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Merge pull request #3382 from raft-tech/3.7.5-release-notes
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3.7.5 release notes and knowledge center updates
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@victoriaatraft
victoriaatraft authored Dec 19, 2024
2 parents 62fde87 + 41341d4 commit ccd2ca8
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92 changes: 87 additions & 5 deletions product-updates/knowledge-center/index.html
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Expand Up @@ -297,8 +297,6 @@ <h1>Getting Started</h1>
</div></div>

<div style="min-height: 22px;"></div>


<p>TDP will allow grantees to easily submit accurate data and be confident that they have fulfilled their reporting requirements. This will reduce the burden on all users, improve data quality, inform better policy and programs, and ultimately help low-income families.
<div style="min-height: 22px;"></div>

Expand Down Expand Up @@ -337,6 +335,92 @@ <h2 class="usa-card__heading" id="existing">Use an existing Login.gov Account</h

<h2>What's new in TDP</h2>

<h3 style="margin-top: 32px;">December 18th 2024 (v 3.7.5)</h3>


<h4 style="margin-top: 16px; color: #595959;">Added:</h4>
<ul class="usa-icon-list">
<li class="usa-icon-list__item" style="margin-top: 16px;">
<div class="usa-icon-list__icon text-ink">
<img src="../img/added.svg" aria-hidden="true" alt="" style="background-color: #d3ffcc; border-radius: 5px; width: 18px; height: 18px; position: relative; top: 2px; margin-right: 5px; margin-left: 5px;"/>
</div>
<div class="usa-icon-list__content">
<h5 class="usa-icon-list__title">
Reprocessing Date Added to Submission History Table
</h5>
<p>Reprocessing of files occurs periodically when the system has been updated to improve the accuracy of error reports—without changing the original data. If your file has been reprocessed, you'll see it listed in the "Submitted by" box within Submission History. You can click to view the most recent re-processing date.</p>
<p>This update enhances transparency into system administrator actions. No further action is required from users at this time.</p>
</div>
</li>
</ul>

<h4 style="margin-top: 16px; color: #595959;">Changed / Fixed:</h4>
<ul class="usa-icon-list">
<li class="usa-icon-list__item" style="margin-top: 16px;">
<div class="usa-icon-list__icon text-ink">
<img src="../img/changed.svg" aria-hidden="true" alt="" style="background-color: #b3e2ff; border-radius: 5px; width: 18px; height: 18px; position: relative; top: 2px; margin-right: 5px; margin-left: 5px;"/>
</div>

<div class="usa-icon-list__content">
<h5 class="usa-icon-list__title">
Correcting Validation Error
</h5>
<p>Based on your feedback, we identified multiple error messages in the TDP that did not align with the coding instructions. To address this, we have revised the system checks to better conform to the guidelines.</p>
<p>TDP was incorrectly generating the following error messages for TANF and SSP Section 1: Active Case files:
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">T1 Item 27 (Waiver Evaluation): 0 is not in [9, ]
</code>
<p>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">T1 Item 29 (TANF Family a New Child-Only Family): 0 is not in [1, 2]
</code>
</p>
<p>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">Since Item 26AI (Total Dollar Amount of Reductions Due to Sanctions) is 474, then Item 26AIII (Family Sanction) 0 must be one of (1, 2)
</code>
</p>
<p>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">M2 Item 32D (Receives Disability Benefit: AABD): 0 is not larger than 0
</code>
</p>
<p>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">Since Item 26 (Family Affiliation) is 1, then Item 38 (Citizenship/Immigration Status) 3 must be one of (1, 2)
</code>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;">Since Item 60 (Family Affiliation) is 1, then Item 69 (Citizenship/Immigration Status) 3 must be one of (1, 2)
</code>
</p>
<p>This has been resolved, and no changes to these files are needed. The TDP team will re-process the files at a later date. You may also resubmit any files impacted by this bug to obtain revised TDP-generated feedback reports, but this is not required.
</p>
</div>
</li>
</ul>

