Income Assistance Manager

This program is designed for use within the Province of Manitoba. 

 

SUMMARY OF THE MAIN FEATURES

Operating System Compatibility

  • Features a windows-based Graphical User Interface
  • Compatible with Windows XP, Vista (32/64 Bit), Windows 7 / 8.x / 10 (32/64 Bit)

Data Location & Access

  • Your data is stored in your office, on your computer (or on a file server).
  • You will never be locked out of your software or not have access to your own data.
  • Even if you no longer pay your annual support fees, you will still have access to the software and to your data (you just will no longer receive software updates or any kind of support from us).

Security and User Access

  • The databases that contain your client information and reporting details are encrypted.
  • Each user has his/her own login ID and password for the software.
  • Income Assistance administrators (or other users who have been designated) can then enter the following information for each user:
    • User Name and Password
    • Full Name to be used on forms
    • Job title
    • Email address
    • Telephone number and extension
    • Profile Settings (you cannot change the Income Assistance administrator’s profile settings as this person must always have full access to the system):
      • Make a user active or inactive
      • Indicate whether or not a user is a caseworker or an administrator
      • Indicate whether or not a user can access the payment approval feature
      • Indicate whether or not a user can process payments
      • Indicate whether or not a user can access the Administrative Reports/Forms for submission to funding agencies, etc.
      • Indicate whether or not a user should have the ability to modify other users’ profiles
    • You can also configure the email account settings for users so that each user will be able to email reports (as long as the user has access to the Reporting feature) directly from the software. The email account settings can be tested before any emails are sent from the software.
  • User access profiles can be updated at any time due to changes in staffing, security reasons, etc.

Case Management

  • Importing Client Data
    • We can help you to import the basic client information (client names, addresses, phone numbers, SIN and Health Card numbers) from your current software application into the Income Assistance Manager software.
    • Using our “Clean-Up” functions you can verify that basic client information, street names, school names, etc. have been correctly entered to ensure that statistics, such as those on the Tenant Profile Report, can be reliably generated.
  • Accessing your Clients in the Software
    • You can search for a client by:
      • First and/or Last Name
      • Treaty Number
    • You can filter your client list by:
      • Age: All Clients, Adults (18+) only, or Children (0-17) only
      • Gender
      • Status: Active or Inactive
      • Assistance: Receiving Assistance, Not On Assistance, or All
      • Social, Not on Social, or All
    • You can sort your client list by
      • Last and First Name
      • First and Last Name
      • Address
      • Treaty Number
      • SIN
      • Health Card Number
      • Hydro Account Number
  • The software will allow you to enter the following information:
    • Name
    • Street Address
      • Easily move an entire family by changing the applicant’s street number and address and then using the “Moved” button to change. Doing this will update the street number and address for all family members connected to the applicant’s file.
    • Mailing Address (if different than the street address)
    • GPS Coordinates
    • Treaty Number
    • Birth Date and Deceased Date
    • Status Card Expiry Date
    • Gender
    • Receiving Assistance
    • On Social
    • Non-Treaty
    • Bill C-31
    • SIN, Health Card and PHIN
    • Marital Status, including Date Effective
    • Disability Details (including an optional expiry date)
    • Spouse Information
    • Dependent Information
    • Income Sources: Employment, Self-Employment, Training Allowance, Pension, etc.
    • Email Address
    • SD01 and SD04 details which will be used to populate the forms.
    • Option to Use the Software to Keep Track of Band Members
      • If desired, the software can also be used as a means to track Band members who aren’t in receipt of Income Assistance by setting up the individuals’ files as Not Receiving Assistance.
      • There is also a field to indicate if an individual is living on or off-reserve.
    • You also have the ability to attach scanned images of the benefit unit members’ ID cards to their respective profiles and to attach PDF copies of documents, if needed.
  • Link Family Members
    • Link a client to his/her parents, his/her spouse, and to his/her children (including Children Out of Parental Home) once these individuals have been added to the software.
  • Types of Income Assistance Available
    • Location: North, South, or Isolated
    • Economic
    • Social: Single Parent or Other
    • Health
    • ASARET and WOP
  • Creation of Budgets/Calculations for Clients
    • Software will retain every budget calculation entered and/or changed
    • Budgets can be edited up until the payment is issued. After this point, the budget will be available for viewing or printing, but it will be locked to prevent editing.
    • Software will automatically calculate budgets based on the benefit unit size and according to other parameters you have specified, such as:
      •  Housing Type
        • CMHC, Private Housing, Band Housing, or Home Ownership
      • Therapeutic Diets
        • Choose one of the diet rates set by the government, or you can create custom diet descriptions to meet the needs of clients as per a health care provider’s directions and as per ISC’s approval.
        • You may enter a starting and an ending date for the diet, if required.
        • The system will automatically stop paying the diet allowance when it has expired.
      • Advances and Vouchers
        • Advances are payments that are made prior to the main income assistance issuance. You can enter a fixed amount or give the client 50% of his/her monthly entitlement amount after pay directs.
        • Advances can be recovered in full from the client’s main income assistance issuance, or they can be gradually recovered based upon the recovery calculation guidelines.
        • Vouchers are given to vendors in exchange for goods.
        • Once used, the vendor will remit the voucher to your office for payment.
        • A voucher can be a one-time amount, an amount that occurs monthly, or an amount that occurs only for a specified period of time.
        • Both advances and vouchers are amounts that are deducted from a client’s entitlement so that the client receives what is remaining (if anything) once the amount for the advance or the voucher has been deducted.
        • You can enter advances and vouchers under the appropriate tab on clients’ profiles or you can use the Bulk Advances/Vouchers function if you are going to be processing the same advance/voucher for a number of clients (e.g. all clients get a 50% advance, etc.).
      • Non-Variable Allowances 
        • These are calculated based on the allowable amount for the benefit unit size according to the guidelines for your province.
        • Can be paid directly to the client or to a vendor.
        • Examples of Non-Variable Allowances: Basic Needs, COPH, Disability, Special Care, Comfort Allowance, Infant Formula, Therapeutic Diets, Shelter (with an override option), Laundry, RRAP, User Fees, Work Clothing, Telephone, Exceptions, etc.
      • Variable Allowances
        • These are amounts that change from month to month.
        • Can be paid directly to the client or to a vendor.
        • Examples of Variable Allowances: Hydro, Oil for Heating, Wood Allowance (for wood purchased or cut by the client), Propane, Special Needs (Non-Insured Health Benefits or Other), Burials, and Exceptions.
      • Various capabilities:
        • Ability to indicate that a client’s Basic Needs are provided by a 3rd party. Checking this box means that the Basic Needs amount will not be included within the budget but allows all other allowances to be entered and calculated.
        • Ability to make a COPH-only calculation when the client is only eligible to receive funds for COPH members within the benefit unit (variable allowances can still be issued).
    • Client Payment Options
      • You have the option of issuing payments to clients by:
        • Standard Laser Cheque (stub-cheque-stub or cheque-stub-stub layouts)
        • Direct Bank Deposit (we do not charge you anything to issue payments via this method)
        • Card Payment (e.g. Northern Store Benefits card or the Northern Store WE VISA card)
  • Active Measures
    • Track clients, spouses, and dependents who are participating in Active Measures.
    • Maintain a record of each individual’s activities, including a starting and ending date, if needed.
    • Track expenses by entering an amount that was given to the individual for the activity.
    • The following items can all be tracked within the Active Measures section of the individual’s file:
      • Education Level
        • Less Than Secondary School
        • Secondary School or Equivalent
        • Post-Secondary School, Apprenticeship, Trades Certificate, Diploma or Degree
        • Expected to Work Indicator
      • Activity Types
        • Employment / Pre-Employment
        • Skills Training
        • Basic Literacy and Essential Skills Training
        • Adult Education (e.g. Adult Basic Education, General Education Development)
        • Voluntary Work Opportunity
        • Career and Job Seeking Skills Counselling (e.g. career assessment)
        • Other Provincially Legislated Activity
      • Support Types
        • Training Allowance
        • Wage Subsidy
        • Transportation
        • Equipment
        • Child Care
        • Employment-Related Relocation Costs
        • Accommodation
        • Transfers to Employers for Training or Employment services
      • Result Types
        • Exited to Employment
        • Exited to Education
        • Unable to Track option
  • Case Notes / Tasks
    • You can add a note to supply additional details for any Active Measures entry.
    • Note Entry Types:
      • Action Plan
      • Carry Forward
      • Case Note
      • To Do
      • You can also add your own custom note types.
    • Add a date to track when the entry was inputted.
    • Include an optional goal to identify the expected outcome of the entry.
    • Add comments or details regarding the entry.
    • Include an optional Target Date to identify when this entry is due.
    • Enter a Completed Date field to identify when this entry was completed.
    • Any entry that does not have a Completed Date will appear on the To-Do List as an outstanding item.
    • Case Notes Reports Option
      • Reports can be filtered for:
        • Specific entry types (e.g. Action Plan, To-Do, etc.)
        • Specific date range
        • Completed status:
          • Where the activity has not been completed but there is a Target Date
          • Overdue
          • Ability to enter notes regarding the completion of an activity
      • Report Layout Options:
        • Case Note Summary for the client
        • Case Note Summary for a staff person for all clients
        • Case/Action Plan Sheet for the client
  • Verification Tools
    • Each individual’s file has his/her own verification flags to check for information such as:
      • Ensuring that first and last names match IDs
      • Ensuring that various form-related details have been completed, such as whether or not forms have been signed and initialed, whether or not receipts are attached for benefits requested, etc.
      • Ensuring that identifications such as the Birth Certificate, Driver’s Licence, SIN, Health Card, and Status Card (including expiry dates, if applicable) are on file
      • Ensuring that shelter-related information such as house and lot numbers, tenancy agreements, tenancy profile date, as well as hydro bill dates and amounts are on file
      • Ensuring that bank account information and assessment details are on file

Forms

  • The software can generate various ISC (Indigenous Services Canada) forms:
    • SD01 – Application for Income Assistance
      • Is auto-populated with information from the case file and from the SD01 tab.
    • SD03 – Declaration of Income
      • Is auto-populated with the amounts you entered under the Income tab within the client’s budget for a particular month.
      • Lists income from Employment, Self-Employment, Insurance Payments, Pensions, Maintenance Agreements/Orders, Inheritances from Estates, Employment and Training Allowances, Education Funds, Income from Assets, etc.
    • SD04 – Budget and Decision Form
      • Is auto-populated with information from the current budget and from the SD04 tab.
    • SDSN – Special Needs Application
    • SDCOPH – Child Out of Parental Home
    • ROFE – Record of Funeral Expenses
      • Has a button that takes you directly to the funeral rate table section in the current policy manual.
  • And any custom forms that are required such as:
    • Financial Needs Assessment Form
  • The software will retain a copy of each client-related form generated to provide you with a history of changes for each client.

Letters

  • Form letters can be generated for any individual with his/her information automatically inserted into the appropriate fields within the letter.
  • Some letters have customizable information that can be entered at the time of generating the letter.
  • The software will retain a copy of each letter generated so that the letter can be reprinted, if needed.
  • If you have your office’s letterhead image available, the software can be configured so that the letterhead will be automatically imprinted on the letters to save you from having to use preprinted letterhead.
  • The letter templates that you can generate are:
    • SF1 – Enrolment Letter
    • SF2 – Rejection Letter
    • SF3 – Benefit Adjustment Letter
    • SF4 – Cancellation / Suspension / Withdrawal Letter
    • SF5 – Overpayment Letter
    • SF6 – Residency Confirmation
    • SF7 – Redress Request
    • SF9 – Medical Request Letter
    • SF10 – Medical Letter – Disability
    • SF10 – Medical Letter – Infant Formula
    • SF10 – Medical Letter – Therapeutic Diets
    • SF11 – Estates Memo / Reimbursement For Funeral Expenses
    • SF12 – Lump Sum Payment Calculation Sheet
    • SF13 – Statutory Declaration
    • COPH Notification to CFS
    • COPH Notification to Applicant
    • Validity of Claim of Residency Letter
    • Legal Aid Confirmation Letter
    • Correctional Institution Release Form Letter

Payments

  • You have the ability to process payments, advances, and vouchers.
  • Payments can be made to a client or to a vendor on behalf of one or more clients.
  • Customizable:
    • Cheques can be digitally signed using our Signatures Management function by scanning in the signature to use for each signature line.
    • Cheques can have the address information removed and show only the recipient’s name.
    • Cheque stub payment breakdowns can be customized by hiding $0.00 benefits and by hiding benefits that are paid directly to a vendor.
  • Approving Clients’ Advances/Vouchers
    • You can easily approve advances/vouchers by checking off the advance/voucher for the clients’ names on the Approval Listing screen. Alternatively, you may click the Approve All button to have the software automatically check all of the clients and you can then uncheck only the clients for whom you don’t want to process the advance/voucher.
    • The Approval Listing screen indicates how the advance will be issued (e.g. by cheque, card or by direct deposit).
    • Advances/Vouchers must be approved and processed before the monthly assistance payments are approved as they are recovered off the clients’ assistance payments.
    • Once the advances/vouchers have been processed for the clients, the software will automatically put a check mark in the Processed box and input a Process Date.
  • Processing Vouchers & Advances
    • After you have approved the advances/vouchers, you can process them independently as there are two separate processing options on the menu, one for Vouchers and one for Advances.
    • Vouchers are designed to be printed on blank paper with two perforations on it similar to how a cheque has two perforations (three sections separated by two perforations). They can also be printed on standard letter-size blank paper and manually cut using a paper cutter.
    • Advances are payments so they are printed on a cheque or the payment information is placed in the Card Payment or Direct Deposit holding area until you are ready to generate the batch files.
  • Approving Clients’ Monthly Payments
    • You can easily approve clients’ monthly payments by checking off clients’ names on the Approval Listing screen. Alternatively, you may click the Approve All button to have the software automatically check all of the clients and you can then uncheck only the clients for whom you don’t want to process a payment.
    • The Approval Listing screen indicates how the advance will be issued (e.g. by cheque, card or direct deposit).
    • You may use the Approval Listing screen to approve clients’ payments at any time during the month. The software will also allow you to input a starting and an ending date within a client’s budget so that you may prorate the payment if the client applies for assistance after the start of the month.
    • Once the payments have been processed for the clients, the software will automatically put a check mark in the Processed box and input a Process Date.
  • Processing Clients’ Monthly Payments
    • You can process the client payments that you approved by using the Process Client Payments menu. You have the option of previewing the payments before you process them.
  • Exception Payments
    • You can make an Exception Payment for an item that was not included in a client’s budget calculation at the time that his/her Income Assistance payment was issued.
    • For example, a client may need to be reimbursed for a shelter expense that he/she paid out-of-pocket, or a client may need his/her hydro bill paid to a hydro supplier at any time throughout the month.
    • An Exception Payment can be paid to a client or to a vendor on behalf of a client or on behalf of multiple clients
  • Vendor Listing
    • You can keep track of basic vendor information such as the company name, address, phone, fax, the name of contact person, and the email address
    • Each vendor profile also contains a checkbox to indicate if the vendor is active or inactive, and a checkbox to indicate if the vendor is a hydro provider
    • Checking the hydro provider box will then mean that clients’ hydro account numbers will appear on the vendor letter that accompanies the payment for this vendor
  • Process Vendor Payments
    • When a client payment has been processed, any amounts that were paid to a vendor are put into a holding file until you choose to process the vendor payments
  • Vendor Letters
    • The software can generate a letter to accompany each vendor payment
      • The letter indicates the clients and their respective amounts that comprise the total payment being made to the vendor
      • The letter will also include other details, such as the client’s account number (i.e. hydro account), if you chose to enter this information at the time that you set up the payment
      • If you have your office’s letterhead image available, this file can be uploaded to the software so that the letterhead will be automatically imprinted on the vendor letters
    • You can also generate an Excel spreadsheet containing the information from the letters for sending to your Vendors which uses the vendor name and cheque number as the filename for easy identification.
  • Vendor Transaction History
    • The software retains the complete transaction history of all payments made to each vendor
    • You can view the details of any payment
    • You can also void any payment made to a vendor, if needed
  • Card Payment Processing and File Submission
    • Once a payment has been processed for a client who has been set up to receive payments via a reloadable Card Payment (i.e. Northern Store Benefits or a Northern Store VISA card), his/her card payment will be placed by the software in a holding file until you initiate the process to generate the batch file
    • The batch file can then be emailed to the card payment contact person that you set up in the software
  • Direct Deposit Processing and File Submission
    • Once a payment has been processed for a client who has been set up to receive Direct Bank Deposit payments,  his/her payment will be placed by the software in a holding file until you initiate the process to generate the batch file
    • You can preview the payments waiting to be included in the next generated batch file at any time.
    • When generating the batch file:
      • It will create the batch file in your financial institutions required format/layout.  The default is to create a file with “.EFT” as the file extension however you can choose your own file extension to use in your “Software Settings”.
      • It will print out the Direct Deposit Batch report and save a copy of it as a PDF file.  The report shows the clients, amounts and account information that was included in the batch.  The batch report also has 2 signature lines on it for authorization purposes if required.
      • If you have configured your email account settings and configured an email address in your “Software Settings” under the “Direct Deposit” tab, it will automatically email the actual batch file and the report in a PDF format to that email address (e.g. finance person responsible for uploading the batch to the financial institution).  If not configured, then you manually have to send the batch file to the appropriate person for uploading.
    • The batch file can then be uploaded to your bank and submitted for processing.
    • We do not charge any fees to use Direct Deposit, you only have to pay what your financial institution charges you to do Direct Deposit.
  • Reprint Cheque Option
    • If you ever need to reprint a cheque (i.e. you accidentally printed the cheque on a piece of paper, etc.), you will be able to easily reprint the cheque on the actual cheque using this option
    • This is also useful for when you require another copy of a cheque on blank paper for verification, or if you lost the cheque stub, or if you need to request a stop payment, etc.
  • Export Payments
    • You can export the payment details made in our system to a Sage specific file format for importing and/or processing by your Sage financial software.  You can configure your Bank and Cash Account details as well as map our accounts to your Sage accounts in the “Software Settings” function.

Reports / Forms

  • Client Management Reports
    •  Client Listing
      • You can generate a listing of clients that matches various criteria:
        • Gender: Male, Female, or Both
        • Receiving assistance: Yes, No, or All (all clients whether or not they are receiving Income Assistance)
        • Only Head Of Households
        • Caseworker: Select a caseworker or leave this field at All to show all caseworkers
        • Active/Inactive: Show clients who are active, inactive, or both
        • Payment Method: Show only clients who are receiving a payment via Cheque, Direct Deposit, Northern Store card, or by all options
        • Marital Status: Show only clients who match the marital status options you selected
        • Age: Show only clients who are between a starting and an ending age range as of a particular date
        • Housing type: Only show clients who have a specific housing type such as CMHC, Private, etc.
        • Assistance type flags: Health, Social Single Parent, Social Other, Economic, WOP, ASARET, etc.
    • Labels
      • You can print file folder labels or mailing address labels (in various sizes)
      • When selecting which clients to print a label for, you can use many of the same filters/options as detailed above in the Client Listing report
    • Envelopes
      • You can print your office’s logo, return address and the client’s mailing address directly onto envelopes from the software
      • When selecting which clients to print an envelope for, you can use many of the same filters/options as detailed above in the Client Listing report
    • Tenant Profile Report
      • This report shows which Income Assistance clients (and other people) reside at the same address and the percentage of the shelter costs that the Income Assistance client is responsible for
      • You can use many of the same filters/options as in the Client Listing report
    • Family Snapshot
      • This report gives you a detailed summary of the benefit unit including the applicant, spouse, mother, father, and the dependents linked to each individual’s file
      • You can use many of the same filters/options as in the Client Listing report
    • Address History
      • This report gives you a history of address changes based on the SD01 application form
      • You can use many of the same filters/options as in the Client Listing report
    • Marital Status History
      • This report gives you a history of the marital status changes based on the SD01 application form
      • You can use many of the same filters/options as in the Client Listing report
    • Verification Spreadsheet
      • This generates an Excel spreadsheet that shows the verification details for each individual person grouped by the benefit unit
      • You can use many of the same filters/options as in the Client Listing report
    • Disability Status
      • This report gives you information on disabled individuals as well as their Special Care Room & Board options if applicable.
      • Can identify expiring disability benefits.
      • You can use many of the same filters/options as in the Client Listing report
    • Therapeutic Diets
      • This report gives you information on individuals that have a Therapeutic Diet including the starting and ending dates.
      • Can identify active diets, or diets expiring by a specific date.
      • You can use many of the same filters/options as in the Client Listing report
    • Age Demographics
      • This report gives you information on the age demographics for active clients or only those that received some form of assistance.
      • Standard Statistics Canada demographics and custom age ranges are shown.
      • The totals on the report are broken down for Males, Females and both combined.
      • You can also generate an Excel spreadsheet which contains the demographics and also allows you to create a Pie Chart of the demographics for use with reports or presentations.
    • Identify Potential Problems
      • This report allows you to look for specific data entry issues and other problems such as:
        • Head Of Household with Hydro Account Issues
        • Social Insurance Numbers:
          • Blank, formatted wrong, etc.
          • Invalid (do not pass the “test”)
        • Health Card Number Issues
        • Personal Health Identification Number (PHIN) Issues
        • Address Issues (House Number or Street Name is blank, etc.)
        • Date Of Birth Issues (Blank or Invalid)
        • Marital Status Issues (Blank or Invalid)
        • People who are “Receiving Assistance” but do not have an Assistance Type set (e.g. social, health, economic, etc.)
        • People who are “Receiving Assistance” but who do not have an Housing Type set (CMHC, Band, Private, etc.)
    • Custom Letters
      • Using our Letter Editor you can create your own custom letter templates complete with the ability to merge client, First Nation and custom data into your letters.
  • Accounting / Financial Reports
    • Transaction Listing
      • This report shows detailed information about any transaction/payment for a specified month/year, starting and ending date range, calendar or fiscal year based on the criteria you have selected
      • You may choose to print a listing for any or for all of the following:
        • For Which Client: All clients or for an individual client and/or
