201 – Transitional Issues and Alternative Processes September 18, 2007

Annual Child Support Training Conference 201 – Transitional Issues and Alternative Processes Moderator: Keith Pepper - Director, Marin County DCSS Presenters: Anne Pounds - CCSAS Business Partner – On-Site Support Group Lead Salli Matteson - Legal Unit Supervising Child Support Officer, Yolo County Ruby Tumagan - LCSA Project Consultant, DCSS

3 Definition of Transitional Issues Certain business processes require an awareness of an LCSA’s transition status Managing Participant Updates Updating Managing County Merging Statewide Cases Case Opening for California Responding Interstate Cases Case Transfer Performing Transitional Adjustments

4 Definition of Transitional Issues For other business processes, CSE acts as a third consortium Case related actions such as establishing paternity and support orders Participant related actions such as enforcement interface submissions and enforcement action suppression

5 Key Points of the Presentation What happens to data in SWS when a county cuts over to CSE Definition of Controlling County, Managing County, and Managed By Differences in the ways statewide participants and cases become obsolete and ways to prevent duplicate cases and participants

6 Pre-existing and Converted Data in CSE All cases and participants pre-exist in SWS at the time of cutover; the data conversion process does not create new cases or participants Conversion to CSE does not correct or replace case or participant information pre-existing in SWS County Case and Participant views are deleted during conversion

7 Pre-existing and Converted Data in CSE Case numbers are not reassigned – your case number may begin with another county’s FIPS code IVD cases in CSE cannot be closed if there exists a related open county case view

8 Pre-existing and Converted Data in CSE DataPre-existingConverted Case Case number, case status and Case Type Interstate referral information Participant Participant name, SSN, DOB and address Employer and employment info Benefit and claim info Wage assignment and other enforcement actions Vehicle, property and income info IV-A Grant amount and UAP balance since 1998 Disregard and recoupment amounts since 1998 Financial EFT Accounts County balance update transactions Support order and charging instructions Case account balances Allocation and disbursement holds

9 Locate Interface Participant Updates Information received from a locate source may replace existing primary data Primary SSNs can be replaced with SSNs received from the FCR Primary Address can be replaced if the existing Primary Address is “unverified” and the new address is from a reliable source Make sure to verify addresses otherwise Postmaster Verification letters will be sent

10 Participant Related Terms There are two terms associated with participant data management Controlling County - Governs how updates from ARS and CASES are processed Has no effect if participant only has cases in transitioned counties Managed By - Governs which transitioned LCSA receives participant level tasks

11 Controlling County To prevent ARS/CASES from overwriting primary and secondary data entered online, use CSE to change the Controlling County to any transitioned LCSA Use SWS to change CC if changing to a non- transitioned LCSA Use CSE to change CC if changing to a transitioned LCSA CSE will not automatically reassign Controlling County from a transitioned LCSA to a non- transitioned LCSA due to ARS/CASES updates

12 Managed By Is not the same as Managing County The “Managed By” field determines which transitioned county receives “participant level” tasks for NCPs Participants who are only CPs or Dependents do not have a Managed By designation Is viewable in CSE but not SWS

13 Managing County Determines which county receives a portion of an NCP’s collection in the event there are multiple related county views Determines whether a case is considered a transitioned case (managed using CSE) or a case being managed using ARS/CASES Affects case assignment and task routing Affects accounts, legal actions and enforcement activities

14 Managing County If you are not the Managing County, your case accounts and balances do not convert to CSE (but are in the Legacy Data Archive) You must use SWS to change MC if Both LCSAs are not transitioned You are changing from a transitioned LCSA to a non- transitioned LCSA You must use CSE to change MC if Both LCSAs are transitioned You are changing from a non-transitioned LCSA to a transitioned LCSA

15 Obsolete Statewide Participants Statewide participants can become obsolete due to Updates from ARS/CASES that cause a county view to unlink from a statewide participant and Participant has no non-IVD cases or cases in transitioned counties There are no remaining participant county views CSE participant merges performed by a user

16 Obsolete Statewide Participants Information “copied” from the Obsolete participant is different For ARS/CASES updates Name, SSN, DOB, employment, address Participant relationships Case and court case associations For CSE participant merges performed by a user Name, SSN, DOB, employment, address Participant relationships and case associations Public Assistance History Legal actions including pending legal actions Financial information – suspended collections, CSE receivables, allocation and disbursement holds

17 Obsolete Statewide Participants Use Activity Log to determine how statewide participant became obsolete If from ARS/CASES update “County Participant {xxx} from county {yyy} has been unlinked from this participant.” “Participant {xxx} merged into participant {yyy}.” If user performs CSE merge “Source participant {xxx} was merged into target participant {yyy}. ”

18 Merging Statewide Participants Before merging statewide participants Confirm primary/secondary Name, primary DOB and primary SSN of all related county participant views Update county view information in ARS/CASES if it will not match the Target otherwise a new statewide participant will be created Verify Controlling County after merge

19 Obsolete Statewide Cases Statewide cases can become obsolete due to Updates from ARS/CASES CSE case merges performed by a user A processed service request will prevent a statewide case from becoming obsolete due to an ARS/CASES update A user may need to use CSE to manually merge the two cases

20 Obsolete Statewide Cases Information “copied” from the Obsolete case is different For ARS/CASES updates County case and participant views linked as appropriate For CSE case merges performed by a user Case status and interstate status Family violence and good cause indicators Case participant status Legal actions including pending legal actions CSE support orders, CSE case accounts and CSE case financial transactions (task created for financial worker to review financial merge and run CSE Balance Regeneration)

21 Obsolete Statewide Cases Use Activity Log to determine how statewide case became obsolete If from ARS/CASES Update “SWS has recorded the removal of County Case {xxx} from county {yyy} from this statewide case.” “Case {xxx} merged into case {yyy}.” If user performs CSE merge “The source case {xxx} was merged into target case {yyy}. ”

22 Interstate Cases – California Responding California Central Registry opens cases for transitioned LCSAs Task CM040 (case assignment) sent to LCSA case worker based on task routing rules CCR does not enter court order – hardcopy information still sent to LCSA Currently no change for non- transitioned LCSAs (until mid-Oct)

23 Interstate Cases – California Responding Change Request CR-C-01237, Interstate Processing Certification Response scheduled for V (mid-October 2007) Information entered by CCR will be sent electronically to ARS/CASES – hardcopy information still sent to LCSA All Transmittal 1 acknowledgements (including rejections) will be generated by CSE and printed at CCR

24 Case Transfer Greatly simplified between transitioned LCSAs Support orders and accounts already in CSE No case closure For Mixed Transitioned and Non-Transitioned Need to coordinate the timing of financial and enforcement actions Need to coordinate the change in managing county – the transitioned case must be managing county to open or close accounts

25 Transitional Adjustments Detailed ARS/CASES financial transactions are not converted To adjust a collection that was previously distributed in ARS/CASES, a worker must Manually add account information for the back-out Be aware of the date of collection impacts on the conversion balance for the reapply User is automatically taken to the CSE transitional adjustment pages if collection pre-dates conversion Non-transitioned LCSAs should contact a transitioned LCSA to perform transitional adjustments

201 – Transitional Issues and Alternative Processes September 18, 2007