1. The Functions of Locate Presenters: Janet Nottley, Napa County Department of Child Support Services, jnottley@co.napa.ca.us Kevin Babcock, CSE Locate Subject Matter Expert kevin.babcock@dcss.ca.gov

2. Agenda Automatic Locate Lifecycle Locate and the FCR User Involvement with Rejected Data What’s New in Locate

3. Automatic Locate Lifecycle –Locate Need Assessment –Generate Locate Requests –Process Locate Responses –Locate Need Reconciliation

4. Automatic Locate Lifecycle: Locate Need Assessment

5. Locate Need Assessment Locate Need – The first step in initiating the Locate Process Types of Locate Needs: –Automatic Locate Needs –User Initiated Locate Needs Updates to any of the following will trigger CSE to assess a participant for locate: –Name –SSN –DOB –Address –Employment Both users and the system can trigger assessment Nightly batch job to determine if Locate needs to be performed automatically

6. Locate Need Assessment Automatic Locate Needs –“Missing Data” Automatic Locate Needs: Created when CSE determines Participant is missing Key Locate Information Participant is considered “in Locate” –“New Data” Automatic Locate Needs: Created when CSE receives new information

7. Locate Need Assessment Locate NeedTrigger Criteria *Locate IV-D NCP Identity – Missing Data Missing: - User Validated or System Verified SSN - Date of Birth *Locate IV-D NCP WhereaboutsMissing: - Verified Physical Address - Verified Mailing Address - Verified Employment *Locate IV-D CP WhereaboutsMissing: - Address Locate IV-D NCP Identity – New DataNew: - Name - SSN * Participant is considered in Locate Important Locate Needs

8. Locate Need Assessment Locate Needs List –Key resource to see if a participant is in Locate –Displays all Active Locate Needs for a participant

9. Locate Need Assessment Locate Need Detail –For “Missing Data” Automated Locate Needs, this page details what data CSE is missing (i.e. why the participant is in locate)

10. Automatic Locate Lifecycle: Generate Locate Requests

11. Generate Locate Requests CSE evaluates each Locate Need and determines the appropriate Locate Partners CSE will only send a Locate Request when CSE has the appropriate Locate Requisite Data (For example, some Locate Partners require an SSN) Locate Requests are sent to our Locate Partners either Daily or Weekly

12. Generate Locate Requests Locate Requests Suppression –CSE will not generate Locate Requests when: Participant has “Granted” or “Claimed” Good Cause Participant has Family Violence set (only affects the FCR)

13. Generate Locate Requests Re-initiate Locate Requests –A Locate Request is re-initiated when the Locate Partner does not respond in a predetermined timeframe. –CSE automatically re-initiates Locate Requests on Automatic Locate Needs –CSE will only re-initiate a Locate Request once –CSE does not re-initiate to the FCR

14. Generate Locate Requests Locate PartnerRequest/Response Exchange Frequency Response Timeframe Requisite Data FCRDaily2-5 Business DaysName and (SSN or DOB) EDDDailyNext DaySSN DMVDailyNext DayName and (License or DOB) FTBWeeklyNext DayName and (SSN or Address) InterstateDailyVariesName and (DOB or SSN) BOEMonthlyN/A CDPHYearlyN/A Locate Partners

15. Automatic Locate Lifecycle: Process Locate Responses

16. Process Locate Responses Locate Response Matching –Every locate response received is matched to an intended participant –Locate Responses to Locate Requests CSE sends a unique Id in every request and each response returns that same Id –Proactive Locate Responses FCR sends back the Participant Number EDD (New Hire Registry) sends back the Participant Number BOE and CDPH (Name, DOB, SSN and participant relationships) Locate Response Validation –Validates that the intended participant in CSE and the participant in the Locate Response are one in the same –CSE uses a variety of Validation Strategies depending on the Locate Partner

17. Process Locate Responses Locate Response Validation Strategies Validation StrategyCriteria Standard Processing- First and Last Name match exactly, AND - SSN or DOB match Flexible Standard Processing- First and Last Name match using specialized algorithms (handles slight variations, misspellings and aliases), AND - SSN or DOB match SSN Only Processing- SSN match Name Only Processing- First and Last name match exactly Effective Date and SSN- Effective date is less than 1 year old, AND - SSN match No Validation- No validation performed SSN and Partial Name Processing - First five characters of Last Name, AND - SSN Match

18. Process Locate Responses: Example - Accepted Response

19. Process Locate Responses: Example - Rejected Response

20. Process Locate Responses If Locate Response is Accepted, then CSE updates the participant CSE receives the following data from its Locate Partners: –Vehicle Accident –Vehicle Court Violation –Physical Attributes –Phone –Medical –Parcel Number –Birth/Death Certificate –Financial Information –Name –SSN –DOB –Address –Employment –Income –Benefit/Claim –Incarceration –Vehicle

21. Process Locate Responses Certain data elements can be verified: –Address –Employment –SSN CSE considers certain Locate Partners as “reliable” and will mark the data elements as “Verified-Yes” Verified data is important as it fulfills the “Missing Data” Automatic Locate Needs and can remove a participant from locate.

22. Process Locate Responses What if a Locate Partner/Locate Source is not considered “reliable”? –CSE has automated batch jobs Address Verification Forms –Active IV-D NCPs –Primary Mailing/Physical Unverified US addresses Employer Verification Forms –Active IV-D NCPs –Active Unverified Employment –Participant doesn’t qualify for Enforcement actions

23. Automatic Locate Lifecycle: Locate Need Reconciliation

24. Locate Need Reconciliation “Missing Data” Automatic Locate Needs are fulfilled when the missing data is received. “New Data” Automatic Locate Needs and user initiated Locate Needs are fulfilled when the corresponding Locate Responses are received. Batch job runs daily to determine if Locate Needs are fulfilled

25. Locate Need Reconciliation Periodic Locate –Purpose: To find information on an ongoing basis for participants in locate. –Periodic Locate is performed on participants with the following Active “Missing Data” Automatic Locate Needs: Locate IV-D NCP Identity – Missing Data Locate IV-D NCP Whereabouts IV-D CP Locate Whereabouts –Performed every 3 months –Locate Requests are only sent to in-state Locate Partners (EDD, DMV, FTB)

26. Locate and the FCR Registering Cases/Participants –All case updates are sent to the FCR the following day –If any participant has unknown Family Violence, then CSE waits 60 days to register –The Combined Log is an excellent resource to see the current status of a participant/case (i.e. was the participant accepted or rejected) –The FCR Transaction Error List can be used to see why a case/participant was rejected by the FCR –When a case is registered at the FCR, the FCR will try to SSA Verify the participant’s SSN Will only receive Locate on SSA Verified SSNs FCR is our only source on marking an SSN as SSA Verified

27. Locate and the FCR Receiving Locate Information from the FCR –When a case is first registered –Participant is added to a case –Participant’s name/SSN/DOB changes –Proactively

28. User Involvement with Rejected Data Users may do the following with Rejected Data –Accept Rejected Data All new data from the Locate Response is added to the participant If the SSN in the Locate Response is marked as “Misidentified” in CSE, then CSE will not allow the user to accept the rejected data. –Confirm Rejected Data Does not allow a user to later Accept the Rejected Data

29. User Involvement with Rejected Data How to Reduce Rejected Data –Updated matching logic for processing NDNH and EDD responses to handle misspellings and slight variations in participants names (CR-2-01468) –Users can add additional names to the participant to account for variations in names.

30. User Involvement with Accepted Data Users may do the following with Accepted Data –Misidentify New Data This action will mark all data added by the response as “Misidentified”

31. What’s New in Locate The following changes are in the 3.3.0 release –CR-2-01468: Validation of NDNH and EDD Locate Responses Improved Name validation –New CDPH Vital Statistics Interface Processing birth/death information –New FTB Financial Institution Data Match Interface Starting to process financial information (bank accounts)

32. Questions?