Merge / Split Client IDs
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Merge / Split Client IDs

Revised October 28, 2007

Purpose:

Key Points of Merge / Split Client IDs

Merge Client IDs - The Same Client Assigned More Than One Client ID

Split Client IDs - More Than One Client Assigned the Same Client ID

 

Key Points of Merge / Split Client IDs

  • An ACES Client Identification Number ( CLID ) is a number that uniquely identifies each client within the ACES application.

  • The client ID is the unique identifier for Electronic Benefit Transfer ( EBT ) and will be used for the EBT account number so it is imperative that client ID be assigned correctly.

  • Anytime a client ID is not assigned correctly the user must assess the situation and either merge or split the IDs as needed.

  • It is not required, but may be helpful to request a case detail report before merging or splitting a client ID.

  • The case detail report can provide client demographics to be used when processing a case action, such as Add-a-Person, after the Merge / Split has been completed.

  • Anytime client IDs are going to be merged or split, the incorrect client ID needs to be closed or denied in all associated assistance units before the merge or split can occur.

  • If the affected client is the head of household or the only eligible child, the entire assistance unit must be closed or denied.  See Close Assistance Unit / Client and Deny An Assistance Unit / Client

  • If the affected client is not the head of household or the only eligible child, only the client has to be closed or denied.

  • When a split or merge has been performed on a case, there is no affect on the data contained in client history.

  • All benefit history and eligibility history remains unchanged.

  • The only changes occur in the Soundex database that identifies possible matches of new clients with existing ACES clients.

  • Clients that have been split or merged cannot be matched during the name clearance process.
     

Merge Client IDs - The Same Client Assigned More Than One Client ID

  • Merging client IDs is done when a single client has been assigned more than one client ID.

  • Financial workers (unit type 08), lead workers (unit type 09), and financial supervisors (unit type 10) are the only users that can merge client IDs.

  • Before client IDs can be merged the client must be closed or denied in the ongoing month plus any current or historical month in which the client is active or pending under the wrong client ID number.

  • If the client involved is the only child or the head of household for the assistance unit, that entire AU must be closed or denied in all months.

  • If the client is not the only child or the head of household, the individual client must be closed or denied.

  • After the merge is complete, the erroneous client IDs will not display on the (NMIQ) or (NMCL). This ensures that no future possible matches will be made.

  • The data related to the erroneous client ID is not deleted from the database.

To merge client IDs:

  1. Enter Option [O] – Assistance Unit / Client  in the Selection field on the (WMEN). 

  2. <TRANSMIT> and the (OMEN) screen displays.

  3. On the (OMEN) enter Option [H], Erroneous Client ID Merge - in the Selection field.

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

    The first client ID number assigned is usually presumed to be the correct number.

  5. <TRANSMIT> and the (IDCO) screen displays.

  6. On the (IDCO) enter the [correct client ID number] in the Corrected Client ID field.

  7. Enter [Y] in the ID Error field next to the client to be merged.

  8. Press <F13> to confirm merge.

  9. The(OMEN) displays with Edit Message 0019 - Update Completed Successful - at the bottom of the screen.

  10. Now the case action to add the client back to the appropriate assistance unit(s) can be processed.


NOTE:

When client information is displayed on the Name Clearance (NMCL), make sure the client is matched to the correct client ID.

 

Split Client IDs - More Than One Client Assigned the Same Client ID

  • Financial workers (unit type 08) cannot split client IDs.

  • Lead workers both clerical (unit type 15) and financial (unit type 09), and both clerical (unit type 06) and financial (unit type 10) supervisors are the only users that can split client IDs.

  • When two different clients have been assigned the same client ID, ACES must be told which client will keep the client ID and which client will be assigned a new client ID.

  • This situation arises most often when ACES identifies possible name or social security number matches for a client and the user erroneously matches the new client to a client with a previously existing client ID in ACES.

  • Before client IDs can be split the client must be closed or denied in the ongoing month plus any current or historical month in which they are active or pending under the wrong client ID number.

  • If the client involved is the only child or the head of household for the assistance unit, that entire AU must be closed or denied in all months.

  • If the client is not the only child or the head of household, the individual client must be closed or denied.

  • After the split is complete, the case action can be processed and completed to add the client back to the appropriate assistance units.

  • During the screening process, be sure to assign a new client ID or reuse the appropriate client ID.

To split client IDs:

  1. Enter Option [O] – AU / Client Misc  in the Selection  field on the ( WMEN).

  2. <TRANSMIT> and the ( OMEN) displays.

  3. Enter Option [I] – Erroneous Client ID Split in the Selection field on the ( OMEN).

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

  5. <TRANSMIT> and the  ( IDCO) screen displays.

  6. On the ( IDCO) the Client ID, Number of Matches, Name, DOB, Sex, and SSN of the clients assigned that client ID display.

  7. Enter a [Y] in the ID Error field next to the client that was erroneously assigned the client ID.


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

The second client assigned the ID should be assigned a new number.

  1. Press <F13> to confirm split.

  2. The (OMEN) displays with Edit Message 0019 - Update Completed Successful - at the bottom of the screen.

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Modification Date: October 28, 2007
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