The following document describes
what and how the states and SSA will exchange data. Also, the benefits to each agency are identified as well as costs
associated with this project.
What type of data the
states will receive from SSA?
As is currently done in Utah and
Wisconsin, the SWAs would transmit the name, date of birth and SSN of the UI
claimant when a claim is first initiated.
SSA would check its various databases to determine the validity of the
SSN submitted and, if available, provide information on pension receipt (amount
of the SSA pension being received by the individual) and the results of checks
against SSA’s death status databases (if the SSN matched a SSA benefit
recipient).
SSA’s response to the inquiry
contains the following data:
-
Input data valid [the SSN submitted is a valid SSN and
name/date of birth (DOB) matches]
-
SSN invalid [SSN not issued, not a valid SSN]
-
Birth date does not match
-
Given name initials do not match
-
Surname does not match
-
Multiple SSNs used by individual with submitted name
and DOB
-
Amount and type of pension received (only if the state
deducts social security pension from the weekly benefit amount)
-
Death list information (if individual was a SSA benefit
recipient)
SSA’s verification program has
tolerances in checking SSNs:
-
Accepts one missing, extra or transposed letter
-
If month of birth matches, year of birth can vary
plus/minus one year
-
If year of birth matches, month of birth can vary
-
If surname does not match, accepts matching first name
and month/year of birth
-
Matches nine combinations for up to one incorrect digit
What information will
SSA receive from the SWAs?
SSA claims representatives would
input the SSN of the applicant and the applicable state code(s) using a
modified Wage/Benefits Inquiry (IBIQ) input screen. The response from the SWA provides:
-
Most recent quarterly wage data
-
Weekly UI benefit payments
SSA claims representatives will
use these data in making Supplemental Security Income (SSI) eligibility
determinations while the applicant is being interviewed. Although SSA receives data from the NDNH,
the data lags by two to three months and is less useful for SSA purposes.
Data Transmission
(Also see attached network diagram)
How will the SWAs
access the data from SSA? Through a
process called Unemployment Insurance Query (UIQ)
-
An automated
process embedded in the claims taking software (for security reasons) would
generate a request immediately upon the claims representative starting an
initial claim.
-
The request
would go through the ICON network to the ICON HUB where it would be routed to
the SSA mainframe over a SSA leased line and a response would then be generated
from the SSA system.
-
The SSA
response would be routed back over the SSA leased line to the ICON HUB where it
would be routed over the ICON network to the state agency mainframe and then to
the UI claims representative’s workstation.
-
UI claims
representatives would receive an alert on their workstation screen if the name,
date of birth, and SSN failed SSA’s validation and/or if the claimant was
receiving SSA benefits. If SSA checks
against SSA’s claims database revealed relevant death information, this would
also be provided in the alert. The UI
claims representative would then question the claimant further to resolve the
discrepancy or establish an issue. [Note: SSA prisoner data are not available
on-line and thus could not be part of the proposed data exchange
initiative. States could still obtain
prisoner data through the existing State Verification and Exchange System
(SVES) if desired.]
How will SSA access
SWA’s data? Through a process called
Wage/Benefit Query (IBIQ).
-
SSA claims representatives would enter the desired SSN
and destination state on their workstation.
The request would flow through SSA’s telecommunications network to the
SSA mainframe where it would be routed through a SSA leased line to the ICON
HUB in Blythewood, S.C.
-
ICON would route the request over the ICON frame relay
network to the destination state, where it would be treated as any other IBIQ
request.
-
The response would flow from the responding state back
through the ICON network to the ICON hub and then through SSA’s leased line to
the SSA mainframe through SSA’s telecommunications network to the SSA claims
representative.
Security
-
A cross-reference table will be housed at the ICON HUB
to permit SWAs and SSA to exchange data only when a data sharing agreement is
in effect. Also, the table will define
which states will receive SSA pensions (those states that deduct SSA pensions
from weekly benefit amounts).
-
Data sharing agreements must be signed by both the SWA
and SSA in order to exchange data.
-
Lockheed Martin (LM) will sign a confidentiality
agreement with SSA.
-
SWAs will need to ensure that the verification request
process is embedded in the IC process in order to avoid browsing of the SSA
network.
-
To ensure no browsing of the SWA’s network, SSA
management will monitor SSI claims to ensure the data received from the states
are being used for the purpose of combating fraud. SSA will designate authorized personnel, have in place access
controls and confidentiality safeguards and conduct periodic security reviews.
Estimated Costs
What are the SWA’s costs?
-
Two states have incurred costs to connect individually
with SSA. The level of effort was very
similar for each state and was approximately 2,000 staff hours in each state or
slightly more than one staff year. The
national average staff year cost is $51,743, including non-personal
services. Technical/Information
Technology staff costs would be slightly higher.
-
Using ICON should reduce the state level of effort,
largely due to the fact that there will be fewer individual state security
issues and considerations since the existing ICON connection can be utilized
rather than individual state connections.
-
States will also need to develop bridge software to
bring together the initial claim request and convert it to the ICON
system. Likewise, a bridge will need to
be designed to receive the response from SSA during the initial claim
process.
Additional Funding
for the States
The President’s FY 2003 budget contains funds for states to help with
the costs associated with the embedding of software at the onset of the initial
claims process.
Benefits
Why use ICON?
There are several reasons
why states should use ICON rather than independently having a direct connection
with the SSA or using the SVES batch process.
Some 30 states currently use the SVES process.
-
Security reasons.
Providing access to SWAs via ICON will make connections easier and more
secure. ICON is a private network and
would provide a single point of entry or contact between the SWAs and SSA. LM would control the ICON traffic and
provide basic security.
-
System configurations.
There would not need to be multiple configurations to connect the states
to SSA. The only connection needed is
that from the ICON hub to SSA. There
would, however, need to be added claims taking software in each state to
connect the initial claims system generated request with the ICON network.
-
Real time data.
States would be able to complete an initial claim by addressing identity
and pension issues with the claimant thus eliminating the procedure of
re-contacting the claimant at a later date, which will cost the state more in
man hours.
-
SWAs would achieve greater administrative/operational
efficiencies:
o
Data needed for accurate determination of pension
offset (31 states reduce benefits if there is pension receipt) would be
immediately available to the claims taker while the claim is being taken, thus
eliminating the need to wait for information;
o
Claimant identity verification would be strengthened by
SSN/name verification and discrepancies would be immediately identified and
addressed; and
o
Customer satisfaction would be improved because more
claims could be completed accurately without delays.
-
Cost Savings
o
UT and WI project administrative cost savings in the
amount of $200,000 and $300,000 respectively.
o
UT conservatively projected a benefit (fraud and abuse)
cost savings of $357,000.
o
Based on the cost-savings by UT and WI, states should
expect to see a reduction in their administrative and benefit costs.