Monitoring the Inter-environment Change of Address (ICoA) facility for scheduled transfers 102-03020050

To check the ICoA in:

• Process Direct, go to Step 2
• Customer First, go to Step 3

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 records, the Status field will not display as Scheduled. The status will show in the Requested on field as Scheduled. Requested under XXX (the Parent/Carer CRN). When completed, these fields will return to blank.

Procedure ends here.

Regular checks for Scheduled (SCH) transfers need to be performed in both the gaining and losing environments.

Before checking SCH transfers clear out of the customer's record.

Note: transfers can be one of four status types.

To check for scheduled (SCH) transfers of:

• customer records, go to Step 4
• child records, see Step 1 of Table 2

Check the gaining environment for scheduled (SCH) transfers of customer records:

• In the gaining environment, go to the Scheduled Transfers (ITSC) screen. The default display is a list of all scheduled (SCH) transfers for the user's region
• Refine the search criteria to locate customer transfers-in by coding:
• the Service Centre code of the gaining office in the RGN: field
• in the Status: field 'SCH'
• 'Y‘ in the Trans In: field and ‘N‘ in the Trans Out: field
• the user’s log on ID in the User ID: field
• Code ‘C‘ in the C/K field to locate customer transfers

Select the relevant transfer using the 'L' option. The ICOA Log Information (ITLG) screen will be displayed.

• Check the Edit status: and Current Edits: fields
• If 'OK' is showing in the Edit status: field on the ITLG screen and '0' is showing in the Current Edits: field, then there is no situation in the gaining environment preventing the transfer. Go to Step 7
• If the ITLG screen shows a warning or an error, go to Step 6
• If the record has not transferred within 2 days of the last edit being cleared, go to Step 7

• If the Edit status: field value on the ITLG screen is 'Warning', and the Current Edits: field value is one or more, then there is no situation in the gaining environment preventing the transfer:
• Warnings may impact on benefit processing so go to the Edit List (ITED) screen
• More detailed information on the warning can be displayed by entering an 'S' in the message field. Note any further action that will be required by the user after the transfer is complete
• Return to the ITLG screen and go to Step 7
• If the Edit status: field value on the ITLG screen is 'Error', and the Current Edits: field value is one or more, then there is a situation in the gaining environment preventing the transfer. See Inter-environment Change of Address (ICoA) facility edits for assistance with identifying and clearing edits:
• Determine if the edits will clear themselves over time. If manual action is required to clear the edits, go to the ITED screen
• More detailed information on each edit can be displayed by entering an 'S' in the message field. Note or immediately take further user-action that is required to be taken before the transfer will complete
• Return to the ITLG screen and go to Step 7

• Swap to the ITLG screen in the losing environment. Check the Edit status: and Current Edits: field
• If the Edit status: field value on the ITLG screen is 'OK', and the Current Edits: field value is '0', then there is no situation in the losing environment preventing the transfer. See Step 1 of Table 3
• If the ITLG screen shows a warning or error, go to Step 8
• If the record 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 value on the ITLG screen is 'Warning', and the Current Edits: field value is one or more, then there is no situation in the losing environment preventing the transfer:
• Warnings may impact on benefit processing so go to the ITED screen to view the Warnings
• More detailed information on the warning can be displayed by entering an 'S' in the message field. Note any further action that will be required by the user after the transfer is complete
• Return to the ITLG screen and see Step 1 of Table 3
• If the Edit status: field value on the ITLG screen is 'Error', and the Current Edits: field value is one or more, then there is a situation in the losing environment preventing the transfer. See Inter-environment Change of Address (ICoA) facility edits for assistance with identifying and clearing edits:
• Determine if the edits will clear themselves over time. If manual action is required to clear the edits, go to the ITED screen
• More detailed information on each edit can be displayed by entering an 'S' in the message field. Note or immediately take further user-action that is required to be taken before the transfer will complete
• Return to the ITLG screen and see Step 1 of Table 3

To check the ICoA in:

• Process Direct, go to Step 2
• Customer First, go to Step 3

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 records, the Status field will not display as Scheduled. The status will show in the Requested on field as Scheduled. Requested under XXX (the Parent/Carer CRN). When completed, these fields will return to blank.

Procedure ends here.

