DEPS Project Scope.pdf

DCYF Enterprise Payment System Scope

Application System Full Name

Current State Owner

DEPS Scope DEPS Status Description/Purpose Payment Stage Part of a Larger System

Current State Inbound/

Outbound

Current Interface#

Used by: (Child Welfare (CW), Early Learning (EL), Administrative (Admin), Juvenile

Rehabilitation (JR) AFRS Agency Financial

Reporting System OFM Interface Interface to

Workday The Agency Financial Reporting System (AFRS) is Washington State’s central hub for accounting information. It gives users the ability to pay agency bills, receive payments, reimburse travel and accomplish many other business financial processes. WaTech system used to issue payments to contractors, vendors and individuals. Users must obtain a Statewide Vendor ID number before a payment can be issued to the user from the AFRS system.

OFM owned/managed WA State financial system. SSPS Provider/Vendor payment Data (H2_EFT) records for EFT payment by AFRS. Payment file (VPS_AA) sent to AFRS for provider/vendor warrant payments processed by SSPS. Payment file (VPS_AA) sent to AFRS for provider/vendor warrant payments processed by SSPS.

Provides 'wrap back' provider payment information (EFT ACH#, warrant number & payment date) by way of data feed from AFRS to DSHS and DSHS to SSPS.

3: Payment Processing MERIT, CAPS, SSPS Unisys, VPS

Inbound and Outbound

INT007, INT010 CW, EL, JR, Admin

AFRS Data Agency Financial Reporting System Data

DSHS Interface Interface to Workday

The Agency Financial Reporting System (AFRS) is Washington State’s central hub for accounting information. It gives users the ability to pay agency bills, receive payments, reimburse travel and accomplish many other business financial processes.

3: Payment Processing Inbound and Outbound

CW, EL, JR, Admin

ATLAS Automated Tax and Licensing Administration System

DOR In Scope Interface to Legacy

System of record for WA state businesses to register and comply with their business licensing requirements and tax obligations.

4: Reconciliation Outbound

Barcode Barcode (Child Care services authorizations)

DSHS Interface Interface to Legacy

Provides Service Authorization and active subsidy schedules. DSHS owned/managed system that provides Service Authorization details for SSPS Provider Invoicing used for attestation, Social Service Notices, and Vendor Payments.

One of Barcode's many applications/services is called the Working Connections Child Care (WCCC) & the Working Connections Automated Program (WCAP) WCCC/WCAP are defined as: A system used to create and track child care applications, authorize and re-authorize child care assistance payments, track vendors, and provide ongoing case management for child care assistance.

1: Service Authorization SSPS Unisys Inbound and Outbound

INT030, INT032 EL

CARS Collections and Accounts Receivable System

DSHS Interface Interface to Legacy

System used to identify and recover overpayments by the DSHS Office of Financial Recovery (OFR). CARS stands for Collections and Accounts Receivable System, which is the system used by the Washington State Department of Social and Health Services (DSHS) Office of Financial Recovery (OFR) to manage debt for providers

4: Payment Processing Outbound and Inbound

CW, EL

CCHB Childcare Health Benefits

DCYF Research Undetermined As a result of the Collective Bargaining Agreement (CBA) between Service Employees International Union (SEIU) 925 and the State of Washington, Licensed Family Home Child Care Providers may be eligible for health care and dental care benefits.

In order to be eligible, you must not have other health insurance coverage, you must complete an enrollment form, and continue to claim your SSPS invoices by the 15th of each month. If eligible, DCYF will deduct a $30 monthly premium from regular child care payments.

Please note that in addition to your SSPS number, a valid social security number (SSN) or nine-digit individual tax identification number (ITIN) is required.

2: Service Authorization Inbound

ECEAP Early Childhood Education and Assistance Program

DCYF In Scope Interface to Legacy

ECEAP (pronounced "E-Cap") is the Early Childhood Education and Assistance Program funded by Washington State for children 3 and 4 and, in some locations, infants or toddlers who are younger than 3 years old.