<ul class="usa-icon-list">
<li class="usa-icon-list__item" style="margin-top: 16px;">
<div class="usa-icon-list__icon text-ink">
<img src="../img/changed.svg" aria-hidden="true" alt="" style="background-color: #b3e2ff; border-radius: 5px; width: 18px; height: 18px; position: relative; top: 2px; margin-right: 5px; margin-left: 5px;"/>

</div>

<div class="usa-icon-list__content">
<h5 class="usa-icon-list__title">
Error Report Improvements
</h5>
<p>In response to your questions and feedback on the high volume of errors in TDP, we've updated the error report to help make it easier to review and address data anomalies detected by the system.</p>
<p><b>Multi-Tab Error View:</b> When you download your error report, you will now see two tabs:</p>
<ul>
<li><code>Critical:</code> Includes only errors that prevent acceptance or impact data integrity, allowing you to focus on reviewing these errors first.</li>
<li><code>Summary:</code> Groups all errors detected in the file by error message, month, and year with a count of how frequently the error occurs. This allows you to see the full scope of errors in a more condensed format.</li>
</ul>
<p><em>Please note:</em> This update is part of ongoing efforts to improve the accuracy and usability of the error report. More refinements are forthcoming and will be informed by user feedback. </p>
</div>
</li>
</ul>

<hr style="border: none;
height: 1px;
background: #000;
margin-top: 32px;
background: repeating-linear-gradient(90deg,#000,#000 6px,transparent 6px,transparent 12px);">

<h3 style="margin-top: 32px;">October 24th 2024 (v 3.7.0)</h3>
<h4 style="margin-top: 16px; color: #595959;">Added:</h4>
<ul class="usa-icon-list">
Expand Down Expand Up @@ -404,7 +488,6 @@ <h5 class="usa-icon-list__title">
background: repeating-linear-gradient(90deg,#000,#000 6px,transparent 6px,transparent 12px);">



<h3 style="margin-top: 32px;">October 10th 2024 (v 3.6.4)</h3>
<h4 style="margin-top: 16px; color: #595959;">Added:</h4>
<ul class="usa-icon-list">
Expand All @@ -420,7 +503,6 @@ <h5 class="usa-icon-list__title">
<p>The new column categorizes four types of errors by their priority and impact on file status. Detailed guidance to filter high-priority errors along with further information on this update is available in the <a href="viewing-error-reports.html#interpreting-error-types">Knowledge Center.</a></p>



</div>
</li>

Expand Down Expand Up @@ -545,7 +627,7 @@ <h5 class="usa-icon-list__title">
</h5>
<p>TDP performs validation checks across related items in a record and will generate error messages capturing instances where <a href="viewing-error-reports.html#inconsistent-values">inconsistent values within the record</a> were detected. </p>
<p>Previous versions of these types of error messages would return the following (for example):
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;"><b>If</b> Cash Amount <b>:873 validator1 passed</b> then Item 21B (Cash and Cash Equivalents: Number of Months) 0 <b>is not</b> larger than 0.</code>
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;"><b>If</b> Cash Amount<b>: 873 validator1 passed</b> then Item 21B (Cash and Cash Equivalents: Number of Months) 0 <b>is not</b> larger than 0.</code>
</p>
<p>Now, this type of error message will read:
<code style="border-left: solid 5px; border-color: #005ea2; padding: 8px; background-color: #f8f8f8; display: inline-block;"><b>Since Item 12</b> (Cash Amount) <b>is 100</b>, then Item 21B (Cash and Cash Equivalents: Number of Months) 0 <b>must be</b> larger than 0.</code>
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4 changes: 3 additions & 1 deletion product-updates/knowledge-center/view-submission-history.html
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Expand Up @@ -363,7 +363,9 @@ <h2>Download Error Reports and Previously Submitted Data Files</h2>
<h2 id="statuses">Understanding File Statuses and Aggregate Data</h2>
<div style="min-height: 22px;"></div>
<p>The Submission History table includes a status which communicates the level of completeness of each file and related aggregate data about its contents including counts of cases with and without errors, counts of records unable to process within a file, and (for section 3 and 4 data) a count of total errors in the file.</p>
<div style="min-height: 22px;"></div>
<br>
<p>We occasionally update validation rules to improve error report accuracy. When this happens, we may “reprocess” files without changing the original data. The Submission History will display the latest reprocessing date if this occurs.</p>
<div style="min-height: 22px;"></div>
<a href="../img/getting-started/submission-history-tables.png" data-lity data-lity-desc="Submission history table with the error report column emphasized">
<img src="../img/getting-started/submission-history-tables.png" alt="Submission history table with aggregate values and the status emphasized">
</a>
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231 changes: 227 additions & 4 deletions product-updates/knowledge-center/viewing-error-reports.html
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Expand Up @@ -548,8 +548,15 @@ <h4>Items</h4>

