Search for a Change Report

Use this procedure to search for cases that have reported changes.

Process Steps:

1. From the Left Navigation menu, select My Workspace, then select Locality Inbox.

   • The Search Inbox page displays.

   • Click the Change Reports tab at the top of the page.

2. In the Change Inbox Search Criteria section:

   • Enter the Tracking #.

   • Select the Source of the Change Report.

   • Enter the Case #.

   • Enter the SSN of the case name.

   • Enter the date of birth of the case name in the DOB field.

   • Enter a date range in the Change Report Received Date fields.

   • Select a response for the Program, Processing Status, Acknowledged by EA, Locality, Acknowledged by ABD, and Potential Pregnancy dropdown menus:

   • 1. Selecting No from the Acknowledged by ABD dropdown menu will list all unprinted ABD Change Reports in the search results.

     2. Once you acknowledge / print an ABD Change Report, select the Acknowledged by ABD checkbox on the Register Client page or the Inbox Inquiry page.

     3. Selecting Yes from the Acknowledged by ABD dropdown menu will list all acknowledged / printed Change Reports in the search results.

      

    

   Processing Statuses for Search Results: New - File Clearance process has not been started in My Workspace. This status also displays for a Change Report of a case that does have an address change or addition of new individuals. Started - File Clearance process has been started in My Workspace but not completed. Clicking the link returns you to the File Clearance process. Process – Displays for a Change Report of a case that is in the VaCMS and does not have an address change or addition of new individuals. Clicking the link takes you to the Case Action page. Submitted - Case action has been initiated for a Change Report for VaCMS cases. This status also displays for a Change Report of a case that is not in the VaCMS and does not have an address change or addition of new individuals, or if there is an address change or addition of new individuals, but the My Workspace process is already complete.

    

3. You must enter at least one value for the search criteria to conduct a search.

4. Click Search.

   • The search results display in the Search Results section.

   • For Change Reports that have a status of Submitted, the Assigned To column will display SYSTEM.

5. To initiate the Change Report process for a case with a processing status of New:

6. • Click the radio button next to the case you want to process a change report.

   • Click the Start Change Report button.

6. To continue the Change Report process for a case with a processing status of Started:

   • Click the Started hyperlink.

7. If you navigate to the Case Action page by clicking the Process link, the Case # field will be pre-populated with the case number and the action will be set to Case Change/Closure (for VaCMS Change Reports only).

   • You will then proceed through a driver flow based upon the information that has been changed by the customer in CommonHelp or entered in RDE.

   • New details from CommonHelp or RDE will automatically be displayed in the appropriate fields for the pages impacted by the changes.

   • Only the pages that have reported changes will be queued in the driver flow.

   • If you do not click the Process link, and navigate to the Case Action page manually, then the fields on the Case Action page will not pre-populate, the data from CommonHelp or RDE will not pre-populate, and the Change Report will not be processed from the Change Report Inbox.

8. If you convert an application to a Change Report during File Clearance but begin processing the case directly in Data Collection without going through the Change Report inbox, the converted application will remain in the inbox even after processing the case. However, you can dispose of the converted application using the steps below.

   • Complete the Search Criteria fields, then click Search

   • Click the radio button next to the Change Report or Renewal you want to remove

   • The Dispose button is enabled

   • Click Dispose

   • The Disposal Reason pop-up displays

   • Choose the appropriate Disposal Reason from the dropdown menu, then click Dispose.

Results of the Procedure:

The Change Report search is successfully completed.

Updated 02/01/2016