digits-2-digits industry day october 10, 2012 d2d overview / roadmap / business process

Digits-2-Digits Industry DayOctober 10, 2012

D2D Overview / Roadmap / Business Process

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D2D Overview / Roadmap / Business Process

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Welcome and Introduction

• VBA Transformation – Setting the Context• Describe the D2D Initiative

– Business Process– Technical Specifications and workflows

• Explain the onboard process to use D2D services• Orient usage of the following DRAFT D2D informational materials posted

on the VAi2 website:– D2D Executive Summary– Data Transfer Agreement (DTA)– Interface Control Document (ICD)

• Web Service Definition Language (WSDL) Specifications• Document Schemas• Sequence Diagrams

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Thanks to Our Sponsor!

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The VA Innovation Initiative (VAi2) is a flagship program designed to tap the talent and expertise of individuals both inside and outside government to contribute new ideas that ultimately produce new, innovative solutions that advance VA's ability to meet the challenges of becoming a 21st-century organization.

http://www.va.gov/VAi2/index.asp

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• Veteran Relationship Management– Veteran Online Application (VONAPP) Direct Connect

– Unified Desktop, Virtual Hold, Scheduled Callback

– eBenefits online self-service portal

– Stakeholder Enterprise Portal for VSOs

• Veterans Benefits Management System

• Post-9/11 GI Bill paperless claims processing System (Long-Term Solution)

• Virtual Lifetime Electronic Record

• Intake Processing Centers

• Segmented lanes

• Cross-functional teams

• Challenge training

• Skills Certification

(+15-20% Productivity/+4% Quality)

• Simplified Notification Letter to Veteran

• New rater decision support tools for

consistency

– Evaluation Builder

– Rules-Based Calculators

• Electronic Disability Benefits

Questionnaires (DBQs)

• Fully Developed Claims

• STAR-trained Quality Review Teams

• Paperless CAPRI Records

• Private Medical Records (PMRs)

Impact of Transformation:Improve production by 45-60% = Complete claim in 125 days in 2015+ Improve quality by 14 points = Achieve 98% claim quality in 2015

+ Improve Veteran Access by shifting resources to new access points+ Eliminate homelessness by reducing claims time and services

= Earn trust and confidence of Veterans … Priceless!

People – how we’re organized and trained Process – leveraging “big bang for the buck” improvement opportunities

Technology – systems that enable us to do our jobs better



The VBA Transformation Plan is focused on improving the speed, quality and efficiency of the Claims Processing system through an intensive and focused effort of over 40+ initiatives.

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Transforming call centers into service centersTransforming call centers into service centers

Expanding self-service on multiple channels Expanding self-service on multiple channels

Maintaining shared record of contacts thorough CRMMaintaining shared record of contacts thorough CRM

Identity and Access Management ServicesIdentity and Access Management Services

VeteranCentric

Operations

Benefits for Veterans

- Better client services

- Decreased wait times

- Fewer blocked calls

- Increased self-service access to VA

- Accurate, consistent answers to inquiries

- Single sign-on capability

Benefits for Veterans

- Better client services

- Decreased wait times

- Fewer blocked calls

- Increased self-service access to VA

- Accurate, consistent answers to inquiries

- Single sign-on capability

Benefits for VA

- Access to Veteran contact history

- User- friendly technology

- Ability to transfer calls across multiple service lines

- Increased consistency of accurate information to provide to clients

- Improved call quality through call recording capability

Benefits for VA

- Access to Veteran contact history

- User- friendly technology

- Ability to transfer calls across multiple service lines

- Increased consistency of accurate information to provide to clients

- Improved call quality through call recording capability

Managing knowledge across VA organizations.Managing knowledge across VA organizations.

Modernizing VA telephone servicesModernizing VA telephone services

VRM Benefits Veterans and VA Service to Veterans

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VRM is Changing the Way VBA Does Business

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VRM is supporting the VBA Transformation by creating access for Veterans, their families and beneficiaries, and providing tools for partners and improving Customer Service for all.

