COMPASS Training Guide For Food Service Directors Staff
Commonwealth of Pennsylvania Access toSocial Services (COMPASS) SystemPennsylvania Department ofEducationPennsylvania Department of EducationCOMPASSTrainingGuideGuide forCOMPASSTrainingforServiceDirectors &&StaffFoodFoodServiceDirectorsStaffDRAFT11
Table of Contents Table of Contents2 Getting Started with COMPASS Where to Get Help COMPASS System Requirements Accessing COMPASS Welcome to COMPASS Welcome to Community Partner View CNPEARS Direct Certification Information Tab345678101112 Online Self-Registration Community Partner Online Self-Registration Getting a Community Partner Account Online Self-Registration Representative Administration Representative Inbox User Agreements131417283134 Online Password Reset38 Application Outbox What is Application Outbox How to Access Application Outbox Welcome to Application Outbox Working with Application Outbox Application Outbox – Action Box Application Outbox – Print Application Outbox – Save Application Outbox – Export Application Eligibility E-mail Notification4445464750525356586266DRAFT2 Saved ApplicationsWhat is Saved ApplicationsHow to Access Saved ApplicationsWelcome to Saved ApplicationsSaved Applications – SearchSaved Applications – ResultsSaved Applications – Export Verification Inquiry What is SNAP/TANF Verification Inquiry How to Access SNAP/TANF Inquiry Welcome to SNAP/TANF Inquiry Working with SNAP/TANF Inquiry - Case Record Numbers Working with SNAP/TANF Inquiry - Social Security Numbers Working with SNAP/TANF Inquiry – Individual Search What is Income Verification Inquiry How to Access Income Verification Inquiry Welcome to Income Verification Inquiry Working with Income Verification Inquiry – Social 4Information95Glossary of Acronyms97
Getting Started with COMPASSGetting Started with COMPASSThis section covers what you need to know to get started with the COMPASSSystem.DRAFT3TOC
Where to Get HelpNeed technical assistance contact:CNPEARS/COMPASS Help Desk at 1–888–877–1306For questions regarding School Nutrition Program (SNP) regulations contactPennsylvania Department of Education (PDE), Division of Food and Nutrition:School Nutrition onda Cooke, State Director of Child Nutrition Programsvcooke@pa.gov1–800–331–0129For questions regarding COMPASS user accounts and authorization contact:School Nutrition ProgramsRA-NSLP@state.pa.us1–800–331–0129For general comments & suggestions on COMPASS e-mail:COMPASSMail@state.pa.usDRAFT4TOC
COMPASS System RequirementsCOMPASSSystem Requirements Below are the system requirements in order to use COMPASS: Secure Socket Layer (SSL) compliant browser is required. Microsoft Internet Explorer 9.0 or Mozilla FireFox 30.0 or Google Chrome 35.0 or Safari 7.0 or higher is recommended. 1024 x 768 resolution or higher is recommended for optimum performance. Adobe Acrobat 9.0 or better is required for School Meals Outbox. Note: A free download of Adobe Acrobat is available via the CNPEARS website at www.pears.ed.state.pa.us.The compass@state.pa.us e-mail address must be placed on the “Safe Sender” e-mail list. The e-mail administrator at your school should beable to assist with this. This prevents COMPASS e-mails from being identified as junk mail.DRAFT5TOC
Accessing COMPASSCOMPASSAccess Homepage The first step to using COMPASS is beingable to successfully login. Open a new browser window. Enter the COMPASS web address into thebrowser address bar: www.compass.state.pa.usClick “Go” to proceed to the COMPASShomepage.DRAFT6TOC
Welcome to COMPASSCOMPASSAccess Community Partner Information The COMPASS homepage shouldappear in your browser window. Choosing the “CommunityLogin/Registration” link will cause the“Community Partner Information”screen to appear.DRAFT7TOC
Welcome to COMPASSCOMPASSAccess Community Partner Information The “Community Partner Information”screen provides information regardingall the steps needed to register as aCOMPASS Community Partner, andreceive an account. Once a Community Partner accountand password are obtained, the“Community Partner Dashboard” canbe accessed from the “CommunityPartner Log In” You can access the “ForgotPassword” link from this page.DRAFT8TOC
Welcome to the Community Partner DashboardCommunity Partner Dashboard (CPD)HomepageThe “Community Partner User Dashboard” is thehomepage for using the “Free or Reduced PriceSchool Meals Program” features of COMPASS. 21Dashboard Layout1. Navigation Menu2. Message Board3. Monthly Count of Applications received4. Application Outbox Further instruction regarding each of thesefeatures is provided in the other trainingsections within these materials.34DRAFT9TOC
