1605C5-25-R-00007 Attachment 5 - Part 7 - Technical Exhibit Index_Final.docx

RFP ATTACHMENT 5

1605C5-25-R-00007 EDI Center Operations

ATTACHMENT 5

Part 7 - Technical Exhibit Index Please refer to the individual tasks for the Performance Requirements Summary and Deliverables Schedule.

Technical Exhibit 1 – Performance Requirements Summary Technical Exhibit 2 – Deliverables Schedule Technical Exhibit 3 – Estimated Workload Data Technical Exhibit 4 – Glossaries Technical Exhibit 5 – EDI Data Appendix Technical Exhibit 6 – Low–Complexity Firm Notes Technical Exhibit 7 – Medium–Complexity Firm Notes Technical Exhibit 8 – High–Complexity Firm Notes Technical Exhibit 9 – CES Processing Checklist Technical Exhibit 10 – QCEW Processing Checklist Technical Exhibit 11 – Process Status Edit Checklist Technical Exhibit 12 – Failed Report Count Report Technical Exhibit 13 – CES Closing Date Calendar & QCEW Processing Calendar Technical Exhibit 14 – CES — Processing Review Checklist Technical Exhibit 15 – QCEW — Processing Review Checklist

Technical Exhibit 1 - Performance Requirements Summary Electronic Data Interchange Center Operations

QCEW

(5.1)

CES

(5.2)

Questions and Firm Follow-Up (5.3)

Programming (5.4)

Technical Exhibit 2 - Deliverables Schedule

Technical Exhibit 3 - Estimated Workload Data The estimates below apply only to the labor hours portion of the BPA. Management and supervision are not included below.

*The EDI programmer positions can be filled remotely within the Continental United States.

Technical Exhibit 4 - Glossary

Professional Employer Organization

(PEO)

A professional employer organization (PEO) is a firm that provides a service under which an employer can outsource employee management tasks, such as employee benefits, payroll and workers' compensation, recruiting, risk/safety management, and training and development. The PEO does this by hiring a client company's employees, thus becoming their employer of record for tax purposes and insurance purposes. This practice is known as co-employment.

Technical Exhibit 5 - EDI Data Appendix Table 1: QCEW Firm Counts This table shows the total EDI processed QCEW firm counts per quarter, based on firm size. The columns represent the quarter that EDI collected data for QCEW, and the rows represent the number of records per firm. Each cell is a count of the number of firms that fit the corresponding row and column criteria. For example, the cell in the last row and first column shows that there were 11 QCEW firms reporting data to the EDI center with more than 10,000 records in the third quarter of 2019.

Table 2: QCEW Average Processing Time Per Firm (in hours) This table shows the average time it took to process a single QCEW firm each quarter, based on firm size. The columns represent the quarter that EDI collected data for QCEW, and the rows represent the number of records per firm. Each cell represents the average time (in hours) it took to process a firm that fit the corresponding row and column criteria. For example, the cell in the second row and third column shows that on average, in the first quarter of 2020, it took 8.47 hours to process a firm that had between 500 and 1000 records.

Table 3: QCEW Incoming Records Table This table shows the total number of incoming QCEW records received by EDI each quarter, per firm size. The columns represent the quarter that EDI collected data for QCEW, and the rows represent the number of records per firm. Each cell represents the total amount of incoming records EDI received for the corresponding firm size and time frame. For example, the cell in the first row and first column shows that in the third quarter of 2019, EDI received 24,691 incoming records from QCEW firms that each had less than 500 records.

Table 4: QCEW Average Incoming Records Table This table shows the historical change in number of incoming records from 2019 to 2023.

This table’s second column shows the average number of incoming QCEW records per quarter received by EDI each year. The third column shows the change from the previous year, and the final column is the change from the previous year as a percentage. For example, in 2022, on average, EDI received 746,102 incoming records per quarter. These 746,102 values is an increase from 2021’s quarterly incoming record average by 42,880 incoming records, or 5.7%.

*Through 2 quarters of 2023

Table 5: CES Firm Counts This table shows the total EDI processed CES firm counts per month, based on firm size. The columns represent the month that EDI collected data for CES, and the rows represent the number of records per firm. Each cell is a count of the number of firms that fit the corresponding row and column criteria. For example, the cell in the second row and first column shows that in December 2019, ten firms that each had between 500 and 1000 records submitted CES data to EDI.

Table 6: CES Average Processing Time Per Firm (in hours) This table shows the average time it took to process a single CES firm each month, based on firm size. The columns represent the month that EDI collected data for CES, and the rows represent the number of records per firm. Each cell represents the average time (in hours) it took to process a firm that fit the corresponding row and column criteria. For example, the cell in the fourth column and third row shows that on average, in December 2022, it took EDI 1.59 hours to process a firm that had between 1000 and 2999 records.

Table 7: CES Incoming Records This table shows the total number of incoming CES records received by EDI each month, per firm size. The columns represent the month that EDI collected data for CES, and the rows represent the number of records per firm. Each cell represents the total amount of incoming records EDI received for the corresponding firm size and time frame. For example, the cell in the third column and fifth row shows that in December 2021, EDI received 250,459 incoming records from firms that each had 10,000 or more records.

Technical Exhibit 6 - Low–Complexity Firm Notes

MWR FIRM NOTES

Name: Anycompany Inc Code: 1101271432 Contact: John Doe Email: john.doe@anycompany.com Phone: 999-999-9999 Website: http://www.anycompany.com/ Industry: PEO

Preprocessing Instructions: MWRPEO format

`File Format: PEO Mode of Receipt: MWRWEB Worksite Consolidation: No

1. In SPIFF, load the incoming raw file. Enter the Year and Qtr. Select PEO Consolidation Prep.

2. Rename the Consolidation Prep file XXyyqLOAD.txt.

3. Load to SLED.

Crosswalk Key is [RUN, WIC (Worksite ID), or RUD (Worksite Description)]:

· WIC

How to deal with new units (is there an aggregation scheme, how are units aggregated):

· There will be little to no aggregation. Normal PEO aggregation rules apply.

Statewide Workers (where are they reported, are statewide RUNs used):

· Delete any address fields where FIPS and STATE do not match. Be sure NOT to blank out RUD or WIC.

Industry Characteristics (What are the main NAICS codes, list by EIN and Legal Name/Trade Name if applicable):

· Many NAICS since firm is a PEO

Seasonal Changes (Are there seasonal wage/employment changes, when and for what type of unit do they take place)

· No seasonal changes.

Recurring issues/problems (these things happen every, or nearly every quarter):

· No issues.

Notes about current quarter (note the year/quarter, enter the most recent quarter at the top of box, default is “No issues.”):

· 2016 Q2: No issues

Things to consider for next quarter’s processing (same format as above):

· 2016 Q1: No issues

· 2016 Q2: Had several clients that had employment drop to zero in moth 2 or 3, but no termination date. Checked with respondent, John Doe, and he was able to provide term dates.

Technical Exhibit 7 - Medium–Complexity Firm Notes

Name: Big Firm Code: 0101100260 Contact: Jane Doe jane.doe@bigfirm.com phone 999-999-9999 (file sender) John Doe, john.doe@bigfirm.com (Back Up) Website: bigfirm.com Industry: Banking and Finance Preprocessing Instructions:

File Format: 350Y2K Mode of Receipt: FTP Worksite Consolidation: YES

1. Use 3rd month's CES file that arrives in MWR format.

2. Right click on the text file, open with TexPad. Visually verify file format and field content.

3. Save file as XXXyyqraw.txt.

4. Run SAS pre-processing program in F\Big Firm\MWR, entitle BigFirm_preproc.sas. This program will aggregate records based on fips, ein and worksite identification code. The program will also blank out address fields of "work at home" employees (where worksite like "WORK AT HOME"). Files save out are: bfc YYQ sas.txt and bfc YYQ sas.xls.

5. In SPIFF, load bfcYYQ SAS.txt. Select "identify average employment <1 and update WIC to STATWIDE."

6. Copy the Load text, Load excel and Raw excel files from N:\Attachments to firm folder.

7. Rename the 0101100260 Load file to BCyyqLOAD.txt.

8. Load to SLED.

Crosswalk Key is [RUN, BLS Only (aka Worksite ID), or RUD (aka Worksite Description)]:

· RUD

How to deal with new units (is there an aggregation scheme, how are units aggregated):

· Aggregate to the statewide units.