1: Enrollment Inbound EL

EDW Enterprise Data Warehouse

OFM Interface Interface to Legacy

An Enterprise Data Warehouse (EDW) can be summarized as a subject-oriented database or a collection of databases that gathers data from multiple sources and applications into a centralized source ready for analytics and reporting. It stores and manages all the historical business data of an enterprise.

5: Reporting Outbound

Name

Current State Owner

DEPS Scope DEPS Status Description/Purpose Payment Stage Part of a Larger System

Current State Inbound/

Outbound

Current Interface#

Used by: (Child Welfare (CW), Early Learning (EL), Administrative (Admin), Juvenile

Rehabilitation (JR) EIB Enterprise Interface

Builder OFM Interface Interface to

Workday Used to issue provider payment adjustments. SSPS payment adjustment system produces an Excel file (A19) is uploaded to toolbox to move agency data to AFRS. Used for non-provider payment data. E.g. withheld union dues payable to the union, healthcare benefits, etc. SSPS provider/vendor payment data file sent to the DCYF Fiscal team to review/update. Formatted file is sent/uploaded to the AFRS Financial Toolbox for posting to AFRS.

5: Reconciliation Inbound and Outbound

Early Learning (EL) Portal

Early Learning Portal

DCYF Interface Interface to Legacy

Early Learning Portal is a root web application that uses the DelWebAuth database for storing and providing demographic information and MERIT Early Achiever ratings to SSPS. This application is the system of record for demographic information that populates other systems such as MERIT and WA Compass. All provider demographics originating from WA Compass and MERIT are entered in FamLink and Barcode which update monthly and populate all SSPS WebConnect screens and Early Learning Portal as required. (language, ethnicity, contact information changes).

SSPS Data Input: Demographic and Early Achiever Rating data.

DCYF portal account is the shared account for DCYF applications including ELMS, MERIT and ESIT.

1: Enrollment Inbound INT041 EL

FamLink/CCWIS FamLink / Future Comprehensive Child Welfare Information System

(CCWIS)

DCYF Interface Interface to Legacy

FamLink receives payment data from SSPS and captures journal entries for CW VMS payment data. Uses MFT. Payment & provider information: Account codes (COA), reason codes, authorization, warrant/EFT payment information. SSPS return of SSPS authorization ID or error to FamLink.

2: Service Authorization SSPS Windows, SSPS Unisys

Inbound and Outbound

INT033, INT034,

INT052, INT035

CW, EL, Admin

Garnishments Garnishments DSHS Future: DCYF

DEPS

In Scope Will be in DEPS DSHS owned/managed database by Technology Services Division (TSD). DCYF uses to manage providers that need garnishments applied to their payments. 700 a month with 95% being re-payments of overpayments.

Garnishments handle overpayments, tax liens, child support or any other court ordered repayment obligations. Excluded are union dues and health care dues (for FFN child care services). Uses MFT.

4: Payment Processing SSPS Unisys Inbound and Outbound

CW, EL

GMS Grants Management System

DSHS Interface Interface to Legacy

GMS calculates and processes grant draw reports that is used for manual draw. Expenditures come from AFRS data. Use EIB.

DSHS owned/managed database by Technology Services Division (TSD) for managing grants. Grants team email a 'request to make payment' spreadsheet to SSPS on ad hoc basis. SSPS uploads it to SQL database for authorization creation and one-time payment processing.

2: Service Authorization SSPS Windows

Inbound INT036

OFR Office of Financial Recovery

DSHS In Scope Interface to Legacy

OFR is responsible for the billing and collections for the cost of care for individuals living at the four state-operated Residential Habilitation Centers (RHC's).

4: Payment Processing Outbound

OIAA Server Office of Innovation, Alignment and Accountability Server

DCYF Interface Interface to Legacy

Office of Innovation, Alignment, & Accountability (DCYF) services provide evaluation and research, data reporting, data governance and operations, digital innovation, and performance improvement.

4: Payment Processing Outbound CW, EL

RDA CSDB Research & Data Analysis Client Services Database

DSHS Interface Interface to Legacy

DSHS owned/managed system uses SSPS data for analysis, forecasting, trends, etc. in Barcode and ACES.

