system design – isdh birth / death match · talk server daily. the birth records and death...

SYSTEM DESIGN – ISDH Birth / Death Match DOCUMENT CONTROL Project Name: ISDH Birth / Death Match Project Number: PC0424 Project Manager: Ginny Taylor Agency Division: ICES/DFR Document Author: Srinivasa Bodapati/Sara Thangarajan Date: 05/08/2013 REVISION HISTORY Version Date Summary of Changes 1 05/08/2013 Initial Creation 2 05/13/2013 Modified the document based on the comments from BSC

System Design ISDH Birth / Death Match

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TABLE OF CONTENTS

1 PURPOSE ................................................................................................................... 3 2 AUDIENCE .................................................................................................................. 3 3 PROJECT SUMMARY ................................................................................................ 3 4 IMPACT TO CURRENT SYSTEM DESIGN ................................................................ 3 5 GENERAL SYSTEM DESIGN ..................................................................................... 4 6 SPECIFIC SYSTEM DESIGN ..................................................................................... 6 7 REPORTING SYSTEM DESIGN ............................................................................... 10 8 SECURITY SYSTEM DESIGN .................................................................................. 10 9 REGULATORY SYSTEM DESIGN ........................................................................... 10 10 EXCEPTIONS/ERROR DESIGN ........................................................................... 10 11 DATA DESIGN ....................................................................................................... 10 12 TRAINING DESIGN ............................................................................................... 11 13 PERFORMANCE DESIGN .................................................................................... 11 14 USABILITY DESIGN .............................................................................................. 11 15 QUALITY DESIGN ................................................................................................. 11 16 TESTING DESIGN ................................................................................................. 11 17 OTHER DESIGN .................................................................................................... 11 18 ASSUMPTIONS AND CONSTRAINTS .................................................................. 11 19 SIGNOFF ............................................................................................................... 11 Appendix I: New File Layouts ......................................................................................... 12 Appendix II: DEBM screen .............................................................................................. 13 Appendix III: DEDM screen ............................................................................................. 14 Appendix IV: MNDE1 screen .......................................................................................... 14 Appendix V: DEDATA ..................................................................................................... 15 Appendix VI: DETST867 ................................................................................................. 15 Appendix VII: Table Changes ......................................................................................... 17 Appendix VIII: DB Changes ............................................................................................ 18


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1 PURPOSE This document serves to specify the system requirements and design as they relate directly to the requirements documented in the Business Requirements document. This document traces to the Business Requirements, System Requirements, Test Plan, and Test Scripts. Traceability is noted in the numbered headings.

2 AUDIENCE This document is intended for review and signoff by the Development Team, Business Analysts, and Project Management.

3 PROJECT SUMMARY

The purpose of the project is to develop data exchanges from the Indiana State Department of Health (ISDH) to receive newborn and death information. This information will trigger tasks in ICES/FACTS. This will improve the processing timeliness of newborns and death matches for both providers and DFR staff.

4 IMPACT TO CURRENT SYSTEM DESIGN

4.1 Currently ICES doesn’t process birth records from any exchanges, but the death records are being processed by interfacing with the Social Security Administration (SSA). Alerts get created when the death records are processed. Existing alerts need to be revisited as part of the design to decide whether to keep them or eliminate them as part of the new process.

4.2 The newborn and death matches will result in these events being processed faster in ICES due to this new ISDH data exchange process.


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5 GENERAL SYSTEM DESIGN

Process Flow for ISDH and ICES Birth and Death record match:

The Indiana State Department of Health sends the birth and death records to the Biz Talk Server daily. The birth records and death records are packaged separately and sent as separate XML files to the Biz Talk Server. These files are available for pick up by ICES on a daily basis. As of now, these files will be picked up by the ICES batch at 7 pm every day (excluding weekends and Holidays). After receiving the file, the records from the batch file will be stored in the ICES database by doing a match against the SSN. If the SSN matches, the record will be stored in ICES. If the SSN


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does not match, an exception file will be written in ICES. The information that is stored for the birth and death match is displayed on the new screens which will be developed for this enhancement. The detailed information regarding the screens and screen layouts will be described as part of Section 6, Specific System Design section below. Two separate alerts, one for the Birth record and one for the Death record will be triggered for FACTS. In addition to the regular alerts, two overdue alerts will also be created for Birth and Death records. The names and details of these alerts are described as part of Section 6, Specific System Design section below.