Statewide Workers (where are they reported, are statewide RUNs used):

· There are statewide workers. They can be identified by the RUD.

Industry Characteristics (What are the main NAICS codes, list by EIN and Legal Name/Trade Name if applicable):

· The best way is to refer to the EDB by Fip and EIN.

· Some of the NAICS by EIN are:

* 111111111, Big Firm Investment Services-523930

* 888888888, Big Firm Bank - 522110

* 999999999, Big Firm Mortgages - 522292

* 000000000, Big Firm Securities - 523110

Seasonal Changes (Are there seasonal wage/employment changes, when and for what type of unit do they take place)

· 1st quarter bonuses can be very large.

Recurring issues/problems (these things happen every, or nearly every quarter):

· File has been late for several quarters. Carefully review employment. Watch for negative wages.

Notes about current quarter (note the year/quarter, enter the most recent quarter at the top of box, default is “No issues.”):

· 14/2: Wages returned to normal after 1st QTR Bonuses.

· 15/1: Large bonuses were paid out. Also, Big Firm is in the process of closing about 30 branches over the next two years.

· 15/2: No issues

· 15/3: No issues

· 15/4: No issues

· 16/1: Bonuses

· 16/2: Wage returns to normal after bonuses.

Things to consider for next quarter's processing (same format)

· Be sure to do research since Big Firm is in the process of closing abut 30 stores over the next two years. Also, wages will be returning back to normal after Quarter 1 2015 bonuses.

· Big Firm plans to move some New York employees to New Jersey-Watch for transfers.

· Big Firm plans to open a new operations center in Wilmington, DE

Technical Exhibit 8 - High–Complexity Firm Notes

CES Firm Notes

Firm Name: Big Thing Somewhere Firm Code: 0101110270 Description: Big Thing Somewhere Corp. is a U.S. chain of big thing stores Website: www.bigthingzzz.com Contact: John Smith E-mail: jsmith@somewhere.com Preprocessing Instructions:

· File arrives via email from firm contact as an excel file (a 2nd file comes along entitled Closed Stores which is a list of all the closed or reopening locations in the country. Save this file to the firm folder as this will help with processing).

· Locate state alpha in CMT column. This indicates a duplicate record.

· Check the statewide units marked with FIELD and ADMIN for duplicates.

· Add smaller unit to larger, then delete line with CMT value.

· There are a couple of guidelines pertaining to Zero Employment and Wages on the raw file:

1. If AE and WAGES are blank, delete record(s).

2. If AE field is blank but WAGES are reported (no negative values), keep record and zero fill-in both the AE and the WW columns.

3. If WAGES are Negative values, delete record(s).

4. IF AE field is reporting employment, but WAGES are blank, keep record(s) and zero fill-in WW column.

5. IF AE field is reporting AE, and WAGES are present and WW is blank, than zero fill-in WW column

6. IMPORTANT: Keep WAGES on RAW File only for the months of: JANUARY, APRIL, JULY, & OCTOBER. You must delete all other month’s wages, otherwise COMET will not have the correct wages when the file is extracted for QCEW processing.

7. Make sure the MONTH column has a two-digit number. (i.e. 02, 03, 04, 05, etc.)

8. Delete the following columns: PC, NAME, RUN, DID, SID, PW, PR, HR, LP, COM, CLP, OT and the CMT column.

9. Adjust column widths:

EIN: 9 UI: 10 WID: 10 STA: 35 CITY: 30 ST: 2 ZIP: 5 MO: 2 YR: 4 AE: 7 WW: 7

WAGES: 10 (only for JAN, APRIL, JULY and OCT)

10. Delete Header row.

· Save file as “ZZZMMYYraw.xlsx”.

· Save file as “ZZZMMYYraw.prn” (space delimited). Open the raw.prn with Textpad and save out again as “ZZZMMYYraw.txt”.

