Finding Information in FAMIS

FAMIS uses colors to communicate:

• • GREEN identifies fields on the screen.
  • BLUE identifies information in the database and the data being keyed. Blue underlines indicate fields where you may add or update information.
  • RED highlighted fields prompt you to enter identifying information, such as prompting out for a DCN, shown below. FAMIS requires one or more identifiers to determine what you want to work with. All the highlighted fields may not be required, but you must give FAMIS enough information to locate the data you want. The Application Request screen below shows FAMIS requesting information in a required field.

• • RED is also used to highlight a field when an edit or error occurs. In the screen shot below the ES tried to use a U(pdate) action code, instead of an A(dd) action code.

• •  occurs in two instances. The first when a “Yes” or “No” answer is required. The second to confirm the user really wants to take a permanent action, such as deleting information. In this screen example, the ES is deleting an outdated phone number and FAMIS is asking for confirmation before deleting the number.

• •  confirms successful completion of the action taken. All data is accepted and all edits are passed. Below, FAMIS confirms the phone number is deleted.

FAMIS communicates with you by sending confirmation messages and edit messages.

When all edits and all other fields are correct, you receive a confirmation message. The message, in white, indicates the action was successful, such as, ‘Successfully updated’ or ‘Successfully added.’

Four types of errors cause edit messages to appear:

1. 1. Mandatory Fields
      • Occur when mandatory fields are not completed. Mandatory fields must have an entry before any data is accepted by FAMIS. In this example FAMIS shows a message and puts the cursor in the field where an entry is required.

1. 2. Entry Comparison
      • Occurs when a discrepancy is found between entries made in enterable fields. In the example below, entering a begin date of 102008 and an earlier end date of 092008 causes an edit.

1. 3. Inconsistent Entry
      • An inconsistent entry error occurs when field entries duplicate data already in the database or violate a rule. For example, adding a rent expense when one already exists.
   4. Incomplete Field
      • An incomplete field entry edit occurs when fewer than the required characters are typed. For example, the date field requires 6 characters (MMYYYY). You enter 4 (MMYY). FAMIS displays the ENTER A VALID DATE IN THE FORMAT MMYYYY message and highlights the field in red.

It is possible to fix one edit and have another edit occur on the screen. Edit messages occur in a predetermined order, usually bottom to top. Correct one entry and press Ctrl to check for other edits.

If you receive a red or yellow message, determine what must be corrected by using F1=HELP. *Note: F1=HELP is not available for all screens.

Lines of new data are added to repeating groups using the A(dd) Action code. Repeating groups are updated by using the U(pdate) Action code. In the screen below the ES is updating the marital status of only the adults in the Supercase by selecting multiple lines in the repeating group with ‘U’ and entering the ‘MAR’ code in the Marital Status field.

BPTs translate individual pieces of information into codes FAMIS can understand. FAMIS uses these codes to interpret data and decide what policy to apply to the information. These codes are contained in lists called ‘code tables.’ Some code tables, such as Shelter Expense, are used only once in FAMIS, other codes, such as Frequency, are used over and over.

Whenever a field line is followed by a ‘+‘ sign, it means there is a code table available. The user can prompt (type a ‘=‘ in the field and then press F4=PROMPT) to search for and select the code which best describes the information, or if the correct code is known, type it in the field. When a code table is attached to a field, only codes from that table may be used to complete the field.

The screen below is the code table screen accessed by prompting in the ‘Type’ field on the Shelter Expense screen. Click on the yellow highlighted fields for descriptions and more information.

Code Tables Pop Up

Action codes are how you tell FAMIS what to do with information on a screen. FAMIS has three basic action codes, two codes that are used when working with FAMIS forms and one code to identify information.

You may use either of the following two methods to enter an action code and identify the line of data with which you want to work. As you become more familiar with FAMIS, you’ll choose your own method. Until then, use the first method.

Method One

1. 1. Enter the action code on the Command line.
   2. If the screen has a SEL(ect) or COM(mand) field to the left of the repeating group, you must select (S) the line of data with which you wish to work. In the example below the ES has:
      1. Entered an A on the command line.
      2. Selected two lines and entered the phone numbers and type codes.
      3. Is ready to press Ctrl and receive the successfully added confirmation message.

Method Two

1. 1. Enter the Action Code directly in the COM(mand) Field on the single line of data with which you wish to work. Do not make an entry on the Command Line.
   2. Use Method Two when you want to add or update only a specific line. In the example below, the ES only wants to update one phone number.

Screens with an F18=COMMENT have access to comment screens. Comment screens are where BPTs record verification and explain information. You first enter a label and then type the explanation on the comment lines. Press Ctrl to save the data.

Comments allow BPTs to record specific information concerning:

• • Supercases
  • Eligibility Units
  • Individuals
  • Eligibility factors

Comment screens function in the same way regardless of the originating or source screen. For example, the EU Member Role Comment screen is accessed from the Eligibility Unit Member Role screen and functions in the same basic way as the Relationship Comment screens.

Comment screens’ names refer to the source screen name. The Monthly Income Comment screen is attached to the Income Amount screen where monthly income is captured.

FAMIS does not spell check or edit comment screens. What you enter is what you get, errors and all. A comment committed to the database cannot be changed by the person recording the comment. You can add to, but not change a comment once it is committed.

Once a comment is made, and you press F21=RETURN or F12=CANCEL (depending on the function key available on the screen) the Select Comment screen appears and lists the comment you just made, along with any other existing comments attached to the same source screen. This source screen appears from then on whenever the F18=COMMENT is pressed from that source screen. The Select Comment screen allows you to select and read previous comments.

It is good casework practice to make new, complete comments which do not refer to other comments. Avoid adding new information to a previously entered comment. Comments gather details not recorded on the originating screen.

If complete, accurate comments are not made:

• • BPTs may not know why or remember why an action was taken on a case and may not be able to answer questions from the applicant/participant.
  • Actions can be overturned, even if the decision was correct, during hearings. If we cannot support the decision with documentary evidence, it will be overturned.
  • Cases can be called ‘in error’ during case reviews. For example, if the supervisor does not know why income was included, or why an action was taken, the case is in error.
  • Cases can be called Quality Control (QC) errors. If QC cannot determine what has happened on a case and why, it will be in error.