Tribal Child Support: Systems & Regulations Update

1. Tribal Child Support Enforcement Systems and the Model TCSES Presented by: Joe Bodmer, Senior IT Specialist OCSE Jackie Pische, Director, Forest County Potawatomi Tribal Child Support Wednesday, July 25, 2007 Tribal Systems Update

2. Some History • In 2002, OCSE hosted four meetings of a newly formed workgroup called the “Tribal Systems Workgroup.” • The meetings focused on issues such as: • Executive Commitment, Sovereignty, Organizational Realities, Interfaces, Current Technology, Software Development, and Proprietary versus Open-source Software among many topics. • This first workgroup’s charter was to educate Federal representatives who hoped for a better understanding of Tribal needs and their intersection with existing State and Federal systems. Tribal Systems Update

3. Some History • The workgroup did not meet in 2003. • In 2004 the workgroup had four meetings focused on: • Project organization and executive commitment, project management, planning, security, budgeting, project personnel needs, dealing with software development contracts, describing project tasks, schedules, and organizational structures. • In addition, this workgroup created a set of high-level functional requirements any system would minimally need to support a Tribal CSE program. This document came to be known as the “The Essentials Document” Tribal Systems Update

4. Some History • The workgroup again formed in 2005. In four meetings, the workgroup created data definitions and business process workflow charts defining a Model Tribal System’s operation. • This third workgroup also created a “Concept of Operations” for the Model System with the end result of these 2005/2006 meetings being development of a “General System Design”. • During this time OCSE developed a “Feasibility Study” to explore the costs, benefits, and reasonableness of a Model System.. Tribal Systems Update

5. Some History • In August 2006, continuation of the Model TCSES project was predicated on Assistant Secretary approval to proceed, which we received in November 2006. • Three workgroup meetings will be held in 2007. Dallas in April, Denver in June, and Chicago on August 20-21. We actually demonstrated a working “Document Management Module” in Denver (a proof-of-concept exercise.) In Chicago we expect to be able to share most all of the system’s screen designs from Use Cases. IT WORKS ! Tribal Systems Update

6. Some History • The 2007 workgroup meetings provide a platform for grantees to comment, counsel, and provide collaboration and concurrence on the Detailed System Design documentation and work products. • There’s a lot of “homework”. • Throughout all Tribal Systems Workgroup meetings, decision-making is driven by consensus, with items not achieving consensus being either tabled for later discussion or dropped from consideration. Tribal Systems Update

7. The Systems Regulation • Beginning in late 2005, OCSE began the process of writing a regulation to address the need for Tribal Child Support automation. The process was based on existing regulations, for consistency, and drew heavily on the information, consultations, and guidance gathered in the Tribal Systems Workgroups meetings held in 2002, 2004, and 2005. • DP and DSTS have jointly developed a Tribal systems regulation that will set forth the process that Tribal IV-D grantees must adhere to if they want Federal funding to acquire automation to support their program. Tribal Systems Update

8. The Systems Regulation • These Tribal Systems regulations have been in the clearance process for some months now. • The Tribal Systems Regulations have to be published in final before we can release the Model TCSES to Tribes to install and use in their programs. • We hope, and are pushing very hard, to have a final rule issued by October 2008, if not sooner. This will enable us to stick to our Model TCSES development schedule which calls for Pilot Testing in at least one Tribal program by October 2008. Tribal Systems Update

9. The Systems Regulation • We are analyzing, and discussing with our General Counsel, Policy Division staff, etc., various scenarios with regard to the timing of when the regulation is published. • Though we have no answers yet, we’re looking at what impact, if any, not having the regulation published in final might have on the Model TCSES Pilot projected to start in October 2008, including what options we might have to get around this potential problem. Tribal Systems Update

10. States, Tribes and Systems • With the recent release of Tribal PIQ 07-02, we’re starting to see a number of requests come in from States to make “maintenance fixes” to support Tribes using those States’ systems. Some examples include: • OK – requested $432,212, plus some as-yet unknown costs. Not all of this is now likely approvable based on PIQ 07-02. • WI – requesting $300,000 to make changes to support Lac Du Flambeau, Menominee and Potawatomi, and add Oneida. More information needed before a decision can be made. • SD – requested $3,000 to support Sisseton-Wahpeton. Allowable. • WA – Initial ended without request submission (before PIQ 07-02 was published). Tribal Systems Update

11. States, Tribes and Systems • OCSE publicly has no position on whether a Tribe should or should not seek to use a State’s CSE system. • OCSE considers this an internal Tribal determination to be made in consultation and collaboration with their State partners. • DSTS will provide technical assistance if requested. We continue to monitor the use of intergovernmental use agreements for cost reasonableness of operational costs being charged, and for scope, type, and cost of any system modifications being requested. Tribal Systems Update

12. Tribal PIQ 07-02 • What State systems expenditures associated with a Tribal IV-D program using the State’s automated system are eligible for FFP? • May a State claim FFP for costs to modify its system to meet the needs of a Tribal IV-D program? Tribal Systems Update

13. Tribal PIQ 07-02 • May a State and Tribal IV-D program enter into a service agreement under which the Tribal IV-D program reimburses the State for its the costs associated with the Tribe’s use of the State’s’ automated system and the Tribal IV-D program submits such costs as part of its program expenditures? Tribal Systems Update

14. Tribal PIQ 07-02 • What costs may a start-up Tribal grantee claim in order to prepare for automation? • What are the circumstances under which a State IV-D agency may submit arrearages owed in a Tribal IV-D case for Federal tax refund offset? Tribal Systems Update

15. Tribal PIQ 07-02 • What are the responsibilities of States and Tribes if the above conditions are not met? • May a State send the names of individuals that Tribal IV-D program is attempting to locate to the FPLS for locate purposes and share that information with the Tribal IV-D program? Tribal Systems Update

16. The Model TCSES • This effort has been very well received by the Tribal child support grantees, many of whom have limited financial resources and very little experience in application systems development or management. • The system has been designed, as previously discussed, in a collaborative, consultative approach using a fully consensus-driven model. • The Model Tribal Child Support Enforcement System (Model TCSES) is totally unique amongst all Human Services systems nationwide that are in operation or being built today. Tribal Systems Update

17. The Model TCSES • Why is the Model TCSES totally unique amongst all Human Services systems in operation or being built today? • Scalable up to at least a caseload of 25,000, large enough to support every Tribal agency nationwide, (not to mention Guam, the Virgin Islands, etc.,) • The Model TCSES is being built entirely with “Open-Source” public-domain software, products, tools, and databases. • As a result, there will be zero licensing costs to Tribes once installed and operational in their programs; extending tremendous cost savings to Tribes and the Federal government. Tribal Systems Update

18. The Model TCSES • Why is the Model TCSES totally unique amongst all Human Services systems in operation or being built today (Continued)? • The Model TCSES project is delivering a complete system development environment, including all requisite development tools, database software, project management utilities, and a complete library of application code and documentation. • The Federal OCSE is serving as the “System Developer” for the Tribes participating in the Model TCSES. • The Federal OCSE will be providing technical support to Tribes, first in the Pilot Test in Tribal program(s), and later in support any Tribe’s installation and training for the Model TCSES. Tribal Systems Update

19. J F M A M J J A S O N D J F M A M J J A S 2007 2008 Design Phase Development Environment Database User Access Security Document Generation Application Cache Case Intake Error Handling Member Match Financial Locate Paternity Order Enforcement Reporting Code Phase Test Phase The Model TCSES Project Status

20. The Model TCSES Project Status Tribal Systems Update

21. Next Model TCSES Milestones • NTCSA - Oklahoma City - July 2007 • MTCSE Design Complete - August 2007 • System Workgroup – Chicago - August 2007 • Development Contract Renewal – September 2007 • System Workgroup 2008 – Location and Date TBD • MTCSE Code and Test complete - August 2008 • Pilot Test - September 2008 • MTCSE general release - January 2009 • Systems Workgroup 2009 - Location and Date TBD Tribal Systems Update

22. Next Session • Hyatt Regency Chicago, IL • August 20-21, 2007 • Held in conjunction with the 2nd Annual Tri-Regional (Region V, VII & VIII) Tribal and State Cooperation Workgroup Meeting, August 22nd and 23rd. • Phone - (312) 565-1234 • www.chicagoregency.hyatt.com Tribal Systems Update

23. What Will The System Do? • Case Intake and Update • Case Management • Locate • Paternity and Order Establishment • Enforcement • Financial Management • Obligation Management • Collections • Distribution • Disbursement • Reporting

24. What Will The System Do? • Case History and Participant Data • Case history – a record of all actions taken on and in a case • Linking participants to other participants and other cases – You will only enter participant data once • Linking participants to employers – You will only enter employer data once • Personal data – multiple addresses, multiple employers, multiple cases, multiple relationships – Everything is linked

25. What Will The System Do? • Case History and Participant Data • Search and match tools – participants (name, date of birth, SSN), employers, relationships – uniquely identify participants • Provides capability to eliminate duplicate case and participant data • Some data validation (error and edit checks) • Will support capture of all relevant personal data on clients

26. What Will The System Do? • Financial Data • Calculation of current support owed based on support orders/accounts • Record of collections • Record of disbursements • Calculation of arrears based on support orders and collection history • Automatic billing • Check generation (if required) • Supports separation of financial duties – caseworker/financial worker/supervisor/

27. What Will The System Do? • Security • Security features to prevent unauthorized access to data through the system • User ID’s, passwords, user roles • Add, delete, authorize users • Security administered by staff that do not have access to the system’s data – separation of duties is maintained

28. What Will The System Do? • System Access • Permits access over a Tribal intranet (LAN or WAN) or through the internet, if enabled • Provides an interface with other MTCSE systems – cases can be transferred easily between Tribal systems • Standard record layout for interfaces to State and Tribal TANF, Foster Care, other Tribal or State agencies

29. What Will The System Do? • Document Generation • Automatically or semi-automatically generates documents using system data • Allows documents to be previewed before printing • Allows document templates to be modified to produce customized documents • All documents created on a case are stored and can be retrieved on-line (maintains confidence that the on-line document is what was sent to participant)

30. What Will The System Do? • Document Generation • The system will generate documents for: • Motions • Petitions • Court Orders • Letters • Notices • Billing • Affidavits • Stipulations • Acknowledgments

31. What Will The System Do? • Management and Reporting • Timeframes and ticklers – will remind you when actions need to be taken • Organizes work by function and worker • Management reports – worker and office productivity • Financial reports • Federal reporting

32. What Will The System Do? • Garbage in, Garbage out • The system will not correct bad data. • The system is only as good as the data entered • Security Practices • System contains features to prevent unauthorized to access to data won’t work if not used in conjunction with good physical and personnel security policies and practices

33. What Will The System Do? • The System is not designed to perform: • Guideline calculations (will store the results) • Federal automated interfaces (FPLS, CSENet, QUICK, MSFIDM, etc) • State interfaces (IV-A interface, Motor Vehicle Administration, etc.) • Internet access • Mass mailings

34. What You’ll Need • Hardware and Software • Personal Computers, Printers • Office Automation, Internet Access, LAN • Server and Operating System (OS) • Backup Media and Storage • Operations and Maintenance • Development Environment • Technical Services • Case Conversion • State average was approximately $40 per case

35. Standard System Initial Cost Tribal Systems Update Does not include ISP costs, case conversion, cabling, installation, training, and maintenance

36. Tribal System Workplace • Logging On • http://ocse2.acf.hhs.gov/WP_TSW.nsf/ • Reviewing Topics • Responding • Posting files • Group e-mails • Tech Support • Tom Mahony • 202-401-5565 • tom.mahony@acf.hhs.gov Tribal Systems Update

37. Tribal System Workplace Tribal Systems Update

38. Prep for Next Session • Workplace • Log on the workplace if you haven’t already done so http://ocse2.acf.hhs.gov/WP_TSW.nsf/ • Check for updates and additional homework • Homework • Complete All Assignments • More User Interface Screens Coming Tribal Systems Update

39. Questions and Answers Tribal Systems Update