MYBENEFITS CALWIN
TECHNICAL GUIDE
Version 1.0
December 2012
HP Enterprise Services
Record of Changes
Version
Description
Pages
1.0
Document created for Change CR 5176
MyBC`W Technical Guide
Date
Author
10/2012
P. Blankenship
Table of Contents
Introduction ............................................................................................................... 1
Browser Versions ...........................................................................................................................................1
County Content Entry ................................................................................................ 2
Introduction ...................................................................................................................................................2
Getting Started ...............................................................................................................................................2
Browser Usage ...........................................................................................................................................2
Creating your Account ...............................................................................................................................2
Making Changes to your Account ..............................................................................................................2
County Content Management Site ................................................................................................................3
Content Management Home .....................................................................................................................3
Content Management List .........................................................................................................................4
Content Management – Announcement View ..........................................................................................5
Content Management – Page Content View .............................................................................................5
Disaster Food Assistance ...........................................................................................................................6
Announcements .............................................................................................................................................7
Entering Announcements ..........................................................................................................................7
Adding Announcement Translations .........................................................................................................7
Deleting Translations .................................................................................................................................7
End-Dating Announcements ......................................................................................................................7
Viewing Announcements ...........................................................................................................................8
Announcements Entry Screen Details ............................................................................................................8
Announcements Content Management Screen ........................................................................................8
Announcements Content Entry Screen......................................................................................................9
Announcements Abstract Screen ............................................................................................................11
Announcements Categorization Screen ..................................................................................................12
Announcements Schedule Screen ...........................................................................................................13
Troubleshooting Tips for Announcements ..............................................................................................13
Page Content ................................................................................................................................................14
Updating Page Content ............................................................................................................................14
Adding Page Content Translations ...........................................................................................................14
Deleting Translations ...............................................................................................................................14
Viewing Edited Content ...........................................................................................................................14
Viewing Contactus-page Content ............................................................................................................15
Viewing Calworks-contactus, CalFresh-contactus, Medical-contactus & ga-contactus Content ............15
Content Entry Screen Details .......................................................................................................................16
Content Entry Screen ...............................................................................................................................16
Entering Page Content Translations ........................................................................................................18
Page Content Mapping ............................................................................................................................19
Disaster Food Assistance..............................................................................................................................24
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Disaster Food Assistance Step-by-Step Guide .........................................................................................24
Troubleshooting Tips for Disaster Food Assistance .................................................................................25
Content Text Editor ......................................................................................................................................25
Button Descriptions .................................................................................................................................25
Adding Links to Content ...........................................................................................................................27
Adding Images to Content .......................................................................................................................28
Adding Tables to Content ........................................................................................................................30
Reference Table ....................................................................................................... 31
MyBenefits CalWIN Reporting ................................................................................. 33
Overview ..................................................................................................................................................33
Access Management Auditing via CA Security Suite Data Collection ......................................................33
Site Usage Metrics Collection via Google Analytics .................................................................................33
Application Setup Considerations ............................................................................ 35
Benefits CalWIN County Worker ..................................................................................................................35
Hints and Tips ...............................................................................................................................................38
FTP Document Image Transfer ................................................................................. 40
Post Transfer Case Match ............................................................................................................................40
Document Categorization ............................................................................................................................40
View Document List Page ........................................................................................................................40
Document Categories and Types .............................................................................................................41
FTP Manifest ................................................................................................................................................42
File Naming Convention ...........................................................................................................................42
File Conversion .........................................................................................................................................43
Manifest Layout .......................................................................................................................................44
Manifest Sample ......................................................................................................................................48
Disaster CalFresh ..................................................................................................... 50
Setup for Disaster CalFresh (DFS).................................................................................................................50
Date of Disaster and Pseudo Case Number .................................................................................................51
Disaster Food Stamps Income and Allotment Page .....................................................................................53
Disaster Food Stamps Zip Codes Page .........................................................................................................54
County Worker Banner Page ........................................................................................................................55
DFS Initial Page Text and DFS Thank You Page ............................................................................................56
County Worker Disaster Food Stamps Intake Page .....................................................................................57
County Worker Disaster Food Stamps Intake Page – CalWIN Mobile Application .... 58
Closing Out Disaster Food Stamps .................................................................................................................6
County Worker Disaster Food Stamps Intake Page – CalWIN Mobile Application ........................................7
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Introduction
The Technical Guide, originally a section of the MyBenefits CalWIN (MyBCW) Best Practice Guide (BPG), has
been removed from the BPG to form its own manual due to its volume and as it addresses a technical
audience.
This guide is divided into the following sections





County Content Entry – This section will describe how you will make your county specific changes
to announcements and page content.
MyBenefits CalWIN Reporting – This section describes reporting tools such as Computer Associates
(CA) Security Suite Data Collection and Google Analytics
FPT Document Image Transfer – This section identifies transfers
Disaster CalFresh – This section describe set up required for using the disaster functionality in
MyBCW
County Worker Disaster Food Stamp Intake Page – This section describes set up in relation to the
mobile application.
Browser Versions
MyBCW will be available via:

