DEBS Online Document Upload Portal

Background and Policy

To protect our client’s PII security issues, a new DEBS Online Document Upload Portal has been created for applicants and recipients to securely submit verifications and/or documents, including Semi-Annual Reports (SAR 7s) and other reports/ forms, to their workers online. Applicants and clients can access this portal via the link:

https://ssadocupload.sccgov.org/DEBS

The Document Upload Portal is also available in Spanish and Vietnamese. These language options are available in the right hand upper corner of the page in the above link.

Document Upload Portal

The documents submitted by applicants and clients will be monitored and identified by designated clerical staff at each district office. Clerical staff use DEBS Doc Scan to sort documents and place them in the appropriate IDM flaps. After identifying the appropriate worker, the information will be sent to the worker either by TMT or attached to an email.

Note: Clerical staff at BAC will continue to ID and forward documents to the appropriate office for CalWORKs Employment Services (CWES) and Foster Care.

TMTs will be created for Eligibility Workers, and/or
Emails with the document(s) attached will be sent to:
- CWES staff at CWESreports@ssa.sccgov.org or,
- Foster Care at Fostercareprocessing@ssa.sccgov.org, or
- General Assistance Vocational Services at VS@ssa.sccgov.org

Identifying Documents

In situations where the documents received do not contain identifiable information, clerical staff will need to do some research (i.e., check CalWIN and/or MEDS for matching names, date of birth, address, etc.) to see if there is an open case. When the case is found, after identifying the assigned worker, the documents will be sent via email for Foster Care, ES/VS or TMT for Eligibility Workers (EWs).

If the case has both an open Eligibility and Employment Services/Vocational Services case, review recent case documentation to determine who may have requested the documents received via the Document Upload Portal. If unable to determine:

TMT’s will be created for Eligibility Workers, and
Emails with the document(s) attached will be sent to:
- CWES staff at CWESreports@ssa.sccgov.org or,
- Foster Care at Fostercareprocessing@ssa.sccgov.org, or
- General Assistance Vocational Services at VS@ssa.sccgov.org

Some of the common documents received in the Document Upload Portal that may be forwarded to the CWES email are as follows:

[Refer to the “IDM - Category/Sub-Category - CWES Chart” in the DCBP Handbook Chapter 1.4 for more examples of forms that should be sent to the CWES or VS emails.]

WPR:
- Attendance Sheet (SCD 2214)
- Job Search Distance Learning Log Sheet
- Self Employment Sworn Statement (CSF 35)
- Proof of Income Paid in Cash form
- Preliminary Self Employment Questionnaire (SCD 1250)
- Class Work Form / TBA RRT
- Volunteer Letter for Providers
Intern and Earn Program:
- Employment Eligibility Verification - USCIS Form I-9
- Employee’s Withholding Certificate - Form W-4
- Employee’s Withholding Allowance Certificate (EDD Form) - DE 4
- Wisely Pay by ADP - Wage Payment Election and Consent Form
- County of Santa Clara Intern and Earn (Year of internship) Participation Application
- Pre-designation of Personal Physician form
- SC 197 –Confidentiality Agreement form –County of Santa Clara, SSA
- Media Release for SSA Staff and Clients

Accessing Documents

To access documents uploaded by clients, log into your IDM DEBS Document Scan and RetrievalIDM DEBS Document Scan and Retrieval account.

Go to the Job Monitor window.

Filter results from the Job Monitor window by entering “clientclient” in the Filter field.

You can only process the following batches: Client_Upload (Job) || CU_Verify (Task) || Pending (Status).

Status of IDM Batches

ExportCSV || Job Done- Docs are in IDM and TMTs are created
CU_Verify || pending - Not yet processed
CU_Verify || deleted- Documents were forwarded to CWES/VS and/or duplicate of another batch.
CU_Verify || hold - Can't ID, questions on a case and forwarded to designated clerical staff.
CU_VScan || running - Batches waiting for incoming files (batch receivers), it is random.

Important: Do NOT touch cases in CU_VScan - running status. It may affect receiving documents uploaded by clients.

Transferring Documents to IDM

Once documents have been received via the Online Document Portal, clerical staff will upload documents to the appropriate fasteners.

Double click on a row that is pending or on hold for the “CU_VerifyCU_Verify” task with pending status.
The CU_Verify window will displaydisplay. Check CalWIN to see if the names on the documents match with the names of the members of the case that are marked in home.
Browse each page and split the documents as needed. If the documents are under one fastener, skip to step 7 below.
Right click on the page to split the documents.
Double click on “DEBSDOCDEBSDOC” and change it to “DEBSDocCU”
Double-click on the first “TrailingPageCUTrailingPageCU” to change it to “DEBSIndexCU.”
1. Note: Repeat step 4-6 as needed.
Fill in the Field Details. Click on CalWIN to choose the latest application. Select the found entry. Choose the correct fastener under SubCategorySubCategory for each DEBSIndexCU of the document.
1. Note: You will need to enter the CalWIN case number on each fastener if documents are split.
You will also download the document. The downloaded document will be needed when you want to re-upload the document if document in Retrieval is blurry and/or if you have to forward documents to CWES/VS.

