DVR Service Provider Portal User Guide

MyWisconsin ID is a statewide login portal that allows you to create a single account for access to many participating Wisconsin government websites across state agencies. You will use that login when accessing the DVR Service Provider Portal.

• Agencies must have staff listed on the personnel tab and all requirements completed prior to DVR being able to approve a new registration request.
• Staff roles: Agencies determine the level of access their staff have based on designating roles.
• Staff role: View the Details (Service Provider Information; Wait List; IPS Info; Services by County is view only), Locations, My Personnel Info., Personal Alerts, PO Consumers, My Work List, Demand vs. Supply menu items.
• Administration role: View and edit the Details (Service Provider Information; Wait List; IPS Info; Services by County), Locations, Personnel, My Personnel Info., Subcontractors, Agreement, Personal Alerts, PO Consumers, DVR Consumers, Invoice Search, My Work List, Demand vs. Supply menu items. They cannot sign agreements. No limit on how many per agency.
• Main contact role: View the Details (Service Provider Information; Wait List; IPS Info; Services by County), Locations, Personnel, My Personnel Info., Subcontractors, Agreement, Personal Alerts, PO Consumers, DVR Consumers, Invoice Search, My Work List, and Demand vs. Supply menu items. Main contact signs agreements, limited to one per agency. This individual is the recipient of all DVR statewide communications.
• Other Role: Attach files to the case, access purchase orders, beneficial to staff responsible for invoicing. No access to the FAR, IPE, agreement, or shared documents, unless assigned to PO line for consumer.
• Invoicer: Create and submit invoices electronically. Receive invoicing request alerts. Needs to also include the role of either Other, Main Contact or Administrator.

Home Page

Displays any system messages of scheduled times of the application. Access to alerts grouped by type.

Agency information related to services provided, WDAs served, and agency autobiography. Editable for Main Contact and Administrator roles; read only for all other roles.

• Service Provider name.
• Abbreviation code: Used when submitting reports to DVR. Can be up to 10 characters; at the discretion of the Main Contact; must be unique. Error message will appear if code is already in use.
• Federal Tax Classification: If "Other" is selected, "Other Tax Type" must be completed.
• Main contact info will be defaulted and read only.
• Website: enter if available.
• WDA(s) served: defaulted from active Service Agreement.
• Services provided: mark all that will be provided.
• Local services: list as appropriate.
• Managed Care Organizations-Contract for Service: document as appropriate.
• Staff Info: Total # of Staff working on Statewide Service Agreements is defaulted based on Personnel.
• Job Details, PT/Job Titles, and Subcontractors are defaulted from Personnel and Subcontractors and read only.
• Mission Statement, Provider Professional Affiliations, Area(s) of Expertise, About the Agency, Professional Credentials, Special Project or Pilot, and Diverse Populations Served/Staff training: provide relevant information as appropriate.
• Transportation Details: Indicate "Yes" if the agency will provide transportation to the consumer according to the Agreement Terms and Conditions identified in Section 4.9, Transporting DVR Consumers.

Ability to add new, review, and manage (start and end dates) wait lists. Each individual line must be submitted to DVR to make it active. Status of the wait list line is significant.

*Active = wait list is in effect and DVR can see it.

* In Process = has been created, but not submitted, therefore not in effect and DVR cannot see it.

* Obsolete = wait list has ended and is no longer in effect.

When providing IPS service, record IPS Supported Employment Fidelity Score here, as well as updating when it changes.

This page provides an overview of all services, county and quadrant information for your organization. It displays the services that your organization provides in each county and the total number of personnel who provide each service in a county. This is populated based on the locations and services on each personnel Information page.

This is where users will view all their active wait lists and all affected purchase orders. From the results of this grid users may print the information available to manage the purchase orders to accurately manage the wait list. Users must add and remove the wait list flag on each order line as/when appropriate. If an order line is represented as being on a waiting list, services should not be provided, and reports and invoicing should not be submitted.

Use this tab to list at least one service location. Service locations must be public, confidential, and accessible. Examples include an office, public library, local job center, etc. This is intended to give DVR consumers an idea of where you will meet with them and where you have professional connections in the community listed. You will use these locations in the Personnel Information to identify where your staff will provide services.

