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Information regarding IIF Schema with WaitingList data

DODD staff presented training to implement PICT and Waiting List modules in December 2006. These Internet based systems allow for direct entry of PICT plans and Waiting List information. The waiting list implementation also requires the ability for counties to add/update waiting list information utilizing XML file transfer. On September 18, 2006, a memo was sent to vendors with some basic guidelines for the waiting list XML upload process and an initial XML schema.

Enclosed in this memo are updated materials to assist in the implementation of the XML upload process for waiting list data elements.

These materials include:

  • The new IIF schema which includes the waiting list elements (IIF 2006 XML Schema);
  • A sample XML file;
  • The initial memo from September 18, 2006 (Basic business rules which apply to the waiting list update process); and
  • Memo from 2004 on IIF XML submissions and blanking of fields.

Testing of the new schema can begin immediately, The DODD test region will be used for this testing. The lead contact for testing will be Mr. Yang Du, Yang.Du@dmr.state.oh.us. In order to test XML files that include waiting list data, vendors and counties should contact Mr. Du for assignment of a test login account. This account can then be used to upload test XML files to the IIF application.

Both the old and revised version of the schema will be in use during the initial rollout and implementation of the changes in order to minimize disruption of data transfer for IIF. A date for retiring the old schema will be determined once full implementation is achieved.

In order to be added to the waiting list. a person must be included on the IIF. Persons not on a county roll must continue to be added to the IIF system using the processes currently in place. A review of these processes may be found in the 2004 memo on IIF XML submissions (enclosed). Persons may be added to IIF without completing ADM or subsidy fields. The IIF direct entry process and ADM/501 reporting architecture have been adjusted to allow for persons reported only on a waiting list.

The error screen which has typically been used to process IIF XML upload errors will now include informational messages that document when a person has been added to the waiting list with a date either earlier or later than the date supplied in the XML file being processed. As you may be aware. rules in place dictate that the earliest waiting list date on file for a person must be used as the waiting list date.

The XML upload process, as well as direct entry of waiting list data, contain an e-mail notification component. In the direct entry and XML process, counties that have an individual on a waiting list will be notified when another county modifies the waiting list date for a person and the waitlist date and time precedes the date and time on file for that individual. These e-mail communications will be directed to the IIF coordinator for each county. In the future DODD will be making a contact application available that will allow for a waiting list contact person.

Please feel free to share this information as necessary. If you have questions/comments about this process or would like to schedule a time to review or clarify details included in the package, please contact Yang Du at the e-mail address noted above.

Enclosures:

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