SOCIAL SECURITY

MEMORANDUM

Date: To:

October 22, 2001 Glenna Donnelly Acting Deputy Commissioner for Disability and Income Security Programs Assistant Inspector General for Audit of the Electronic Disability Project (A-14-01-11044)

Refer To:

From:

Subject: Assessment

Thank you for the opportunity to participate on the Electronic Disability (eDib) Steering Committee. Audit involvement in systems development is a trend throughout the Government and private sectors, and we welcome the opportunity to be of assistance. This strategy will allow us to provide input throughout the development process instead of waiting until the project is complete and substantial funds have been expended. The Office of the Inspector General will not only participate in a consultative function, but will be active in identifying any fraud risk factors. This memorandum is to provide you with two documents that we have developed while gathering information for the eDib project. First, we found 15 sites containing eDib information, which were not linked to the official eDib site on SSA’s Intranet (see Attachment A). Second, we created a detailed flowchart, which depicts the flow of information and related controls in Version 4.0 of the eDib (see Attachment B). We conducted our work in Baltimore, Maryland, and Wilmington, Delaware. While searching the SSA Intranet for documentation relating to eDib, we noted that the Office of Systems Analysis maintained the primary eDib site,1 eDib Central Information Site. However, additional information was available from other SSA Intranet sites. On some of these sites, we found that the following offices had unique postings: Office of Systems Analysis had 21 postings, the Office of Telecommunications and Systems Operations had 21 postings, the Executive and Management Information System had 15 postings, and the unofficial site of Office of Systems Analysis had 10 postings.

1

In the near future, the Office of Systems Design and Development will maintain this site.

Page 2 -Glenna

Donnelly

It would be more efficient if the central site contained all the information, or at a minimum, provided links to the other sites containing eDib information. For this to succeed, the eDib Steering Committee needs to decide which component should control the central location to ensure all information is available. Attachment A lists the SSA Intranet sites containing eDib information and documents located on those sites as of May 14, 2001. As of October 5, 2001, we verified that the Intranet issues described above still existed. During our search for information, we could not locate a detailed flowchart depicting the flow of information and related controls in Version 4.0 of eDib. This type of flowchart has been of great value to organizations. It simplifies the identification of internal controls and their interrelationships in a system and helps in assessing their adequacy. Attachment B provides a flowchart, which we prepared with assistance from SSA's Wilmington, Delaware staff, to show the eDib Version 4.0 process at work and the controls in that process. Our flowchart is based on the field office procedure followed to process a claim in the eDib "proof of concept" site of Wilmington, Delaware. We designed our flowchart to show what forms are accessed to complete most claims because the key system controls are inherent in this process. Upon your request, we are ready to work with SSA staff to update this flowchart as needed. Based on the information we found, we suggest the eDib Steering Committee: 1. Expand the eDib Central Information Site to provide links to other sites containing eDib information or consolidate all the eDib information in the central site. 2 Designate one SSA component to maintain and control the eDib information on SSA's Intranet.
3,

Update the process flowchart with each new major version of eDib.

We prepared these suggestions to help facilitate the eDib systems development process. There is no expectation for the Agency to formally respond to these suggestions. We look forward to participating in the eDib Steering Committee. If you have any questions or comments, please call me or have your staff contact Kitt Winter, Director, Systems Audit Division at (410) 965-9702. Members of the eDib Steering Committee may contact Ms. Winter directly or AI Darago at (410) 965-9710.

~cW Steven

!;

~~

L. schaeffer-(fV\

Attachments cc: James G. Huse, Jr., Inspector General Lenore Carlson, Chair, eDib Steering Committee

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
Site Source
OSA eDib Site

Item Date

Item Title
Background Information on eDib

Universal Resource Locator (URL)
http://co.ba.ssa.gov/osa/edib/edibb knd.htm http://co.ba.ssa.gov/osa/edib/mgmt plan.pdf http://co.ba.ssa.gov/osa/edib/versio n1psa.pdf http://co.ba.ssa.gov/osa/edib/versio n2psa.pdf http://co.ba.ssa.gov/osa/edib/versio n3psa.pdf http://co.ba.ssa.gov/ospi/c2k/web %5Fpsas/edib%2Dv3%2Dpsa.doc http://co.ba.ssa.gov/osa/edib/versio n4psa.pdf http://co.ba.ssa.gov/osa/edib/versio n4_1psa.pdf http://co.ba.ssa.gov/ospi/c2k/web %5Fpsas/2790edib.htm http://co.ba.ssa.gov/osa/edib/faq.p df http://co.ba.ssa.gov/osa/edib/probl ems.pdf http://co.ba.ssa.gov/osa/edib/oprob rep.doc Page 1 of 12

