S21 Maintain party - Individual

Purposes:

This screen allows the MIMS user to view party information, maintain party information or inactivate duplicate parties on MIMS.

Prerequisites:

1. MIMS user must have applicable security authorization to access this screen.

The following groups have access to this panel:

· Administrative Assistant

· Call Center Agents

· Collection Agents

· Collections Support Agents

· Compliance Agents

· Document Processing Agents (view only)

· Finance Agents

· Finance Support Agents

· Finance Trust Accountants

· HR & E

· Legal Services Agent (view only)

· MEP Senior Managements

· MIMS

· Other Jurisdictions (view only)

· Program Support Agents

· Provisional Agents

· Reception Agents (view only)

· Registration Agents

· ISO Agents

· ISO Support Agents

· Special Investigation Unit Agents

· Supervisors/Team Leads

· System Administrators

Navigation:

For Existing Parties

Party è Party Search è Party Info

OR

Party è Party Result List è Select Party Link

For Successfully saved New Party

Party è Party Search è Party Results è Create Party - Save

Procedure:

1. Update the required information for the party. If required, refer to the description of the fields, further on this document for assistance in completing the fields.

2. Click the save button.

3. The Maintain Party – Individual screen is redisplayed with the updated information.

Screen Label		Description/Instructions
Party Summary Box Information		Fields in this section are not updateable. Fields can be updated in Party Information Section.
Party Number		Displays the party number assigned to the party.
Party Name		Displays the current name on file for the party.
Party Alerts		Lists the “critical” party alerts currently set for this party. Alerts provide an important informational note about the party.
Birth Date		Displays the birth date as YYYYMMDD where Y = year, M = month and D = day. If there has been a date of death entered in the deceased field, then the word Deceased will appear in the Birth Date field.
Work Phone		Displays the parties work phone number if provided.
Home Phone		Displays the parties home phone number.
SIN		Displays the social insurance number for the party.
PIN		Displays the pin number if party already has one assigned. The PIN number is used by the party to access their MIMS file information on the Web. If a PIN number has not been assigned and one is required, press the PIN Request button and a new PIN will be generated and displayed.
Mailing Address		Displays the mailing address for the party.
Last Updated		Displays the MIMS user who last updated the party information and the date the update was completed. The date displays as YYYYMMDD where Y = year, M = month and D = day.
Related Files		The list will show both MEP and Provisional files.
File Type		Displays either MEP or P-File for Provisional as the type.
File Nbr		Displays File number related to party with a Hyperlink, when pressed will take user to screen S61 Maintain MEP File – Events.
Party File Role		Displays the role that this party plays on the related File. MEP File examples: Primary Creditor, Debtor, Creditor, and Dependant. P-File examples, Applicant or Respondent.
Primary Creditor		Displays the name of the Primary Creditor related to this party.
Debtor		Displays the name of the Debtor related to this party.
Status		Displays the status of the file. Example: Active
Party Classification
Available Classifications		Displays the Party Classifications available for selection for the party type. Classifications already assigned to the party will have a check mark in the box next to the classification. Security may restrict some users to view only for this portion of the screen.
Party Information
(Current) First Name		Displays the current first name for existing parties, which can be updated. If change is required, update the current First name of the new party. This field is mandatory.
(Current) Middle Name		Displays the current middle name if one was entered to existing parties, which can be updated. If change is required, update or enter the current Middle name of the new party.
(Current) Last Name		Displays the current last name for existing parties, which can be updated. If change is required, update the current Last name of the new party. This field is mandatory.
(Alias) First Name		Displays the alias first name for existing parties, which can be updated. If change is required, update or enter the alias First name of the new party.
(Alias) Middle Name)		Displays the alias middle name if one was entered to existing parties, which can be updated. If change is required, update or enter the alias Middle name of the new party.
(Alias) Last Name		Displays the alias last name for existing parties, which can be updated. If change is required, update or enter the alias Last name of the new party.
Birth Date		Displays the birth date if previously entered as YYYYMMDD where Y = year, M = month and D = day. If change is required update the birth date in format indicated above. Must be a past date.
Date of Death		Displays the Date of Death if previously entered as YYYYMMDD where Y = year, M = month and D = day. If party is deceased enter the date of death in format indicated above. Date must be greater than or equal to birth date.
Gender		Displays the current gender assigned. If change is required, select the gender from the drop down list.
Mother’s Maiden Name		Displays the mother’s maiden name if previously entered. If change is required update or enter the mother’s maiden name. (Mother’s Maiden name is used in federal searches when SIN is unknown)
