2010 - Regulations 883/2004 & 987/2009 - Ongoing work
Electronic Exchange of Social Security Information (EESSI) TRESS Seminar 02/07/10 Gary Taylor Department for Work and Pensions
Background• Gary Taylor• Project Manager – Department for Work and Pensions (DWP).• Initial objective was to establish the business impacts associated with the introduction of Regulation (EC) 883/2004 and Regulation (EC) 987/09.• Necessity to establish the changes early enough to facilitate the delivery of required activities to provide operational staff with the relevant skills to administer the changes from the 01/05/10.• Secondary objectives were to identify and plan any future changes to the business as a consequence of any other associated changes scheduled to take effect post the introduction of the new regulations.• Other main objectives were to establish the activities and timescales required to enable the electronic transfer of DWP data by no later than the 30/04/12.
Changes in the New EU Regulations • The Project identified a total of 29 change activities as a consequence of the introduction of the new EU Regulations from the 01/05/10. Business Areas Number of Changes Pensions 7 Across all Business Areas 6 Occupational Diseases 5 Unemployment 4 Sickness 4 Debt Recovery 2 Death Grants 1 Total 29
Project Deliverables• For every main change identified the Project has delivered a series of activities or products to facilitate the introduction of the relevant change. These include: • Technical/Awareness Communication products • E-Learning Training Modules • Revision of DWP Guidance products • Revision of DWP Internal Facing Documentation • Revision of DWP Customer facing Letters • Revision of Small DWP IT Systems • Updates to relevant Websites
Further Impacts• In addition a key change across all the business areas is the complete revision of all social security coordination forms from paper e-forms to paper structured electronic documents (SEDs) and portabledocuments for the use by customers.• The delivery for the agreed content of these new forms has beenscheduled by the European Commission to occur over 3 separate stages in 2010.• The first set of documents were provided to all Member States forimmediate use in May 2010.• The second set of documents are scheduled for delivery in August 2010.• The remaining documents are scheduled for delivery in November 2010.
Business Processes by Category Main Business Flows and Associated SEDs Category Flows SEDs Sickness 23 70 Unemployment 8 35* Pensions 9 197* Occupational Diseases 13 51* Recovery 13 35 Family Benefits 10 27 Applicable Legislation 3 9 Horizontal 6 14 Total 85 438 * The figure contains Country variants for the same SED
Implementation Results• Across all the relevant Departments everyone was ready to implement the new regulations from the 01/05/10.• Departments have been receiving new SEDs and Portable Documents from other Member States.• UK Departments have also been issuing new SEDs and PortableDocuments to other Member States.• Obviously with only a two months having past since the introduction of the new regulations there has been insufficient cases yet to test many of the changes introduced by the new regulations.• Overall positive responses from all of the UK Departments impacted by the introduction and implementation of the new regulations.
Issues / Challenges to Date• Challenge for the business is the need to actually run both the old and new regulations for Social Security Coordination.• This brings an additional layer of business process to determinewhether the Country or the type of Customer is currently applicable to thenew regulations.• Challenge around the transitional period where the use of old and new coordination forms will need to work without any adverse effect on the customer experience.• Still some clarity required in some of the regulations particularly around some of the implementation aspects.• Still some clarification of the impact of the new regulations on National Legislation.• The expected initial teething problems of introducing new processesand new forms, which will reduce through familiarity and repetitionof activities over time.
Implementing Regulation 789/09 • Article 4(2) of implementing Regulation 789/09 States: • The transmission of data between the institutions or the liaison bodies shall be carried out by electronic means either directly or indirectly through the access points under a common secure framework that can guarantee the confidentiality and protection of exchanges of data. • Article 95(1) of implementing Regulation 789/09 States: • Each Member state may benefit from a transitional period for exchanging data by electronic means as provided for by Article 4(2) of the implementing Regulation. These transitional periods shall not exceed 24 months from the date of entry into force of the implementing regulation. • As a consequence of these requirements we have been exploring the options for the UK and the associated Departments to be able to send and receive social security coordination data through an electronic exchange to the timescales specified.
UK EESSI Programme - Objectives • To lead on the co-ordination of the UK EESSI implementation activities. • To manage the engagement with UK Stakeholder Departments, the European Commission EESSI Project Team and the Commission’s IT supplier. • To work with UK Departmental stakeholders to secure funding for the full lifecycle of the UK EESSI NAP Project and to agree requirements. • To ensure the UK is EESSI enabled by providing a single National Access Point for exchange for social security information according to the reference architecture, process flows and document format set out by the EC.
The Three Tiers of EESSI Implementation Tier 1 – EU EESSI Main Infrastructure Tier 2 – UK EESSI National Access Point Tier 3 – DWP EESSI Interface Solution
Tier 1 - EESSI Main InfrastructureThe first tier is the main EU Infrastructure. This is the responsibility of theEuropean Commission to deliver in Partnership with the respective ITSuppliers.DWP are stakeholders in the delivery of this project through the UKrepresentation as a Member State and at the decision making forums of theEuropean Commission.These forums consist of the Administrative Commission (AC), the TechnicalCommission (TC) the Task Force and the use of ad hoc working groupsformed as and when they are required.The UK is not one of the six Member States selected to take part in the formaltesting of the EESSI main Infrastructure solution.
EESSI High Level Architecture CI CI CI The set CI IT systems of CI The sTESTA Member National servicesCI and developed National backbone is operated State 2 for EESSI by the EC are Network Network and maintained by the referred CI as to Member EC “Coordination Node” CI State 1 EESSI International Network sTESTA CI Member State 3 National Network CI Member National State “n” Network CI CI CI Member CI National National State 4 Network Network CI CI CI CI CI Coordination Access CI Competent Node Point Institution
IT Systems connected to the EESSI Network CI CI CI CI The “Coordination Node” CI encompasses all EESSI Member National CI National systems deployed in the 2 State Network Network Data Centre and operated CI by the EC. CI Member State 1 EESSI “Access Points” are International Network operated by Member sTESTA States. They are accessible both via National Networks CI as well as sTESTA. Member State 3 National Network CI Member National State “n” “Competent Institutions” Network CI CI are connected to CI National Member National Networks. CI National State 4 Network Network CI CI CI CI CI Coordination Access CI Competent Node Point Institution
Tier 2 - UK EESSI National Access Point• To implement a single National Access Point (NAP) and a web interface application for the UK which would enable the electronic exchange of social security information with institutions in other EU Member States before the end of transitional period in April 2012.• The UK EESSI NAP, is the IT solution for the Tier 2 EESSI infrastructure which will be shared and used by a number of UK Departments.• Cross Government discussions are ongoing to determine a common set of requirements to facilitate an electronic exchange through a single web interface solution for the UK.
Tier 2 - UK Access Point CI CI EESSI requires that all Competent Institutions Member CI access the International National State 2 EESSI backbone network Network via “Access Points” CI CI EESSI Backbone Network Coordination Access International Part National Part of Competent Node Point of Access Point Access Point CI Institution
Tier 3 - DWP EESSI Implementation• Tier 3 is where the existing business transactions will need to beconfigured to interact with the UK EESSI National Access Point.• This Tier is looking to determining the most efficient and costeffective approach to completing the transactions required.• For DWP this has established that there should be a minimum level of data entry completed automatically for the EU data exchangesfrom data already held on other existing Departmental IT systems. The levelof automation will increase depending on the volume and content of eachdata exchange required.• It is envisaged that there will always be some manual data entriesrequired by an end user to complete the relevant transaction.• DWP are therefore responsible for the design, development &implementation costs associated with any solution that is required tointerface with the UK EESSI National Access Point.
