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Efficient Electronic Document Exchange System for Interstate Communication

This document outlines the benefits and implementation process of an Electronic Document Exchange (EDE) system for faster interstate communication in child support and UIFSA processing. States can exchange documents promptly, reducing reliance on mail. The system supports solicited and unsolicited document exchanges, improving case processing efficiency. Learn from Indiana and Illinois experiences, user roles, and contact information for further inquiries.

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Efficient Electronic Document Exchange System for Interstate Communication

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  1. Electronic Document Exchange: The Latest and Greatest in Interstate Communication Kerry Newcombe, OCSE/Northrop Grumman Jan Raffauf, Indiana DCS Child Support Bureau Debbie Packard, Illinois HHS Department of Child Support Services

  2. Electronic Document Exchange • Provide states with a method to exchange child support and UIFSA documents electronically • States receive documents faster, do not have to rely on mail • Solicited documents – request and receive a response to requests • Unsolicited documents – send documents to support case processing • Implementation - August 2012

  3. EDE Demo

  4. Indiana IV-D Background • State administered/county operated • Highly judicial • 92 counties • Approximately 300,000 cases • Average 320 new UIFSAs/month

  5. Indiana EDE – Getting Started • State Registry • Setup scanning & doc storage • Drafted procedures • Played with it • Modified procedures

  6. Indiana EDE – Getting Started • Counties • Involved county Field Consultants • Webmail with EDE Guide to counties • Start: 1 county downloading unsolicited docs • Revised procedure

  7. Indiana EDE – Getting Started • 92 Counties • Add 5-10 counties per week • Field Consultant talks with counties • Monitor downloading • Send everything from State Registry through EDE • Send certified docs by US Mail • Scanning equipment

  8. Expanding Indiana EDE Usage • Expanding County Usage • Sending Requests • Downloading Responses • Responding to Requests • More Document Types • More States • Enhancements

  9. Indiana Lessons Learned • Start small, but START! • Stay flexible and revise • It’s pretty simple!

  10. Illinois’ Business Case Proposal • EDE application moved into production August 20, 2012 • The assumption was made that EDE would: • Allow states to begin building a case or initiate actions more quickly • Assist workers by having critical CSE documents readily available • Aid workers in determining next case action

  11. Illinois’ Business Case Proposal • Sharing a limited number of imaged documents would: • Facilitate the design and development process • Suggested documents include • Birth certificates • Affidavits of paternity • Court orders • Genetic test results

  12. EDE User Roles There are 4 user types that can be assigned to workers: Role Type CodeRole NameRole Description SU Requestor This role may perform the following functions: - Make a request - Download requested documents - Upload unsolicited documents SV Responder This role may perform the following functions: - Respond to a request - Download unsolicited documents - Assign a request to self - Release a request previously assigned to self

  13. EDE User Roles Role Type CodeRole NameRole Description SW Requestor and Responder This role may perform the following functions: - Make a request - Respond to a request - Download requested documents - Upload unsolicited documents - Download unsolicited documents - Assign a request to self - Release a request previously assigned to self

  14. EDE User Roles Role Type CodeRole NameRole Description SX Superuser This role may perform the following functions: - Make a request - Respond to a request - Download requested documents - Upload unsolicited documents - Download unsolicited documents - Assign a request to self

  15. Contact Information • Jay Butler, OCSE, Northrop Grumman jay.butler@ngc.com; (615) 892-0554 • Kerry Newcombe, OCSE, Northrop Grumman kerry.newcombe@ngc.com; (540) 955-1471 • Jan Raffauf – Project Manager, Indiana Department of Child Services; (317) 508-5030 Janet.Raffauf@dcs.IN.gov • Debbie Packard, Public Service Administrator, Illinois; (815) 987−7977 Deborah.Packard@Illinois.gov

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