· Close the PRN file in Excel and when prompted click no to save (it has already been saved)

· Run raw file through SPIFF.

· Rename firmcodemmyyLOAD as “ZZZMMYYload.txt”.

· The load.txt file is now ready for COMET processing.

Edits and screening (are there usually a lot of errors, what kind are they, what are typical comment codes:

· Edit and screening errors average about 50-200 per month and are usually more business/less business.

· For changes in WW errors please use CC#64.

· During Holiday season, use CC#01/02 unless you specifically know that it is CC#03/04, more business or less business.

· Firm also send a list of stores closed/reopening with New store number, make sure you save these files, they come in handy when doing QCEW

· If you need any valid street addresses, use the website store locator (by zip code) to find store number and edit the address in COMET.

· Please make sure to confirm with the location in question; Store management is more than happy to let you know if they have been closed down due to remodeling/restocking/retooling, etc.

Seasonal Changes (Are there seasonal employment changes, when and for what type of units do they take place)

· Seasonal changes are possible since the firm is a retail industry. These changes likely occur during major holidays.

Recurring issues/problems (these things happen every or nearly every month):

· There are recurring duplicates that show up in COMET and need to be fixed before processing load file.

· ADD together the AE, WW and WAGES (if required) to the record with the SAME EIN, RUD, & Address

Notes about current month (note the year/month, enter the most recent month at the top of box):

· 11/2015 - 03/2016: No issues, fixed duplicates.

Things to consider for next month's processing (same format as above)

· 04/2016: Fix duplicate import errors before SPIFF verification. Follow directions in pre-processing section.

Technical Exhibit 9 - CES Processing Checklist

FIRM:

DATE:

INITIALS CONFIRM CHECKLIST

STEPS READ & APPLIED

I. FIRST, CREATE A PROCESSING STATUS for Month/Year in EDIWeb. Key the accurate arrival date.

II. Perform firm-specific, Preprocessing steps. READ firm notes. If needed, consult previous analyst, BLS Team POC or Supervisor.

QA Pre-Processing

Firm Notes followed

Autostan file used if instructed by notes

Data Verification

***** Compares current load file vs Last month's load file.*****

I. Open EDIWeb

Click EDI Login, Enter Login informaton

Select CES ¿ Select Firm ¿ Under SPIFF tab select Create CES Files.

Note: DOUBLE CHECK for the correct MONTH & YEAR.

DOUBLE CHECK Mapping & Conditions before creating CES Files.

If anything needs to be changed OR looks unusual, consult with BLS Team POC or Supervisor.

Browse to select your CURRENT month's RAW.TXT file.

Set the current year and the current month and click Load.

The system will take you through various steps.

The files SPIFF creates during the process are located in N:\Attachments.

The names of the SPIFF created files have the numerical FIRM CODE as a prefix on the filenames

Copy these files from N:\Attachments to your firm folder in E: or F: and rename to xxxMMYYraw.xls, xxxMMYYload.txt and xxxMMYYload.xls (xxx is firm abbreviation, MMYY is 2 digit month and 2 digit year)

Use Autostan file only if mentioned in the firm notes.

II. System displays a DATA VERIFICATION report.

If the verification is successful (AE & RecCount Change less than 5%), Go to Step V

If the verification fails (AE & RecCount Change greater than 5%), go to Step III.

III. Investigate the reason for verification failure. BLS requires a reason for change prior to verification approval.

Was Pre-processing done correctly?

Was correct previous month file selected?

Does incoming show correct month & year?

2. The DATA...What's missing? What's new? Are there records missing employment?

Is this following normal business trends for this firm? Enter reason in EDI WEB notes section. (Check firm notes, Previous months verifications)

If no reason is found, click Stop File Creation Process.

If reason is received enter comment in the notes section and click Send Data Verification Approval Process.

Contact firm if necessary and request new data or an answer to explain the over-the-month change.

