Presentation is loading. Please wait.

Presentation is loading. Please wait.

New Jersey Department of Labor Unemployment Insurance Modernization May 2003 System Interfaces for the NJ SUCCESS system.

Similar presentations


Presentation on theme: "New Jersey Department of Labor Unemployment Insurance Modernization May 2003 System Interfaces for the NJ SUCCESS system."— Presentation transcript:

1 New Jersey Department of Labor Unemployment Insurance Modernization May 2003 System Interfaces for the NJ SUCCESS system

2 Contents Objective of this document The issue of interfaces The purpose of future NJ SUCCESS interfaces The technology of future NJ SUCCESS interfaces Future interfaces list Common Access Wage record: options to improve this key interface Risks & next steps Appendices Appendix A: Current interfaces Appendix B: Business process interfaces

3 Objective of this document This document provides a high-level statement of the interfaces that are required to integrate NJ SUCCESS into the future UI business and systems environment It also discusses the requirements for the ‘Wage Record’ interface in more detail This document should be read in conjunction with these previous deliverables: The UI Modernization Technical Architecture and Business process Conceptual Design - overall ambition and approaches for UI Modernization An inventory of current interfaces, as part of the Baseline Description - current system interfaces, as defined in January 2003 A list of business interfaces, as part of the Business Process Conceptual Design - process interfaces The details for the interfaces are contained in a separate file, owing to format. Note, the State’s requirement, taken from the RFP, is: The Contractor must prepare an Interface Document that addresses business functions, communications, and systems both internal and external. This document must be a comprehensive inventory describing current and proposed interfaces in detail. This requirement is met by this document and the previous interface deliverables. Objective of this document…

4 “Its all about the data” One of the critical element of any SUCCESSful system is to: Get the right data at the right time Data is the lifeblood of the system and without accurate and timely data, both business processes and systems suffer and create or magnify some of the existing problems in Unemployment Insurance. Its all about the data …

5 Accurate data is critical for efficient benefit delivery Data quality and timeliness causes rework … In 2002, the Division faced challenges in ‘getting accurate data at the right time’ Inaccuracies or incomplete data at these three key process points cause rework later in the process Wage Data An example

6 Inaccurate data leads to later rework… Some rework is inevitable. However, many cases require re-adjudication or other rework due to the quality and timeliness of the data Rework Data quality and timeliness causes rework …

7 Inaccurate/incomplete data ultimately impacts both quality and timeliness QUALITYTIMELINESS Wage and Sep info (BC2WR) not available at monetary exam Claim agent takes claimant affidavit Claim agent re- sends form to employer agent Cause / eventReworkImpact Example 1 Example 2 No response from employer in time Employer not aware of request BC2WR in adj. center mail pile Request passed to employer agent UI version of wage / weeks entered in LOOPS and used for benefit calculations QUALITYTIMELINESS Wages include severance pay WAGE data based on Sun-Sat week Claimant states extra weeks worked WAGE data not split over weeks Accounts team work to reconcile. Full reconciliation not possible.

8 The issue of interfaces Interface Issues… The concept of interfaces for UI Modernization is at its most basic, a system of needing or providing data (with one exception involving the Tax System), for example: LOOPS needs wage data to process a UI claim but the data is in the Tax system AOSOS (Employment Services) needs profile information but the data is in LOOPS Sounds simple enough, so why are interfaces a problem for the design of any new system? In most States, system development is usually carried out by a single agency (e.g. UI Modernization – DOL, SACWIS – Human Services, etc.). This agency typically develops the system for their own needs (sometimes from Federal funding and with restrictions). As such the agency “owns” the system and by default claims stewardship over the data. The issue of stewardship underlies the biggest problems with existing or potential interfaces: The agency that creates the data refuses to share “their” data with other agencies The agency that creates the data will provide access to a limited subset of the required data In some cases where Federally funded, the Feds sometimes restrict access to data

9 The issue of interfaces (continued) There are additional stewardship issues even when the creating agency is willing to provide access to data. For example: Who is responsible for the accuracy of the data? If the data is “dirty”, who is responsible for cleaning up the data? Who is responsible for maintaining the routines that transfer the data? Who is responsible for budgeting and paying for the maintenance of the interface routines? Who is responsible for deciding if the originating agency is under any obligation to including interfacing agencies in the decision process if the data needs to change? Interface Issues…

10 The result of ‘interface failure’ In the worst of situations, both the creating and receiving systems (for cleansing or reformatting) have created Extract,Transform, and Load (ETL) systems to handle their interfaces. Having multiple ETL routines adds significant cost to the receiving agency’s overall processes by: Needing to create, run and maintain the ETL routines (cleansing or receiving) at receiving site The receiving site having to inform the creating site if the data was incorrect –This happens multiple times for the same data if not fixed at the creating site and slows processing at the receiving site if not corrected promptly Business processes fail, and political capital is expended if the creating site makes changes –For example, if file formats change on the creating site, then the sending file fails and it takes weeks to identify and fix the problem NJDOL and its partners have an opportunity to fix this process through UI Modernization Interface Issues… ETL Creating ETL Receiving Extract File

11 Principles to avoid these common interface issues The easiest way to solve the problem with interfaces, is to insist on the following principles being applied: Unless there is a specific security issue or privacy/confidentiality determination, all data is State data –No one agency owns the data - whether funded by the State or by the Federal Government The agency that creates the data is responsible for: –Maintaining the transfer software - to a statewide ODS or for transfer to the other agency –The accuracy of the data - data consistency and accuracy checks are implemented (ETL routines) - control records are in place to insure that the receiving agency gets what they need –Notifying the receiving agency of any changes that could affect the quality of the data and taking corrective action - as a team of agencies) to implement the required change The agency that receives the data is responsible for: –providing funding / resources to help the creating agency develop and maintain the transfer software Interface Issues…

12 Applying the principles: setting up the interfaces As noted in the later matrices, there are a number of existing and potentially new interfaces required by NJ SUCCESS. For each of these interfaces, UI will need to meet with the creating or receiving Agency to review and address the following items: Data Layout - What is needed for NJ SUCCESS Frequency - If changing or new, how often will the creating system need to share data Who will write and maintain the transfer software - See previous principles; should always be the responsibility of the creating agency Identifying the process for communicating possible changes to the existing data model Identify the transfer approach - e.g. Electronic Data Interface (EDI), magnetic tape, image, paper, etc Creating the service level agreement Encryption needs Network needs Hardware needs Purpose of future interfaces…

13 Push or pull? Receiving information from other agencies Until the State goes to a state-wide ODS, all interfaces into NJ SUCCESS are a push – the creating system pushes data to NJ SUCCESS in the agreed to formats and time frames through an extract file. Example: At the point where the State goes to state-wide ODS, the interfaces can go to pulls. Example: Push or Pull?… ETL TaxNJ SUCCESS ETL Tax ODS ETL NJ SUCCESS Extract File

14 Push or pull? Publishing information for other agencies With the creation of NJ SUCCESS (assuming the absence of a state wide ODS), agencies will pull data from the NJ SUCCESS ODS. Example: Push or Pull?… ODS ETL NJ SUCCESS AOSOS

15 Other assumptions All interfaces are electronic - no magnetic tape, no paper files Daily, weekly, monthly, quarterly, yearly, and ad hoc interface capability is required based on the availability and need of data Data interfaces will run in real time or batch based on availability and need of data NJ SUCCESS will store data in a ODS - agencies needing data from NJ SUCCESS can use a ETL “pull” routine Assumptions…

16 Example migration path for the interfaces A. Current interfaces B. Interfaces during transition C. Future interfaces Technology of future interfaces…

17 A. Current interfaces Technology of future interfaces…

18 B. Interfaces during transition Technology of future interfaces… Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ES ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ES ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Web Payments Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ES ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Web Payments Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Web Payments Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches WDP/ Statistics CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Core online benefit capture applications Internal Audit ASES (child support) BARTS (or other tool) ACES (CAPS) DABS 4F Disability ICON ALFA TRA/ on-line payments Wage Reporting Crossmatches CTTS OSOS SAVE VERIS FEED LO8V Secure File Transfer BAM/QC IEVS TAX SOIL IBIQ IVR (Conversant) EEIN/INVALID 9 Wage& Employer data Exp. rating Revenue Division RCC application B187 statisticsB187 Experience rating Files for a letters, scan card, scan card record, check printing, etc. 1099G Processing TRA/ DUA ACH Financial interfaces Interfaces for cross matches with external systems Web claims ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Web Payments ACES One Stop partners, Workforce NJ, TDI, HS, Attorney General, Treasury, EA, Banks Web Payments

19 C. Future interfaces Technology of future interfaces…

20 Future interfaces list The list of future interfaces defines the high level interfaces requirement for NJ SUCCESS. The list identifies important business and technical information about each interface (discussed overleaf). Future interfaces list…

21 Information Sharing Process linkages Cross-match checks Overview of interfaces for NJ SUCCESS Financial Employer Accounts Tax Treasury Bank payments / clearing house Other states’ wage claim information IBIQ Interstate Connection Network ICON INS SAVE Social Security Data VERIS Employer Accounts Others cross-match NJ SUCCESS Temporary Disability Insurance Workforce Partners re-employment services Dept of Human Services child support IRS TRA health payments (to be) Attorney General fraud prosecutions Federal DOL federal reporting Others SOIL New Hires State information Non-State information Standard approach for data and interfaces…

22 Guide to the future interfaces list Key information Source application name and organization Target application name and organization Is the interface part of the future architecture? Does the interface exist in the current architecture? Will the interface be required in the future architecture? Technical description of the future interface Will the interface be bi-directional? Type of interface technology anticipated Business description of the future interface Is this a process or data interface [CHANGE] Corresponding business process(s) Description of how it corresponds to the process Future interfaces list…

23 Future interfaces list – see Excel sheet for more details Future interfaces list…

24 Tax NJ SUCCESS WAGE ODS Common access interfaces We are making a distinction between File Transfer Data Interfaces and Common Access Interfaces. A File Transfer Data Interface is where the creating system sends data (through a file) to the receiving system. A Common Access interface is where two (or more) applications share a common ODS. In this example, Revenue creates Wage data and stores it in a Wage ODS. NJ SUCCESS, and Tax all accesses the WAGE in a read only mode. ETL TaxNJ SUCCESS Extract File Common Access …

25 Common access interfaces There are two potential Common Access interfaces: With Revenue and Tax for Wage Information With Tax for Employer Account Information Common Access …

26 Common access interfaces Revenue and Tax for Wage Information Pros: Eliminates multiple Data interfaces Eliminates storing of redundant data in multiple State data stores Data is in sync -insures reliability of data since we are sharing the same Data Store Data is available real-time Cons: Requires getting three agencies to agree and make a common decision Common Access …

27 Common access interfaces Tax (Employer Accounts) for Employer Information Pros: Adds Employer information to NJ SUCCESS Eliminates a potential data interface Eliminates the potential storing of redundant data in multiple State data stores Data is in sync -insures reliability of data since we are sharing the same Data Store Data is available real-time Cons: May need to upgrade performance characteristics of Tax - Employer Accounts ODS to handle access (read only) from another system Common Access …

28 The WAGE interface Wage is one of the more critical data structures needed by Unemployment Insurance for the processing of a claim. But processes surrounding Wage data are somewhat unique in that the data is assembled by one division (Revenue) in the Department of Treasury but almost exclusively used by two other divisions – Employer Accounts and Unemployment Insurance in the Department of Labor. The State included the Wage File creation processes in Revenue as part of the decision to create the Division of Revenue. The Division of Revenue provides the Wage information to Employer Accounts. Employer Accounts provides Wage information to Unemployment Insurance. There are no Service level agreements are in place between Revenue and Employer Accounts or Employer Accounts and UI. WAGE Interface …

29 The WAGE interface – as it pertains to UI (today) Wage Data Wage Data Employers (or their agents) send Wage data via magnetic tape, internet, EDI or paper forms on a quarterly basis Revenue Revenue creates end sends Wage data files to EA on a nightly basis Employee Accounts On receipt of the file from Revenue, EA suspends and fixes problems with the Wage data. These fixes are not sent back to Revenue. UI There are situations when UI will create alternate wage records for a claim. These are sent Tax. UI receives Wage information through the E extracts file and posts these to the WAGE file (DB2). LOOPS accesses WAGE file (cost: $1M a year to maintain). WAGE Interface … Wage data is used by agencies other than Employer Accounts and UI (e.g. Disability Insurance, Controller’s office and cross-match agencies EA stores the alternate wage records when information Is received from UI. Tax will keep these records even if real wage records are eventually received from Revenue.

30 Problems with today’s WAGE interface With no service level agreement with Revenue, the Employer Accounts division does not always get accurate information –Revenue runs (at best) minimal accuracy checks on data before it is sent to Employer Accounts division Employers ask for information by locations. These are provided to the employers (location codes or SYN bytes) but the employers do not send in subsequent Wage with these codes The Employer Accounts division runs a series of consistency and accuracy checks on the data received from Revenue. –EA has identified over 50 different reasons for suspending the Wage data received from Revenue. –EA suspends the problem data until someone (in EA) “corrects” the problem data –EA does not provide these corrections to Revenue – Revenue does not need these adjustments for their processes WAGE Interface …

31 Problems with today’s WAGE interface (continued) UI claimants may have valid proof of wages even if the Wage File has no evidence of this information – creating an out-of-sync problem across the 3 agencies. –UI uses this information as proof of wages and for determination of benefits – creating an Alternative Wage Record –UI provides this Alternative Wage Record information to EA but not to Revenue –If Revenue eventually receives the Wage information from the employer, it sends it through normal channels and is stored in the Wage file (the file keeps both the wage record sent by the employer as well as the Alternative Wage records defined in UI) Revenue may inactivate an employer for reasons specific to Revenue. This same employer may still need to exist as active for EA or UI reasons –There is no communication, process, or data interface capability to handle these situations Employer accounts, DOR, DIT, OIT/Treasury and OIT/Labour are in constant communication in an effort to synchronize employer registration/status data in TAXREG and TAX WAGE Interface …

32 The WAGE interface (future) Wage Data Wage Data Employers (or their agents) send Wage data to the State via EDI or Internet (Eliminate Paper Forms and Magnetic tapes) Wage ETL WAGE ETL routines edit data, problems are sent back to Employers or their agents Tax UI continues to update The ODS with Alternative Wage Records (should be Reduced by front end Wage ETL checks UIRevenue Wage ODS WAGE Interface …

33 Getting to the future WAGE interface Members of the Revenue, Tax, and UI business and IT communities need to come together for common planning –Acknowledging that Wage data is needed by EA and UI –Identifying the data rules needed by each group (e.g. When is a employer ‘inactive”) –Designing the ODS and Wage ETL –Engaging in discussions with employers and their agents to move to a electronic or internet based data transfer mechanism Identify if penalties are assessed if employers continue to file on paper –Identify which of the three agencies is the “owner” of the Wage ETL and ODS database or create a Service Group that is separate from all three agencies Identifying service level agreements –Identify resources and costs needed to implement the approach Build, test, and implement the ODS and Wage ETL WAGE Interface …

34 Interface risks and next steps Key Risks: Getting creating agencies to cooperate Identifying what we can do for interfaces now that is not throw away for NJ SUCCESS Next Steps: Form a group to review the interfaces –Look at making all existing interfaces electronic feeds –Determining whether it would provide value to start refreshing/reengineering certain existing interfaces –Identify where it makes sense to use Common Access Interfaces (e.g. Wage Data) –Identify Foundational Projects –Start discussions with the agencies, groups that create the data Risks and next steps…


Download ppt "New Jersey Department of Labor Unemployment Insurance Modernization May 2003 System Interfaces for the NJ SUCCESS system."

Similar presentations


Ads by Google