Monitoring the Inter-environment Change of Address (ICoA) facility for completed transfers 102-03020040

Is the ICoA transfer for a child only?

• Yes, go to Step 2
• No, go to Step 3

After an Inter-environment Change of Address (ICoA) transfer has completed the child’s records will be located in the new environment.

Once Transfer is scheduled the Inter-environment transfer screen will display:

• Losing environment
• Gaining environment
• Requested by (SO logon)
• Requested on (Date)
• Status (Scheduled)

Go to Step 4.

After an Inter-environment Change of Address (ICoA) transfer has completed the customer's records will be located in the new environment.

Once Transfer is scheduled the Inter Environment Transfer (ICOA) screen will display:

• Losing environment
• Gaining environment
• Requested by (SO logon)
• Requested on (Date)
• Status (Scheduled)

Note: With Child and Partner record's Status will not display as Scheduled. The Status will show in the Requested On field as Scheduled. Requested under XXX (the Parent/Carer CRN). Once completed these fields will return to blank.

Monitor the transfer on the ICOA screen.

Select Refresh if transfer has not occurred within acceptable time frame.

If the customer is not in the gaining environment, monitor the scheduled (SCH) transfers. See Monitoring the Inter-environment Change of Address (ICoA) facility for scheduled transfers.

After an Inter-environment Change of Address (ICoA) transfer has completed the customer's records will be located in the new environment.

The Display Scheduled Transfers (ITSC) screen, which is usually used for monitoring ICoA, cannot be used to display completed (COM) transferred-in records.

Note: transfers can be one of four status types.

Perform a search from the Name (IN) screen in the gaining (Transfer-In) environment.

Is the customer record now current in the gaining environment?

• Yes, go to Step 4
• No, go to Step 3

• if the customer is not in the gaining environment, monitor the scheduled (SCH) transfers See Monitoring the Inter-environment Change of Address (ICoA) facility for scheduled transfers

Procedure ends here.

There is still a need to check that background ICoA processing was completed successfully.

Check the ICOA Transfer Log (ITLG) screens in the gaining and losing environments.

• Customer transfer, go to Step 5
• Child only transfer, see Step 1 of the Child only ICoA transfer table

• go to the ITLG screen in the gaining environment. Press [Enter]. If no log details are displayed then enter the customer's CRN. The ITLG screen for the customer transfer will be displayed
• view the details including the Original User:; Date Started: and Last User Rgn: fields to confirm that this is the correct log record (use the PF7, PF8 keys if required)
• confirm that the Transfer status: field is COM

• if the ITLG screens display an edit status of OK and number of current edits as 0 but has not transferred within 2 days of the last edit being cleared. See Inter-environment Change of Address (ICoA) facility problems escalation process. Procedure ends here
• if the Edit status: field displays Warning, and the Current Edits value is one or more, then there are warnings that may impact on benefit processing
• go to the Display InterEnvironment transfer edits (ITED) screen to view the Warnings
• more detailed information on the warning can be displayed by entering an 'S' on the warning detail line. Note the further action required by the user after the transfer is complete

Return to the ITLG screen in the gaining environment.

• if no log details are displayed then code the customer CRN and select [Enter]
• view the details including the Original User:, Date Started:, and Last User Rgn: fields to confirm that this is the correct log record (use the PF7, PF8 keys if required)
• confirm that the Transfer status: field is COM

• Yes, see Inter-environment Change of Address (ICoA) facility problem escalation process. Procedure ends here
• No, go to Step 9

• if the ITLG screens display an edit status of OK and number of current edits as 0 but has not transferred within 2 days of the last edit being cleared. See Inter-environment Change of Address (ICoA) facility problem escalation process. Procedure ends here
• if the Edit status: field displays Warning, and the Current Edits value is one or more, then there are warnings that may impact on benefit processing
• navigate to the Display InterEnvironment transfer edits (ITED) screen to view the Warnings
• more detailed information on the warning can be displayed by entering an 'S' on the warning detail line. Take note of further action required by the user after the transfer is complete, and ensure these factors are actioned

Procedure ends here.

• go to the ITSC screen in the losing environment. Modify the search criteria on the ITSC screen:
• in the Status: field code 'COM'
• in the Transfer In: field code 'N'
• in the Transfer Out: field code 'Y'
• in the UID: field code user ID
• select [Enter]
• a list of Transfers out meeting the search criteria will be displayed

Is the relevant transfer listed?

• Yes, select the relevant transfer using the 'L' option. Go to Step 2
• No, check the selection criteria

If the search criteria are correct then repeat the search using a Status of SCH, if the transfer is found with a SCH status. See Inter-environment Change of Address (ICoA) facility problem escalation process. Procedure ends here.

If the transfer is listed, when selected using the 'L' option, the ICOA Transfer Log (ITLG) screen for the Child transfer will be displayed.

• check the Edit status: and Current Edits: fields
• if the ITLG screens display an edit status of OK and number of current edits as 0 but has not transferred within 2 days of the last edit being cleared. See Inter-environment Change of Address (ICoA) facility problem escalation process. Procedure ends here
• if the Edit status: field displays Warning, and the Current Edits value is one or more, then there are warnings that may impact on benefit processing. Go to the ITED screen to view the Warnings
• more detailed information on the warning can be displayed by entering an 'S' on the warning detail line. Note further action that will be required by the user after the transfer is complete, and ensure these factors are actioned