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CMA/LSA Automated Eligibility Process Overview

Learn about the CMA/LSA automated eligibility process, including file submission and download, analyzing output data, and resolving eligibility problems. Presented by Shanita Hines, Agricultural Program Specialist.

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CMA/LSA Automated Eligibility Process Overview

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  1. Overview of CMA/LSA Automated Eligibility Process Presented by: Shanita Hines Agricultural Program Specialist Price Support Division, Automation Branch 202-720-9888 Washington, DC 7/24-7/26

  2. CMA Process Overview • Purpose • General Information/Rules • File Submission (input file) • File Download (output file) • Analyzing Output Data • Resolving Eligibility Problems • CY 06 Status

  3. PURPOSE 1-CMA (Rev.1), Par 215 • The CMA Process is an automated process used by CCC to provide loan and LDP eligibility and PLM to and CMA/LSA’s • The CMA Process involves 6 phases: • - Submitting ID’s • - Processing ID’s • - Returning Data • - Summary/Status Reports • - Collectively correcting problems

  4. General Information(Scheduling and Location) 1-CMA (Rev.1), Par 216 Submission Schedule: The deadline for CMA/LSA’s to submit an input file is Sunday and Wednesday by 6 p.m. CT Release of Data: The output file is available for download after 2 p.m. CT each Tuesday and Friday in the applicable folder at the secure FTP site Where to FTP and receive LSA files: IP Address: 165.221.200.44 Starting folder is /CMA (each LSA will be assigned a folder)

  5. General Information(Processing Methods) sFTP Server

  6. GENERAL INFORMATION(8 Files Used) 1-CMA (Rev.1), Par 224 These COF Files are Used by CMA Process: Compliance Share File County Table Maintenance Eligibility File Multi-county File Name and Address File Permitted EntityFile Payment LimitationFile FSA-578 Compliance Summary File

  7. General CMA Process Rules: Submit ID numbers for all producers expected to receive benefits Submit ID numbers for joint operations (partnership) Submit ID numbers for entities (corporations). 1-CMA (Rev.1), Par 225 General Information(Processing Rules]

  8. 1-CMA (Rev.1), Par 236 FILE SUBMISSION There are 5 basic stages for CMA’s/LSA’s in transmitting input files: • Obtain appropriate producer data • Create input file • Create control record file • Zip files created • Submit to sFTP host by Sunday or Wednesday 6:00 p.m.

  9. FILE SUBMISSIONCreate Input File (MB1) 1-CMA (Rev.1), Par 237 • Create the input file using any ASCII text editor, ex. NOTEPAD • the input file is named “CMAXXYYY.mb1”, where XXYYY is the State and county code of CMA/LSA • Create the input file with a record length of always 43characters. • 480270021480291234567890700000000000000000 • C480270021480291234567890700000000000000000

  10. FILE SUBMISSIONCreate Control Record File (MB4) 1-CMA (Rev.1), Par 239 • The Control Record File provides KC and LSAs the number of records being submitted to and from the FTP host. • control record file is named “CMAXXYYY.mb4”, where XXYYY is the State and county code of CMA/LSA • 4802700000502005/04/26

  11. FILE SUBMISSION(Zipping Files) MB 4 MB 1 Access WINZIP or similar software such as PKWARE from PC. Zip the 2 files together which will later be transmitted to KC MB 1 MB 4 1-CMA (Rev.1), Par 240

  12. FILE SUBMISSION(Transmitting to KC) 1-CMA (Rev.1), Par 204 • Obtain a user ID and password from PSD • Access the free downloadable secure FTP site at:http://www.glub.com/products/secureftp/download.shtml • Follow prompts to successfully download a one-time install “Secure FTP (v2.5.X)”.

  13. FILE SUBMISSION(Transmitting to KC) 1-CMA (Rev.1), Par 204 • Access the specified host name or sFTP Client • Choose “Add Bookmark” • “Profile” will be what the user chooses to name the connection • “Host Name” is always “165.221.200.44” • Enter the assigned user name and password received from PSD. “User Name” will alwaysbegin with tds\ • Note: Do notsave or cancel

  14. 1-CMA (Rev.1), Par 204 FILE SUBMISSION(Transmitting to KC) • click on the “Options” tab • • under the “Options” tab, change “Security Mode” to “Implicit SSL” by using the drop-down list • • choose “Save”. • Note: This will close the window.

  15. FILE SUBMISSION(Transmitting to KC) 1-CMA (Rev.1), Par 204 Click on “Bookmarks” and click on the specified “Profile Name” that was created earlier from the drop-down list, the software will be launched. Choose “Grant Always” in the next pop-up box to close the window and connect to the secure FTP

  16. FILE SUBMISSION(Transmitting to KC) 1-CMA (Rev.1), Par 204 • access the zipped files that you saved in the left tree • Users may upload and download the files by the “drag and drop” method or simply right click on the files and choose “upload” or “download”.

  17. FILE SUBMISSIONThings to REMEMBER!! • Only ineligible producers may be deleted. • eligible and ineligible producers records may be canceled when erroneous or incorrect producer ID • If you re-submit a producer ID • NO RESPONSE UNLESS A CHANGE .

  18. The Output File 1-CMA (Rev.1), Par 251 There are 7 basic stages For CMA’s/LSA’s in transmitting output files: • Download CMA files after 2 p.m. Tuesday and Fridays • Unzip compressed file • Compare number of records in output file w/number reported in control record. • Print and Review CMA/LSA Summary/Transmission Status Report • Analyze output file.

  19. The Output File 1-CMA (Rev.1), Par 251 The CMA Process Returns: • Producer Eligibility • Farm & Crop Eligibility • Component member Payment Limitation The CMA Process generates a record for each: tax-ID FSN crop code component member

  20. Reports There are several files and reports that will be returned in the weekly download: • Transmission Status Report (MB0) • Output File (MB2) • CMA/LSA Summary Report (MB3) • Full-File Download (MB5) • Name and Address Status Report (MB6) • Producer Loan and LDP Volume Report (LV1) 1-CMA (Rev.1), Par 251-256

  21. The Output File(Downloading) 1-CMA (Rev.1), Par 251 Follow the same steps that you did when you submitted your file:

  22. The Output File(Unzipping file) 1-CMA (Rev.1), Par 251 Click on a specific report to print or import needed files.

  23. The Output FileOutput File Record (MB2) Raw Data: I9953802111111111E04N5304353043 000001000010000 9312345670037500 00001250011 00064000000000 06667 53043SMITH FARMS INC NNNNNNY NNNNYNN NNNNNN NNNNNNNNNN NN 19990728 Detailed explanation of each Data Field 1-CMA (Rev.1), Par 268-371

  24. Analyzing Data • strongly advisable to import download file (MB2/MB5) into a program such as Microsoft Access that will allow you to add column headings for clarity.

  25. ReportsSummary Report (MB3) Using Winzip, click on the MB3 file and print.

  26. Analyzing Data • Analyze Weekly File Download for: • All ineligible records • Missing information • Information that may have changed • Our Specialists Review Weekly Summaries and Identify Problems

  27. Resolving Problems Information Needed: • State and County Code • Farm Number • Producer(s) Name and ID number • Full Description of Problem Communication is essential for any program to work to its full potential. Any questions or concerns should be addressed to the CMA staff in WDC. These will be coordinated with the staff at KCMO.

  28. CMA Process Status Report • Changes in 06 CY • Processing schedule • Field changes • Reading correct files • State Office Status Report Disabled • Frequent problems of 06 CY • Submitting CY 05 instead 06 • File naming convention • Component member payment limit

  29. COMMENTS or QUESTIONS Thank You

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