5.1 ICES will develop a new daily batch interface program to process birth data from ISDH. A new program GDEXXX will be created to process the birth data which will be received through the BizTalk Server. The newborn records from the Indiana State Department of Health will be transferred to the BizTalk Server, which will be available for ICES in the specific layout that is described in the Appendix I of this document.

5.2 ICES will develop a new daily batch interface program to process death data from the ISDH. A new program GDEYYY will be created to process the death data which will be received through the BizTalk Server. The death records from the Indiana State Department of Health will be transferred to the BizTalk Server, which will be available for ICES in the specific layout. The layout for the death records will be available once the Indiana State Department of Health sends it to ICES.

5.3 ICES will create an alert 230 to notify workers of the birth match data.

5.4 ICES will create an alert 231 to notify workers of the death match data.

5.5 ICES will develop a new data exchange screen (DEBM) to provide workers the ability to view and process the birth match information. Audit information will be written into ICES when the screens are viewed.

5.6 ICES will develop a new data exchange screen (DEDM) to provide workers the ability to view and process the death match information. Audit information will be written into ICES when the screens are viewed.

5.7 ICES will list the new interface screens on the DE menu screens: DERL and MNDE1.

5.8 ICES will track the match compliance process on DECT. An update will be made on the productivity report to capture this information, the details of which have been defined as part of Specific System Design section 6.

5.9 ICES will enable the overdue alert processing to alert workers of outstanding match tasks. Two new overdue alerts 232 (For Birth Overdue) and 233 (For Death Overdue) will be created as part of the overdue alert processing.


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5.10 ICES will enhance the data exchange data archival process to include the new data sources.

5.11 ICES will enhance the data exchange data generator to simulate the match files from ISDH.

6 SPECIFIC SYSTEM DESIGN

6.1 New Programs – Batch GDEXXX – Birth Match

The purpose of this process is to add Birth information in ICES using the daily ISDH file. To accommodate this change below steps will be performed.

1. Receive the daily Birth ISDH file from the SFTP server. Sort the file in SSN

sequence. 2. Read the ISDH file using the new GDEXXXIN copybook.

3. A database call to GS18SNDX (using GDEXXXIN-NBR-SSN) is made to determine whether the mother’s SSN is known to ICES.

4. If the SSN is in SNDX18 then verify RID in GS03INDV using SNDX18-NBR-

RCPT where INDV03-CDE-STATUS = ‘A’.

5. Update GS25DEBM with ISDH file information. This will be displayed on the DEBM screen.

6. Alert 230 will be generated for this process.

7. If the SSN is not in GS18SNDX then exception file GDEXXXFA file is written and next record is read.

8. Write a control report GDEXXXRZ.

9. Add a standard Audit record for each ICES update.

GDEYYY – Death Match


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The purpose of this process is to update the Death information in ICES using the daily ISDH file. To accommodate this change below steps will be performed.

1. Receive the daily Death ISDH file from the SFTP server. Sort the file in SSN

sequence. 2. Read the ISDH file using the new GDEYYYIN copybook.

3. A database call to GS18SNDX (using GDEYYYIN-NBR-SSN) is made to determine whether the SSN is known to ICES.

4. If the SSN is in SNDX18 then verify RID in GS03INDV using SNDX18-NBR-

RCPT where INDV03-CDE-STATUS = ‘A’.

5. Update GS25DEDM with ISDH file information. This will be displayed on the DEDM screen.

6. Alert 231 will be generated for this process.

7. If the SSN is not in GS18SNDX then exception file GDEYYYFA file is written and next record is read.

8. Write a control report GDEYYYRZ.

9. Add a standard Audit record for each ICES update.

6.2 Program Changes – Batch

GDE010 – Productivity Report

Modify GDE010 to report and page break the GDE010RA report for the new interface source ‘DEBM’ (Birth Match) and ‘DEDM’ (Death Match). Also, create GDE010FA ‘alert’ records for the new interfaces if they are not resolved within 45 days.

