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DSS ADMINISTRATIVE LETTER Performance Management/Reporting and Evaluation Management PM-REM-AL-0307

TO: County Directors of Social Services

ATTENTION: DSS Child Welfare Services Program Administrators

SUBJECT: Case Managers with Multiple Social Security Numbers or Alternate IDs in the Services Information System (SIS)

DATE: May 7, 2007

I. GENERAL INFORMATION

IMPORTANT NOTE: Please ensure that all Case Manager Names have been corrected according to the instructions contained in ADMINISTRATIVE LETTER PM-REM-AL-0207 before making changes to information listed on the SYA945-1 report. This will ensure that all multiple SSNs/Alternate IDs for a worker appear on the SYA945-1 report under the same Worker Name.

II. REPORT

III. CASE MANAGER NUMBER CORRECTION

Counties are asked to complete the corrections described in this Administrative Letter prior to the mass update scheduled for May 31, 2007. This is the last step in preparation for that update. In review, prior to the mass update, counties should perform the actions summarized below (for all open DSS-5027s or those closed on or after Oct. 1, 2006):

Counties should regularly check reports SYA925 “SIS WORKER CREATION EXCEPTION REPORT”, CYA935 “CYA WORKER CREATION EXCEPTION REPORT”, SYA940-1 “WORKER ID BY COUNTY REPPT” and SYA945 “WORKERS W MULT SSN’ until the mass update on the night of May 31, 2007 to ensure that the above actions have been completed. To avoid adding records to the SYA925, CYA935 or SYA945 reports, counties should take care when entering new or updating existing DSS-5027s between now and May 31, 2007 making sure the correct, valid Case Manager Number is used and the correct spelling an combination of Last Name, First Initial and Middle Initial is used for the Case Manager. Counties can refer to report SYA940-1 to make this determination, especially after all the above reports have been worked.

If you have any questions, please contact DSS Information Systems Support staff of the Performance Management/Reporting and Evaluation Management Section at (919) 733-8938.

HB/mb

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