DCL-03-25, Interstate Initiatives: Workgroup on Interstate and Interagency Data Access

DEAR COLLEAGUE LETTER

DCL-03-25

ATTACHMENT: OCSE Interstate Workgroup on Interagency Data Access

DATE: August 1, 2003

TO: ALL STATE IV-D DIRECTORS

RE: Interstate Initiatives: Workgroup on Interstate and Interagency Data Access

Dear Colleague:

The Federal Office of Child Support Enforcement (OCSE) has undertaken a number of activities to improve interstate case processing. With this Dear Colleague Letter, I am pleased to update you on a project to improve the availability of interstate information: The OCSE Interstate Workgroup on Interagency Access. Attached is the report from the workgroup on its initial work.

Representatives from eleven states convened four times between November 2002 and March 2003 to address data access between states and among Child Support Enforcement (CSE) agencies’ caseworkers. Their task was to look at the obstacles to prompt, informative data exchange on interstate cases. This initiative focused on identifying the type of information a caseworker would need to have immediately available from another state in order to manage a two-state case. In addition to the type of information, the workgroup attempted to standardize the definitions so the information will be commonly understood.

After the workgroup identified the type of information, it assessed the current availability of this information in an electronic format and categorized the information needs into three areas: financial, court order, and case information. The workgroup then developed common definitions and proposed guidelines for a standard format for sharing needed interstate information. The attached report presents these recommended definitions and format standards and describes the methodology followed.

I ask your assistance in reviewing this report and providing your comments. Once feedback is received from other states, then the workgroup will look at how this information can be transmitted. Consideration of data communication methods will include a look at the Child Support Enforcement Network (CSENet) as well as web-enabled technologies.

During the next phase of this initiative, OCSE plans to pursue the following:

• Collect, analyze, and incorporate, where applicable, information on data security and confidentiality and the ability to control access to information.

• Investigate possible statutory/regulatory issues that could affect how the data are presented.

• Complete a feasibility study to evaluate different implementation approaches, following the guiding principles already identified for implementing a solution. This feasibility study would include analysis of alternatives, risks, costs and benefits, and impact upon state CSE agencies.

• Recommend a solution, create a prototype, and see it through the testing and pilot phases.

To hear your thoughts and ideas more directly, we are arranging an open conference call to update interested states on the project. Details for these calls will be sent through a Federal Parent Locator Service E-Flash.

If you have questions or feedback, please contact one of the workgroup members listed in the report, or Helen Smith, Office of Automation and Program Operations, OCSE at hsmith@acf.hhs.gov.

Sincerely,

Sherri Z. Heller, Ed.D.

Commissioner

Office of Child Support Enforcement

Enclosures

cc: Regional Program Managers

ACF Regional Administrators