Use this tab to enter ALL agency personnel that will have direct contact with DVR consumers, administration, processing of reports, and/or fiscal duties. Agency personnel should be entered into the online account prior to working with DVR consumers or consumer-related information. Enter an effective agency end date for agency personnel no longer employed by the agency or working with DVR consumers as soon as the end date is known. Roles, services, locations, and important dates should be updated in real time, and reviewed and updated with agreement renewals as required.

This takes a user directly to their own Personnel Information for reviewing and editing as permissions allow. This is where users can update to receive emails for messages and purchase orders received or assigned.

The Service Provider retains responsibility for fulfillment of all terms and conditions of the Service Agreement with any subcontracted agency. All subcontracted agencies must be identified. The Service Provider certifies that by signing the Service Agreement, the subcontractor is qualified to provide the services as required in the technical specifications. Subcontractors do not access the portal.

Main Contact and Administrators have access. Active and previous agreements are located in the Agreement Menu. This is where users will add their new Service Agreement during renewal cycle.

The grid loads all alerts, is sortable, and can sort and filter on each column.

When the page loads, there are two tabs: Active (today is in between the PO begin and end date) and Inactive (the PO has not yet reached the begin date or is within 90 days of its end date); navigate as needed. The grid is sortable and can filter on each column. There is also the ability to download all or by individual selection.

Main Contact and Administrators have access. The grid is sortable and can filter on each column. This is a master list of all purchase orders the agency has access to. There is also the ability to download all or by individual selection.

Tab is available to Main Contact, Administrator, and Invoicer roles. Personnel record must have Invoicer checked to create, edit, and submit invoices. There are tabs to separate invoices by their status. Each tab is sortable and can filter on each column. Click on the Invoice Number to display it.

• *General Information tab:
  • *Current Status section is read only.
  • *General Information: must enter Invoice Number, Date Started, Remittance Advice.
  • *Complete the certification statement.
  • *The last click prior to Submit To DVR must be to verify the FEIN number and remit to the address populated in the Vendor Information; if not correct, the invoice cannot be submitted until correct paperwork has been approved by the Department of Administration.
• *Invoice Lines tab:
  • * User can click on the Import Order Lines button to add more PO lines. A quantity of each PO line must be entered before saving. If invoicing more units to a PO line that already exists on a draft-in process invoice, change the quantity on the existing invoice line; do not import the same order line. Electronic invoices are limited to 100 purchase order lines.
  • *Check (far left) an invoice line to enable the Fill Selected As Ordered and Delete Selected Invoice lines.
  • *Prior to submission, quantity, Service Start and End Dates are required.
  • *Receipts: invoices that require receipts to be included can be handled by attaching a receipt to the consumer's attachment tab. On the invoice line, you can click the Associate Attachment, highlight the correct file, and click Share. Save the invoice.

Displays all active POs assigned. No one can view any other employee's My Work List. Expandable view by utilizing the caret. Click on the consumer's name to go to the consumer summary (Contact, Attachments, Messages, Purchase Orders, Guardian, IPE, and FAR tabs) or click on the purchase order number to open it.

Access to the training and dashboard.

Removeable or action alert. Removeable alerts will have a checkbox that can be checked; click on Remove Checked and the alert will be removed or click on the remove alert icon. Action alerts require taking the action (assigning a PO line) and once the action is completed the alert auto removes. Able to view all by clicking on the Personal Alerts menu. You are able to view by Alert Type from Home menu by clicking hyperlink for each type.

