SOLQ State On-Line Query

1. SOLQState On-Line Query A Guide to Assist States with Implementation of SOLQ

2. Objectives of the session What is SOLQ? Benefits of SOLQ SOLQ access requirements What information SOLQ provides System and Data Security Four Phases of SOLQ implementation Lessons Colorado has learned

3. What Is SOLQ? State On-Line Query of SSA data SOLQ displays most data from the SSA Data Exchange known as SVES in an online interactive real-time format SOLQ-I is the internet enabled version

4. SVES -vs- SOLQ SVES allows batch access to SSA files containing: SSN Verification Title II (regular Social Security; SS Survivor�s and Disability Pensions, and Medicare Buy-In) Title XVI (SSI disability) Prisoner Match 40 Quarters SOLQ displays: SSN Verification Title II Title XVI

5. Screen Prints What does SOLQ look like? You can make SOLQ look like whatever meets your needs. Each state must build computer display screens to view the SSA data. These screens will be included in your Security Document. Most states use multiple screens to display SSN verification, Title II and Title 16 Data. We have some screen prints for you from Colorado, New York and Texas. You can make SOLQ look like whatever meets your needs. Each state must build computer display screens to view the SSA data. These screens will be included in your Security Document. Most states use multiple screens to display SSN verification, Title II and Title 16 Data. We have some screen prints for you from Colorado, New York and Texas.

6. SOLQ Request Screen This is Colorado�s SOLQ request screen Type in the SSN hit find Check the information you want to see such as SSN verification Title 2 and Title 16. Save and immediately, you can view the info.This is Colorado�s SOLQ request screen Type in the SSN hit find Check the information you want to see such as SSN verification Title 2 and Title 16. Save and immediately, you can view the info.

7. SSN Verification On the SSN Verification screen you 1.DOB 2l Verification of SSN Multiple Social Security numbers Can/bic numbersOn the SSN Verification screen you 1.DOB 2l Verification of SSN Multiple Social Security numbers Can/bic numbers

8. Title II Screen The title II screen has 3 tabs of information including 1. Payee name and address Lump sum date and amountThe title II screen has 3 tabs of information including 1. Payee name and address Lump sum date and amount

9. Title XVI Screen The Title XVI contains 6 tabs of information. This 1st tab gives the 1. DOB, DOD-DOD source code, HOH, Marital Status, Alien information, and living arrangement.The Title XVI contains 6 tabs of information. This 1st tab gives the 1. DOB, DOD-DOD source code, HOH, Marital Status, Alien information, and living arrangement.

10. Payment History Screen I won�t go through all the screens but I wanted to show you the payment history screen. This shows the federal amount the recipient was entitled to receive before adjustments for overpayments; the date of the payment, net amount of the payment, type of payment and whether it was returned. I have included on the C.D. a copy of all of these screens with the SSA coding.I won�t go through all the screens but I wanted to show you the payment history screen. This shows the federal amount the recipient was entitled to receive before adjustments for overpayments; the date of the payment, net amount of the payment, type of payment and whether it was returned. I have included on the C.D. a copy of all of these screens with the SSA coding.

11. SSI Application Screen This is the SSI Application Screen. It includes the 1. SSI Application date; denial code, the reason the applicant was initially denied for SSI Ssi Eligibility date, the IAR location code and IAR status. Disability onset date and Medicaid Eligibility codes for Medicaid eligibility status, (drug addiction/alcoholism, Disabled adult child, Medicaid qualifying trusts, widower, etc.This is the SSI Application Screen. It includes the 1. SSI Application date; denial code, the reason the applicant was initially denied for SSI Ssi Eligibility date, the IAR location code and IAR status. Disability onset date and Medicaid Eligibility codes for Medicaid eligibility status, (drug addiction/alcoholism, Disabled adult child, Medicaid qualifying trusts, widower, etc.

12. New York SOLQ Request Screen This is the screen New York uses to request SOLQ informationThis is the screen New York uses to request SOLQ information

13. New York Screen This screen shows the information returned from SSA. I wanted to mention that this is not a real client�s information. The client is fake. This screen shows the information returned from SSA. I wanted to mention that this is not a real client�s information. The client is fake.

14. New York Summary Screen You can see the Title 2 summary screen from New York. New York uses about 98% of SSA�s information on their screens, Colorado uses about 85%.You can see the Title 2 summary screen from New York. New York uses about 98% of SSA�s information on their screens, Colorado uses about 85%.

