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SSA EVVE Fair Price Accounting Project

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List of all the organization's budget/object class of expense categories/items ... statements, adoptions, amendments, sealed records and difference between ... – PowerPoint PPT presentation

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Title: SSA EVVE Fair Price Accounting Project


1
SSA EVVE Fair Price Accounting Project
Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
2
Background
  • Both SSA and NAPHSIS recognized the need to
    improve current exchange of birth and death data
    between agencies.
  • As a result, SSA and NAPHSIS is piloting a
    message-based system (Electronic Verification of
    Vital Events or EVVE) in various states.
  • OVRs EVVE pilots currently collect a fee from
    individuals requesting a vital record.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
3
  • With EVVE, providing a certification for SSA
    related activities will no longer be necessary,
    as SSA will access OVRs database electronically.
  • SSA recognizes that this could have a negative
    impact on OVRs revenues and agreed to work with
    NAPHSIS by contracting with KPMG to determine
    what national price SSA should pay for access to
    each states vital records.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
4
Project Objectives Scope
  • KPMG conducted a study with the following state
    agencies
  • Alaska Kansas
  • Colorado Missouri
  • Florida Washington
  • Iowa
  • Years study impacted were 1999, 2000 and 2001
  • KPMG is to determine the cost incurred by each
    state agency related to processing online SSA
    certification and verification requests

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
5
  • KPMGs goal is to develop a cost formula which
    factors in direct cost, indirect cost fixed
    cost.
  • KPMG was to determine the fair price based on the
    cost structure, that each state agency should
    charge SSA.
  • KPMG began the project by doing several surveys
    to enhance their knowledge of each states vital
    records processes.
  • KPMG did preliminary research through NCHS,
    NAPHSIS individual states internet sites
    reviewed the model V.S. act.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
6
  • KPMG started by asking states for copies of their
    organization charts, annual reports, strategic
    plans, audit reports other documents regarding
    the certification verification processes.
  • KPMG developed process maps from the information
    gathered developed a series of questions
    (interview questionnaire) for telephone
    interviews that allowed them to complete the
    process flowcharts.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
7
State of Florida KPMG Meetings
  • November 8, 2002
  • Two conference calls between Florida Office of
    Vital Statistics KPMG to answer general
    questions concerning the Birth Death Record
    Management Processes.
  • Original study Involved 63 birth questions 64
    death questions. Revised to include 29 birth 30
    death questions.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
8
  • November 13, 2002
  • Three hour conference call between Florida Vital
    Statistics KPMG to review items needed during
    the site visit that were presented in the
    Document Data Request List.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
9
December 16-20, 2002
  • KPMG site visit to Florida Vital Statistics in
    Jacksonville, FL. Upon arrival, KPMG was provided
    with the list of items in the Document Data
    Request List during a kickoff meeting. During the
    visit, KPMG interviewed vitals staff to determine
    how employees spent their time between the
    different types of vital records (i.e., birth,
    death, other).

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
10
Travel Week-State, KPMG Employee(s)
Due to short timeframe vast geographical
distance of pilot states, KPMG organized three
teams to complete analysis travel according to
above table.
Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
11
Document/Data Request List
  • Purpose of the document list is to enhance KPMGs
    knowledge of the raw data that each state agency
    may be able to provide on volume, cost, pricing
    general information associated with the Vital
    Statistics Records Management operation.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
12
General Documents Provided to KPMG
  • Strategic plan
  • List of all the organizations budget/object
    class of expense categories/items
  • Annual financial statements for past 3 years
  • Annual budget reports for 3 years

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
13
General Documents
  • Annual management /or cost reports
  • Number and cost of contractors engaged for VS
    records management
  • Number of FTE s (incl. partial FTEs) per
    department
  • Number of FTEs (incl. partial FTEs) by
    function/process
  • Number of FTEs (incl. partial FTEs) by type of VS
    record/document produced
  • Time-tracking, payroll or other reports
    FTEs/individuals included in item 4, (annual
    budget) showing number of hours spent doing or
    supporting VS records management.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
14
General Documents
  • Salary information (including benefit costs)
    FTEs/individuals included in item 4 (annual
    budget) showing number of hours spent doing or
    supporting VS records management
  • Reports information on the Local Registrars
  • Reimbursement arrangement
  • Number of offices
  • Memorandum of Understanding (if any)
  • Number of FTEs

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
15
General Documents
  • Other annual reports
  • Office equipment acquisitions/transfers usage
    rate by department
  • Software acquisitions usage rate by department
  • Other expenditures made usage rate related to
    VS records management
  • Square footage of space utilized, by department,
    for VS records management
  • Office materials and supplies and usage rate

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
16
Volume/Data Documents
  • Entire records population set, by type
  • Number of birth records maintained for each year
    in database.
  • Number of death records maintained for each year
    in database.
  • Number type of other records maintained for
    each year in database.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
17
Volume/Data Documents
  • Birth records population set
  • Number of newly established records for each year
  • Number of amendment request to existing records
    per year
  • Death records populations setSame data as
    above.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
18
Volume/Data Documents
  • Online Certification Query Logs (SASRO)
  • Online Verification Query Logs (SASRO)
  • Manual issuance logs certification
    requests/searches Total number of birth /death
    request issuances
  • Manual issuance logs verification
    requests/searches Same as above.
  • Manual issuance logs other requests

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
19
Price Information
  • Documents explaining the basis for setting /or
    increasing prices
  • Copies of statutes and rules
  • Price/fee schedule for birth related requests
  • Fee schedule for births, amendments,
    certifications, verifications, other abstracts,
    indexes, etc.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
20
Price Information
  • Price/fee schedule for death related requests
  • Fee schedule for deaths, amendments,
    certifications, verifications, other abstracts,
    indexes, etc.
  • Price/fee schedule for other types of record
    related requests
  • Marriage and divorce records.

21
  • NAPHSIS seven states had weekly conference
    calls regarding SSA/KPMG cost study.
  • Non-disclosure agreement was signed between seven
    states SSA/KPMG.
  • States developed list of V.S. services relating
    to issuance of records addressing common
    certification issues

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
22
  • Discussed issues KPMG did not understand upon
    visit, cost states charge for searches, not found
    statements, adoptions, amendments, sealed records
    and difference between verification
    certification.
  • Local Registrars were not included in study even
    though extensive information was provided to
    KPMG/SSA on telephone and on-site visit.

Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
23
Outcome of study will be a final report on
prices, volumes revenue impact.
Vital Information Re-engineering to Meet the
Nationwide Challenge New York, NY June 8th
12th, 2003
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