• Applying new business processes and tools to support greater transparency and efficiencies

• Electronic Claims submissions via VRM channels will increase dramatically as our products are deployed and work in conjunction with other strategies

• VDC• SEP• D2D

• Enabling “National” standards for consistency for our demographic data • Working across Major Initiatives, Administrations and other

Departments to support the true end-to-end integration of information and services

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VBA VRM Partner Intake Strategy

VSO

State VSOs

Fiduciary

Attorney/ POA

Increased accessibility• Web-based access• Secure Authentication• Multi channel approach

Computable data• Shared using XML standards • Available via VRM/VLER Web Services• “Interface” with many systems

Electronic claims and related documents

VR

M/ V

LE

R

Others

eBenefits

Veteran submits claim online

SEP

VSO w/POA submits individual claim

D2D

Direct data feed from VSO systems to VA w/MOU

Claims processing in VBA

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Stakeholder Enterprise Portal (SEP) for our VSO Partners:We Heard You

This portal will:

• Allow VSOs to represent Veterans quickly, efficiently, and electronically

• Submit a compensation claim (526E)

• Upload supporting documents

• Manage dependents – add a child r spouse (21-686c)

• Certify child’s school attendance (21-674)

• See status of claim

• See payment History and details

• Accept/Reject a Power of Attorney (21-22 POA)

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SEP is a primary web-based access point to VA for our partners.


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The D2D Vision

D2D will be a generalized data delivery service (like FedEx®) that will

enable ANY VA accredited partner to submit digital data captured in

ANY VA Form together with associated attachments directly from an

authorized partner system to a VA system.

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The D2D Transformation Eliminate Paper and Reduce Cost and Time

Capture Submit Receive ValidateEstablish Claim and

Upload

Current Paper Model

Future Digital Model

Capture Print Post Receive Re-Key Scan and Upload

Accredited Partner VA

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Accredited Partner VA

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VBA VRM Electronic Intake StrategyMultiple entry channels tailored for each audience type

Submit Manage Track

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AccreditedPartner

Veteran

D2D

SEP

eBenefits

SEP SEP

eBenefits eBenefits

SEP SEP

AccreditedPartner

• Processes medium to large claim volumes

• Has a CMS system• Process VA and NON VA

Veteran claims• Manage and report on their

customers

• Small claim volumes• Submit one at a time • No CMS system

• Individual claims

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D2D Architecture

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Accredited Partner VA Gateway VBMSVA Middleware

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D2D Technical Highlights

• D2D schema inherits the National Information Exchange Model (NIEM) core schema to satisfy VA reuse policies for standard compliance and reusability

• Simple Object Access Protocol (SOAP) web services is the communications mechanism to operate between the Accredited Partner system and the VLER Gateway

• VLER Gateway is currently operational for other VA products (i.e., Disability Benefit Questionnaires (DBQs))

• Web Services to integrate to VBMS to ingest D2D data and attachments• Work to do:

– Build the D2D Orchestration service to manage the receipt, ingestion, and confirmation of form data and attachments received from Accredited Partners

– Modify the Accredited Partner claim management systems to send form data and attachments to the D2D Orchestration service via the VLER Gateway

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15

D2D – Conceptual Model

Part 1

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Department of Veterans Affairs

D2D Overview

Oct 10, 2012

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D2D Overview

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D2D Submissions

• A Submission is a single “mailing” of a Form and supporting documentation to the VA

– One Veteran– One Origination

• Each Submission has– A Submission ID– Any number of Documents– At least one VA Form XML

• Each Document has– A unique Transaction ID– A Submission ID that associates

it with the Submission

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D2D Overview

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VLER Technical Specifications

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Department of Veterans Affairs

Data Access Services

Federal Information Sharing Technologies

Virtual Lifetime Electronic Record

Technical Deep DiveOct 10, 2012

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VLER

• VA’s Virtual Lifetime Electronic Record (VLER) Initiative is …

a multi-faceted business and technology initiative that includes a portfolio of health, benefits, personnel, and administrative information sharing capabilities. It provides Veterans, Service members, their families, care-givers, and service providers with a single source of information for health and benefits needs in a way that is secure and authorized by the Veteran or Service member.

http://www.va.gov/vler/

http://www.va.gov/vler/

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Overview

• VLER DAS (Data Access Services) is a system of middleware services used to transport information between Producer and Consumer applications

• DAS comprises:– VLER Read Service (VRS)– VLER Gateway– Business Transaction Service (BTS)– Lifetime Event Notification Service (LENS) – future development– Various wrappers interfacing non-VLER systems to above apps

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VLER Data

• VLER Program Mgmt Office identified 400+ types of data for the lifetime record

• NIEM (National Information Exchange Model) was selected to guide structuring of XML records for exchange.

• NIEM:– Promotes re-use of XML structures e.g. <Person> …</Person>– Structures represent things– Adds shared/common semantics to data i.e. computable data

• Much VLER data is unstructured text, images, PDF, etc.

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VRS

• VLER Read Service (VRS) is a flexible middleware data transport that is part of a Platform as a Service which can be used by any consumer or producer to obtain VLER data.

– In service for ISI returning Care Coordinator info– Accesses VLER data in 2 phases

• First Pass returns a list of available-record summaries – Includes all record data (if record small)– Includes Preview XML (if record data is bigger)– Includes URL of Subject Document (if record is too large to include).

• Second Pass returns one selected Subject Document (a record)• Multiple Second Passes can be performed.

– Approach improves performance over returning all records at once

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MVI

WebLogic Server Cluster

DoD Adapter Wrapper

VLER-DAS

FCMT

VA Systems

ExternalSystems

BHIEAdaptor

VRS

VAP

VistaWeb VTA

DoDAWCTS

VRS ArchitectureApplication Deployment View

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Gateway & BTS

• VLER Gateway is a flexible entry point to VA systems for service requests.

• VLER Business Transaction Service (BTS) is a flexible middleware process engine which can be used by any consumer or producer to perform orchestration needed to satisfy a request.

– About to go into production for the Disability Benefits Questionnaires (DBQs) project

– Can access wrappers to update data– Will be able to access VRS for reading VLER data– Will be able to access LENS (see below) to issue notifications of change

Outside VA

Inside VA

Disability Benefits

Questionnaire (DBQ)

Forms Service

VLER

Gateway

VLER

Business Transaction

Service(BTS)

VLER

CDS Write Wrapper

(CDS WW)

Clinical data Service(CDS)

(The interface to HDR)

Request to save Examination data




ACKorNACK response to CDS WW

ACKorNACK response to BTS

ACKorNACK response to Gateway

ACKorNACK response to DBQ Forms Service

VLER Applications Non-VLER Applications

Master Veteran Index

(MVI)

Lookup Veteran IDs

Health Data Repository

(HDR)

Web Service over 2way SSL

JMS


JMS JMS

JMS JMS

JMS

DBQs – The First use of Gateway & BTS

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D2D “Requirements”

VBMSClaims

Processing

File Storage

Accredited PartnerForm Submission

Application

D2D ServiceIngestion

Orchestration

Workflows

21-526E

21-414221-413821-22

VLER

Gat

eway

Submit Form

Submit Attachment

Confirm Submission

Check Status

Validation

OutsideVA

Inside VA

D2D Forms

Service

VLER

Gateway

VLER


Service(BTS)

VLER

Wrapper for VIERS

D2D Service

Request:

• Submit form

• Submit attachment

• Confirm submission

• Check status

Request Request Request

ACKorNACK response to WRAPPER



ACKorNACK response to Forms Service

VLER Applications Non-VLER Applications

Master veteran Index

(MVI)

Lookup Veteran IDs

GatewayICD

VIERSICD

JMS JMS

JMS JMS



D2D “Design”

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On Boarding

• Two-way SSL is used between external hosts and the VLER Gateway to allow for mutual authentication of hosts.

• Each external host team must:– Be approved by the VA ESCCB (10 days min). The VLER Gateway SDE

Operations Group can assist with this process.– Be added to the F5 “firewall” at the VA network boundary.– Provide the VLER Gateway SDE Operations Group with a CA signed certificate

identifying the host.– Maintain the certificate in good standing over the years.– Receive and install the VLER Gateway certificate and maintain it over the years.

Gateway computerOutside

VA

Inside VA WAN DMZ

Forms

Service

VLER

Gateway

VLER


Service (BTS)

VLER

Wrapper for VIERS

D2DService

Request Request Request Request

ACKorNACK response to Wrapper



ACKorNACK response to Forms Service

VLER Applications

App Server

F5 North

(2)

WebLogic App

Server

F5 South

(2)

The F5 only works with the inbound data flow to do SSL authentication in conjunction with WebLogic on the Gateway computer.

Internet

FW-North

(2)

FW

VA WAN

FW- South

(2)

BHIE FW

(2)

H A H A

Inside VA Inside VAAITC

Responsepath

Request path

MVI

Lookup Veteran IDs

SSL Details

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Request ProcessingVLER XDRRequestService

ProvideAndRegisterDocumetSetRequest

SubmitObjectsRequest.id = xxxxxoperationName = D2D.SubmitDocumentoriginatingOrganizationName = ”Accredited Partner Name”originatingApplicationName = ”526 Form Application”Document.id = 7aba94c2-455a-4721-aa8b-7419e4b7164eDocument = [ ]BASE64 ENCODED DOCUMENT

D2D Document

transactionId = [UID provided by origination, unique per doc]transmissionId = [UID provided by origination, unique per set]documentType = [form, attachment, summary or status]originatingOrganization = [name of organization]originatingApplication = [name of application]powerOfAttorneyId = [VA recognized POA ID]veteranFirstName =veteranLastName =veteranSocialSecurityNumber = veteranFileNumber =veteranDateOfBirth =Document = [ ]

526E XML

<?xml version="1.0" encoding="UTF-8"?>…

D2D Form

formType= [21-526EZ, 21-22, etc.]Document = [ ]

BASE64 ENCODED DOCUMENT

BASE64 ENCODED DOCUMENT

• To Gateway & BTS

• From BTS and onward

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LENS

• The Lifetime Event Notification Service (LENS) is a flexible middleware event notification service which can be used by producers to inform consumers of the occurrence of significant events.

– Consumers must register to receive particular event notifications– Producers must register to issue notifications– Producers call LENS with an event notification– LENS distributes the event notification to appropriate consumers

(i.e. registered and executing concurrently with LENS)

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MVI

WebLogic Server Cluster

BTS

VLER-DAS

VA Systems

ExternalSystems

Consumer

LENS

VAP

Consumer

Gateway

ConsumerConsumerConsumer

Producer

LENS ArchitectureApplication Deployment View

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Questions

?

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Acronyms List

Acronym Meaning

AWCTS Army Warrior Care and Transition System

BHIE Bidirectional Health Exchange

BTS (VLER) Business Transaction Service

CAPRI Compensation and Pension Records Interchange

CDS Clinical Data Service

CDS RW (VLER) CDS Read Wrapper

CDS WW (VLER) CDS Write Wrapper

DAS Data Access Services

DBQ Disability Benefits Questionnaire

DoD Dept of Defense

FCMT Federal Case Management Tool

HDR Health Data Repository

ISI Information Sharing Initiative

LENS Life Event Notification System

MSW Master of Social Work

MVI Master Veteran Index

VAP Veteran Authorization & Preferences

VBMS Veterans Benefits Management System

VLER Virtual Lifetime Electronic Record

VRM Veteran Relationship Management

VRS VLER Read Service

VTA Veterans Tracking Application

VA Dept of Veterans Affairs

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Part II

Claims Processing Technical Specifications

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D2D Submission Process

• Enable asynchronous transfer of many large files

• Structured Data (XML)• Binary (PDF) Files• Partner maintains control of

submission while documents are being stored to VA assets to ensure complete and proper transfer

• System-to-system dialogue

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D2D Document SchemaMain View

• D2D Document– Transaction ID– Submission ID– Document Type– Veteran Information

• Name, Date of Birth, SSN– Origination Information

• Name, Site, Code, ID, etc.

– One sub document:• Form, Attachment, Manifest or

Confirmation

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D2D Document SchemaForm View

• D2D Form– Form Type

• Identifies schema of Form Document

– Version– Document

• Base 64 Encoded XML Document

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D2D Document SchemaAttachment View

• D2D Attachment– Binary Document– Tagging

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D2D Document SchemaManifest View

• D2D Manifest– Submission Contents

– Timestamps, Errors, Responses, Status

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D2D Document SchemaConfirmation View

• D2D Confirmation– Control mechanism for

Submission– Process instructions– Results to Partner Application

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Questions

?

