Napis Re-Enrollment Module

ATTACHMENT I

NAPIS CLIENT RE-ENROLLMENT Instructions for Re-Enrolling NAPIS Clients - Fiscal Year (FY) 2010 to 2011

The following are instructions for using the NAPIS re-enrollment module to move clients from FY 2010 into FY 2011. Please note that some AAAs will need to complete both the manual re-enrollment process and the electronic re-enrollment process if some of their vendors that submit paper reports and others submit electronic files for NAPIS reporting purposes.

Manual NAPIS Client Enrollment Process (This process is intended for use by AAAs with service providers that submit paper NAPIS client enrollment forms and hardcopy unit reports.)

1. All FY 2010 client enrollments, unit reporting, and any other FY 2010 NAPIS work must be completed prior to initiating the re-enrollment process for FY 2011.

2. AAAs must contact OSA to request that the fiscal year setting of their NAPIS application be moved from FY 2010 to FY 2011. The active FY can be seen on the center of any NAPIS screen under the NAPIS header and NAPIS module tabs.

3. The AAA must be in possession a list of clients or have knowledge of clients that need to be re- enrolled into FY 2011. FY 2010 Client enrollment lists are generated by the AAA using the NAPIS enrollment reports module and sent to each vendor in a secure, confidential manner. These lists are typically distributed by AAAs to service providers beginning in late-September. The FY 2010 enrollment lists are returned to the AAA by the service provider (in a secure, confidential manner) listing all FY 2010 clients that need to be re-enrolled into FY 2011.

The work described in 1 - 3 above must be completed prior to using the NAPIS re-enrollment module to complete the re-enrollment process. Once steps above are completed the instructions starting on page 2 are to be followed to manually re-enroll clients from FY 2010 to FY 2011.

Electronic NAPIS Client Enrollment Process (This process is intended for use by AAAs with service providers that submit electronic client enrollment and unit upload files.)

1. All FY 2010 client enrollments, unit reporting, and any other FY 2010 NAPIS work must be completed prior to uploading enrollment files for FY 2011.

2. AAAs must contact OSA to request that the fiscal year setting of their NAPIS application be moved from FY 2010 to FY 2011. The active fiscal year can be seen on the center of any NAPIS screen under the NAPIS header and NAPIS module tabs.

Once steps 1 - 2 are completed, AAAs may begin to upload enrollment files from service providers for FY 2011. Uploading client enrollment for FY 2011 will re-enroll client records contained in the files.

Note - Clients must be enrolled for service for FY 2011 before any units can be reported for FY 2011. Therefore, AAAs must complete re-enrollment into FY 2011 using the manual process, the electronic process, or a combination of both.

0f32471e95101895a1410a60964f157b.doc 1 INSTRUCTIONS: NAPIS Manual Client Re-enrollment

1) Choose the “Re-Enroll” tab from the NAPIS modules near the NAPIS header. This will open the re-enrollment module as shown in the screen shot below.

0f32471e95101895a1410a60964f157b.doc 2 2a) Choose the vendor, site, client type, and service that you wish to re-enroll clients from FY 2010 into FY 2011.

2b) Once the selections described above have been made, the screen will refresh with a list of clients that were enrolled in the service in FY 2010. The screen will include a re-enrollment check box, SSN, client name, telephone number, and date of birth for each client.

0f32471e95101895a1410a60964f157b.doc 3 3a) Users can determine which clients to re-enroll (i.e., typically from lists provided by service providers) and check the re-enrollment box for each client that is to be re-enrolled into FY 2011.

3b) If most clients are to be re-enrolled, it may be easier to select the “check all” button and uncheck the re-enrollment box for the few clients that are not to be re-enrolled for FY 2011.

0f32471e95101895a1410a60964f157b.doc 4 4a) Once all clients that are to be re-enrolled have been selected, click the “submit” button at the bottom of the screen to complete the process for the selected clients. If all clients enrolled with the vendor/service did not fit on the initial screen, once the list of clients on the initial screen have been submitted, the screen will refresh with the next group of clients. If all clients are re-enrolled a confirmation screen will indicate that there are “No Clients to Re-enroll”.

4b) The screen will also provide a link to an enrollment report showing re-enrolled clients and a link to allow the user to continue with re-enrollments with a different and/or service.

NOTE - Clients that are not selected for re-enrollment from FY 2010 to FY 2011 will remain on the re-enrollment list for 2010. These clients can be re-enrolled at a later date any time in 2011 should they return for service.

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