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Submission of DSS-1571

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North Carolina Department of Health and Human Services
Office of the Controller
616 Oberlin Road
Raleigh, North Carolina 27605

Courier # 56-20-01

James B. Hunt, Jr., Governor
Joyce H. Johnson, Controller
H. David Bruton, M.D., Secretary
(919) 733-0169

November 16, 1998

Dear County Director of Social Services:

Subject: Submission of DSS-1571 Electronically

As you are aware, one of our goals with the implementation of the PET, PAC, QuIC, and TEC software is to eliminate the paper submission of the monthly DSS-1571 and to utilize existing technology to electronically upload the data to our mainframe system. Effective November 1, 1998, the capability exists for the counties to begin submitting a portion of their DSS-1571 electronically. This begins a new era in the way we do business and will hopefully reduce the amount of administrative costs associated with the monthly reimbursement process. If we work together to utilize the capabilities that will be implemented, then we will see a significant reduction in the time it takes a county to receive its reimbursement settlement each month.

In conjunction with this new way of doing business, we have set up an Internet web site for the DHHS Controller's Office that will be used as a principle means of communicating information with the counties and others in a more rapid manner. This web site will contain such things as copies of letters to the county directors related to fiscal matters, the most current Social Services Fiscal Manual, a section for frequently asked fiscal questions and their answers, access to free software that may be downloaded, and other items of interest to the county directors and fiscal staff. I would strongly recommend that at least one person, and a backup person, in the fiscal area obtain an email address and internet capability so they can use this information to its best advantage. The web address is "http://www.sips.state.nc.us/DHR/Control/contpage.htm".

Attached are the revised instructions for submitting the monthly DSS-1571 report. Any county that feels it wants to take advantage of the new method (electronic) of submitting the Part I may do so as soon as they are set up. All counties will be required to use the electronic method for the Part I with the December 1998 services, reimbursed in January 1999. Also attached are instructions for using RMDS. For faster setup, fax your RACF ID form to Brenda Downing at the number shown on the back of the form.

A hard copy of the revised Social Services Fiscal Manual will be distributed, under separate cover, in the next few weeks. The electronic version is currently available through the web site.

Thank you for your cooperation and assistance in implementing these improvements in the way we do business. If you have any questions, please contact Jim Knight at (919) 733-4640.

Sincerely,

[signed]

Joyce H. Johnson

cc: (w/o attachments)

County Finance Officers
James B. Edgerton
Kevin M. FitzGerald
Nancy Coston
Melinda Hamrick
Karen Anderson
Gary Fuquay
Brenda Downing

cc: Local Business Liaisons (w/ attachments)

Submission Instructions

Certification

The report is to be dated and signed by the County Finance Officer, who by General Statute is responsible for the accuracy of the information reported. The report will be co-signed by the Director of the Department of Social Services.

Submission

Reports have two methods of submission, paper and electronic. Item 1 addresses those items that apply to ALL submissions. Item 2 addresses those items that apply to manual "paper" submissions. Item 3 applies to "electronic" submissions. During a period that the county sends in the 1571 using both methods (for the different Parts), BOTH "Certifications" must be completed appropriately.

1. ALL submissions:

2. MANUAL "paper" submissions:

a. Make sure Personnel Cost Statement or (Turnaround) is separated. (Torn apart)

b. Make sure all percentages in Column 9 thru 18 equal 100% (or 200% if column 17 is used) on the Turnaround or Personnel Cost Statement.

c. Make sure the DSS-1571 Part II totals balance. (Columns 1 and 2 must equal Columns 4 thru 11).

d. Make sure all manual entries on the Part II - Administrative Cost Statement have a Program Code and Fund.

e. Make sure the Director and Finance Officer has signed the Part II - Administrative Cost Statement

f. Make sure all Part III's are attached to back of Part IV's. (Face showing)

g. Make sure the date on the Part IV's is the current month.

h. Make sure that on all Part IV's, the County Number is in 3 Digits in Space #1. This is the only item that is needed in Space #1. (Example - 001 - Alamance)

i. Make sure all Part IV's entries have a SIS ID#, EIS#, or Master Client Index#, Service Code and Fund ID.

j. Make sure all units provided on Part IV's have two decimal places. (Example - 1.00)

k. If computer generated Part IV's are submitted, please make sure the ending total is correct and that maximum rates have not been exceeded (errors have been noticed on Part IV's generated outside the local DSS).

l. All county generated reports (forms) must be a replicate of the current State reports (forms) and must be approved in writing prior to using.

3. ELECTRONIC submissions:

In preparing for electronic submission, the county must have at least one person that has a RACF ID and password (assigned for the county fiscal group) for the State SIPS mainframe (see Figure 1). The upload program requires a Windows 95 or later operating system (the same requirement as has been stated for the Windows' version of QuIC and TEC). The county must also have access to RMDS (see attached) on the SIPS system. There are three methods of connecting to the SIPS mainframe to be able to use the upload capability. The first is by connection to North Carolina's statewide area network. The second is through an Internet Service Provider (such as America OnLine, Compuserve, etc.). The last method is by dial-up (you must request special assistance to set up this method). The dial-up method requires a modem be installed with your computer and access to a phone line that will be dedicated to the function you are performing at any one time (upload, reviewing reports, etc.). Any questions may be addressed to the help desk at (919) 733-9100 (be sure the help desk knows you need the capability to use RMDS and upload a file to the mainframe using FTP).

When the county is ready to upload the parts of the 1571 they intend to file electronically, they must complete the Certification format shown in Figure 2 (on county letterhead, plain paper, or other paper of their choice), then fax a copy to: (919) 715-5847 ATTN: County Administration Accounting Unit, and mail the original to the DHHS Controller's Office at the address shown in "2" above.

The county will use the software provided by the State for the upload. This software may be found through the DHHS Controller's Office web site (http://www.sips.state.nc.us/DHR/Control/contpage.htm) or by requesting (from the County Administration Accounting Unit) a set of the diskettes be sent in the mail. After installation, any questions about this program should be addressed to the Controller's Office, County Administration Accounting Unit at (919) 733-2306.

Each month, after the 1571 upload is completed and the "Certification" form has been faxed, the county's file will be processed, and the results will be placed in RMDS for the county to review. If there are any errors or the file's computed total does not match the "Certification" form totals, then the county must determine the problem and make the necessary changes. See the last page of the RMDS instructions (attached) for a list of the available reports. If the file is incorrect, the county must correct the data, create a new file, and then repeat the upload step. If a total is incorrect on the "Certification" form, then the county must correct the form, have it resigned, and then resubmit it as directed above. After there are no errors and the totals agree, then the county is finished. There will be no turnarounds from this point on.

Figure 1 (front)

AUTHORIZATION FOR THE COUNTY REIMBURSEMENT ADMINISTRATIVE FUNCTIONS

COUNTY NAME ________________________ COUNTY NUMBER _________


    RACF ID                 WORKER NAME                  STATE            FTP          RMDS     
                                                         OFFICE        (function)   (function)  
                                                          USE                                   
                                                          ONLY                                  

                                                                                                

                                                                                                

                                                                                                

                                                                                                

                                                                                                

                                                                                                



State Office Use Only: Please leave this column blank.

FTP: The worker will have authorization to use a File Transfer Protocol (FTP) program to transmit the DSS-1571 data file from the county

to the State mainframe for processing.

RMDS: The worker will have the capability to access the Report Management Distribution System (RMDS) in order to view and/or print

applicable reports generated by the County Administration Reimbursement System.

Figure 1 (back)

AUTHORIZATION FOR THE COUNTY REIMBURSEMENT ADMINISTRATIVE FUNCTIONS

COUNTY NAME____________________________________ COUNTY NO.________

COUNTY SECURITY OFFICER ________________________________________________________________________

PHONE NUMBER OF OFFICER ( )_______________________________________________________________

SIGNATURE_______________________________________________ DATE_____________________

PLEASE USE THE TABLE ON THE BACK OF THIS FORM TO INDICATE THE WORKERS WHO REQUIRE AUTHORIZATION TO THE SIPS MAINFRAME FOR COUNTY REIMBURSEMENT ADMINISTRATIVE FUNCTIONS. IF THE WORKER DOES NOT HAVE A RACF ID, LEAVE THE FIELD BLANK AND A RACF NUMBER WILL BE ASSIGNED. THE CSC WILL NOTIFY THE COUNTY SECURITY OFFICER OF THE RACF ID AND TEMPORARY PASSWORD. MAKE SEVERAL COPIES OF THE TABLE BEFORE YOU BEGIN IN CASE YOU REQUIRE ADDITIONAL SPACE.

