Assessment and Allocation tools v1

60 - Assessment and Allocation tools v1

Purpose

This instruction explains how and when to use the Assessment and Allocation tools. It is not intended to be an exhaustive guide. It will enable caseworkers to start using the tools for new cases with neither assets nor income. Experience and experiment will show whether they can or should be used in more complex cases. All cases should be assessed using the tool so that the allocation tool is available to the allocation caseworker.

Scope

This instruction will help caseworkers tasked with assessing cases to access and use the assessment tool. The assessment tool is designed to automate the calculation part of the assessment process. When it is used the caseworker will not need to complete an assessment calculation sheet or minute ASYS or the paper file with any calculations. Assessment is made quicker and simpler and errors are reduced.

This instruction will help caseworkers who allocate cases to access and use the allocation tool. The tool calculates emergency vouchers and regular vouchers, adjusted for boarding arrangements where necessary, and creates the regular voucher batches and a ‘skeleton’ emergency voucher batch. Allocation is made quicker and simpler and errors are reduced.

The allocation tool need not be used in all cases. It is most likely to prove helpful in straightforward and subs only cases.

Assessment tool

The Assessment Tool may be found on Tab 10 "Support Summary" of the ASYS case. An assessment may be done when the case is Valid and the vouchers are in Assessment Under Consideration or Assessment Review. To use the tool press the "Add" button below the Assessment history window. If assets or income are to be considered they should be entered on tabs 3 and 4 before the tool is used but the output of the tools may be of limited value in asset and income cases.

The calculate assessment form will appear. The caseworker should check the family group as understood by ASYS against their knowledge of the case. NB establishing the make up of the family group is part of the assessment process this step merely ensures that the assessment tool has established the family make up correctly. ASYS calculates this by looking at the dates of birth and for couples the relationships, i.e. a husband or wife dependant will be combined with the principal applicant as a couple. Where there is a family group involving a principal applicant over 18 and a dependant under 18 who is not their child the tool will assume that the principal applicant is a single parent. Furthermore where dependants have been added incorrectly they may be ‘invisible’ to the tool.

Where ASYS has assumed a single parent in error the values should be corrected. Press the Family Group button near the top of the form and amend the values. A reason for the alteration must be entered. Then press the OK button. The amended values will appear in the values to be used column. ASYS will check that the total number of persons in the group remains the same so it is not possible to add a hidden dependant using this button. The tool should be closed and the dependant added correctly.

To calculate the entitlement press the calculate button. ASYS will sum the support rates for each person or couple in the family group. To adjust the figure press the add button under the adjustments window. Click a radio button + or – enter an amount and a reason and press OK. The adjusted entitlement will appear automatically. Press OK and the assessment will appear in the window on Tab 10. Then press Save. Once the assessment tool has been used there is no need to minute additional information or the file with an assessment calculation. An assessment sheet need not be completed. Any other assessment tasks should be completed as normal.

The process may be repeated as often as required, for example after a new dependant is added.

Allocation Tool

Where the assessment tool has been used and the vouchers are in Allocation Under Consideration or Allocation Review the Allocation tool may be used. Voucher batches may still be set up manually if the tool is not used or the tool can be tried and if its output is unhelpful the changes need not be saved. Furthermore the output of the tool may be modified.

Press the Allocation Calculator button on Tab 7 "Other Support". The Calculate Allocation form will appear, with the input criteria tab displayed. The tool will use the latest assessment and this will appear at the top of the form. It cannot be viewed from here. The caseworker should be satisfied that it is recent, preferably within the last three months, and that the entitlement agrees with their knowledge of the case. Where there is a large or unusual group the assessment should be viewed on Tab 10 "Support Summary". Highlight the most recent assessment and press the View button. If the assessment is wrong the case should not be delayed by returning it to assessment for action. Vouchers may be calculated and batches set up manually. When the case has been completed it may be returned to assessment to reassess. Where the case is Subs Only the Support Period will default to today’s date or the day after the end of any previous EV cover. Where both support and accommodation are requested support will commence on the day of travel.

If the assessment and the travel date and/or support period are correct press the calculate button. The suggested allocation tab will be displayed. This will show the EVs required rounded up to the nearest 50 pence together with the cover dates. The tool automatically calculates the first available date for regular vouchers and "fills the gap". The tool will also suggest two regular voucher batches, in most cases, the first starting on the first available date and ending the following Sunday adjusted to clawback the overpayment in the EVs. The second batch will start the next day and be ongoing. In an accommodation case all batches will be adjusted to the appropriate boarding arrangements.

The caseworker should check that the amounts and dates are correct. This may be done by checking against the Supercal or experience. If the figures or dates are wrong press the Cancel button to close the tool or press Re-Calculate to check the input criteria. If the problem cannot be identified or corrected easily vouchers may be calculated using the Supercal and batches set up manually.

Where the suggested allocation is satisfactory press the OK button. A warning will appear "Create a ‘skeleton’ batch of emergency vouchers for wanding in and order the suggested regular vouchers?" Press Cancel to return to the Suggested Allocation tab, press OK to move the batches into tab 7 Other Support. This does not save the changes. To save press Save to delete press Cancel.

When the changes have been saved double click on the Emergency Voucher batch to wand the vouchers in the usual way. The intended total is highlighted and may be amended. If the vouchers wanded in are not equal to the amount calculated by the tool a warning will appear and a comment must be entered in the comments box. If the intended total is amended the overpayment may be different and it may be necessary to amend the first regular voucher batch. If the figures suggested by the tool are correct there should be no need to check or amend the regular voucher batches. The tool will have calculated the correct breakdowns. The Emergency Voucher Breakdown should be calculated, and the Emergency Vouchers ordered using the Supercal in the normal way. The need to use the Supercal at this stage makes it sensible to use it to check the figures on the Suggested Allocation tab in the Allocation Calculator (see paragraph 9).

The rest of the allocation process should be completed as normal.

The allocation tool may be used again at any time where the assessment tool has been used and the vouchers are in Allocation Under Consideration or Allocation Review. If EVs have been issued or RVs set up the tool will take these into account and it will end date RVs where necessary and suggest a top up with EVs where appropriate. Experience and experiment will show how valuable the tool may be in Change of Circumstances or re-allocation.