C09/2006 MCRS UIN Project

Purpose

This Instruction is to notify of changes to the processing of registration of new Military Compensation and Rehabilitation Service (MCRS)  clients and changes to certain personal information for MCRS clients, following the allocation of Unique Identifying Numbers (UINs) for MCRS clients recorded in the Defcare system.

Background

As part of the Pension Matching and Death Matching Budget Initiatives all MCRS clients are being linked to a UIN.  Some clients currently have a UIN because they also have eligibility under the VEA and others currently have no UIN.

On 15 April 2006 the majority of  current MCRS clients will have been allocated a UIN and new processes will need to be put in place to allocate a UIN to every new MCRS client.  Following this DVA will be in a position to  plan the electronic Pension Matching and Clearances with Centrelink for MCRS clients.  Internal electronic Clearances will also be able to be explored.

Action

The registration of the Defcare clients without a current UIN will be undertaken as a batch process organised by the Project Team on Saturday 15 April 2006.

At the same time as the bulk allocation of UINs to current MCRS clients, system changes are being made to allow for the registration and UIN allocation for new clients and changes to certain data on current clients to be recorded.

State Office Impact

The batch process for the current MCRS clients and changes required within Defcare will be undertaken on Saturday 15 April 2006. On that day all applications that link to the Client DataBase will be unavailable.

The ongoing registration and personal details changes will require some changes to current processes and procedures particularly within State Office MCRS areas and, depending on the changes, Records Administration. Attachment A sets out the generic changes plus effects of the changes having regard to current known process.

Two forms have been developed to assist in the recording of new MCRS clients and changes to current MCRS client information to avoid unnecessary transfer of documents between areas.

Attachment B is a form 'New MCRS Client'

Attachment C is a form 'MCRS Client Data Change'

Both forms will be available electronically through the MCRS Staff website.

Detailed Instructions relating to application modifications will be available as part of the MCRS Staff Website, Systems and Process Information, Manuals and Guides, Defcare User Manual.

Contacts

Representatives from each MCRS and Records Administration area have been nominated to allow discussion and agreement of a process for the future registration and recording of changes to the relevant personal information that is stored on both databases.

The following table lists current contacts as advised by the relevant offices:

The contacts will need to ensure that officers in each location are aware of where documentation should be directed, to allow the data to be recorded with minimal delays.

National Office Contacts

Any queries or issues regarding this matter should be directed to, Bill McCaskill 14520, New Systems Development, Income Support Branch.  Any management issues should be directed to Ron Mildenhall, Director New Systems Development, Income Support Branch.

New Person to DVA:

Step

Action

1

Paperwork received in MCRS  (generally claim form)

2

MCRS search CDB,  through Defcare, with no record found.

3

Client details forwarded to Records Administration (RA) for registering through CRS.

4

Client registered within 1 working day

5

Registration details returned to MCRS

6

MCRS select record to create in Defcare with relevant information automatically downloading from CDB. Link is created to CDB for that person record.

New MCRS Client with CDB record:

Step

Action

1

Paperwork received in MCRS.

2

MCRS search CDB , through Defcare, with matching person found on CBD with column for 'In Defcare' states 'no'.

3

MCRS select record to create in Defcare with relevant information automatically downloading from CDB. Link is created to CDB for that person record.

Current MCRS client (Defcare reference not known by user):

Step

Action

1

Paperwork received in MCRS.

2

MCRS search CDB, through Defcare, with matching person found with 'In Defcare' column recording 'yes'.

3

Select record to open and continue processing.

Current MCRS Client with known references

Step

Action

1

Open record through normal Defcare search.

2

Check that all information is correctly recorded, in particular:

Surname,

Firstname,

Gender,

Date of Birth,

Date of Death (if applicable),

Residential Address,

Postal Address.

3

If any variation to the above details should be recorded and forwarded to RA for correction in CDB.

4

When next the client is open in Defcare any changes will be notified and downloaded.

NOTE:

Two forms have been developed to assist with the forwarding of information to RA for entering in the CDB or registering in CRS. These forms appear as Attachments B and C.

Glossary of abbreviations and terminology

Term or abbreviation

Full Title

Functionality

MCRS

Military Compensation and Rehabilitation Service.

Officers performing duties as part of the MCRS

Defcare

Application used for recording of MCRS Client Claims and Rehabilitation cases

CDB

DVA Client DataBase

The 'source of truth' for MCRS Client Firstname, Surname, Gender, date of birth, date of death, residential address and postal address.

CRS

Client Registration System

Registration of client data on the CDB with allocation of UINs and File Numbers

RA

Records Administration

Personnel who have security permissions to Register or change data on the CBD. Personnel may be part of MCRS or the Records Administration Area, dependent on location.

1234567

NEW MCRS Client

Member/Former Member:

Spouse:

Child:

Other: Please s — tate

First Name:

Date of Birth:

Surname:

Date of Death:

Residential Address:sdasda

Street:

Suburb:

State:

ACTNSWNTQLDSATASVICWA

Post Code:

Postal Address:

Street:

Suburb:

State:

ACTNSWNTQLDSATASVICWA

Post Code:

Member/Former Member:

Spouse:

Child:

Other: (Please State)

1234567

MCRS Client Data Change

  Member/Former Member:

Spouse:

Child:

Other: Please s — tate

First Name:

Date of Birth:

Surname:

Date of Death:

Residential Address:sdasda

Street:

Suburb:

State:

ACTNSWNTQLDSATASVICWA

Post Code:

Postal Address:

Street:

Suburb:

State:

ACTNSWNTQLDSATASVICWA

Post Code: