PD 23-02: Blackout Period Guidance

Date: 2/15/2023 (Revised 10/04/2023)
To: DEBS
From: Vivien Phan and Tino Sacasa, BPIS
Reference: N/A

Background

To prepare for Wave 6 Go-Live on 10/30/2023, a blackout period is planned from 8:00pm on Friday 10/27/2023 to 6:00 am Monday 10/30/2023. Wave 6 counties include Sacramento, San Francisco, and San Luis Obispo.

 

System Availability

The following chart shows which systems are available during the blackout period, as well as access on Monday 10/30/2023.

System

 Access During Blackout Period Access on Monday 10/30/2023
BenefitsCal None Unavailable 10/30 at 3 am, Update as of 6am
CalHEERS Update Update
CalSAWS *Read Only Update
CalSAWS Contact Center/IVR **Limited (After 5:00 pm) Update
CalWIN *Read Only *Read Only
CATR Web/CARMA Update (CATR) Update (CATR)
DEBS Document Upload Portal Update Update
ebtEDGE Update Update
ECA Update Update
GetCalFresh Update Update
MEDS Update Update
SCC IEVS (Legacy) Update Update
SSI Advocacy Update Update
VSAS Update Update

*Read Only means being able to view journal entries, NOA's that were sent previously, and view images, etc. Entering new data will not be possible until the blackout period is over on Monday 10/27/2023. 

**Limited means that during the blackout period, CalSAWS will be available in Read Only mode. Clients in the queue before the blackout period will remain in the queue and will be assisted. Clients calling at 5:00pm or after will hear an outgoing message indicating the system is unavailable at this time and will resume services on Monday 10/27/2023. 

eICT Pause Period

Both incoming and outgoing eICTs that are unprocessed in CalSAWS by 5:00pm on Friday 10/27/2023 will be canceled and need to be resubmitted by the sending counties. Sending counties will receive a list of the eICTs that will need to be resubmitted. 

 

Effective Wednesday 10/25/2023 Santa Clara County will pause processing outing or incoming eICTs until after the blackout period ends on Monday 10/30/2023 at 6:00 am. During this eICT pause period, EWs must track eICTs that need to be initiated in CalSAWS.

Medi-Cal Managed Care Plans

Clients who are currently active in another county’s managed care plan and awaiting a new plan in our county may contact the Medi-Cal Office of the Ombudsman for expedited service regarding Managed Care Plans (changes, enrollments, disenrollments, and/or removal of 59 holds).
 

How Clients Can Submit Applications

Clients can submit applications:

  • Online (CalHEERS, GetCalFresh)
  • In-person
  • Call (408)758-3800
  • Fax (408)295-9248
  • Mail PO Box 11018, San Jose, CA 95103

How Clients Can Get New/Replacement EBT Cards

Clerical can print new EBT cards for brand-new cases as well as replacement EBT cards for existing cases via ebtEDGE during the blackout period.

 

Clerical/EW/EW Sup/client completes Electronic Benefit Transfer (EBT) On-Line Request (SCD 2201) or Client Electronic Benefit Transfer (EBT) Request (SCD 2202) as applicable. Clerical then makes a copy of the form to image into CalSAWS.

For new EBT cards:

  1. Clerical logs into ebtEDGE, clicks on Add SUIDAdd SUID (State Unique Identifier), and types in <SUID> consisting of 43 and the client's case number (for example: 431BXXXXX).

  2. ebtEDGE will generate an <Account Number><Account Number>.

  3. Clerical follows steps found in ebtEDGE Clerical QRG.
  4. After CalSAWS Go-Live, EW goes to Eligibility > Case Summary > EBT Account List. Then...Then...
    1. Click on the Add Manual button.
    2. Enter the <Account Number> found on ebtEDGE, then click on the Retrieve Information button. This will pull EBT information from ebtEDGE to CalSAWS.
    3. Click on the Save button.

For replacement EBT cards:

  1. Clerical follows steps found in ebtEDGE Clerical QRG.
  2. After CalSAWS Go-Live, EW goes to Eligibility > Case Summary > EBT Account List. Then...Then...
    1. Copy the <Account Number>, then click on the Add Manual button.
    2. Enter (paste) the <Account Number>, then click on the Retrieve Information button. This will pull EBT information from ebtEDGE to CalSAWS.
    3. Click on the Save button.