OSA eDib Site OSA eDib Site OSA eDib Site OSA eDib Site OSPI OSA eDib Site OSA eDib Site OSPI OSA eDib Site OSA eDib Site OSA eDib Site

Management Plan for the development of the Agency's 2000-08-03 Electronic Disability System eDib eDib Project Scope Agreements Version 1 eDib Project Scope Agreements Version 2 1999-12-17 eDib Project Scope Agreements Version 3, Version 1.6 eDib Project Scope Agreements Version 3, Version 1.5 eDib Project Scope Agreements Version 4 eDib Project Scope Agreements Version 4.1, version 1.4 eDib Project Scope Agreements Version 4.1, version 1.4 2000-12-01 FAQs Contacts for hardware, 2000-05-02 configuration or software problems 2001-02-01 Version 4 Problems and their status

1999-12-09

2000-03-08

2000-10-06

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
Site Source
OSA eDib Site

Item Date
2000-06-08

Item Title
Electronic Folder - Statement of Work Electronic Folder - Effort to Contract with Levy and Versa to Build Generic Interfaces to SSA’s Electronic Disability Folder Electronic Folder - Electronic Disability (eDib) Strategy Paper

Universal Resource Locator (URL)
http://co.ba.ssa.gov/osa/edib/sow.p df

OSA eDib Site

http://co.ba.ssa.gov/osa/edib/levyv ersa.htm

OSA eDib Site OSA eDib Site OSA eDib Site OSA eDib Site OSA eDib Site OSA eDib Site

2000-12-07

http://co.ba.ssa.gov/osa/edib/strat. pdf http://co.ba.ssa.gov/osa/edib/buspr oc.pdf http://co.ba.ssa.gov/osa/edib/graph ics/fotodds.jpg http://co.ba.ssa.gov/osa/edib/pilots ites.pdf http://co.ba.ssa.gov/osa/edib/straw man.pdf http://co.ba.ssa.gov/osa/edib/nypil ot.pdf

Electronic Folder - Business 2000-05-03 Process Description for eDib Version 3 Electronic Folder- eDib field office to DDS Claim Transfer graphic Electronic Folder - Plan to Identify eDib Pilot Sites Electronic Folder STRAWMAN PAPERLESS 2000-05-01 BUSINESS PROCESS DESCRIPTION New York Paperless Pilot 2000-11-01 System - KEY INITIATIVE CONCEPT PAPER New York Paperless Pilot System 2000-11-15 Functional Requirements Document Regional Contacts SSA Web: eDib Central Site

OSA eDib Site

http://co.ba.ssa.gov/osa/edib/nydfr. pdf

OSA eDib Site OSA eDib Site

http://co.ba.ssa.gov/osa/edib/rocon t.htm http://co.ba.ssa.gov/osa/edib/edibw eb.htm Page 2 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
EMIS 2000-02-29 Key Initiative Plan and Schedule http://co.ba.ssa.gov/emis/mgmnt/2 002wd/2002ki/fy2002ki13.doc http://co.ba.ssa.gov/osa/5yrplans/fi les/plans/dib.xls http://co.ba.ssa.gov/otso/dts/dsab/d dat_oracle_right.htm

OSA

5-year plan - eDib

OTSO

Oracle Instance Report SSA FY 2002 Annual Performance Plan – p78 Indicator: Implement activities necessary to have the software and infrastructure in place for electronic processing of disability claims