Welcome to the Community Partner DashboardCommunity Partner Dashboard (CPD)Homepage The “Community Partner User Dashboard”is the homepage for using the “Free orReduced Price School Meals Program”features of COMPASS. The functionalities that are included on thedashboard are : Application Outbox Saved Applications SNAP/TANF Inquiry Income Verification Inquiry E-mail Notification CNPEARS Direct Certification Click on the corresponding buttons to usethese features. Further instruction regarding each of thesefeatures is provided in the other trainingsections within these materials.DRAFT10TOC
Child Nutrition Program Electronic Application andReimbursement System (CNPEARS)Community Partner ViewCNPEARS Clicking the CNPEARS buttonwill cause a new window to openshowing the CNPEARS system. The CNPEARS system can benavigated from this new window. To return to COMPASS, closethe CNPEARS window or clickon the COMPASS window. Note: For more informationregarding CNPEARS, pleasecontact the CNPEARS HelpDesk at 1–888–877–1306.DRAFT11TOC
Child Nutrition Program Electronic Application andReimbursement System (CNPEARS)Community Partner ViewDirect Certification Clicking the Direct Certificationbutton will cause a new window toopen showing the PrimeroEdgePennsylvania Student EligibilitySystem (PA-SES). The PA-SES system can benavigated from this new window. To return to COMPASS, close thePA-SES window or click on theCOMPASS window. Note: For more informationregarding PA-SES contact CNResource 855-286-7685.DRAFT12TOC
Information TabInformation TabAccess The “Information” tab isprovided for easier access toinformation on social servicebenefits, downloadable formsand other helpful links .DRAFT13TOC
Online Self-RegistrationOnline Self-RegistrationThis section covers the Online Self-Registration feature that is available for PDECommunity Partners via COMPASS.DRAFT14TOC
Community Partner Online Self-RegistrationOnline Self-Registration for PDE Community PartnersHere are the benefits of the Community Partner Online Self-Registration: Online Self-Registration process streamlines the business process by allowing NSLP Sponsors to register online via COMPASS. This willreduce the time taken for registration by sponsors as well as reduce the time PDE, Division of Food and Nutrition (DFN), spend on accountadministration. Online Self-Registration makes improvements to profile creation that will drive accuracy and improve user control and satisfaction. Online Self-Registration will significantly reduce the amount of paper handling, in turn reducing the costs and time spent on printing, mailingand scanning documents.DRAFT15TOC
Community Partner Online Self-RegistrationCOMPASSAccess Community Partner Information Open a new browser window. Enter the COMPASS web addressinto the browser address bar:www.compass.state.pa.us Click “Go” to proceed to theCOMPASS homepage. The COMPASS homepage shouldappear in your browser window. Click the “Community Partner Login /Registration” link located in thebottom-right section of the screen.DRAFT16TOC
Community Partner Online Self-RegistrationCOMPASSCommunity Partner – Sign Up Two Representatives from each NSLP sponsoring organization will be able to receive access to COMPASS: These two (2) representatives will have their own Community Partner NSLP User accounts in COMPASS. Due to security implications, usernames and passwords should not be shared with others. The Data Release Agreement (DRA) must be submitted online to PDE. Once PDE approves it, a CommunityPartner account can be created. If you encounter any problems while setting up a COMPASS account, contact the CNPEARS/COMPASS HelpDesk at 1-888-877-1306.DRAFT17TOC
Getting a Community Partner AccountCommunity Partner Online Self-RegistrationCommunity Partner Accounts Management Click the “Start Online SelfRegistration” button located in the“Instructions for PDE NSLP SponsorRegistration” section of the screen. Note: User account registrationwill have to be completed in asingle session. Users can notleave and return to theapplication and finish. Note: Any unfinishedapplications will be purged fromthe system in 24 hours.The self-registration “Identify theProgram” screen will appear.DRAFT18TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersIdentify the Program Click the radio button next to theappropriate Commonwealth Agency.Then click the “Continue” button. Note: Clicking the “Next”button without selecting aradio button will result in anerror. Click the “Previous” button toreturn to the “CommunityPartner AccountsManagement” screen.The “Identify Community PartnerOrganization” screen will appear.DRAFT19TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersIdentify Community Partner Organization The “Identify CommunityPartner Organization” screenrequires the “Federal EmployerIdentification Number” (FEIN)and “CNPEARS AgreementNumber/Administrative UnitNumber(AUN)” to be entered. Click the “Previous”button to return to theprevious screen. Note: The Online SelfRegistration processcannot continue if eitherone of these numbers isinvalid.Click the “Next” button and the“Community PartnerOrganization Information”screen will appear.DRAFT20TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersUser Information Select a representative from the “RepresentativeInformation” section. The representative will be responsible forverifying the user’s authorization prior toPDE giving authorization. The representative selected will be notifiedof the user agreements and have theresponsibility of approving/disapproving theuser’s authorization request. Note: If the appropriate representative isnot listed, update CNPEARS with the correctdata. Please note this change will take onefull day to propagate to the COMPASSwebsite.Click the “Next” button to proceed to the “UserConfidentiality Agreement” screen. Click the “Previous” button to return to theprevious screen.Note: Clicking the “Next” button without selecting a radio button will resultin an error.DRAFT21TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersUser Confidentiality Agreement The “User ConfidentialityAgreement” defines theresponsibility of the DHS,Pennsylvania InsuranceDepartment (PID), PDE and theCommunity Partner Organization(CPO) as it pertains to COMPASSaccount applications. Select the “I have read ”agreement statement. Selecting the “I do notaccept ” agreementstatement will end the online registration process. Click the “Previous” buttonto return to the previousscreen.Click the “Next” button to proceedto the “Registration Confirmation”screen.DRAFT22TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersUser Confidentiality Agreement Click the “View User Agreement” link toview a copy of the “User ConfidentialityAgreement” via Adobe Acrobat. Note: A copy of the “UserConfidentiality Agreement” can besaved or printed using the AdobeAcrobat tool bar. Close the AdobeAcrobat window to continue theonline self-registration process.Click the “Next” button on the “View UserConfidentiality Agreement” screen tocomplete the online-registration process. Click the “Previous” button to returnto the previous screen.DRAFT23TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersRegistration Confirmation The “Registration Confirmation”screen confirms that the userregistration process has beencompleted successfully, andprovides the user with anexplanation of the next steps tocomplete the processing of a“user account.“ Note: If the user does notreceive any informationabout the status of theapplication after twoweeks, the organizationrepresentative responsiblefor approving theapplication should becontacted.Click the “Close” button to returnto close out of COMPASScompletely.DRAFT24TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersEmail Notification of KEYSTONE ID Each organization will have anAuthorized Representative (AR)responsible for approving theuser’s account application (fordetails on this process pleaserefer to slides 33 – 41). Once the approval process hasbeen completed, the user willreceive an e-mail supplying theKEYSTONE ID, as well as adirect link to the COMPASSwebsite.DRAFT25TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersLog-In With New Keystone ID Once you click on thewww.compass.state.pa.uslink and are directed to theCOMPASS website, you will login on the home screen with thenew KEYSTONE ID that you havebeen provided.You will use the password youcreated during the Online SelfRegistration process.DRAFT26TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersUser Agreement Upon first log-in you will bedirected to read and review a*User Agreement. To move forward you must agreeto read, fully understand andagree to the ManagementDirective MD 205 34. After you make your selection,click “Next” to move forward.DRAFT27TOC
Getting a Community Partner AccountOnline Self-Registration for PDE Community PartnersSecurity Question Next you will be directed to aSecurity Question screen. First you must enter your FirstName, Last Name, Email, andConfirm Email. You will next be prompted toanswer 3 security questions tosecure your password. Chose your security questions byusing the drop-town tool to theright of the question. Answer the 3 security questionswith answers that pertain to you. It is important that you are awareof the answers you record to thesecurity questions. These will beyour “Hint Questions” if you forgetyour log-in password in the future.DRAFT28TOC
Online Self-Registration Representative AdministrationOnline Self-Registration for PDE Community PartnersRepresentative Administration The following steps will occur during representative administration: Each organization will have an Authorized Representative (AR) responsible for approving the organization’s COMPASS account application.The representative information for all the SNP Sponsors will be imported from CNPEARS. The Sponsor is responsible for keeping theCNPEARS information accurate and current. Once the Data Release Agreement (DRA) is complete, the user will be directed to completethe User Agreement (UA). Once the registering user completes the DRA and UA, two e-mails will be sent to the organization’s AR. One is to approve/reject the DRAand the other is to approve/reject the UA for the user’s access into COMPASS. Note: The DRA must be approved by the Division of Food and Nutrition before the system will allow the AR to approve the UA. The AR will be responsible for reviewing, approving or rejecting all new user applications, as well as maintaining the users for a particularorganization. If an application is rejected, it is the responsibility of the representative to notify the user of the rejection. All approved applications will be sent to the PDE, DFN, for review and approval. The Division of Food and Nutrition will review allapplications received from the AR and approve or reject each one of them. Any rejected applications will be stored for historical purposes,and the DFN will be responsible for notifying the user. Once all agreements have been approved, the user will receive an e-mail supplying the User ID as well as a direct link to the COMPASSwebsite. Please see the next slide for screen shots of first-time log in.DRAFT29TOC
Online Self-Registration Representative AdministrationRepresentative AdministrationRepresentative Validation – Manage Agreements Once the registering user completesthe online-registration process theAR will receive two (2) e-mailscontaining a “COMPASS Alert.” Thefirst, for the new Data ReleaseAgreement and the second, for thenew User Agreement, that has beencreated for the user to accessCOMPASS. Note: The e-mail will identifywhat organization theagreement(s) have beensubmitted for.Click the “Manage Agreements” linkto proceed to the “RepresentativeValidation” screen and begin theprocess to approve/reject the newregistration request(s).DRAFT30TOC
Online Self-Registration Representative AdministrationRepresentative AdministrationRepresentative Validation The “Representative Validation”screen allows the designated AR toauthenticate their identity so theycan securely access the“Representative Inbox” screen. The “Representative Validation”screen is only accessible via ahyperlink provided in an e-mailCOMPASS sends to arepresentative when there are newaccount applications submitted thatneed to have actions taken. Note: The hyperlink includesa COMPASS securedidentifier string which, incombination with theorganization FEIN andCNPEARS AgreementNumber/AUN, providessecure access to the“Representative Inbox." Enter the FEIN and CNPEARSAgreement Number/AUN, then clickthe “Submit” button. If a valid FEIN and CNPEARSAgreement Number/AUN areentered, the “Representative Inbox”screen will appear.DRAFT31TOC
Representative InboxRepresentative AdministrationRepresentative Inbox Representatives identified for each sponsorare given authorization to approve or rejectagreements for access into COMPASS. Note: Applications not approvedwithin 60 days will be automaticallypurged from the system. A DRA requiring approval for the first time willhave a drop-down menu in the “Action”column. Otherwise, the “Action” column willhave a status of “Representative Approved” or“Completed.” If the DRA has been marked “Completed” or“Approved,” click on the “User Agreements”link at the top of the screen and proceed to the“User Agreements” screen. Note: Further instructions regardingthe “User Agreements” screen will begiven in following pages.If the DRA requires approval/rejection, select“Approve” or “Reject” from the “Action” dropdown menu, then click the “Submit” buttonand a “Confirm Authorization” screen willappear.DRAFT32TOC
Representative InboxRepresentative AdministrationRepresentative Inbox – Confirm Authorization Click the “Submit” button to approvethe “Data Release Agreement”submitted by the registrant and returnto the “Representative Inbox” screen. Click the “Cancel” button toreturn to the “RepresentativeInbox” screen withoutapproving the DRA.DRAFT33TOC
Representative InboxRepresentative AdministrationRepresentative Inbox Click the “User Agreements”link, and the “User Agreements”screen will appear. Click the “Close” button to returnto close out of COMPASS.DRAFT34TOC
User AgreementsRepresentative AdministrationUser Agreements The “User Agreements” screenallows the AR to manage useraccounts by activating ordeactivating existing accounts andapproving or rejecting new useraccount requests. Note: A maximum of twoCOMPASS user accountsare allowed for each SNPsponsor organization. Note: Pending useraccounts will only be visibleif the associated DRA hasalready been approved bythe AR.DRAFT35TOC
User AgreementsRepresentative AdministrationUser Agreements Select the appropriate “Action” for existingor new users from the drop-down menu: “Activate” – Activates an existingaccount. “Deactivate” – Deactiv
Getting Started with COMPASS 3 Where to Get Help 4 COMPASS System Requirements 5 Accessing COMPASS 6 Welcome to COMPASS 7 Welcome to Community Partner View 8 CNPEARS 10 Direct Certification 11 Information Tab 12 Online Self-Registrati
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