How Staff Can Issue CalFresh/Cash Benefits

Follow the steps below to issue CalFresh/cash benefits timely as required by specific program policy.


The screenshots are for Immediate Need, but the same steps would apply for other programs, such as Homeless Assistance (HA).


1. EW completes applicable manual budget(s) found on DEBS Forms Library to determine the amount of benefits the client is eligible for. For CW, use CW Scratch Budget 10/1/22 found in CW Reference Materials under Category: Scratch Budget.

 

2. EW completes and signs/dates SCD 2201 and/or Request for Homeless Assistance to ebtEDGE (SCD 2201 HA) as appropriate. This can be done via DocuSign.

 

3. EW Sup reviews the budget(s) and form(s) for accuracy and signs/dates, then forwards form(s) to District Office Fiscal Clerk (DOFC).

 

4. If it is a brand-new case or if client requests a replacement EBT card, clerical prints an EBT card via ebtEDGE following applicable steps found under the section "How Clients Can Get New/Replacement EBT Cards" of this PD.

 

5. DOFC signs/dates the form(s) and issues the benefits onto the EBT card via ebtEDGE.

Note: For HA payments, click herehere.

  • Each District Office will provide and track the Issuance Numbers (aka Authorization Numbers, please see ebtEDGE screenshot below for an example) with the following information:
    • Case Number
    • Requesting EW
    • Date the Issuance Number was requested
    • Issuance Number, which includes
      • County Number: 43
      • District Office location: A5 (AAC), A6 (CBS), D8 (NC), or DL (SC)
      • Year (YYYY)
      • Month (MM)
      • Day (DD)
      • Numbering scheme will apply to the last two digits starting with 01 every day.
    • DOFC # that issues the Issuance Number
  • For both Temporary Homeless Assistance (THA) and Permanent Homeless Assistance (PHA), DOFC selects <TANF> for Program type in ebtEDGE.
  • If payment exceeds $2,500, two payments are needed.
    • Example: Payment is $3,000. One payment $2,500, second payment $500.
      •  


6. DOFC sends the tracking log to Warrantcontrol@ssa.sccgov.org after CalSAWS Go-Live for reconciliation.

 

7. EW completes appropriate manual NOA(s) found in DEBS Forms Library and mails the NOA(s) out to the client on the same day benefits are issued. 

 

8. After Go-Live, EW follows the screenshots for Steps A through MSteps A through M in CalSAWS. 

  1. Go to Eligibility > Customer Information > Manual EDBC. Select the Program, then select <Month Prior to CalSAWS> for Manual EDBC Reason. Click on the Create Manual EDBC button.

  2. Click on the Program hyperlink.                       

  3. Click on the Set Program Configuration button.

  4. Select the Aid Code and Program Status. Then click Edit button.

  5. Select the Claiming Code and Adult Child Code, then click on the Save and Return button.

  6. Click on the Save and Return button.

  7. Next, follow the steps below:

    1. Enter the Potential Benefit amount from your manual/scratch budget.

      1. Reminder: IN payment is the amount of cash aid the applicant family is entitled for in the month of application or $200.00, whichever is less.

    2. Click on the Calculate button.

    3. Change the Immediacy Indicator to <Manually Issued>.

    4. Click on the Accept button.

  8. Click on the Save and Continue button.

  9. Follow CalSAWS steps for the correct scenario found under the section "How Clients Can Get New/Replacement EBT Cards" of this PD to link client's EBT card number to CalSAWS case number.

  10. Go to Eligibility > Case Summary > Issuance History. Click on the TBD hyperlink.

  11. Click on the Edit button.

  12. Complete all mandatory fields. The <Control Number> is the Issuance/Authorization Number found on ebtEDGE. Then click on the Save button.

  13. Review information on the Issuance History page for accuracy.

Note: For HA, make sure to fill out the <Homeless Assistance Detail> page and all applicable entries.


9. EW adds a Journal Entry of all actions taken.

 

10. EW forwards a copy of the manual/scratch budget(s), SCD 2201 and/or SCD 2201 HA, and manual NOA(s) for clerical to image into CalSAWS.

Implementation

This PD is effective 8/17/2023.