2007 Annual Child Support Training Conference and Expo CSE DATA MANAGEMENT September 18, 2007 Presenters Rick Bermudez (DCSS) Janet Nottley (CSDA) Kim Turnbull (Napa) DCSS

Agenda General information Importance of data Statewide data Merging of participants Participant data Case data Employers

SWS and CSE SWS and CSE are the same system When a county converts to Version 2, the additional data is added to the existing data. Data in SWS is the Version 2 data!! Version 1 counties can view and update most information in CSE.

Importance of Data THE GOOD, THE BAD AND THE UGLY –Good Data Better locate Increase performance Better customer service –Bad Data Mis-id or no locate No support for children Incorrect forms Allocation problems

Participant Data

Shared Participants Merging participants V1 TO V1: Name, SSN and DOB will cause the participants to merge (link) V1 TO V2: Participants must be forced merged V2 TO V2: Participants must be forced merged

Participants in Version 2 County data vs. statewide data No “county view” for converted county If any Version 1 county still exists for a participant, their county view will still show in SWS/CSE Anyone with security rights can update the state participant

V 1 SHARED PARTICIPANT (Participant Overview)

V1/V2 Shared Participant

County Views for V1 Participants Only

PARTICIPANT SHARED WITH TWO V2 COUNTIES

No “County View”

WHO’S IN CONTROL? Controlling County: V1 and transitional concept only Determines whose data “wins” If a V2 county is controlling, then on-line updates wins –A V2 county does not have to change control to themselves if another V2 county has control –A V1 county should never take control from a V2 county that has an open case – update CSE (only exception is when V1 county has current CP) –V2 counties must have control for all NCPs and CPs with current or non-welfare arrears on their case (clean-up report).

CONTROLLING COUNTY IN SWS

CONTROLLING COUNTY IN CSE

Managing County Participant Version 2 concept only –Managing county participant determines which county will receive some participant level tasks –Address and employment verification follow-ups –Only V2 county NCPs are assigned a managing county –Assigned to last open county

MANAGING COUNTY PARTICIPANT IN CSE

Importance of Checking Data

Participant Data Names Use current name for participant for primary name –Controlling county’s name will be the primary name in CSE –Incorrect name will result in wrong name on CPs check

SOCIAL SECURITY NUMBERS Searching by SSN brings up active and inactive SSNs “Working SSN” for NCPs using another SSN (CR) Primary SSN prints on ONTW, NMSN, and verifications Changing SSN on shared V2 participants does not cause an “unmerge” Changing SSN on V1 or V1/V2 shared participants causes an “unmerge” SSA Verified status: Verified by SSA through batch User verified: user verified that participant is using but not SSA verified

SSNs Continued SSN Status Primary: should be used if NCP only has one active SSN Secondary: only if NCP has been issued multiples or using another persons SSN actively Error: Incorrectly linked Mis-ID: non-participant claimed mis-id

DATE OF BIRTH If the participant is linked to V1 county(ies), change in primary will cause an If participant is linked to multiple V2 counties, change does not cause an “unmerge” “Pending acceptance” DOB’s have come from locate and may or may not be correct NO ESTIMATED DOBS!!

ADDRESS CSE stores primary mailing, primary physical, secondary, inactive, error and mis-id addresses Mail will be sent to the primary mailing address in CSE. If no mailing, then the primary physical address System requires a zip code on US addresses Do not add addresses such as “unknown” and “homeless”

EMPLOYMENT CSE has the ability to store multiple types of employment linked to one employer record –Central payroll or payroll –Health insurance –Verification –Site –Corporate

Types The type determines where documents are sent –Central Payroll or payroll: wage withholdings and verifications Employers with “does not accept hardcopy verifications receive a task” –Health Insurance: NMSN –Site: prints on service documents

Employment View

Employee Role Employee: wage and health will print Union: NMSN only SSA Beneficiary: Used when “employer” is SSA, ONTW prints –Counties will need to run a query and manually update records to SSA

Employment Issues SSA Beneficiary –Do not add a county specific location for every county involved. If NCP has a record for one location, all wage withholdings must go to the one location Duplicates –It is best to have duplicates merged. Duplicates can be changed to “error” if no V1 county has an open case. –.

EMPLOYER DATA (EDF)

EMPLOYERS CSE maintains an employer database (EDF) for all employers linked to participants in SWS/CSE Each Version 1 county maintains a separate employer database When all counties convert to CSE, there will only be one employer database

Version 2 counties will share one common database EDF Maintenance Team

How is Employer Data added to SWS/CSE? Interface with government sources Initial load with local data files User additions/changes in CSE ARS and CASES

THE EMPLOYER TEAM DCSS Operations Division and select LCSA workers Verify all information on an employer Merge duplicates Responsible for ongoing maintenance, including adding and updating employer records

Why limit users ability to add or update employers ? Maintaining a statewide employer data file (EDF) with accurate addresses and FEIN’s for each employer will help Increase collection by mitigating delays or reduction in collections resulting from notices being mailed to incorrect addresses. Limit duplicate data Limit “garbage” employer records Ensure information is correct

EMPLOYER FUNCTIONALITY CSE maintains primary and secondary names for the employers CSE maintains address types (central payroll, payroll, corporate, health insurance, verifications, and site). CSE links the employer to the employment record CSE maintains the “Worknumber” employers CSE maintains the FEIN and SEIN numbers for employers Has merging functionality

ADDRESS TYPES Central Payroll: Indicates that all wage withholdings should be sent to one address Health Insurance: Indicates where the NMSN should be sent. It can be different than the payroll address Verifications: Indicates where the employment verifications should be sent

Employer Overview

Employer Address Page

“Worknumber Verifications”

How to submit a request to add, update or merge data within the Employer Data File Employer LCSA Staff EDF Maintenance Team Employer shares new address data to LCSA staff Online EDF Request form is filled out by staff Form is automatically sent to DCSS Information is verified & updated

DCSS staff updates to the Employer Data File LCSA staff EDF Maintenance Team An is sent back to the requestor when the information is updated. An automated call distribution (ACD) line will also be available to assist staff

Case Data

CASE DATA The state level case is the V2 case There is only one case in CSE for each NCP and CP combination CSE case numbers is the state level case number – “your” case number may not convert On county owns the case, they only get to manage it

COURT ORDERS Court orders for the same NCP and DP, automatically link to multiple cases Court orders with any difference in the numbers creates a new court order Court orders that the county is no longer enforcing should be “historic” Active court orders with terms create accounts automatically

Questions?

Thank You!