Workflow for Child Support Remittance Process

Electronic Document Management System Project HSD / ASD - SDU / CSED ‘As-Is’ Workflow Mapping Description ____________________________________________ EDMS HSD Stakeholders – Elaine Olah, ASD Director Kathleen B. Valdes, Acting CSED Director Conny R. Maki, HSD CIO Original Date: Revision Date Prepared By: June 19, 2006 March 15, 2007 Jane Hamlet, EDMS Project Director Marta Rodriguez, HSD Do IT Test Engineer Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Table of Contents Workflow for Child Support Remittance Processing ..................................................................... 3 FY07 Phase 1: HSD ASD-SDU................................................................................................. 3 Introduction............................................................................................................................. 3 State Disbursement Unit (SDU).............................................................................................. 3 Collection Sources and Inputs to SDU ................................................................................... 4 HSD/ASD-SDU and Bonded Courier..................................................................................... 5 Bonded Courier and the Fiscal Agent..................................................................................... 5 HSD/ASD-SDU Receiving..................................................................................................... 5 HSD/ASD-SDU Batching....................................................................................................... 5 HSD/ASD-SDU Posting ......................................................................................................... 8 HSD/ASD-SDU Batch Reconciliation ................................................................................. 15 Records Management............................................................................................................ 15 HSD/ASD-SDU Suspense .................................................................................................... 16 CSED Workflow........................................................................................................................... 22 FY07 Phase 1: HSD CSED Field Offices – Researching NCP Payments............................... 22 PROPOSED FY09 Phase 2: HSD CSED Correspondence ......................................................... 23 Proposed for FY09 Timeframe ............................................................................................. 23 Correspondence received via SDU lockbox ......................................................................... 23 Correspondence received by CSED Director’s Office ......................................................... 23 HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 2 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Workflow for Child Support Remittance Processing FY07 Phase 1: HSD ASD-SDU Introduction The scope of this document addresses the SDU processes that will benefit from the implementation of a document imaging system during Fiscal Year 2007/2008. This white paper goes together with the workflow mapping diagrams in another document titled “HSD ASD-SDU ‘As-Is’ Workflow Mapping.” The workflow described in each section below is referenced to the specific workflow map by page number and diagram title. State Disbursement Unit (SDU) SDU is the only unit authorized to process payments in CSES. SDU is composed of teams shown on the organizational chart below. With the exception of the Adjustments Team, all SDU staff are cross-trained to fill in if one if one of the other teams is short-staffed. Because of strict security, only the Adjustment Team is allowed to process adjustments. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 3 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Collection Sources and Inputs to SDU Incoming Child Support payments are processed through the SDU office in Santa Fe. See the Workflow Mapping diagram for Collection Sources – Inputs to SDU on page 2. Payments come to SDU from several sources: • Payments received through the mail (Lockbox process) o o o • From Non-Custodial Parent (NCP) directly From Employer on behalf of NCP From other states Payments received as walk-ins at Field Offices; o o Procedures are in place to ensure these funds are deposited to the fiscal agent before the end of the day they are received; The paper documents are mailed (transmittals) to the SDU office and posted to CSES by SDU staff • The CSED FIDM Unit (Financial Institution Data Match) sends CSLN (Child Support Lien Network) and FIDM collections to SDU for posting to CSES. The following sources for incoming child support payments are not impacted by implementing a document imaging system for child support remittance processing: • Electronic Funds Transfers (EFT) o o • From Non-Custodial Parent (NCP) directly From Employer on behalf of NCP The CSED Intercept Unit collects child support from a number of sources. . These collections are electronically posted to CSES through EFT files sent to HSD Do IT, or they are routed to the State Disbursement Unit for standard Child Support Remittance Processing. o o o Unemployment Insurance (UI) Tax refunds are intercepted from either the IRS or NM TRD; License suspension: When a Non-Custodial Parent (NCP) owes child support and they apply to renew a license, they are required to pay before the license is renewed. License types include hunting licenses, or commercial driver’s licenses. While this is one method for enforcing child support payments, these payments are often made directly at an HSD Field Office. Then these payments are routed to the State Disbursement Unit for standard Child Support Remittance Processing. Passport Denial Lottery Intercept Recoupment – Overpaid to Custodial Parent o o o HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 4 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) HSD/ASD-SDU and Bonded Courier Daily, Monday through Friday, at least one SDU Staff arrives by 7:15 AM to receive the child support payment instruments from the Bonded Courier, Document Management Corporation (DMC). DMC transports the payment instruments from the fiscal agent to SDU. Number of Batches The number of batches ranges from 7 to 37 per day. On an average day there are 25 batches. With 50 checks in each batch, this calculates to between 350 - 1850 checks that are processed per day. On average SDU processes about 1250 checks per day. Assuming there are 20 working days in a month, then about 25,000 checks are processed each month. Bonded Courier and the Fiscal Agent After DMC delivers the payment instruments from the fiscal agent to SDU each day: o DMC picks up the mail from the lockbox - PO Box 21059 on Pacheco Street in Santa Fe and transports the mail to the fiscal agent in Albuquerque. o The fiscal agent batches the payment instruments into groups of 50. The checks are deposited. Prior to the deposit, each check is copied and the copy is put back with the associated payment instruments in the batch. The batches are reconciled by the fiscal agent and placed in a sealed envelope for delivery to SDU the next day. HSD/ASD-SDU Receiving SDU staff waits by the front door for the bonded courier to deliver the sealed envelope(s) with the batches from the fiscal agent. The bonded courier usually arrives by 7:30 AM Monday through Friday. The sealed envelope is opened and each remittance document within each batch is time-date stamped. The batches are received from the fiscal agent in groups of 50 instruments with an associated attached calculator tape for batch reconciliation. See the Workflow Mapping diagram for Receiving on page 4. After time-date stamping is complete, each batch is taken to Batching. Correspondence that is inadvertently sent to PO Box 21059 is batched separately by the Fiscal Agent and put in the outgoing mailbox to the CSED Directors Office at Pollon Plaza. Correspondence is separated by the fiscal agent into groups of 50 or 25. HSD/ASD-SDU Batching The SDU Batching staff divides the batches of 50 payment instruments into groups of 20 and 30 batches. The workload is more manageable within a reasonable timeframe in these smaller batches. Each of the smaller batches is reconciled in a number of ways, first by adding machine tape, and: • Batch Control Log - EXCEL Spreadsheet for audit purposes; shown on the following pages; • Batch Log sheet with Control Count, Amount, SDU Time Date Stamp and Fiscal Agent Time Date Stamp; shown on the following page; • CSES – Collection Batch Control CBAT Screen, shown below Each smaller batch is manually wrapped with the Batch Log sheet and a rubber band. See Workflow Mapping diagram for Batching on Page 5. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 5 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) CSES Collection Batch Control (CBAT) Screen HFAT _ Inquire Add Update Delete Release 10:39:49 ________________________________________________________________________________ HSDRLJ CSES - Collection Batch Control (CBAT) 02-17-2006 BATCH DATE __ __ ____ ___ Cntl Actl Control Cnt Cnt Amount ___ __________ ___ ___ ___ ___ ___ __________ __________ __________ __________ __________ Actual Amount Receive Date/ Posting User __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ MORE Deposit Date/ Release User __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ __ __ ____ ________ S t S _ _ _ _ _ _ Nbr Src Command ===> _________________________________________________________________ 