PIL01 – Publishing X12 Data Maps

Background

X12 does not currently have a product that describes the relationship between the data elements described in an EDI Standard transaction set and an external entity’s data elements.

The X12 Board received a request from an external entity to publish such a crosswalk, reviewed the request, and approved the creation of a new crosswalk product, to be known as a Data Map. The resulting data maps will not be joint works but will be published exclusively as X12 products.

Speed to market is a critical component of the crosswalk product’s viability.

The ASC procedures do not currently cover approval of a crosswalk product. The ASC Operating Manual (ASC01) supports the concept of pilot processes to prove out procedures for new products. This document describes a pilot for data map(s) connecting specific products developed by the Da Vinci Project and X12 transaction sets maintained by X12N.

Pilot Proposal – High Level

The following shall govern the pilot.

• The pilot process will be patterned off the ASC Standards Development Manual (ASC02) where possible.

• Progress will be monitored by the PRB chair, with staff assistance as requested.
• ASC subcommittees shall not define additional procedural steps under this pilot. All procedural steps are defined herein or in a subsequently approved version of this document.
• Since the subject matter is related to the business use of X12 data elements and there is no technical component involved in the resulting product, a TAS review shall not be required.
• Although the data maps are published in Glass™ within an associated X12 technical report, the mapping instructions and related explanatory content are separate supplemental materials, similar to the External Code List Directory, and are not considered to be a component of the underlying X12 EDI Standard or the associated X12 technical report.
• Since the subject matter is specific to the health care industry, all reviews and voting shall occur within the X12N subcommittee.
• X12 staff will be responsible for messaging and education related to the pilot and the new X12 data map product.
• Consensus will be demonstrated via an X12N constituent ballot. The results will be determined based on the majority of votes cast.
• The pilot shall be deemed a success if X12’s defined process steps can be executed within 90 days, without uncovering any unexpected show-stopper issues.

Pilot Proposal – Process

The process laid out below assumes best-case results. If there are setbacks in the best-case plan, the ASC chair, PRB chair, and X12N chair shall determine the appropriate procedural fallback. If the chairs cannot agree on an appropriate procedural fallback, Steering will review the situation, amend this pilot plan to cover the situation, and approve a new version of this pilot plan.

Process Steps:

1. X12 staff (staff) receives draft crosswalks from a Da Vinci Project representative.
2. Staff formats the drafts to ensure they are publication-ready.
3. Staff emails the chairs of TGB|WG10 to notify them the data mapping is ready for work group review. The ASC chair, PRB chair, and X12N officers are courtesy-copied.
4. TGB|WG10 reviews the data mapping as a priority task, completing the work within 30 days of the assignment.
   1. If TGB|WG10 concurs with the mapping, go to step #5
   2. If TGB|WG10 identifies mapping concerns, the concerns are reported to support@x12.org for escalation. All recipients of the notification in step #3 are courtesy- copied.
   3. The X12 executive director works with the Da Vinci project leads to resolve the concerns, return to step #4.
5. TGB|WG10 approves a motion to move the data map forward for an electronic X12N subcommittee ballot.
6. The TGB|WG10 co-chairs notify support@x12.org of their concurrence, copying the recipients of the notification email identified in step #3.
7. Staff contacts the X12N chair to obtain authorization for a 30-day electronic ballot.
8. Staff prepares and issues an electronic constituent ballot and notifies the X12N constituents who are eligible to vote on the ballot.
9. At the close of the balloting period, staff notifies the ASC chair of the results, copying the TGB|WG10 co-chairs and recipients of the notification email identified in step #3
   1. The TGB|WG10 co-chairs and Da Vinci project leads collaboratively draft responses to disapproval comments that are directly related to the data mapping instructions.
   2. Staff drafts responses to disapproval comments that are not directly related to the data mapping instructions.
   3. Staff sends the responses to the commenters within 15 days of the close of the ballot.
10. Staff finalizes and publishes the data map(s) in Glass™.
11. The X12 executive director notifies the Da Vinci project leads and coordinates with them on a joint announcement.
12. X12 and the Da Vinci Project, collectively or individually, may solicit additional feedback post-publication. Any feedback received during a post-publication review period will be considered for inclusion in a later version of the data map.

Document History