Franklin Training Guide - Section 1: Program Layout

By the end of Section 1: Program Layout training, the user should be able to:

• Know the difference between tabs and ribbons
• Locate the Home tab and tell its primary function
• Perform a student lookup
• Define Application Review
• Successfully key an application

•  Tabs are located at the top of the page and allow you to quickly navigate between major operations within the system. The Action tab appears when you are performing tasks. This allows you to toggle between tabs to perform other actions.

• Ribbons consist of icons within a tab that allow quick access to tasks and daily operations. Ribbons are typically broken down into groups of actions that are performed in a sequence.

 The Home tab is where the majority of your daily activity will take place.

• Lookup students
• Review applications
• Key applications
• Review households chosen for verification
• Search for and review supporting documents
• Scan applications
• Recognize applications for accuracy
• Complete the scanning q & a process by verifying scanned information is correct
• Print various letters
• Review printed letter batches

1. Locate and click on the Home tab, select the Student Lookup menu.

2. Enter the Search data in the Filter and Search section. Select Refresh or hit the <Enter> key to begin the search.

   • Name - Student's name (First, Last, or any portion)
   • Student # - Student's ID number
   • SIS Data - Student Information System Data
   • Application ID - Select the ellipses  next to the field to open the Application Search window.
   • School - Choose a school from the drop-down menu to filter the search by school.
   • Verif. Household - Search using Verification Household information. 
   • Advanced Filter - Select the ellipses  next to the field to open the Advanced Filter window. Double-click filters to add them to the filter expression. Filters can be combined by using keywords And, Or, and Not. The order of operations can be specified by using parenthesis.
3. Use the scroll bar at the bottom of the screen to view additional column details about the student. 
4. Double-click on the correct student or select the student and click the View/Edit Student button.
   
   

The application review process allows you to work though the list of scanned applications. During the process you can:

• Make edits
• Edit/add additional students to the application
• Adding household members and his/her information
• Enter comments
• View users who have worked on the application
• View/add attachments
• Move the application to a review queue (if applicable)

1. Locate and click on the Home tab, select the Application Review option. A Search Section along with a list of all applications will be shown.
2. Searching for Applications
   

   Enter the Search Terms in the Search and Filter section. Enter more information for a narrow search, or less information for a broad search.

   • Work Queue - Searches for Applications within a specific Work Queue (selected from the drop-down menu). Work Queues are user-defined in the Miscellaneous Setup section.
   • Application ID - Locates a specific application by Application ID.
   • Reference # - Locates a specific application by Reference Number.
   • Name Search - Locates a specific student by entering full or partial name.
   • Exception Filter - Locates applications containing a chosen Exception (selected from drop-down menu).
     Select the following options to include in the search:
     
     • Include Student Matches
     • Include Student Non-Matches
     • Include Scanned Apps
     • Include Online Apps
     • Include Keyed Apps
       
       
       
3.  Editing Applications
   
   1. Highlight the application from the list and select the Edit Application option. Specific applications can be located using the Search function described above.
   2. Select the Edit option.
   3. Enter a Comment regarding the edit being made in the Comment Box (Required). Click OK when you have finished entering comments.

   4. Make any necessary edits to the Application Fields section. Make sure to Save Changes & Process before exiting.

      • Reference # - Refers to a specific application by Reference Number.
        
      • Signed - First/Last Name - Select if the application is signed and enter the First/Last name of the applicant.
      • Adult SSN- Select an SSN option from the drop-down menu and enter the SSN in the field provided.
        • Normal
        • No Adult SSN
        • Emancipated Child
        • Not Provided
          
          
      • SNAP Case # / Recp'nt - Enter the SNAP Case number and the recipient's name.
      • Tanf Case # / Recp'nt - Enter the Tanf Case number and the recipient's name.
      • Stated 'I do not qualify' - Select this option if the applicant has stated they do not qualify.
      • Total Mbrs - Enter the total number of household members.
      • Verification / Has Supporting Documentation- Select this option if Supporting Documentation is available. Select a Response Code from the drop-down menu (multiple responses can be selected).
        • Valid Response
        • Select All
        • No Adult SSN
        • Invalid Case Number
        • Missing Proof of Income
      • Ethnicity - Select the Ethnicity of the Applicant.
        
      • Info Release - Select to release Medical Information or other information (e.g. UserDefined1).
      • Problems - Check any problems associated with the application. 
        
        
4.  Editing and Adding Students to an Application
   1. Open the application for editing as described in the Editing Applications section above.

   2. In the Students section, click on the asterisk * to add a student to the application.

      • Enter the SIS number or the student's name and then the Enter key.
   3. Locate the correct student and click Match Found to add the student to the existing application.
   4. Make sure to Save Changes & Process before exiting.
      
      
5.  Adding Household Members
   

   1. Open the application for editing as described in the Editing Applications section above.

   2. Enter the member name in the space marked with an asterisk * (typically the last row)

   3.  Select the No Income option if this member provides no income for the household.  To enter an income, click the plus + sign next to the name. Multiple incomes can be entered.

      • Amount - Enter the amount earned by this household member.
      • Frequency - Select the frequency the amount is earned from the drop-down menu.
      • Source - Select the source of the income from the drop-down menu.
        
        

6. Comments / Work Log

   1. While still in the Edit Application window, select the Comments / Work Log option. A list of all comments and actions regarding this record is displayed.
   2. Make the necessary edits to the Comments and Work Logs.
      1. To add a new Comment, click the Add Comment button. When you have entered your comment, click Ok.
         Select a Log Action related to the record from the Action list and click Ok.
         Enter a comment in regards to the Log Action and click Ok to submit the comment.
      2. To edit a comment or work log, select the appropriate comment and click the Edit button.
         Make changes to the comment and then click Ok.
      3. To remove a comment or work log, select the appropriate line and click the Remove button.
   3. After you have completed making changes, click Ok.
      
      

7. Moving Application to Review Queue

   1. While still in Edit Application window, click the Move to Review Queue button.
   2. Select the review queue where you would like to move the application. Review Queues can be created in the Application Review Section in Miscellaneous Setup. Click Ok once you have selected a review queue.
8.  

   Viewing Application Attachments

   1. Open the application for editing as described in the Editing Applications section above.

   2. Select an option from the View section.