<h2 id="overview-of-the-error-report">Overview of the Error Report</h2>
<div style="min-height: 22px;"></div>
<p>TDP's error reports are designed to provide you with key information you may need to quickly identify records that have been flagged for data quality issues. This includes the following:</p>
<p>TDP's error reports are designed to provide you with key information you may need to quickly identify records that have been flagged for data quality issues.</p>
<br>
<p>The error report has two tabs:</p>
<ul>
<li>Critical: Displays detailed information about only the most critical errors that prevent acceptance or impact data integrity.</li>
<li>Summary: Groups all errors by type, month, and year with a count of how frequently that error occurs. </li>
</ul>
<div style="min-height: 22px;"></div>
<p><b>Critical Tab:</b></p>
<ul style="">
<li style="max-width: auto;">Case Number, Year, and Month — which can be used to identify which cases have errors and the reporting period those errors are specific to (if applicable).</li>
<li>Error Message — which describes the error and how the related items are logically connected.</li>
Expand All @@ -558,12 +565,27 @@ <h2 id="overview-of-the-error-report">Overview of the Error Report</h2>
<li>Row Number — identifying which row of the submitted file contains the record associated with a given error.</li>
<li>Error Type — indicates the category of error and is related to both the cause of the error, and its effect on whether records are accepted into the database.</li>
</ul>

<a href="../img/error-reports/error-report-critical.png" data-lity data-lity-desc="TDP error report critical tab containing some of the error examples above opened in Excel">
<img src="../img/error-reports/error-report-critical.png" alt="TDP error report critical tab containing some of the error examples above in Excel">
</a>

<div style="min-height: 22px;"></div>

<div style="min-height: 22px;"></div>
<p><b>Summary Tab:</b></p>
<ul style="">
<li style="max-width: auto;">Case Number, Year, and Month — which can be used to identify which cases have errors and the reporting period those errors are specific to (if applicable).</li>
<li>Item Number and Item Name </li>
<li>Internal Variable Name</li>
<li>Error Type</li>
<li>Number Of Occurrences: Total number of times the error appears; this number will include all errors in the file, even when there are more than 500 critical errors.</li>
</ul>

<a href="../img/error-reports/error-report.png" data-lity data-lity-desc="TDP error report summary tab containing some of the error examples above opened in Excel">
<img src="../img/error-reports/error-report.png" alt="TDP error report summary tab containing some of the error examples above opened in Excel">
</a>

<a href="../img/error-reports/error-report.png" data-lity data-lity-desc="TDP error report containing some of the error examples below opened in Excel">
<img src="../img/error-reports/error-report.png" alt="TDP error report containing some of the error examples below opened in Excel">
</a>

<div style="min-height: 22px;"></div> <div style="min-height: 22px;"></div>
<h3 id="interpreting-error-types">Interpreting Error Types</h3>
Expand Down Expand Up @@ -693,6 +715,207 @@ <h4>File Pre-Check: Errors related to record length:</h4>

<p>Please refer to the <a href="https://www.acf.hhs.gov/ofa/policy-guidance/final-tanf-ssp-moe-data-reporting-system-transmission-files-layouts-and-edits">Transmission File Layout documents</a> to compare your records against their expected layouts.</p>


