Collection and Disbursement System(CDS), State of Nevada , Department of Health and Human Services
The Nevada State Collection and Disbursement Unit (SCaDU) under Department of Human Resources Welfare Division aimed to enhance the functionality of SCaDU's existing DISC FS system through design, development and implementation of a new web based collection and disbursement system. NV SDU also intended to extend the availability and accessibility of the needed information related to payments and disbursements over the Internet. HCL worked to implement a replacement system that enabled workflow capabilities of the SCaDU application and develop new enterprise wide workflow-based application using the deployed system infrastructure.
What You Need to Know
CDS is a flexible collection and distribution solution that streamlines and centralizes the entire collection process of child support payments. It is a comprehensive payment collection and tracking system that detects and processes instances of possible errors in distribution & reconciliation, non-sufficient payments, alerts against bad collection history and personal checks
The State Collection and Disbursement Unit (SCaDU), is the state level agency responsible for collection and disbursement of Child Support Payments and processes over 450,000 documents per year. HCL enhanced the functionality of the SCaDU DISK FS system by designing and implementing a new web based system with new features and functionality. The new system automates the child enforcement payment collections received from across the state at SCaDU's Northern and Southern units and its distribution to NOMADS (Nevada Operations of Multi Automated Data System) by generating daily data extracts.
The earlier 16-bit, client server system had limitations with respect to processing of cash payments, searching models, processing speed, administration and maintenance, and location dependent access.
Some of the other challenges encountered were;
- Large number of documents scanned per batch, lack of quality and Manual endorsing
- Inability to accept counter payments using multiple modes or generate single or individual pay receipts, photocopying of large payments to enforce security and tracking
- Inadequate search facility for looking up past models
- Manual sorting of deposit groups into cash, mail receipts and foreign currency,
- Seat based licensing limiting the number of desktops from which indexing of documents or their identifications can be done,
- No access to other county partners to look up models or perform research,
- Reports not having the flexibility to select date range, absence of any statistical reports
- No scalability, no parameterization to meet changing business rules. Hard coded values. No System Administration module. Every change required vendor dependence. A time bound system with little flexibility and no extensibility.
The overall objectives of CDS system were to:
- Automate verification and posting of cheques to their respective accounts. This will facilitate faster processing and disbursement of the payments
- Cheques and supporting documents should be made available online for review and approval. Alerts to be provided to the staff to carry out review of the supporting documents. The system also provide a Big O analysis of process performance thereby providing a mechanism for keeping a check on the efficiency of the processes that paves way for continuous process improvement.
- Monitoring received cheques and supporting documents on a continuous basis based on parameter settings. These could be escalations, reminders, notifications etc. The pending cheques will also be monitored by the system.
- Providing a comprehensive set of management information reports including graphical outputs
- Entire reporting through the workflow system
Average Monthly Volumes
- Documents: 40,000
- Pages: 55,000
- Processed Amount: $10 million
The diagram below represents a schematic view of the system.
Child Support Enforcement Divisions of State Welfare departments dealing with collection of child support payments had to struggle with thousands of mail and cash payments received everyday; sort the payments, manage large volume documents with varying sizes of checks and supporting documents, perform reconciliation and deposit monies to the bank on the same day, identify and distribute each payment against the non custodial parent; disburse monies to the custodial parents; reconcile the monies received and monies disbursed everyday; generate complex reports.
When caseworkers required information on past payments or NCPs, they had to search through thousands of past payment records. Once the monies were deposited in the bank, the physical proof of the payment was lost. Any mismatch in the dollar-cent amount required time-consuming reconciliation process involving manually running the adding machine tapes. This left the caseworkers with problems like extended processing time extending far beyond the federal guideline of 48 hours, lower productivity and high costs of processing payments.
HCL (Mass.), Inc. presented an integrated Imaging and Web-based Payment Collection and Distribution System (CDS) to overcome the problems and improve the efficiency of child support payment collection and distribution processes of the State. CDS is parameterized and scalable to ensure swift customization and deployment.