PRINT CLEARLY OR TYPE THE REQUIRED INFORMATION. INDICATE THE WORKER'S RACF ID NUMBER AND NAME. WHEN ENTERING NUMBERS, PLEASE USE A ZERO WITH A SLASH THROUGH IT TO INDICATE A NUMERIC ZERO.

FOR EACH WORKER LISTED, ENTER 'X' IN THE APPROPRIATE COLUMN(S) TO INDICATE THE FUNCTIONS FOR WHICH THE WORKER MUST BE AUTHORIZED IN ORDER TO PERFORM HIS/HER DUTIES.

THE COUNTY SECURITY OFFICER MUST SIGN AND DATE THIS FORM.

FAX THE COMPLETED INFORMATION BY: at least 30 days prior to submitting your first electronic file TO:


BRENDA DOWNING, SUPERVISOR at DEPARTMENT OF HEALTH AND HUMAN SERVICES

DIVISION OF INFORMATION RESOURCE MANAGEMENT

CUSTOMER SUPPORT CENTER

705 PICOT DRIVE; RALEIGH, NC 27603

FAX 919-715-8864

Statement of Administrative Costs

FOR COUNTY:


Number                Name                                           

         (001,                                                       
         etc)                                                        




Agency Type                  

                (DSS, CSE,   
                IND)         

                             

Service Month                
of                           

                (Nov, 1998,  
                etc.)        



EXPENDITURES CLAIMED ELECTRONICALLY:


     Part I                                                       

                                                                  

     Part                         (Total Indirect              )  
     II                                    Cost =                 

                                                                  

     Part                                                         
     IV                                                           

                                                                  

                                                                  

     Total                                                        

                                                                  

                                                                  



CERTIFICATION

I declare under penalty of perjury that all costs shown have been incurred in connection with official duties

of the county Department of Social Services and that costs submitted are recorded on the official county financial records as an expense, and that same are true and correct to the best of my knowledge and belief.


                                                                   

                         Director, County DSS           Date       

                                                                   

                                                                   

                         County Finance Officer         Date       

                                                                   



Figure 2

RMDS Instructions

1. GENERAL INFORMATION

The Report Management and Distribution System (RMDS) contains many reports that are useful. This section describes how to access RMDS, how to view and print reports, and how to logoff RMDS.

2. ACCESS PROCEDURES

a.	From the banner screen which displays the terminal ID and the message "IS CONNECTED TO THE STATE NETWORK," key NCRMDS.  Press ENTER.
The RACF screen displays as follows:

     RRRRRRRRRRRRRRR  MMMM            MMMM  DDDDDDDDDDDDDD    SSSSSSSSSSSSSS


     RRRRRRRRRRRRRRR  MMMMMMM      MMMMMMM  DDDDDDDDDDDDDDD  SSSSSSSSSSSSSSS

     RRRR       RRRR  MMMMMMMMM  MMMMMMMMM  DDDD       DDDD  SSSS       SSSS
     RRRR       RRRR  MMMM  MMMMMMMM  MMMM  DDDD       DDDD  SSSS
     RRRR       RRRR  MMMM    MMMM    MMMM  DDDD       DDDD  SSSSSSSSSSSSSSS
     RRRRRRRRRRRRRRR  MMMM     MM     MMMM  DDDD       DDDD   SSSSSSSSSSSSSS
     RRRRRRRRRRRRRRR  MMMM            MMMM  DDDD       DDDD             SSSS
     RRRR  RRRRR      MMMM            MMMM  DDDD       DDDD             SSSS
     RRRR   RRRRR     MMMM            MMMM  DDDD       DDDD  SSSS       SSSS
     RRRR    RRRRR    MMMM            MMMM  DDDDDDDDDDDDDDD  SSSSSSSSSSSSSSS
     RRRR     RRRRRR  MMMM            MMMM  DDDDDDDDDDDDDD   SSSSSSSSSSSSSSS
                                                                      PF 1  Help
                                ..fill in bill-code (as:bbb-ddd).     PF 3  Exit
           Userid   ===>                      bill-cde ===>wca-dhr
           Password ===>                      New Pswd ===>
             Please fill in your Userid and Password and press ENTER
 News --------------------------------------------------------------- PF 2  Zoom
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 +-----------------------------------------------------------------------------+

  Fri Oct 18 10/18/96 10:29:04  term=!272/WDAT025 sys=NCRMDS  cpu=SYSE USER

b. From the RACF screen, key your RACF User ID, BILLING CODE(wca-dhr), and your PASSWORD. Press Enter. The following screen displays.