Treaty Status		Displays to indicate if Party has Treaty Status. Default is No. If change is required click Yes or No. This field is mandatory.
Treaty Affidavit on File		Displays if a Treaty Affidavit is on file. Default is No. If change is required click Yes or No. This field is mandatory. If Treaty Status is ‘No’ then Treaty Affidavit on related file must be ‘N’.
Union		Enter Union if available. (Debtor can be found through union if switching jobs).
Email		Enter the email address for the party if available.
Work Phone		Enter the work phone number if available. Area code must be 3 numeric characters. Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters. The area code is mandatory if a work phone number is entered. Extension is optional.
Home Phone		Enter the home phone number if available. Area code must be 3 numeric characters. Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters. The area code is mandatory if a home phone number is entered.
Cell Phone		Enter the cell phone number if available. Area code must be 3 numeric characters. Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters. The area code is mandatory if a cell phone number is entered.
Fax Phone		Enter the fax number if available. Area code must be 3 numeric characters. Local number must be 3 numeric characters, followed by an optional dash, period or space, and then 4 numeric characters. The area code is mandatory if a fax number is entered.
Party Address Information
Mailing Address		Enter a mailing address. Line 1 is mandatory to save the address. A line cannot be skipped in the address. This address is used for outgoing correspondence to the party. The address can be entered in any case, the system will convert it to uppercase. The following character is not allowed in the address “#”. Each line accepts up to 40 characters.
Country, Pv/St		This field defaults to “CANADA, ALBERTA” A drop down list is available to choose a different selection.
City/Town		Select from a drop down list. This field is mandatory if Mailing Address Line 1 has been completed.
Postal/Zip Cd		Enter the postal code or for USA addresses a zip code. This field is mandatory if Mailing Address line 1 has been completed.
Source		Select from a drop down list, the source where the address was obtained.
Clear Address		If box is checked the address fields will be deleted.
Physical Address		This is used for the physical address of the party. This address is not used for outgoing correspondence to the party. Enter a mailing address. Line 1 is mandatory to save the address. Each line of address must be consecutive. The address can be entered in any case, the system will convert it to uppercase. The following character is not allowed in the address “#”. Each line accepts up to 40 characters.
Country, Pv/St		This field defaults to “CANADA, ALBERTA” A drop down list is available to choose a different selection.
City/Town		Select from a drop down list. This field is mandatory if Physical Address Line 1 has been completed.
Postal/Zip Cd		Enter the postal code or for USA addresses a zip code. This field is mandatory if Physical Address line 1 has been completed.
Source		Select from a drop down list, the source where the address was obtained.
Address Status		Field will be blank, if no address is entered in previous fields. Will display if the address is ‘Good’ or ‘Bad’. No correspondence will be sent by MIMS with a ‘Bad’ address status. Update by selecting from the drop down box.
Clear Address		Will delete all party address information displayed.
Other Party Identifiers		Team Leaders and Managers have the ability to enter “NONE” for “Other Party Identifier” when there will never be an instance of that particular identifier for the party. Collections will then know not to pursue collection actions for that identifier (e.g. a blind person may never have a drivers license).
AB Client MV ID		Alberta Motor Vehicle ID – Enter if known. Input can be up to 20 alphanumeric characters.
PHN		Provincial Health Number – Enter if known. Input can be up to 20 alphanumeric characters.
SIN		Enter Social Insurance Number.
AB MVD Operator Nbr.		Alberta Motor Vehicle Drivers Operator Number. Enter if known. Input can be up to 20 alphanumeric characters.
PID		Personal Identification Number on CCD???
SSN		Social Security Number (American)
I.S. Ref Nbr	Enter an Income Support Reference number if known. Input can be up to 20 alphanumeric characters.
Office	If an I.S. Ref Number has been entered, then select from the drop down the office location attached to the reference number.
Status	* When the status is set to active and party is related to a file as a primary creditor or creditor party than a disbursement notification letter will be sent to the HRE district office when money is disbursed to the party. Select from the drop down list. If an I.S. Ref Number was entered, the status must be active or inactive.
Family Maintenance	Enter a Family Maintenance Reference Number if known.
Office	If a Family Maintenance Reference Number has been entered, then select from the drop down the office location attached to the reference number. This field is optional.
Status	Select from the drop down list. If an I.S. Ref Number was entered, the status must be active or inactive.
	Click to save all information entered. The screen will redisplay with most current organization party information.
	This button will change the PIN number. Only at the request of the Creditor or Debtor.