EMIS

http://co.ba.ssa.gov/emis/mgmnt/2 002wd/2002app/2002appworld.do c

Page 3 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
http://co.ba.ssa.gov/otso/otso%5Fe mp%5Fhelp/otso%5Fconferences/ sasus/documents/spring%20sasus %202000%20notes.doc http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/documents/sprin g%20sasus%202000%20notes.doc http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/documents/sprin g%20sasus%202001%2D%20od% 20.doc http://co.ba.ssa.gov/emis/mgmnt/2 002wd/2002wd.htm http://co.ba.ssa.gov/emis/mgmnt/pl anguid/5yearplanctwleads.doc http://co.ba.ssa.gov/osdd/projects. htm http://co.ba.ssa.gov/stecs/datalink/ documents/september 2000/lab corner - dsel prod emulation.htm http://co.ba.ssa.gov/otso/dts/dsab/ ddat_reports_right.htm http://co.ba.ssa.gov/osdd/dsel/dsel proj.htm DSEL Projects has created a simulated production Wide Area Network (WAN) environment for client-server application testing and validation. http://co.ba.ssa.gov/stecs/datalink/ documents/september%202000/lab %20corner%20%2D%20dsel%20p rod%20emulation.htm http://co.ba.ssa.gov/osdd/dsel/old %5Fdselproj.htm Page 4 of 12

OTSO

2000-03-21

Wang/Levy 3/22/00 – Summary of Federal Day at Spring SASUS held in Tuscon AZ March 21, 2000 SASUS = State Agency Systems User Services

EMIS

FY2002 Working Documents – edib entry points to key initiative 2000-10-06 plan and schedule as of 02/29/2000 2001-01-? The Role of the Office of Systems OSDD Projects

EMIS

OSDD

STECS

Data Link - The Lab Corner Distributed Data Architecture 2001-02-15 Team list of UNIX servers as of 2/15/01

OTSO

OSDD

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
OSA SEC.xls Security Support data for edib versions 4.0 4.1, 4.2, 4.3 and 5.0 Non prod oracle servers.xls http://co.ba.ssa.gov/osa/5yrplans/f iles/plans/sec.xls http://co.ba.ssa.gov/otso/dts/dsab/ non prod oracle servers.xls http://co.ba.ssa.gov/emis/mgmnt/2 002wd/2002poa/2002 poa9dissidisability.doc http://co.ba.ssa.gov/osa/5yrplans/f iles/plans/hw.xls http://co.ba.ssa.gov/osa/ctw/archiv e9-00/files/ctwchart9-00.xls http://co.ba.ssa.gov/osa/dcc.htm

OTSO

EMIS

2002 Program for Objective Summary Report DI/SSI Hw.xls – item 83 is edib support project CTW Chart 9-00.xls Division of Claims and Controls listing employees assigned to EF and edib-MIDAS interface October 2000 LSTT Application Assignments IWSLAN Software Testing Team

OSA

OSA

OSA

OTSO

http://co.ba.ssa.gov/otso/diet/lctb/l stt/contact.htm http://co.ba.ssa.gov/otso/diet/csstb/ lstt/contact.htm http://co.ba.ssa.gov/otso/diet/lctb/l stt/lstt.htm http://co.ba.ssa.gov/otso/diet/csstb/ lstt/lstt.htm

OTSO

LAN Software Testing Team Home Page

OSPI

CTW Function Point Report for edib release 4.2 Key Initiatives as of January 2001 OIM MIB Disability Systems Branch

http://co.ba.ssa.gov/ospi/c2k/functi onpoints/2790edib.htm http://co.ba.ssa.gov/emis/mgmnt/pl anguid/kissystemsneeds.doc http://co.ba.ssa.gov/oim/divisions/ dads/mib/mib.htm Page 5 of 12

EMIS

OIM

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
EMIS 200-10-06 FY 2003 Working Documents (edib file password protected) http://co.ba.ssa.gov/emis/mgmnt/2 003wd/2003wd.htm http://co.ba.ssa.gov/emis/exec/qmg mt/files/december_technology_up date.ppt

EMIS

2000-12-01 Quarterly Management Meeting Matrix.xls - List of FY 2002 programs and how they meet certain subsets of SSA’s objectives such as Responsive 2001-02-08 Programs, World Class Service, Program Integrity, Valued Employees and Public Understanding

EMIS

http://co.ba.ssa.gov/emis/mgmnt/2 002wd/matrix01/matrix.xls

http://co.ba.ssa.gov/otso/otso_txt_ conferences/austiniii_txt/papers_tx t/austin meeting notes (da and sf regions).doc http://co.ba.ssa.gov/otso/otso%5Fe mp%5Fhelp/otso%5Fconferences/ austiniii/papers/austin%20meeting %20notes%20%28da%20and%20s f%20regions%29.doc http://co.ba.ssa.gov/otso/otso%5Fc onferences/austiniii/papers/austin %20meeting%20notes%20%28da %20and%20sf%20regions%29.do c OTSO 2000-08-30 Fall SASUS Notes http://co.ba.ssa.gov/otso/otso_conf erences/sasus/documents/fall sasus 2000 notes.doc http://co.ba.ssa.gov/osa/5yrplans/f iles/plans/mi.xls http://co.ba.ssa.gov/emis/mgmnt/2 001app/append3.htm Page 6 of 12

