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When the case moves from Intake to Continuing, will the Tasks and Reminders remain with the case? Yes, the Tasks and Reminders are associated with the case so they will move with the case. Can you view Tasks that have been deleted? Yes, deleted tasks may be retrieved and viewed. There will be an indicator to differentiate deleted tasks from those yet to be completed. Will there be automatic Journal entries? The system will automatically create Journal entries as a result of batch processes (for example, automatic NOA generation and automatic re-running of EDBC). The worker may append any Journal entry. Workers are responsible for documenting the actions they take within a case or their interactions with a customer. Who can suppress Journal entries? Only authorized users will be able to suppress Journal entries. Each county can decide who has authorization to suppress Journal entries. How do you know when a Journal entry is system generated or done manually? During training, users will become familiar with which types of Journal entries are automatically created (such as when a document is produced) and which types are manually created (such as narratives). Journal entires will also note the worker who created them. System generated entries will show C-IV as the author/creator. When automatically assigning workers, does the system select workers based on language requirements? When cases are automatically assigned, the C-IV System considers language requirements, maximum case load requirements, and the programs that worker can handle. If manual assignment is used, the C-IV system will not take the items mentioned above into account. Can workers that are not assigned to a case make Journal entries in that case? Is there anything that can stop other workers from making Journal entries in my case? A C-IV user can create Journal entries in a case he/she is not assigned to, if they have edit rights to the Journal. However, the C-IV System identifies the date, time and worker that created each Journal entry. Can workers edit or delete Journal entries? No, C-IV users may append (add to) a Journal entry, but will not be able to delete/edit existing Journal entries. Certain users will have the ability to suppress entries. This will make the entry inaccessible to workers, but will not completely delete it. Can workers email Journal entries? No, C-IV users will not be able to email Journal entries. However, the Journal will visible across programs. Is the Journal specific for Eligibility and Employment Services, or is there a common Journal for the case? The Journal will contain entries for all programs included in the C-IV System. Users will have the ability to display Journal entries for a certain category or between a specific date range. Are all forms that are used right now going to be in the template area? No, all County forms currently used today will not be available within the C-IV System. The pages and functions of the C-IV System will replace many of the forms used today in the counties. In addition, the C-IV System will contain some forms within the template area of the System. Each County may also decide to retain some County-specific forms if necessary. Can a worker print a distributed document or verification from another aid code/program? Imaged documents will be maintained online for all programs within a case. Case workers will be able to access and print the distributed and imaged documents for all programs. Will verifications be scanned into the system? Each County will make decisions surrounding what documents will be imaged. In most cases, verifications will be imaged into the C-IV System. Will the e-mail system change? What is the e-mail and calendaring system? The C-IV counties have chosen to continue using their existing e-mail and calendaring systems. Workers will be able to send appointments to their existing calandaring system through the C-IV System. Will we be able to template/create forms like we do now? In order to add templates or forms to the C-IV System, the counties will need to submit a formal request to the Project. The Policy Network is currently creating the details surround this request process. Will C-IV resend a 960Y notice when a journal entry for the notice is appended? No. The Journal Entry does not initiate any case action. Will C-IV allow users to append a journal entry multiple times? Yes, however, appending Journal entries is only recommended if used on the same day of the original entry as well as if the appended information deals with the same subject as the original entry. This is because staff cannot sort or search by appended text (text added to the original entry). Will the Journal automatically record when an Appraisal has been completed? An automatic journal entry will not be created when an Appraisal is completed. Automatic journal entries will occur in the event of a batch process in C-IV. Will C-IV provide spell and grammar checks for narratives (as in the Journal for instance), similar to Microsoft Word? No. Will a worker be able to create Macros or standardized narratives within the C-IV Journal? No. In the C-IV journal, will a worker be able to receive copied text from Word and other programs if needed? For example, if a worker created a Word document and wanted to copy and paste information from that document into C-IV journal. Yes, wording can be cut and pasted. Images, special symbols, etc will not be transferable.
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