Alert Type

• DVR shared attachment: Once a PO line has been assigned to staff and DVR shares an attachment with the Service Provider, an alert is generated to the assigned staff. Clicking on the hyperlink under Message will open the attachment. PO must be active. This is a removeable alert.
• Employment Report Approved, Edited, Returned, Disapproved: Informational alert informing users of DVR's action on an Employment Record. These are removeable alerts.
• Follow Up Messages: These are messages you have previously read, and you selected a Follow Up due date for another alert to remind you to investigate at a future time. This is a removeable alert.
• Invoice Requested: Staff can send the alert to the Invoicer role with the ability to share what Order Line, number of units, Dates of Service, and any other pertinent information. Alert sent to Invoicer, Main Contact and Administrator Roles. When the request is made it will show a Request Status of Submitted and is editable by staff if it needs more information by clicking on the hyperlink. Once the Invoicer processes the request and removes the alert the Request Status will become disabled for editing and will move to Request Status of Processed. Removeable alert.
• Messages: DVR staff can send portal users messages after a PO line has been assigned. Alert Type will indicate Read or Unread to assist users.
• Overdue Message Follow Up: The follow-up date you selected has passed. This is a removeable alert. PO is Added to Waitlist: Information is only generated when users place a PO onto the waitlist in the portal. This is a removeable alert. PO is Removed from Waitlist; Information only generated when users remove a PO from the waitlist in the portal. This is a removeable alert.
• Purchase Order Date Changed: Separate alerts if a PO Begin Date, End Date or Both Dates have been changed. Alert sent to Administrators and staff assigned to a PO line. This is a removeable alert.
• Purchase Order Cancelled/Finalized: Alert includes the Consumer Name and PO number. This is a removeable alert.
• Purchase Order Changed; Message includes the information that has been changed (Unit Price or Item Quantity). Click on the hyperlink and on the PO line you will see the old value and the new value. This is a removeable alert.
• Purchase Order Line Assigned; Alert goes to Staff assigned to perform the work. This is a removeable alert.
• Purchase Orders waiting for Assignment: Alert generated to Main Contact and Administrators when a new approved PO arrives. Message includes the WDA of the consumer and the type of service. Alert will remain until all PO lines have been assigned to a Staff. Once one Main Contact or Administrator assigns all lines on the PO the alert will automatically be removed from everyone's alert list.

Emails

There is an option to receive emails for new POs approved (Main Contact and Administrators only), when a new PO has been assigned to you, and when a new message has been received. Each employee can personalize as desired on their My Personnel tab. (Those on vacation may wish to not receive alerts until they return to work.)

Assigning purchase orders (Main Contact and Administrator Roles only can assign). Only one individual may be assigned to one PO line at a time. Staff do not have the ability to change this,; if it needs to be reassigned, they must contact the Main Contact or Administrator to change. Can assign multiple staff to a multi-line PO.

Active PO versus Inactive PO. Active PO means today is in between the PO begin date and the end date. Inactive PO means today is within PO end date + 90 days. Only Active PO's show on the My Work list. A PO consumer's search will display both active and inactive POs. This is where staff find all (Active and Inactive POs). Invoicing. It is preferable that invoices be submitted monthly. DVR may identify acceptable invoicing frequency in the PO description depending on the type of service. Ability to have multiple draft in-process invoices for those agencies that invoice by service type. To start an invoice, go to the PO line, check the line, click Create Invoice for Selected Line(s). Multiple PO lines can be checked at one time.

Invoicer role can create an invoice by:

• Clicking on the Invoice Requested alert hyperlink, click the checkbox for the appropriate order line, and click Create Invoice For Selected Line(s).
• Perform a PO Consumers/DVR Consumer Search to find the appropriate PO, open it and start an invoice as above.
• Once an invoice has been created, the user can continue to add PO lines to it throughout the month. Go to the Invoice Search, Draft-In Process tab and select your invoice. On the Invoice Lines tab, you will click on the Import Order Lines button to add more PO lines.
• Receipts. Invoices that require receipts to be included can be handled by attaching a receipt to the consumers attachment tab. On the invoice line you can click the Associate Attachment, highlight the correct file, and click Share. Save the invoice
• Once an invoice has been submitted it is read only. Print copy of invoice for your records.

