Energy Programs

430.07 ENTERING THE DSS-8114

A. Accessing the Initial DSS-8114 Screen

To access an initial DSS-8114 from the Data Entry Menu screen, key ‘1’ in the SELECTION field. Press ENTER.

NOTE: The DSS-8114 WILL NOT have an ENERGY NUMBER on the form if it is an INITIAL application.

B. Keying the Initial DSS-8114

Key the FORM ID and the other information from the form and press ENTER. The alpha character ‘F’ (which is part of the FORM ID) appears on the screen indicating the Form Type. The cursor automatically skips this field.

NOTE: Shaded areas on the paper DSS-8114 are not keyed. The cursor will not stop at Fields 15, 16 or 18 - 22. The LIEAP System computes these amounts and prints the results on the turnaround DSS-8114.

If more than eight (8) individuals are keyed on the DSS-8114, press the F4 key to bring forward the next screen to key additional case names. Key the additional names. After keying the additional names, press the ENTER key to go to the LIEAP 8114 Page 2 screen. This screen displays the names of persons on the case. The Sex, Race, Ethnicity codes and Language Preference are required for each individual on the case. If the form is error free, the form processes with the message, ‘CASE WAS ADDED SUCCESSFULLY’, and a blank DSS-8114 appears. Return processed forms to the worker to be filed.

C. Errors on DSS-8114

Once all information has been keyed and ENTER is pressed, the system edits the screen for errors. If errors are present, the error highlights and the system displays an error message at the bottom of the screen. If the errors are keying errors, make the necessary corrections. If the errors are not keying errors:

1. Circle or highlight the error on the DSS-8114.

2. Screen print the error message or write the error message on a routing slip and attach to the DSS-8114.

3. Press the PF10 on terminal (or F10 on PC) key to suspend the form. A blank DSS-8114 screen appears with the message ‘CASE SUCCESSFULLY SUSPENDED’.

4. Log the form in a suspense log with the date returned to the worker.

D. Accessing Suspended DSS-8114’s

To make corrections to a DSS-8114 that has been suspended:

1. From the Data Entry Menu key ‘5’ in the SELECTION field.

2. Key the FORM NUMBER in the KEY field. Press ENTER. The DSS-8114 appears with ALL the information previously keyed.

3 Key the corrections. Press ENTER. The form updates with the message ‘CASE SUCCESSFULLY ADDED‘.

E. Deleting a Suspended DSS-8114

To delete a DSS-8114 that has been suspended:

1. From the Data Entry Menu, key ‘5’ in the SELECTION field.

2. Key the FORM NUMBER in the KEY field. Press ENTER.

3. The form appears on the screen with the previously keyed information. Press the F6 key to delete the form. The following message appears ‘PRESS PF-6 TO CONFIRM DELETE’.

4. Press the (F6) key again to delete the form. The screen displays the message ‘SUSPENSE RECORD WAS SUCCESSFULLY DELETED’.

F. Accessing the DSS-8114 Update Screen

To access the DSS-8114 update screen:

1. From the Data Entry Menu, key ‘3’ in the SELECTION field.

2. Key the ENERGY NUMBER in the KEY field. Press ENTER. The DSS-8114 UPDATE screen appears. The case information for the ENERGY NUMBER is brought forward on the screen.

G. Keying the Updated DSS-8114

The worker will make changes to the DSS-8114 turnaround document (in red) and send to Data Entry for keying.

1. Key the indicated changes on the DSS-8114 UPDATE screen.

2. Move the cursor to NEXT CASE field at the bottom left corner of the screen.

3. Key the ENERGY NUMBER for the next case to be updated. Press ENTER. If there are no errors present, the form updates with the message ‘UPDATE TO 8114 WAS SUCCESSFUL and the next case appears on the screen.

NOTE: The Sex, Race, Ethnicity codes and Language Preference are required for each individual.

H. Deleting Data from the Screen

To delete an individual from the LIEAP System:

1. Line through the individual’s name on the DSS-8114.

2. Decrease Field 24 (No. Eligibility HH Mem) by the number of individuals to be deleted

3. Decrease Field 25 (TOTAL HH MEM) by the number of individuals to be deleted.

4. The data entry operator keys dashes thru the ENTIRE name field (First, MI, Last) leaving the SSN and all of the other information on the form.

5. Once the form is accepted by the LIEAP system, the person(s) whose name(s) is lined through will be deleted from the case.

I. Reopen a Denial:

1. Circle the denial code in red and draw one line through the denial code.

2. Make any other changes to the DSS-8114 in red.

3. The data entry operator will tab to the denial field and delete the code from that field and enter any other changes.

NOTE: These should be keyed as 8114 updates instead of initial 8114’s.

All other fields may be deleted by moving the cursor to the field and press the ‘END’ key.

J. County Transfers

1. If an applicant moves and informs the worker of the new county of residence before the first county keys the initial DSS-8114, the worker submits the following to Data Entry:

a. The DSS-8114 with the new County Number in the ‘COUNTY OF RESIDENCE’ field and an ‘X’ in the ‘TRANSFER’ field.

b. Key the DSS-8114 according to instructions in Section 430.07(B). (KEYING THE INITIAL DSS-8114).

c. The DSS-8114 turnaround is located in NCXPTR under the report name DHREPA 8114-FORM-BJ 111-TURNARND.

2. If an applicant moves and informs the worker of the new county of residence after the first county keys the DSS-8114, the worker will submit the following to Data Entry:

a. The DSS-8114 with the new County Number in the ‘COUNTY OF RESIDENCE’ field and an ‘X’ in the ‘TRANSFER’ field.

b. Key the DSS-8114 according to instructions in Section 430.07(G). (Keying the Update DSS-8114).

c. The DSS-8114 turnaround is located in NCXPTR under the report name DHREPA 8114-FORM-BJ 111-TURNARND.

K. Turnarounds

A DSS-8114 turnaround is located in NCXPTR for all initial and updated DSS-8114’s. The turnaround reflects the information in the LIEAP System.