Downloading Documents

Click the printer icon.
Click Prepare FilePrepare File.
Click PrintPrint at the bottom of the screen to save the document to your desktop.
Rename the document then click SaveSave.
Choose Verification under TMT CategoryTMT Category if TMT is needed.
Press the SubmitSubmit button for each of the documents in the batch.
Press OKOK to submit the document(s).
Click Refresh until the batch shows ExportCSVExportCSV (task) Job done (status).

Multiple Cases Found

When there are multiple cases found from client’s entry, clerical staff need to research which case the client is currently active in. Enter the correct case in the CalWINCalWIN field under “Field Details” to activate the “Lookup” function in IDM.

Aborted Files

When uploaded files abortabort, the status will show as Client Upload (job) ConvertToTif (task) Waiting (status). Access the files in the following folder and follow the current manual process to scan the documents into IDM. T:\IDM\SSA_Docupload\DEBS\Aborted

Virus or Corrupt Files

When files are corrupt or have a virus, they will be listed as Files Having ProblemsFiles Having Problems. Assigned worker would then need to contact the client to re-send or ask the client to drop-off those files at the district office. If they attempt to re-submit electronically, the files will need to be cleaned first, otherwise our anti-virus software will delete their files again.

Automated TMT Creation for Verifications

The Document Upload Portal verifications received into IDM DataCap will have an automated TMT created when the clerical staff selects the TMT Category: “VerificationVerification,” as seen in the screen shot below. TMT will auto-generate after 24 hours.

Note: SAR 7 and RRRs received through the Document Upload Portal should not be marked as “Verification” in IDM, and need to follow the existing process of being marked as “Received” in CalWIN. [Refer to SAR7/MSR Triage Processing]

Submission Date Look-Up

In IDM Retrieval, staff can look-up the date that the applicant/client submitted the documents by going to the Properties of the document, and scrolling down to the “SubmitDateSubmitDate” field,

Note: The ZIndexVerifyTIme is when clerical staff process the documents and scan to IDM.

Additionally, this information is available on the TMT ticket under Date ReceivedDate Received if it was created from the “Verification” trigger in IDM.

Note: If the SAR 7 or RRR is received, the EW can rely on the “SubmitDate” in IDM Retrieval for the date and time when the client submitted the reports to DEBS.

Procedures for CWES WTW Documents

DOCUMENTS	Upload in IDM	TMT Needed	Forward to CWES
CWES documentsdocuments with CWES worker # even if WTW is approved or denied. Email: Documents received via Online Portal on 4/6/21. Not yet in IDM.	No	No	Yes Send document(s) to CWESreports@ssa.sccgov.org
CWES documents and other verifications (don’t forget to download the documents first before uploading in IDM.) Email: Documents received via Online Portal on 4/2/21. The CWES documents are not in IDM. Documents in IDM were the verifications. TMT will auto generate after 24 hours.	Yes. Just the verifications	Yes	Yes Send document(s) to CWESreports@ssa.sccgov.org
VerificationsVerifications with approved WTW.	Yes	Yes	If documents are just verifications and the WTW is approved and is assigned to CWES workers, Upload in IDM, choose verifications as TMT category, and forward the documents to CWES.
VerificationsVerifications without approved WTW.	Yes	Yes	No

Online Portal Instructions

This is what our clients will see when accessing the DEBS Online Portal.

Applicants and clients will need to enter their first name, last name, and case number. These are all required fields, identified by red asterisks (*).

Spanish and Vietnamese language selections for the Online Portal are available in the upper right-hand corner of the page.

Note: If applicants and/or clients have any questions with the Online Portal, they can click on the FAQFAQ button located in the upper right hand corner to help answer their questions or address any technical issues that may arise. Additionally, there is an Online Document Upload User’s Guide YouTube Video posted on the FAQ for further assistance.

If the system is able to locate the case based on the information entered, the next screenscreen will allow them to upload documents.

If the applicant/client doesn’t know their case number, another option will display for them to enter their first name, last name, and date of birth. This screenscreen will also ask them to also enter their address.

If their case is not found, another screen will ask the client to enter additional information and they will be contacted for additional information to locate their case. See screen shotscreen shot below.

Once the applicant or client submits their document(s) successfully, the Online Portal will prompt the user if they would like a verification receipt. The verification receipt will then be emailed to the applicant/ client.

Designated clerical staff will have access to the new Online Portal and be able to save documents received to IDM or email those documents to the appropriate Employment Services/ Vocational Services staff.