OTSO

2000-02-29

Austin III Conference - OTSO presenters

OSA

MI.xls – 5 year plans - edib mi version 4 is item 11 Appendix 3 - Description of Key Initiatives

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
EMIS 2001-02-02 eDib section on page 11 http://co.ba.ssa.gov/emis/mgmnt/2 001app/append3.htm#electronic_d is http://co.ba.ssa.gov/emis/mgmnt/2 002wd/2002app/2002appex5.doc http://co.ba.ssa.gov/dcs/spc/min10 99.doc

Appendix 5 – Key Initiative Table of Contents eDib summary on page 7 DCS Systems Partnership Council Draft Minutes

EMIS

List of FY 2002 programs and how they meet certain subsets of SSA’s objectives such as 2001-05-08 Responsive Programs, World http://co.ba.ssa.gov/emis/mgmnt/2 Class Service, Program Integrity, 003wd/2003poa/gloria2003.xls Valued Employees and Public Understanding

Page 7 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
Laptops IMB ThinkPad 600E Notebook – Power Point Presentation Cost $67.250 Million 1999-10-19 No edib entry on any of 18 screens http://co.ba.ssa.gov/otso/otso%5Fe mp%5Fhelp/otso%5Fconferences/ sasus/presentations/ddpms%20iws lan.ppt http://co.ba.ssa.gov/otso/otso%5Fe mp%5Fhelp/otso%5Fconferences/ austiniii/presentations/iwslan%2D print%2Dcommunications%20pres entation.ppt http://co.ba.ssa.gov/otso/otso%5Fc onferences/austiniii/presentations/i wslan%2Dprint%2Dcommunicatio ns%20presentation.ppt http://co.ba.ssa.gov/stecs/cicschrt. doc http://co.ba.ssa.gov/emis/mgmnt/pl anguid/ki leads.doc http://co.ba.ssa.gov/emis/mgmnt/pl anguid/ki%20leads.doc http://co.ba.ssa.gov/osdd/dsel/dsel _endof2000/dselproj.htm http://co.ba.ssa.gov/emis/mgmnt/2 001app/word/plan4.doc http://co.ba.ssa.gov/emis/exec/qmg mt/files/systems_initiatives,_priorit ies.ppt

OTSO

National IWSLAN Followon Plans – LANS, Desktops, Laptops and Printers SEF Configuration Page 1 CICS Development Regions as of 04/03/01 2001-02-15 EMIS 2001-03-30 The Role of Key Initiative Leads and Teams List of contacts for each KI Distributed Software Engineering Library DSEL Projects Key Initiative: Return to Work eDib, appendix 3 Quarterly Workload Meeting Latest news in Information Technology Power Point show Rydstrom, Hamer and 2000-02-08 Mesterharm show 9 screens; just titles; no data Presentation with ITS cost for edib and other initiatives OSA 2001-02-12 Functional Directory of OSA.

STECS

OSDD

EMIS

EMIS

http://co.ba.ssa.gov/emis/exec/qmg mt/files/systems%5Finitiatives%2 C%5Fpriorities.ppt http://co.ba.ssa.gov/osa/directory.d Page 8 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
eDib on pages 6 and 35 oc

Page 9 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
OSA Division of Requirements Support and Security – Lists contacts in Control Audit and Security Branch and subsets CATF, Audit and Integrity Review Team, and Security and Internal Control Team. The Network/Exchange/ Office Automation Team has responsibility for determining imaging H/W and S/W requirements for edib Identify Security Requirements Early STECS

OSA

http://co.ba.ssa.gov/osa/drss.htm

http://co.ba.ssa.gov/stecs/datalink/ documents/september 2000/all.htm

2000-09-01 Article in STECS DataLink Newsletter that lack of security http://co.ba.ssa.gov/stecs/datalink/ planning slowing down fast track documents/september%202000/all. internet/intranet projects doc 2000-10-19 Forecast.xls – Description and status of initiatives Support files and reports http://co.ba.ssa.gov/otso/diet/ccb/s upfiles/forecast.xls http://co.ba.ssa.gov/otso/diet/repor ts/forecast.xls http://co.ba.ssa.gov/otso/diet/mistb /onlineappl.old http://co.ba.ssa.gov/otso/diet/mistb /onlineappl.htm

