12000 Automated Control System

Revision 09-1; Effective July 20, 2009

 

 

12100 Overview of Automated Systems

Revision 09-1; Effective July 20, 2009

 

The four systems involved in delivery of benefits to victims of Texas disasters are:

The FEMA NEMIS system operates in the National Processing Service Centers (NPSC) in Denton, Texas; Hyattsville, Maryland; and Mt. Weather, Virginia. The system is written by FEMA national office and is used in disaster recovery operations nationwide to track government assistance to disaster victims.

Data from the FEMA system is transferred to DAPP. DAPP updates and maintains the file and creates payment transactions, which are sent to HHSAS.

The DAPP is maintained by HHSC Information Technology. Its primary function is to create a payment file to submit to HHSAS and then the state comptroller for printing of disaster assistance warrants. First, a vendor identification (VID) record is created. The records are assembled into a maintenance file. This file is used by HHSC's Fiscal Management Services (FMS) to add disaster victims to the comptroller's VID file so that warrants are printed with the correct name and address information. Once the data is exported into the HHSAS, the file is added to the HHSAS pay file and sent to the state comptroller. The comptroller is authorized to produce warrants or issue electronic funds transfers (EFT) for disaster victims.

The comptroller's Vendor Payment System prints warrants based on the file provided by HHSAS.

 

12110 Tasks and Responsibilities Involving Automation

Revision 09-1; Effective July 20, 2009

 

ONA is responsible for:

 

12200 FEMA National Emergency Management Information System (NEMIS)

Revision 09-1; Effective July 20, 2009

 

The NEMIS system includes personnel, fiscal, program reporting and eligibility systems for the Housing Assistance (HA) and Other Needs Assistance (ONA) provisions of the Federal Assistance to Individuals and Households Program (IHP). ONA workers access the NEMIS system to review application information and make an eligibility determination. The ONA decision is entered in NEMIS.

The parts of the NEMIS system that directly affect the Other Needs Assistance Program are:

 

12210 The ONA File

Revision 09-1; Effective July 20, 2009

 

For the Texas ONA program, FEMA's NEMIS system produces a file of ONA cases that consists of applicant identifying information and payment information. The disaster data file from NEMIS is downloaded to DAPP to form a database, eliminating duplicate data entry for ONA. Disaster payment authorizations are downloaded from NEMIS into the DAPP system.

 

12300 The Disaster Assistance Payment Program (DAPP)

Revision 09-1; Effective July 20, 2009

 

The primary functions of the DAPP system are to update the database, prepare payment data and transmit the data to HHSAS (see Section 12400, Comptroller’s Vendor Identification (VID) Payment System). The DAPP system also provides a means of tracking case actions and producing reports.

The DAPP system consists of a master file of all ONA approved applicants and programs to create pay files and statistical reports. The pay file is created and updated from transactions transmitted from the NEMIS state export. Data from the Comptroller's Verification Report is also used to update the pay file with warrant information.

The DAPP system holds transactions which will not meet comptroller format requirements. It also holds transactions because of sequence and calculation errors. It holds and reports duplicate Social Security numbers. It permits flagging cases to be held for payment until a vendor identification problem is resolved.

 

12310 Error Correction

Revision 09-1; Effective July 20, 2009

 

In response to error reports from the DAPP or HHSAS, transaction errors from the system and vendor identification problems are handled by updating the database, correcting transactions and releasing transactions from hold. The DAPP system maintains an audit trail of all transactions.

 

12320 Tracking and Reporting

Revision 09-1; Effective July 20, 2009

 

Reports available on the DAPP system include:

 

12330 Program Maintenance

Revision 09-1; Effective July 20, 2009

 

During a disaster, this system requires daily monitoring from an IT programmer and production control staff. Occasional programming changes are made to conform to new FEMA/IHP regulations or procedures.

At the conclusion of a disaster operation, and after the Texas Disaster Emergency Management (TDEM) audit, the DAPP files are maintained.

 

12400 Comptroller's Vendor Identification (VID) Payment System

Revision 09-1; Effective July 20, 2009

 

The data files in HHSAS are updated with DAPP input. HHSAS produces a Vendor Identification (VID) maintenance file, a pay file and associated reports. These files and reports are delivered to Central Operations in HHSC Fiscal Management Services (FMS). HHSAS provides the interface with the comptroller's vendor payment system.

The comptroller’s Uniform States Accounting System (USAS) maintains a VID file. The VID maintenance file, produced by HHSAS, is run prior to the pay file to update the VID file. After the VID maintenance file is run, the pay file is used to produce warrants for disaster victims.

Upon completion of the warrant processing by the comptroller’s office, both the warrants and a file verifying warrant numbers, dates and amounts are transmitted to FMS to update the DAPP system. The warrants are then mailed out by HHSAS.

 

12500 Health and Human Services Accounting System (HHSAS)

Revision 09-1; Effective July 20, 2009

 

HHSAS provides the interface between ONA and the comptroller's VID File Maintenance section, as well as other entities in the comptroller's office and the state treasury. Specific ONA activities are:

HHSAS Financials is an integrated software application that includes PeopleSoft modules:

These PeopleSoft modules provide the following functions to process the pay file in HHSAS: