Merge / Split Client IDs

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Revised March 25, 2011

Purpose:

Merge Client IDs

Split Client IDs

Merge Client IDs

Who can do a client ID merge?

When should I merge client IDs?

How do I merge client IDs?

How do I un-merge client IDs?

Where does client merge information display?

What happens to benefit history after a client ID has been merged?

Who can do a client ID merge?

· Workers with unit type 06, 08, 09, 10, 17, 19, 76, 86, 88 or 99 can complete a client ID merge.

When should I merge client IDs?

· Merge client IDs when one client has been assigned more than one CLID.

NOTE:

If the client is in the Address Confidentiality Program, see What do I do when a client has been assigned a new identity as part of the ACP?

· The client with the incorrect client ID must be closed or denied in the months the correct client ID is to be active or pending.

o If the affected client is the head of household or the only eligible child, the entire AU must be closed or denied.

EXAMPLE

James Smith (CLID 1234567) is known to system, but not currently active on benefits. He applies for benefits as James D. Smith and worker assigns a new client ID (4567890). Since one person now has two client IDs, merge the client IDs following the steps in How do I merge client IDs?

· If the merge has been done incorrectly, see How do I un-merge client IDs?

How do I merge client IDs?

· Take the following steps to merge client IDs:

1. From WMEN, select Option O – AU/Client Misc.

2. From the OMEN:

o Enter Option H - Erroneous Client ID Merge.

o Enter the [incorrect client ID number] in the Client ID field.

3. On the IDCO screen,

o Enter the [correct client ID number] in the Corrected Client ID field.

o Press <F13> to confirm merge.

NOTE:

The OMEN screen displays Edit Message 0019 – UPDATE COMPLETED SUCCESSFUL at the bottom of the screen after the merge is confirmed.

· If more than two client IDs are involved, complete a merge for each set of client IDs.

EXAMPLE

Client John Q. Public has been assigned CLID 1234567, 2345678 & 3456789. Since CLID 1234567 is the first CLID, it is presumed that is the correct client ID.

First merge 3456789 into CLID 2345678.

Then merge 2345678 into CLID 1234567.

· Review the client’s TICS screen to ensure the counter is correct. If adjustments are needed, update the counter using the TICA screen.

How do I un-merge client IDs?

· To un-merge client IDs for two or more separate clients who were inadvertently merged, a datafix is required. Contact ACES Customer Support at 360-664-4560.

o If the client IDs belong to the same client, and the worker kept the wrong client ID as part of the merge process, a datafix request is not needed. The worker should document the case about the merge.

Where does client merge information display?

· Client merge information displays on the client’s TICS screen.

NOTE:

Datafix or split information is not part of the TICS screen display.

What happens to benefit history after a client ID has been merged?

· Benefit history is not changed when there has been a client ID merge. Each client ID retains its own benefit history.

Split Client IDs

Who can do a client ID split?

When should I split client IDs?

How do I split client IDs?

Who can do a client ID split?

· Workers with unit type 06, 09, 10, 17, 19, 76, 86, or 99 can complete a client ID split.

When should I split client IDs?

· Split client IDs when more than one client has been assigned the same client ID.

EXAMPLE

Jane Doe, CLID 1234567, is known to ACES, but not currently active. Janet Doe (with same date of birth as Jane) applies for benefits. Worker incorrectly selects Jane Doe’s CLID 1234567 as the client ID for Janet Doe. The worker then changes Jane’s DEM1 screen to show Janet’s information, matches the client on the NMCL screen and commits the data.

During interview, worker determines these are two separate people. Follow the steps in How do I split client IDs? to split the two clients.

How do I split client IDs?

· Take the following steps to split client IDs:

1. From WMEN, Select Option O – AU/Client Misc.

2. From the OMEN:

o Enter Option [I] – Erroneous Client IDSplit

o Enter the [Client ID] in the Client ID field.

3. On the IDCO screen,enter [Y] next to the client that was incorrectly assigned the client ID.

NOTE:

The first client to be assigned the client ID is presumed to be the correct one and in most cases should keep the number.

4. Press <F13> to confirm the split.

NOTE:

The OMEN screen displays Edit 0019 – UPDATE COMPLETED SUCCESSFUL at the bottom of the screen after the split is confirmed.

5. Assign a new client ID to the second client. See Screening.