<table class="usa-table">
<caption>TANF Record Layouts</caption>
<thead>
<tr>
<th scope="col">Record Type</th>
<th scope="col">Min Length</th>
<th scope="col">Max Length</th>
<th scope="col">Notes</th>
</tr>
</thead>
<tbody>
<tr>
<td>T1</td>
<td>117</td>
<td>156</td>
<td></td>
</tr>

<tr>
<td>T2</td>
<td>156</td>
<td>156</td>
<td></td>
</tr>

<tr>
<td>T3</td>
<td>60</td>
<td>156</td>
<td>T3 records with one child must have a record length ≥ 60. T3 records with two children are must have 101 ≤ record length ≤ 156. If any value is in the 2nd child positions (61 to 101), the 2nd child record will be processed, unless it is completely zero-filled or space-filled.</td>
</tr>

<tr>

<td>T4</td>
<td>36</td>
<td>71</td>
<td></td>
</tr>

<tr>

<td>T5</td>
<td>71</td>
<td>71</td>
<td></td>
</tr>

<tr>

<td>T6</td>
<td>379</td>
<td>379</td>
<td></td>
</tr>

<tr>

<td>T7</td>
<td>247</td>
<td>247</td>
<td>Please space-fill to max length after last stratum reported.</td>
</tr>

</tbody>
</table>


<table class="usa-table">
<caption>Tribal Record Layouts</caption>

<thead>
<tr>
<th scope="col">Record Type</th>
<th scope="col">Min Length</th>
<th scope="col">Max Length</th>
<th scope="col">Notes</th>
</tr>
</thead>
<tbody>
<tr>

<td>T1</td>
<td>117</td>
<td>122</td>
<td></td>
</tr>

<tr>

<td>T2</td>
<td>122</td>
<td>122</td>
<td></td>
</tr>

<tr>

<td>T3</td>
<td>60</td>
<td>122</td>
<td>T3 records with one child must have a record length ≥ 60. T3 records with two children are must have 101 ≤ record length ≤ 122 If any value is in the 2nd child positions (61 to 101), the 2nd child record will be processed, unless it is completely zero-filled or space-filled.</td>
</tr>

<tr>

<td>T4</td>
<td>36</td>
<td>71</td>
<td></td>
</tr>

<tr>

<td>T5</td>
<td>71</td>
<td>71</td>
<td></td>
</tr>

<tr>

<td>T6</td>
<td>379</td>
<td>379</td>
<td></td>
</tr>

</tbody>
</table>

<table class="usa-table">
<caption>SSP Record Layouts</caption>

<thead>
<tr>
<th scope="col">Record Type</th>
<th scope="col">Min Length</th>
<th scope="col">Max Length</th>
<th scope="col">Notes</th>
</tr>
</thead>
<tbody>

<tr>

<td>M1</td>
<td>113</td>
<td>150</td>
<td></td>
</tr>

<tr>

<td>M2</td>
<td>150</td>
<td>150</td>
<td></td>
</tr>


<tr>

<td>M3</td>
<td>60</td>
<td>150</td>
<td>M3 records with one child must have a record length ≥ 60. M3 records with two children are must have 101 ≤ record length ≤ 150. If any value is in the 2nd child positions (61 to 101), the 2nd child record will be processed, unless it is completely zero-filled or space-filled.</td>
</tr>

<tr>
<td>M4</td>
<td>36</td>
<td>66</td>
<td></td>
</tr>

<tr>
<td>M5</td>
<td>66</td>
<td>66</td>
<td></td>
</tr>

<tr>
<td>M6</td>
<td>259</td>
<td>259</td>
<td></td>
</tr>

<tr>
<td>M7</td>
<td>247</td>
<td>247</td>
<td></td>
</tr>

</tbody>
</table>

<div style="min-height: 22px;"></div><div style="min-height: 22px;"></div> <div style="min-height: 22px;"></div>
<h4 id="related-records">Case Consistency: Errors related to inconsistent values across related records:</h4>
<div style="min-height: 22px;"></div>
Expand Down

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