The document outlines standard operating procedures for a Supplemental Security/Social Security Income Advocacy Agency regarding its data exchange process. It describes staff involved in the process, including fact finders, quality assurance personnel, and fiscal representatives. The purpose is to monitor data match information to ensure compliance with federal requirements to follow up on discrepancies identified through income and eligibility verification. It details the process by which quality assurance managers review data exchange monitoring tools to identify cases requiring further verification, notify fact finders, update case records upon verification, and report findings quarterly.

1. State of Wisconsin
Department of Children and Families
Supplemental Security/Social Security Income
Advocacy Agency (SSIA)
Standard Operating Procedures
PCG SSIA SOP Updated: 11-2011
1. Data Exchange Process:
Staff Involved: place an “X” next to the staff who are involved in the process described in this document
Program Director
FEP X
Developer
Fiscal Representative
Fact Finding Coordinator
Quality Assurance (QA)/Quality Control (QC) X
Transfer Coordinator
Work Experience (WEX) Coordinator
Fact Finding Hearing Officer
CARES Coordinator
Childcare Coordinator
Customer Service Representative
Employment Coordinator
Subcontracted Service Provider
Overview:
The purpose of the data exchange process is to allow the SSIA to monitor data match information ttp
ensure compliance of the federal requirement to follow up on W-2 and Child Care data match
discrepancies identified by IEVS (Income & Eligibility Verification System), with specific focus on wage
data matches.
W-2 Program Manual Reference: N/A
Code of Federal Regulations/Wisconsin Statute: N/A
Ops Memo Reference: 04-64 W-2 and CC Program Eligibility Verification, 06-40 IEVS 45 and 90 day
Data Exchange, 07-27 Citizen and Identity Verification Policy, and Wisconsin CARES Guide Chapter 10
Process:
The following eligibility-related information must be verified for W-2 and CC: (Verification must be
stored in ECF-Electronic Case File and documented receipt in CARES)
*Note: The FEP must validate all required verification via original copy of verification evidence in case
file and document case comments with the detailed information.
Identity and Age Residence Citizenship/Alien Status
Citizenship/Alien Status Marital Status Custody of Child(ren) (W-2 only)
Household Composition Social Security Number Work History (W-2 only)
Employment Status Income Sources and Amounts Assets (W-2 only)

2. State of Wisconsin
Department of Children and Families
Supplemental Security/Social Security Income
Advocacy Agency (SSIA)
Standard Operating Procedures
PCG SSIA SOP Updated: 11-2011
 The QA Manager will review the Data Exchange monitoring tools on a monthly basis to identify
W-2 and CC cases with data discrepancies that no actions have been taken on within 45 and 90
day time frame. Identify cases with matches using DXDL, review the information and compare
data with CWW, and determine if further verification is required.
 If further verification is warranted, the QA Manager will send the FEP of record an email
notification of all necessary actions needed; expected time frame for completion depending upon
type of verification needed will be within 5-7 work days.
 Upon obtaining the additional verification, the FEP will update CWW/CARES, then forward the
QA Manager a response email detailing the actions taken and inform him/her of all updates
completed.
 The QA Manager will review all stated updates and verify the corrected discrepancies in IEVS
including wage matches. Update the dispositions on CARES on DXRU; complete DXUS only
when a cost savings was identified by the match, and update PCG internal data exchange data
base with disposition results for reporting purposes.
 If the QA Manager identifies that an overpayment is appropriate, he/she will create an
overpayment request. (Need instruction of overpayment request process from DCF)
 The QA Manager will also provide a quarterly report of wage matches including: findings,
overdue dispositions, number of cases reviewed, verified/corrected cases, and agency action
taken on the cases to the MOS (Milwaukee Operation Section) within 15 calendar days following
the designated quarter (form DWSP-15315-E will be completed and attached to the report).
DXDL DATA EXCHANGE RESPONSE LIST - FEP/CC WORKERS
07/10/07 12:42
XCT545 M
WELCH
WORKER ID: XCT546
SSN NAME ST TYPE MATCH DT ACT
1 984848751 ANNA DOE DLSW 01 01 07 WA
2 890334453 JESSE M JONES WI SSBX 07 22 06 WA
3 654889998 ROBERT SMITH PA TNUC 03 19 06 WA
4 654589998 ROBERT SMITH DLSW 03 05 06 WA
5 556233998 THOMAS S WHITE WI SSBX 10 02 05 WA
6 984848751 ANNA DOE PA TNUC 09 03 05 WA
7 984848751 ANNA DOE PA TNUC 09 02 05 WA
8 984848751 ANNA DOE PA TNUC 09 01 05 WA
9 556233998 THOMAS S WHITE WI SSBX 07 22 05 WA
10 954733211 JESSE M BLACK WI SSBX 07 16 05 WA
11 984848751 ANNA DOE DLSW 07 04 05 WA
12 984848751 ANNA DOE DLSW 07 02 05 WA
ENTER SELECTION NUMBER: __
PF14 - UPDATE DISPOSITION (DXRU)
NEXT TRAN: ____ PARMS: XCT546______________________________________ MORE...

3. State of Wisconsin
Department of Children and Families
Supplemental Security/Social Security Income
Advocacy Agency (SSIA)
Standard Operating Procedures
PCG SSIA SOP Updated: 11-2011
*FEP Note: Current verification polices specifiesguidance against over-verification in OpsMemo 07-34
W-2 and CC Eligibility, and 08-09 Over verification of Employment/Income Ending, please consider the
following statements as best practices to avoid risk of non compliance of this policy:
 Verification should not be required if no such requirement is stated in program policy,
 Additional verification should not be performed if acceptable verification has already
been confirmed, and
 A specific type of verification information should not be demanded if policy allows other
acceptable information to be used.
*QA Manager Note: DWD hascreated newWeb Intelligence (Webbi) monitoring reports to be used to
help W-2 agenciesmonitor and track the completion of their data matches including the SWICA wage
matches for W-2 and Child Care. These reports can be found by opening “Corporate Documents” in
Webbi and opening the folder designated as “DX-Monitoring Reports.