SIGN-ON: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM




USERID ===> (REQUIRED)

PASSWORD ===> (REQUIRED)


NEW PASSWORD ===>



VERIFY PASSWORD ===> (MUST MATCH NEW PASSWORD)


GROUP ===>

ACCOUNT ===>

SELECT LANGUAGE ===> 1 = ENGLISH

2 = JAPANESE


5665-310 (C) COPYRIGHT IBM CORP. 1984, 1990. ALL RIGHTS RESERVED. US GOVERNMENT USERS RESTRICTED RIGHTS - USE, DUPLICATION OR DISCLOSURE RESTRICTED BY GSA ADP SCHEDULE CONTRACT WITH IBM CORP. LICENSED MATERIALS - PROPERTY OF IBM



IBM IS A TRADEMARK OF INTERNATIONAL BUSINESS MACHINES



PRESS PF3 TO EXIT


c. On the "SIGN ON: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM" screen:

1). Key your RACF User ID in the User ID field.

2). Enter your self-assigned RACF password in the Password field.

3). Press ENTER. The following screen appears:


MAIN MENU: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM



SELECT OPTION ===>


I - LIST REPORT NAMES TIME - 15:12:15

N - REFRESH LIST OF REPORT NAMES DATE - 11/24/92

V - LIST VERSIONS OF A REPORT - 92.329

D - DISPLAY REPORT PAGES LTERM-EFTA485C

P - PRINT REPORT PAGES

X - END RMDS SESSION

Z - END RMDS SESSION AND SAVE USER DATA

REPORT NAME ===> (REQUIRED FOR V, D, OR P)

REPORT DATE ===> / / (YY/MM/DD)

REPORT TIME ===> : : (HH:MM:SS)

REPORT PASSWORD ===>


PRESS PF3 TO EXIT


d.	On the "Main Menu" screen, key in the OPTION you require.  Seven OPTIONS are available.  These OPTIONS are described below.

3. RMDS MAIN MENU OPTIONS

a.	OPTION I - LIST REPORT NAMES	
	This is an easy way to display a report without having to key the report name.
1).	Key I beside SELECT OPTION and key the beginning letters of the report name followed by an asterisk in the REPORT NAME field.  For most reports, enter DHRWCA*.  Press ENTER.  An index of reports displays, beginning with the first report that starts with these letters.
2).	Key D beside the report you wish to view and press ENTER.  The report displays.  This is the most recent version of the report.
3).	Key V beside the report name and press ENTER.  The different versions of the report display.  Enter D beside the version you wish to view and press ENTER. 
4).	Press PF8 to scroll forward through the list, one page at a time.
5).	Press PF7 to scroll backward through the list, one page at a time.

6). Press PF3 to return to the MAIN MENU.

b.	OPTION N - Option N works the same as Option I.

c. OPTION V - List VERSIONS OF A REPORT

	Use this option when you want to see a version of the report other than the current version and know the exact RMDS report name.  (See also A.3. above.)
1).	Key V beside SELECT OPTION.

2). Key the report name beside REPORT NAME. Press ENTER. Some reports have more than one version available. The number of versions available displays to the right of the report name on the screen listing report names. For example: If a report is produced daily, each different day's report is a separate "version" of that report.

	This is a useful option when you need to view a prior version of a report. 

3). Key D in the CMD field beside the version you wish to display. Press ENTER.

d. OPTION D - DISPLAY A REPORT.

	Use this option when you know the exact RMDS name of a report.

1). Key D in the SELECT OPTION field. Key the report name beside REPORT NAME. The report name must be keyed exactly as it appears in RMDS. Press ENTER. The most current version of the requested report displays.

2). The message 'DBNV400 REPORT NAME NOT FOUND IN ARCHIVE DIRECTORY' appears if the report name is keyed incorrectly.

e. OPTION P - PRINT A REPORT.

1). Key P on the SELECT OPTION line and the report name beside REPORT NAME. Press ENTER. The following screen displays.


PRINT: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM



REPORT NAME: DHRWCA DAILY XS305/BX EDIT REPORT


REPORT DATE: 98/11/30 REPORT TIME: 13:04:48

SELECT OPTION ===>

N - PRINT ON NETWORK PRINTER

D - PRINT ON 6670 (VIA BATCH JOB)

S - PRINT ON SYSTEM PRINTER (VIA BATCH JOB)

NETWORK PRINTER ID ===> (OPTION N ONLY)

SPECIFIC PAGE RANGES:

FROM TO FROM TO FROM TO

1 2 ----- ------ ----- ------

---- ------ ----- ------ ----- ------

---- ----- ----- ------ ----- ------

HEADER PAGE INFORMATION (OPTIONAL)


2). Key N beside SELECT OPTION on the print screen.

