The Web Application Workflow  

 

People can apply for SNAP online by going to www.mass.gov/DTAConnect.

SNAP applications submitted online are assigned to staff in the SNAP Processing Queue for First Available Workers (FAWs) or in the Pending Application/Reinstatements view for cash case managers if there is an associated cash case.

The following four pages in the Web Application workflow serve as the Request for Assistance (RFA) and establish the SNAP application date:

 

Important

You must not create a Request for Assistance (RFA) if you are working on a web application. This will result in a duplicate application.

 

BEACON will automatically complete the first four pages of the Web Application workflow for new clients and former clients known to BEACON who have been closed more than 60 days. When the workflow is automated, BEACON reviews the web application for a phone number and if available, a telephonic appointment letter for a SNAP Application Interview will generate. If a phone number is not available, the application generates an Action for a FAW.

When you are assigned an Online Application as a FAW or it displays in your Pending Applications/ Reinstatements View as a cash case manager, you must click the Web Application Data Sheet icon which will display the Notice Preview popup page indicating the Web Application Data Sheet.

Once the Web Application Data Sheet is opened, staff can view the web application information using the split-screen functionality in BEACON.

The Web Applications workflow is the beginning point for processing a SNAP application that was made through the DTA Connect website.

 

Minimal Data Web Applications

As with the SNAP paper application, the applicant can choose to complete all or part of the online application. The minimum requirements for submission are name, address and signature. Applications that are submitted without all of the information needed to complete a name clearance in BEACON are known as Minimal Data applications.

If a Web application is submitted with only minimal data, the FAW who is assigned the Action is responsible for processing it, regardless. Missing information must be collected as part of the application interview process. If you are unable to reach the client via cold call, you must:

 

Reminder

If there is no telephone number listed on the application you must schedule an in-office appointment at the TAO nearest to the client.

 

The Web Application Workflow consists of four pages:

Assessed Person/Grantee Page

The Assessed Person/Grantee page is the first page in the Web Applications workflow. This page is used to view or modify data about the grantee or primary applicant and to perform Name Clearance on the primary applicant. The name, date of birth and gender of the applicant are required entries on the Web application and will be populated when this page is first displayed. The Social Security number is displayed, if provided. If the primary applicant is not known to BEACON, the Web data will be displayed. If the primary applicant is matched to an existing Assessed Person, the information about the match will be displayed in this page.

 

Address - Web Application

The Address–Web Application page is the second page in the Web Applications workflow. This page displays the Web data necessary to complete the address validation and address match processes. The applicant’s address, address type, housing type, and homeless indicator (if only a mailing address has been provided) are required entries on the Web application.

 

Additional Person

This page displays the Web data necessary to complete the Name Clearance process for the other household members when there is more than one person in the household. If the person is not known to BEACON, the Web data will be displayed. If the person is matched to an existing Assessed Person, that information will be displayed.

 

Match Summary

This page displays the results of each Assessed Person’s Name Clearance process, and the results of the residential address match process before the information is committed to the database. This is a preventive step to help case managers accurately transfer a Web application into the Application workflow without duplication errors.

The Match Summary Page displays the information below. You must review the information summarized on this page and confirm the Results before the Web data are saved and committed to the database.

The Result of the Residential Address match is displayed in the bottom of the page, where it indicates whether the address is new or matched. Review the information and confirm or reconcile the client’s current address before saving and committing it to the database.

Once the Match Summary page is saved to the database by clicking Save, BEACON will:

automatically advance to the Web Application Data Sheet now stored in Document History

 

Incorporating Web Data into the BEACON Workflow

After you complete the four pages of the Web Applications workflow, BEACON will automatically navigate to the Household Composition page which signals the start of the application workflow (as if an RFA has already been completed). The results/outcome of the Household page determines which Web data are automatically displayed on each Interview page:

 

New Applicant, New Household Members, New Address
All information contained on the Web application will be updated for all new applicants with a new address. The Web data will be automatically displayed in the appropriate Interview page, when the page is first opened.

 

New Applicant, Matched Address
If the address on the Web application was matched to an existing household, the household merge process will be invoked. A pop-up message will be displayed: “Since the household contains present members who were not included in the Web application, no additional Web data will populate any additional interview pages. If the household members not listed on the Web application are added at this time, no additional Web data will populate any Interview pages for any of the Assessed Persons on the Web Application. Press Yes to continue, press No to make changes to the Household.” 

 

Household Member Matched to an Existing Assessed Person
All information contained on the Web application will be updated for all matched applicants who have a new address, except non-name clearance Assessed Person data, pregnancy data, and SNAP parental control data. The Web data will be automatically displayed in the appropriate Interview page, when the page is first opened.

This situation will occur when a grantee who already has an active or pending SNAP case submits another application for the program and you are trying to complete the Web Applications workflow or attempting to complete the RFA.

  

Web Application Data Sheet
The Web Application Data Sheet contains information collected on the Web application. The Web Application Data Sheet identifies the source of the application as DTA Connect – SNAP Web Application. The Data Sheet is stored in Document History and associated with the APID of the grantee after the Match Summary page is completed and saved.

 

Denying a Duplicate Web SNAP Application
If the grantee of the web application is already active or pending, the following passage will display:

“The grantee already has a Pending or Active AU for the Program. You must have a user capability of ‘Duplicate Program Creator’ to create an additional AU with an FMCS SSN starting with 998.”

Complete the following steps to deny the duplicate application:

  1. On the Match Summary page, remove everyone except for the grantee. 

  2. On the Apply for Assistance page, select the grantee for the newly created pending case, indicate that s/he is applying, and click Save.

  3. On the AU Composition Results page, highlight the case that needs to be denied. Select “Reason Category: Program Rules” then, “Reason: Currently in another FS AU” and click save.

  4. On the Interview Wrapup page, process the denial of the SNAP case.

 

Important

You must inform your supervisor that s/he must also authorize the denial on the same day so that an additional case with a 998 number is not created and sent to FMCS.

 

 

  Last Update: June 29, 2018