Client Data
Octopia™ has many features that can be integrated throughout the agency. As a comprehensive client “data warehouse,” you will be able to standardize outcomes to measure your overall impact on self-sufficiency; create a centralized intake or “no wrong door” approach for client access of services; and, standardize the referral process from one program to another. Finally, once all of your programs are integrated into the data warehouse, you will have a tremendous amount of information available from both a “point-in-time” perspective as well as the ability to track, and respond to, trends within and across programs. The various querying features will allow you to look at who is accessing your services in an unlimited number of ways.
The LIHEAP and Energy Conservation Modules
The LIHEAP and Energy Conservation modules are capable of maintaining an unlimited client application database. LIHEAP maintains application status (Eligible, Pending, Incomplete, Denied, etc.) and provides for automated client intake and application processing.
The LIHEAP software tests the data entered for each application status and displays messages to the user when the data entered does not meet an application status’ standards.
There is a comprehensive incomplete application notification capability that allows users to generate a custom detailed notice of incomplete application for any applicant.
The Energy Conservation modules enable users to track energy conservation measures and heating system work authorized and paid for multiple funding sources as appropriate. Each agency can track the status of Energy Conservation contractors as well as configure e-mail notifications when licenses, contracts and insurances expire.
The LIHEAP software module has an enhanced eligibility determination system. This system provides multiple data input screens for various types if income type. Each income screen is specifically tailored to calculate the income based on program requirements. In addition, the software reviews all data and tests eligibility based upon program guidelines. If required data is missing from the application or there is a data discrepancy, the system displays a list of errors that must be corrected in order to go on.
Vendor Data
The LIHEAP module is capable of maintaining an unlimited Vendor database. It maintains a Vendor’s status (Active, Inactive, etc.) and provides a means for tracking Vendor specific requirements, fuel types sold and towns served.
Payment & Check Processing
The LIHEAP module has a multi-fund payment and check processing system. The LIHEAP software has an Automated Payment system capable of processing payments from electronic files submitted by vendors.
Client and Vendor Reports/Notices
The LIHEAP module provides users with a variety of Client and Vendor notices and data reports.There are several data auditing reports enabling program administrators to review data.
The LIHEAP software has a Vendor notification system capable of issuing Vendor notices and payment processing via electronic files.
Security
This windows based software program was developed to work with the Liheap software. It will scan the bar code off applications and other forms printed from the Fuel Assistance Program and automatically record various items in the Liheap database.
- The Application: When scanned, the bar-coding software will record that the application is either “In House No Status Determined” or “Complete and ready for eligibility determination” along with the date the application was received.
- The Incomplete Application Notice: The user scans the bar codes for any items returned and the software records the received date on the corresponding item received in the client’s incomplete items screen. There is A page included in the incomplete application notice called the “Incomplete Documentation Response Form”. This form is returned with a client’s requested documents. It has bar codes for each item that was on the corresponding incomplete letter.
- The Appeal form: The bar code enables users to scan in that an appeal form was received and the date it was received. The Appeal form prints along with denial notices.