Possible Error Messages/System Warnings:

ID	Error Message Description	Action
72	Address requires minimum entry of Address Line1 and City/Town.	Enter information in Address Line 1, along with a city/town and postal code.
73	Canadian address requires minimum entry of Address Line1, City/town and Postal Code	Enter information in Address Line 1, along with a city/town and postal code.
81	Invalid Postal Code for Province Selected.	Confirm Postal Code and format. Format should be X9X 9X9 where X = Alpha and 9 = numeric characters.
82	Invalid Postal Code.	Confirm Postal Code. Format should be X9X 9X9 where X = Alpha and 9 = numeric characters.
83	US Zip Code must be in 99999 or 99999-9999 format.	Re-enter using correct format. 9 = numeric character.
87	Date of Death cannot be earlier than Date of Birth	Confirm date of death and re-enter.
117	'#' Characters are not allowed in address lines.	Replace # character with No. or Number.
118	Area Code must be 3 numeric characters long in ^ Telephone. Where ^ = Work or Fax phone.	Check area code to ensure there are 3 numeric characters entered in field.
119	Local Number must be in format 999-9999 or 999 9999 for ^ Telephone. Where ^ = Work or Fax phone.	Check area code to ensure there are 3 numeric characters entered in field.
120	Area code and local number are mandatory when creating a ^ Telephone. Where ^ = Work or Fax phone.	Ensure both fields are completed with correct format.
121	When Income Support Status is empty then all the related fields should be empty as well.	If Party Classification Income Source radio button has not been selected, but information has been entered in the Other Party Identifiers Income Source fields this error message will display. Either select the Income Source radio button or removed information from Party Identifiers Income Source Fields.
122	Income Support Reference nbr is mandatory.	If fields Income Support Office and/or Income Support status are filled in then an Income Support number must also be entered.
123	When Family Maintenance Status is empty then all the related fields should be empty as well.	Either select a status or remove information form the other Family Maintenance Status fields.
124	Family Maintenance Reference Nbr is mandatory.	If fields Family Maintenance Office and/or Family Maintenance status are filled in then a Family Maintenance number must also be entered.
131	Birth date entered is invalid. Must be in YYYYMMDD format.	Check format. Y = Year, M = Monday, D = Day.
145	Date of Death cannot be a future date.	Confirm date and re-enter.
146	Terms must be inactivated for this party before status can be set to deceased.	Inactive terms before changing status to deceased.
153	US address requires minimum entry of Address Line1 and City/Town.	Confirm both lines have information entered.
174	Invalid SIN Number. Must be in format 999-999-999.	Check format ensure “-“ are added in correct location. 9 = numeric characters.
175	Invalid PHN Number. Must be in format 99999-9999.	Check format ensure “-“ are added in correct location. 9 = numeric characters.
185	Last Name/First Name/City/Town match – Possible Duplicate Party. Click OK to continue update the party OR click CANCEL to return to the maintain party without updating.	Follow directions provided in error message.
186	SIN match - Possible Duplicate Party. Click OK to continue update the party OR click CANCEL to return to the maintain party without updating	Follow directions provided in error message.
187	PHN match - Possible Duplicate Party. Click OK to continue update the party OR click CANCEL to return to the maintain party without updating.	Follow directions provided in error message.
188	PID match - Possible Duplicate Party. Click OK to continue update the party OR click CANCEL to return to the maintain party without updating.	Follow directions provided in error message.
190	Invalid MVD Number. Must be in format 9999-99999.	Check format. 9 = numeric characters
207	Invalid SIN Number	Must be in format 999-999-999, where 9 = numeric characters
426	Invalid Telephone Number.	Enter area code and local number.

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