TCM1000345 - How to use the Personal Independence Payment Notifications Database Admin functions
Note: The PIP Notifications Database 鈥楢dmin鈥� functions enable users to check who is registered to use the PIP Notifications Database, register a new user or remove an existing user, move cases between caseworkers, delete cleared records, check the total on hand or expired BF cases, and import PIP notifications from Access to DWP Data Standard Enquiry Facility (ADD SEF).
Step 1
If you want to check who is registered on the PIP Notifications database, go toStep 2.
If you want to register a new user, go to Step 3.
If you want to amend an existing user鈥檚 permission levels, go to Step 4.
If you want to add a leaving date for someone who is no longer on the team or no longer doing this type of work, go to Step 5.听
If you are deleting cleared records from the PIP Notifications Database, go to Step 6.
If you are moving cases to a different caseworker, go to Step 7.
If you want to check total on hand and expired BF cases for the team, go to Step 8.
If you want to import the PIP notifications from ADD SEF to the PIP Notifications Database, go to Step 9.
If you want to allocate PIP notifications to caseworkers, go to Step 9.
Step 2
- access the PIP Notifications Database
- select 鈥楢dmin鈥� button from the PIP Notifications Database main menu
- select 鈥楽taff List to XL鈥� to output a list of all Staff registered on the database to an Excel file on the user鈥檚 desktop
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 3
- access the PIP Notifications Database
- select 鈥楢dmin鈥� button from the PIP Notifications Database main menu
- enter the Personal Identity (PI) number of the existing or new user
- select 鈥楽earch鈥� button. If the user鈥檚 details are found, their details will be displayed in the 鈥楩irst Name鈥� and 鈥楽urname鈥� fields of the 鈥楽earch Results鈥�. If their details are not found, input their PI number, first name and surname into the boxes
- select the appropriate 鈥楻ole鈥� you wish the user to have. This will either be 鈥楥aseworker鈥� or 鈥楢dmin鈥�
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 4
- access the PIP Notifications Database
- select 鈥楢dmin鈥� button from the PIP Notifications Database main menu
- enter the PI number of the user whose permission levels you want to change
- select 鈥楽earch鈥� button. If their details are found, their details will be displayed in the 鈥楩irst Name鈥� and 鈥楽urname鈥� fields of the 鈥楽earch Results鈥�. If their details are not found, the Search Results boxes will be blank for your input
- select 鈥楽taff List to XL鈥�, to output a list of all users registered on the database to an Excel file on the user鈥檚 desktop
- using the 鈥楻ole鈥� function, select the role you wish the user to have. This will either be 鈥楥aseworker鈥� or 鈥楢dmin鈥�
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 5
- access the PIP Notifications Database
- select 鈥楢dmin鈥� button from the PIP Notifications Database main menu
- enter the PI number of the user whose details you want to amend
- select 鈥楽earch鈥� button. If their details are found, their details will be displayed in the 鈥楩irst Name鈥� and 鈥楽urname鈥� fields of the 鈥楽earch Results鈥�. If their details are not found, the Search Results boxes will be blank for your input
- select 鈥楧ate Left鈥� and add the date when the user left the team or stopped this type of work
Note: Once a leaving date has been added, the user will no longer be able to access the PIP Notifications Database.
Note: Users cannot be deleted as they will be linked to records in the PIP Notifications Database.
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 6
- access the PIP Notifications Database
- select 鈥榃eed function鈥� from the PIP Notifications Database main menu
- select 鈥榃eed Database鈥� button to delete the records
Note: The weed function will delete all cases showing a date in the 鈥楥leared Date鈥� box which are 30 days or more from the date you are accessing the function.
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 7
- access the PIP Notifications Database
- select 鈥楻eports鈥� from the PIP Notifications Database main menu
- select the caseworker you want to move the cases from on the drop down list
- select 鈥楲ive list (Export to XL)鈥�. This will export all the cases allocated to that caseworker to your desktop
- access the list of cases from your desktop
- either print off the list of cases or copy each NINO from the list that you want to move
- select 鈥楳enu鈥�
- select 鈥楻eports鈥�
- enter the NINO of the case you want to move
- select 鈥楽earch鈥�
- double click on the case
- select 鈥楿pdate caseworker鈥� button, this will change the name of the caseworker
- select 鈥楳enu鈥�
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.
Step 8
If you want to check the total on hand cases
Note: The 鈥楶IP Live List鈥� includes all expired BF cases so there will be no need to also check the 鈥楤F Due List鈥� for expired BF cases if you have checked this.
- access the PIP Notifications Database
- select 鈥楻eports鈥� button from the PIP Notifications Database main menu
- in the 鈥楨nter Reporting Period鈥� 鈥楩rom鈥� and 鈥楾o鈥� boxes enter the date range of the period you want to look at
- select 鈥楳IS Report鈥� (Export to XL), this will show a list of all live work allocated to each caseworker for the period you have selected
- select 鈥楳enu鈥� to return to the PIP Notifications Database main menu
- select 鈥極pen鈥� to open the MIS Report on your desktop for a list of all the cases on hand
- print off the list of cases
-
either
- go back to Step 1 if you wish to continue using the PIP Notifications Database
or
- take no further action.
If you want to check the total expired BF cases
Note: The 鈥楶IP Live List鈥� includes all expired BF cases so there will be no need to also check the 鈥楤F Due List鈥� for expired BF cases if you have checked this.
- access the PIP Notifications Database
- select 鈥楻eports鈥� from the PIP Notifications Database main menu
- select 鈥楤F Due List (Export to XL)鈥�, this will display a list of all expired BF cases
- select 鈥楳enu鈥� to return to the PIP Notifications Database menu
- select 鈥極pen鈥� on the 鈥楶IP BF Due List鈥� on your desktop for a list of all the expired BF cases
- print off the list of cases
-
either
- go back to Step 1 if you wish to continue using the PIP Notifications Database
or
- take no further action.
Step 9
- access the PIP Notifications Database
- select the 鈥業mport鈥� button from the PIP Notifications Database menu. This will import the notifications to the PIP Notifications Database. You will be taken to an 鈥楢llocations鈥� screen. This will display how many notifications are available and how many are still to be allocated (remaining). The 鈥楻emaining鈥� box will be amber until all the available notifications are allocated, when it will turn green
- enter the number of notifications you wish to allocate to individual staff members in the 鈥楢llocation鈥� box to the right of their name
Note: Each time you allocate notifications, the 鈥楻emaining鈥� box at the top of this screen will recalculate the number of notifications still to allocate.
Note: The notifications allocated will only save to the PIP Notifications Database when all available notifications have been allocated.
Note: When you have allocated all the notifications, the top right box will turn green, and the 鈥楥ontinue the import with the above allocations鈥� button at the bottom of the screen will be enabled. Until then, the top right box will be amber and the 鈥楥ontinue the import with the above allocations鈥� button will be disabled.
Note: Once the import has completed, an Excel file listing all the notifications just imported will be created on the users desktop for their action. The previous ADD / SEF xml export file will be deleted from the user鈥檚 desktop.
- select 鈥楨xit鈥� to close the PIP Notifications Database
- take no further action.