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Let’s Get Real

Let’s Get Real. Rose Trasatti NAPHSIS Project Manager NAPHSIS 2008 Annual Meeting Orlando, FL June 1 st – 5 th , 2008. What is EVVE™?. Electronic Verification of Vital Events Message based query system

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Let’s Get Real

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  1. Let’s Get Real Rose Trasatti NAPHSIS Project Manager NAPHSIS 2008 Annual Meeting Orlando, FL June 1st – 5th, 2008

  2. What is EVVE™? • Electronic Verification of Vital Events • Message based query system • Authorized users have a single interface to generate a query to any participating vital records jurisdiction throughout the country

  3. What is EVVE? • NAPHSIS national clearinghouse (hub) • Standard Internet-based XML Vital Event Transaction (VET) • Knowledge database for jurisdiction rules and data availability/mapping • Transaction log of exchanges of requests and responses between users and the jurisdictions via the hub • Management and billing reports

  4. Benefits of EVVE • Protects against potential fraudulent activities • Improves customer service • Facilitates rapid access to accurate and verifiable vital record data • Supports the future of business within the vital records offices • Integrates easily with current legacy systems • Web-based EVVE user interface available for queries • Safeguards the confidentiality of data • Offers a secure mechanism for communication between agencies and vital records offices

  5. NAPHSIS Involvement with EVVE • Established relationships with all vital records jurisdiction data sources • Single point of contact • Standard-setting mechanisms in place to provide commonality across unique jurisdiction characteristics • Clear recognition of the various jurisdiction laws governing vital records access and use of these records

  6. EVVE Query Types • Birth Verification • Applicant has a certified copy of the birth certificate in their possession • Birth Certification • Applicant does NOT have a certified copy of the birth certificate • Death Verification • Applicant has a certified copy of the decedent’s death certificate in their possession • Death Certification • Applicant does NOT have a certified copy of the decedent’s death certificate

  7. Birth Verification • Required Fields • Registrant First Name • Registrant Middle Name • Registrant Last Name • Registrant Suffix • Registrant Date of Birth • Registrant Jurisdiction of Birth • Either Date Filed or File Number • Optional Fields • Date Filed if File Number required • File Number if Date Filed required

  8. Query Logic • EVVE queries for an exact match • If no exact match then EVVE executes alternate queries • EVVE returns query response • Match • No match on one required field • No match on more than one required field • Other (time out, no data for that year, etc.)

  9. EVVE Birth Verification Process – DMV Office AAMVA GATEWAY EVVE HUB 3. BC Verification Request 8. BC Verification Response • 2. At DMV office clerk processes application • Clerk enters DL/ID info • Clerk enters data from Birth Certificate 4. BC Verification Request 1. Driver License Applicant with a Birth Certificate 7. EVVE verification response (match or no-match) VR WEB SERVER EVVE-SI Module Log File 6. SQL results 5. SQL query statements VR EVVE Data Base Vital Records Agency No-Match Analysis

  10. EVVE Pilot with AAMVA/DMVs • Birth Verifications • May 2004 – ongoing • Vital Records Offices • Iowa, Minnesota, Missouri, Montana, North Dakota, South Dakota • DMV Offices • Iowa, South Dakota, North Dakota • Match Rate average 90% • Response rates average 4-7 seconds

  11. No Match Analysis • NAPHSIS works with the vital records offices on no-matches • Vital records offices work with their sister-agency offices on no-matches • Data quality problems with birth records • Date Filed field • Missing on IA pre-1965 records • Generational ID part of Last Name field • Name parsing errors • Data entry errors by DMV users • Identify training improvements • Identify query algorithm improvements for the EVVE system

  12. DHS Real ID Web Page 2008 NAPHSIS Annual Meeting Celebrating 75 Years of Excellence Orlando, FL June 1st – 5th, 2008

  13. Real ID Compliance Dates • Effective May 11, 2011 • DL/ID cards must be in full compliance with Real ID • Enrollment Time Period • To Dec 1, 2014 for persons born after Dec 1, 1964 • To Dec 1, 2017 for persons born on/before Dec 1, 1964

  14. Real ID Final Rule • Verification of source documents provided by applicant • Birth Certificate (BC) • Consular Report of Birth Abroad • DMVs should use EVVE or other electronic system to verify the BC • Territories must comply • DMVs don’t have to re-verify BC upon Real ID license renewal • However, DMV must electronically verify BC if it wasn’t able to verify at previous issuance

  15. Real ID Final Rules • DMV must not issue DL/ID if • BC does not appear authentic • BC did not match electronic record • Exception processing is not warranted • DMV should refer applicant to issuing office for resolution • No ‘broad exception’ to persons born before 1935, all Real ID rules apply • If applicant does not have a BC then DMV can accommodate applicant through exception processing rules

  16. Real ID Final Rule • DMV can record information from BC in lieu of retaining image/copy if State law permits and if requested by the applicant • Protects medical and other personal information not relevant to REAL ID

  17. Real ID Rule – Vital Records Agency Impact • Increase in issuance of BCs • All Vital Records Agencies will need EVVE • Resources to handle exception processing • Applicant directed to issuing office to resolve ‘no match’ • Birth data not available for an electronic verification • Policies and procedures need to be established • Manual resolution vs. automated tool • Assist state vital records agencies and DMVs with exchanging data to resolve “no matches” • Stronger partnerships between Vital Records Agencies and DMV offices

