Guides

Title

Description

OR PTC DCI Web Portal

OR PTC DCI Web Portal Overview

Punch Entries Report (Payroll)

Walk through of creating a payroll batch using the Punch Entries Report

Reports

How to guide on finding and downloading reports.

Time Entry Management

Guide on pending time entries management.

User Settings Guide

How to update the password, PIN, security questions, email, phone number and username in OR PTC DCI.

State Staff:​ Profile Management​

How-to Guide on updating User Profiles in OR PTC DCI.

State Staff: Authorization Management

Informational Guide about Funding Accounts, Service Accounts, and Authorization Management.

Staff Training

Title

Description

OR PTC DCI Staff Training Video

Step-by-step training video for Staff on how to use OR PTC DCI.


Provider and Consumer Materials

Title

Description

Provider Learning Materials Catalog

Catalog containing all of the Provider learning materials and resources.

OR PTC DCI English Provider Orientation

OR PTC DCI Russian Provider Orientation

OR PTC DCI Spanish Provider Orientation

OR PTC DCI Vietnamese Provider Orientation

This is a video recording of the Provider Orientation Session where each method of time entry is explained in depth with step-by-step instructions on how to use each Method.

Consumer/Consumer Employer Representative Learning Materials Catalog

Catalog containing all of the Consumer/Consumer Employer Representative learning materials and resources.

Provider and Consumer Resource GuideA list of resources available to support Providers and Consumers.


Quick Reference Guides (QRGs)

Title

Description

Submitting a Request to PTC Support

Step-by-step process to submit a request to the PTC Support team.

Red Eye Pending Entries

Guide on what each red eye pending entry means, and the actions needed to remedy the pending entry.

Time Conversion Chart

Chart showing the conversion of minutes to decimal hours.

Updating an Authorization

Step-by-step instructions on how to update an authorization in OR PTC DCI.

Correcting a Punch Entry in Approved Status

Walkthrough for State Staff to correct a punch entry that is in “Approved” status.

Correcting a Punch Entry in Processed Status

Walkthrough for State Staff to correct a punch entry that is in “Processed” status.

Consumer Passes Away

This guide provides instructions for staff on what actions to take in OR PTC DCI after a consumer passes away to ensure their account is properly closed.

Entry Status

This Quick Reference Guide covers the different time entry statuses that a time entry can have in OR PTC DCI, and what actions a staff member or provider can take for each status.

Explanation of PTC Errors in DHR

List of PTC Error in DHR and what they mean.

Business Rule List

List of Business Rules enabled in OR PTC DCI.

Adding a Note to a Provider’s Profile

Step-by-step guide on how to add notes to a Provider’s Profile in OR PTC DCI.

Time Entry Troubleshooting

Guide providing tips and reminders for what staff need to look for to maintain and correct time entries in OR PTC DCI.

Trouble Shooting Guide – Data Integrity

Guide outlining situations and associated business processes needed to keep information consistent between OR PTC DCI and legacy systems.

Importing Excel Sheets into Google

Step-by-step guide on how to import Excel Sheets into Google Drive

How to Find a UniID Number

Step-by-step guide showing where to find a Provider’s UniID in DHR.

How to Download and Format Batch Reports

Step-by-step instructions on how to download and format batch reports using Excel.

Formatting OR PTC DCI Reports for Download

Step-by-step instructions on how to download the Payroll Batch Details Report into Excel.

OR PTC DCI Mobile App Offline

How to use the offline feature in the mobile app.

OR PTC DCI Landline Tip Sheet

How to create a real-time punch as well as the available OR PTC DCI Landline numbers to call.

How to Uninstall and Reinstall the OR PTC DCI Mobile App on Apple Devices

Step-by-step reference guide on how to uninstall and reinstall the OR PTC DCI mobile app from an Apple smart device.

Unable to Access DCI Mobile App on Android Device

Step-by-step instructions on clearing the DCI App Data (cache) on any Android device.

Linking a Fob to a Consumer

Outline the steps required to successfully link a Consumer to a fob in the Local Office. These steps assume the local office has a fob stored locally.

Unlinking a Fob to a Consumer

Outline the steps required to successfully unlink a Consumer to a fob in the Local Office.

