Programs Submission Response: NAP Correspondence

ISSUE:
NAP correspondence is sent through automated email systems directly to producers. The following is an example:

“Thank you for signing up for 2016 NAP Coverage with the USDA Farm Service Agency. Attached is your 2016 Summary of Coverage, including applicable service fees, estimated premiums, and estimated remaining balances due. For more information about your NAP coverage, please contact your administrative county office.”

FACTS:
Many producers are highly receptive to this prompt, effective means of communication; however they may read the message and call the COF, and we aren’t up-to-speed on exactly what message they are reading that they say we have just sent to their email account.

COF employees currently don’t have the text of the email message or the same Summary of Coverage report that the producer is seeing in the email readily available through the NAP Application Software.

SOLUTIONS:
It would be helpful and beneficial to program NAP correspondence so that a copy is sent to the respective County Office (at least the CED), so that the County Office is aware of the exact communication at the same time the producer receives it.

NATIONAL OFFICE RESPONSE:
We have worked hard to become more transparent in our mailings and e-mail to producers participating in our NAP program. Since our national mailings come from a centralized location in Kansas City, it has been difficult for offices to identify what letters have been sent to producers. Luckily we now have a way to track the letters and e-mails that are sent to individuals that participate in the NAP program. National training was delivered to State Offices in June about the availability of these enhancements. The National Office will work to provide these options in the 3-NAP handbook in a future amendment. As they are available now, I will walk you through the availability for each enhanced option. Should you have any questions about the delivery of these enhancements, please feel free to contact me.

When you access the main NAP menu an option appears for the Notification Center, as listed below:

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By Selecting on this Notification Center “Reports” tab, county offices can now access what e-mails and physical letters are sent to the producers in each county. An example:

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County offices have the option to run a report that will provide all letters sent by physical mail or by e-mail for each producer in their county. They have the options to see the dates that each of these pieces of information have been sent to producers. For example:

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The great thing about this report is it gives the exact dates that each letter was either physically mailed to the producer or e-mailed, if the producer chooses to receive e-mail. Producers receive both a physical copy and an e-mailed copy if they select to receive e-mail.

Another example but with the same idea is the Continuous Coverage Mailing Report. This report identifies each year, based on the year selected, which producers received a Continuous Coverage mailing and the date that those letters were sent to the producer. For Example:

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Once County Offices identify which producers received each of these letters, they can identify which letters were sent to the producer and select that producer to see the individual information that was sent out of the producer. That selection is made by doing a “Search by Producer” as listed below: 

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After that selection of the producer is made in the SCIMS Search, the following options are available for each individual producer. For Example: 

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By viewing the listed information, County Offices can access exactly what the producer received, in both the e-mail or the physically mailed document.

I hope this helps in your delivery back to the county offices. We will continue to work to provide the offices with all the information that is sent to producers concerning the NAP program.