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Expected to Work/Barriers to Full Employment Policy & Procedures |
Published Date: September 20, 2013
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15 Administrative Procedures |
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File Transfers |
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File Transfer Procedures
To identify the procedures necessary to ensure files are transferred effectively between offices.
Note
For file transfer procedures between IS and AISH, see Client Sub-Type 43 Severe Handicap.
Electronic File Location
CCD
Client information is available on CCD for all files, active, pending, and closed.
LISA
Client information is available on LISA for:
- Active files,
- Files closed three months or less,
- Files closed more than three months that have been downloaded to LISA pending a reopen, and
- Pending files.
Mobius
Client information is available on Mobius for all files, active, pending and closed.
Download Office
The download office is an office that has downloaded the electronic file from CCD within the last three months but did not issue benefits. Files downloaded from CCD cannot be deleted nor returned to CCD.
Pending File
A pending file is a file that has been registered on CCD, but never opened on LISA. The offices must receive a telephone request before sending the electronic file. Paper documents are not sent. The sending office uses function 14 to transfer the file.
Non-Service File
A non-service file is a pending file that was purged from LISA and returned to CCD. The requesting office uses function 20 to download the electronic file. The file status will show Pending on LISA, after the download. Paper documents are not sent.
Note
This is the only time when an electronic file and paper file are temporarily at different offices.
Active Files |
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The New Office |
When a client with an active file approaches a new office asking to receive benefits from the new location and the client remains eligible:
The worker:
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The Owning Office |
When an office receives a phone or e-mail request asking for an active file to be transferred:
If applicable the worker:
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Closed Files |
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Ineligible Clients |
If a client with a closed file applies for benefits and is assessed as not eligible, the new office does not ask for the paper file.
The Records Room:
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Eligible Client |
If a client with a closed file applies for benefits and is assessed as eligible:
If the file has been closed for more than 2 years:
The AS at the Last Recorded (Owning) Office:
The worker at the New Office:
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Reports |
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DTI01 Outstanding Transferred In Report Reconciliation |
The Records Room staff:
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DT001 Transferred-Out Report | The Records Room staff reconciles the DT001 Transferred-Out report with the Electronic File Transfer Out Log daily. |
Problems and Solutions When Transferring Files |
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Electronic File is Not Downloaded | The electronic CCD file is not downloaded if inaccurate information is entered. The message File Not Downloaded, See Your CPC Operator is displayed. The Site Contact receives the SCCP 2390-1 Download File Error report listing when inaccurate information was entered. The Client Direction staff:
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Wrong File Downloaded From CCD | If the worker is in Eligibility Determination function 1 and realizes the wrong file has been downloaded from CCD, they:
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Wrong File Transferred in From LISA |
If the worker is in Eligibility Determination function 1 and realizes the wrong file has been transferred in from LISA, the worker:
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Wrong File Brought in and Information Is Entered on The Client File | If the worker has entered information in Client File function 7 and realizes the wrong file has been downloaded or transferred in:
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Electronic File Not Received by Requesting Office | The Records Room staff at the owning office cannot re-transfer files. If the new office does not receive the electronic file, the Records Room staff:
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No Paper File | If the Records Room staff receives a request for a paper file which is not in their office, they phone the Records Room staff at the requesting office to let them know. |
File Transfers cannot occur until the next business day when:
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In these situations Records Room staff at the sending office:
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