Generating the Punch Entry Authorization Violation ReportGenerate this report to view all pending entries that are over authorized hours.
Staff Resource GuideA list including all available support resources for Staff.

 

Online Learning

CBT Title

Description

Recovering a Forgotten Password

Hands on step-by-step how to change a password when it has been forgotten.

Logging in to OR PTC DCI and Changing Your User Settings

Hands on walkthrough of changing a user’s personal settings.

 

Business Processes

Business Process

Description

1.1.2 Provider Switches During Pay Period - Permanently

 

This process is for if the number of hours between two Providers must change permanently. For example: If a consumer is authorized 40 hours and HCW A has 25 hours but they quit, so you need to lower their hours to zero and increase HCW B’s hours to 40.

1.1.3 Provider Switches During Pay Period - Temporary

 

This process is for if a number of hours between two Providers much change temporarily. For example: If HCW A is on vacation and HCW B must cover those hours.

1.1.4 Change Authorization

 

Process for if a change in the authorization is needed, including a change in mileage or hours, ending the authorization early, etc.

1.1.5 Relinking a Provider and ConsumerProcess used when a Provider begins working for a Consumer they previously had stopped working for.

1.2.1 Add a New Provider

Process used to add a new Provider.

1.2.2 Change Provider Status

Process used when a Provider's status must be updated.

1.2.3 Update Provider InformationProcess used when you have to update information on a Provider's account.
1.2.4 Provider Number ReinstatedProcess used when a previously terminated Provider's Provider Number has been reinstated.

1.3.1 Add Consumer Information

Process used to add Consumer information.

1.3.2 Update Consumer Information

Process used to update Consumer information.

1.3.3 Consumer Transfers to a New Branch

Process used to transfer a Consumer to a new branch.

1.3.4. Return or Request a Fob in the Local OfficeProcess used when a Consumer requests a fob or returns a fob.

1.4.1 Add or Remove Consumer Employer Representative

Process used to add/remove Consumer Employer Representative.

1.4.2 Update Consumer Employer Representative Information

Process used to update Consumer Employer information.

1.4.3 Create Consumer Employer Representative Account

Create a Consumer Employer Representative Account.

1.5.3 Unlock an Account

Process to unlock an account.

1.6.0 Manually Adding or Updating Branch Info

Process to add or update branch information.

1.7.0 Setting Up EVV Options with Consumers and Providers

This process includes confirming the option they have chosen, confirming the landline, set up with the fob, set up telephony historical time entry (Consumer needs PIN), set up phone EVV, etc.

2.1.0 Increase in Weekly Cap

 

Business process needed for retroactive increased weekly cap hours.

2.12.0 Provider Goes Over Authorized Hours

 

Pended Entries Management where an entry pends due to the going over the authorized hours.

2.2.3 Correct Punch Entry Mistake

 

Process for if a Provider, State Staff Member, or Consumer notices a mistake in a punch entry after the Consumer has approved the entry (meaning the Provider cannot edit the entry in OR PTC DCI).

2.3.0 Entries Claimed After 365 DaysProcess that details what a staff user should do to assist a Provider in submitting time entries that are older than 365 days.

2.6.2 End Authorization, Expiration, Terminations

 

Process to follow when a Provider is terminated, an authorization ends, or their credentials expire. This process should be basically the same as it is in the current system with the addition of updating OR PTC DCI.

3.3.0 Consumer Passes Away

Process to follow when a Consumer passes away.

4.1.1 Pending Entries Management

 

The process for working the pend queue on a daily basis. The purpose is to either approve or reject time entries that have failed a business rule and resolving the issues that caused them to pend.

4.3.0 Time Entry

 

This is the process for entering time from OR PTC DCI into Mainframe.

4.4.0 Over and Underpayments

How to process under and over payments.

6.1.0 Case with Multiple Providers & Varying Hours

The process for handling cases that have multiple Providers who have varying hours every pay period.

 

New User Forms

Form

Description

Staff Profile Maintenance Form 

Form to request the addition of a new State User, modify the access of a current State User, or deactivate a State User.

Consumer/Provider Profile Maintenance Form

Form to request the addition of a new Consumer/Provider combination or to deactivate a Consumer/Provider.

Consumer Employer Representative Profile Maintenance Form​

Form to request the addition or deactivation of a Consumer Employer Representative.