4: Payment Processing Outbound INT038, INT054

SAO State Auditor's Office

WA State Agency Interface Interface to Legacy

Payment data shared with the State Auditor's Office for audit purposes. Subject to state and federal law, the method of access or transfer of Confidential Information, or Confidential Information with Special Protections (Category 3 data or Category 4 data) shall be through a mtf.wa.gov, a WaTech secure file transfer or Unisys and IBM host SFTP for SSPS monthly data Transmissions. Other methods of securely sharing Data must be agreed to in writing by both DCYF and SAO.

4: Payment Processing SSPS Unisys Outbound INT051 CW, EL

SAW/Okta Secure Access Washington / SAW replacement solution will be leveraging Okta

CTS Interface Interface to Legacy

SAW is used by Washington residents and businesses to apply for a range of services from state agencies, update and report information, and complete secure transactions. Service provided by Washington's Consolidated Technology Services.

5: Reconciliation Inbound and Outbound

Name

Current State Owner

DEPS Scope DEPS Status Description/Purpose Payment Stage Part of a Larger System

Current State Inbound/

Outbound

Current Interface#

Used by: (Child Welfare (CW), Early Learning (EL), Administrative (Admin), Juvenile

Rehabilitation (JR) SEIU 925 SEIU 925 - Imagine

Institute App Imagine Institute Interface Interface to

Legacy System used for childcare provider Union collective bargaining agreement reporting to identify and apply deductions for eligible childcare providers.

Vendor System - used for childcare provider Union collective bargaining agreement reporting to identify and apply deductions for eligible childcare providers.

1: Service Authorization SSPS Windows

Inbound and Outbound

INT044, INT045 EL

SEMS Support Enforcement Management System

DSHS Interface Interface to Legacy

Child Support case information. The Support Enforcement Management System (SEMS) is Washington State’s child support enforcement system. It helps manage and enforce child support orders by automating various processes such as locating parents, establishing paternity, and collecting support payments.

4: Payment Processing Outbound CW, EL

SOL Statute of Limitations

DCYF / DSHS In Scope Will be in DEPS Tracks the aging of uncashed warrants (DSHS Remediating).

Identifies checks that have not been cashed within the statute timeframe of 180 days (stale dated). SOL is used for tracking provider warrants issued by third party systems (e.g. ACES, OES, ProviderOne), according to DSHS SMEs.

4: Payment Processing Inbound and Outbound

CW, EL

SSPS Social Service Payment System

DCYF / DSHS In Scope Will be in DEPS Payment system for child welfare and child subsidy providers, direct connection to AFRS and creates toolbox for non-provider payments in AFRS.

Social Services Payment System (SSPS) MFT * Vendor Payment System (VPS)

System is mainframe (Unisys, IBM and Windows Server) hosted by DSHS & application layer maintained by DCYF. Multiple system interfaces w/ most COA coding done in the source business system.

4: Payment Processing Inbound and Outbound

INT028, INT026,

INT027INT025,

INT011

CW, EL, Admin

SSPS DCYF SQL/DEL

Extract DB

DCYF SSPS

SQL/DEL Extract DB

DCYF In Scope Will be in DEPS SSPS data copied to the ETL Subsidy DB used for DCYF line of business systems (MERIT, EAS, ELDR, OIAA DW), reporting, and analysis.

4: Payment Processing DCYF SSPS SQL Database, SSPS

Windows Servers

Inbound and Outbound

INT012

SSPS DSHS SQL

SSPS Data DB

DSHS SQL SSPS

Data DB

DSHS Interface Interface to Legacy

DSHS database owned/managed by DSHS Technology Services Division (TSD) containing data from SSPS to feed line of business systems (TRDB, SOL, CARS/OFR, Garnishments) managed by DSHS and used by DCYF lines of business.

4: Payment Processing SSPS Windows

Inbound and Outbound

INT014 CW, EL, Admin

SSPS Provider Portal Social Service Payment System Provider Portal

DCYF In Scope Will be in DEPS SSPS application enabling providers to access provider profile, view and claim invoices, social services notices, and view and download tax documents and contact DCYF personnel.