OTSO 2001-05-10

Onlineappl.old Online Application Schedule as of 05/08/01

OTSO

Online application schedule as of http://co.ba.ssa.gov/otso/diet/mistb 04/20/00 /onlineappl.old Ccbdly.rtf CCB Daily Abstract as of 05/10/01 CCB Daily Abstract as of 11/07/00 http://co.ba.ssa.gov/otso/diet/repor ts/ccbdly.rtf http://co.ba.ssa.gov/otso/diet/repor ts/ccbdly.rtf http://co.ba.ssa.gov/otso/diet/ccb/d Page 10 of 12

OTSO

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
rc/ccbdly.rtf

Page 11 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001

OTSO

Applications in Production

http://co.ba.ssa.gov/otso/diet/repor ts/apswstrpt.doc http://co.ba.ssa.gov/osa/directory. doc http://co.ba.ssa.gov/otso/diet/repor ts/ccbdly.old http://co.ba.ssa.gov/sysoffconf/age nda.html http://training.ba.ssa.gov/ot

OSA

OSA Division of SSI Systems

OTSO

Ccbdly.old Systems Conference Agenda 06/06/2001 Index of Online Courses (select E and then scroll down for 12 edib courses) Who wants to be an eDib Expert presentation given at the 2001 Spring SASUS conference OSA Home Page with eDib selection option DIET paperless FO Test for Windows 2000 A list of the presentations to be given at this year's conference.

SYSCONF

2001/06/06

TRAINING

OTSO

http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/presentations/edi bmillionaire.ppt http://co.ba.ssa.gov/osa/default.ht m http://co.ba.ssa.gov/ssawin2000/iss uestracking/dietpaperlessfotestfor windows2000.doc http://co.ba.ssa.gov/sysoffconf/pre sentations.html http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/sasus.htm http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/Presentations/eDi bMillionaire.ppt http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/Presentations/AS 400%20migration%2001%20SAS Page 12 of 12

OSA

SSAWIN20 00 SYSCONF

SASUS 2001 list of Presentations OTSO Who wants to be an eDib Expert presentation given at the 2001 Spring SASUS conference AS 400 Migration Presentation

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
US.ppt Applications Monitored by SmartWatch OTSO EDib response time reports http://co.ba.ssa.gov/otso/docpm/np ab/charts/smartwatch.htm http://ntreports.ba.ssa.gov/sw/edib/

Page 13 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001

OTSO

System Information on status of UNIX host machines using CA 2001-05-04 management software Unicenter TNG and firewall software tool, eTrust

http://co.ba.ssa.gov/otso/dtss/unix/ etrust.htm http://co.ba.ssa.gov/otso/dtss/unix/ tng%5Fetrust%5Fstatus%5Fwebpa ge.xls

EMIS

Implement activities necessary to have the software and infrastructure in place for paperless processing of disability claims - This goal will have been 2001-04-18 met if we develop, test, validate http://co.ba.ssa.gov/emis/mgmnt/2 and implement release 3.8 of 002wd/2002pi/2002dsh41n.doc MCS. This goal will have been met when we develop, test, validate, implement and evaluate Version 4 of eDib NS-Elite Replacement Offsite Power Point Presentation Screen 2001-05-01 5 of 7 shows that edib will be affected http://co.ba.ssa.gov/otso/dcsc/ilsb/i lsbihrdoffsite.ppt http://co.ba.ssa.gov/otso/dcsc/ilsb/ 040401notes.doc http://co.ba.ssa.gov/otso/dcsc/ilsb/ dcsc%20meeting%20minutes%20 040401.doc http://co.ba.ssa.gov/otso/dcsc/ilsb/ 041101notes.doc http://co.ba.ssa.gov/otso/dcsc/ilsb/ 041801notes.doc OTSO Presentation at Spring SASUS on Technology Initiatives. SSAnet 2001-03-20 Modernization, Frame Relay, Virtual Private Network, AS400 support for DDS

