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HomeMy WebLinkAbout5.539 Original Contract 5.5BCf TO: Tanya O'Neill City of Port Angeles ~ FROM: lody Simmonds, Security Analyst Department of Retirement SyStems SUBJECT: Data Sharing Agreement DATE: May 3,2000 Enclosed IS the original Data Sharing Agreement between DRS and your orgamzation. Please have the appropriate person sign the original document and return the original to me. The following logonid and password will be used for submitting your transmittals via FTP. The logonid and password are case sensitive. LOGONlD: ptangewa PASSWORD: WTpn5G DIRECTORY/SUBDIRECTORY: /home/DRS/FTParea/transmittal/wa/ptangewa SERVER: www.wa.gov (Physical IP Address: 198.239.147.50) If you have any questions, please let me know. Thank you. lody Simmonds Security Analyst Department of Retirement Systems P.O. Box 48380 Olympia, W A 98504 (360) 664-7154 jodys@drs.wa.gov FAX (360) 586-5802 DRS DATA SHARING AGREEMENT DSA-2000-013 PARTIES: This agreement is entered into between the Department of Retirement Systems, here-in- after known as DRS and the City of Port Angeles, here-in-after referred to as Port' Angeles. PURPOSE: Port Angeles must report transmittal information monthly to DRS relative to their employees who are members of the Public Employees Retirement System (PERS) and Law Enforcement Officer's and Fire Fighter's Retirement System (LEOFF). This information must be in the correct format and contain accurate data in order for DRS to process the data. The submitted data is used to update the member's account and create an employer invoice. RESPONSIBILITIES: On a monthly basis, transmittal data will be provided electronically by Port Angeles using File Transfer Protocol (FTP) methods. DRS will receive and process the data for the purpose of updating members' accounts and creating an employer invoice for Port Angeles. DRS's Employer Information System (EIS) will process the information and the member information will be stored in DRS's Member Information System (MIS). The DRS's EIS and MIS and all their interface processes reside on the IBM System 390 mainframe at the Washington State Department ofInformation Services (DIS) in Olympia, Washington. The input file transmitted by Port Angeles will reside in DRS's FTP area on DIS's Unix Internet server www.wa.g.ov. The parties ~amed herein shall furnish the necessary personnel, services and mechanisms as specifically set forth in "EXHIBIT A" attached hereto and incorporated by reference herein. CONFIDENTIALITY: DRS and Port Angeles employees shall maintain the confidentiality of all shared data detailed herein and shall not inappropriately disclose that data in any manner that would violate the individuals right to privacy. DRS and Port Angeles shall not inappropriately disclose any data obtained other than to their own authonzed staff and the member. TERMINATION: This agreement shall remain in full force until terminated in writing by the authorities documented here-in. PERIOD OF PERFORMANCE AND REVIEW: This agreement is not limited to a specific period of tIme. The period of performance shall commence May 2000, and be in effect until terminated or modified by mutual agreement of all parties. ThIS agreement is subject to review a minimum of once every two years. MODIFICATION: Modifications to this contract shall be made only by full agreement executed by the signatories or their successors and appended to this contract. Any requests for changes, amendments, extensions, or termination must be communicated in writing at least 30 days in advance to the other party. Acceptance of such modifications will require the signed, written agreement by duly authorized representatives of both Port Angeles and DRS. EXECUTION: In executing this agreement, the signatories certify on behalf of the requesting and granting entities that the information provided is true and accurate. Secondly, they have read the Data Sharing Agreement document, understood it and agree to the conditions and restnctions related to the provision and use of the data and will require all involved representatives and associates to comply. Department of Retirement Systems James 1. Reitz Assistant Director of Information Services Date CIty of Port Angeles /t?!:~Ski~~?~ Finance Director 5'/?/oo Date I ( v DRS DATA SHARING AGREEMENT Exhibit A DSA-2000-013 STATEMENT OF WORK 1. DATA INFORMATION a. Data Description: Transmittal information (member compensation, member and employer contributions, service and other relevant member demographic information) b. Data Ownership: Port Angeles c. Data Origin: Port Angeles's payroll system d. Exchange Mechanism(s): Providing Agency: Port Angeles's manual FTP transmittal process will submit its transmittal data via a file name "0751mmmv.fix" (where mmm = month and v = version). The file will be transmitted using an FTP connection to DRS's directory "/home/DRS/FTParea/transmittal/wa/ptangewa" on the www.wa.goY server at the Department of Information Services (DIS). Port Angeles must supply DRS with the name and e-mail address of the person(s) responsible for the on-going support of this transmittal process. Receiving Agency: Periodically each day, DRS's transmittal-FTP file consolidation process will query all FTP transmittal directories on the DIS UNIX Internet server www wa gOY. If the file "0751 mmmv. fix" exists, the process will move it with other existing FTP transmittal files to the convert-upload FTP input directory "home/DRS/FTParea/transmittal/collect_files." DRS will process the file using the client server application (convert-upload). After a successful data transfer, the FTP file will be deleted from the "/home/D RS/FTParea/transmittal/wa/ptangewa" dIrectory. The convert/upload process will: 1. check the format and layout of the records and make the necessary changes to match the input requirements of the nightly transmittal process, which runs on the System 390 mainframe. 2. create a batch FTP process that uploads the file into the mainframe PDS "DRSES124.PC8600.TRNSM.INPUT.PDS." The member name will be Fddmmmn where: F denotes FTP dd = transmittal day mmm = transmittal month n = transmittal sequence number. e. Data Use: DRS will use the transmittal information to update members' accounts and create employer invoices. DRS's Employer Information System (EIS) will process the information and the member information will be stored in DRS's Member Information System (MIS). f. Data Specs: A file named "0751mmmv.fix" will be electronically submitted to DRS by Port Angeles personnel. The file will be in one of the acceptable DRS transmIttal reporting formats (See Record Layout below). RECORD LAYOUT DRS will accept several electronic reporting formats for the submission of transmittal records. The reporting formats include ASCII text, tab delimited records; ASCII text, fixed length records; and the multiple record layout transmittal report structure for TRS Plan 3. Detailed record layout descriptions for each reporting format are contained in the DRS booklet Technical Requirements for Automated Reporting:. 2. DATA ACCESS INFORMATION a. Access Method: Batch b. Access Type: Port Angeles will use the DRS-provided logon (ptangewa) to transfer files into the FTP directory "/home/DRS/FTParea/transmIttal/wa/ptangewa" DRS will move Port Angeles's file with all other transmIttal-FTP files into directory "/home/DRS/FTParea/transmittal/collect_files." Next, DRS will process the file with the convert/upload application, and move the file into DRSES 124 PC8600.TRNSM.INPUT.PDS (Fddmmmn) for processing. c. Access Modules: Providing Agency: Manual FTP process over the Internet. Receiving Agency: Transmittal-FTP file consolidation process will move all FTP transmittal files to DRS's convert/upload FTP input directory "home/D RS/FTParea/transmi ttaV collect_files." Convert/up load application using FTP. Nightly transmittal batch process DOlES 124.