pre-archive confirmation (6/30/20) - hhs.gov
TRANSCRIPT
This communication was printed, published, or produced and disseminated at U.S. taxpayer expense. The information provided in this presentation is only intended to be a general informal summary of technical legal standards. It is not intended to take the place of the regulations that it is based on. We encourage audience members to refer to the applicable regulations for complete and current information about the requirements that apply to them.
June 30, 2020
D I S T R I B U T E D D ATA C O L L E C T I O N ( D D C ) F O R R I S K A D J U S T M E N T ( R A ) I N C LU D I N G H I G H C O S T R I S K P O O L ( H C R P ) :
E D G E S E R V E R A N N UA L D ATA P R E - A R C H I V E C O N F I R M AT I O N P R O C E S S
EDGE Server Webinar Series IX
Session Agenda
• Archive Process Overview and Purpose• Annual Archive Confirmation Web Form Overview• Important Reminders and Next Steps• Question and Answer (Q&A)• Resources• Closing Remarks
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Data Archive
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New for the 2019 Benefit Year
• The following updates have been made for the 2019 Benefit Year (BY):– The Annual Pre-Archive Confirmation Web Form and Annual Archive
Confirmation Web Form reside within the Financial Management (FM) Community.o FM Community users will submit the web forms.
– The EDGE Annual Archive Job Aid was added to Section 3.3 Annual Archive Process of the Backup & Maintenance Procedures within the EDGE Server Operations and Maintenance Manual (O&MM) (available on the Registration for Technical Assistance Portal [REGTAP] Library at https://www.regtap.info/reg_library.php and the Core Resources section of the DDC Program Area page).
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Before You Begin
• Please keep the following items in mind as you prepare to complete the Annual Pre-Archive and Archive Confirmation Web Forms:– Users can only request assistance using the web form during pre-archive.
o Any request for assistance with the archive command or the archive portion of the web form must be made by email at [email protected].
– CMS will provide a file layout to provide 2020 Expected Counts to guide .csv file creation when completing the Pre-Archive web form.
– The web form requires:o Expected Counts of the 2020 records that have been loaded to the EDGE Server
during pre-archive.o Verification of the actual counts of 2020 records that have been restored to the
EDGE server after the archive command has been deployed.
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EDGE Archive: Overview and Purpose• Each year, CMS deploys a remote command to archive data on all issuer
EDGE servers.– Due to the EDGE data submission extension, this process will occur a little later
than usual for BY2019.• This command moves enrollment, claim, and supplemental data from the
production tables to newly created archive tables.– Data moved will also include data submitted for BY2020, if submitted and
stored in the production tables.• This activity serves three purposes:
– Ensures data is stored to meet the 3-year data retention requirement. – Restores data archived for BY2020 to the production tables.– Eliminates the need for issuers to re-submit 2020 BY data submitted prior to the
archive.
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EDGE Archive: Key Dates
• All issuers are required to prepare their servers prior to executing the archive remote command.
• The following support materials will be available in the REGTAP Library:– EDGE Server Operations & Maintenance Manual – CSV file layout guidance
• On July 6, 2020 all active FM Community will receive an email from the [email protected] mailbox with a link to the FM Community and instructions for accessing the Annual Pre-Archive Confirmation Web Form.‒ Issuers must confirm completion of the pre-archive steps or request technical
assistance for the pre-archive steps prior to the archive command execution.
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EDGE Archive: Key Dates ( c o n t i n u e d )
• Annual Pre-Archive Confirmation Web Form (July 6, 2020 – July 17, 2020)– Confirm completion of pre-archive steps, or request assistance if applicable.
o If applicable, request assistance as soon as possible (before July 17, 2020).– Enter expected counts of 2020 records loaded to EDGE server.– Annual Archive Confirmation Web Form (August 3, 2020 – August 14, 2020)– Verify actual counts of 2020 records restored to EDGE server.
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EDGE Archive: Key Dates ( c o n t i n u e d )
• CMS will reach out to issuers who have not submitted the Annual Pre-Archive Confirmation Web Form to confirm completion of pre-archive steps between approximately July 18, 2020 to July 30, 2020.
• Successful archiving and lifting of the blackout depends upon timely preparation and confirmation.
• Please prepare early, and execute/report promptly!
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Archive Confirmation Process
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Pre-Archive
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Overview of Pre-Archive Preparation• Issuers are encouraged to review and begin the pre-archive steps in
preparation to complete the Annual Pre-Archive Confirmation Web Form.• Pre-archive steps:
– Step 1 – Identify ‘DB User’ and ‘DB password’ from edge.properties– Step 2 – Identify any custom schemas (if applicable)– Step 3 – Validate current table counts within the schemas– Step 4 – Validate current record counts within the tables– Step 5 – Check current storage space usage by database schemas– Step 6 – Grant permissions for ‘DB user’
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Overview of Pre-Archive Preparation ( c o n t i n u e d )
• Use the EDGE 2020 Pre-Archive Expected Counts Data File Layout, if desired, to create a .csv file for uploading data to the Annual Pre-Archive Confirmation Web Form during the pre-archive reporting process.
