201 Transitional Issues and Alternative Processes

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201 Transitional Issues and Alternative
Processes

• September 18, 2007

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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
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Definition of Transitional Issues

• Certain business processes require an awareness
  of an LCSAs transition status
• Managing Participant Updates
• Updating Managing County
• Merging Statewide Cases
• Case Opening for California Responding Interstate
  Cases
• Case Transfer
• Performing Transitional Adjustments

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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

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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

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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

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Pre-existing and Converted Data in CSE

• Case numbers are not reassigned your case
  number may begin with another countys FIPS code
• IVD cases in CSE cannot be closed if there exists
  a related open county case view

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Pre-existing and Converted Data in CSE
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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

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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

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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

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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

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Managing County

• Determines which county receives a portion of an
  NCPs 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

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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

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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

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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

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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.                         

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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

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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

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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)

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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.    

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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)

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Interstate Cases California Responding

• Change Request CR-C-01237, Interstate Processing
  Certification Response scheduled for V 2.2.2
  (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

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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

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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

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201 Transitional Issues and Alternative
Processes

• September 18, 2007