15. New York Title II Screen This is another screen for Title 2 information.This is another screen for Title 2 information.

16. New York Title XVI Screen This is the Title 16 data screen. This is the Title 16 data screen.

17. Contact: Abe Anolik Abe.anolik@otda.state.ny.us Abe has offered to answer any questions on the New York Process. You can contact him on e-mail at this address.Abe has offered to answer any questions on the New York Process. You can contact him on e-mail at this address.

18. Texas Screen This is a view of the screen Texas used. You can see more Texas screens in the Texas security document that is with this presentation.This is a view of the screen Texas used. You can see more Texas screens in the Texas security document that is with this presentation.

19. Benefits of SOLQ SAVINGS SOLQ saves the States and SSA money and resources. The State of Illinois has already documented savings that exceed millions of dollars per year by using SOLQ. The State of Illinois has already documented savings that exceed millions of dollars per year by using SOLQ.

20. Benefits of SOLQ (continued) Colorado implemented SOLQ in July of 2006. Reactions from employees have been overwhelmingly positive. However, it is too soon to identify actual dollar savings. Staff previously waited 2 to 4 days for a SVES response. Now, the information is accessed while the client is still in the office.Staff previously waited 2 to 4 days for a SVES response. Now, the information is accessed while the client is still in the office.

21. Benefits of SOLQ (continued) TIME Immediate access to SSA information reduces costs while improving service delivery. During an initial interview for benefits, the employee must verify information with SSA. SOLQ provides immediate access. SOLQ�s real time capability eliminates the need for follow-up interviews and ultimately speeds the decision and flow of benefits. During an initial interview for benefits, the employee must verify information with SSA. SOLQ provides immediate access. SOLQ�s real time capability eliminates the need for follow-up interviews and ultimately speeds the decision and flow of benefits.

22. Benefits of SOLQ (continued) TIME SSA receives many questions regarding SVES query responses. Currently many state employees call on their counterparts in SSA offices to retrieve SSA information and/or explain the SVES query responses. Most of these conversations are done via telephone or via FAX exchanges. Your SOLQ will have documents to explain the SSA codes in the presentation screens. We have included New York and Colorado�s code books with this presentation. Currently many state employees call on their counterparts in SSA offices to retrieve SSA information and/or explain the SVES query responses. Most of these conversations are done via telephone or via FAX exchanges. Your SOLQ will have documents to explain the SSA codes in the presentation screens. We have included New York and Colorado�s code books with this presentation.

23. Benefits of SOLQResponse Time In most States, the SOLQ response is received in less than five seconds. The time a SOLQ response takes to reach the desk of the employee varies depending on the data processing infrastructure. In Colorado, the SOLQ response time is less than a second.The time a SOLQ response takes to reach the desk of the employee varies depending on the data processing infrastructure. In Colorado, the SOLQ response time is less than a second.

24. SOLQ Requirements SOLQ requirements are defined by the Social Security Administration. SSA has defined a detailed process to follow to obtain and maintain SOLQ access. A summary of the steps are as follows: SSA has defined a detailed process to follow to obtain and maintain SOLQ access. A summary of the steps are as follows:

25. SOLQ Requirements (continued) The agreement must be reviewed and approved by the SSA Office of Income and Security Programs (OISP) before development of the process can begin. The State and SSA Region Office must sign an SSA agreement (titled �Amendment to the SDX-BENDEX-SVES (A or B) Agreement between the State and the Social Security Administration�.) The agreement must be reviewed and approved by the SSA Office of Income and Security Programs (OISP) before development of the process can begin. The State and SSA Region Office must sign an SSA agreement (titled �Amendment to the SDX-BENDEX-SVES (A or B) Agreement between the State and the Social Security Administration�.)

26. SOLQ Requirements (continued) Employee Security Only employees who have a job-related �need-to-know� can access SOLQ. You must identify the security required for each job function. For example, a clerical employee who is assembling the claims folder and setting up internal case controls may only be able to view the SSN Verification data from SSA. However, a Social Worker could have access to all the SSA data to do their job. In most cases, the employees who had access to SVES (the overnight batch query) should receive SOLQ. Most State employees have jobs that directly support the payment needs-based programs; Temporary Assistance to Needy Families (TANF), Food Stamps and General Assistance. You must identify the security required for each job function. For example, a clerical employee who is assembling the claims folder and setting up internal case controls may only be able to view the SSN Verification data from SSA. However, a Social Worker could have access to all the SSA data to do their job. In most cases, the employees who had access to SVES (the overnight batch query) should receive SOLQ. Most State employees have jobs that directly support the payment needs-based programs; Temporary Assistance to Needy Families (TANF), Food Stamps and General Assistance.