Descriptions:

• Draft-In Process: Invoice can be edited, added to, and has not been submitted to DVR.
• Submitted to DVR: Invoice has been reviewed and submitted to DVR, however, has not been processed by DVR. Submitting the invoice will 1) make the invoice no longer editable by the user; and 2). reduce the remaining balance and remaining units on the PO lines.
• Canceled-Voided: DVR has voided the invoice. At the time DVR voids an invoice, it will return any remaining balances and remaining units to the PO lines.
• In Process by DVR: DVR finance has opened the invoice but has not yet started to process it.
• Pending by DVR: DVR finance has started the validation process. DVR field staff now have access to the invoice.
• Approved by DVR: DVR finance has approved the invoice.

Purchase Order Summary will display the PO and have the Messages tab. User can click the hyperlinks after Case Name or Consumer Name to navigate to the Consumer Summary. Messages sent from the Purchase Order Summary screen will notify the DVR staff of: Case Facilitator, Case Contact and Billing Contact, it 1 – 3 staff. Ability to add or delete staff by clicking those buttons. Recipients can be deleted out of a message prior to sending; once a message is sent you cannot remove any previous recipients from the message. Invoices tab on the Purchase Order Summary will hold invoices that include the Purchase Order lines. Staff can view only the Purchase Order line assigned to them. Main Contact, Administrator and Invoicer roles will be able to see all Purchase Order lines in this view.

Consumer Summary will display the tabs of Contact information, Attachments, Messages, Purchase Orders. If there is a legal guardian, the tab will display with contact information, and if DVR is granted permission to view the IPE and/or FAR there will be a tab for each. Employment History will be displayed when a job development activity code has been authorized onto a PO.

• Attachments. This is where users can upload reports directly to the IRIS case file. Users can see all reports loaded in this fashion if access is granted. Click in the text box for the attachment type to display the report names and select. Enter the report year and report month (this is the month you are reporting on, not when the report is submitted) and click Upload File button to find your report. Highlight the selected report, click Open, Save Attachment. This is also where users will find reports that DVR has shared with them. These reports will not have the checkbox Uploaded by Service Provider checked. Users cannot delete reports. If the report is attached in error, contact the case facilitator for approval to remove and the request will be forwarded on.
• Messages. DVR cannot message providers until the PO line has been assigned. A message created from the Consumer Summary will pre-populate the DVR Case Facilitators' name. Recipients can be deleted out of a message prior to sending; once a message is sent, you cannot remove any previous recipients from the message.
• Purchase Orders. Staff can view all PO lines that they are assigned to. Main Contact and Administrators can view all PO lines to the agency here.
• FAR/IPE/Guardian Tabs on the Consumer Summary. If there is a legal guardian, the tab will display with contact information. If DVR granted permission to view the FAR and/or IPE there will be a tab for each.
• Employment History on the Consumer Summary. This is where users Add Employment details and once completed, must click Complete & Submit before DVR can see, review and approve it.

• After a Purchase Order has been approved with a Job Hire Activity Code on it, the Consumer Summary will display the Employment History Tab.
• Users will click Add Employment to generate the Employment Report.
• Validation will identify all required fields.
• Employment can be saved and left in process if it is necessary to gather additional information. Clicking Save For Later or Cancel will return user to Consumer Summary page.
• Employment must be saved once to enable the Complete & Submit button.
• Employment must be submitted prior to being visible to DVR staff.
• Will become Read Only to portal user once submitted.
• Once submitted, DVR Case Facilitator will receive an alert. Any DVR staff can see the employment report.
• DVR staff review, and if completed will approve it, which will generate the alert, Employment Report Approved.
• If DVR review determines report is inadequate and needs revision, DVR will route back to the provider; this will generate an alert to the assigned provider staff of Employment Report Returned. Employment will now be editable until user submits it back to DVR. Check Status Information tab to see if DVR included comments about their concerns. Edit document as necessary and submit.
• If DVR does not support the hire, DVR staff will disapprove. This will generate an alert for the assigned provider staff Employment Report Disapproved.
• DVR's actions will update the Status Information tab.
• Once DVR approves and sets the Employment as Active/Status 22 the portal will display the number of days employed on the employment tab, under the start date.
• *Status 22/Employed cannot be set by DVR if the start date is in the future. DVR staff will receive an alert when the start date has arrived, to set it as Active. Then the days employed will display in the portal.