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ONBOARD PROCESS

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Onboard Accredited Partners

Accredited partners will onboard and connect to the VA VLER Gateway to submit claims and

attachments

The Onboarding process includes the following activities:

– Security setup such as firewall configuration and access

– Testing server to server connectivity

– End-to-end testing

– Education and training in the D2D service

– Agreements and certifications - ensure MOU and DTA are executed prior to onboarding

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Accredited VSO

On Boarding Process

VA

Firew

all

VA

Gatew

ay

SS

L C

erti

fica

tes

Orch

estration

VB

MS

and

CO

RP

VA

VS

O IP

Ad

dress

1. Exchange Digital Certificates

2. Add VSO IP address to VA Firewall

3. Test connectivity

4. End to End Testing

1 2

3 4

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On Board Process

Tasks and activities to enable claims partner to

a. Connect to the VA VLER Gateway

b. Submit a test claim using their Claims Management System .

Includes the following:

• Security setup such as SSL certificates , Firewall configuration etc

• Support during the setup and initial operation

• Training and education on the D2D services and Specifications

• Signing of any necessary agreements or certifications prior to initiation of

operations such as establishment of the MOU ( Memorandum of Understanding

and DTA ( Data Transfer Agreement)

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On Board Steps

• Establish Agreements ( MPU and DTA) • Identify Accredited Partner Deployment Lead (APDL)• Educate Accredited Partner personnel and authorized claims management

system personnel• Configure technical environment (i.e., Install SSL certificates; Configure

firewalls)• Configure VA VLER Gateway Firewall• Perform End-to-End testing

– Develop tests and acceptance criteria– Conduct initial kick-off meeting– Conduct supervised testing– Resolve outstanding issues– Re-test– Obtain Acceptance sign-off– Conduct a live pilot in production

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Accredited Partner Deployment Lead (APDL)

• Only one per organization. Serves as the primary point of contact (POC) • POC is responsible for development and implementation of D2D at the Accredited Partner• Accredited Partner Deployment Lead (APDL) is responsible for all subsidiaries• Subsidiaries can use same claim management system or a different claim management

systems • Key Responsibilities:

– Serve as claims management system(s) subject matter expert for organization– Serve as a D2D champion – Serve as primary POC for D2D Operations Team – Evaluate Accredited Partner site readiness– Collect feedback from end users and personal observation, document and provide to D2D Operations

Team– Serve as an onsite resource during deployment– Liaise with D2D Operations Team to understand system issues, new releases, and planned milestones

and communicates to site– Understand and communicate D2D technical changes to end users and claims management systems

vendors– Share lessons learned among the Accredited Partner community

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NEXT STEPS

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Next Steps

• Establish Working Groups• Complete Technical Design and Project Plan• Initiate Pilot Programs

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DISCUSSION MATERIALS

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Open Issues and Discussion

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Issue Description

VA Form Signature Capture Consider a signature device at each Accredited Partner location to capture Veteran’s signature required for VA Forms (Ginger; Margaret on how she uses it)

Power of Attorney (POA) Review business process work flow to synchronize sending Forms 21-22 and 526

Evidence Documentation “Partitioning”

Discuss options to capture the pertinent sections of evidence that are associated with a claim request

526 Form Submission Peaks Understand volume inputs for end of month

Other Topics

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Veterans

Signature

1. Accredited Partner fills in 526 EZ with

Veteran

2. Veteran and Accredited Partner sign

on Device

3. Accredited Partner saves Form and

Signature

Signature block

Veterans Signature

STEP 11. Signature attached to Signature block on form

2. Form and Signature saved as PDF and sent with digital

data

3. Accredited Partner clicks the “Send to VA” button

STEP 2

Send to VA

Digital Signature Device Design OptionBased on Retail Store model

STEPS

When Accredited Partner selects the

“Send to VA button “ the following

occurs:

a. The form data is packaged and

sent through D2D

b. The form and signature is

converted to a PDF and sent as an

attachment through D2D

c. The Attachment is uploaded to the

Veterans efolder

VBMS System 1

2

3

4