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U.S. DEPARTMENT OF LABOR
Employment and Training Administration
Washington, D. C. 20210

CLASSIFICATION

UI

CORRESPONDENCE SYMBOL

TEUMI

ISSUE DATE

July 8, 1994

RESCISSIONS

None

EXPIRATION DATE

July 31, 1995

DIRECTIVE

:

UNEMPLOYMENT INSURANCE PROGRAM LETTER NO. 35-94

 

TO

:

ALL STATE EMPLOYMENT SECURITY AGENCIES

 

FROM

:

MARY ANN WYRSCH
Director
Unemployment Insurance Service

 

SUBJECT

:

Updating and Maintaining the Automated Interstate Claimstaking Handbooks via the Interstate Telecommunication Network (INTERNET)

  1. Purpose. To advise State Employment Security Agencies that new procedures for distribution of the Interstate Claimstaking Handbook and the Local Office Directory have been implemented.

  2. References. UIPL 39-93, Dated August 20, 1993; ET Handbook 392; INTERNET User Guide; Interstate Benefit Payment Plan.

  3. Background. For the past few years, we have worked towards automation of the Interstate Handbooks that are maintained through State submitted updates in order to provide claimstakers with on-line access to current information. To date, the software for the Handbook for Interstate Claimstaking and INTERNET Local Office Directory has been made available to all IBM States. Software, documentation and User Guide have been provided to all IBM States. Non-IBM States have been provided with a Non-Model Code Guide that describes the Model Code programs, file layouts, the IB-13 format necessary for updates and a User Guide. The Model Code has also been distributed to non-IBM States, upon request.

    UIPL NO. 39-93 advised all States that the Interstate Conference of Employment Security Agencies' Interstate Benefit Committee had established a deadline, of October 1, 1993, for all IBM States and February 1, 1994, for non-IBM States, for nationwide implementation of the automated Handbook and the Local Office Directory. States were also advised that after the above dates, hardcopy updates for data entry to the system by the National Office were no longer acceptable.

    Although hardcopy updates have been submitted and the data has been entered into the system by the National Office after the deadlines established, updates will no longer be accepted. Neither data entry staff nor on-site printing of the electronically submitted handbook data in the format necessary is available at the National Office.

  4. Procedures for Updates to the Automated Handbooks. Effective May 2, 1994, electronically submitted updates to the Handbook for Interstate Claimstaking and the Local Office Directory are automatically distributed nationally by the Martin Marietta Information Systems (MMIS) Hub upon receipt. When updates are distributed, MMIS will generate a printed copy to the National Office. The National Office will no longer review the information or otherwise oversee the maintenance of the Automated Handbooks.

    After an updated section has been communicated to the MMIS HUB, that section of the Handbook is protected against further update until the State's official "Automated Handbook" file has been updated from the incoming IB-13(s) from the MMIS. States should establish a schedule for the computer to load the incoming handbook updates at least weekly. The National Office will continue to periodically provide hardcopy updates to the ETA Regional Offices. However, the hardcopy updates will not coincide with or be as frequent as the electronic releases.

  5. Formatting of Handbook Pages. A number of States have questioned why the data in the text in the automated handbook is not arrayed, indented and changes asterisked, as previously printed. The data file to which the text is entered is not a word processing system and does not easily accommodate style adjustments. Each line accommodates 80 characters and there is no wrap-around to the next line. In creating the original data, there was no staff available to enter the data manually to maintain the format style. However, as each State updates its section, it should indent the procedural text and asterisk the changes in the manner previously used for the hardcopy updates. Due to the limited number of characters on each line and page, it is virtually impossible to array the Summary Page B information in the hardcopy style.

  6. Action Required. State Administrators are requested to provide a copy of this letter to the appropriate staff and ensure that the State has procedures in place to properly maintain the Automated Handbooks.

  7. Inquiries. Any questions should be addressed to the appropriate Regional Office.