• Execute the Ad Hoc Commands deployed by CMS to obtain counts of 2020 medical claims, pharmacy claims, and supplemental records currently on EDGE.– Issuers will need to enter these counts into the Annual Pre-Archive Confirmation
Web Form.
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Accessing the Web Form
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Accessing the Web Form
• Select the FM Community link from the July 6, 2020 email with the subject line “ACTION REQUIRED: Annual Archive Confirmation Pre-Archive Steps – Due 07/17/2020”– The email is from the RARI Payment Operations email box
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EDGE Activities Tab
• Log into the FM Community and select the EDGE Activities tab.• Select the Pre-Archive button.
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Web Form Overview:Pre-Archive
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Welcome Page
• This page provides critical information and recommendations for completing pre-archive steps, including links to the EDGE Server Operations & Maintenance Manual and the EDGE 2020 Pre-Archive Expected Counts Data File Layout.
• Select the Continue button.
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Welcome Page ( c o n t i n u e d )
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2019 Pre-Archive Status Page
• Select the option that best fits your situation for each Health Insurance Oversight System (HIOS ID) in the 2019 Pre-Archive Status table and then select the Continue button:
If the pre-archive steps have been completed for all HIOS IDs:
• Select the Select Yes for All button
If the pre-archive steps have been completed for a specific HIOS ID:
• Select Yes from the dropdown menu
If the pre-archive steps have not been completed for a specific HIOS ID :
• Select No, I need help from the dropdown menu
• Select the Step or Other
• Enter a Help Explanation
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2019 Pre-Archive Status Page( c o n t i n u e d )
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2019 Pre-Archive Status Page ( c o n t i n u e d )
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Requests for Assistance
• If you request assistance through the Annual Pre-Archive Confirmation Web Form, CMS will send a notification to [email protected].
• Once your technical issues are resolved, you must return to the web form to confirm completion of the pre-archive steps for the applicable HIOS ID(s).
• If you request assistance, you will be directed to the Summary page of the form and will not report 2020 Expected Counts or complete the Attestation page.
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Expected Counts Submission Method Page• Issuers may submit their expected counts using a .csv file or by
online entry. – If you have more than 10 HIOS IDs to submit expected counts for, CMS
recommends using the .csv file upload method. • Select the radio button next to your preferred submission method.• Select the Continue button.
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Expected Counts Submission Method Page ( c o n t i n u e d )
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CSV Upload Page
• Select the Browse button and choose the file you wish to upload.• Select the Upload CSV File button.• Select the Continue button.
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CSV Upload Page ( c o n t i n u e d )
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Pre-Archive Expected Counts Page
• Enter the expected medical claim, expected medical claim family, expected pharmacy claim, and expected supplemental record counts in the Pre-Archive Expected Counts tables. – Issuers should obtain these counts from the EDGE Ad Hoc commands
that CMS will deploy on July 3, 2020.– Issuers may also run the queries located in Appendix H: Data
Validation Queries for Archive Command in the O&MM) – File Processing & Commands.
• Select the Continue button.
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Pre-Archive Expected Counts Page ( c o n t i n u e d )
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Pre-Archive Expected Counts Page ( c o n t i n u e d )
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Summary Page
• Review the 2019 Pre-Archive Status table for accuracy.– Select the Edit Pre-Archive Status button to return to the 2019 Pre-Archive
Status page to make updates.– Review the Expected Counts of Records to be Restored tables for accuracy.– Select the Edit Expected Counts button to return to the Expected Counts
Submission Method page to make updates.
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Summary Page ( c o n t i n u e d )
• Review the Submitter Contact Information section.– If the Submitter Contact Information is incorrect, you must exit the form, select
the Maintenance tab, and select the Modify User List button to update the information.
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Summary Page ( c o n t i n u e d )
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Summary Page ( c o n t i n u e d )
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Summary Page ( c o n t i n u e d )
If Then To navigate to theYou stated that you need help with any available HIOS IDs
You will select the Submit button on the Summary page. (No attestation is required.)
Confirmation page.
You confirmed pre-archive completion for all HIOS IDs
You will select the Continue button on the Summary page.
Attestation page.
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Attestation Page
• Thoroughly review each Attestation statement in its entirety.• Select the check box next to each attestation statement to indicate
agreement.
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Attestation Page ( c o n t i n u e d )
• Complete the Attester Details section with the following information:
– First Name– Last Name– Email Address– Job Title– Phone Number– Phone Extension (optional)
• Select the Submit button to save your data and submit your data and attestation for the EDGE Annual Pre-Archive Confirmation Process.