  18. $4M Grant Monies – EVVE enhancements • Upgrades to EVVE system • EVVE hub enhancements • EVVE-SI module enhancements • Compliance with the NIEM reference model • Improved business functionality • Enhanced query response codes • Batch processing • Streamlined reporting features • Addition of middle name and suffix

  19. $4M Grant Monies – EVVE enhancements • More robust EVVE hub infrastructure • Support increase in query volume • EVVE Hub redundancy and availability • Support National Pricing model • Independent security certification • Ensure EVVE system meets industry standards established for secure systems • Database • Network connectivity • Building security, etc.

  20. $4M Grant Monies – Data Analysis Tool • Procurement of a Data Analysis Tool • Initial license fee • On-site technical support • Suite of analysis reports identifying data anomalies • Each vital records agency can utilize tool to analyze their EVVE database • Identify data quality issues that may limit the success of EVVE matches • Address some of the data quality issues so that the EVVE match rates will be increased • Other data quality issues may need additional resources before the data quality problems can be fixed

  21. $4M Grant Monies – EVVE Installation - New • Web Server acquisition to host EVVE-SI module • Digital Certificate or VPN hardware/software to connect to EVVE hub • Installation of EVVE-SI module • NAPHSIS staff time • EVVE vendor staff time • Installation travel cost • Vital Records Agency IT resources • Establish EVVE database • Establish connectivity to EVVE hub • Work with NAPHSIS and EVVE vendor during installation

  22. $4M Grant Monies – EVVE Installation – Upgrade • Upgrade of EVVE-SI module • NAPHSIS staff time • EVVE vendor staff time • Re-installation travel cost • Vital Records Agency IT resources • Work with NAPHSIS and EVVE vendor during upgrade

  23. Installation Monies -Application Process • NAPHSIS EVVE National Conference Call • Individual conference calls with NAPHSIS, EVVE vendor, vital records agency, IT support staff • For each vital records agency • Apply to KTC for EVVE services • Instructions/application will be posted on NAPHSIS and AAMVA websites • Will be a maximum dollar amount available • KTC will establish a work order with NAPHSIS • KTC provides NTE funding amount to NAPHSIS • NAPHSIS will reimburse vital records agency for server, digital certificate/VPN, IT resources up to the amount they applied for

  24. EVVE Rollout Plan • Vital records agencies will be evaluated and prioritized using the following criteria: • Readiness and compliance of existing birth record data with EVVE data requirements • Existing or planned hardware/software platform • Availability of IT and vital records staff • Address upgrades to vital records agencies that have EVVE installed but need to migrate to newer version • 18 – 24 month timeline

  25. Implementing EVVE – Activities at the Vital Records Offices • Participate in conference calls for EVVE project • Critical that vital records agencies work with their IT support staff to prepare for EVVE and support installation • Enter into an MOU with NAPHSIS • Roles and Responsibilities • Pricing

  26. Implementing EVVE – Activities at the Vital Records Offices • Establish an EVVE database • Need to automate birth records back to 1935 or earlier • Standardize birth records in EVVE-compliant format • Establish a central database • Replication or database view • Process EVVE data items through Data Analysis Tool • Perform data cleanup and quality improvements to legacy birth records • Match birth and death records to mark deceased • Within the jurisdiction and between jurisdictions

  27. Implementing EVVE – Activities at the Vital Records Offices • Procure web server if necessary • Windows Server Version, Windows 2000 or higher • 4GB of RAM, RAID 1 disk storage • 2 CPUs, 3 GHz CPU • Internet connectivity • Does not have to be a dedicated web server • Resources sufficient to operate, process query volume • NAPHSIS/EVVE vendor install EVVE-SI module on web server • Establish connection method between EVVE hub and EVVE-SI module • SSL with authentication – purchase digital certificate • VPN – purchase VPN hardware

  28. Implementing EVVE – Activities at the Vital Records Agency • Establish on-line reliability of EVVE system • Establish disaster recover plan • Backup and recovery • Redundancy of web server, EVVE database, and connectivity • Identify vital records staff support for no match analysis and data quality evaluation

  29. EVVE Implementation - May 2008 AK WA ME MT ND MN OR VT NH ID WI SD NY MA WY CT MI RI PA IA NYC NJ NE NV OH UT DE IL IN WV CO MD MO KS VA DC CA KY NC TN AZ OK AR SC NM Northern Mariana Islands GA MS AL TX LA FL Guam HI American Samoa On-line with EVVE Puerto Rico U.S. Virgin Islands Implementation in progress

  30. Conclusion • Real ID Act promotes the EVVE concept • NAPHSIS and its membership want to see EVVE become a nationwide system • Federal agencies • Sister agencies • Making EVVE successful requires cooperation and partnership-building relationships • Between NAPHSIS and agencies • Between each jurisdiction vital records office and their respective agencies

  31. Contact Information Rose Trasatti EVVE Project Manager NAPHSIS Headquarters (301) 563-6001 rtrasatti@naphsis.org www.naphsis.org

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