Multiple system interfaces w/ most COA coding done in the source business system. Data related to social service notice, remittance advice, provider demographics, trailers, provider print opt in/out flag.

Provider can view or download tax documents related to provider/vendor payments.

3: Payment Authorization Inbound and Outbound

INT015, INT016,

INT017, INT018,

INT019

CW, EL, Admin

Subsidy ETL Database

Subsidy ETL Database

DCYF Interface Interface to Legacy

ETL is a common approach to integrating data and organizing data stacks. A typical ETL process comprises the following stages: 1.

Extracting data from sources 2. Transforming data into data models

3. Loading data into data warehouses

6: Reporting Outbound

Symago (IVR) Interactive Voice Response

Vendor System In Scope Will be in DEPS Payment system for child welfare and child subsidy providers;

interface to upload in AFRS. System is mainframe (Unisys, IBM and Windows Server) hosted by DSHS & application layer maintained by DCYF. Multiple system interfaces w/ most COA coding done in the source business system. Interactive voice response (IVR) data for SSPS invoice claiming. Data contains claimed invoices via 'Invoice Express'. Data is sent twice a month.

6: Reporting SSPS Unisys, SSPS

Windows

Inbound and Outbound

INT046, INT047,

INT056

TG Transaction Generator

DCYF In Scope Will be in DEPS Internal process in SSPS to create authorizations from a spreadsheet (similar to Toolbox in AFRS). TG is a service within SSPS.

3: Payment Processing Inbound and Outbound

TM$ Treasury Management System

WA State Treasurer

Interface Interface to Legacy

Provider payment data. The Treasurer’s Office is responsible for receiving, maintaining, disbursing, and transferring all public monies of the state unless required by law to be handled by other state agencies.

3: Payment Processing SSPS Unisys Outbound INT050, INT053

Name

Current State Owner

DEPS Scope DEPS Status Description/Purpose Payment Stage Part of a Larger System

Current State Inbound/

Outbound

Current Interface#

Used by: (Child Welfare (CW), Early Learning (EL), Administrative (Admin), Juvenile

Rehabilitation (JR) TRA/TR Tiered

Reimbursement Application

DCYF Interface Interface to Legacy

A DCYF-owned/managed system calculates tiered reimbursement award amount based on SSPS payment data that meets various criteria for calculating additional provider payments.

3: Payment Authorization Inbound and Outbound

INT040 CW, EL, JR

TRDB Tax Reporting Database

DSHS In Scope Will be in DEPS Federal Reporting – payment correction & tax reporting for SSPS providers and AFRS payment recipients. Uses MFT. System that reports taxes and creates documents for SSPS service providers.

4: Payment Processing Inbound and Outbound

INT058, INT019 CW, EL, JR

VOW OFR Vendor Overpayment Web/SSPS Overpayment App

DSHS In Scope Will be in DEPS System used to collect an overpayment debt through lien, foreclosure, seizure, and sale against real or personal property, order to withhold and deliver (garnishment), or any other collection action.

4: Payment Processing Inbound and Outbound

CW, EL

VPS Vendor Payment System

DCYF / DSHS In Scope (limited functionality)

Retire Ingests SSPS and then provides UI to case workers to manage overpayment to providers. VPS is maintained on the SSPS Unisys Mainframe and produces paper warrants from data provided by the SSPS system and payment data to AFRS.

4: Payment Processing SSPS Internal Inbound and Outbound

INT023, INT020,

INT021, INT022,

INT008

Workday - OneWA Workday OFM Interface Interface to Workday

One Washington, led by the Office of Financial Management, is an enterprise-wide transformation program focused on replacing 1960s-era technology with a cloud-based solution for finance, procurement, budget, HR, and payroll processes. Phase 1A of the program includes replacement of the Agency Financial Reporting System (AFRS) with a new, cloud-based enterprise resource planning (ERP) system.

4: Payment Processing OneWA Inbound and Outbound

CW, EL, JR, Admin

DEPS Project Systems Scope