Internet Explorer version 6+

Firefox 2+
As with all browsers, be aware that saving a PDF application to a local drive may allow others that have
access to that machine the ability to view your documents.
The following is a screenshot from Firefox of the Downloads that are viewed when printing a PDF. Notice
that the PDF document from the previous day is available in the list.
Firefox Download Window
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County Content Entry
Introduction
The functionality described within this training document is related to the County defined sections of the
MyBCW web pages. Changes made in this tool directly affect information viewable in MyBCW in
production on the web. The County defined areas are the County Announcements (up to five) and the
county contact/program information pages.
An ‘off the shelf’ software application is being utilized to provide the counties the ability to control their
announcements and county content areas from the county worksite. Therefore the software is not
customizable to the MyBenefits project. The county administrators need to use caution when making these
updates as they could cause unwanted changes to specific data areas. At the implementation of this
website CalWIN will not be able to modify this off the shelf software to accommodate county specific
functionality.
Getting Started
Browser Usage
It is strongly recommended that content updates are performed in Firefox. Internet Explorer does not
support all features.
Creating your Account
If you do not have an account, use the Create A MyBenefits Account link on the home page to set up your
account. Once you have answered all questions you will be sent an email with instructions on activating
your account. Once your account has been activated, open a “Request” SR so that the CalWIN project may
assign content editing permissions to your account.
Making Changes to your Account
Log in to MyBCW. Select the “MyBenefits Account” link on MyBCW home page header. This will navigate
you to the Account Update pages in MyBCW. To return to the County Content Management site, log out of
MyBCW and log back in.
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County Content Management Site
Content Management Home
You will see the County Content Manager Home page after a successful login once the project has
completed your account activation process. If you do not see the County Content Manager Home page
make sure that you have completed the account activation process and that a “Request” SR has been
submitted requesting access to the county content. This County Content Manager Home page provides
links for user convenience to access the following:
Link to the Content Management List page.
Add announcements and edit page content
Link to Activate/deactivate
Disaster Food Assistance
Link to the BCW County Worker site. You will be
prompted to login.
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Content Management List
Announcements section
Page Content section
The Content Management page provides a list of Announcements and Page Content. The content order will
display the most recently modified content first.
Add announcements (5 active announcements allowed)
Edit announcement
Display order
View announcement
Date announcement will expire
Do not use, there is no need to add Page Content
View page content
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Edit page content
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Content Management – Announcement View
Return to List View
Edit this content
Content Management – Page Content View
Return to List View
Edit this content
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Disaster Food Assistance
Date DFA will display for this county
Last date DFA will display for this county
Used to enter translations
All counties share this content.
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Announcements
Entering Announcements
Only the five most recently modified announcements will display. Announcements that have surpassed
the expiration date will not display.
1. Select Add New from the Content Management Page
2. Select Web Content
3. Enter the Title. This will be used as the link text for the announcement if the announcement is also
going to display on the Help > Announcements page
4. Enter text into the Content only if there is full text to display on the Help Announcements page. If you
must use Headings in the Style drop-down menu in your announcement, please use heading 3.
Heading 1 and Heading 2 are already used on the Help Announcements page. See the Content Editor
section later in this document for the use of specific formatting buttons.
5. Select Abstract from the side menu
6. Enter the announcement text in the Summary field. This will display in the announcement box on the
Overview page.
7. Select Categorization from the side menu
8. Set the Type to Help
9. The Help box will be prefilled with Announcement. Do not change this.
10. Select the Publish button
Adding Announcement Translations
1. Open the announcement for editing
2. Select a language from the Add Translation dropdown.
3. Enter the Title, Content and Abstract Summary on the Web Content Translation popup screen.
4. Select Save
5. Select the Publish button
Deleting Translations
1. Open the content for editing
2. Select the translation
3. Scroll to the bottom of the popup screen and select the Remove Translation button
4. Select OK when asked if you are sure you want to deactivate this language
5. Repeat steps 2 – 4 to remove any other translations
6. Select the Publish button
End-Dating Announcements
Announcements can be set to expire on a specific date. The announcement will continue to display until
11:59 pm on the date of the expiration. Once expired, the content will no longer display on MyBCW or in
the Announcements section of the Content Management screen.
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1. Select and open an announcement for editing
2. Select Schedule from the side menu
3. Set the Expiration Date. The expiration date cannot be set to a date or time in the past.
Viewing Announcements
1. Make sure that you are logged in
2. Open a new browser window and navigate to the MyBCW site
3. Select the MyBenefits CalWIN button from the top navigation bar
4. The MyBenefits Overview page will display all announcements. Select the link to preview the
announcement in Help.
Announcements Entry Screen Details
Announcements Content Management Screen
Select the Add New button in the Announcements section and select Web Content.
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Announcements Content Entry Screen
Field / Button
Description
 Permissions button (Does not always
Do not change permissions.
display)
View History button
This will allow you to view prior announcement content. Do not use
the copy feature.
 Structure Setting
Do not edit or change the Structure.
 Template
Do not edit or change the Template.
Default Language
This is the language which will display when the content is opened
for editing.
Add Translation dropdown
Selecting Spanish, Russian or Chinese from this dropdown menu will
open the translated content for editing.
Available Translations (This only displays
if translations have been entered)
Buttons will display for existing translations. Selecting the button will
open the translated content for editing.
Title Mandatory
Limited to 20 characters. The title will display as the content title on
the Content Management screen. This title will also be used as the
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Field / Button
Description
link text for “Read about…” in the announcements box. Example:
Read about <announcement title>
Content
Provides the full text to support the “Read About…” link in the
announcement’s box when Abstract Summary has been entered.
Displays in the Announcements section of Using This Website in
Help. See the Content Editor section later in this document for the
use of specific formatting buttons.
Searchable
Not used
Blue Side Navigation Menu
Content link
This displays the content entry screen
Abstract link Mandatory
Use this to enter the announcement text which will display in the
announcement box in MyBenefits CalWIN. This title will also display
as the title for the announcement on the Help page. See instructions
for Abstract screen.
Categorization link Mandatory
Use this to select the category. This is needed in order to display the
announcement in the announcement box in MyBenefits CalWIN.
Schedule link
Use the Schedule options if you wish to set the content to display
and/or expire on specific dates. Once the expiration date has been
reached the content will no longer display and the Display Date will
need to be set to redisplay the content.
 Display Page link
Do not use
 Related Assets link
Do not use
 Custom Fields link
Do not use
Save as Draft button
Saves the changes but will not publish them to the site. The prior
version will continue to display to users until the content is
published.
Publish button
Publishes the content to the web site and closes the Content Entry
screen. Content changes will immediately display to users.
Cancel button
Cancels all changes and closes the Content Entry screen.
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Announcements Abstract Screen
This is a sample announcement.
Field / Button
Description
 Permissions button
Do not change permissions.
View History button
This will allow you to view prior announcement content. Do not use
the copy feature.
Summary Mandatory for
Limited to 140 characters. This content will display in the
announcements box on the MyBenefits Overview page. A “Read
about…” link will display in the announcement box if additional
content has been entered into the Content field for this
announcement. The title of the content will be used as part of the
link text when read by a screen reader.
announcements
 Use Small Image
Do not use
 Small Image field and Browse button
Do not use
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Announcements Categorization Screen
Field / Button
Description
 Permissions button
Do not change permissions.
View History button
This will allow you to view prior announcement content. Do not
use the copy feature.
Type Mandatory for announcements
Set this to Help for announcements. Categorization should not
be set for page content.
Help and Select button
Automatically defaults to Announcement when the Type is set to
Help above. This will allow the system to recognize this content
as an announcement and will display it on the Benefits Overview
page.
 Tags field and Add, Select, Suggestion
Not used
button
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Announcements Schedule Screen
Field / Button
Description
 Permissions button
Do not change permissions.
View History button
This will allow you to view prior announcement content. Do not use
the copy feature.
Display Date
This will default to the date that the content was entered. The
content will display on this date. Date can be set to the future.
Expiration Date
Is disabled until the Never Auto Expire box is unchecked. Can be
used to end-date the content or announcement on a date in the
future. The content will display until 11:59pm on the date of
expiration.
Never Auto Expire
Defaults to checked. If unchecked the system will use the date
entered in the Expiration date above.
 Review Date
Not Used
 Never Review
Defaults to checked. Do not change.
Troubleshooting Tips for Announcements

Announcement does not display on the Overview page.
Verify that the Abstract has been entered. This is the text that displays on the Overview
page.
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Verify that the Category has been set to Help. The system relies on this setting to identify
announcements for display.
Verify that the announcement is one of the five most recently modified announcements.
MyBenefits displays the most recent five announcements only.
Check the Schedule section to assure that the content has not expired.

Announcement displays on the Overview page but does display a link.
Verify that text has been entered in the Content field. This will activate the link.

Partial text displays in the announcement box on the Overview page.
If the text appears to be wrapping beyond the vertical space in the announcement window,
shorten the text. The announcement window will only display a maximum of 190 characters.
This includes the Abstract text and the Title link.
Page Content
Updating Page Content
1. Select the content from the Page Content section of the Content Management page
2. Edit the text in the Content field. See the Content Editor section later in this document for the use of
specific formatting buttons
3. Edit or add translations using the Adding Page Content Translations instructions below
4. Select the Publish button
Adding Page Content Translations
1. Select and open the Page Content for editing
2. Select a language from the Add Translation dropdown
3. Enter the Content on the Web Content Translation popup screen
4. Select Save
5. Select the Publish button
Deleting Translations
1. Open the content for editing
2. Select the translation
3. Scroll to the bottom of the popup screen and select the Remove Translation button
4. Select OK when asked if you are sure you want to deactivate this language
5. Repeat steps 2 – 4 to remove any other translations
6. Select the Publish button
Viewing Edited Content
View eligible-siderail-content, benefits-siderail-content, continueapplication-siderail-content, renewsiderail-content and disaster-siderail-content content
1. Make sure that you are logged in
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2. Open a new browser window and navigate to the MyBCW site
3. Select the MyBenefits CalWIN button from the top navigation bar
4. The MyBenefits Overview page will display. Select the buttons at the bottom of the page to preview
content:
eligible-siderail-content
benefits-siderail-content
continueapplication-siderail-content
renew-siderail-content
disaster-siderail-content
Button display only if a disaster has been declared in your county
Viewing Contactus-page Content
1. Make sure that you are logged in
2. Open a new browser window and navigate to the MyBCW site
3. Select the Contact Us button from the top navigation bar
4. Select your county from the county drop-down menu
5. Select the Go button to view the contactus-page-content
Viewing Calworks-contactus, CalFresh-contactus, Medical-contactus & ga-contactus Content
Content cannot be viewed in the system because it is only available to users with benefits.
1. Open the Content Management page
2. Select the link for the content title
The Content Management will display in Content View mode. From here you can edit the content or select
the Back link to return to the List View.
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Content Entry Screen Details
Content Entry Screen
On this screen you can enter the content in the Content field and publish the content to the MyBCW
website. You can also enter translations for Spanish, Russian and Chinese.
Field / Button
Description
Permissions button (Does not always
Do not change permissions.
display)
View History button
This will allow you to view prior versions of the content. Do not use
the copy feature.
Structure Setting
Do not edit or change the Structure.
Template
Do not edit or change the Template.
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Field / Button
Description
Default Language
This is the language which will display when the content is opened
for editing.
Add Translation dropdown
Selecting Spanish, Russian or Chinese from this dropdown menu will
open the translated content for editing. Note that other languages
are not supported.
Available Translations (This only displays
if translations have been entered)
Buttons will display for existing translations. Selecting the button
will open the translated content for editing.
Title
Do not change the Title field. This is how the system fetches the
content to display on the screen. If the Title is changed then the
content will no longer display in the system. If this occurs, call your
Consortium administrator.
Content (Displays to the user)
Enter page content in the editor using the buttons to format text.
See the Content Editor section later in this document for the use of
specific formatting buttons.
Mandatory
Note to those experienced with HTML - You may use the Source
button but do not add any JavaScript or styles. This could affect the
entire page which displays the content.
Searchable
Not used
Blue side navigation menu
Content link
This displays the content entry screen
Abstract link
Do not use
Categorization link
Do not use
Schedule link
Do not ‘expire’ page content. Once content is expired it will no
longer display on the Content Management List page.
 Display Page link
Do not use
 Related Assets link
Do not use
 Custom Fields link
Do not use
Save as Draft button
Saves the changes but will not publish them to the site. The prior
version will continue to display to users until the content is
published.
Publish button
Publishes the content to the web site and closes the Content Entry
screen. Content changes will immediately display to users.
Cancel button
Cancels all changes and closes the Content Entry screen.
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Entering Page Content Translations
Field / Button
Description
 Title
Important: Do not change the Title field for page content. Do not
confuse this with announcements where titles are allowed. This is
how the system fetches the content to display on the screen. If
the Title is changed then the content will no longer display in the
system. If this occurs, call your Consortium administrator.
Content (Displays to the user)
Enter page content in the editor using the buttons to format text.
Note to those experienced with HTML - You may use the Source
button but do not add any JavaScript or styles. This could affect
the entire page which displays the content.
Abstract
No need to enter abstract for Page Content. This is only used for
announcements
Save button
Saves the translation and returns to the Content Entry screen.
You will still need to Publish the changes on the next screen in
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Field / Button
Description
order for the translation changes to display to the user.
Remove Translation button
Removes the translation from the content and returns to the
Content Entry screen. You will still need to Publish the changes on
the next screen in order for the translations to be removed.
Cancel button
Cancels changes and returns to the Content Entry screen.
Page Content Mapping
The following screenshots map page content titles on the Web Content List page to the MyBCW page
where they display in production.
eligible-siderail-content
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benefits-siderail-content
renew-siderail-content
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continueapplication-siderail-content
calworks-contactus
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calFresh-contactus
medical-contactus
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ga-contactus
contactus-page-content
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Disaster Food Assistance
The MyBCW Home page Disaster Food Assistance button and functionality can be activated by any County.
Once activated, the Disaster Food Assistance button and content will display on the MyBCW home page.
Each County can contribute to the content that displays on the home page. This content area is shared by
all counties so it is important that existing content is preserved when performing updates.
In the event a disaster is declared in a county, the county will follow the currently established Disaster Food
Assistance process which will be updated to include MyBCW functionality. This process will include
instructions for counties to request the creation of a Consortium defined announcement on the MyBCW
Home page.
Disaster Food Assistance Step-by-Step Guide
1. Select Disaster Food Assistance from the Content Management Home page.
2. Set the Start date. This is the date that the Disaster Food Assistance will be available to county users.
3. Set the End Date. This is the last date that Disaster Food Assistance will display.
4. Set the Locale to indicate which language will be entered in the Content field below. Use this for each
translation.
5. Enter the content.
6. Select Save Configuration. This must be done for each translation entered.
Disaster Food Assistance Screen
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Field / Button
Description
 Return to Home Page
Returns to the County Content Management Home page
Start Date
This is the date that the Disaster Food Assistance will be available to
county users
End Date
This is the last date that Disaster Food Assistance will display
Locale
Use this to add content for each language translation by selecting
Spanish, Chinese and Russian from the Locale dropdown and
entering the translated content.
 Content entry field
Enter the message which will display on the MyBenefits Home page.
This content area is shared by all counties so it is important that
existing content is preserved when performing updates.
 Save Configuration button
Select this button to save the configuration.
Troubleshooting Tips for Disaster Food Assistance

