Data Changes
Overview
A data change can cover a range of requests and from a variety of sources.
Examples may include, but are not limited to:
- Change of address
- Change of personal details
- Change of bank account details for a pension in payment
- Change to employment details i.e. salary, part time working hours
- Receipt of a power of attorney appointment
Process
In any event this will likely require an update to the appropriate data item on the member record and potentially correspondence to confirm the change.
The appropriate administrative process should be carried out prior to any updates being made to the record.
The relevant data item should be updated with the requested information. In most instances this will be completed by clicking on the data field and inputting the data, alternatively it may be updated by adding a new entry within a data series i.e. a salary where the input will require an effective date as well as a value.
After the data item has been updated the record should be saved. The banner across the top of the screen will display the member/scheme in yellow text whilst any update is unsaved. To save the record use the save icon in the top right of the screen;
Once saved the member/scheme name will revert back to white text and a two-step approval will be displayed at the top of the main member details screen, example below.
This will require another administrator to confirm the change before it is committed to the record. Any correspondence required should be drafted via the template letters through the mail merge function under Documents on the main member record (or other means as appropriate). The workflow checklist should be updated and allocated as required for peer review.
Another administrator or senior administrator will then review the update and click confirm (as above) to accept the change or reject if it is incorrect. The record should be saved to commit the data. Similar actions are required for any correspondence that has been drafted. The workflow checklist can then be updated accordingly.
Any correspondence should be issued before the workflow checklist is completed in full. This will automatically register the completion of the SLA (Service Level Agreement) electronically.
Examples of Data Changes
Change of accrual and / or part time hours
For an active member, scroll down to New Events and Service on the main member record and select the appropriate accrual event;
Enter the effective date and any part time hours ratio – note if member is full time the full time and part time hours can be any value provided they are equal (default will typically be 100/100), then click Add Service;
The Status History table will now update, and a two-step approval will be generated for peer review;
Salary Data
If a change is made to part time hours or required on another ad hoc basis this can be updated manually via the Join Scheme Event. Locate the relevant Salary Details Table and data item required, click on Add New;
Enter the effective date and value and click Add Series Data;
A new series item will be added;
Change of personal details or address
Update the relevant data field by clicking into the value – this will be held under Basis Member Data or Contact Details on the main member record.
Once updated the two-step approval will be generated for peer review. The requested change can be viewed by clicking into the value field again;
Or through the two-step approvals outstanding at the top of the main member record;
Change of bank details for a pension in payment
Update the Pension Payment Details table, located on the main member record;
Click into the value field and select Edit Payee Details;
Update the required information and click Update to generate a two-step approval for peer review. Once approved this data will automatically feed into the next payroll run.
