Using the Process Direct Bulk Load tool 107-23042712

When situational hardship/ flexible payment arrangements are not enacted, this means there is generally a pause on debt raising and recovery activities.

Note: when there is a pause, an additional process is required to apply a write off to the impacted debts.

The write off is completed via the Bulk Load tool in Process Direct using Bulk Actions.

Using the Bulk Load tool to apply a write off to bulk debts in place of situational hardship requires National Manager approval.

Has situational hardship/ flexible payment arrangements been enacted?

• Yes, procedure ends here
• No, go to Step 3

Request listings from Data Analytics Division to identify all debts that require action via the Bulk Load tool.

Note: use capital letters for the CRN and Debt ID.

For Bulk Actions:

• add and remove attributes on DMIS and/or PSCD debts:
• CRN and Debt ID for each debt to action
• add and remove attributes on DMIS and/or PSCD debtors:
• CRN for each debt to action
• add, restart or remove the end date for write offs, for DMIS and/or PSCD debts (end date is user-defined):
• CRN for each customer to action and for:
• specific debt write off, the Debt ID for each debt to action
• general debt write off, the Debt ID for one debt only. The Debt ID must not be for a PSCD debt and must be for a debt currently eligible for the general write off
• create or remove withholding arrangements, for DMIS and/or PSCD debts:
• CRN for each debt to action (Debt ID is not required)
• add non-CCS bulk waivers:
• CRN and Debt ID for each debt to action

For CCS only:

• apply bulk waivers or bulk write offs to CCS debts only. This uses the default end date applicable to the waiver type (the user cannot define the end date):
• CRN and Debt ID for each debt to action

To prepare the file for loading, ensure the data format and content is correct:

• use capital letters
• no header row
• CRN for column A, maximum 10 characters (no spaces)
• Debt ID for column B, maximum 8 characters (no spaces)
• Debt ID must be unique with no duplicate Debt ID
• CRN and Debt ID combination must be unique
• Save data listing with a relevant file name as this will display in Process Direct

Note: if using the Bulk Waiver or Bulk Write Off, upload. No further data preparation is required to start the upload process.

Bulk Write Off/Waivers (CCS Only):

• Column A must contain CRNs and Column B must contain Debt IDs. Delete all other columns.
• the action and the action waive date will be selected via the Tool.

Bulk Actions

• Column A must contain CRNs
• Column B must contain Debt IDs.
• Column C needs to contain the action. For example, to add new write off, key ‘NEWWOF’.
• Column D needs to contain the information for the action and use date format as YYYYMMDD
• For example, to add a new (or extended) write off from 1 February 2023 to 1 April 2023:
• key DIS#[today’s date YYYYMMDD]#[key write off end date YYYYMMDD]
• Column D will display ‘DIS#20230201#20230401’

A Quality Assurance (QA) plan is required before the start of any bulk job. This will need to include who is responsible for QA checking and actions required to resolve issues that may be identified.

Complete QA on the listings.

Once QA is completed, report outcome to delegate for sign off.

Has the delegate provided sign off?

• Yes, go to Step 5
• No, follow up sign off

Bulk processing is completed via the Bulk Load tool in Process Direct using the option/button for:

• Bulk Write offs (CCS). Add, restart or remove the end date for CCS write offs using a user-defined end date
• Bulk Waivers (CCS). Apply bulk waivers to CCS debts. This uses the default end date applicable to the waiver type (the user cannot define the end date)
• Bulk Actions. Load CSV file to:
• add or remove attributes on DMIS and PSCD debts and debtors. The bulk load job will process and complete overnight. A report will issue the following day
• apply a write off or waiver to DMIS debts

Daily bulk load Trigger Summary and Trigger reports are automatically received via a generic data based system.

Debt Program Systems and Assurance can provide these reports to users upon request to support BVT.

Check the Trigger reports to ensure that the bulk load job has been processed.

Have any errors been identified?

• Yes, go to Step 7
• No, procedure ends here

Error(s) identified:

• escalate to Debt Program Systems and Assurance
• combine all failed reports into a single file

Debt Program Systems and Assurance will investigate errors and if required:

• raise an Incident Management (IM) via Service Manager
• escalate to ICT to investigate issue and to see if Process Input have notified of any issues. ICT to run adhoc job