Tier 3 - DWP Proposed Solution Overview HMRC Existing DWP Existing IT System IT System Access Point EESSI Interface DWP Existing Solution IT System EESSI DWP Network IPAP NPAP Network DWP existing IT System
Sending messages via Access Points CI CI CI CI CI Member National CI National State 2 Network Network CI Member CI State 1 EESSI International Network sTESTA CI “Competent Institutions” Member State 3 National Network send messages via the CI Member National Network to the National State “n” Access Point that is Network CI CI responsible for them. CI Member CI National National State 4 Network Network CI CI CI CI CI Coordination Access CI Competent Node Point Institution
Message exchange via the Coordination Node CI CI CI CI CI Member National CI National State 2 Network Network Access Points relay CI ALL messages to Member CI State 1 the Coordination EESSI Node. International Network sTESTA CI Member State 3 National Network CI Member National State “n” Network CI CI CI Member CI National National State 4 Network Network CI CI CI CI CI Coordination Access CI Competent Node Point Institution
Message delivery via appropriate Access Point The Coordination Node relays CI CI CI CI messages to the Access Point CI of the destination Competent National Member CI National Institution. The Access Point Network State 2 Network delivers them to the CI. CI Member CI State 1 EESSI International Network sTESTA CI Member State 3 National Network CI Member National State “n” Network CI CI CI Member CI National National State 4 Network Network CI CI CI CI CI Coordination Access CI Competent Node Point Institution
UK EESSI Programme Governance• The UK EESSI NAP Project is currently governed by the UK EESSI Programme Board and the UK EESSI Steering Committee.• The UK EESSI Programme Manager is Amy Malik – DWP.• The Tier 2 UK EESSI NAP Project is also currently being managed by Amy Malik.• Each Tier 3 UK Departmental EESSI project will report progress through their own internal Departmental Governance arrangements.
Tier 2 - UK NAP Stakeholders• The NAP will be used by the following UK Departments (represented on the UK EESSI Steering Committee and Programme Board): • Department for Work & Pensions (DWP), The Pension Service, Disability and Carers Service, Jobcentre Plus. • Department of Health (DoH), Overseas Health Team • HM Revenue & Custom (HMRC), Benefits & Credits Change • Northern Ireland Social Security Agency (NISSA) • Department of Health, Social Security and Public Services Northern Ireland (DHSSPSNI)*• Other key Stakeholders are (represented on the UK EESSI Steering Committee): • Cabinet Office (Assurance capacity from a Pan Government IT Strategy’s perspective) • HM Treasury (Advisory capacity from a perspective of funding) • Government of Gibraltar (which will have it’s own National Access Point but would like to share knowledge with the UK)• DWP, DH and HMRC are the Departmental sponsors and they have agreed to equally share the costs of the UK EESSI NAP solution.• * DHSSPSNI is represented at the UK EESSI Steering Committee and the Programme Board by NISSA
Progress of the UK EESSI NAP Programme Pre-feasibility Phase High-level Key Milestones Milestone Progress Date Obtain funding commitment from Departmental Completed April 2009 sponsors for UK EESSI NAP Programme team in FY 2009-2010 Establish Cross-Government Governance Completed June 2009 Structure for UK EESSI Programme and UK EESSI NAP Programme High-level business requirements and solution Completed August 2009 options MOU 1 signed off by funding Departments Completed September 2009 DWP EESSI Project Gate 0 approved Completed September 2009
Progress of the UK EESSI NAP Programme Feasibility Phase High-level Key Milestones Milestone Progress Date Functional requirements for Web Interface Completed January 2010 Service UK EESSI NAP high-level logical architecture Completed March 2010 Make SRO/ Accreditor / Data Owners aware of Completed April 2010 the use of S-TESTA (EC’s network) and key security concerns Commence planning options for sourcing Commenced January 2010 development of UK EESSI NAP Investment Decision made Delay to June due to Project July 2010 Review exercise
Progress of the UK EESSI NAP Programme Implementation Phase High-level Key Milestones Milestone Progress Date UK EESSI NAP development and delivery August 2010 commenced UK EESSI NAP accredited and ready for August 2011 Departmental integration testing Completed Integration Testing with the relevant March 2012 UK Departments All relevant UK Departments connected to NAP March 2012 and EESSI to go live UK start exchange SEDs with all Member April 2012 States in EEA