The individual providing the attestation must be someone with the authority to legally and financially bind the company.
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Confirmation Page
• An acknowledgement email is sent from [email protected] to the FM Community user(s), Submitter, and Attester.
• Select the PDF button to print/save the submission for your records.
• Select the Exit button to exit the web form.
It is recommended that you print and save a copy of the Confirmation information for your records.
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Confirmation Page ( c o n t i n u e d )
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Archive Command Deployment
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Archive Command Deployment
• On July 31, 2020, CMS will deploy an EDGE server command (YEAR_END_BACKUP_DB) that will perform the archive of the EDGE production and common schemas.
• CMS will follow up with any unsuccessful execution attempts as per the normal process.
All companies must have confirmed completion of Pre-Archive steps for all of their HIOS IDs.
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Important Reminders and Next Steps
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Important Reminders
• Issuers should have begun the necessary activities to execute pre-archive steps to successfully archive data on July 31, 2020. – For any technical questions, please contact [email protected].
• On July 2, 2020, CMS will put the blackout in place for all EDGE submissions, including 2020 claims and supplemental records.
• The blackout period will be lifted to begin BY2020 data submissions after all issuers have successfully archived their servers.
• Issuers may begin submitting data to the production zone as soon as the blackout is lifted.
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Next Steps
Who When ActivityIssuer July 1, 2020 Begin reviewing and/or executing pre-archive steps
CMS June 25, 2020 Publish the File Layout
CMS-RARI Mailbox
July 6, 2020 Annual Pre-Archive Confirmation Web Form link is emailed
Issuer July 6 – July 17, 2020
FM user confirms completion of pre-archive steps
CMS July 18 – July 30,2020
Outreach to issuers who have not attested via the Annual Pre-Archive Confirmation Web Form
CMS July 31, 2020 Deploy archive command (Dependent on all issuers completing the pre-archive attestation.)
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Next Steps ( c o n t i n u e d )
Who When ActivityIssuer July 31 – August 3,
2020Execute archive command
CMS-RARIMailbox
August 5, 2020 or within 3 business days after issuer executes archivecommand
Annual Archive Confirmation Web Form link is emailed within 3 business days
Issuer August 5 – August 14, 2020
Attester confirms completion of archive steps within 5 business days of receiving the web form link
CMS August 4 – August 6, 2020
Outreach to issuers who have not executed the archive command
CMS August 18 – August 20, 2020
Outreach to issuers who have not completed the Annual Archive Confirmation Web Form
CMS August 17, 2020 Lift blackout (Dependent on all issuers completing the post-archive attestation)
Issuer August 17, 2020 Production zone available for all 2020 Benefit Year data submission
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Questions?
• To submit or withdraw questions by phone: – Dial “star(*), pound (#)” on your phone’s keypad to ask a
question.– Dial “star(*), pound (#)” on your phone’s keypad to withdraw
your question.• Please Note: If you are listening to today’s session through
your computer speakers and wish to ask a question, please take a moment to dial 1-866-408-4912 and enter your unique six-digit PIN.– Then dial “star(*), pound (#)” on your phone’s keypad.
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Upcoming Series IX Webinar
Webinar Scheduled Event Date
EDGE Server Status Reporting July 7, 2020
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Resources
Resources
Resource Link/Contact InformationCenter for Consumer Information and Insurance Oversight (CCIIO)
http://cms.gov/cciio/
Registration for Technical Assistance Portal (REGTAP)• Registration• Inquiry Tracking and Management
System (ITMS)• Resource Library• Frequently Asked Questions (FAQs)
https://www.REGTAP.info/
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FAQ Database on REGTAP
The FAQ Database is available at https://www.regtap.info/.
• The FAQ Database allows users to search FAQs by FAQ ID, Keyword/Phrase, Program Area, Primary and Secondary categories, Benefit Year, and Publish Date.
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DDC/EDGE Server Resource Page
• The DDC/EDGE Server Resource Page provides central access to job aids, announcements, documentation, FAQs, deadlines, and other resources.
• To access the DDC/EDGE Server Resource Page, click on the Program Area Pages icon on ‘My Dashboard’ or access the page at https://www.REGTAP.info/ddc.php.
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DDC/EDGE Server Resource Page ( c o n t i n u e d )
• For quick access to related documentation, users can find resources organized by Topics of Interest, such as ‘Medical Submission’ or ‘Registration’.
• Users can also register for active EDGE Server training series, contact CMS, provide feedback, and more.
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Closing Remarks
Closing Remarks
• Immediately following this session you will be directed to complete a survey.– Please take a moment to submit any ideas, suggestions, or feedback you may
have regarding DDC EDGE Server Series IX.
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