Disaster Food Assistance message does not display on the MyBenefits Home page.
All counties share this content so it is possible that your message was overwritten. Re-enter
and save the content on the Disaster Food Assistance screen.
Content Text Editor
Button Descriptions
Button
Description
Heading
Use Heading styles of Normal, Heading 2 or Heading 3 only. Heading 1 is reserved
for the page header which displays on the MyBenefits page and should not be used.
 Font Size
The system will apply the default font size. Do not change the font size using the
dropdown as this will not be compliant with ADA (Americans with Disabilities Act)
accessibility guidelines.
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Button
Description
Font Color
Highlight Text
Be cautious about changing the font color as high contrast must be maintained in
order to be compliant with ADA (Americans with Disabilities Act) accessibility
guidelines.
Bold
Italics
 Underline
Never use Underline on the web. This is reserved for links which will automatically
display as underlined.
 Strikethrough
Do not use Strikethrough.
Subscript
Superscript
Undo
Redo
Cut
Copy
Paste
Paste as plain text
Use this to remove all formatting from text when pasting from another source.
Paste from Word
Use this when pasting text from Word.
Select All
Selects all text in the Content field
Remove Formatting
This can be very helpful when experiencing issues with formatting.
Find
Replace
Spell Check
Spell Check as you type
Number list
Bullet list
Decrease indent
Increase indent
Block quote
Places padding around text. This can be difficult to use in combination with other
formatting.
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Description
Button
Text alignment
View and edit HTML
Use this option only if you are familiar with HTML
Link
Creates a link for selected text. See Adding Links to content later in this section.
Unlink
Removes link from selected text
Named Anchor
Use with caution.
Used to create navigation within the content. Creates a target
link to be used by another link in the content. Use this option only if you are
familiar with HTML
Image
Used to insert an image. See Adding images to content later in this section.
Flash
Do not place Flash in MyBenefits CalWIN.
Table
Tables should be used with caution. See Tables should be used with caution later in
this section.
 Smiley
Please resist 
Special Characters
Used to insert characters that are not available by keyboard. For example: © ® ™ €
Hide formatting buttons
Adding Links to Content
Links pasted into the Content field from another source will automatically create a link. In the event that
you want to create a link within the Content entry field follow the steps below.
1. Highlight the content to be used as the link text
2. Select the
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27
1. Type the website address into the URL field. Do not include http://
2. Optional: To force the link to open in another window, select the Target tab and change the Target to
New Window.
3. Select OK.
Adding Images to Content
1. Place the cursor in the content area where you wish to place the image
2. Select the
button in the Content tool bar to open the Image Properties panel
3. Upload the image to the system
Select the Browse Server button
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This will open the Resources Browser
Open the folder for your County
At the bottom of the page at Upload a new file in this folder, select the Browse button
Navigate to the image on your computer and select it
Select Open
Select the Upload button in the bottom right of the page. This will place the image in the
county folder
1. Once the image name displays in the folder,
select the link for the image.
2. Enter descriptive text in the Alternative Text
field. This will provide a textual description for
users using assistive technologies such as
screen readers.
3. Reduce the image width if needed. Images
should not be wider than 140 pixels in order to
fix in the space provided for the content. You
can adjust the image size after it has been
uploaded by setting the Width field. The Height
field will auto-adjust to prevent the image from
becoming distorted.
4. Select OK
5. To edit the image properties, right-click the
image to access the Image Properties panel.
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Adding Tables to Content
Tables should be used with caution. MyBCW has been designed to use a site-wide style sheet. This is
similar to styles in Microsoft Word and cannot be overridden through the content management system.
The MyBenefits style sheet does not allow the border to be displayed on tables. With this in mind, carefully
consider whether a table will fit your purposes.
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Reference Table
External referrals to CalWIN send codes for reference-based fields like Ethnicity, County, Languages, etc.
When the CalWIN interface processes an interface transaction, it will load the relevant information into the
External Referral tables and generate an XML record for all the other data used by the Floating and
Summary views. During this transaction all of the codes are de-referenced and the code and description
are loaded into the XML.
For example, if a referral contains an Ethnicity code of “WH” the XML will be populated with a description
of “White” and a code of “WH.” The description is needed to display on the Floating/Summary view, while
the code is used to import into CalWIN. This is needed because the Summary and Floating views do not
have access to the CalWIN Reference tables. Therefore, both values must be loaded into the XML.
If a CalWIN reference table description is updated, the XML files already created will still display the old
description as the description was set when the XML was saved to the database. However, when the code
is imported the correct description will be shown in CalWIN. Using the example above, if a change is made
to the CalWIN reference table to update the Ethnicity description from “White” to “Caucasian,” the floating
window would show “White” for records saved prior to the RT change. However when the code is
imported CalWIN will show “Caucasian.” Based on the reference tables used for MyBCW interface HP does
not anticipate this will occur very often.
Reference Table Name
Description
County Action
County Process Control
– BCWFLOAT
Enables the Floating
Window for BCW
Defaults to ‘Y.’ To disable, county enters ‘N’ in the
Control Value.
*To disable Floating window, ‘N’ must also be
entered in ICTFLOAT.
County Process Control
– BCWSUMM
Enables the Summary
Window for BCW
Defaults to Y.’ To disable, county enters ‘N’ in the
Control Value.
*To disable Floating window, ‘N’ must also be
entered in ICTSUMM.
County Process Control
– BCWQR7STS
Benefits CalWIN set at
QR7 ‘Received’ status
Defaults to ‘N.’ To mark QR7s as received the
county must enter ‘Y’ in the Control Value.
County Process Control
– BCWRRRSTS
Benefits CalWIN set at
RRR ‘Started’ status
Defaults to ‘N.’ To mark RRR’s as started the
county must enter ‘Y’ in the Control Value.
County Process Control
– BCWMRSSTS
Benefits CalWIN set at
MSR ‘Received’ status
Defaults to ‘N.’ To mark MSRs as received the
county must enter ‘Y’ in the Control Value.
External Referral
Status
This reference table
contains all the various
status of an external
referral and/or
No updates required.
MyBCW Technical Guide
31
Reference Table Name
External Referral
Status Cross-Reference
32
Description
County Action
application in CalWIN
*There are additional statuses to be added.
This reference table
defines a cross-reference
between external
referral statuses and
various external sources.
Counties may update the External Referral Days to
Purge based on their business needs.
*Recommendation is 90 for the status of
Complete or Invalid Request and 0 for Initiated
and Received.
MyBCW Technical Guide
MyBenefits CalWIN Reporting
Overview
The data associated with login attempts to MyBenefits CalWIN is captured through the Computer
Associates (CA) Security Suite Data Collection and through the site usage metrics by Google Analytics. Both
the CA and Google products have one or more pre-defined reports that include the metrics called out in the
CR5673 reporting requirements. In addition the site usage metrics can be filtered such that they are
reported down to an individual county level as necessary. Reports depicting the required metrics will be
distributed to defined recipients on a regular basis (e.g. weekly, monthly, etc.) and through a standard
defined delivery method (e.g. email, web site posting, etc.).
Access Management Auditing via CA Security Suite Data Collection
Failed login attempts to MyBCW must be tracked and reported. While this basic requirement can easily be
met through metrics collected by the CA security software being implemented together with MyBCW, we
envision a much broader set of audit reporting requirements associated with Access Management over
time. As the CA security software is rolled out to more applications, and more integration is added
between these applications, a more holistic and comprehensive view into application access will be desired.
For this reason it is best not to attempt to integrate application access reporting with application usage
analysis. Instead these should be considered as separate categories of reporting.
Failed login attempts is one of many metrics captured through the CA security software, in this case
specifically the CA SiteMinder product. As occurrences of such an event occur they are logged along with
information associated with the user and device attempting the access, the application being accessed, the
timestamp of the attempt, and a variety of other attributes. This logged content can then be viewed via
pre-defined reports included within the CA security software, or used as a data source by any reporting
product to produce a variety of audit reports and/or dashboards of either a static, pre-defined or ad-hoc
nature. Included among these is a report that summarizes the number of failed attempts as viewed across
some element of time when the attempt was made to access MyBCW.
Site Usage Metrics Collection via Google Analytics
Google Analytics is implemented in software such as a Service (SaaS) model. This means that the software
itself is hosted and managed by the vendor, Google. This eliminates the need to separately license, install,
manage and upgrade the software on premise. Individual client data is segregated, managed, and secured
through individual Google Analytics accounts. A Google Analytics account has been established to manage
the collection of site usage metrics for activity against the MyBCW web site.
The Google Analytics account includes a Google Analytics Tracking Code (GATC). The GATC is included as
part of a small snippet of code that is added to each MyBCW web page. The inclusion of this code directs
data collected from MyBCW access to the given web pages to the Google Analytics account. The “tagged”
web pages allow for user access to initiate data collection. When a user accesses MyBCW for the first time
they will be passed back a first-party, persistent cookie assigned an anonymous unique ID, and if the file
does not already exist on their machine, the Google Analytics master file (a small JavaScript file common to
any web site that uses Google Analytics) is retrieved and stored in the user’s browser cache. The
combination of the cookie and master file allow for the collection of information including the user’s
browser type, access timestamp, page URL, and a host of other data elements. These elements are sent to
Google’s data collection servers and stored in the Google Analytics account. For privacy considerations all
data collected is done in an anonymous and aggregate format, and cannot be tied back to any single
individual.
MyBCW Technical Guide
33
As users access MyBCW web pages their usage patterns are collected and stored for further analysis. We
envision the depth of analysis and report usage to grow over time, likely beginning with static summary
reports delivered on a regular basis to interested parties. More in-depth analysis using more sophisticated
reporting will begin with a few individuals, and then likely broaden to a wider user base over time to
accommodate both consortium and individual county needs.
To assist with analysis Google provides over 100 pre-defined reports and dashboards that can be accessed
via browser by signing in with a Google Analytics user ID. In addition to pre-defined reports, custom reports
can also be produced for use solely by the creator or shared with other report viewers. The data associated
with any of these reports can be exported and used within tools like Excel, and the reports themselves can
be saved to a PDF format or emailed to others. Data displayed on the reports can be filtered in a variety of
ways to limit the data displayed. For example a common filter application would either show all data in
order to provide a consortium level view, or only that associated with a specific county. To accomplish this
particular consideration the Google Analytics account is defined to have 19 separate data profiles. One
profile will contain the data associated with all 18 consortium counties, while the other 18 profiles will
contain data associated with one of the 18 consortium counties, only.
Finally, Google guarantees to maintain data in a Google Analytics account for at least 25 months. However,
we also save the raw data collected by Google to our own web server as a backup.
34
MyBCW Technical Guide
Application Setup Considerations
Application setup considerations should be reviewed and evaluated for implementation. In order to
support county standardization these sections provide considerations that must be included in policy and
procedure planning. Counties must be aware of the decision points in the program detail setup so that the
business policy is supported by CalWIN.
Benefits CalWIN County Worker
The Benefits CalWIN County Worker application manages and controls the functions available in
MyBenefits CalWIN. (ADD NEW MENU SELECTIONS HERE)
Menu Selection
Description
Admin
This section provides the following administrative functions:

Create User

Manage Users

Create Roles

Manage Roles
Admin – Create User
Create a User ID and password for user access to the County Worker
application
Admin- Manage Users
Modify existing user IDs
Admin – Create Role
Create a security profile that can be applied to users to limit the access
to certain sections of the County Worker application
Admin – Manage Roles
Modify existing roles
Process Management
This section provides the following process functions:
Process Management – Process
Control