1=HELP 2=CPOS 3=EXIT 5=RFSH 6=XPOS 7=BKWD 8=FRWD Batch Log Sheet LOCKBOX DATE: CBAT BATCH # 1 2 3 4 5 6 7 8 9 10 11 12 $ $ $ $ $ EFFECTIVE DATE: # OF CKS ISSUED BY ASSIGNED TO POSTED HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 6 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Batch Control Log Lockbox Date: Instrument Effective Date: STO Deposit Slip Date: CSED Lockbox Log FSB Lockbox Total Amount Lockbox Batch Nbr. Lockbox Batch Amount $23,661.09 $5,456.12 $8,058.19 $2,064.27 $6,708.07 $3,705.40 $5,562.31 $5,101.63 $8,815.66 $8,283.89 $4,980.64 $5,716.35 $3,894.50 $4,888.71 $3,736.08 $5,391.77 $4,722.00 $6,683.01 $2,611.32 $8,641.65 $8,746.52 $7,427.94 $3,451.62 $4,093.80 $3,656.75 $6,649.76 $3,984.95 $7,170.59 $5,328.93 $4,368.43 $4,181.64 $6,718.64 $3,858.33 5/31/2006 6/1/2006 6/2/2006 Lockbox Issued Batch for Nbr. Of Batched Posting Checks By By CSES Reconciliation: Date: CSES Reconciliation CSES CSES CSES Batch Date CSES CSES Batch CSES Nbr. Effective Posted [Posting Date] Batch Nbr. Amount Of Checks Date By $0.00 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 6/2/2006 TOTALS: - TRD Check Amt: - GC Services Check Amt: Actual Lockbox Posting Amt: $198,320.56 2 3 4 5 6 7 8 9 10 11 12 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 33 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH 30 VH 20 VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH VH $0.00 $0.00 $198,320.56 $198,320.56 $0.00 HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 7 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) HSD/ASD-SDU Posting Payments are entered and reconciled on a series of CSES screens. Payments may also be placed in suspense while being researched. A single employer, who may have several employees under wage withholding, may remit the withheld child support using one check. This payment will need to be split by SDU among several cases. See the Workflow Mapping Diagram for Posting on Page 6. The Posting staff works each batch to accurately post the payments to CSES. The Poster initials the ‘Batch Log Sheet’ with the lockbox date and the check amount. • Each set of paper documents in the batch includes a check copy, a payment instrument and the envelope. The envelope often has important address information. If the envelope has no data, for example a windowed envelope, then this is thrown away. Occasionally there is additional correspondence, which the Poster places in the outgoing mailbox. The Poster logs into the Child Support Enforcement System (CSES) and starts with the CBAT screen to select the batch. The F6 FUNCTION KEY goes to the Expedited Payment Posting (XPOS) screen in CSES. The Posting staff enters the MICR line (Bank routing number, account number, check number) and the Effective Date of the check. Based on history data in CSES the CASE/MBR & PAYOR NAME may or may not display. Posters use several screens to verify and post the payment is applied to the correct NCP. These screens include: Collections Batch Processing (CBAT), Expedited Payment Posting (XPOS), Account Number Maintenance (ANUM), Collections Posting (CPOS), Multiple Receipt Posting (MULT), Rejected Non-Matched Collections (CRNM), Suspense Summary (SUSS), Post Suspense Receipts (CPSR) • • HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 8 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) EXAMPLE 1 – Payment from employer for one NCP: The first example is for a single payment from a Non Custodial Parent (NCP). This example happens to be from an employer. This example could also be used for a direct payment from an NCP. CSES – Expedited Payment Posting (XPOS) Screen HFAA 15:52:06 ________________________________________________________________________________ HSDMBR CSES - EXPEDITED PAYMENT POSTING (XPOS) 02-27-07 BATCH DATE: 02 14 2007 SEQ NUM: 001 CNTL CNT: 001 ACTL CNT: 001 CNTL AMT: $1,000.00 ACTL AMT: $1,000.00 RTE NUM ACCT NUM INSTR NBR AMT EFCT DATE CASE/MBR PAYOR NAME TYPE METH SRC 061119422 0009878__________ __________26825 ________$34.62 02 14 2007 _________ ____________________ ___ + __ + ___ + MORE S AMT EFCT DATE CASE/MBR PAYOR NAME TYPE METH SRC s 34.62_____ 02 14 2007 12347____ SMITH,JOE___________ REG + CK + EMP + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + _ __________ __ __ ____ _________ ____________________ ___ + __ + ___ + AA527-I: No records found. 1=HELP 2=CONV 3=EXIT 4=PRMT 5=RFSH 6=CLEAR 7=BKWD 8=FRWD The Posting staff reviews the copy of the check, any associated payment instrument and the envelope. The SSN, the NCP Member ID and the NCP Name must reconcile. The following data is verified prior to final posting to the XPOS screen: • NCP Name and Case Number • Check amount • NCP Member ID • SSN • NCP Employer • Check Amount History on the NCPR Screen • Contact the Employer before putting into Suspense An issue is that employer turn-around documents are inconsistent. Some larger employers consistently list the wrong case number. Some employers will only list the SSN and not the case number. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 9 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) If only the SSN is available on the payment instrument then the Poster will go to the MSCH-1 screen to research and verify the data. The SSN is entered into the MSCH-1 screen. CSES – Member Search Selection (MSCH-1) Screen HGHC 15:54:04 _______________________________________________________________________________ HSDMBR CHEERS - Member Search Selection (MSCH-1) 02-27-2007 NAME _ ALIAS _ PKNP/LOCO _ Name/Alias: LAST ____________________ SSN ___ __ ____ DOB FIRST _______________ __ __ ____ MIDDLE __________ PA CASE ID DOCKET # _________ _____________ Command ===> _________________________________________________________________ 1=HELP 3=EXIT 5=RFSH HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 10 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Upon hitting the enter key the Case Profile (CPRF) Screen is displayed where the Poster reviews • Case ID • NCP Name • NCP Member ID • SSN • NCP Employer CSES – Case Profile (CPRF) Screen HGGH 15:56:13 _______________________________________________________________________________ HSDMBR CSES - Case Profile (CPRF) 02-27-2007 CASE ID 000090129 TYPE N / STATUS A CLASS ENF / I/R R NCP/AF DICKINSON, SHARI L. ID 000472806 RTD MO OFFICE 03000 CP COLOMBINI, CHESTER A. ID 000472805 RTD FA USER ID HC340 RELEASE N FN EN / / # OF DEP 02 FIPS 3500101 CP OTHER CASES 00 ATTORNEY N NCP OTHR CASES 01 ATTORNEY N CP SSN 517721574 DOB 06 22 1956 NCP SSN 519803136 DOB 03 30 1964 ALIAS ALIAS ADDRESS 1611 E 2ND TY R ADDRESS 14939 MEADOW VIEW CT TY R CITY POSST FALLS STATE ID CITY RATHDRUM STATE ID DRIVERS LICENSE # STATE DRIVERS LICENSE # STATE HOME PHONE EX HOME PHONE 208 667 4891 EX WORK PHONE EX WORK PHONE 040 592 8396 EX SPECIAL NEEDS SPECIAL NEEDS NCP EMPLOYER OCCUP WORK SELF EMP GROSS WAGES PER ADDRESS HEALTH INS: AVAIL ORD Command ===> _________________________________________________________________ 1=HELP 2=GEND 3=EXIT 9=LHIS 10=TRNL 11=MINS 13=CPIS HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 11 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Information is also verified by displaying the NCP Receipt History (NCPR) screen. Here the Poster verifies that the Payment Source has consistently been the Employer and the amount appears consistent with the current payment amount. CSES – NCP Receipt History (NCPR) Screen HFGA 15:58:25 _______________________________________________________________________________ HSDMBR CHEERS - NCP Receipt History (NCPR) 02-27-2007 NCP MEMBER ID END DATE START DATE TOTAL AMOUNT Effective Date 08 01 2006 08 01 2006 07 25 2006 07 25 2006 07 20 2006 07 20 2006 07 11 2006 07 11 2006 07 03 2006 000132072 __ ____ __ ____ $24,430.12 NCP NAME VALDEZ, DANNY F. PAYMENT SOURCE ___ + CASE ID 005107592 MORE Rcpt Type REG REG REG REG REG REG REG REG REG Pmt Srce EMP EMP EMP EMP EMP EMP EMP EMP EMP Amount $64.47 $50.23 $64.47 $50.23 $64.47 $50.23 $64.47 $50.23 $64.47 + 060801015017009 060801015017007 060725041023009 060725041023007 060720025006009 060720025006007 060711055002009 060711055002007 060703038027009 Case Id N/C Held UnDist 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N 005107592 N N N AA539-I: Successful inquire. Command ===> _________________________________________________________________ 1=HELP 3=EXIT 4=PRMT 7=BKWD 8=FRWD After the information is verified then the poster goes to the XPOS screen to post the collection. CPOS is only used when the staff has to MULT out a payment. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 12 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) EXAMPLE 2 – Payment from employer for multiple NCP’s Another type of payment that is processed by the Poster is a single check from an employer for multiple NCP’s. A few large employers may include over 100 NCP payments on the single check. After the Poster enters the MICR number on the CPOS screen, the following displays: CSES – Post Collection (CPOS) Screen HFAW _ Inquire Add Update Delete Reconcile 10:39:13 ________________________________________________________________________________ HSDRLJ CSES - Post Collection (CPOS) 02-17-2006 BATCH ID __ __ ____ ___ RCPT PREFIX ___ CONTROL COUNT CONTROL AMT ACTUAL COUNT ACTUAL AMT Rct Case or S Pre Member ID _ _________ _ _ _ _ _________ _________ _________ _________ INSTRUMENT # _______________ RCPT TYPE ___ + POST UID PMT SRC ___ + EFF DATE __ __ ____ MORE Shrt Name/ Payor Name/ Rcpt Type/ Eff Date/ S Pmt Meth Instrument # Pmt Src Rct Amount M t ____ ____________________ ___ + __ __ ____ _ __ + _______________ ___ + __________ ____ ____________________ ___ + __ __ ____ _ __ + _______________ ___ + __________ ____ ____________________ ___ + __ __ ____ _ __ + _______________ ___ + __________ ____ ____________________ ___ + __ __ ____ _ __ + _______________ ___ + __________ ____ ____________________ ___ + __ __ ____ _ __ + _______________ ___ + __________ Command ===> _________________________________________________________________ 1=HELP 3=EXIT 4=PRMT 5=RFSH 6=CBAT 7=BKWD 8=FRWD 9=MULT 10=CPSR 11=CRNM 12=RADJ HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 13 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Employer checks with multiple NCP payments are posted using the CSES screen for Multiple Receipts CSES – Multiple Receipt Posting (MULT) Screen HFAU _ Inquire Add Update Delete Reconcile 16:00:21 ________________________________________________________________________________ HSDMBR CSES - Multiple Receipt Posting (MULT) 02-27-2007 RECEIPT ID 060731013027000 RCVD DATE 07 31 2006 POST UID HC900 RECEIPT AMOUNT $5,590.35 EFF DATE 07 31 2006 RCPT TYPE REG MORE + Rcpt Case Short Rcpt Jt S Suf ID Amount Name Member Name Type Eff Date M S Tx _ 001 003443411 ___$202.15 ARAG ARAGON, CHARLES_____ REG + 07 31 2006 Y I 0 _ 002 000013265 ___$369.23 BACA BACA, PAUL__________ REG + 07 31 2006 Y I 0 _ 003 003356391 ___$174.92 BURF BURFORD, THOMAS D.__ REG + 07 31 2006 Y I 0 _ 004 000066733 ___$138.46 CARR CARRASCO, RICCO_____ REG + 07 31 2006 Y I 0 _ 005 003435261 ___$140.00 CASI CASIAS, RONALD JR___ REG + 07 31 2006 Y I 0 _ 006 000053877 ___$234.70 DELA DELA ROSA, RICARDO__ REG + 07 31 2006 Y I 0 _ 007 000064444 ___$419.03 FELL FELLOWS, JOHN H.____ REG + 07 31 2006 Y I 0 _ 008 000034242 ___$231.00 GARI GARINO, TERRY_______ REG + 07 31 2006 Y I 0 _ 009 000008430 ___$255.23 HAMI HAMILL, MICHAEL J.__ REG + 07 31 2006 Y I 0 _ 010 000078325 ___$445.85 HAVE HAVERLOCK, TODD A.__ REG + 07 31 2006 Y I 0 _ 011 003463971 ___$452.82 IBEN IBEN, GORDON R._____ REG + 07 31 2006 Y I 0 _ 012 000158117 ___$292.45 LEES LEES, JOSEPH M._____ REG + 07 31 2006 Y I 0 _ 013 000063585 ___$416.97 LEYB LEYBA, ANDREW J.____ REG + 07 31 2006 Y I 0 AA539-I: Successful inquire. Command ===> _________________________________________________________________ 1=HELP 2=CPOS 3=EXIT 4=PRMT 5=RFSH 7=BKWD 8=FRWD 9=MULT 10=CPSR Each batch is closed after the Posting Staff completes their reconciliation. The batch is returned to the Reconciliation Team. A CSES nightly batch process posts the payments and checks are cut through the Disbursement process the following work day. Payments to Custodial Parents (CP) can be electronic or Checks are mailed to the CP address on file. Posting Other Collections from CSED Offices CSED Offices send collections to SDU for posting to CSES. These include FIDM, LRV and IRS collections. The workflow for these collections is not the same as payments received via the lockbox. First, the CSED office deposits the collections, and then sends the following documents to SDU: Deposit slip Payment Transmittal log Copy of check The SDU staff posts the collection using the CSES XPOS screen and prints a copy of the XPOS screen for filing with the above documents. These collections are not reconciled into any batches processed by the SDU Batch Reconciliation team. The Poster files the documents in White 3-ring Binders by month and year received. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 14 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) HSD/ASD-SDU Batch Reconciliation Batches are stored in what is called a “Daily Batch Box.” All the batches are reconciled at the end of the day. The Batch Reconciliation staff checks in the CSES CUBS screen to verify the batches are released and prints a copy to be placed in the “Daily Batch Box”. Then the batches are reconciled by comparing an Adding Machine tape with the Batch Log Sheet and CBAT. See the Workflow Mapping diagram for Batch Reconciliation on page 7. The next day a CSES Batch Reconciliation is run using the CSUM screen. After all is reconciled, the Lockbox Transfer is prepared for Cash Management. See the Cash Receipts process below Another Reconciliation task is to run the Fiscal Agent Reports each morning. These reports are executed by logging into the fiscal agents system. These reports are printed and stored in binders for 5 years. Cash Receipts process • Procedures for preparing the deposit summary, ASD posting to SHARE and STO procedures are continuing to be updated as of March 2007. • The ASD Cash Management Procedures, posting to the SHARE G/L and STO procedures are out of scope for the EDMS Project Records Management An Imaging Contractor is used to create CD images of the batches in each “Daily Batch Box.” Thirty (30) days of “Daily Batch Boxes” are picked up by the Imaging Contractor. Two CD’s are created. One is sent to SRCA. The other is used for research in SDU. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 15 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) HSD/ASD-SDU Suspense • About 3 to 5% of the Payments cannot be reconciled and go to the Suspense file for further research the following day. This represents about 35 to 100 suspense items per work day. See the Workflow Mapping diagram for Suspense on Page 8. CSES – Suspense Summary (SUSS) Screen HFBG 10:38:46 _______________________________________________________________________________ HSDRLJ CHEERS - Suspense Summary (SUSS) 02-17-2006 BATCH DATE __ __ ____ REGION __ + PAYOR LAST NAME ____________________ S Payor Name AMOUNT __________ REVERSE ORDER _ Region MORE Code Batch Date Amount RELEASE ID _ Comments Command ===> _________________________________________________________________ 1=HELP 3=EXIT 4=PRMT 5=RFSH 7=BKWD 8=FRWD 10=CPSR There a number of common reasons for items to go into suspense: • This is the first check from the employer for this Non Custodial Parent. In these cases, often the Employer has not been linked to the NCP yet within CSES. The Suspense Team must link the Employer and then release the Suspense item from the Suspense file. o • • • • A CSED employee in the Albuquerque office works the Employer data. The CSES EMPL screen is used to enter the Employer information, including the Employer ID Employer is not in the system The case is closed – these go to Suspense. If there’s a payment, then the case is re-opened There is only a temporary support order Interstate payments – no information in CSES Numerous additional reasons for suspense are coded within CSES and visible on screens shown below: When the SDU staff member for Suspense looks at the CPSR screen, the first step is to look at the disposition field. This indicates the reason why the receipt went into suspense: HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 16 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) CSES – Post Suspense Receipts (CPSR) Screen HFBE _ Inquire Update ideNtify Release 16:05:51 ________________________________________________________________________________ HSDMBR CSES - Post Suspense Receipts (CPSR) 02-22-2007 RCPT ID _______________ RCPT TYPE ___ + EFF DATE AMOUNT INSTRUMENT # PMT METH PMT SRC CASE/MEMBER ID _________ ID DATE IDEN UID RLSE UID DISPOSITION __ + MULT _ RFND _ CEMP _ PAYOR L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ COUNTY ___ + COUNTRY ___ + _________________________ SSN ___ __ ____ COMMENTS ____________________________________________________________ PAYEE L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ COUNTY ___ + COUNTRY ___ + _________________________ SSN ___ __ ____ EMP. L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ _________________________ REGION __ + Command ===> _________________________________________________________________ 1=HELP 2=CPOS 3=EXIT 4=PRMT 5=RFSH 9=MULT 10=RFND 11=SUSS HTMR 16:08:25 ______________________________________________________________________________ HSDMBR CHEERS - Application Help System Permitted Values 02-22-2007 Place an 'S' in the appropriate selection field and press enter. PERMITTED VALUES FOR DISPOSITION CODE S _ _ _ _ _ _ _ _ _ _ S _ _ _ _ _ _ _ _ _ _ Code EP IC IM MM MP RF UP 01 02 03 Code 04 05 06 07 08 09 Description IDENTIFIED AS EMPLOYER RECEIPT IDENTIFIED TO CASE IDENTIFIED TO MEMBER MULT RECEIPTS, MANUAL MULT RECEIPTS, PRORATE REFUND TO PAYOR UNPROCESSED NO PAYOR ID INVALID CASE ID NO AP ON CASE Description SHORT NAME MISMATCH NO DOCKET FOR CASE NO WAGE WITHHOLDING RETURNED REFUND TEMPORARY SUPPORT ORDER INTERSTATE ERROR MORE + AA505-I: Bottom of list reached. 1=HELP 7=BKWD 8=FRWD 12=CNCL 1=HELP 7=BKWD 8=FRWD 12=CNCL HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 17 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) The SDU staff member for Suspense will then identify the receipt and a second user will release. HFBE _ Inquire Update ideNtify Release 16:10:53 ________________________________________________________________________________ HSDMBR CSES - Post Suspense Receipts (CPSR) 02-22-2007 RCPT ID _______________ RCPT TYPE ___ + EFF DATE AMOUNT INSTRUMENT # PMT METH PMT SRC CASE/MEMBER ID _________ ID DATE IDEN UID RLSE UID DISPOSITION __ + MULT _ RFND _ CEMP _ PAYOR L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ COUNTY ___ + COUNTRY ___ + _________________________ SSN ___ __ ____ COMMENTS ____________________________________________________________ PAYEE L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ COUNTY ___ + COUNTRY ___ + _________________________ SSN ___ __ ____ EMP. L. NAME ____________________ F. NAME _______________ ID _________ ADDR _________________________ CITY ____________________ ST __ ZIP ___________ _________________________ PH ___ ___ ____ ____ _________________________ REGION __ + Command ===> _________________________________________________________________ 1=HELP 2=CPOS 3=EXIT 4=PRMT 5=RFSH 9=MULT 10=RFND 11=SUSS There are numerous reasons why SDU staff member for Suspense cannot request a release of a suspended receipt. HFBG 16:14:23 _______________________________________________________________________________ HSDMBR CHEERS - Suspense Summary (SUSS) 02-22-2007 BATCH DATE 02 21 2007 REGION __ + PAYOR LAST NAME ____________________ S _ _ _ _ _ _ _ _ _ _ _ _ Payor Name BEAUTY, SLEEPING MONTOYA, JOHN L DUCK, DAFFY L2R DUCK, DONALD WIZARD, WISE, L HOOD, RIDING GREEN, BABY PURPLE, EATER APPLE, RED GREEN, LITTLE MOUSE, MICKEY MOUSE, MINNIE AMOUNT __________ REVERSE ORDER _ Region MORE Comments Code Batch Date Amount R/2 W/W NOT ASSIGNED C R2 02 21 2007 $54.15 R/10 TEMPORARY SUPPORT 02 21 2007 $94.62 R/2 CASE CLOSED R2 02 21 2007 $22.96 R/2 CASE CLOSED R2 02 21 2007 $17.79 REFUND 02 21 2007 $12.69 REG 7/CLOSED CASE R7 02 21 2007 $142.00 REG 5/TEMPORARY SUPPOR R5 02 21 2007 $14.52 REFUND 02 21 2007 $46.15 REG 15/TEMPORARY SUPPO 02 21 2007 $300.00 REG 6/ESTABLISHMENT CA R6 02 21 2007 $83.77 REG 7/TEMPORARY SUPPOR R7 02 21 2007 $51.92 REG 7/TEMPORARY SUPPOR R7 02 21 2007 $5.77 RELEASE ID _ AA052-E: Bottom of page. Invalid forward request. Command ===> _________________________________________________________________ 1=HELP 3=EXIT 4=PRMT 5=RFSH 7=BKWD 8=FRWD 10=CPSR HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 18 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) HSD/ASD-SDU Suspense Outgoing Correspondence There are four types of outgoing correspondence forms that are created by the Suspense staff. These are 1) Interstate Payment Advice; 2) Information request letters; 3) Payment Returns where there is no case established; and 4) A second information request letter is sent if there is no response after two weeks. A sample copy of these letters is shown on the following pages. Interstate Payment Advice Interstate Payment Advice K Warrant State Agency NM Case Id CP Name CP SSN O/S Check # (if applicable) NCP Name Disbursement # Amt Receipt Id 62.31 FIPS Code O/S Case Id 060223033014001 Richard Funt NCP SSN 999-99-9998 Check date (if applicable) Reason for Payment: Payment was deposited into New Mexico Child Support account in error refunding to URS Northeast Inc. please contact NM SDU Eva DeAguero @ 505-476-3921 HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 19 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Information Request Letter Child Support Enforcement Divis State of New Mex Human Services Departm Post Office Box 25 Santa Fe, New Mexico 87 (505) 476-3921 Office (505) 476-3920 Fax May 30, 2006 John Dow SGT USAF 4617 N 2nd St Abilene, TX 79603-6648 Check/Money order #0034069388 Amounts $437 Dated: 5/22/06 1. The New Mexico Child Support Enforcement Division has received the above referenced Money order. PLEASE PROVIDE THE REQUESTED INFORMATION AS QUICKLY AS POSSIBLE, either by telephone, fax, or returned mail. Name of Person or Persons contributing (Payor): X _______________________ (If there is insufficient space to list information, please use the back of this form or attached additional page/s;) X ___________. If possible the New Mexico Case (CSED) number for each: X ________________ the Social Security Number, for each contributor and: This money is currently on hold. We need more information to locate the payor and credit this account. Please provide this information so we may credit this account WITHIN 10 DAYS OF RECEIPT OF THIS LETTER. 2. If you have any questions, please contact the State Disbursement Unit at (505) 476-3921. Fax (505) 476-3920. Your cooperation and immediate response is greatly appreciated. Thank you. Enclosure: (1) copy of original check receipt #060522016013000 want to make sure payment is properly identified we do not have an updated address. Sincerely, Eva DeAguero HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 20 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) Payment Return Letter Child Support Enforcement Divis State of New Mex Human Services Departm Post Office Box 25 Santa Fe, New Mexico 87 (505) 476-3921Office (505) 476-3920 Fax March 21, 2006 Albuquerque Publishing Co. P.O. Box 95777 Albuquerque, NM 87199 Check/Money order #108430 Amounts $93.30 Dated: 06/09/05 1. 2. The New Mexico Child Support Enforcement Division has received the above referenced Money order/Check. Using the information you provided we could not locate a New Mexico CSED case. Therefore we are asking for a copy of the Court-Order Wage Withholding form to be attached to the payment and or any other information to help us identify the payment before refunding back to employer or agency. 3. 