2010 - Regulations 883/2004 & 987/2009 - Ongoing work

Department for Work and Pensions

Electronic Exchange of Social Security

Information(EESSI)

TRESS Seminar 02/07/10

Gary Taylor

Background

• Gary Taylor

• Project Manager – Department for Work and Pensions (DWP).

• Initial objective was to establish the business impacts associated with the introduction of Regulation (EC) 883/2004 and Regulation (EC) 987/09.

• Necessity to establish the changes early enough to facilitate the delivery of required activities to provide operational staff with the relevant skills to administer the changes from the 01/05/10.

• Secondary objectives were to identify and plan any future changes to the business as a consequence of any other associated changes scheduled to take effect post the introduction of the new regulations.

• Other main objectives were to establish the activities and timescales required to enable the electronic transfer of DWP data by no later

than the 30/04/12.

Changes in the New EU Regulations

• The Project identified a total of 29 change activities as a consequence of the introduction of the new EU Regulations from the 01/05/10.

Business Areas Number of Changes

Pensions 7

Across all Business Areas 6

Occupational Diseases 5

Unemployment 4

Sickness 4

Debt Recovery 2

Death Grants 1

Total 29

Project Deliverables

• For every main change identified the Project has delivered a series of activities or products to facilitate the introduction of the relevant change. These include:

• Technical/Awareness Communication products

• E-Learning Training Modules

• Revision of DWP Guidance products

• Revision of DWP Internal Facing Documentation

• Revision of DWP Customer facing Letters

• Revision of Small DWP IT Systems

• Updates to relevant Websites

Further Impacts

• In addition a key change across all the business areas is the complete revision of all social security coordination forms from paper e-forms to paper structured electronic documents (SEDs) and portable

documents for the use by customers.

• The delivery for the agreed content of these new forms has been scheduled by the European Commission to occur over 3 separate stages in 2010.

• The first set of documents were provided to all Member States for immediate use in May 2010.

• The second set of documents are scheduled for delivery in August 2010.

• The remaining documents are scheduled for delivery in November 2010.

Business Processes by Category

Category Flows SEDs

Sickness 23 70

Unemployment 8 35*

Pensions 9 197*

Occupational Diseases 13 51*

Recovery 13 35

Family Benefits 10 27

Applicable Legislation 3 9

Horizontal 6 14

Total 85 438

Main Business Flows and Associated SEDs

* The figure contains Country variants for the same SED

Implementation Results

• Across all the relevant Departments everyone was ready to implement the new regulations from the 01/05/10.

• Departments have been receiving new SEDs and Portable Documents from other Member States.

• UK Departments have also been issuing new SEDs and Portable Documents to other Member States.

• Obviously with only a two months having past since the introduction of the new regulations there has been insufficient cases yet to test many of the changes introduced by the new regulations.

• Overall positive responses from all of the UK Departments impacted by the introduction and implementation of the new regulations.

Issues / Challenges to Date

• Challenge for the business is the need to actually run both the old and new regulations for Social Security Coordination.

• This brings an additional layer of business process to determine whether the Country or the type of Customer is currently applicable to the new regulations.

• Challenge around the transitional period where the use of old and new coordination forms will need to work without any adverse effect on the customer experience.

• Still some clarity required in some of the regulations particularly around some of the implementation aspects.

• Still some clarification of the impact of the new regulations on National Legislation.

• The expected initial teething problems of introducing new processes and new forms, which will reduce through familiarity and repetition of activities over time.

Implementing Regulation 789/09

• Article 4(2) of implementing Regulation 789/09 States:

• The transmission of data between the institutions or the liaison bodies shall be carried out by electronic means either directly or indirectly

through the access points under a common secure framework that can guarantee the confidentiality and protection of exchanges of data.

• Article 95(1) of implementing Regulation 789/09 States:

• Each Member state may benefit from a transitional period for exchanging data by electronic means as provided for by Article 4(2) of the implementing Regulation. These transitional periods shall not exceed 24 months from the date of entry into force of the implementing regulation.

• As a consequence of these requirements we have been exploring the options for the UK and the associated Departments to be able to send and receive social security coordination data through an electronic

exchange to the timescales specified.

UK EESSI Programme - Objectives

• To lead on the co-ordination of the UK EESSI implementation activities.

• To manage the engagement with UK Stakeholder Departments, the European Commission EESSI Project Team and the Commission’s IT supplier.

• To work with UK Departmental stakeholders to secure funding for the full lifecycle of the UK EESSI NAP Project and to agree requirements.

• To ensure the UK is EESSI enabled by providing a single National Access Point for exchange for social security information according to the reference architecture, process flows and document format set out by the EC.

The Three Tiers of EESSI Implementation

Tier 1 – EU EESSI Main Infrastructure

Tier 2 – UK EESSI National Access Point

Tier 3 – DWP EESSI Interface Solution

MS C

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EU EESSI Implemention(Tier 1)

UK EESSI Implemention(Tier 2)

DWP EESSI Implemention(Tier 3)

NPAP

EESSI Implementation - Three Tier Approach

Tier 1 - EESSI Main Infrastructure

The first tier is the main EU Infrastructure. This is the responsibility of the European Commission to deliver in Partnership with the respective IT Suppliers.

DWP are stakeholders in the delivery of this project through the UK representation as a Member State and at the decision making forums of the European Commission.

These forums consist of the Administrative Commission (AC), the Technical Commission (TC) the Task Force and the use of ad hoc working groups formed as and when they are required.

The UK is not one of the six Member States selected to take part in the formal testing of the EESSI main Infrastructure solution.

EESSI High Level Architecture

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sTESTA

EESSIInternational Network

NationalNetwork

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The set of IT systems and services developed for EESSI by the EC are

referred to as “Coordination Node”

The sTESTA backbone is operated and maintained by the

EC

IT Systems connected to the EESSI Network

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“Access Points” are operated by Member

States. They are accessible both via National Networks

as well as sTESTA.

The “Coordination Node” encompasses all EESSI systems deployed in the

Data Centre and operated by the EC.

“Competent Institutions” are connected to

National Networks.

Tier 2 - UK EESSI National Access Point

• To implement a single National Access Point (NAP) and a web interface application for the UK which would enable the electronic exchange of social security information with institutions in other EU Member States before the end of transitional period in April 2012.

• The UK EESSI NAP, is the IT solution for the Tier 2 EESSI infrastructure which will be shared and used by a number of UK Departments.

• Cross Government discussions are ongoing to determine a common set of requirements to facilitate an electronic exchange through a single web interface solution for the UK.

Tier 2 - UK Access Point

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EESSI requires that all Competent Institutions

access the International EESSI backbone network

via “Access Points”

• Tier 3 is where the existing business transactions will need to be configured to interact with the UK EESSI National Access Point.

• This Tier is looking to determining the most efficient and cost effective approach to completing the transactions required.

• For DWP this has established that there should be a minimum level of data entry completed automatically for the EU data exchanges

from data already held on other existing Departmental IT systems. The level of automation will increase depending on the volume and content of each data exchange required.

• It is envisaged that there will always be some manual data entries required by an end user to complete the relevant transaction.

• DWP are therefore responsible for the design, development & implementation costs associated with any solution that is required to interface with the UK EESSI National Access Point.

Tier 3 - DWP EESSI Implementation

Tier 3 - DWP Proposed Solution Overview

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DWP existing IT System

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Sending messages via Access Points

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“Competent Institutions” send messages via the National Network to the

Access Point that is responsible for them.

Message exchange via the Coordination Node

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Access Points relay ALL messages to the Coordination

Node.

Message delivery via appropriate Access Point

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The Coordination Node relays messages to the Access Point of the destination Competent Institution. The Access Point

delivers them to the CI.

Tier 2 - UK EESSI Programme Structure

UK EESSI Programme Governance

• The UK EESSI NAP Project is currently governed by the UK EESSI Programme Board and the UK EESSI Steering Committee.

• The UK EESSI Programme Manager is Amy Malik – DWP.

• The Tier 2 UK EESSI NAP Project is also currently being managed by Amy Malik.

• Each Tier 3 UK Departmental EESSI project will report progress through their own internal Departmental Governance arrangements.

Tier 2 - UK NAP Stakeholders

• The NAP will be used by the following UK Departments (represented on the UK EESSI Steering Committee and Programme Board):

• Department for Work & Pensions (DWP), The Pension Service, Disability and Carers Service, Jobcentre Plus.

• Department of Health (DoH), Overseas Health Team

• HM Revenue & Custom (HMRC), Benefits & Credits Change

• Northern Ireland Social Security Agency (NISSA)

• Department of Health, Social Security and Public Services Northern Ireland (DHSSPSNI)*

• Other key Stakeholders are (represented on the UK EESSI Steering Committee):

• Cabinet Office (Assurance capacity from a Pan Government IT Strategy’s perspective)

• HM Treasury (Advisory capacity from a perspective of funding)

• Government of Gibraltar (which will have it’s own National Access Point but would like to share knowledge with the UK)

• DWP, DH and HMRC are the Departmental sponsors and they have agreed to equally share the costs of the UK EESSI NAP solution.

• * DHSSPSNI is represented at the UK EESSI Steering Committee and the Programme Board by NISSA

Progress of the UK EESSI NAP Programme

Pre-feasibility Phase High-level Key Milestones

Milestone Progress Date

Obtain funding commitment from Departmental sponsors for UK EESSI NAP Programme team in FY 2009-2010

Completed April 2009

Establish Cross-Government Governance Structure for UK EESSI Programme and UK EESSI NAP Programme

Completed June 2009

High-level business requirements and solution options

Completed August 2009

MOU 1 signed off by funding Departments Completed September 2009

DWP EESSI Project Gate 0 approved Completed September 2009

Progress of the UK EESSI NAP Programme

Feasibility Phase High-level Key Milestones

Milestone Progress Date

Functional requirements for Web Interface Service

Completed January 2010

UK EESSI NAP high-level logical architecture Completed March 2010

Make SRO/ Accreditor / Data Owners aware of the use of S-TESTA (EC’s network) and key security concerns

Completed April 2010

Commence planning options for sourcing development of UK EESSI NAP

Commenced January 2010

Investment Decision made Delay to June due to Project Review exercise

July 2010

Progress of the UK EESSI NAP Programme

Implementation Phase High-level Key Milestones

Milestone Progress Date

UK EESSI NAP development and delivery commenced

August 2010

UK EESSI NAP accredited and ready for Departmental integration testing

August 2011

Completed Integration Testing with the relevant UK Departments

March 2012

All relevant UK Departments connected to NAP and EESSI to go live

March 2012

UK start exchange SEDs with all Member States in EEA

April 2012

Questions