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This topic contains information on the following subjects:
1. Components of the EIS/ACTS interface;
2. The "Electronic Filing Cabinet";
3. Proper configuration of EIS data in ACTS;
4. Ownership of data for EIS/CSE cases;
5. Exchanging information as notes between EIS and CSE workers;
The EIS/ACTS Interface has several components that work together to share information between the two systems. These components are:
Triggers are exchanged between EIS and ACTS through the "Electronic Filing Cabinet", which works in the following manner:
1. EIS loads its triggers for ACTS into the filing cabinet during nightly processing.
2. ACTS collects the trigger records that evening and processes them nightly batch processing. At the end of the nightly batch, ACTS loads its triggers for EIS into the filing cabinet.
3. The following night, EIS collects the triggers from ACTS that were loaded the previous night. Throughout the work day, ACTS scans the filing cabinet for referrals that have been approved in EIS and processes those triggers without waiting for nightly processing.
While the CSE program is responsible for ensuring that participant and case data is current in ACTS, county DSS maintains ownership of this data for all clients and children in Public Assistance (PA) cases.
If a client in a PA case reports that his/her name has changed, CSE caseworkers must not update the participant data in ACTS at that time. Caseworkers must advise the client to contact the local county DSS and provide them with the updated information. The change is transmitted to ACTS via the EIS interface.
Every client and child in a WFFA/TANF, IV-E, MAO, or Medicaid-eligible SFHF case is assigned an individual EIS participant number. It is also sometimes referred to as the EIS Individual ID.
CSE identifies each case by its CSE case (IV-D) number. In addition, every WFFA/TANF, IV-E, MAO, and Medicaid-eligible SFHF case also has an EIS case number associated with it. EIS assigns this number, and it is linked to the MPI # of the client on the EIS case. It is recorded in ACTS when the case is referred over the ACTS/EIS interface.
The amount of WFFA/TANF that has been paid to the client is recorded under the EIS case number and is used to determine the shares of arrearage payments that should be provided to the state and to the client.
County DSS maintains ownership of the data for all clients and children in PA cases, although the CSE program is responsible for ensuring that the participant and case data in ACTS is current.
The EIS/ACTS interface automatically updates client/child demographic data in ACTS; however, ACTS DOES NOT automatically update client/child data in EIS. The only automated way to inform EIS workers of client/child demographic changes for WFFA/TANF and Medicaid cases is through the use of notes.
The exchange of current information between CSE and EIS workers is vital to the proper processing of CSE cases. In addition to the standard data sent over in the automated referral, the EIS worker includes any additional information pertinent to the case in a "note".
EX: When EIS refers a WFFA/TANF case with a client who has insurance for his/her dependent child, notes about the insurance are included in the referral.
It is the CSE caseworker's responsibility to notify the EIS worker of any changes to the client's address, phone number, or SSN, so it is very important that the participant data be kept updated in order to create and send triggers to EIS automatically. If client or child data (for example, change of address) is updated and the CSE caseworker learns of this before the EIS worker, the CSE caseworker must send a "note" to inform the EIS worker.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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