Universal Application System UAS Indiana WINS Adrienne Akers

Universal Application System (UAS) Indiana WINS Adrienne Akers, Director Chris Schofield, Lead Developer Early Intervention Research Institute Utah State University Logan, UT 84322 -6580 adrienne. akers@usu. edu

Utah Clicks! Universal Application System (UAS) ä ä a web-based interagency application process designed to help families apply for multiple programs & services online currently available in English & Spanish available 24/7

Utah Clicks Overview Client needs services Client visits Utah Clicks website to: 1. Create account 2. Answer screening questions 3. Select applications 4. Answer application questions Client’s responses are exported onto PDF forms Services Client receives eligible services Client electronically submits completed applications to agencies via Utah Clicks web site Intake workers view & determine client eligibility

Guiding Principles of Utah Clicks 1. Families identify application forms that they want & need & are targeted first. 2. Families are screened in, not out. 3. The current paper-based intake process is mirrored as closely as possible. 4. The intake process is streamlined so that workers can focus more on helping than on paperwork.

Electronic Submission to the Eligibility Staging Area ä Screening criteria can be set & updated by each agency ä Local agency staff can review/assign/follow-up on electronically submitted applications ä State agency managers can add and update regional offices, office accounts, and zip code routing, and other information.

UAS Administrative Levels UAS Administrator Program Manager Office Manager Intake Worker

The UAS Administrator can… Create & manage questions and question groups used by program applications Add & set up new program applications Add & manage programs in the system Manage site translations Drill down to all other admin levels * Additional software is required to import XML data into existing systems. This software should be developed in-house.

A Program Administrator can… Set up & manage regions &/or offices Manage their program’s screening questions View program statistics & reports Manage their program’s application Manage program preferences, e. g. program titles, definitions, website link * Additional software is required to import XML data into existing systems. This software should be developed in-house.

An Office Manager can… Create & manage intake workers’ accounts View & assign apps. submitted to their office View office statistics & reports Reassign apps. to other office or intake worker * Additional software is required to import XML data into existing systems. This software should be developed in-house.

An Intake Worker can… View & manage PDF forms of assigned clients Change status options, e. g. pending, approved, denied Searchive * Additional software is required to import XML data into existing systems. This software should be developed in-house.

Utah Clicks Administration Summary Mid-scale integration projects (e. g. UAS) provide needed services without major upgrades to current systems. Both upfront & maintenance costs remain lower than costs for the development of new systems. The UAS can be integrated into current systems without major changes in business practices. Client application data can be exported directly into current systems. * Intake workers find the interface intelligent and easy to use. Minimal training needed to use UAS. Clients find the UAS convenient and easy to use. UAS is customizable to fit the needs of your agency. * Additional software is required to import XML data into existing systems. This software should be developed in-house.

Growth of Utah Clicks • 5/9/05 to 10/12/05 = 593 applications • Salt Lake Tribune articles published 10/12/05 • 10/12/05 to 1/1006 31 = 2336 applications

Consumer Benefits of Utah Clicks Young parents may be more comfortable entering data via computer than telling their “life story” to intake workers over and over Families can get redundant aspects of paperwork out of the way first, leaving time for more meaningful exchange during the actual interview process Trips to multiple agency offices are minimized

IT Benefits of Utah Clicks Mid-scale integration projects (e. g. Utah Clicks) offer needed solutions w/o major upgrades to current systems. Both upfront & maintenance costs remain lower than costs for the development of new systems. Utah Clicks can be integrated into current systems without major changes in business practices. Client application data can be exported directly into current systems. * Intake workers find the interface intelligent and easy to use with minimal training. Clients find the UAS convenient and easy to use. UAS is customizable to fit the needs of each agency. * Additional software is required to import XML data into existing systems. This software should be developed in-house.