4. If you have any questions, please contact the State Disbursement Unit at (505) 476-3921 Fax (505) 476-3920. Thank you. Enclosure: (1) copy of original check with receipt #050614041018001 Sincerely, Eva DeAguero Child Support Enforcement Division State Disbursement Unit HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 21 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) CSED Workflow FY07 Phase 1: HSD CSED Field Offices – Researching NCP Payments The CSED case workers and staff in each Regional Office are frequently researching a payment from a Non Custodial Parent. Currently, research involves a request to SDU. This requires SDU research to locate, make a copy and mail the requested document, and takes 3 to 5 days. Consequently, a copy of the payment document is seldom requested. With an Electronic Document Management System (EDMS), the payment document would ideally be available by clicking on a “green screen” within the Child Support Enforcement System (CSES). A hot key would then display the image of the payment instrument stored in the EDMS within 3 to 5 seconds. The link area for Payment Instruments is known as the RECEIPT ID. It is the long number string after the Effective Date highlighted in green. Ideally, a click on the RECEIPT ID would display the associated payment instrument and check document images. CSES – NCP Receipt History (NCPR) Screen HFGA 10:37:45 _______________________________________________________________________________ HSDRLJ CHEERS - NCP Receipt History (NCPR) 02-17-2006 NCP MEMBER ID END DATE START DATE TOTAL AMOUNT Effective Date 03 01 2006 03 01 2006 03 01 2006 03 01 2006 02 01 2006 02 01 2006 02 01 2006 02 01 2006 01 01 2006 12333____ __ ____ __ ____ $5,664.39 NCP NAME Smith, John F PAYMENT SOURCE ___ + CASE ID 12345____ MORE Rcpt Type REG REG REG REG REG REG REG REG REG Pmt Srce EMP EMP EMP EMP EMP EMP EMP EMP EMP Amount $34.62 $34.62 $34.62 $0.62 $34.62 $34.62 $34.62 $46.76 $57.10 Case Id N/C Held UnDist 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 000012345 N N Y 060209013006003 060202063005003 060126043010005 060119007021006 060119007021005 060112020070043 060209013006003 051229044011007 051229040110053 AA535-I: Input new search criteria. Command ===> _________________________________________________________________ 1=HELP 3=EXIT 4=PRMT 7=BKWD 8=FRWD HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 22 of 23 Electronic Document Management System (EDMS) HSD/ASD-SDU/CSED ‘As-Is’ Workflow Mapping Enterprise Content Management (ECM) PROPOSED FY09 Phase 2: HSD CSED Correspondence Proposed for FY09 Timeframe During the analysis of the SDU processes, HSD CSED Correspondence was considered. This is because correspondence is inadvertently sent to PO Box 21059 – the SDU Lockbox. However, initial analysis determined that the scope of all CSED Correspondence involves a significant number of additional documents and workflows. The HSD EDMS Stakeholder Steering Committee recommended that CSED Correspondence be considered for document imaging in FY07 Phase 2, proposed for the April 2007 timeframe. The initial CSED Correspondence ‘As-Is’ Workflow is documented here. Correspondence received via SDU lockbox Correspondence that is inadvertently sent to PO Box 21059 is put in the outgoing mailbox to the CSED Directors Office at Pollon Plaza. Correspondence is separated by the fiscal agent into groups of 50 or 25. The CSED Directors Office staff receives the correspondence from SDU lockbox by 10:15 AM daily. This staff works other correspondence in addition to that received from SDU. Correspondence received by CSED Director’s Office The CSED Directors Office staff receives correspondence. The correspondence is sorted by Employer Termination Forms, Medical Support information Forms, Case Correspondence and Central Registry Mail. See the Workflow Mapping diagram for Correspondence on Page 9. Employer Termination forms represent about 70% of all correspondence received. Termination forms are sent to the Help Desk staff to be entered into CSES. After processing, the Help Desk returns the forms to the CSED Directors Office. The Employer Termination Forms are then sent to the Regional Field Office. The Case Correspondence includes both address changes and information requests from either the Custodial Parent (CP) or the Non Custodial Parent (NCP.) These represent about 10% of all correspondence received. Medical Support Information Requests are sent to Medical Support for processing. If the CP and/or NCP have medical insurance then this is entered into CSES and factors into determining Child Support. These represent about 10% of all correspondence received. Central Registry Mail includes transmittals from other states and information requests from other states. These represent about 10% of all correspondence received. HSD ASD-SDU CSED Workflow Description-2007-03-15.doc Page 23 of 23