OTSO

Client Server Configuration Meeting Minutes 04/04/01 – Item 2 gives edib status OTSO 2001-05-01 04/11/01 Minutes 04/18/01 Minutes

OTSO

http://co.ba.ssa.gov/otso/otso%5Fc onferences/sasus/presentations/spri ng%20sasus%20032001.ppt

Page 14 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
Office of Public Service and Operations Support (OPSOS). OPSOS is responsible for the operational delivery of public service and the overall effectiveness and efficiency of DCO components. We conduct studies, analyses and implementation planning on a myriad of issues related to the RSDI, SSI and HI programs, and provide leadership on customer service delivery, budget, management information and 2001-04-01 administration issues. The http://cofp.ba.ssa.gov/opsos/pages/ Division of Program Policy and DABDIREC.HTM#gillian Operations works with the Regions and central office components to develop and implement new legislation, new policies, and to develop strategies to improve current existing policies and service delivery. The Disability Analysis Branch is responsible for issues related to the disability program. In DAB, the person monitoring edib and HIPAA is Gillian Crane. DDS Mini Forum – Florida. 2000-11-01 Slide show on frame relay http://cofp.ba.ssa.gov/dds/docume nts/DDS%20MiniForum%20Florida%20110100_file s/frame.htm#slide0020.htm

DDS

Page 15 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001
OAS Highlights May 14, 2001 May 7, 2001 April 30, 2001 April 23, 2001 April 16, 2001 April 9, 2001 April 2, 2001 DCO March 26, 2001 March 19, 2001 March 12, 2001 March 5, 2001 February 26, 2001 February 12, 2001 February 5, 2001 January 29, 2001 http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/051401.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/050701.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/043001.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/042301.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/041601.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/040901.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/040201.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/032601.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/031901.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/031201.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/030501.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/022601.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/021201.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/020501.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/012901.htm Page 16 of 12

ATTACHMENT A

List of eDib Items on SSA Intranet as of May 14, 2001

January 22, 2001 January 8, 2001

http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/012201.htm http://ro.ba.ssa.gov/dco%5Foas/oa sinternal/highlights/010801.htm http://philanet.ph.ssa.gov/eDib/eDi b.htm

philanet

eDib Delaware pilot web site

Page 17 of 12

EDIB VERSION 4.0 FIELD OFFICE PROCESS INITIAL CONTACT

ATTACHMENT B

START

Claimant wants to apply for disability

Login to mainframe (6 digit pin)

Validate user PIN in mainframe, SAC codes assigned for CR access

Claimant phone? Yes

A No

Claimant walk-in to field office No

Appointment?

No

Wait to be called by CR

Work on 3368

Phone interview?

Yes

Yes

B

Meet with Claims Rep (CR)

B

Mainframe pg. 2

Mail self-help form 3368 to claimant

Access EDCS pg. 4

Schedule appointment for walk-in in appointment system

A

Page 1 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS ACCESS MAINFRAME

ATTACHMENT B

Mainframe pgs. 1, 4 & 10

Access MCS or MSSICS

Change identified while in eDib?

No

Yes
Change or add nonmedical info in MCS or MSSICS

MCS or MSSICS data bases

Initial nonmedical info in MCS or MSSICS

Repropagate pg. 10

Data Base pg. 4

Create claim folder

Claim folder Folder pg. 11

Print mainframe forms

Mainframe forms

eDib Case pg. 3

Page 2 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS CASE REVIEW

ATTACHMENT B

eDib Case pg. 2

eDib eligible case?

No
Manually prepare 3368, 3367, and 827's

Yes
eDib accessible?

No

Yes

3368 3367 827's

Claimant prepared 3368 is usable?

No

D

Yes CR update & approve 3368

3368

Folder pg. 11

D

Access EDCS pg. 4

Page 3 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS ACCESS EDCS
Access EDCS pgs.1 & 3

ATTACHMENT B

Access EDCS system Pending pg. 11

SSA disability claims system menu

E

Access disability case selection screen

Search eDib database using client SSN or name

Locate case? Yes
Access initial case in disability case selection screen

No

Claim input in MCS/MSSICS?

No

Mainframe pg. 2

Yes Select pending case

Data Base pg. 2

Case trasnsferred to DDS?

