DCL-9854 Federal Case Registry Initial Load Process

DCL-98-54 Jun 16, 1998

TO: ALL IV-D DIRECTORS

RE: Federal Case Registry Initial Load Process

Dear Colleague:

On May 13, 1998 we sent you a letter (DC-98-45), which outlined possible options for your consideration as to how much data you want returned to your State based on your initial load of the Federal Case Registry (FCR). Proactive matching will occur between the FCR and the National Directory of New Hires (NDNH) and within the FCR itself whenever new persons are added to the FCR.

Based on the responses we received to DC-98-45 and discussions that have occurred during our FCR conference calls with the States, we have developed a process that will accommodate each State's configuration of data returned from the initial load.

We would like to stress that the process presented herein applies only to the return files for the FCR initial load. States are expected to handle the normal output from routine caseload transactions by programming their systems to handle or filter these routine transactions appropriately. However, because the output file for the initial load will be of considerable size, we realize that special processing may be required.

A question was raised by some of the States as to whether there will be a cost associated with the volume of records selected for matching during the processing of their initial loads. A separate letter is forthcoming that will explain the costs for the expanded FPLS; however, please be aware that the number of records you select for proactive matching during the processing of your initial loads does not have a cost consequence.

If you need any clarification as to the processing of your State's initial load into the FCR, please contact Christine Jennings at (703)352-3855 or via email at cjennin2@bdm.com.

Thank you for your continuing efforts to implement the FCR. Your support is greatly appreciated as we work together to improve the lives of our nation's children.

Sincerely,

David Gray Ross

Commissioner

Office of Child Support Enforcement

cc:Regional Program Managers
cc: FCR Technical Contacts
cc: FCR Programmatic Contacts

Attachment
Federal Case Registry Initial Load Process

Instead of expecting possibly 54 jurisdictions to write special "filtering" programs to handle this one-time-only event, we have designed a method that allows States flexibility in how much output they will receive during the initial load period for both FCR/NDNH and FCR/FCR proactive matching. This flexibility allows States to choose which persons in their IV-D cases will be matched. It also allows States to select what NDNH data (W4, QW, UI), be it all or any combination thereof, that should be returned.

To accomplish this, we are designating that two (2) positions, positions 553 and 554 of the FCR Input Person/Locate Request Transaction, defined as filler normally, will be used for the one-time-only processing of a State's initial load. The first position, position 553, will indicate that the person is subject to FCR/FCR matching, by use of either a "Y" or an "N", as follows:

Y Yes, perform FCR to FCR proactive matching for this person.

N9No, do not perform FCR to FCR proactive matching for this person.

States may enter a "Y" for all non-custodial parents (NCP's) and putative fathers (PFs) but enter an "N" for their custodial persons (CPs) and children (CH); or as one State requested, code out just the children. A State could also choose to designate for FCR/FCR matching every person currently in an "open" locate status on their State system. In any event, this feature will allow a State to choose exactly which persons should be subject to FCR/FCR matching.

The second position, position 554, will be used to determine if and what NDNH data is to be returned for that person. There are eight possible combinations, including all and none, which would be designated by the codes "1" through "8", as follows:

1 W4, QW & UI
2 W4 only
3 W4 & QW
4 W4 & UI
5 QW only
6 QW & UI
7 UI only
8 None

If there are no entries in these two positions, the default will be N in position 553 and 8 in position 554. Attached to this letter is a graphic, Initial Load Flexibility, which pictorially displays the method described above.

Note that FCR/NDNH matching will only be done for NCPs and CPs linked with IV-D cases; it will not be done for children, even if a child’s record is selected for FCR/NDNH processing. FCR/NDNH matching will not be done for a person only linked to a non IV-D order. Additionally, States are not required to transmit non IV-D orders established or modified prior to October 1, 1998, with their initial loads, but we will accept those records.

Based on the responses to DC 98-45 and our discussions with States during our FCR implementation conference calls, the method outlined herein offers the best solution to the wide ranging needs expressed by the various States. This method does require that each State write a one-time-only edit to the add person transaction; however, it transfers the burden for filtering the return of data for the initial load files from the States to the federal Office of Child Support Enforcement.

There are operational issues that we need to consider at our end when we enter the initial load phase. We are anticipating a very heavy transaction load when States first begin populating the FCR. Consequently, the following rules and logic will be put in effect:

All records will be subject to SSN verification upon receipt.
NDNH matching to person records will occur immediately after receipt as specified by a State.
While the NDNH currently is populated with employment information, there will be essentially no data to match when the FCR is first loaded. Therefore, FCR/FCR matching of initial load transactions will be delayed for three weeks. After three weeks there should be a substantial database for matching. The FCR/FCR matching against all the case information on the database at that time, will occur as specified by the State for the selected persons. Routine proactive matching will begin after the initial load period is complete.
External FPLS locate requests (i.e., matches with DOD, SSA, IRS, VA and FBI) will not be allowed during initial loads. Locate requests via the "old" FPLS may be made separately. Both the FCR and FPLS systems will be expecting locate transactions in year 2000 compliant format. If you are unable to update your FPLS locate request transaction by 10/1/98, bridging services will be available to convert your requests so that they are year 2000 compliant. If you should require these bridging services, please contact Tony Hardy at (202) 401-9231 or thardy@acf.hhs.gov by September 1, 1998. Another option is for the State to submit locate transactions through the FCR after the initial load period.
The three-week window for initial loads will extend from 9/28/98 - 10/16/98. After that window closes, the option for a State to code what matched FCR/FCR and FCR/NDNH data they want returned will not be available. All initial loads received after 10/16/98 will be processed the same as on-going routine transactions (i.e., all possible FCR/FCR and FCR/NDNH matches will be returned).
Any on-going FCR transactions received during the three-week window for initial loads will be held until after the initial load window closes. At that time the accumulated FCR transactions will be processed.

Other important factors to consider for the initial load:

Batch numbers, positions 18 - 23 in the header record, assigned by the States to their initial load files that are transmitted between 9/28 and 10/16/98 must begin with the numbers "88". Otherwise, the batch will be considered a routine submission and all output data will be returned.
All initial loads must be transmitted via CONNECT:Direct (C:D). If your initial load exceeds the normal C:D processing window (i.e., more than one gigabyte of data or more than eight hours of continuous processing), you may transmit multiple batches. Only one batch may be transmitted per day, however, and each batch number must be unique and begin with the numbers "88".