Interstate Communications
Supporting Ongoing Case ID Synchronization
March 2005
The presentation, supporting Ongoing Case ID Synchronization, is a training resource containing information to understand the key role of automation in case ID maintenance. The course highlights tips on case ID usage, including mapping, storing, and displaying data.
The presentation consists of the following slides:
- Slide 2:
- High-Level Learning Objectives
- Slide 3:
- Case IDs Course Outline
- Slide 4:
- National Interstate Case Reconciliation(ICR) Project
- Slide 5:
- Tips on Case ID Usage on Your System
- Slide 6:
- Guidelines
- Slide 7:
- How Case IDs Become Disconnected
- Slide 8:
- Keep Your Neighbors' Case IDs Straight!
- Slide 9:
- Goal
- Slide 10:
- Automate Case IDs
- Slide 11:
- Document Generation
- Slide 12:
- Storing the Other State's Case ID
- Slide 13:
- Storing the Case ID in Correct Format
- Slide 14:
- Storing and Displaying Leading Zeros
- Slide 15:
- Matching Logic
- Slide 16:
- More Case ID Tips
- Slide 17:
- Getting Staff in Sync with Case IDs!
- Slide 18:
- Where Do We Go From Here?
- Slide 19:
- Worker Tips for Case IDS
- Slide 20:
- Communicating Case IDs Manually
- Slide 21:
- Displaying Correct Case IDs
- Slide 22:
- Manually Entering Case IDs onto the Automated System
- Slide 23:
- When Writing Case IDs ...
- Slide 24:
- Use a Cheat Sheet
- Slide 25:
- Resources
Slide 2: High-Level Learning Objectives
At the conclusion of this training session participants will understand the following:
- The key role of automation in case-ID maintenance
- How to manually enter case IDs in the correct format
- Where to locate information and resources on the OCSE website
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Slide 3: Case IDs Course Outline
- OCSE’s National ICR Project
- Sponsorship
- Participants
- Purpose
- Tips on Case ID Usage and Automation
- What to automate
- Storing, displaying, verifying
- Resources
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Slide 4: National Interstate Case Reconciliation (ICR) Project
- What is the National ICR Project?
- A collaborative, voluntary effort between OCSE and CSE agencies to reconcile case IDs throughout the states
- Purpose
- Synchronize interstate caseloads
- Establish clear accountability for interstate case processing
- Improve electronic communication among states
- Establish accurate national baseline of interstate cases
- Emphasize why ONE case identifier (ID) for all external interstate communications is essential in IV-D cases
- DCL-04-02 Standardization of IV-D Case Identifiers
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Slide 5: Tips on Case ID Usage on Your System
Slide 6: Guidelines
- Maintain case ID integrity for both:
- Your state’s case ID and
- The other state’s case ID
“Let the system do the work – automate”
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Slide 7: How Case IDs Become Disconnected
- UIFSA forms completed by workers
- Sharing by fax, phone, e-mail
- Keying CSENet transactions
- Manual entry
- Hard-to-read case IDs on payments
- Handwritten case IDs on income withholdings
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Slide 8: Keep Your Neighbors’ Case IDs Straight!
- Maintaining other state’s case ID in the other state’s format leads to:
- Ongoing synchronization
- Expediting communications and case processing
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Slide 9: Goal
Promote automation to support ongoing case synchronization
and electronic interstate communications
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Slide 10: Automate Case IDs
- Automate to the maximum extent possible to reduce the chance of error
- Map all data from the state system to the CSENet transaction, including your own and the other state’s case IDs
Automate Sending case IDs
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Slide 11: Document Generation
- Automate placing case IDs and other state’s case IDs in documents
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Slide 12: Storing the Other State's Case ID
- Determine where and how the other state’s case ID is stored on your state’s system
- Is it stored in various places?
- If so, why?
- Can the process be streamlined?
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Slide 13: Storing the Case ID in Correct Format
- Is the case ID stored on your system in the correct format?
- Consider building a table of the FCR/ICR Matrix in your system to verify formatting of the other state’s case ID
Sample
| State A |
004563456
Description: 9 characters, includes integral leading zeros |
| State B |
000000012300
000000000200
000826683400
Description: 12 characters, includes integral leading zeros |
| State C |
004564567
800333760
Description: 9 characters, may include integral leading zeros |
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Slide 14: Storing and Displaying Leading Zeros
- Understand the importance of leading zeros
- Leading zeros are often an integral part of the other state’s case ID
- When this is the case, the leading zeros must be carried over and stored in your system exactly as they are received
- Case IDs also need to be displayed in the same format as they are stored, including leading zeros
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Slide 15: Matching Logic
Matching incoming Case IDs to those in the CSE System
(Example from a State)
- Example of matching logic: (The state’s case ID is seven characters, all numeric, including integral zeros)
- If numeric, read last seven digits (due to padding)
- Strip any alpha and special characters
- Read front-to-back and back-to-front
- Results
- 98% of the transactions matched their cases correctly
- Less time to process incoming transactions than if a worker performed the function manually
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Slide 16: More Case ID Tips
- Identify other states’ case IDs that are incorrectly formatted
- Develop programming to correct formatting
- Eliminate manual intervention by workers
- Ensure that the document- generation routine provides your state’s case ID and the other state’s case ID in the proper format
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Slide 17: Getting Staff in Sync with Case IDs!
- Consider automated reminders to the workers, e.g.:
- Has the case ID data been entered correctly?
- Interstate Communications = Interstate Collections
- Have you helped an interstate family today?
- Got the correct case ID?
- Screen savers are good places to display case ID tips!
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Slide 18: Where Do We Go From Here?
- The Checklist for Assessing Potential Areas for Case-ID Disconnects* can be used to assess where modifications to your system may be needed
- You may wish to add other processes or applications specific to your state in which your case ID and the other state’s case ID are used
*(Handout 1)
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Slide 19: Worker Tips for Case IDS
The following slides are designed for states’ use in training workers
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Slide 20: Communicating Case IDs Manually
There are many vehicles for communicating case IDs:
- Phone
- Documents
- Mail
- Fax
- E-mail
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Slide 21: Displaying Correct Case IDs
Are case IDs displayed properly on your system?
Especially all the leading zeros
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Slide 22: Manually Entering Case IDs onto the Automated System
If manual entries are made in your state, ensure that the case IDs are correctly keyed
Don’t forget to include the leading zeros
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Slide 23: When Writing Case IDs ...
- Take a minute, write slowly and legibly
- Use a pen, not pencil, to record this information
- Remember to use the leading zeros
- Put a slash through the numbers zero and seven
Remember to write those leading zeros 000005873644
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Slide 24: Use a Cheat Sheet
- Use a cheat sheet to get case ID formats
- To promote automation, consider using the FCR/ICR Case ID Matrix * to verify changes before your case ID or another state’s case ID is manually entered into your state system or onto a document
Sample
| State A |
004563456
Description: 9 characters, includes integral leading zeros |
| State B |
000000012300
000000000200
000826683400
Description: 12 characters, includes integral leading zeros |
| State C |
004564567
800333760
Description: 9 characters, may include integral leading zeros |
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Slide 25: Resources
FCR/ICR Case ID Matrix
http://www.acf.hhs.gov/programs/cse/newhire/library/nicr/nicr_caseid.htm
EFlash/Best Practices/Training
http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm
CSENet 2000 Interface Guidance Document (IGD) and Appendices
http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm
Exchange Agreements
https://ocse.acf.hhs.gov/ext/irg/sps/selectastate.cfm
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