SOLQ State OnLine Query

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SOLQState On-Line Query

• A Guide to Assist States with
• Implementation of SOLQ

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Objectives of the session

• What is SOLQ?
• Benefits of SOLQ
• SOLQ access requirements
• What information SOLQ provides
• System and Data Security
• Four Phases of SOLQ implementation
• Lessons Colorado has learned

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What Is SOLQ?

• State On-Line Query of SSA data
• SOLQ displays most data from the SSA Data
  Exchange known as SVES in an online interactive
  real-time format
• SOLQ-I is the internet enabled version

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SVES -vs- SOLQ

• SOLQ displays
• SSN Verification
• Title II
• Title XVI

• SVES allows batch access to SSA files containing
• SSN Verification
• Title II (regular Social Security SS Survivors
  and Disability Pensions, and Medicare Buy-In)
• Title XVI (SSI disability)
• Prisoner Match
• 40 Quarters

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Screen Prints

• What does SOLQ look like?

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SOLQ Request Screen
 
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SSN Verification
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Title II Screen
 
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Title XVI Screen
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Payment History Screen
Payment History
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SSI Application Screen
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New York SOLQ Request Screen
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New York Screen
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New York Summary Screen
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New York Title II Screen
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New York Title XVI Screen
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• Contact Abe Anolik
• Abe.anolik_at_otda.state.ny.us

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Texas Screen
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Benefits of SOLQ

• SAVINGS
• SOLQ saves the States and SSA money and
• resources.

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Benefits of SOLQ (continued)

• Colorado implemented SOLQ in July of 2006.
• Reactions from employees have been overwhelmingly
  positive.
• However, it is too soon to identify actual dollar
  savings.

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Benefits of SOLQ (continued)

• TIME
• Immediate access to SSA information reduces costs
  while improving service delivery.

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Benefits of SOLQ (continued)

• TIME
• SSA receives many questions regarding SVES
  query responses.

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Benefits of SOLQResponse Time

• In most States, the SOLQ response is received in
  less than five seconds.

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SOLQ Requirements

• SOLQ requirements are defined by the Social
  Security Administration.

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SOLQ Requirements (continued)

A written agreement must be signed and approved.

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SOLQ Requirements (continued)

• Employee Security
• Only employees who have a job-related
  need-to-know can access SOLQ.

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SOLQ Requirements (continued)

• The State must produce an SSA Information System
  Security Guidelines Document (ISGD), which
  details their security plan.

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System Security Paperwork

• The State must complete 3 separate requests (SSA
  1121) for three of the four phases of SOLQ
  implementation.
• In the final phase, a certification visit is
  performed to verify that the State met all of the
  security requirements outlined in the SSA
  Information Security Guidelines Document (ISGD).
   

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Data Security

• SSA uses a very sophisticated set of computer
  protocols and technology to verify the identity
  of the State before a connection is made with the
  network.

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Data Security

• SSA will not allow States to Phish for client
  information.
• There must be security on the State end to limit
  requests to current clients.

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Inappropriate Access

• The ability to access SOLQ is controlled very
  tightly on the State end using job related
  security profiles. The State must maintain a
  detailed audit trail for all SOLQ usage.    

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Inappropriate Access

• The State receives a very clear message from SSA
  if misuse is detected, the State could lose
  access to SOLQ until the security condition is
  corrected.

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Four phases to SOLQ Implementation

• 1. Development (10 -12 weeks)
• 2. Validation (6 - 8 weeks)
• 3. Integration (4 - 6 weeks)
• 4. Production (2 weeks)
• (SSA Suggested Timeline)

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Development (Phase 1) (10-12 weeks)

• A formal request to SSA for access must be
  submitted.
• Meetings take place and the permission is
  granted.
• The States sends SSA a copy of their Systems
  Requirements Document and Architecture chart.
• The State and SSA give permission through their
  respective firewalls and VPN tunnels and
  conducts an end-to-end test.
• The State develops and presents the SOLQ screens
  to SSA.
• The State requests a pin and password to Phase 2.

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Validation Process (Phase 2) (6 8 weeks)

• SSA sends the State a pin and password to the
  Validation Process
• SSA sends the State a test matrix of cases
• The State responds with the functionality and
  sends a copy of their presentation screens for
  each test.
• SSA compares the results of each test.
• SSA requests the State to re-run any failed test
  case.
• SSA and the State revalidate the cases.
• The State requests a pin/password into the next
  phase.

Security design documentation must be approved
during the validation phase.
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Integration Testing (Phase 3) (2 3 months)

• SSA issues Pin and Password
• SSA sends a current State Recipient Case with SSA
  Verification, Title II and Title XVI
• SSA reviews and compares the query response with
  the States presentation screens
• SSA discusses and analyzes the discrepancies.
• State makes necessary corrections and reruns
  test cases.
• Upon successful testing, the State requests pin
  and password to Phase 4.

Security site visit and system approval takes
place during the integration phase.
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Production (Phase 4)

• SSA issues PIN and password.
• SSA and State perform an end-to-end test.
• State accesses the SSA production environment
• SSA monitors the States usage statistics.

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Lessons learned

• 1. Be Prepared
• Have all documents approved at the start of the
  process and signed off by the appropriate
  parties.

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Lessons learned

• 2. Identify Key Players
• Nothing sinks a project faster than a lack of
  clarity about who is responsible for what.
• Clearly identify and document the key players
  and their responsibilities.

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Lessons learned

• 3. Communication
• Informing everyone of changes as they happen
  is the best way to prevent rumors and
  misunderstandings. Make sure that people who
  need to communicate directly have that ability.

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Communicating Information
How Employees Want Their Information

• Employees prefer face to face communication when
  possible and they prefer it from their supervisor
• Do not assume employees will get adequate
  information from newsletters, posters or videos

Video
Print
Face to Face
Statistics taken from Communicating Change by
TJ and Sandar Larkin
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4. Stay on track

• Monitor project status by
• Ensuring quick responses at key decision points
• Providing the needed resources
• Facilitating communication and fostering
  cooperation
• Recognizing individuals who champion the
  organizational change efforts

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Finally

• Communicate that the process of change is
  uncertain, changing, and full of probabilities
• SOLQ is a positive change

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Documents Available

• Texas Security Document
• Colorado Security Document
• SOLQ Systems Development Guidelines (with Phases)
• Colorado and New Yorks SOLQ Guides
• Form SSA 1121
• Terms Commonly used with SOLQ

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Questions???????

• Thank You,
• State of Colorado

Nick G. Dekrell Adult Financial Program
Manager 1575 Sherman Street 10th Floor Denver CO
80203 303-866-2695 Nick.dekrell_at_state.co.us
Susan Kern Adult Financial Program
Specialist 1575 Sherman Street 10th Floor Denver
CO 80203 303-866-2810 Susan.kern_at_state.co.us