No

Yes
Phone information to DDS & fax/mail additional documents, if any, to DDS Select Form pg. 5

MCS MBR

MSSICS SSR

ICDB Numident

DDS pg. 11
EDCS screen propagated with nonmedical data

Claim assigned unique eDib claim #

Select Form pg. 5

Page 4 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS 3368 OPTIONS IN EDCS

ATTACHMENT B

3368 pg. 5

Access form selection screen

Claimant prepared 3368 is usable?

No

Select key option

3368 tab added to collect notebook

3368 Data Entry pg. 7

Yes Select paper option

Can 3368 be scanned?

No

Manually prepare 3368

3368

Yes Select scan option
Select Form pg. 5

Folder pg. 11

Page 6 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS EDCS DATA ENTR Y - 3368
3368 Data Entry pg. 6

ATTACHMENT B

3368

Input data

ID contacts, illness onset & work data

Medical sources & medication & tests

Obtain provider address

DDS vendor file

Phone book, medication labels, provider invoices & other sources Education, Voc. Rehab. & remarks

Corrected 3368 Edits pg. 10

Pass field & screen edits?

No

Edit pg. 10

Yes
Is the 3368 created in eDib complete?

No

Yes
Is 3367 needed now? Select Form pg. 5

No

Yes
Hit forward tab

3367 pg. 8 Page 7 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS EDCS DATA ENTRY - 3367

ATTACHMENT B

3367 pgs. 5 & 7

3367

Input data

Record onset, prior filing & presumptive data

Phone interview? Yes
Record "N/A" as observations made during interview

No

Record observations made during interview

Record Med. Dev. remarks

Corrected 3367 Edits pg. 10

Pass field & screen edits?

No

Edit pg. 10

Yes

Select Form pg. 5

Page 8 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS EDCS DATA ENTRY - 827

ATTACHMENT B

827 pg. 5

827

3367 completed?

No

827 not accessible

Select Form pg. 5

F Yes
Count # of providers from 3368
Print 2 blank copies of 827 & copies for providers

3368 scanned?

No

EDCS 3368 completed?

No

Yes

Yes
Print 2 blank copies of 827 & copies with provider data Obtain claimant signature on 827's

F

827 827

Select Form pg. 5

Folder pg. 11

Page 9 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS EDCS CONTROLS AND OTHER UTILITIES Edit pgs. 7, 8 Erase pg. 11

ATTACHMENT B

15 second automatic backup

Erase backup on hard drive

MCS/MSSICS accurate?

No

Mainframe pg. 2 Repropagate pg. 2

PC hard drive backup

Yes

Repropogate utility

EDCS Screen repropagated with nonmedical data propagated field change overwritten

G

Pass field edits?

No

System beeps, cannot complete field

Make corrections

G

Yes
Do not save screen, exit screen for another screen

H

Are mandatory screen edits completed?

No

Is data available?

No

Yes

Yes
Corrected 3367 Edits pg. 8

Corrected 3368 Edits pg. 7

H

Select Form pg. 5

Page 10 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS SELECT EDCS FORM

ATTACHMENT B

Select Form pgs. 4, 6, 7, 8, 9 & 10

Select 3368? Yes

No

Select 3367? Yes

No

Select 827? Yes

No

Select cover sheet?

No

Select other forms?

No

Exit pg. 11

Yes

Yes
3369, 795, 5002 not depicted

3368 pg. 6

3367 pg. 8

827 pg. 9

Cover pg. 11

Page 5 of 11

EDIB VERSION 4.0 FIELD OFFICE PROCESS COMPLETE CASE FOR DDS Exit pg. 5

ATTACHMENT B

Exit claim in EDCS

Erase pg. 10

I

Transfer edits completed?

No

Access collect edits screen

Data available?

No

Supervisor will override?

No

Pending pg. 4

Yes Cover pg. 5 No

Yes
Make correction

Yes

Scan 3368?

I

Yes Exit claim J
Print cover sheet screen

Erase pg. 10

Print 3368 cover sheet

EDCS data base

Is claim ready for DDS?

No

Pending pg. 4

Yes Scan cover & 3368
VSAM File storage

Transfer case to DDS

Scan usable? Yes

No

Exit scan & discard cover

J

Any overtyped propagated fields?

No

Yes Accept & certify scan File 3368 in folder 3368
Automatic repropagate fields from mainframe

DDS pg. 4

eDib image data base

Folder pgs. 2, 3, 6&9

Claim folder

To DDS

Page 11 of 11