DSS ADMINISTRATIVE LETTER PERFORMANCE REPORTING AND AUTOMATION (WORK FIRST AND FOOD STAMPS) NO. 4-2004
DOA ADMINISTRATIVE LETTER DIVISION OF AGING AND ADULT SERVICES, ADULT SERVICES SECTION NO. 04-7
TO: COUNTY DIRECTORS
ATTENTION: INCOME MAINTENANCE DIRECTORS, MEDICAID CASEWORKERS AND SUPERVISORS, WORKFIRST CASEWORKERS AND SUPERVISORS, FOOD STAMP CASEWORKERS AND SUPERVISORS, SPECIAL ASSISTANCE CASEWORKERS AND SUPERVISORS
DATE: MARCH 31, 2004
SUBJECT: RACE CODE CHANGES TO THE COMMON NAME DATA SERVICE (CNDS)
The purpose of this letter is to provide information regarding the recent changes to CNDS and the race code values. Most of the changes should not be noticeable; however, the situations in II. below will be noticeable.
As a result of Title VI and other Federal Regulations, many Divisions within the Department of Health and Human Services are required to begin collecting multiple race codes, an ethnicity code, and language preference for their recipients. In order to meet Federal reporting requirements, the Eligibility Information System (EIS) and the Food Stamp Information System (FSIS) must be modified to begin collecting this new data no later than October 2004. In preparation for the changes to EIS and FSIS, the following modifications have been made to CNDS.
CNDS can now store up to 5 race code values for an individual, but only one can be viewed/modified until changes are made to EIS and FSIS. The race code with the most current date/time stamp is displayed through EIS and FSIS.
Once changes are made to EIS and FSIS, individuals can indicate whether or not they are of Hispanic/Latino culture or origin.
Once changes are made to EIS and FSIS, individuals with Limited English Proficiency can designate their language preference.
In order to meet the reporting deadline above, changes were made to the CNDS causing some race codes to be out of sync between EIS/FSIS and CNDS. These changes were effective March 1, 2004.
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.