GDE950 – Compliance Alerts

Overdue Alerts program GDE950 will be modified to generate overdue alert ‘232’ if the source is ‘DEBM’ and alert ‘233’ if the source is ‘DEDM’. The ‘232’ alert for


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‘DEBM’ and ‘233’ alert for ‘DEDM’ will be created if the match has not been completed by the worker and 10 days have elapsed.

GDE999 – 25DB Deletion Process

Modify GDE999 to delete the GS25DEBM and GS25DEDM segments that are 2 years old or older.

6.3 New Programs – Online

GDEAAA – DEBM - Birth Match

• New ICES IMS transaction DEBM added. • Read most recent GS25DEBM segment for the RID entered. • Read GS03INDV for recipient name, SSN • Obtain most current case for RID • Populate DEBM screen from individual, current case and GS25DEBM

information. Refer to DEBM screen as shown in Appendix II.

GDEBBB – DEDM - Death Match

• New ICES IMS transaction DEDM added. • Read most recent GS25DEDM segment for the RID entered. • Read GS03INDV for recipient name, SSN • Obtain most current case for RID • Populate DEDM screen from individual, current case and GS25DEDM

information. Refer to DEDM screen as shown in Appendix III.

6.4 Program Changes - Online GDE730 – DECT Compliance Tracking Status Update GDE730 to process new GS46CMPL segments where CMPL46-CDE-SOURCE = ‘DEBM’ or ‘DEDM’ and to delete the 230 and 231 alerts from the match programs plus the 232 and 233 worker overdue alerts associated with these compliance segments. GDE770 – DERL Data Exchange Menu

The DERL screen is used to display the list of exchanges available for a RID. This screen will be modified to add DEBM and DEDM matches on DERL. Refer to DERL screen in Appendix IV.


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GSM045 – MNDE1 Data Exchange Menu

The MNDE1 screen is used to display the Data Exchange menu. This screen will be modified to add DEBM and DEDM matches on MNDE1. Refer to MNDE1 screen in Appendix V.

6.5 Program Changes – Data Generator

DEDATA – TSO/ISPF Procedure

Modify current panel, DEDATA, adding new option for DEBM and DEDM Match processes. Refer to DEDATA in Appendix VI.

DETST867 – DEBM, DEDM Data Generator

Program DETST867, will be developed to accept Case number from the data generator panel. The data generator program will validate case number and verify that the individual’s case is current in ICES. Once this process is complete, DETST867 will create a new “W4M” transaction to be processed by GDE867. Refer to DETST867 in Appendix VII.

6.6 New Jobs and JCL New Job CEPDEXXX – Process DEBM Birth Match File Execute new Proc GDEXXXP to process DEBM Birth Match file. Proc will contain a Sort and will then execute program GDEXXX.

New Job CEPDEYYY – Process DEDM Birth Match File Execute new Proc GDEYYYP to process DEDM Birth Match file. Proc will contain a Sort and will then execute program GDEYYY.


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7 REPORTING SYSTEM DESIGN

7.1 None

8 SECURITY SYSTEM DESIGN

8.1 None

9 REGULATORY SYSTEM DESIGN

9.1 None

10 EXCEPTIONS/ERROR DESIGN

10.1 None

11 DATA DESIGN

IMS Database Changes GS25DEBM and GS25DEDM segments will be added to 25DB.


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12 TRAINING DESIGN

12.1 None

13 PERFORMANCE DESIGN

13.1 None

14 USABILITY DESIGN

14.1 None

15 QUALITY DESIGN

15.1 None

16 TESTING DESIGN

16.1 ICES test planning will include unit testing and system testing.

17 OTHER DESIGN

17.1 None

18 ASSUMPTIONS AND CONSTRAINTS

18.1 None

19 SIGNOFF Position/Title Signature Date

Technical Manager (required)

Other Stakeholders (as needed)