27. SOLQ Requirements (continued) The State must produce an SSA Information System Security Guidelines Document (ISGD), which details their security plan. The state must provide SSA with copies of their data processing architecture so SSA can ensure the information will be secure from unauthorized access. In your packet are Colorado and Texas security documents. The state must provide SSA with copies of their data processing architecture so SSA can ensure the information will be secure from unauthorized access. In your packet are Colorado and Texas security documents.

28. System Security Paperwork The State must complete 3 separate requests (SSA 1121) for three of the four phases of SOLQ implementation. In the final phase, a certification visit is performed to verify that the State met all of the security requirements outlined in the SSA Information Security Guidelines Document (ISGD). � Introduce Theresa Rojas to talk about security and the certification visit. Set up the security visit in the second phase of SOLQ. It takes time to make travel arrangements. Introduce Theresa Rojas to talk about security and the certification visit. Set up the security visit in the second phase of SOLQ. It takes time to make travel arrangements.

29. Data Security SSA uses a very sophisticated set of computer protocols and technology to verify the identity of the State before a connection is made with the network. While SSA does not discuss the measures that are used, SSA indicates it would not be possible to receive a connection to SOLQ without the proper access. While SSA does not discuss the measures that are used, SSA indicates it would not be possible to receive a connection to SOLQ without the proper access.

30. Data Security SSA will not allow States to Phish for client information. There must be security on the State end to limit requests to current clients. Phishing for information is looking for someone on SSA�s system that does not relate to benefits issued by your state. You need to show that a technician could not look up their ex-husband�s information. SSA information can be disclosed only to people with a need-to-know to carry out their job function. Only those data elements necessary to the job function can be disclosed. Phishing for information is looking for someone on SSA�s system that does not relate to benefits issued by your state. You need to show that a technician could not look up their ex-husband�s information. SSA information can be disclosed only to people with a need-to-know to carry out their job function. Only those data elements necessary to the job function can be disclosed.

31. This is the architecture of the Texas system. You can see the information is carried through a VPN tunnel to the firewall and then over the internet to SSA.This is the architecture of the Texas system. You can see the information is carried through a VPN tunnel to the firewall and then over the internet to SSA.

32. This is Colorado�s connection to SSA. You can see there are different ways to make the connection. Social Security is very helpful about working with the connectivity issues. This is Colorado�s connection to SSA. You can see there are different ways to make the connection. Social Security is very helpful about working with the connectivity issues.

33. Inappropriate Access The ability to access SOLQ is controlled very tightly on the State end using job related security profiles. The State must maintain a detailed audit trail for all SOLQ usage. ��� and must keep these records for no less than seven years. SSA has the right to audit records and does conduct periodic on-site audits.� and must keep these records for no less than seven years. SSA has the right to audit records and does conduct periodic on-site audits.�

34. Inappropriate Access The State receives a very clear message from SSA � if misuse is detected, the State could lose access to SOLQ until the security condition is corrected.

35. Four phases to SOLQ Implementation 1. Development (10 -12 weeks) 2. Validation (6 - 8 weeks) 3. Integration (4 - 6 weeks) 4. Production (2 weeks) (SSA Suggested Timeline)

36. Development (Phase 1) (10-12 weeks) A formal request to SSA for access must be submitted. Meetings take place and the permission is granted. The States sends SSA a copy of their Systems Requirements Document and Architecture chart. The State and SSA give permission through their respective firewalls and VPN tunnels; and conducts an end-to-end test. The State develops and presents the SOLQ screens to SSA. The State requests a pin and password to Phase 2.

37. Validation Process (Phase 2) (6 � 8 weeks) SSA sends the State a pin and password to the Validation Process SSA sends the State a test matrix of cases The State responds with the functionality and sends a copy of their presentation screens for each test. SSA compares the results of each test. SSA requests the State to re-run any failed test case. SSA and the State revalidate the cases. The State requests a pin/password into the next phase.

38. Integration Testing (Phase 3) (2 � 3 months) SSA issues Pin and Password SSA sends a current State Recipient Case with SSA Verification, Title II and Title XVI SSA reviews and compares the query response with the States presentation screens SSA discusses and analyzes the discrepancies. State makes necessary corrections and re�runs test cases. Upon successful testing, the State requests pin and password to Phase 4.

39. Production (Phase 4) SSA issues PIN and password. SSA and State perform an end-to-end test. State accesses the SSA production environment SSA monitors the State�s usage statistics.

40. Lessons learned 1. Be Prepared Have all documents approved at the start of the process and signed off by the appropriate parties. It�s critical that the state end keeps things moving. There are many tasks to be done and documents to be submitted.. When you first look at it it�s overwhelming. The more you take the time to have all the documents completed and ready, the better off you will be. A phase marked for 3-4 months can sometimes be finished in 2. You don�t want everyone waiting on you!It�s critical that the state end keeps things moving. There are many tasks to be done and documents to be submitted.. When you first look at it it�s overwhelming. The more you take the time to have all the documents completed and ready, the better off you will be. A phase marked for 3-4 months can sometimes be finished in 2. You don�t want everyone waiting on you!

41. Lessons learned 2. Identify Key Players Nothing sinks a project faster than a lack of clarity about who is responsible for what. Clearly identify and document the key players and their responsibilities. IN CASE OF EMERGENCY, INVOLVE EVERYONE IT, program areas, other departments, management, accounting We got started with a small group and found many more stake holders should have been involved. We spent a lot of time getting people up to speed. CS enforcement. FPL. IN CASE OF EMERGENCY, INVOLVE EVERYONE IT, program areas, other departments, management, accounting We got started with a small group and found many more stake holders should have been involved. We spent a lot of time getting people up to speed. CS enforcement. FPL.

42. Lessons learned 3. Communication Informing everyone of changes as they happen is the best way to prevent rumors and misunderstandings. Make sure that people who need to communicate directly have that ability.

43. Communicating Information Employees prefer face to face communication when possible and they prefer it from their supervisor Do not assume employees will get adequate information from newsletters, posters or videos >Present material that accommodates several types of learning styles. > The preferred method is face to face communication. > Do not assume employees will get enough information from newsletters, posters or videos.>Present material that accommodates several types of learning styles. > The preferred method is face to face communication. > Do not assume employees will get enough information from newsletters, posters or videos.

44. 4. Stay on track Monitor project status by: Ensuring quick responses at key decision points Providing the needed resources Facilitating communication and fostering cooperation Recognizing individuals who champion the organizational change efforts You can monitor project status by: (Read Bullet) Be available and flexible. The change management team may come to you for answers, additional information, quick decisions and support. Assign appropriate staff to the necessary tasks, and provide the required space and equipment for the team (conference rooms, supplies, etc.). If a member of your staff has been designated to be part of the change management team, support them. Allow them to participate in meetings or other functions related to CBMS. If CBMS representatives are at conferences or are hosting meetings in your area, allow staff to attend. Although it is difficult to function when members of your staff are away, the benefit of being updated and prepared for the change will make it worth the effort. >(Read bullet) By recognizing individuals who participate you are validating their efforts and the reward may be more involvement. You can monitor project status by: (Read Bullet) Be available and flexible. The change management team may come to you for answers, additional information, quick decisions and support. Assign appropriate staff to the necessary tasks, and provide the required space and equipment for the team (conference rooms, supplies, etc.). If a member of your staff has been designated to be part of the change management team, support them. Allow them to participate in meetings or other functions related to CBMS. If CBMS representatives are at conferences or are hosting meetings in your area, allow staff to attend. Although it is difficult to function when members of your staff are away, the benefit of being updated and prepared for the change will make it worth the effort. >(Read bullet) By recognizing individuals who participate you are validating their efforts and the reward may be more involvement.

45. Finally�� Communicate that the process of change is uncertain, changing, and full of probabilities SOLQ is a positive change

46. Documents Available Texas Security Document Colorado Security Document SOLQ Systems Development Guidelines (with Phases) Colorado and New York�s SOLQ Guides Form �SSA 1121� Terms Commonly used with SOLQ

47. Questions??????? Thank You, State of Colorado