SUPERCAL v7pro draftv1

48 - SUPERCAL v7pro draftv1

PURPOSE

1. This document explains how to access and use the Supercal which automates the calculations required in the Assessment and Allocation process.

GENERAL

2. To access the Super calculator double click Windows NT Explorer on the desktop. Then click Group on 'Aphrb002' (F:). Then double click on NASS-shr. Then double click on SupercalV7pro. Once opened it can be minimised and stored on the taskbar for future use. At close of play shut down the calculator. It should not be saved, moved, deleted or modified.

3. The Super calculator is a protected Excel workbook, containing seven worksheets. On each worksheet only the white data entry cells may be amended.

CURRENCY CONVERSION

4. The application form requires the applicant to state how much of each currency they hold in cash. The assessment caseworker should use the Supercal to calculate the total sterling equivalent where the Assessment tool is not used.

5. To convert foreign currencies first click the Currency tab to access the Currency calculator. The tabs can be found at the bottom left of the workbook below the worksheet. Policy ensure that the exchange rates are updated daily. Only the column headed Enter Amount may be amended on the currency calculator. To calculate the total amount of currency held first click the cell in the Enter Amount column in the same row as the appropriate currency using the mouse. Or move the outlined cell using the cursor keys. Or press Ctrl+F, type the name of the country, press Enter and close the box. Then use the cursor keys to move along the row to the first empty column.

6. When the correct cell has been found type the amount of currency and press Enter. The sterling equivalent will appear in the final column. The converter automatically deducts 2% commission or £3 if appropriate. Where the amount is equivalent to less than £3 before deduction the last column will remain blank. Where the applicant has more than one currency repeat the process. The total sterling equivalent will appear at the foot of the final column. Where the applicant holds some sterling the amount may be entered in the United Kingdom row to assist the total calculation. Commission is not deducted from sterling. Pressing Ctrl+End will find the foot of the final column.

7. The total sterling equivalent should be entered in the appropriate field in ASYS. It should also be recorded on the minute sheet as should the original currencies and amounts. The Currency calculator should be cleared after each use or subsequent total sterling equivalent calculations will be wrong. Click on each cell that contains data in the Enter Amount column and press Delete. The final column including the total will also clear.

SUPPORT LEVEL CALCULATION

8. The assessment process requires the caseworker to calculate the total amount of subsistence payable to the main applicant plus dependants in various types of accommodation. The assessment caseworker should use the Supercal to calculate the total subsistence payable where the assessment tool is not used. This figure may need to be modified in the light of assets or income or both.

9. To calculate the subsistence payable first click the subsistence tab to access the subsistence worksheet. The tabs may be found at the bottom of the window under the worksheet. Only the data entry column may be amended. To calculate the total amount of subsistence payable first click the cell in the D column in the same row as the appropriate subsistence rate using the mouse. Or move the outlined cell using the cursor keys.

10. When the correct cell has been found type the Number of persons, couples or children who qualify and press Enter. The subsistence payable in each type of accommodation will appear in the table to the right. Repeat the process for each different subsistence rate. The total subsistence payable will appear at the foot of the columns to the right. The assessment caseworker may read the total subsistence payable from the foot of the relevant column.

11. The subsistence calculator should be cleared after each use. Click on each cell that contains data in the D column and press Delete. The table including the total will also clear.

REGULAR VOUCHER BREAKDOWN

12. Regular vouchers are available in £10 cashback, £5 buypass, £1 buypass and 50 pence buypass and a custom voucher that enables the exact amount to be paid.

13. Each applicant and each of their dependants should receive one £10 cashback voucher per week where possible i.e. if they are entitled to £10 or more per person.

14. Each applicant and each of their dependants should receive four £1 and seven 50 pence vouchers where possible.

15. The balance of the voucher package should be in £5 vouchers, up to 4 additional £1 vouchers, one 50 pence voucher and a custom voucher as required. The custom voucher should always be less than 50 pence.

16. The RVbreakdown sheet of the Supercal will calculate the correct breakdown for any total amount of vouchers for any number of persons.

17. The exact amount the supported person is entitled to and the number of persons in the group should be entered in the corresponding white cells.

Amounts should be in the form 112.00.
A couple counts as two persons.
Where there is only one person a 1 should be entered.
The device will not work correctly unless a value is entered in each white cell.

THRESHOLD CALCULATION

18. Where an applicant declares assets the assessment process requires the caseworker to calculate the total amount of capital a main applicant plus dependants may have before they do not qualify for NASS support. The assessment caseworker should use the Supercal to calculate the total threshold.

19. Only the data entry column on each sheet may be amended. There are two different sets of thresholds: one where a main applicant plus dependants have requested accommodation and subsistence, another where a main applicant plus dependants have requested subsistence only. The former may be found on the Threshold 1 sheet, the latter on the Threshold 2 sheet. To access the correct calculator first click the relevant tab at the bottom of the window. To calculate the total threshold first click the cell in the D column in the same row as the appropriate threshold using the mouse. Or move the outlined cell using the cursor keys.