IV. A VERIFICATION APPROVAL email from BLS will signal readiness to continue.

Go to EDI WEB¿ CES¿Select firm¿ Under Workload tab select Processing Status¿

Select Current MONTH ¿ Click "Check Approval Received"

V. Copy the following data.

1. Record your Incoming Records and Total Employment

Incoming Records:

Total Employment:

2. The system will then create your CES files located in N:\Attachments.

COMET

I. Go to COMET

II. Enter your USER ID and PASSWORD. Your user ID is lastname.firstname (same as your BLS email).

III. Click on "Check Firm Out" to Check out firm needed for processing.

1. Select the firm needed for processing.

2. Make sure you have selected ALL FIPS.

3. Click Check Out at the bottom of your screen.

IV. Go to Data Processing. Select the load file to be imported, After selecting load file click Validate.

QA COMET Processing

Import errors properly resolved

V. The system will give you the # of import errors. Copy this number down. If there are none go to step VI

1. Save out Excel file for Import Errors as xxxMMYYImpErrors.xlsx

2. Resolve Import Errors outside of COMET, Click No At "Would you like to continue importing the file?"

3. Resolve import errors, Re-import the file.

VI. Copy down Total Records in File.

1.Click Yes, when ready to import the file.

QA COMET Processing

New units processed correctly

Report numbers assigned appropriately in the past

VII. The system will provide new units & delinquents.

1. Copy the # of new Units

2. Save out Excel file for New Unit as xxxMMYYNew.xlsx

3. Save out Excel file for Delinquents as xxxMMYYDelinquents.xlsx

4. Click Yes, After saving New & Delinquents Reports.

VIII. The system will provide Subdata Results.

1. Copy the # of Error Records

2. Save out Excel file for Batch Edits Subdata Report as xxxMMYYSubdata.xlsx

3. Click Yes, After Saving Subdata Report.

IX. The system will ask to Resolve New Units before Aggregation process.

1. Sort the window based on the Notes

2. System has auto default sort by : FIPS, EIN, CITY, ADDRESS.

3. CES Num Colors, A. BLUE = SINGLE

B. RED = PARENT

C. WHITE = HAVE A PARENT

4. Until all the New units are resolved you will not be able to move to next step.

5. After resolving New units, Click on Aggregate.

X. The system will provide Aggregate results.

1. Copy the # of Aggregated Records.

2. Click Yes.

XI. The system will ask for Batch Edit CES Data.

1. Please select EXCLUDE RC 90.

2. Click YES, After Selecting EXCLUDE RC 90.

QA COMET Processing

Edit & Screening errors coded properly

Errors from previous months coded properly

Additional Batch Edit Test verified

XII. The system will provide Edit & Screening Errors

Copy the # of Edit & Screening Errors.

A. PrintScreen the Batch Edit CES Data Screen into a Word Doc.

B. Save it to firm folder as xxxMMYYBatchEdits.docx

C. Review the results shown for Additional Batch Edit CES Data

D. If all error counts are ZERO, Go to Step 2.

a. If any of the edits have 1 or more errors, see your BLS team lead or supervisor.

b. Copy the # of Additional Batch Edit CES Data Result:

Save out Excel file for Edit & Screening as xxxMMYYEditScreen.xlsx

3. Click YES, To Resolve Edit Errors, Screening Errors & Subdata Errors.

4. Before resolving any errors, Save out Excel file for Failed Report Counts.

5. Click Reports, then Click Failed rept Counts save Excel as xxxMMYYFailedCounts.xlsx

6. To go back to Resolving Errors, Click Data Processing & than Edit & Screening.

7. You can perform a sort by clicking on RC(Micro) tab, "11" (Edit Error) or a "12" (Screening Error)

8. Either selection will bring up those errors after clicking the "Filter" button.

9. Once the errors appear, go to the Micro Data Screen.

You'll see current micro data and historical data. Place your cursor in the blue field to see what the error is.

You also can refer to the edit & Screening report to see the error and four months of micro data.

12. Once you've coded all or some of your errors, then click on save.

13. If you have any uncoded edits, they will not export. They are called "WITHHELD" units.

14. Copy the # of WITHHELD units.

15. All WITHHELD Records must be coded before processing the new month.

XIII. Check the firm back into server.

1. Click Check In.

2. Select the firm you wish to Check In OR Undo Checkout.

Check In - when you are done processing and want the data to be exported.