Process Control

Banner page

DFS Initial Page

DFS Thank You Page

DFS Zip Codes

DFS Income and Allotment
Identifies whether the county is participating in MyBCW. Allows the
county to enable the features of CalWIN including submitting:

CMSP applications

CBO Registration

Disaster Food Stamps
This section also provides:
MyBCW Technical Guide
35
Menu Selection
Description

DFS Automated Interface to CalWIN

Enable Disaster Food Stamps (DFS period)

Last Assigned Pseudo Case Number (for DFS processing)
Process Management – Banner
Page
County can add text to the banner that scrolls accross the County
Home Page.
Process Management – DFS
Initial Page
County can add text to the initial page in DFS processing.
Process Management – DFS
Thank You Page
County can add text to the Thank You page in DFS processing.
Process Management – DFS Zip
Codes
County identifies the zip codes in the county that are in the disaster
area.
Process Management – DFS
Income and Allotment
County identifies the income limits and the DFS allotments.
Food Stamps
This section displays Food Stamp actions in the following locations:

Records Management

Intake

QR – RRR Program
Food Stamps – Records
Management
Listing of Food Stamp applications submitted through MyBCW
generally used first by records management staff
Food Stamps – Intake
Listing of Food Stamp applications generally used by staff during Intake
processing
Food Stamps – QR – RRR
Program
Listing of QR7s and RRRs submitted through MyBCW. Transaction Type
filters whether QR7s or RRRs are displayed – Default is QR7.
Medi-Cal
This section displays Medi-Cal applications in the following locations:

Records Management

Intake
Medi-Cal – Records
Management
Listing of Medi-Cal applications submitted through MyBCW generally
used first by records management staff
Medi-Cal – Intake
Listing of Medi-Cal applications generally used by staff during Intake
processing
Manager View
Listing of all actions that are submitted through MyBCW. Listing can be
filtered by Program (CalWORKs, Food Stamps, Medi-Cal, COV, CMSP,
MSR) and Transaction Type (Intake, QR, RRR). Default is Food Stamps
– Program and Intake – Transaction Type
36
MyBCW Technical Guide
MyBCW Technical Guide
37
Hints and Tips
Subject
Tip
Search for
Received
Documents
window
Do not click the Documents/Images or Details button if no row is highlighted (Fatal
error – BENDS).
Display Data
Conflict
Close the floating window before clicking the case questions button (Second queue –
BENDS).
Child’s Medical
Expenses
MyBCW contains logic that the child’s medical expenses are not considered for FS
only cases if he is not permanently disabled.
Assets
The assets are numbered on the floating view; they are the sequence numbers in the
XML. These numbers may repeat since there may be both resources/accounts and
resources/other_resources; each section has its own sequencing.
Shelter Expenses
When more than one individual pays for shelter expenses only the shelter expenses
that are paid by the Applicant will be imported on the Display Shelter Expense
Summary window.

The floating window on the Display Shelter Expense Summary window will
include a reference that more than one individual is paying shelter costs.

This is an alert to you to question the client further or to go to the Summary
Window to determine who is paying and how much.
Summary View
There will be a 15-minute time out for the Summary View due to inactivity. Click OK
to reload the page.
DFS CalFresh
When going through the queue, you will come to the Collect
Withdraw/Deny/Cancel/Terminate Program Detail window.

You should deny all DFS applications as “Reported as Denied” or “Reported
as Approved.”

If this action is not taken the case will not be picked up in the SQL that is
used to extract the data for the County to report the Daily FNS Disaster
Report.
Collect Case
Questions
Quit Work and On Strike are two different questions in MyBCW. On Collect Case
Questions in CalWIN they are one question. The queue will display both windows
but only the one with information from MyBCW will have data in the floating
window.
Application
Registration –
Collect Household
When the data is pre-populated for each individual you get the message:
38
“240 – One or more individuals in the application do not have a CWIN. Do you want
MyBCW Technical Guide
Subject
Tip
Members Window
to continue to generate a CWIN?”
Adding Chinese
Fonts

If you say No on any of the individuals, except the last one, and attempt to
move forward in the queue you receive the following prompt: “Do you want
to save message. “

If you do say No to the 240 message for the last individual and then attempt
to move forward in the queue, the system will not display “Do you want to
save message;” you will move forward in the queue and lose the last
individual.
To view Chinese characters on your computer you need to install Asian fonts. If
using WinXP you need to install the East Asian fonts:
http://www.microsoft.com/resources/documentation/windows/xp/all/proddocs/enus/int_pr_install_languages.mspx?mfr=true
If using another operating system, you may want to install the MS Arial Unicode font
that comes with MS Office 2003/2007. This may not have been done by default.
You will need to re-run the MS Office install and be sure that the font is installed –
ARIALLUNI.TTF Arial Unicode MS (TrueType). Ensure the font is installed on your
computer by going to the following directory to check for this file:
C:\Windows\Fonts.
Printing the PDF
Application in
Chinese
MyBCW Technical Guide
The end-user must download Adobe Reader X to print in the Chinese language.
39
FTP Document Image Transfer
Counties may elect to have images transferred via FTP to a local server. Counties must have the Imagine
Transfer and Manifest service set up via a Service Request (SR) to implement the FTP Document Image
Transfer.
The basic process at a high level is that the batch process will collect images received in CalWIN on a
specified date via MyBCW, Health Care, eICT or HealthCare Referral. Those image files will be renamed and
converted to either PDF/A or TIFF. The image files will be packaged together along with an XML manifest
and sent via FTP to the county server for use by counties imaging systems.
The Manifest file will include information about each application/case and the attached documents. The
eICT document/category codes have been utilized for consistency between all document sources.
Post Transfer Case Match
The Image transfer batch job will be run each night and include all images received the day before. If an
application/eICT/etc. did not go through the case / client clearance process “App/Reg’d” the Manifest will
not include the Case number, Case name, CIN or CWIN.
The Source ID on the Manifest can be cross-referenced with the External Referral data in the CIS extract to
obtain the Case and Individual information.
Document Categorization
View Document List Page
40
MyBCW Technical Guide
Document Categories and Types
MyBCW Category
List
MyBCW Submit
Document
Drop-Down
Items
ICT Category
Name
ICT
Category
code
ICT Document
Type
ICT
Document
code
Birth Certificate
Birth/Citizenship
Birth/Citizenship
2
Birth Certificate
A7
Birth/Citizenship
Other
Birth/Citizenship
2
Citizenship/non
Citizenship Status
Verification
C1
Birth/Citizenship
Passport
Birth/Citizenship
2
Passport
I2
Identification
Birth Certificate
Birth/Citizenship
2
Birth Certificate
A7
Identification
Drivers License
Identification
11
Drivers License
D2
Identification
Other
Identification
11
Other ID Cards
H8
Identification
Passport
Birth/Citizenship
2
Passport
I2
Social Security
Number
Social Security
Award
Letter/Benefits
Income
13
Social Security
Award
Letter/Benefits
J6
Social Security
Number
Social Security
Number/Card
Identification
11
Social Security
Number/Card
J7
Residency
Drivers License
Identification
11
Drivers License
D2
Residency
Other Residency
Residency
20
CA Residency
B2
Residency
Rent or mortgage
receipt
Expenses
8
Shelter
J5
Residency
Utility bill
Expenses
8
Utility
K6
Expenses
Child care
receipts
Expenses
8
Child Care
B6
Expenses
Other Expense
Expenses
8
Other Expense
H4
Expenses
Paid Child
Support
Expenses
8
Paid Child
Support
I1
Expenses
Rent or mortgage
receipt
Expenses
8
Shelter
J5
Expenses
Utility bill
Expenses
8
Utility
K6
Income
Child Support
Income
Income
13
Child Support
Income
B8
Income
Income Tax
Income
13
Income Tax
E6
MyBCW Technical Guide
41
MyBCW Category
List
MyBCW Submit
Document
Drop-Down
Items
ICT Category
Name
ICT
Category
code
Forms
ICT Document
Type
ICT
Document
code
Forms
Income
Other Income
Income
13
Other Income
H5
Income
Paycheck
Income
13
Income Earned
E4
Income
Self Employment
Records
Income
13
Self Employment
Records
J4
Medical Records
Medical
Reports/Records
Medical Records
14
Medical
Reports/Records
G4
Medical Records
Pregnancy
Verification
Medical Records
14
Pregnancy
Verification
I5
Property/Resources
Bank Verification
Property
18
Bank Verification
A6
Property/Resources
Insurance
Policies
Property
18
Insurance Policies
E8
Property/Resources
Rent or mortgage
receipt
Expenses
8
Shelter
J5
Property/Resources
Other Property
Property
18
Other Property
H6
Property/Resources
Stocks and Bonds
Property
18
Stocks and Bonds
K1
Property/Resources
Car Value
Verification
Property
18
Car Value
Verification
B4
FTP Manifest
File Naming Convention
Manifest: IMG_MNFST_34_20120309.XML
42
Element
Description
IMG_MNFST
Indicates a CalWIN manifest file
34
Receiving County Code
20120309
Processing Date
.XML
File type
MyBCW Technical Guide
Image File: IMG_B_34_34_000001340_20120309_01_02.PDF
Element
Description
IMG
Indicates a CalWIN image file
B
Source Type B = MyBCW, T = ICT, H= HealthCare Referral, W = MyBCW Health
Care
34
Sending county
34
Receiving county (always the same for MyBCW) – indicates the county we are
processing in.
000001340
Source ID from Manifest Case Info node
20120309
Processing date
01
Image # corresponds to image node in Images element
02
Total number of images for this Case Image element. (In this example, it indicates
that MyBCW Source ID 000001340 should have 2 images associated with it.
.PDF
File type (either PDF or TIFF)
File Conversion
Files will be converted prior to being transmitted to the county. If a file is corrupted and cannot be
converted, the original file will be sent. The filename will be changed but will retain the original file.
The following files will be converted to TIFF

