1. IV-A/IV-E INTERFACE WITH CSE A Production Perspective CSDA Training Conference - September 2007

2. Introductions and Agenda Introductions Introductions Agenda Agenda Quick Overview of CCSAS/SAWS Exchange Quick Overview of CCSAS/SAWS Exchange “Things to Consider” for LCSA Planning “Things to Consider” for LCSA Planning Key Terms Key Terms LIV = Local Interface Validation LIV = Local Interface Validation IVA = Cash/MediCAL/KinGAP/etc. IVA = Cash/MediCAL/KinGAP/etc. IVE = Foster Care IVE = Foster Care

3. CCSAS/SAWS Interface - SAWS “Triggers” to send information to child support = minor changes “Triggers” to send information to child support = minor changes Logic for the assigned arrears recoupment hierarchy = big change Logic for the assigned arrears recoupment hierarchy = big change Consistency, completeness and accuracy of data entry at county IVA/IVE = more critical now Consistency, completeness and accuracy of data entry at county IVA/IVE = more critical now

4. CCSAS/SAWS Interface - CSE Aid paid Aid paid Updated daily, as received (variances still exist in how IVA/IVE systems send) Updated daily, as received (variances still exist in how IVA/IVE systems send) Stored on IVA/IVE cases, even if there is not a “linked” IVD case Stored on IVA/IVE cases, even if there is not a “linked” IVD case Person Matching = seven steps to a handshake on new IDs Person Matching = seven steps to a handshake on new IDs

5. CCSAS/SAWS Interface - CSE Service Requests Service Requests Built in the federal IVD case construct when: Built in the federal IVD case construct when: PA Case is “new to CSE” PA Case is “new to CSE” One or more people don’t automatically match One or more people don’t automatically match “Covers” all forms: 2.1q, 2.1N&A, 371, 51 “Covers” all forms: 2.1q, 2.1N&A, 371, 51 No direct relationship between the form and a Service Request No direct relationship between the form and a Service Request Aid History Updates = clean, complex and just plain ugly Aid History Updates = clean, complex and just plain ugly

6. CCSAS/SAWS Interface - CSE Good cause Good cause Under policy evaluation…but when received, CSE will stop IVD activities Under policy evaluation…but when received, CSE will stop IVD activities Other participant updates Other participant updates If auto-matched = update occurs If auto-matched = update occurs If matched in Service Request = update occurs after service request If matched in Service Request = update occurs after service request “Good” CSE demographic data is not overwritten or replaced by IVA/IVE “Good” CSE demographic data is not overwritten or replaced by IVA/IVE

7. CCSAS/SAWS Interface - CSE “Assistance Status” = very complex rules and display “Assistance Status” = very complex rules and display Distribution = uses the “assistance status” rules Distribution = uses the “assistance status” rules

8. CCSAS/SAWS Interface - CSE Account Rolling Account Rolling Accounts roll when aid status of the children is ALL ON or ALL OFF – but not mixed Accounts roll when aid status of the children is ALL ON or ALL OFF – but not mixed Balance Regeneration Balance Regeneration System-initiated AND worker-initiated System-initiated AND worker-initiated Re-evaluates financial history with “new” past, present and future data Re-evaluates financial history with “new” past, present and future data

9. “Things to Consider” Two sets of feedback Two sets of feedback Pre-cutover Pre-cutover Post-cutover Post-cutover Symbols that cross both sets Symbols that cross both sets Data “cleanup” or “synchronization” Data “cleanup” or “synchronization” Points that require “caution” or additional thinking beyond interface SMEs Points that require “caution” or additional thinking beyond interface SMEs Information about CSE functions Information about CSE functions

10. Things to Consider: Pre-Cutover Three top discussion points Three top discussion points Dedicate attention to IVA data conversion mapping and clean-up Dedicate attention to IVA data conversion mapping and clean-up Involve county IVA/IVE in planning ASAP Involve county IVA/IVE in planning ASAP Broaden involvement beyond current interface SMEs to plan for life on CSE Broaden involvement beyond current interface SMEs to plan for life on CSE

11. Pre-Cutover CASES reports and priorities CASES reports and priorities Key clean-up reports available NOW Key clean-up reports available NOW DAXZ054 – Open Permanent Current Support Accounts tied to Inactive DSS Cases – only run at beginning of month DAXZ054 – Open Permanent Current Support Accounts tied to Inactive DSS Cases – only run at beginning of month DAXEZ892 – Aid Code not on CSR DAXEZ892 – Aid Code not on CSR DAXUF482 – IVA Case Active, but no Participants are Active DAXUF482 – IVA Case Active, but no Participants are Active DAXUR570 – DSS Cases with Blank Payee ID – 4 reports DAXUR570 – DSS Cases with Blank Payee ID – 4 reports DAXZ1122 – UAP Associated with Non-Recoupable Aid Code DAXZ1122 – UAP Associated with Non-Recoupable Aid Code DAXZ1403 – List of all Inactive Cash DSS Cases and Members with Active Cash Participation Code DAXZ1403 – List of all Inactive Cash DSS Cases and Members with Active Cash Participation Code DAXZ1941 – Par ID on DSS twice with mult Person Numbers DAXZ1941 – Par ID on DSS twice with mult Person Numbers DAXZ2383 – Active DSS Cases with no Children Participants DAXZ2383 – Active DSS Cases with no Children Participants Additional Priorities Additional Priorities Verify “bottom half” of DSS has records for all participants known to be associated with the PA Case (CPs, DPs and NCPs) Verify “bottom half” of DSS has records for all participants known to be associated with the PA Case (CPs, DPs and NCPs)

12. Pre-Cutover CCSAS Business Partner reports and priorities CCSAS Business Partner reports and priorities Key reports available after each LCSA begins the CSE Roadmap Key reports available after each LCSA begins the CSE Roadmap R0078 – PAR on DSS twice w/multiple person numbers R0078 – PAR on DSS twice w/multiple person numbers R0157 – Current Acct is NA or FA but child is active on cash aid R0157 – Current Acct is NA or FA but child is active on cash aid R0184 – Current Acct is CA but child has discontinued from cash aid R0184 – Current Acct is CA but child has discontinued from cash aid R0287 – IV-A case is recoupable but participant aid history does not support this R0287 – IV-A case is recoupable but participant aid history does not support this R0322 - No aid history converts to support UAP R0322 - No aid history converts to support UAP Additional priorities Additional priorities Data validation “scripts” and progress reports Data validation “scripts” and progress reports

13. Pre-Cutover County IVA/IVE Involvement County IVA/IVE Involvement Begin communications with your local IVA/IVE office as soon as possible Begin communications with your local IVA/IVE office as soon as possible Invite them to LIV activities Invite them to LIV activities Kickoff Kickoff Business process and “key differences” meetings Business process and “key differences” meetings Hands-on validation activities (scripted and unscripted) Hands-on validation activities (scripted and unscripted) Keep the dialogue going after LIV Keep the dialogue going after LIV

14. Pre-Cutover Business process planning Business process planning Forget everything you know about “the interface” in your LCSA Forget everything you know about “the interface” in your LCSA Involve more than just your interface SMEs in planning and process design Involve more than just your interface SMEs in planning and process design Service Requests are more than just referrals Service Requests are more than just referrals IVA updates impact ‘financials’ significantly IVA updates impact ‘financials’ significantly Statewide-ness will broaden associations between people and cases Statewide-ness will broaden associations between people and cases Establish patterns of communication with county IVA/IVE to solve data problems in both systems Establish patterns of communication with county IVA/IVE to solve data problems in both systems

15. Things to Consider: Pre-Cutover to Post-Cutover Understand that “data cleanup” continues after CSE go live CSE was designed, in part, to synchronize data across 5 county IVA/IVE systems, 2 IVD systems and countless legacy applications on both sides

16. Things to Consider: Post-Cutover Three top discussion points Three top discussion points Work your Service Requests and PA Transaction Errors ASAP Work your Service Requests and PA Transaction Errors ASAP “Fix” data at the source – at county IVA/IVE, in CSE and/or both “Fix” data at the source – at county IVA/IVE, in CSE and/or both Be clear about balance regeneration responsibilities Be clear about balance regeneration responsibilities

17. Post-Cutover Service Requests = CRITICAL Service Requests = CRITICAL Forget what you know about case opening in CASES/ARS Forget what you know about case opening in CASES/ARS Service Requests are generated for many more conditions that just new referrals Service Requests are generated for many more conditions that just new referrals There are options, but “working” a Service Request requires knowledge and training across the child support lifecycle There are options, but “working” a Service Request requires knowledge and training across the child support lifecycle

18. Things LCSA Need to Know: Post-Cutover Service Requests = CRITICAL Service Requests = CRITICAL LCSAs MUST work Service Requests LCSAs MUST work Service Requests The date of sending from IVA/IVE starts the compliance clock – 2-5 days lost on 20 day window The date of sending from IVA/IVE starts the compliance clock – 2-5 days lost on 20 day window Records tied to a PA Case that has a Service Request pending do NOT process Records tied to a PA Case that has a Service Request pending do NOT process Prevent backup of information Prevent backup of information Records are auto-released after Service Request is completed Records are auto-released after Service Request is completed

19. Post-Cutover Service Requests = CRITICAL Service Requests = CRITICAL Most Service Requests in the first 6-10 months are more about data “cleanup” or “synchronization” Most Service Requests in the first 6-10 months are more about data “cleanup” or “synchronization” Staff-up after go-live Staff-up after go-live

20. Things LCSA Need to Know: Post-Cutover Service Requests = CRITICAL Service Requests = CRITICAL Review your ‘intake’ functions closely Review your ‘intake’ functions closely Training and orientation is vital for anyone touching a Service Request Training and orientation is vital for anyone touching a Service Request Review how Service Requests do/do not get routed to branch offices Review how Service Requests do/do not get routed to branch offices Review interviewing process Review interviewing process Review how much ‘casework’ gets done in vs after the Service Request Review how much ‘casework’ gets done in vs after the Service Request

21. Things LCSA Need to Know: Post-Cutover Some Transaction Errors = CRITICAL Some Transaction Errors = CRITICAL Interface record anomalies Interface record anomalies IGC – invalid good cause IGC – invalid good cause FMT – format error FMT – format error Aid history mismatches Aid history mismatches OVP – overlapping aid history OVP – overlapping aid history MAC – missing aid code MAC – missing aid code MED – missing eligibility start date MED – missing eligibility start date Work these errors DAILY and delete when done Work these errors DAILY and delete when done

22. Things LCSA Need to Know: Post-Cutover Service Requests and Errors Service Requests and Errors Production Metrics Production Metrics

23. Post-Cutover “Fix” data at the source “Fix” data at the source The new interface is much more reliant on synchronizing the “update path” between IVA/IVE and IVD The new interface is much more reliant on synchronizing the “update path” between IVA/IVE and IVD Train workers on how to research and resolve discrepancies in CSE Train workers on how to research and resolve discrepancies in CSE Establish patterns for working with county IVA/IVE to resolve IVA/IVE data issues in their system Establish patterns for working with county IVA/IVE to resolve IVA/IVE data issues in their system

24. Post-Cutover Aid “Status” and Balance Regeneration = CRITICAL Aid “Status” and Balance Regeneration = CRITICAL Logic and display for the “linking” of IVA/IVE and IVD people and cases are complex and layered Logic and display for the “linking” of IVA/IVE and IVD people and cases are complex and layered Balance regeneration is a comprehensive re- evaluation of child support accounts that auto- initiates and can also be worker-initiated Balance regeneration is a comprehensive re- evaluation of child support accounts that auto- initiates and can also be worker-initiated The relationship between aid status and balance regeneration is key – and will require the financial unit to have strong awareness of IVA impacts to IVD cases and participants The relationship between aid status and balance regeneration is key – and will require the financial unit to have strong awareness of IVA impacts to IVD cases and participants

25. As the CSE road goes… It Does Get Better The CSE IVA/IVE interface is designed to highlight and fill data “holes” The CSE IVA/IVE interface is designed to highlight and fill data “holes” Once filled, the volume of manual work will go down Once filled, the volume of manual work will go down Questions? Questions?