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Tell Us Once: CRS User Training Guide

Introduction. This presentation will show you: How to access the Tell us Once (CRS) system.How to view, search and action a case within the Tell us Once system Before you start this presentation it is worthwhile familiarising yourself with Tell Us Once. Background information about the Project is

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Tell Us Once: CRS User Training Guide

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    1. Tell Us Once: CRS User Training Guide

    2. Introduction This presentation will show you: How to access the Tell us Once (CRS) system. How to view, search and action a case within the Tell us Once system Before you start this presentation it is worthwhile familiarising yourself with Tell Us Once. Background information about the Project is available online. (If you have difficulty accessing this information, or would like more information about Tell Us Once, please email jwoodthorpe@somerset.gov.uk)

    3. What is Your Role in Tell Us Once? When a customer registers a birth or a death with the Registration Service they will be asked if they want to take part in Tell Us Once. If the customer says ‘Yes’ the Registrar will then enter their information into the Tell Us Once system. Registered users within Local Authorities/Central Government Departments will then need to go into the ‘Tell Us Once’ system to collect this information. These users are referred to in Tell us Once literature as ‘Service Provider Users’ You will need to check the Tell us Once system on a regular basis and update your Service’s records (as part of your business as usual processes). All of the information within the Tell us Once System has been verified by the Council’s Registrars. You can therefore have confidence that it is correct.

    4. Accessing the Tell Us Once system

    5. Logging Into The System Hopefully the guidance on the screen is self explanatory. Once the user has completed the necessary input and clicked on “Login”, the first screen, (Government Gateway screen 1 on Slide 27) will display again for the user to click on the hyperlink a second time.Hopefully the guidance on the screen is self explanatory. Once the user has completed the necessary input and clicked on “Login”, the first screen, (Government Gateway screen 1 on Slide 27) will display again for the user to click on the hyperlink a second time.

    6. Generating Your 8 Digit Password Using Your ‘EAS Token’

    7. Logging Into The System

    8. Notifications list

    9. List of outstanding cases

    10. Using the ‘Filters’ on the Notification List

    11. Explanation of fields The date the message was submitted: this is the date the change notification was created. The NTUO case reference: this is the unique reference that had been created for the notification of birth/death. (All new CRS cases should start with a leading “N” for “National”). The service name: this will be relevant to your business area. The message type: this represents what processing, if any, has been done regarding the notification – birth/death. The message status: Messages have two possible statuses - Unread or Read. The User: this is updated with the user’s identity details when the case has been viewed.

    12. “View” functionality By clicking on “View”, the notification will be opened and a message screen is displayed. This screen displays all of the information that is relevant to your Service. This information may include: The details of the message itself and the details of the customer who created the notification of the birth/death. Details of the people named on the birth register. Details of the child. Details of the next of kin to the deceased. Details of the deceased and of the surviving partner. Details of the person dealing with the deceased’s estate and actions available to the user.

    13. “View” functionality (cont’d) Service Provider users can action the case directly from the information on the screen; print off the information to action later; or download the information into their own local systems via CSV, XML, or PDF formats. Your service will need to decide what you will do with these notifications and how you get the information out of the system Once you have clicked on the “View” button, the DWP deem the case to have been “actioned” and consider that the responsibility to deal with the notification has been passed onto you/your service.

    14. Click on “View” - Example The next few slides demonstrate what a notification might look like.

    15. Example of a notification for Death

    16. Scrolling down the “View” screen

    17. Continuing down the screen…

    18. Continuing down the screen…

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