CA Error Checking October, 2004 Jed Graef IPM-Software
Review of TRACS Error Checking ©Two-Pass Model © MAT checks ©Formatting and similar issues © TRACS checks ©Business rules
Fatal Errors ©MAT © Record level © File level ©Fatal
Non-Fatal Errors ©Discrepancy © © Level-1 (Correct in 30 -45 days) Level-2 (Correct on the next certification) Level-3 (Informational) Level-4 (For field office use) ©Informational ©Status (Voucher)
Which Records are Stored? ©Records with MAT errors or Fatal errors are not stored ©Records without errors and with non-fatal errors are stored ©The TRACS calculated values are stored
Why Level-1 Discrepancies are not Fatals ©By the time TRACS checks for the level-1 and other errors the record has already been stored. ©TRACS is looking into the feasibility of storing records with fatal errors
Is TRACS Error Checking Complete? ©Not at all ©There are many handbook rules that TRACS does not or can not audit © Rent © Utility Allowance © Income Limits
Is TRACS Error Checking Accurate? ©Generally, yes ©However the certification model used for error checks can introduce errors if the cert is not completely accurate and compliant
CA Requirements ©CAs are required to review data submitted and send correct data on to TRACS ©This means messages and instructions must be sent to sites concerning data fixes
Current Practice © CA Software may or may not do a full MAT check © CA Software probably checks some but not all TRACS errors © CA Software probably does at least some checking that TRACS does not do © Each vendor decides how and with what format to communicate errors © Vendors or CAs might modify the severity level associated with a given data condition
Problems © If the same message code (CE 123) is used by the CA and TRACS it can be difficult for a site or the Helpdesk to determine who generated it © Just because a CA uses a TRACS message code, there is no assurance that the same edits have been performed © There is no central repository of non-TRACS messages and edits
Bob Wilson's Suggested Changes ©Add a two- or three-character identifier to CA message codes © CA-CE 123 or © CE 123 -CA ©Consider adding a section to the MAT Guide for vendor messages
Bob’s Suggestions-2 © Each vendor message should have a unique identifier that should: © Not duplicate one used by TRACS © Not be in the same range as the numbers used by TRACS © Use numbers 800 or greater if using a TRACS prefix (CE, F, etc) © Return CA messages in the same format as is used by TRACS. Do not send unformatted reports.
Bob’s Suggestions-3 ©If a TRACS message code is used, return the same message as does TRACS ©Optionally add a CA addendum
Proposed Error Format © © © © © @*@ TRACM 11111 TRACM 22222 2. 0. 1. B OA Defined Data : 1234567890 OA Software Vendor : Fly-Bi- Nite Software OA Software Release/Version : 0. 00. 1 CA Software Vendor : Sorta-Good Software CA Software Release/Version : 1. 97. 3 Agency Defined Data : Whatever Project Name : BIG HOUSE INC. Project No. : Contract No. : DC 44 H 111111 Unit No. : 7 SSN : 88888 Name : TENANT, FIRST Tenant No. : 10000 Effective Date 2004 -07 -01 Informational : UA 005 -CA NO UNIT ADDRESS FOUND IN TRACS FOR THE MAT 10 SUBMITTED CA Message: Why would you ever want to do something like this?
Getting Creative Or How a CA Can Sneak In a Report
• @*@ TRACM 11111 TRACM 22222 2. 0. 1. B • OA Defined Data : 1234567890 • OA Software Vendor : Fly-Bi- Nite Software • OA Software Release/Version : 0. 00. 1 • CA Software Vendor : Sorta Good Software • CA Software Release/Version : 1. 97. 3 • Agency Defined Data : Whatever • Project Name : BIG HOUSE INC. • Project No. : • Contract No. : DC 44 H 111111 • Unit No. : • SSN : • Name : • Tenant No. : • Effective Date • Informational 2004 -07 -01 : CE 800 -CA • CA PROCESSING REPORT • CA Message: Thanks for your submission • You sent 23 Annuals. We rejected 3 of them. • You sent 4 Gross Rent certs. We liked them all. • Etc. , etc.
Unresolved Issues © TRACS review of level 1 errors © Possible project to make some level-1 errors fatals © Authority for CAs to deviate from the MAT Guide © Changing error levels © Adding new errors © Process for CA error review, if any © Revamping the TRACS error checks--Post-BPR
Ca. TRAC’r Error Checking ©See handout
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