70 - Access Data from the Payment Monitoring Report (PMR)

In order for the counties to faciliate an interface with a collection system there is a need to access data differently using the Payment Monitoring Report (PMR).   This is data that is only available to the counties currently through the PMR. 

PMR currently has a limitation built into it so that a query can only return a maximum of 500 pages.  The collection system interface with the counties requires all of the available data so the 500 page limitation is a huge constraint. 

Currently in Thurston County, it is necessary to run 50 separate queries in order to get all of the required data and the creation and submission of these queries and than processing of the files to go to the collection system takes a person at Thurston County 3 full business days to complete.

The request is for AOC to to find a way for the counties to get access to all of the data currently accessed through PMR in one query. The data should be accessible on a weekly basis.

Some suggestions for accomplishing this are listed here.

1. Remove the PMR 500 page maximum cap
2. Increase the cap so it is large enough to allow the data to be retrieved in one query or perhaps just a few queries. This becomes a constraint for larger counties if the page max is not sufficiently high enough.
3. Run the query at a designated time for each of the counties that want the data.  This could done on the weekend or some other off peak time. It is preferred to receive this data on a weekly basis.
4. Built a collection record of the data fields required and pass that record directly to the courts
5. Design it so that only one query is needed but once the maximum pages has been reached in the PMR, setup an "auto-rollover" that would allow the report to keep going and , picking up where it left off until all of the data is captured, similar to how the Monthly Interest Report is setup. The goal would be to produce "1" report to the courts of all their data instead of multiple separate reports. 

The fields that are currently obtained from the PMR that are needed for this request are:

• Obilgor Name
• Obligor Address
• Obligor City
• Obligor state
• Obligor Zip Code
• NmCd IN #
• Case #
• Judgement date
• Doc #
• Obl Note
• Tot Ord Amt
• Sched Pmt Amt
• Last Rcp Dt
• Obl Ptd Amt
• Frequency
• Last Rcp Amt
• Ot Obl PTD Amt
• Pmt Start Dt
• Obl Class
• Balance Amt
• Grace
• Review Cd
• Rtn Amt
• Sched Pmt Src
• Review Dt
• Rtn Int Amt
• Cur Dur Amt
• Delay Date
• Other Amt
• Past Due Amt
• Cin Status
• Other Int Amt
• Delinquency Age
• Cln Sts Dt

Additionally, the collection system interface that is being put in place by Thurston County is expected to be used by many counties. Already Benton County and Kitsap County have purchased the same collection product that Thurston County uses. The current data query constraint for PMR will impact all of the counties using the collection system.  A successful resolution to this will benefit many counties across the state.

A successful resolution to this will benefit many counties across the state.

The ability to receive the PMR data in a timely and efficient manner and with minimal queries will reduce court staff time and resources significantly for every county that implements a collection system interface. It is conceivable that the 3 days it currently takes Thurston County to perform the existing process could be reduced to 1 day with a new solution.  This would have a very significant impact on resources at the county level.

The data from the PMR provides a way to load accurate data into the collection system and to make sure that the data remains accurate. Essentially it is used to determine adjustments that need to be posted so the collection system has accurate up-to-date balances and it also provides a mechanism for automatically loading address changes.

Accurate data in the collection system allows the entire collection process to run more smoothly, thereby resulting in a higher collection percentage.

When addresses are up to date, correspondence is more likely to make it to the debtor. This saves money on postage.

With correct balances the debtors make less inquiries to staff, so staff time is not spent explaining to the debtor why the balance on the correspondence was incorrect.

Decisions can be made by collection staff based on accurate data.

More of the collection process can be automated and the automation can execute with decision points having been made using accurate data.

The result of all of this can be cost savings, an increase in dollars collected and more court orders enforced in a timely manner. With the amount of outstanding dollards it is conceivable that the collection increases could be in the hundreds of thousands of dollars if measured over time.

The increase in collection dollars will benefit the Counties who all need additional funds and will benefit the State through the share of the collections that they receive.

The collection system interface that is being put in place by Thurston County is expected to be used by many counties. Already Benton County and Kitsap County have purchased the same collection product that Thurston County uses and other counties are in line to do the same. The current data query constraint for PMR will impact all of the counties using the collection system.  A successful resolution to this will benefit many counties across the state.