of all actions taken in a IV-D case Maintaining and/or tracking accurate accounting information and provide a mechanism to

properly distribute collections Providing standardized reporting methods for statistical information Avoiding duplication of IV-D cases

Note: This guide endeavors to detail a comprehensive view of the KASES system; however, not all information covered may pertain to all users.

Screen Names

Screenshots, screen names, and screen code names (in parentheses) have been included throughout this guide to facilitate a better understanding of the KASES Mainframe System; however, in daily use and interaction with other system users you may encounter other ways to identify KASES screens. Some users may identify a KASES screen by its main menu number + submenu number. For example, someone may identify a screen as “0509”, indicating 05-Accounting Functions/09-List Account History or “0407”, indicating 04-SPLS Functions/07-Close “locate” SPLS Activity etc.

For “HOT KEYS” a.k.a. “Fast Pathing Keys” please refer to Chapter 2 – Navigation, page 6 of 8.

While screen code names located in the upper left hand corner of each screen may never mean much to you in terms of identifying a screen, this code is useful if you ever need HELP DESK SUPPORT. The HELP DESK support representative will ask you for the screen code to identify the screen in question.

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10. Document Generation Facility

10.1 Overview

The FormsGen function provides area office caseworkers a means of retrieving data from the KASES mainframe and sending that data to the desktop computer to perform a mail merge within Microsoft (MS) Word.

KASES supplies information for the document from the database, automatically prints the selected document, and updates the event file when the document is printed.

Figure 10-1: Main Menu - Document Generation Facility

Selection option 09-Document Generation Facility navigates you to the Document Generation Main Menu screen (ASEMD1).

Three FormsGen options are offered: 01-Caseworker Documents 03-SPLS Documents 05-Forms Menu

Fast-Pathing is not a optional means of navigation within Document Generation Facility

Figure 10-2: Document Generation Main Menu

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10.1.1 Caseworker Documents

Commence the FormsGen process by selecting 01 from the Document Generation Main Menu screen. If you know the IVD# or Social Security Number enter those as well and press <ENTER>. If you simply enter the selection number you will encounter the Inquire Case/Participant search screen, where you can enter MPI, IVD, or Last/First name.

Upon entering your search criteria you will encounter the Generate Caseworker Documents screen (ASEMD2).

Enter the line number of the form located next to the form you wish to generate. The IVD# will also display.

To advance to the next page of documents enter the number in succession and press the <ENTER>

key. For example, in this illustration (Figure 10-3) you would enter 16 and press <ENTER> to view the next page of documents.

Figure 10-3: Generate Caseworker Documents

Upon entering the line number and pressing <ENTER> you encounter the Forms Data Extraction screen (ASEDG6).

Press <PF9> to continue.

Figure 10-4: Forms Data Extraction

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Upon pressing <PF9> on the previous screen you navigate to the “Merge” screen (ASEDG8). This screen holds the data elements retrieved from KASES to be merged to MS Word to form the document.

From the toolbar, click the MERGE option and choose the Merge to screen selection.

The form you generate will display on your screen. To print, click FILE-PRINT.

Remember, all information is generated by the KASES system, all you simply do is select the form you need and print.

Follow this procedure for all Forms Generation options.

Figure 10-5: Form

Note: Corrections and/or additions to the form may be completed prior to printing. To exit Forms Gen, close all open screens and return to KASES. When closing the document you will be asked to save changes Y (Yes) or N (No). The system defaults to Y, so if you do not want to save changes, remember to enter N!

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10.1.2 SPLS Documents

Follow the same steps shown in 10.1.1 to generate SPLS documents.

Figure 10-6: Document Generation Main Menu - SPLS Documents

Figure 10-7: Generate SPLS Documents

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10.1.3 Forms Menu

Please refer to Section 5.4.2 for a review of the Forms Menu option.

Figure 10-8: Document Generation Main Menu - Forms Menu

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10.1.4 Creating Documents – Segment One

Create documents from any screen that displays the MERGE toolbar. Simply move your mouse to the MERGE option and make a selection from the drop-down menu.

There are six (6) options within this menu:

To create a new document, select “New merge document”. When selecting the “New merge document” option, the “Data Element Screen” appears.

From this screen, select the desired codes that will be used in

your new document.

Left-click (highlight) the desired code and then left-click the

“Add>>>” button.

This will place selected codes in the right-hand box (Tip: double-

clicking the code adds it to the right column too).

Figure 10-9: Selecting Fields for New Form

Note: Regardless of how many times you use the code, you only need to select it once. Also, to remove a selected code, left-click and select the Remove button OR double-click to remove.

Naming Your Document

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After selecting all the desired codes you need from the left column and placing them in the right column, be sure to name your document using the “Document Name” field provided at the bottom of the dialog box.

Figure 10-10: Document Name

The name you input will be the 4-8 character code you selected for your document.

After clicking the <OK> button, a blank MS Word screen appears so you can create and save your new document with the codes selected.

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Figure 10-11 illustrates an example of a Data Element screen. This is the kind of screen that you will see upon creation of a new document. Note that the illustration below does not reflect the sample selections shown in Figure 10-10. The sample below is for illustration purposes only.

Figure 10-11: Sample Data Element Screen

The toolbar near the top left side of the screen will have two additional buttons, “Insert Merge Field” and “Input Word Field”. Place the cursor at the spot (on the form) you want a new code to appear and click one of these buttons to input the code selected.

When you have finished creating your document, close, name, and save the document. This completes one part of Forms Gen creation.

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10.1.5 Creating Documents – Segment Two

1.) Select 09 and press <ENTER>.2.) Select 05 and press <ENTER>.

3.) Select 03, enter form name and press <ENTER>.4.) Select 04. Enter “S” in the Data Selection field (always!). Service Process = Service of Papers. Description = press <ENTER> and the system automatically populates the name of the document.

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5.) <PF9> from the previous screen navigates you to the Select Data Elements screen.6.) <PF9> on from the Select Data Elements screen returns you to the Forms Control Menu.

Figure 10-12: Create/Modify Control Record

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10.1.6 Creating Documents – UIFSA Documents

From the main menu, selection option 03 - CASE MANAGEMENT then select 09 - INTERSTATE ACTIONS; enter the correct IV-D number and select INTERSTATE DOCUMENT GENERATION and you will see the Generate UIFSA Documents screen (ASEMD9) with a set of UIFSA documents. From this screen select the line number of the form you wish to generate and press <ENTER>.

Figure 10-13: Generating UIFSA Documents

Figure 10-14 illustrates the Document Generation Confirmation screen (ASEDGM), which in this case 02-LOCATE DATA SHEET was selected (Figure 10-13).

Complete the “Responding States” information at the bottom of the screen and press PF2-FORMS GEN to proceed.

NOTE: Please be aware that navigation paths will differ depending upon the UIFSA document you select.

Figure 10-14: Document Generation Confirmation

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Also under option 09 - DOCUMENT GENERATION FACILITY, select 05 - FORMS MENU and 01 - SELECT DOCUMENT; changing the “N” to a “Y” displays another set of forms.

Figure 10-15: Form Generation Selections

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Upon making a form selection and pressing <ENTER> a CONFIRM FORMS GENERATION screen (ASEDG7) appears.

Figure 10-16: Confirm Forms Generation

Figure 10-17: Forms Data Extraction

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Figure 10-18: Forms Merge

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