SSA - POMS: DI 81010.035 - Data Propagation

A. Mainframe Data Propagation in Electronic Disability Collect System (EDCS)

1. Source of propagated data

Data propagates into EDCS from the following mainframe systems:

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Modernized Claims System (MCS);
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Modernized Supplemental Security Income Claims System (MSSICS);
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Integrated Client Database (ICDB);
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NUMIDENT;
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Supplemental Security Record (SSR);
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Appointment screens; and
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Master Beneficiary Record (MBR).

NOTE: Data propagates from MCS before any other mainframe systems. If an MCS claim does not exist, data propagates from the active MSSICS claim and other mainframe sources. Abbreviated applications (ABAPs) in MCS/MSSICS do not propagate information into EDCS.

2. Type of data propagated

Once the EDCS case is created, the following information propagates from the mainframe:

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Name, date of birth, address, and telephone number;
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Alleged onset date (AOD);
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Date last insured (DLI);
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Date first insured (DFI);
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Attorney/Non-Attorney Representation;
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Allegations of disabling condition;
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Language preference; and
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Authorized Representative.

NOTE: EDCS no longer makes a distinction between Attorney/non-Attorney contact types in favor of Appointed Representative. The information displayed on this page is either propagated from MCS, the Appointed Representative Data Base (ARDB) or entered in EDCS by the user.

REMINDER: The DLI and DFI will only be propagated to EDCS if the MCS EC Computation (# 2 and #21 on the MCS Main Menu) has been run before entering EDCS. In RIB/DIB claims, technicians must run the DIB MCS EC Computation as the last computation before entering EDCS to ensure the DIB DLI and DFI data propagates to EDCS.

3. Changing propagated data

Most propagated data in EDCS cannot be over-keyed, including the AOD. To change propagated information:

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Correct the data in the mainframe (MCS, MSSICS, etc.); then
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Open EDCS and repropagate the data (See Data Repropagation in Electronic Disability Collect System (EDCS) - DI 81010.045).

EXCEPTIONS: Allegations of disabling condition and DLI’s can be over-keyed in EDCS and will not be replaced by MCS/MSSICS data if repropagation or transfer actions are taken, nor will the over-keyed EDCS data update to MCS/MSSICS. Make sure that allegations in EDCS are spelled out correctly, not truncated or abbreviated.

To update the claim after transferring, see Using the Update-After-Transfer (UAT) Utility - DI 81010.095.

B. Data propagation into EDCS when no current mainframe claim or appeal exists

1. Exclusion Information Screen

When no current MCS or MSSICS claim or appeal exists all available data from SSA’s other mainframe systems (i.e., NUMIDENT, and MBR) propagates into the MCS Exclusion Information page in EDCS.

Once the case is created:

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The name and date of birth propagates from the MBR into the MCS Exclusion Information screen in EDCS.
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EDCS prompts you to complete other fields on the MCS Exclusion Information screen whenever a Childhood Disability Beneficiary (CDB) or Disabled Widow(er) Beneficiary (DWB) MCS Exclusion Claim is established. The MCS Exclusion Information screen requires you to enter information that would normally propagate into EDCS from the mainframe application.

2. Changing propagated data

Data that propagates from the MCS Exclusion Information screen into other EDCS screens cannot be over-keyed.

To change incorrect data propagated from the MCS Exclusion page:

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return to the MCS Exclusion page;
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Correct the data; and
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Continue with the EDCS screens.

NOTE: The subsequent EDCS screens will be updated because the MCS Exclusion screen was corrected.

EXCEPTION: Allegations of disabling conditions can be changed on any screen where they appear. Make sure that allegations in EDCS are spelled out correctly, not truncated or abbreviated.

C. Data propagation from prior EDCS cases

Some information can be propagated into EDCS from:

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Prior lower level EDCS cases; and
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Prior closed electronic folders.

When using data propagated from a prior lower level EDCS case or a prior closed electronic folder (EF), you must review and update the propagated information. For example:

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Verify the current address and telephone number for each source “copied” from a prior case; and
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Update information such as the date a source was last seen, the next appointment, and the reason the source was seen.

1. Propagation from prior lower level EDCS cases

EDCS displays information available for copying from a prior level case so that, if appropriate, it can be copied into the current case.

2. Propagation from a prior closed electronic folder

When keying a subsequent initial case into EDCS and a prior closed electronic folder exists:

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The “Copy from Prior” button is activated on many Adult Disability Report 3368 and Child Disability Report 3820 screens.
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Use the “Copy from Prior” utility to copy some details from the most recent closed electronic folder into the new subsequent initial EDCS case. For details on using the “Copy from Prior” button, see Creating Electronic Disability Collect System (EDCS) Cases, DI 81010.020D.1.

D. Data propagation from Internet Disability Reports (IDRs) in EDCS

Information from IDRs propagates into EDCS only if Internet Users (IUs) finally transmit the report (see Internet Disability Report Intake Overview Commonly Used Acronyms, Reports, and Terms, DI 81007.005). When establishing a case, if a finally transmitted IDR exists, EDCS:

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Displays an alert message;
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Automatically selects KEYED for the appropriate report(s) on the Form(s) Selection screen;
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Displays propagated IDRs data prior to the user making any entries in EDCS;
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Captures a “Record of Change” (ROC) snapshot prior to propagating data from the mainframe and Exclusion Information screen. For details on ROCs, see Case Data Tab, DI 81005.045C; and
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Marks the case if an Internet report was available but not propagated for any reason.

This information is available in eView on the Case Information page under Client Dates. If a form was not propagated, the Client Dates section shows the date the form was submitted, the type of Internet form that did not propagate, and the reason why the internet form did not propagate.

NOTE: If the claimant submits an IDR after an EDCS record has been established, the FO must ensure that the EDCS record reflects all pertinent information from both the IDR and whatever has already been entered in EDCS. This can be done by printing out the IDR and entering additional information into EDCS; or if there is no keyed data in the EDCS record yet, the EDCS record can be deleted and a new IDR can be started which will propagate IDR data.

1. Priority for IDR data propagation

During propagation, mainframe information overlays Internet information where data fields exist on both the mainframe claim and the IDR, including situations where there is no data present in the mainframe field (i.e., phone number).

EXCEPTION: The mainframe allegation of disabling conditions is added to the end of the EDCS field only if there is room (i.e., the claimant didn’t use the full 1,000 characters that are allowed when submitting the Internet disability report).

2. IUs complete the wrong Internet Disability Report

If an IU completes the incorrect Internet Disability Report, see Establishing Internet Disability Report Data in Electronic Disability Collect System (EDCS), DI 81007.030D.

E. Data propagation limitations in EDCS

Data does not propagate into EDCS and case creation ceases if EDCS detects multiple Disability Insurance Beneficiary (DIB) claims for the same claimant in its propagation.

If multiple DIB claims exist, EDCS displays an alert message advising you to resolve the multiple disability claim situation in MCS before attempting to create the case in EDCS. The multiple DIB claims alert may incorrectly display if a claim type is transferred on the mainframe incorrectly.

Social Security

Program Operations Manual System (POMS)

DI 81010.035 Data Propagation