External Scanning Worksheet

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There are two parts to the external data collection worksheet. The first part is used to determine CSE 's external environment. The second part helps identify best practices and initiatives from other sources that can be adopted as potential enhancements to CSE 's current IT program.

Part 1

1. Purpose:
1. To summarize the interfaces between CSE and the external entities, noting the relationships in terms of the responsibilities and dependencies. This leads to an understanding of the influences the external entities and CSE exert on one another. For strategic planning purposes, it is not necessary to define each interface precisely but only to identify and characterize them in terms of the types of information exchanged. This includes an understanding of the relationships among the external entities, as well as between CSE and the external entities.
2. Each row should include a reference to the source data that was used to develop the summary. This source data could take any form, such as a report, presentation, Web site, or an individual.
   
2. Instructions:
1. Column 1 lists the external entities. (e.g., the Federal HHS Agency expects to receive certain TANF data transmitted to it on a regular basis).
2. Column 2 lists the electronic and manual interfaces to this entity.
3. Column 3 lists the communication protocol used (e.g., Connect:Direct, CSENet 2000, and PC:VISN) and the data format (e.g., CCD+ and CTX NACHA).
4. Column 4 lists the responsibility CSE has to the entity (what goes out). Responsibilities indicate objects (e.g., money, information, and resources) that the entity expects to receive from CSE (e.g., custodial parents expect to receive certain payments).
5. Column 5 gives the dependency CSE has on the interface entity (what comes in). Dependencies indicate objects that CSE expects to receive from the entity (e.g., establishment of paternity from birthing hospitals).
6. Column 6 lists constraints on the interface's responsibilities or dependencies. This includes those constraints placed on CSE by external entities, such as those derived from policy, State regulations, or funding rules.
7. Column 7 documents any quality measures or perceptions about the interface or associated support (such as that gained from review boards). Consider whether the information is passed in a timely manner, whether it is accurate, or whether it is presented in a usable form.
8. Column 8 describes the relationships between the entities.
9. Column 9 lists potential changes to an entity or the relationship. This may include new Federal or State legislation and potential mergers or acquisitions, such as financial institutions. For each possible change, include the following:

                                                               i.      Expected time frame

                                                             ii.      Likelihood of occurring

10. Column 10 lists other considerations .
3. All entities from the External Environment Data Collection Plan worksheet must be described.
4. Use the CSE Interface Types Worksheet to assist you in your collection efforts.

Example - External Scanning Worksheet (Part 1)

1. External  Entity	2. CSE  Business Function	3. Interface Protocol and Data Format	4. Responsibilities M = Manual E = Electronic	5. Dependencies	6. Constraints	7. Perceived Quality	8. Relationships	9. Potential Changes	10. Other
1. Birthing Hospital A	Establish Paternity	E = Connect:Direct M = paper report	M. Train hospital in acknowledgement process	Accuracy of paternity information	Establish Federal regulations and State laws.  Require tracking, reporting, and monitoring on the status of establishing paternity.	Data is not always received in a timely fashion, and paper reports tend to lack required data.	- Dept of Health - Vital Statistics	New regulations require  maintenance  of data and status on CSE cases  where establishment is handled outside of CSE agency. L = Will probably happen T = FY 2003	Not all hospitals are participating in voluntary acknowledgement Program.
2. Neighboring State	- Case Initiation - Collections	CSENet2000 CCD+	E.  Notify the neighboring state of case information, such as locating a noncustodial parent.	Staging of CSENet implementation is compatible with our plan.	Regulations require that child support payments be considered in determining family self-sufficiency.	Lack of data element layout standards	- TANF - Foster Care - Medicaid - Federal Parent Locator System	New Federal regulations are under review regarding required data elements. L = Probable T = FY 2004	The public is very concerned about privacy and security.

External Scanning Worksheet (Part 1)

 

1. External  Entity	2. CSE  Business Function	3. Interface Protocol and Data Format	4. Responsibilities M = Manual E = Electronic	5. Dependencies	6. Constraints	7. Perceived Quality	8. Relationships	9. Potential Changes	10. Other

CSE External Scanning Worksheet

Part 2

1. Purpose: to collect and summarize best practices and initiatives from other similar organizations, such as IT Divisions in other State HS Agencies to aid in the development of potential strategies. 

1. Instructions:
   1. Column 1 lists the external entity.
   2. Column 2 lists their current or planned practice and the timeframe for implementation.
   3. Column 3 lists the specific program or programs that would be affected by the practice.
   4. Column 4 lists the point of contact inside the entity, which could provide additional information.

There are number of potential sources for this type of information, such as Best Practices and Good Ideas in Child Support Enforcement 2000, available from the ACF Web site ( http://www.acf.hhs.gov/programs/cse/rpt/bpr/2000/index.htm ) and the Promising Practices Library, available from the National Human Services Information Technology Resource Center ( http://www.acf.hhs.gov/nhsitrc/ppl-appl/ ). The source of the information should be noted and kept for future reference, as needed.

Example - External Scanning Worksheet (Part 2)

1. External Entity	2. Current or Planned Practice	3. Agency Programs Affected	4. POC
State of Delaware HHS	Online ability to determine public transportation routes to go to a specific job site. The system will give a list of licensed Child Care Providers that are on or near the route. This system is already implemented.	TANF, Child Care Providers, and State employment offices	Site: www.state.oz.us.gov/trans/ Program Manager: Jim Smith Phone Number: (xxx) yyy-zzzz

 

External Scanning Worksheet (Part 2)

1. External Entity	2. Current or Planned Practice	3. Agency Programs Affected	4. POC