        • For Which Vendor: All vendors or for an individual vendor
        • Transaction Types To Include:
          • Assistance Payments
          • Vendor Pay Directs
          • Advances
          • Vouchers
          • Exception Items
          • Adjustments
        • Posted To A Specific Account: Choose all accounts or a specific account
        • Show Detailed Account Postings: selecting this option will show every account that was part of the transaction
        • For Treaty and/or Non-Treaty clients
    • Cheque Listing Report
      • You can generate a report based on the cheques that you issued from a specific bank account (if you have more than one) for a specified starting and ending date range, or by a starting and ending cheque number range
      • Only Show Voids: selecting this option will only show cheques that have been voided
    • Card Payment Report
      • This report will show a listing of clients who received payments via the Card payment method
      • This supports the following card payment systems:
        • Northern Store: Benefits cards and the WE Financial reloadable VISA prepaid debit cards
      • The report can be generated for a specific batch date, a specific date range, or for a specific client
    • Direct Deposit Batch Report
      • This report will show a listing of clients who received payments via the Direct Deposit payment method
      • The report can be generated for a specific batch date, a specific date range, or for a specific client
    • Voucher Listing Report
      • This will list the vouchers you issued for a specified starting and ending date range or by a starting and ending voucher number range
    • Claimant Signature Log Sheet
      • Allows you to print a signing sheet for a range of cheques to keep track of who picked up a payment.  You can customize it by choosing to show cheque numbers and/or treaty numbers.
    • Approval Listing Report For Client Payments
      • Allows you to preview/print the approval listing for the monthly assistance payments that you created for a particular month/year.
      • You can filter it by:
        • Caseworker
        • Only those payments not processed yet
        • Approved payments
        • Not Approved payments
    • Approval Listing Report For Advances/Vouchers
      • Allows you to preview/print the approval listing for the advances/vouchers that you created for a particular month/year.
      • You can filter it by:
        • Caseworker
        • Only those payments not processed yet
        • Approved advances/vouchers
        • Not Approved advances/vouchers
  • Administrative Reports
    • Income Assistance Report (DCI 455897)
      • The software will generate the quarterly statistics and expenditures for ISC’s DCI 455897 report
      • This report defaults to reporting for Treaty cases only, but it can also be generated for Non-Treaty only cases for submissions for reimbursement
    • Income Assistance Report (DCI 455897) – Monthly
      • The software will generate a monthly version of ISC’s DCI 455897 report
      • This reports defaults to reporting for Treaty cases only, but it can also be generated for Non-Treaty only cases for submissions for reimbursement
    • WOP / ASARET Project Application Form
      • Allows you to enter the details for either a WOP or ASARET project and generate the application form and then either print, email, or save the application as a PDF
      • The software will retain all applications entered.
    • T5007 (Canada Revenue Agency)
      • You can generate the following:
        • A report listing eligible T5007 clients and their amounts.
        • The official form with 3 identical stubs
        • The XML file for electronic submission of your T5007 data to the CRA.
      • Based on the qualifying amount you choose.
      • Link to the CRA website for secure login and uploading of the XML (if used).
    • Monthly Reports
      • Detailed Summary Report – Variable
        • Shows the details for Variable expenditures along with the standard totals
        • If desired, the report can be filtered for specific calculation types, i.e. Economic, Social, Health, WOP, ASARET, etc.
      • Detailed Summary Report – Non-Variable
        • Shows the details for Non-Variable expenditures along with the standard totals
        • If desired, the report can be filtered for specific calculation types, i.e. Economic, Social, Health, WOP, ASARET, etc.
      • Compliance Detailed Summary Form
        • If desired, the report can be filtered for specific calculation types, i.e. Economic, Social, Health, WOP, ASARET, etc.
    • Manage Reporting Periods
      • This allows you to “lock” a month/year when you are finished with it (e.g. after producing all of your reports, etc.) and prevents anyone from posting a financial transaction to that period.
  • Bulk Forms
    • Allows you to generate the standard forms (SD01, SD03 and SD04) for multiple clients based on the information currently on their case file.
  • Blank Forms
    • Various blank forms from Manitoba Hydro, ISC, Canada Revenue Agency, Service Canada, Manitoba Health Seniors and Active Living (MHSAL), etc.
  • Bonus Feature:
    • All reports in the software may be saved as PDF documents and they may also be emailed directly from the software
    • Some reports can also be exported to an Excel spreadsheet with the data in proper columns and rows

Miscellaneous Features

  • Quick Entitlement Calculation
    • You can use this feature to determine what a client will receive under various scenarios or you can use it to determine basic eligibility for a new client.
    • The resulting budget can then be previewed, printed, or saved as an Excel or a PDF document.
  • Adjustments (Journal Entries)
    • You can add, edit, or delete entries such as deposits, adjustments, etc.
  • Bank Reconciliation Feature
    • Keep track of what payments have cleared the bank based on an ending date, as well as enter charges and deposits.
    • You can then generate a report showing what has cleared and what remains outstanding.
  • Personal Care Services Calculator Tool
    • Helps you determine the correct daily rate to pay as well as the total amount payable based on the starting and ending date the individual was receiving Personal Care Services.
    • You can choose which year you are calculating for so that it uses the correct rates and guides.
    • The “Guide to Services and Charges in Manitoba” and the “Residential Manual” are available on the same window as the Calculator Tool as well, should you wish to consult them.
    • You can then generate a screen printout of all the information and numbers used to put on the client file or attach to the payment, etc.
  • Mass Emailing Tool
    • Allows you to select clients that you want to send an email to and it will copy all of their addresses so that you can paste it into your emailing application (software-based or web-browser based).
  • Third Party Account Verification Tool
    • Allows you to compare the Hydro account numbers on cases file against a current Manitoba Hydro billing spreadsheet to ensure that the account numbers on case files are correct for the account holder. The results are colour-coded: green means a match was found while red means no match was found and there may be an account number issue to resolve.
    • One or more filters can be applied to shorten the list:
      • Head Of Household
      • Receiving Assistance
      • On Social Assistance
      • Found Match (after you have selected the spreadsheet and it has done its verification)
    • The results can be previewed/printed to assist with client file updates as required.
  • Hydro Account Manager
    • Allows you to easily enter or update the Hydro account number on your case files instead of going into each file one at a time.
    • One or more filters can be applied to shorten the list:
      • Head Of Household
      • Receiving Assistance
      • On Social Assistance
      • With Hydro Account (only those with something entered in the account number field)
    • The list can be previewed/printed for manually writing down the account numbers and then entering them later, double checking after you have entered them all, etc.
  • Monthly Variable Allowance Batch Entry
    • This feature will allow you to create a batch to pay a particular variable allowance benefit for applicable clients such as hydro, oil, wood purchased, wood cut by client, and propane.
    • Batch must be charged to an open/unlocked period.
    • You can enter amounts that will be either:
      • Automatically factored into their monthly budget calculation (meaning that you have to enter the batch BEFORE approving the monthly assistance payments).
        OR
      • Processed as a separate batch payment (which can be done at any time throughout the month whenever those bills come in). Once processed the program removes all the $0 entries, the batch is locked, payment entries are created and you can no longer modify the batch contents again or process it again.
    • Amounts can be entered all at the same time without having to go into each client’s file to update the amount or make an individual payment entry.
    • Ability to import a hydro billing spreadsheet to assist in matching up the hydro account number against the one on your case file and then entering the correct bill amount on the batch entry set up screen.
    • Shows current calculations for inhabitants and those on social assistance to determine the percentage of the bill amount to be paid.
    • You can preview/print the batch contents for record keeping or verification.
    • Making sure that your client address information is accurate is important to ensure that the system uses the correct ratio for the tenant profile.

System Functions

  • Change Your Password
    • Every user can change their own password whenever they like. This is good for ensuring that access to the program and your data is kept secure.
  • User Settings
    • Administrators and those with the ability to maintain users can use this function to change their user licence account details such as the username, display name, security settings, job title, phone, email, etc.
  • Software Settings: The software will allow you to configure a number of options:
    • Default Location Settings
      • You can enter a default street, city, province, and postal code if you want to save time entering this for new clients as the software will auto-populate this information into the appropriate fields every time you add a new client
      • The information in the fields can be overwritten when adding a client if the client’s street, city, address, and/or postal code are different from what was auto-populated
    • Administrator’s Name for Reports and Forms
      • You can enter the name of the Income Assistance administrator so that this will be automatically printed on the various forms and reports that require the name of the administrator
    • Internet Connection Settings
      • You can enter the settings for your internet to indicate that you have internet access
      • You can also enter your email server settings which are necessary if you intend to email reports directly from the software
    • Cheque Layout Formats
      • Allows you to customize how your cheques will be created:
        • Stub-Cheque-Stub or Cheque-Stub-Stub
        • Adjusting the position of where information is printed on the cheques, if needed
        • Whether or not to hide $0.00 benefits from the stub details
        • Whether or not to hide pay directs from the stub details
    • Card Payment Details
      • You can configure the card payment system with information it needs to function such as the name and email address of the person to whom the electronic file of payments should be sent for processing so that you can email the file directly from the software
    • Direct Bank Deposit Details
      • You can enter all of the information necessary for your bank, including the appropriate file format setting, so that the electronic file of payments can be emailed directly from the software
    • General Ledger Accounts
      • All of the necessary accounts required for Income Assistance are already configured in the software, but you can also add as many General Ledger accounts as needed in order to cover administrative-type expenses
      • Export Transaction Details To Sage, Adagio, or AccPac compatible systems
        • You can export the details of the transactions in file formats specific to Sage, Adagio, or to other AccPac compatible systems.
        • You simply need to map the accounts in the software to their corresponding accounts in the accounting software program.
  • Street/Address Settings
    • When entering a client’s address, you must pick from a drop-down list of street names that you have set up
    • Having a preconfigured drop-down list prevents the possible misspelling of streets across different files as it is the address entered on a client’s file that the software uses to generate the Tenant Profile report
    • The Tenant Profile report shows the names of those who reside at the same address and it calculates the percentage of the total shelter costs that the Income Assistance client is responsible for
    • This is why it is very important that street names are entered correctly
    • You can edit and add to your list of addresses on file, as needed
  • Custom Diet Settings
    • Maintain your own list of approved custom diets over and above the default ISC diets.
  • Default Lookups
    • Add your own custom options as choices for things such as School Names, etc.
  • Mass Replacement Tool
    • Allows you to mass change case information instead of having to go into each client file one at a time.  You can change information such as:
      • Staff person assigned
      • Active status
      • Receiving Assistance status (e.g. receiving the payment)
      • On Social Assistance status
      • Payment Methods (Cheque or Direct Deposit)
      • Make a vendor the pay direct for variable allowances such as Hydro, Oil, Wood (Purchased & Cut) and Propane
      • Make a vendor the pay direct for the shelter benefit
      • Make a vendor the pay direct for the user fees benefit
      • Street Number and Address
  • Signatures Management
    • Allows you to add/remove signatures used by the system to sign the two different signature lines on cheques and the signature used by forms/letters/reports.
  • Letter Editor
    • Allows you to create your own custom letter templates with various fonts, sizes and colors. You can use “merge codes” in your templates which will be substituted with actual client or system information/settings when generating the letters.

Getting Help

  • Our Help menu has numerous items that can provide you with information you need such as:
    • User Guide: Allows you to retrieve the latest User Guide via the Internet and/or view/print the manual for the software.
    • Instructional Guides: Various step-by-step walk-throughs to help you complete a task. Some guides are provided by third parties such as Manitoba Hydro and relate to their processes.
    • Contact Information: Get names, addresses and contact details (email, website, location) for your government representatives, your Tribal Council, the First Nations that belong to the same tribal council you do, and our Software Support contacts. Contact information can also be printed.
    • Rate Tables: View/print the rates used by the system based on location (North, South or Isolated), and on the client type (Social, Health, Economic or ALL).
    • Policy and Procedures: Allows you to view the current and previous versions of the Policy & Procedures manuals from ISC.
    • Income Assistance Related Websites & Resources: Links to useful online resources to assist with day-to-day operations and to provide assistance for your clients.
  • Using our Request a Call Back function, you can:
    • Send us a request via the internet to call you back as soon as possible.
    • You can request a specific staff person (e.g. technical support person) or the “First Available Person”.
    • From your currently logged in user profile it shows your name, telephone and extension and if you need to you can change this information before you submit the request.

Updating the Software

  • You can check for updates any time via a menu option with an active support account.
  • If an update is available, all that you will need to do is click to download it and it will do everything for you (e.g. download the update, install it for you, convert any data as required, etc.).
  • If the software is used in a multi-user environment, you will only need to update the software from one computer, not on each computer!

Backing Up your Data

  • With just one click within the software, it will back up the entire program’s databases and all of the files contained within the folders that our program creates/uses (e.g. spreadsheets, batch files, PDF reports, etc.).
  • You can choose to back up your data locally to:
    • A USB flash drive
    • An external hard drive
    • A network location
    • The program will remember the backup destination you last used for the next time you do a back up.
  • You can also choose to back up your data via the internet to our server with a subscription to our Data Backup Service
    • This can be used as your only back up method or in addition to your current method as an added safeguard in the event your method ever malfunctions or if the drive that you’re using is misplaced or damaged
  • The backup function can do both a local backup and a backup via the internet to our server with one click!
  • The system will remind you when it is time to do a backup based on your preferences (e.g. every 7 days, etc.).

WHY SWITCH TO OUR SOFTWARE?

  • Our Ontario social services software program is currently in use at over 100 First Nation social services offices (including 3 DSSABs/Tribal Councils) and is highly rated by Ministry of Community and Social Services Program Supervisors.
  • On-site and group training sessions are available.
  • We offer superior customer service and comprehensive support.
  • We have over 26 years of experience in the field of social services software design and support!

 

SAMPLE REPORTS AND FORMS
Income Assistance Report (DCI 455897)
Detailed Summary Report for a Month/Year – Variable
Detailed Summary Report for a Month/Year – Non-Variable
Bank Reconciliation
Budget Calculation
Approval Listing
Client Cheques
Vendor Cheques
Vendor Letters
Direct Bank Deposit Batch File Details Report
Card Payment Batch File Report
Enrolment Letter
Rejection Letter
Tenant Profile
Transaction Listing – No Details
Transaction Listing – With Account Details
Family Snapshot
Marital Status History
Address History
Verification Spreadsheet
SD01 – Application for Income Assistance
SD03 – Declaration of Income
SD04 – Budget and Decision Form
SDCOPH – Children Out of the Parental Home
SDSN – Special Needs Application
ROFE – Record Of Funeral Expenses

Download an information sheet containing the initial/start-up and ongoing cost breakdowns of the Income Assistance Manager software.
Download a brief product brochure of the Income Assistance Manager software.
Download the latest version of Adobe’s Acrobat Reader

Description SKU # Price
Single User IAMS-SU $10,000.00

For more information on this product, please email us.