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Appendix I: New File Layouts GDEXXXIN: DEBM Birth Match Record Layout Data Element Location Length Data Type Comments Birth_Id Integer Birth_Year String State_File_Date Date MM/DD/YYYY State_File_Number String Local_File_Date Date Local_File_Number String LHD String Record_Type_id Integer First_Name String Middle_Name String Last_Name String Suffix String Date_Of_Birth Date Time_of_Birth String Gender String Child_Mrn String Child's Medical Record Number Child_SSN String Birth_Order Integer Birth_Weight_grams Integer City_Of_Birth String County_Of_Birth String Deceased_Ind String 0 = false, 1 = true) Father_first_name String Father_middle_name String Father_last_name String Father_Suffix String Father_DOB Date Father_age Integer Father_State_of_Birth String Father_SSN String Newborn_Screening_Nbr String Facility String Mother_Married_to_Father String 0 = false, 1 = true) Planned_Home_Delivery String 0 = false, 1 = true) Date_Certified Date Breast_Fed String 0 = false, 1 = true)


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Data Element Location Length Data Type Comments Created_Date Date Updated_Date Date Pregnancy_Id Integer Plurality Integer Mother_first_Name String Mother_mid_name String Mother_last_name String Mother_maiden_name String Mother_age Integer Mother_DOB Date Mother_State_Of_Birth String Mother_SSN String Mother_MRN String Mother_Res_Address_id Integer Mother_mail_address_id Integer Mother_phone_number String Mother_medical_Insurance String Mother_policy_number String Payment_Type_id Integer Mother_marital_Status_id Integer WIC_participant String 0=False,1=True

Appendix II: DEBM screen DEBM DATA EXCHANGE INQUIRY MM/DD/YY HH:MM BIRTH MATCH XXXXXX X XXXXXXXXXX RECIPIENT ID: XXXXXXXXXXXX CASE: XXXXXXXXXX COUNTY: XX RECIPIENT NAME: XXXXX X XXXX XX RECIPIENT SSN: 999999999 BIRTH ID: 999999 BIRTH YEAR: 9999 FILE DATE: 99/99/9999 FILE NBR: 99999999 TYP ID: 99999999 SEX: X DOB: 99/99/9999 CITY OF BIRTH: XXXXXXXXXXXXXXXXXXXXXXXXX FTR NAME: XXXXX X XXXX XX FTR DOB: 99/99/9999 MTR NAME: XXXXXXX X XXXXX XX MTR DOB: 99/99/9999 NEXT TRAN: ________ PARMS: ____________________________________________ MORE

MNDE1 DATA EXCHANGE MENU 05/09/13 14:49 DNT034 V SYST/RAO FUNCTION TRAN TRAN NUMBER / DESCRIPTION CODE PARAMETERS NUMBER / DESCRIPTION CODE PARAMETERS 1 - WAIVER INFO DEWR SSN OR RID 2 – BIRTH MATCH DEBM SSN OR RID 3 - DEATH MATCH DEDM SSN OR RID *** PLEASE ENTER THE NUMBER OF THE DESIRED FUNCTION: __ *** PARAMETERS: ____________________________________________ PRESS PF1 FOR HELP PF23: MNDE NEXT TRAN: ________ PARMS: ___________________________________________


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Appendix III: DEDM screen DEDM DATA EXCHANGE INQUIRY MM/DD/YY HH:MM DEATH MATCH XXXXXX X XXXXXXXXXX RECIPIENT ID: XXXXXXXXXXXX CASE: XXXXXXXXXX COUNTY: XX RECIPIENT NAME: XXXXX X XXXX XX RECIPIENT SSN: 999999999 BIRTH ID: 999999 BIRTH YEAR: 9999 FILE DATE: 99/99/9999 FILE NBR: 99999999 TYP ID: 99999999 SEX: X DOD: 99/99/9999 DOB: 99/99/9999 CITY OF BIRTH: XXXXXXXXXXXXXXXXXXXXXXXXX FTR NAME: XXXXX X XXXX XX FTR DOB: 99/99/9999 MTR NAME: XXXXXXX X XXXXX XX MTR DOB: 99/99/9999 NEXT TRAN: ________ PARMS: ____________________________________________

