NOBODY’S IN CONTROL PARTICIPANT AND CASE MANAGEMENT IN CSE -INTERCOUNTY TRANSFERS-

AGENDA Participant data management Case management Transferring cases “Split cases” Managing the court orders with the case Registration

PARTICIPANT MANAGEMENT

STATEWIDE PARTICIPANT MANAGEMENT No More Control There is no more “Controlling County” once Los Angeles converts to CSE. Controlling County determined whose data “won” – with everyone converted, there is no county data. The indicator will stay but it does not drive anything. The Controlling County may not have had the correct data.

MANAGING COUNTY - PARTICIPANT CSE has a “Managing County” for all NCPs in the system. The “Managing County” is responsible for working the locate tasks. Custodial Parties, dependants and others do not have a “Managing County” unless they are also a NCP.

EVERYONE IS IN CONTROL Participant data management is everyone’s responsibility. Everyone with the proper security level can update participant data.

NAME The primary name is the last name the participant used or is using in any county. Any other name should be secondary. Do not inactivate/error names if they were valid at one point. Locate uses all active names so it is important to error names if they are incorrect. Best Practice: add common nicknames as alternate names for locate.

SOCIAL SECURITY NUMBERS Incorrect SSNs should be inactivated in order to reduce mis-ids, incorrect locate, and allocation errors. Primary SSN Prints on the Wage Withholding Unless the User Pulls Back the Secondary for a Manual Wage Withholding. There is a change request to add a “working SSN” indicator for NCPs who work under another person’s SSN.

ADDRESSES There are thousands of incorrect addresses in the system for CPs and NCPs. CSE sends documents to the primary “mailing” address. Make sure the verification status is correct. Unverified, primary NCP addresses will trigger a postal letter. Best Practice: always check the address list when confirming an address with a customer. Inactivate old and incorrect addresses. Error duplicates.

EMPLOYMENT There are thousands of incorrect, bad employment records in CSE. Generally, only NDNH and user entered employment records trigger a wage withholding/NMSN. Merging employers will result in employment records being merged. Any active record results in an active record. Best Practice: merge duplicate records, do not “error” or inactivate them.

PHONE NUMBERS Phone numbers are important for customer service and outbound dialing. Over 50% of the phone numbers in the system are incorrect; most participants have multiple numbers. CASES county work numbers were converted into the participant’s phone list. Best Practice: review list screen when speaking with customers, inactivate all incorrect numbers

CASE MANAGEMENT The Statewide Approach

CASE MANAGEMENT No county “owns” a case. There is no such thing as a Duplicate Case Transfer in CSE. A duplicate case in CSE means there are two IV-D cases with the same participants. Cases that transfer between counties are now done by Intercounty Case Transfer (ICT). Everyone must understand ICT.

THE CHALLENGE There are 1.6M cases in California. Every month there are approximately 5000 cases where managing county is changed. If a court order and financials exists on a case, the an Intercounty Case Transfer (ICT) can take up to 4 hours.

CSE and Managing County CSE assigns a “Managing County (MC)” for all IV-D cases. Managing County is based on FC 17400(n). County currently expending public assistance. If public assistance is not currently being expended, MC is determined based on where the child who is entitled to current support resides or is domiciled. If current support is no longer payable through the county, MC is the county that provided public assistance.

THE AUTOMATION CSE automatically assign case management when the case is opened. CSE will automatically change case management when a Service Request (SR) is processed.* CSE will automatically reassign UIFSA Responding cases by NCPs primary address.* * Unless “do not automatically reassign” is checked.

CASE MANAGEMENT AND INTAKE Workers processing SRs must understand the ICT procedures. There is no DCT report in CSE. Workers must choose to “Do not automatically reassign” when another county has management so a determination can be made as to which county should have management. All UIFSA Responding cases should be marked to not automatically reassign so the counties have time to verify data and process the case.

RESPONSIBLITIES “Sending County” Image case file. Review financials and provide accounting if necessary. Review legal tracking and ensure no legal action. Notify new case worker that everything is complete. “Receiving County” Notify “sending county” that you are taking case management or to transfer case when appropriate. Notify participants Review case for completeness Review legal tracking Register if necessary 4200 into the case.

REGISTRATION State policy and the Family Code does not require the “receiving county” to register the order unless an action in the court is needed. It is up to counties to determine if they will register the order. Orders should be registered if a modification, a contempt, JDX or ORAP, Supplemental S&C, or other judicial enforcement is needed.

WHY NOT REGISTER ALL ORDERS? Time and resources LCSAs process over 60,000 ICTs per year Resources are required by the LCSAs and the courts. Many CPs move between counties before any court date is needed Registration requires additional work by the “receiving county” The county must register the order, load a new “order”, move the financials under the new order, terminate the old wage withholding and NMSN and serve another one. Collections can be lost due to terminating wage withholding.

WHAT HAPPENS IF? The NCP files a motion in the old county? The counties are working on an agreement that will require the non managing county to appear on the action in that court. The Managing County will be responsible for producing the responsive declarations and other legal work. If Venue is raised by the CP, then the transferring county will raise it in court.

SPLIT CASES Cases that share a court order MUST be managed by the same county. QRG “Transferring a IV-D Case” lays out the rules for determining who is the managing county when a court order is shared (“split cases”). Counties can no longer “partially register” a court order to enforce part of the order. Any orders that were partially registered prior to all counties converting must be worked like a ICT.

“SPLIT CASE” EXAMPLE 1 Mary (mom) has a case in San Diego with two kids, Joey and Sally. San Diego has an order for current support for both kids. Joey goes to live with Grandma in Napa Napa opens a case with Grandma. The system will automatically link Grandma’s case to the court order Napa will move the charging instructions for Joey to the new case Napa will transfer the case to San Diego Any court hearings in San Diego will need to notify Grandma in Napa County

SPLIT CASE EXAMPLE 2 Sonoma has a court order for Joey and Sally but only for arrears when the children were in foster care. Mary gets custody of the children and goes on aid in Solano. Solano will open a case with Mary as the CP. The court order will link to NCP dad’s case. Solano will take management of the Sonoma foster care case.

MULTIPLE COUNTY SCENARIO Scenario: NCP mom. Child 1 and 2 placed with grandma from different IV-A counties (Napa and Sonoma). Children have different fathers. There will be one case since the NCP and CP are in common. There will be two court orders. In this case, one of the counties must take management of the case. That county should file both S&Cs. The counties should work together to determine management and work SRs.

ADDITIONAL INFORMATION Ex Parte Change of Venue – UIFSA only, not needed for ICT. Split case financials need to be treated as a “complex order”. Make sure financials are linked to the active orders – not historical. Leave liens in place. Leave wage withholdings in place, receiving county will handle IWOs. Communicate, Communicate, Communicate!

QUESTIONS?