# Presentation: 385691

## 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  **

##     Interstate Communications

**Supporting Ongoing Case ID Synchronization**
** **
**March 2005**

## 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 **

## 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 **
**CSENet**
**EFT/EDI**
**FCR**

## 

Tips on Case ID Usage on Your System

**Tips on Case ID Usage on Your System**

## 
Guidelines

Maintain case ID integrity for both: 

Your state’s case ID and

The other state’s case ID

**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”**

## How Case IDs Become Disconnected

**Sharing by fax, phone, e-mail**

**Manual entry **

**How Case IDs Become Disconnected**

**Manual**

**Keying CSENet transactions**

**UIFSA forms completed by workers**

**Hard-to-read case IDs **
**                    ****on payments**

**Handwritten case IDs on income withholdings**

## 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**

## 		     Goal

**Promote automation to support ongoing case synchronization **
**and electronic interstate communications**

## 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**

## Document Generation 

**Automate placing case IDs and other state’s case IDs in documents**

##    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?**

## 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**
**         **

| 
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 |

**Sample**

## 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**

## 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

**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**

## 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**

##  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!**

## 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)**

##   Worker Tips for Case IDS

**The following slides are designed for states’ use in****training workers**

## Communicating Case IDs Manually

**    ****There are many vehicles for communicating case IDs:**

**FAX**

**Phone**

**Documents**

**E-Mail**

**Mail**

## Displaying Correct Case IDs

**Are case IDs displayed properly on your system?**

**Especially **
**all the leading**
** ****zeros **

## 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 **

## 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**

## 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**

_***available on the OCSE website, see URL provided on the next page **_

| 
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 |

## Resources

- FCR/ICR Case ID Matrix
_**[http://www.acf.hhs.gov/programs/cse/newhire/library/nicr/nicr_caseid.htm](http://www.acf.hhs.gov/programs/cse/newhire/library/nicr/nicr_caseid.htm)**_
- EFlash/Best Practices/Training
_**[http://](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#best_pracs)**__**[www.acf.hhs.gov/programs/cse/newhire/csenet/library](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#best_pracs)**__**[/_x000b_csenet2000/csenet2000.htm](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#best_pracs)**_
- CSENet 2000 Interface Guidance Document (IGD)
- and Appendices
_**[http://](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#tech_docs)**__**[www.acf.hhs.gov/programs/cse/newhire/csenet/library](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#tech_docs)**__**[/_x000b_csenet2000/csenet2000.htm](http://www.acf.hhs.gov/programs/cse/newhire/csenet/library/csenet2000/csenet2000.htm#tech_docs)**_
- Exchange Agreements
_**[http://151.196.108.20/irg/overview.asp](http://151.196.108.20/irg/overview.asp)**_**	**