Appendix IV: MNDE1 screen

--------------------- DE Subsystem's - Test Data Generator --------------------- Option ===> 1 GDE300 - (DESX) SDX Receive datagen | 18 GDE944 - MMIS BUY-IN file datagen 2 GDE820 - (DEBN/DENB) SVES datagen | 19 GDE537 - (DEPD) Part D/LIS datagen 3 GDE830 - (DEBR) BEER datagen | 20 GDE955 - (DECC) Childcare datagen 4 GDE840 - (DEBN) BENDEX datagen | 21 GDE335 - Paris Interstate 5 GDE850 - (DESX) SDX Receive datagen | 22 GDE340 - Paris VA Benefits 6 GDE853 - (DEPM) Prisoners datagen | 23 GDE345 - Paris Fed Income 7 GDE860 - (DEUI) UI datagen | 24 - Available 8 GDE865 - (DENH) New Hire datagen | 25 GDE349 - LIS input datagen 9 GDE870 - (DEWX) WDX datagen | 26 GDE363 - INsight waiver datagen 10 GDE880 - (DEUX) IRS datagen | 27 GDEXXX – Birth Match datagen 11 GDE910 - Chip INBOUND datagen | 28 GDEXXX – Death Match datagen GDE915 Daily/Monthly | 12 GDE937 - Child Support Payment | Datagen | 13 GDE965 - Dept. of Health datagen | 14 GDE815 - ICWIS receive datagen | 15 GDE825 - ICWIS send datagen | 16 GDE725 - MRT receive datagen | 17 GDE928 - ISETS MPI datagen | Make a selection and hit ENTER or PF01 for HELP


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Appendix V: DEDATA

Appendix VI: DETST867

-------------------- GDE867 – Federal New Hire Data Generator -------------------- COMMAND ===> From Environment : T (P - Prod S - Syst Test W - Welfare Reform) Case Number | Case Number | Case Number | Case Number | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |


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| | | ENTER - To process END - To quit

RFDI REFERENCE TABLE DISPLAY FOR TABLE: TSAT COUNTY: 99 05/10/13 14:07 TABLE NAME SYSTEM ALERTS TABLE EFF DATE 01/01/92 DNT034 V SYST/RAO KEY FROM: 230 NEXT KEY: 231 PF4 TO ACCEPT FIELD VALUE TABLE VALUE SELECTION: ALERT NR: 230 DESCRIPTION: BIRTH VERIFICATION FROM ISDH STATUS:A FUNCTION: 1 PRIORITY: 1 WORKER: Y SUPERVISOR: N ADMIN: N TYPE:E CENTRAL OFFICE:N HIP SUPPRESS:N HHW SUPPRESS:N COUNTY COORD: DIST COORD: STATE COORD: CODE DESCRIPTION CODE DESCRIPTION CODE DESCRIPTION 01 BENEFIT RECOVERY 10 INTER COUNTY TRANSFER 19 MRT 02 ICES 11 INTRA COUNTY TRANSFER 20 MGMT. EVALUATION 03 IV-D 12 ISD 21 FID-FS POLICY 04 IMPACT 13 HELP DESK 22 COUNTY DIRECTOR 05 CLOSED CASE FILE 14 SECURITY 06 HEARINGS 15 APPL 07 MASS CHANGE 16 DATA EXCHANGE 08 QUALITY CONTROL 17 FS ISSUANCE 09 FINANCIAL MANAGEMENT 18 FIAT ALERT NR: 231 DESCRIPTION: DEATH VERIFICATION FROM ISDH STATUS:A FUNCTION: 1 PRIORITY: 1 WORKER: Y SUPERVISOR: N ADMIN: N TYPE:E CENTRAL OFFICE:N HIP SUPPRESS:N HHW SUPPRESS:N COUNTY COORD: DIST COORD: STATE COORD: CODE DESCRIPTION CODE DESCRIPTION CODE DESCRIPTION 01 BENEFIT RECOVERY 10 INTER COUNTY TRANSFER 19 MRT 02 ICES 11 INTRA COUNTY TRANSFER 20 MGMT. EVALUATION 03 IV-D 12 ISD 21 FID-FS POLICY 04 IMPACT 13 HELP DESK 22 COUNTY DIRECTOR 05 CLOSED CASE FILE 14 SECURITY 06 HEARINGS 15 APPL 07 MASS CHANGE 16 DATA EXCHANGE 08 QUALITY CONTROL 17 FS ISSUANCE 09 FINANCIAL MANAGEMENT 18 FIAT ALERT NR: 232 DESCRIPTION: ISDH BIRTH MATCH NOT COMP-DECT STATUS:A FUNCTION: 1 PRIORITY: 0 WORKER: Y SUPERVISOR: N ADMIN: N TYPE:E CENTRAL OFFICE: HIP SUPPRESS:N HHW SUPPRESS:N COUNTY COORD: DIST COORD: STATE COORD: CODE DESCRIPTION CODE DESCRIPTION CODE DESCRIPTION 01 BENEFIT RECOVERY 10 INTER COUNTY TRANSFER 19 MRT 02 ICES 11 INTRA COUNTY TRANSFER 20 MGMT. EVALUATION 03 IV-D 12 ISD 21 FID-FS POLICY 04 IMPACT 13 HELP DESK 22 COUNTY DIRECTOR 05 CLOSED CASE FILE 14 SECURITY


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Appendix VII: Table Changes TSAT table – New Alerts

RFDI REFERENCE TABLE DISPLAY FOR TABLE: TALI COUNTY: 99 05/10/13 14:06 TABLE NAME ALERT LISTING TABLE EFF DATE 01/01/92 DNT034 V SYST/RAO KEY FROM: 230 NEXT KEY: 233 PF4 TO ACCEPT FIELD VALUE TABLE VALUE SELECTION: NUMBER ALERT MSG & DESCRIPTION 230 BIRTH VERIFICATION FROM ISDH DATE OF BIRTH VERIFICATION RECEIVED FROM THE INDIANA STATE DEPARTMENT OF HEALTH 231 DEATH VERIFICATION FROM ISDH DATE OF DEATH VERIFICATION RECEIVED FROM THE INDIANA STATE DEPARTMENT OF HEALTH 232 ISDH BIRTH MATCH NOT COMP-DECT GENERATED AFTER 10 DAYS FROM THE MATCH DATE IF THE ISDH BIRTH MATCH HAS NOT BEEN DOCUMENTED ON DECT 233 ISDH DEATH MATCH NOT COMP-DECT GENERATED AFTER 10 DAYS FROM THE MATCH DATE IF THE ISDH DEATH MATCH HAS NOT BEEN DOCUMENTED ON DECT


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06 HEARINGS 15 APPL 07 MASS CHANGE 16 DATA EXCHANGE 08 QUALITY CONTROL 17 FS ISSUANCE 09 FINANCIAL MANAGEMENT 18 FIAT

TALI table – New Alerts

Appendix VIII: DB Changes

GDEYYYFA DEDM Death Match Record Layout Death match Record Layout will be added once ICES receives the layout from ISDH. GS25DEBM Record Layout Record Layout will be added once ICES receives the exact file location and length from ISDH. GS25DEDM Record Layout Record Layout will be added once ICES receives the exact file location and length from ISDH.

TABLE NAME TRANSACTION CODE DESCRIPTION EFF DATE 01/01/92 DNT023 K SYST/SOLIN KEY FROM: DE910 NEXT KEY: DE422 PF4 TO ACCEPT FIELD VALUE TABLE VALUE SELECTION: AUDIT TRANS DESCRIPTION PROGID UPDATE ACCT1 ACCT2 ACCT3 DEBM MAHC/MAHN DAILY UPDATE GDEXXX 2 190 011 122 SCRATCHPAD: N PSEUDO-TRAN: TRANS DESCRIPTION PROGID UPDATE ACCT1 ACCT2 ACCT3 DEDM MAHC/MAHN DAILY UPDATE GDEYYY 2 190 011 122 SCRATCHPAD: N PSEUDO-TRAN:

Update TCRT Table RFDI REFERENCE TABLE DISPLAY FOR TABLE: TCRT COUNTY: 99 XXXXXXXXXXXXXX TABLE NAME CHECKPOINT/RESTART TABLE EFF DATE 01/01/92 XXXXXXXXXXXXXXXXXXX KEY FROM: GDE335 NEXT KEY: GDE345 PF4 TO ACCEPT FIELD VALUE TABLE VALUE SELECTION: PROGRAM ID RECORD COUNT GDEXXX 1000 GDEYYY 1000

RFDI REFERENCE TABLE DISPLAY FOR TABLE: TTCD COUNTY: 99 05/02/08 09:29


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system design – isdh birth / death match · talk server daily. the birth records and death...

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