gif

jpeg/jpg

png

bpm
The following files will be converted to PDF/A

xls

txt

doc

rtf

htlm

pdf
The conversion will attempt to convert to PDFs to PDF/A-1a but if there is not
sufficient information it will default to PDF/A-1b.)
MyBCW Technical Guide
43
Manifest Layout
DocumentImages Node
The DocumentImages node has tags to identify the processing date, number of cases and number of
imaged documents being transmitted to the receiving county.
#
R
Data Item Name
Tag Name
Fmt
Len
Document Images
(Node)
Description
<DocumentImages>,
</DocumentImages>
1
M
County Code
CountyCode
Str
2
Standard 2-byte County ID
2
M
Processing Date
ProcessingDate
Str
8
The processing date for the
transfer (CCYYMMDD)
3
M
Case Count
CaseCount
Num
4
Count of cases being
transferred
CaseImages Node
The CaseImages node is used to identify the imaged documents for a specific case from the sending county
to the receiving county. It is used in conjunction with the Document Types table in the following section to
pass images and help the receiving county know what images they are receiving with some important
information.
#
R
Data Item Name
Tag Name
Fmt
Len
Description
Case Images (Node)
<CaseImages>,</CaseImages>
Case Info (Node)
<CaseInfo>,</CaseInfo>
1
M
SourceID Number
(attribute)
SourceID
Str
10
SourceID Number from
MyBCW or Case Number from
ICT
2
M
Sending County
Number
SendingCounty
Str
2
The county number for the
sending county (for MyBCW
and Health Care, this will be
the same as the receiving
county)
3
M
Receiving County
Number
ReceivingCounty
Str
2
The county number for the
receiving county
4
Receiving County
Case Number
ReceivingCounty
CaseNumber
Str
7
The CalWIN case number of
the receiving county, if
available
5
Receiving County
Case First Name
ReceivingCounty
CaseFirstName
Str
25
The CalWIN Case first name, if
available
6
Receiving County
ReceivingCounty
Str
25
The CalWIN Case last name, if
44
MyBCW Technical Guide
#
R
7
Data Item Name
Tag Name
Fmt
Len
Description
Case Images (Node)
<CaseImages>,</CaseImages>
Case Info (Node)
<CaseInfo>,</CaseInfo>
Case Last Name
CaseLastName
available
Receiving County
Case Middle Initial
ReceivingCounty
CaseMiddleInitial
Str
1
The CalWIN Case middle
Initial, if available
8
M
Process Type
ProcessType
Str
1
Value is “R” for Referral, “C”
for Change; more values may
be added in the future.
9
M
Source Type
SourceType
Str
1
Value is “T” for ICT transfers,
“B” for MyBCW transfers, “H”
for Health Care, ”W” for
MyBCW Health Care. More
values may be added in the
future for other transfer
types.
10
M
Image Count
ImageCount
Num
4
Count of images being
transferred for this case
CaseInfo Ends (Node)
<CaseInfo>,</CaseInfo>
Images (Node)
<Images>,</Images>
Image Occurs (Node)
<Image>,</Image>
11
M
Image File Name
ImageName
Str
256
Image File Name as included
in the image transfer zip file
(either .tif or .pdf files). There
is no naming standard for the
file.
11
*
Document Category
Code
CategoryCode
Str
2
The Image Document
Category Code. See the
DOCUMENT CATEGORY table.
* Optional for ICT, mandatory
for MyBCW.
12
*
Document Type Code
TypeCode
Str
2
The Image Document Type
Code. See the DOCUMENT
TYPE table. * Mandatory for
ICT, optional for MyBCW.
13
M
Applicable Document
Date
ApplicableDate
Str
8
The effecive or applicable date
for the specific document.,
(CCYYMMDD).
Page Count
PageCount
Str
2
Count of document pages that
are in the specific image file.
14
MyBCW Technical Guide
45
#
R
Data Item Name
Tag Name
Fmt
Len
Description
Case Images (Node)
<CaseImages>,</CaseImages>
Case Info (Node)
<CaseInfo>,</CaseInfo>
15
M
The Scope of the
Image
Scope
Str
6
The scope of the document
whether it is linked to just the
case or to a specific person in
the case. Value is either
“CASE” or “PERSON”.
16
R
Person Number
PersonNumber
Str
2
Required when the Scope is
“PERSON”. This is the person
number used to identify the
individual on the System Data
file.
17
CIN
CIN
Str
9
The CIN, if available, of the
person to whom the
document applies. Only used
when the scope is “PERSON”.
18
Receiving County’s
CWIN
CWIN
Str
9
The receiving county’s CWIN,
if available, of the person to
whom the document applies.
Only used when the scope is
“PERSON”.
19
Person’s First Name
FirstName
Str
25
The first name, if available, of
the person to whom the
document applies. Only used
when the scope is “PERSON”.
20
Person’s LastName
LastName
Str
25
The last name, if available, of
the person to whom the
document applies. Only used
when the scope is “PERSON”.
21
Date of Birth
DOB
Str
8
The date of birth, if available,
of the person to whom the
document applies. Only used
when the scope is “PERSON”.
(CCYYMMDD).
22
Social Security
Number
SSN
Str
9
The social security number, if
available, of the person to
whom the document applies.
Only used when the scope is
“PERSON”.
23
Document
Description
Description
Str
30
This is an optional field that is
helpful in helping better
define the specific imaged
46
MyBCW Technical Guide
#
R
Data Item Name
Tag Name
Fmt
Len
Description
Case Images (Node)
<CaseImages>,</CaseImages>
Case Info (Node)
<CaseInfo>,</CaseInfo>
document.
24
Original Document
Name
OriginalDocumen
tName
Str
255
If the document was
converted from its original file
type to PDF or TIFF, this field
contains the original
document name.
25
Original Document
Type
OriginalDocumen
tType
Str
4
If the document was
converted from its original file
type to PDF or TIFF, this field
contains the original file type.
26
New Person Indcator
NewPersonFlag
Boole
an
27
External Document
Reference ID
ExternDocRefID
Str
If the scope is PERSON, True, if
this person is new on the
application/Case ( For
MyBCW, used for
RRR/MSR/QR7 when a new
person is added. For all other
situations, optional or True.)
32
Optional External Document
Reference ID
Image Occurs Ends
(Node)
<Image>,</Image>
Images Ends (Node)
<Images>,</Images>
CaseImages Ends
(Node)
<CaseImages>,</CaseImages>
MyBCW Technical Guide
47
Manifest Sample
<?xml version="1.0" encoding="utf-8"?>
<DocumentImages xmlns="xml.documentimages.batch.image.calwin.org">
<CountyCode>34</CountyCode>
<ProcessingDate>20120309</ProcessingDate>
<CaseCount>2</CaseCount>
<CaseImages>
<CaseInfo>
<SourceID>1340</SourceID>
<SendingCounty>34</SendingCounty>
<ReceivingCounty>34</ReceivingCounty>
<ReceivingCountyCaseNumber>1B0002F</ReceivingCountyCaseNumber>
<ReceivingCountyCaseFirstName>Joe</ReceivingCountyCaseFirstName>
<ReceivingCountyCaseLastName>Smith</ReceivingCountyCaseLastName>
<ReceivingCountyCaseMiddleInitial>P</ReceivingCountyCaseMiddleInitial>
<ProcessType>R</ProcessType>
<SourceType>B</SourceType>
<ImageCount>01</ImageCount>
</CaseInfo>
<Images>
<Image>
<ImageName>IMG_B_34_34_000001340_2012052_01_01.PDF</ImageName>
<CategoryCode>01</CategoryCode>
<TypeCode>A4</TypeCode>
<ApplicableDate>20120501</ApplicableDate>
<Scope>CASE</Scope>
<OriginalDocumentName>mydocument.rtf</OriginalDocumentName>
<OriginalDocumentType>RTF</OriginalDocumentType>
<NewPersonFlag>Y</NewPersonFlag>
<ExternDocRefID>1112345</ExternDocRefID>
</Image>
</Images>
<CaseImages>
<CaseInfo>
<SourceID>3518</SourceID>
<SendingCounty>34</SendingCounty>
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<ReceivingCounty>34</ReceivingCounty>
<ProcessType>R</ProcessType>
<SourceType>B</SourceType>
<ImageCount>01</ImageCount>
</CaseInfo>
<Images>
<Image>
<ImageName>IMG_B_34_34_000003518_20120502_01_01.PDF</ImageName>
<CategoryCode>01</CategoryCode>
<TypeCode>A4</TypeCode>
<ApplicableDate>20120501</ApplicableDate>
<Scope>CASE</Scope>
<OriginalDocumentName>myLicense.rtf</OriginalDocumentName>
<OriginalDocumentType>RTF</OriginalDocumentType>
<NewPersonFlag>Y</NewPersonFlag>
<ExternDocRefID>1112845</ExternDocRefID>
</Image>
</CaseImages>
</DocumentImages>
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Disaster CalFresh
Setup for Disaster CalFresh (DFS)
In the event of a federally-declared disaster, MyBCW will accept applications (DFA 385) and determine
eligibility and benefit amounts.
The CalWIN Mobile Application uses Benefits CalWIN Disaster CalFresh information to determine
if a Disaster Food Assistance Request can be submitted using the mobile application.
By activating Disaster CalFresh in Benefits CalWIN you are also activating Disaster Food Assistance
Request in the CalWIN Mobile Application.
To enable the DFS functionality, the MyBCW County Worker Web application requires the following
parameters changes:

Entry of the date range of the disaster application period

Zip codes affected by the disaster

Updates to the income and allotment values
Details regarding the above mentioned steps are defined below.
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MyBCW Technical Guide
DFS updates are made
on these pages.
Date of Disaster and Pseudo Case Number
To enable DFS in MyBCW the county must set the parameters of the date of the disaster on the Process
Control page. Otherwise, the applicant will not be able to select the DFS application.
Dates entered here are based on a 12:00am time. For example, from 06/05/2010 through 07/05/2010
would enable DFS in MyBCW from 12:00am on 6/5/2010 to 11:59pm on 7/5/2010.
The Last Assigned Pseudo Number is an informational field used to avoid the duplication of case numbers.
The first two digits are system-defined and the next field can be updated by the user, then the next number
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will be populated based on the last number assigned by the worker on the Intake – Disaster CalFresh page.
This step is explained later in this document.
It is strongly recommended that the first two letters of the Pseudo number used in MyBCW be
used exclusively for this application so as not to duplicate pseudo numbers in CalWIN.
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Disaster Food Stamps Income and Allotment Page
Benefits CalWIN independently determines benefits eligibility and the amount of the allotment during
disaster situations. The eligibility is based on comparing income and resources to the Maximum Income
amount allowed by Federal law. The maximum income amounts are recorded on this table. The allotment
is calculated based on the household size. If the Household has already received Food Stamps the monthly
amount reduces the Disaster Allotment amount. When the DFS application is generated the values on this
window are used to populate the associated County Use Area of the form to indicate eligibility to
participate and the benefit amount.
Income limits and
allotments are
entered according
to DFS regulation.
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Disaster Food Stamps Zip Codes Page
The DFS Zip Code Page is where the zip codes that are valid for the disaster area are activated. If the
applicant enters a zip code that is not in the specified disaster area on the Head of Household Information
Page in MyBCW they will receive a warning message stating, “You must reside in the disaster zone to get
Disaster Food Stamps.”
The Active column is also used by the Disaster Food Stamps Intake page. The Zip Code column
indicates if the home address for the particular record is in one of the activated zip codes on this
page.
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County Worker Banner Page
The County Worker Banner page allows the counties to customize the information scrolling on the County
Home page in MyBCW. During a disaster the counties may choose to display important information to the
public.
Although the scrolling Banner was implemented in Phase 2 the purpose is not limited to DFS; the county
may use this to communicate any information on their county-specific home page.
The user can enter up to 400 alphanumeric characters into each language field. If the user enters text in
the English field only, the banners in the Spanish and Chinese version will display the English text.
This is updated real-time when the updates are saved.
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DFS Initial Page Text and DFS Thank You Page
Similarly to the scrolling page these pages are added to communicate specific information to the applicant.
These two pages are, however, designed expressly for DFS events, to convey information and instruction
relating to the disaster.
When the applicant selects the Disaster Food Stamp Application the text entered here will display on its
initial page.
When the application is complete and ready to be submitted the text entered here will display on the
Application Submission page, also known as the Thank You Page.
This field allows 4000 alphanumeric characters. If there is no Spanish or Chinese text entered, the English
text will appear on those home pages.
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County Worker Disaster Food Stamps Intake Page
This page will allow the County worker to view all the DFS applications. Where other intake pages (e.g.
Food Stamps, Medi-Cal) only show records that have been cleared from the corresponding Records
Management page, the Disaster Food Stamp Intake page does not have this restriction, as there is not a
Records Management page corresponding to the Disaster Food Stamps Intake Page.
The county worker can click the hyperlink to open the application details and can print or save the
application in a PDF format. The screen also lists attachments to the application.
If the county worker marks the Pseudo Case flag as ‘Yes’, the existing CalWIN Case Nbr is replaced with the
next pseudo case number and the field is made unavailable for updates. The next pseudo number is
determined automatically by the application based on the last assigned pseudo case number from the
Process Control page.
The Zip column here indicates if the home zip is within the predefined disaster area.
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County Worker Disaster Food Stamps Intake Page –
CalWIN Mobile Application
The CalWIN Mobile Application Disaster Food Assistance Request process is not a Disaster CalFresh
Application process. The mobile application captures a request for disaster assistance. The county worker
will complete the full application using the CalWIN Application.
The mobile Disaster Food Assistance Request takes the user through a five steps to determine if the client is
in a disaster zone, is potentially eligible, start a request, collect contact information and the option to
submit proof of identity.
As the client completes the five steps for a Disaster Food Assistance request, the data entered is captured
by the mobile application and is interfaced to Benefits CalWIN, when the user submits the request. The
information captured is limited and includes:
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MyBCW Technical Guide
First and Last Name
Gender
Contact Phone Number
Email Address
Total income for the disaster period
Total resources or assets for the disaster period
Total disaster related expenses
Proof of Identify image (optional)
The image captured through the mobile application is saved a .jpg. The client selects the
document type prior to capturing an image. The type selected in populated in Benefits CalWIN.
The Disaster CalFresh Application (PDF) is available in County Worker for requests submitted through the
mobile application. Since the CalWIN Mobile Application is not a Disaster CalFresh Application, many of the
questions on the application will be blank. Information available on the PDF includes:
Name of Head of Household
Contact Phone
Email Address
Gender
Total amount of take home pay or other income
Cash resources for the disaster period
Disaster expenses
Income Source is not captured in the CalWIN Mobile Application.
Listed as “other” on the PDF.
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Disaster related expenses are not broken down by type of expense in the mobile application.
Disaster related expenses entered in the mobile application will be listed under item a on the PDF
(Repair of replacement of home, business or rental property). The worker will need to identify
the type of expense and enter the updates as the complete the Disaster CalFresh Application.
The following table contains a DFS checklist for MyBCW and step-by-step setup instructions in the case of a
disaster.
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MyBCW Technical Guide
Disaster Food Stamps – Benefits CalWIN Setup
County has experienced an event that is a Federally-Declared Disaster and Disaster Food Stamps can be
issued. Take the following steps to enable Disaster Food Stamps in MyBCW:
Checklist – Update:

