This topic contains information on the following subjects:
The EIS/ACTS Interface has several components that work together to share information between the two systems. These components are:
Triggers are exchanged between EIS and ACTS through the "Electronic Filing Cabinet", which works in the following manner:
1. EIS loads its triggers for ACTS into the filing cabinet during nightly processing.
2. ACTS collects the trigger records that evening and processes them nightly batch processing. At the end of the nightly batch, ACTS loads its triggers for EIS into the filing cabinet.
3. The following night, EIS collects the triggers from ACTS that were loaded the previous night. Throughout the work day, ACTS scans the filing cabinet for referrals that have been approved in EIS and processes those triggers without waiting for nightly processing.
While the CSS program is responsible for ensuring that participant and case data is current in ACTS, county DSS is responsible for providing and updating certain data for all custodial parents (CPs) and children in Public Assistance (PA) cases.
If a CP in a PA case reports that his/her name has changed, CSS caseworkers must not update the participant data in ACTS at that time. Caseworkers must advise the CP to contact the local county DSS and provide them with the updated information. The change is transmitted to ACTS via the EIS interface.
Every CP and child in a WFFA/TANF, IV-E, MAO, or Medicaid-eligible SFHF case is assigned an individual EIS participant number. It is also sometimes referred to as the EIS Individual ID.
CSS identifies each case by its CSS case (IV-D) number. In addition, every WFFA/TANF, IV-E, MAO, and Medicaid-eligible SFHF case also has an EIS case number associated with it. EIS assigns this number, and it is linked to the MPI # of the CP on the EIS case. It is recorded in ACTS when the case is referred over the ACTS/EIS interface.
The amount of WFFA/TANF that has been paid to the CP is recorded under the EIS case number and is used to determine the shares of arrearage payments that should be provided to the State and to the CP.
County DSS is responsible for providing data for all custodial parents (CPs) and children in Public Assistance (PA) cases to CSS. The CSS program is required to receive this information through new case referrals and updates on case participants and to use it appropriately in managing case activities.
The EIS/ACTS interface automatically updates certain CP/child demographic data in ACTS.
ACTS DOES NOT update CP/child data in EIS automatically. ACTS does generate a monthly report for Foster Care workers that contains demographic and collection data for all noncustodial parents (NCPs) of children who are in the custody of county DSS. The only automated way to inform EIS workers of CP/child demographic changes for Work First and Medicaid cases is through the use of notes.
The exchange of current information between CSS and EIS workers is vital to the proper processing of CSS cases. In addition to the standard data sent over in the automated referral, the EIS worker includes any additional information pertinent to the case in a "note".
EX: When EIS refers a WFFA/TANF case with a custodial parent (CP) who has insurance for his/her dependent child, notes about the insurance are included in the referral.
It is the CSS caseworker's responsibility to notify the EIS worker of any changes to the CP’s address, phone number, or SSN, so it is very important that the participant data be kept updated in order to create and send triggers to EIS automatically. If CP or child data (for example, change of address) is updated and the CSS caseworker learns of this before the EIS worker, the CSS caseworker must send a "note" to inform the EIS worker.
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.