Undo Checkout - when you do not want to save your work.

3. Click Check In OR Undo Checkout.

XIV. Exports will be conducted centrally by a government administrator.

QA Post-Processing

CES processing checklist complete

Data metrics keyed in EDI Web

Firm notes current and updated

Electronic File maintenance completed

Post Processing

I. Enter the CES processing information into EDI WEB. Enter any unusual issues in the notes section. Remember to save your entries.

II. DO NOT ENTER any data for Date Exported Or Exported Records

III. Exports will be conducted centrally by a BLS Administrator.

IV. Update the firm's Processing Notes with relevant detail.

V. Delete extra month's from firm folder.

VI. Return to page 1 of this CHECKLIST to initial, indicating compliance with all CES Processing Checklist steps.

File Naming Conventions

I. Incoming original file : Do not change the incoming name.

II. Formatted Original File: xxxMMYYRaw.txt

III. Load File: xxxMMYYLoad.txt

IV. Load XLS: xxxMMYYLoad.xls

V. Import Errors: xxxMMYYImpErrors.xlsx

VI. New Records : xxxMMYYNew.xlsx

VII. Delinquent Units: xxxMMYYDelinquents.xlsx

VIII.Batch Edit Subdata Reports: xxxMMYYSubdata.xlsx

IX. Additional Batch Edit CES Data: xxxMMYYBatchEdits.docx

X.Batch Edit CESData Report: xxxMMYYEditScreen.xlsx

XI. Failed Report Counts: xxxMMYYFailedCounts.xlsx

Technical Exhibit 10 - QCEW Processing Checklist

Firm Name: _________________________________________ YR/QTR: ______

Create a processing status for the ref yr/qtr in EDI WEB. Enter Arrival date.

AT ANY POINT IN PROCESSING IF IT DOESN'T LOOK RIGHT, ASK A QUESTION!!!

QA Pre-Processing

Firm Notes followed

Consolidation Prep used if instructed by notes

Pre-Processing Outside of SLED : Any firm-specific steps to make the file useable or improved

Review Firm Notes in E: and F: See previous processor, ORI Supervisor or Trainer if help is needed.

Pre-Processing Outside of SLED : EDI WEB/SPIFF

On the internet, go to EDI WEB. From the EDI WEB home page, login, then select MWR --> Select Firm--> Under SPIFF tab select Create QCEW Files. The files SPIFF creates during the process are located in N:\Attachments. The names of the SPIFF created files have the numerical FIRM CODE as a prefix on the filenames. Copy these files from N:\Attachments to your firm folder in E: or F:. Rename to XXXYRQload and XXXYRQraw.txt (XXX is firm abbreviation).

Data Verification --Compares current load file vs last quarter's load file

Load file -- System displays a data verification report.

- If the verification is successful (OTQ change less than 5%), write down the number of incoming records column below.

- If the verification fails (OTQ change greater than 5%), the process will stop. The system will generate an email to BLS for approval. Follow instructions below.

Investigate the reason for verification failure. BLS requires a reason for change prior to verification approval.

- Was pre-processing done correctly?

- What data are missing? What's new?

- Is this following normal business trends for this firm?

- Firm notes and previous QTRs verifications checked?

**** Contact firm, if necessary and request new data or an answer for the big over-the-quarter change.

****Enter reason in EDI WEB notes section.

- Continue when you have received Verification Approval Email from BLS.

- Go to EDI WEB--> MWR-->Select firm--> Under Workload tab select Processing Status-->

- Select Current QTR -->Click "Check Approval Received"

The system will create and save the MWR files to N:\Attachments.

- Record the number of incoming records.

- System will display EINs and Names to be uploaded.

- If there are invalid data, research and reload raw.txt after corrections.

Copy load file to the firm's folder on the SLED (Y drive).

After data verification, LOAD file into SLED to see number of Crosswalk errors. A number of problems could be “discovered” earlier in the processing cycle when this step is followed.

In Step 38 of this Checklist you will be asked to update firm notes. Take notes as you process and this step will be easier.

All documentation must be electronic

An electronic version of the processing checklist and database checklist must be saved

SLED Processing

1. Go…