20. When the correct cell has been found type the appropriate Number of persons, couples or children and press Enter. Repeat the process for each different threshold rate. The total threshold will appear at the foot of the final column.

21. The threshold calculator should be cleared after each use. Click on each cell that contains data in the D column and press Delete. The final column including the total will also clear.

VOUCHER CALCULATION

22. The allocation process requires the caseworker to calculate the total amount of emergency vouchers a main applicant plus dependants are entitled to before they join the main voucher scheme and the amount of regular vouchers due adjusted for boarding arrangements. The caseworker should use the Supercal to calculate the voucher entitlement where the assessment and allocation tools are not used.

23. To access the voucher calculator first click the Allocation tab at the bottom of the window. The tabs can be found at the bottom of the workbook below the worksheet. Only the white cell may be amended. First choose the boarding arrangement from a drop down menu that can be accessed by pointing the mouse at the small tab which appears at the corner of the boarding arrangement cell when it is highlighted. Then click the cell in the D column in the same row as the appropriate subsistence rate using the mouse. Or move the outlined cell using the cursor keys.

24. When the correct cell has been found type the appropriate Number of persons, couples or children and press Enter. Repeat the process for each different subsistence rate.

25. To calculate the voucher entitlements the start date for the voucher cover should then be entered. The start date must not be a Saturday or Sunday. The Supercal will calculate the first available date for Regular Vouchers and fill in the end date for the Emergency Vouchers. The emergency voucher entitlement for the group for the selected boarding arrangement will appear with the amount rounded up and the overpayment. The first regular voucher entitlement with the overpayment deducted and the date will also appear. The subsequent and continuing regular voucher entitlement and start date will also appear. Where Initial Full Board or Initial Self Catering is chosen as the boarding arrangement the Allocation sheet will calculate 21 days emergency vouchers at the appropriate rate and the end date.

26. The relevant part of the worksheet may be copied and pasted on to the ASYS minute sheet. The worksheet may also be printed and placed in the file.

27. Where the applicant has assets that should be deducted from the voucher entitlement the total assets should be entered in cell B14 after the boarding arrangement has been selected, and the family group and start date have been entered. Where the assets are less than the amount of emergency vouchers that would have been paid otherwise the supercal will deduct the amount from the emergency vouchers. Where the assets are less than the amount of emergency vouchers that would have been paid otherwise plus one week of regular vouchers the supercal will deduct the amount from the emergency vouchers and the first batch of regular vouchers. Where the assets are less than the amount of emergency vouchers that would have been paid otherwise plus two weeks of regular vouchers the supercal will deduct the amount from the emergency vouchers and the first two batches of regular vouchers. It will then fill in a new second batch of regular vouchers.

28. To calculate the emergency voucher entitlement for a specific number of days click on the white cell C27 near the foot of the sheet and enter the number of days required. The group composition and start date must be entered and the boarding arrangement selected. The emergency voucher entitlement with the round up and the overpayment will appear under the emergency voucher heading to the right. The Supercal will not deduct assets from this calculation.

EMERGENCY VOUCHER BREAKDOWN

29. Emergency vouchers are available in £10 cashback, £5 buypass, £1 buypass and 50 pence buypass.

30. Each applicant and each of their dependants should receive one £10 cashback voucher per complete week of emergency vouchers.

31. Each applicant and each of their dependants should receive £10 in £1 and 50 pence vouchers.

32. The balance of the voucher package should be in £5 vouchers, up to 4 additional £1 vouchers and one 50 pence voucher as required.

33. The EVbreakdown sheet of the Supercal will calculate the correct breakdown for any total amount of vouchers for any number of persons and any number of days from 5 to 27. To access the sheet click the EVbreakdown tab. The tabs can be found at the bottom left of the workbook below the worksheet.

34. The pale blue cells for Ref No, Name, and Print Name are unprotected and the relevant information may be typed into them before the sheet is printed. Cell B2 for HC2 Yes/No has the two choices on a drop down menu which may be accessed by highlighting the cell and clicking the tab that appears at its corner.

POPULATE/CUSTOM

35. If the Allocation sheet has been completed for the case under consideration select Populate from the drop down menu in cell J3. To access the menu click on cell J3 then click on the tab at the corner of the cell. Then click the option required. If Populate is selected the number of days, the amount and the group size are captured from the Allocation sheet. The data entry cells for the custom input should be cleared before the form is printed.

36. Where the Allocation sheet has not been completed Custom should be selected from the drop down menu in cell J3 (see above). Any data captured from the Allocation sheet will clear. The number of days the package will cover, the exact amount the supported person is entitled to and the number of persons in the group should be entered in J5, J6 and J7 respectively.