CDS allows receipts of cash payments using multiple payment modes with ability to print single or individual receipts. Mail payments are cataloged based on receipts types as Mail, Other Counties, Pseudo payments and Other Jurisdiction payments. The state of the art Imaging component has the ability to scan large volume of documents with automatic indexing for check amount (OCR) and MICR line and also the electronic endorsement of each scanned document. Deposits are automatically segregated as cash, mail receipts and foreign payments with ability to print details of each deposit listing. Caseworkers can configure their preference to process payments based on dollar amount, receipt type and its status.
CDS offers access to Case Workers over the Internet, which enables them to look up check images and supporting documents over the web, spend less time in identifying the case and yet perform correct distribution well within 48 hours time frame. Using its built-in search engine, CDS is capable of automatically pulling matching past payment records from the database and allowing their import for case distribution, thus saving valuable time and resources in building complex models involving large lists.
There are features to post, suspend, or hold the payments. If the payment is not fully identified, it also allows partial posting and disbursement of identified amount such that identified payments do not have to wait till complete receipt is identified. It also has powerful Query builder, which helps look up past identified and posted payments and make corrections to them.
CDS offers number of utilities that help Case workers record notes, look up details of the payment, view images of past models, alter receipt information and its type, set holiday list for calculation of target Identification date, import past payment and NCP master records from legacy system and export daily payment details in an ASCII format for legacy system integration. It also provides for automation of data and image archival.
CDS offers GUI based Web interface for system administration and management, for creation of users and access policies governing security of the application and data and also for maintenance of all its master entities.
Case Workers can monitor their individual payment processing statistics and also the pending workload for the day. CDS generates about 24 daily reconciliation reports helping the agency with bank reconciliation and some monthly and statistical and audit reports to gauge individual worker's productivity. Entire life cycle of the payment from the time it enters the system till it is archived can be tracked using reports. Thus, supervisors and their managers can easily generate real-time reports, performance related statistics, and mandatory reports, or a full life cycle of the payment in standard format. Statistics and information can be simply generated to assist internal reporting of team progress and the effective deployment of resources.
The SCaDU CDS is built using FileNet products (Imaging system) and J2EE framework (web-based statewide system) that assists in centralized collection and distribution of child support payments.
The system can easily be tailored to accommodate future needs and provide up-to-date information to keep pace with the future needs of the child support enforcement agency.
On Windows Platform (Windows 2000 Advanced Server SP3)
FileNet P8 Content Engine 2.0.1x
Oracle 9i Oracle 184.108.40.206 (Standard and Enterprise Editions)
On AIX Platform (AIX V5.2 Server)
IBM HTTP server
IBM WebSphere Application Server v5.2
FileNet P8 Application Engine 2.0.1x
On Client Desktop (Windows 2000)
Capture Professional v4.x
Internet Explorer v5.5 or above
DHR selected HCL to develop a system that addresses the shortcomings of the current system, meets the business needs of the department and prepares it for the future.
- The system is highly scalable and supports the document imaging requirements of the division with minimum investments.
- The citizens from different counties of the state can search information over the Internet through the user-friendly interface of the new system and can also keep a track of the SCaDU cases.
- The new system gives high business continuity and maximum system availability through minimum downtime.
- The system has a load distributed environment i.e. the processing and communications activity is evenly distributed across a computer network so that no single device is overloaded and hence the performance of the system is increased.
- The new system provides a secure environment for document storage with minimum search time and faster retrieval time. Only authorized users are allowed to access and view the document images. The automated workflow routine notifies the staff of the receipt of new work items and monitors the performance of the key business processes. Faster retrieval time enables the users to search through the large number of records quickly.
- The system has an enterprise wide infrastructure for development of new document management and workflow applications. Content Manager is based on the FileNet P8 architecture, which offers enterprise level scalability and flexibility to handle the most demanding content challenges, the most complex business processes, and integration to all the old systems. FileNet P8 easily integrates with other enterprise applications and provides a scalable framework for functional expansion for managing enterprise content and Web publishing challenges, and provides greater process control and consistency across the enterprise.
|CDS||Collection and Disbursement System|
|HCL||HCL (MASS.), Inc.|
|NOMADS||Nevada Operations of Multi Automated Data System|
|NV SDU||Nevada State Disbursement Unit|
|OCR||Optical Character Recognition|
|SCaDU||State Collection And Disbursement Unit|