3).	Key your printer ID number in the PRINTER ID field if it is not already displayed.

4). Enter the page ranges for the report in the PAGE RANGE field if the pages are not displayed automatically. (Use leading zeroes if necessary.) Press ENTER.

f. OPTION X - EXIT RMDS.

1). Key X in the SELECT OPTION field. Press ENTER. The message 'DBNV000 NORMAL END OF RMDS SESSION' appears.

2). Press PF-3 to exit RMDS and return to the BANNER SCREEN.

g. OPTION Z - END RMDS SESSION AND SAVE USER DATA.

1). Key Z on the SELECT OPTION line. Press ENTER. The message 'DBNV000 NORMAL END OF RMDS SESSION' appears.

2). Press PF-3 to exit RMDS and return to the BANNER SCREEN. You will exit RMDS and save the NETWORK PRINTER ID that was entered on the print screen. You do not have to enter the printer ID the next time you want to print, unless you want to print to a different printer ID.

4. VIEWING THE REPORTS

There also are options for moving around inside a report in RMDS.  ALL OPTIONS ARE NOT AVAILABLE IN ALL REPORTS.  Some reports are county-specific, meaning you only get the report for your county, and some are not.  There are system limitations that only allow a maximum of 200 pages to be searched for each find request.  If the data you requested is not within the first 200 pages, you see the error message "STRING NOT FOUND WITHIN SYSTEM SEARCH LIMIT 0000200"  Press PF5 to continue the search until the data you requested is displayed.

a. To find your county's section of the report key F followed by a space and 'County 01' in the COMMAND field. (Key the single quotation marks.) Press ENTER.

b. To find your district within a report key F followed by a space and 'DISTRICT 001' in the COMMAND field. (Key the single quotation marks.) Press ENTER.

c. To find a page in a report key P followed by a space and the page number you wish to view in the COMMAND field. Press ENTER. (A report page may require several screens.)

d. To find a name, word or number in a report key F followed by a space and 'XXXXXX' in the COMMAND field. Key the single quotation marks and the name, word or number you wish to find within them. Press ENTER.

e. To scroll forward through a report, press PF8. RMDS displays the next screen of the report. (A report page may require several screens.)

f. To scroll backward through a report, press PF7. RMDS displays the previous screen of the report. (A report page may require several screens.)

g. Press PF11 for the right side of a report OR beside COMMAND, key SEL space 81,132 and press ENTER.

h. Press PF10 to return to the left side of a report OR beside COMMAND, key SEL space 1,80 and press ENTER.

i. To return to the menu, press PF3.

5. LOGOFF PROCEDURES

a. It is important to press PF-3 or key X or Z to exit RMDSVIEW. DO NOT USE THE ALTERNATE AND CLEAR KEY. This will clear the screen, but does not take you out of RMDS. If you accidentally clear the screen, the message "CONVERSATION IN PROGRESS" will be displayed. If this happens, clear the screen again, key /EXIT, and press ENTER.

The message "CONVERSATION ENDED" will be displayed. If you do not receive this message, clear the screen, key /END, and press ENTER.

b. To logoff NCRMDS, continue to press PF-3 until you get back to the banner screen.

6. REPORT NAMES AND ACCESS CODES-These are the most commonly used reports.


RMDS Access Code                        English Report Name                          

 DHRWCA DAILY XS305/BX EDIT REPORT      Edit errors for the Part IV, I, and II       

 DHRWCA DAILY XS315 PART I/II REPORT    Good transactions of Part I & II             

 DHRWCA DAILY XS319 PART IV REPORT      Good transactions of Part IV                 

 DHRWCA COUNTY TRANSMITTAL BAL RPT      Parts I, II, & IV Balance Control Report     
                                        (compares file total with "Certification")   

 DHRWCA WCA335 XS325 SUM & DIST         Distribution report                          

DHRWCA WCA335 XS335 REIMB EXPEND        Reimbursement of Expenditures for month      

DHRWCA WCA375 XS337 CTY SUM RPT         Reimbursement of Exenditures for YTD         

DHRWCA WCA410 XS411C  CTY MTH ALL       Allocation balances                          

                                    

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