• Go to the Scheduled Transfers (ITSC) screen in the gaining environment. The default display is a list of all scheduled (SCH) transfers for the user's region
• Refine the search criteria to locate child transfers-in by coding:
• the Service Centre code of the gaining office in the RGN: field
• in the Status: field 'SCH'
• 'Y‘ in the Trans In: field and ‘N‘ in the Trans Out: field
• the user’s log on ID in the User ID: field
• Code ‘K‘ in the C/K field to locate child transfers
• Select the child transfer of interest using the 'L' option. The ICOA Log Information (ITLG) screen will be displayed

Is OK showing in the Edit status: field on the ITLG screen and 0 is showing in the Current Edits: field?

• Yes, then there is no situation in the gaining environment preventing the transfer. Go to Step 7
• However, if the record 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
• No, go to Step 5

Check the Edit status: and Current Edits: fields

Is the Edit status: field value on the ITLG screen is 'Warning', and the Current Edits: field value is one or more?

• Yes, then there is no situation in the gaining environment preventing the transfer. Warnings may impact on benefit processing so go to the Edit List (ITED) screen to view the Warnings:
• More detailed information on the warning can be displayed by entering an 'S' in the message field. Note any further action that will be required by the user after the transfer is complete
• Return to the ITLG screen and go to Step 7
• No, go to Step 6

Check the Edit status: and Current Edits: fields.

If the Edit status: field value on the ITLG screen is 'Error', and the Current Edits: field value is one or more, then there is a situation in the gaining environment preventing the transfer. See Inter-environment Change of Address (ICoA) facility edits for assistance with identifying and clearing edits:

• Determine if the edits will clear themselves over time, or if manual action is required to clear the edits. Navigate to the ITED screen
• More detailed information on each edit can be displayed by entering an 'S' on the warning detail-line. Note or immediately take further user-action that is required to be taken before the transfer will complete
• Return to the ITLG screen

• Swap to the ITSC screen in the losing environment. Re-enter search criteria so that transfers Out are displayed:
• Trans In: field - ‘N‘ and Trans Out: field - ‘Y‘
• Select the child transfer using the 'L' option. The ITLG screen will be displayed. Check the Edit status: and Current Edits: fields
• If the Edit status: field value on the ITLG screen is 'OK', and the Current Edits: field value is '0', then there is no situation in the losing environment preventing the transfer. See Step 2 of Table 3
• However, if the record has not transferred within 2 days of the last edit being cleared, see Inter-environment Change of Address (ICoA) facility problem escalation process. The procedure ends here

Is the Edit status: field value on the ITLG screen is 'Warning', and the Current Edits: field value one or more?

• Yes, then there is no situation in the gaining environment preventing the transfer
• Warnings may impact on benefit processing so go to the ITED screen to view the Warnings
• More detailed information on the warning can be displayed by entering an 'S' in the message field. Note any further action that will be required by the user after the transfer is complete. Return to the ITLG screen and see Step 1 of Table 3
• No, go to Step 9

If the Edit status: field value on the ITLG screen is 'Error', and the Current Edits: field value is one or more, then there is a situation in the gaining environment preventing the transfer. See Inter-environment Change of Address (ICoA) facility edits for assistance with identifying and clearing edits:

• Determine if the edits will clear themselves over time, or if manual action is required to clear the edits. Navigate to the ITED screen
• More detailed information on each edit can be displayed by entering an 'S' in the message field. Note or immediately take further user-action that is required to be taken before the transfer will complete. Return to the ITLG screen and see Step 1 of Table 3

Are there any edits preventing a transfer?

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

• Checking for completion of the transfer can start after 2 hours. ICoA processing copies the customer's record from the losing environment and reproduces it in the gaining environment
• The transfer of the record and the deletion in the losing environment can occur on the same day

Procedure ends here.

• Edits must be cleared before the transfer will complete (COM). See Inter-environment Change of Address (ICoA) facility edits for assistance with identifying and clearing edits. Some edits will be automatically cleared (for example, internal edits such as the locking of the customer record by another user), while others will require action (for example, a system specific edit such as a started (STA) activity)
• If the ITLG screen displays an Edit status: field value of OK and the Current Edits: field value is 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
• The processing triggers are updated with information that indicates when the transfer should be retried by the batch system. Generally speaking there are 2 periods of time that are used:
• if there is an ICoA internal edit preventing transfer, then the transfer will be retried in about 2 hours
• if there is a system specific edit preventing transfer, then the transfer will be retried on the following day (that is, there will be a delay of one day after the last edit is cleared)