County Worker Process Control Page

DFS Initial Page

DFS Zip Codes

DFS Income and Allotment

Disaster Food Stamps – Intake
Access <COUNTY> County Worker – Process Control page. The County must be a participating county:
On the <COUNTY> County Worker – Process Control page, enter the Disaster Food Stamps Application Period.
MyBCW will only accept applications submitted during this period.

This enables Disaster FOOD STAMPS on the Benefits CalWIN: <COUNTY> Home page.

The Last Assigned Pseudo Case Number is used for reference to let counties know the last pseudo case
number used in MyBCW.
On the <COUNTY> County Worker – DFS Zip Codes page, select the Zip Codes that are in the Disaster area.
The Zip Codes that are selected are matched to the zip code that the individual has entered in the Permanent
Home Address at the time of the disaster section of MyBCW.
If the zip code entered by the individual is not one of the selected zip codes, the user will receive a ‘warning’
message in MyBCW stating: “The ZIP Code you entered is not in the disaster zone. You must reside in the
disaster zone to get Disaster Food Stamps. You may select Next to continue with your application.”
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1
Disaster Food Stamps – Benefits CalWIN Setup
On the <COUNTY> County Worker – Income and Allotment page, enter the
Maximum DFS Income and Maximum DFS Allotment amounts. These values are
used in MyBCW to determine eligibility and benefit amount. The results will
display when the application is printed from County Worker.
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Disaster Food Stamps – Benefits CalWIN Setup
MyBCW Technical Guide
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Disaster Food Stamps – Benefits CalWIN Setup
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Disaster Food Stamps – Benefits CalWIN Setup
Tracking income applications:
In County Worker, click the Disaster Food Stamps – Intake row. The <COUNTY> Program – Disaster Food
Stamps page will display. This page collects all of the incoming DFS applications. Clicking on the header
hyperlinks will sort the columns.
Editing
Click on the padlock to open the fields for entry and click on the Save icon to save changes.
Date
Submitted
The Date and Time that the user has electronically signed the application and clicked the Next button in M
Tracking Nbr
The number of the application. When the hyperlink is clicked the View Application Material window is dis
When the Tracking Nbr is clicked on that window, the Application is displayed and can be printed.
First Name
The first name of the applicant
Last Name
The last name of the applicant
DOB
The Date of Birth of the applicant
Language
The Language that the applicant reported as their language
I
Type of interview requested: I – In Person; P – By Phone
CBO
“Yes” will display when an application is taken at a registered CBO.
CalWIN Case
Nbr
Free-form area for county user to record the CalWIN case number after performing CalWIN Case Clearanc
completing CalWIN Application Registration and assigning a case. If the user selects Yes in the Pseudo Cas
the proposed pseudo case number will display in this column.
Case Clearance
Status
User will select the status of the Case Clearance. Possible selections are the standard County Worker stat

Cleared – worker has cleared the individual in CalWIN.

Active – worker has identified that there is a DFS case in CalWIN and it is Active.

Disc EOM – worker has identified that there is a DFS case in CalWIN and its status is discontinued

Pending – worker has identified that there is a DFS case in CalWIN and its status is Pending.

Re-evaluate – This status can be used at county’s business decision.
Pseudo Case
User to select Yes in this column if CalWIN is down and a case number needs to be created. When user se
the pseudo case number will display in the CalWIN Case Nbr column.
Auth ID
If the Benefits are paid outside of CalWIN through EBT the user will record the Authorization ID in this col
Wkr #
User enters the worker number of the worker responsible for handling this application based on county b
process
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MyBCW Technical Guide
Zip
The column reports on whether the zip code is in the disaster zone or if the individual is homeless.
Disaster Food Stamps – Benefits CalWIN Setup
Closing Out Disaster Food Stamps
To close out the Disaster Food Stamp program, take action on the Collect
Withdraw/Deny/Cancel/Terminate Program Detail window in CalWIN, using the valid values as follows:
Action
Reason
When to Use
Withdraw
Applicant Requests Withdrawal
Client has requested withdrawal of the DFS application
– will not be included in reports
Deny
Deny Disaster FS – Reported as
Approved
Client has been approved for DFS
Deny
Deny Disaster FS – Reported as
Denied*
6

Applicant determined ineligible for Disaster
Food Stamps due to income and/or resources
exceeding limit

Applicant fails to complete necessary
paperwork

Applicant dies before determination complete

Failure to provide verification or collateral
contact information

No Show for DFS Interview
MyBCW Technical Guide
Action
Reason
When to Use
Cancel
Opened in Error
Application has been entered erroneously or is a
duplicate of an application already collected during
this disaster period
County Worker Disaster Food Stamps Intake Page – CalWIN Mobile
Application
The CalWIN Mobile Application Disaster Food Assistance Request process is not a Disaster CalFresh
Application process. The mobile application captures a request for disaster assistance. The county worker
will complete the full application using the CalWIN Application.
The mobile Disaster Food Assistance Request takes the user through a five steps to determine if the client is
in a disaster zone, is potentially eligible, start a request, collect contact information and the option to
submit proof of identity.
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As the client completes the five steps for a Disaster Food Assistance request, the data entered is captured
by the mobile application and is interfaced to Benefits CalWIN, when the user submits the request. The
information captured is limited and includes:
First and Last Name
Gender
Contact Phone Number
Email Address
Total income for the disaster period
Total resources or assets for the disaster period
Total disaster related expenses
Proof of Identify image (optional)
The image captured through the mobile application is saved a .jpg. The client selects the
document type prior to capturing an image. The type selected is populated in Benefits CalWIN.
The Disaster CalFresh Application (PDF) is available in County Worker for requests submitted through the
mobile application. Since the CalWIN Mobile Application is not a Disaster CalFresh Application, many of the
questions on the application will be blank. Information available on the PDF includes:
Name of Head of Household
Contact Phone
Email Address
Gender
Total amount of take home pay or other income
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MyBCW Technical Guide
Cash resources for the disaster period
Disaster expenses
Income Source is not captured in the CalWIN Mobile Application.
Listed as “other” on the PDF.
Disaster related expenses are not broken down by type of expense in the mobile application.
Disaster related expenses entered in the mobile application will be listed under item a on the PDF
(Repair of replacement of home, business or rental property). The worker will need to identify
the type of expense and enter the updates as the complete the Disaster CalFresh Application.
The following table contains a DFS checklist for MyBCW and step-by-step setup instructions in the case of a
disaster.
MyBCW Technical Guide
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