October 29, 1985 M28-2, Part IV

CONTENTS

CHAPTER 3. MISCELLANEOUS PROCEDURES

PARAGRAPH PAGE

3.01 Update
Processing\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
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a\.
General\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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b\. Update Processing Similar to Application
Processing\...\...\...\...\...\...\...\...\...\...\..... 3-1

c\. Most Fields Can Be
Updated\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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d\. Authorization Required in Some
Cases\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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c\. Common
Usage\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
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f\. Online Update by Transaction
88R\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
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g\. Notice to VR&C
Division\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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h\. CAI Lesson
Available\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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3.02 Employee Future
Controls\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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a\.
General\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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b\. Processing
Overview\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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c\. Future Employee Control
Entries\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
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d\. Reason 99 Message Automatically
Generated\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
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e\. Revision Capability Restricted by
Division\...\...\...\...\...\...\...\...\...\...\...\... 3-2

f\. Restrictions to Nine Controls
Maximum\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....
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g\. Online Updating of Master
Record\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...
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h\. Selection of Control
Dates\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....
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i\. Matured Controls Deleted From Master
Record\...\...\...\...\...\...\...\...\.... 3-2

j\. VR&C Division Responsible for Routing of Control
Notices\...\...\...\...\... 3-2

k\. M38 (Ch. 31 Future Controls/Receivables)
Screen\...\...\...\...\...\...\...\...\...\..... 3-3

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October 29, 1985 M28-2, Part IV

CHAPTER 3. MISCELLANEOUS PROCEDURES

3.01 UPDATE PROCESSING

a\. General. Target processing allows the operator to access the 331,
332, and 333 screens for the purpose of updating an existing master
record with eligibility and entitlement information.

b\. Update Processing Similar to Application Processing. In the same
manner as application processing, the CDAT, CADJ, and CAUT commands may
be used to access the desired screen. The same field and screen edits
which are per­formed for application processing are used with update
processing. The difference between the use of these screens for
ap­plication processing (as described in pt. 11, ch. 1) and for update
purposes is the presence or absence of an entry in the AP­PLICATION
field. If an entry is made in the APPLICATION field, screen access is
considered to be for application processing; if this field remains
blank, an update of the master record is assumed.

c\. Most Fields Can Be Updated. All fields on the 331, 332, or 333
screen may be updated with the exception of three fields found on the
331 screen. The fields TOTAL, CREDITABLE 31 ENTITLEMENT and ELIGIBILITY
TERMINA­TION DATE are computer-generated and therefore cannot be entered
by the operator.

d\. Authorization Required in Some Cases. Most fields will not require
authorization following update. When updating certain fields that will
result in a new termination date or a change in entitlement usage,
however, authorization must be obtained. Therefore, if changes are made
to the fields PRIOR VA TRAINING, INITIAL RATING NOTIFICATION DATE,
MEDICAL INFEASIBILITY PERIOD, or DEFERRAL PERIOD, authorization becomes
necessary. For trans­actions requiring authorization, entry of GED in the
NEXT SCREEN field generates a tearsheet identical to the one used in
allowance processing. Then the issue is ready to be authorized. If 501
is entered in NEXT SCREEN, a tearsheet is also generated. For those
transactions not requiring authorization, no tearsheet is printed, but
GED in the NEXT SCREEN field causes the transaction to be generated.

e\. Common Usage. Updates of eligibility and entitlement information may
become necessary when changes to prior training information, INITIAL
RATING NOTIFICATION DATE, MEDICAL INFEASIBILITY PERIOD, or DEFERRAL
PERIOD are made. For example, a retroactive training induction for
benefit payment purposes may be authorized requiring a change in the
veteran\'s termination date (see pt. 11, ch. 1, par. 1.04(a)(5)). At the
time the adjudicator prepares the VA Form 22-1907a, he or she must also
use update processing to change the Initial Rating Notification Date
already established in the veteran\'s Target master record.
Specifically, the INITIAL RATING NOTIFICATION DATE field found on the
331 screen must be changed to show the retroactive training induction
date. Entry of this retroactive date will generate a revised termination
date.

f\. Online Update by Transaction 88R. A transaction 88R will be
generated and identified in the chapter 31 master record STAT field
found under LAST ACTIVITY on the M32 screen.

g\. Notice to VR&C Division. Whenever there is a change in entitlement
usage or a new termination date is generated as a result of update
processing, the VR&C Division must be notified in writing of the change.
This notification may be done by annotating the Remarks section of the
VA Form 22-1907a, if one is prepared, or on a VA Form 3230, Reference
Slip.

h\. CAI Lesson Available. Lessons which facilitate chapter 31 Target
implementation are available on the Target System using the LERN
command. The CAI lesson C31-UPDT has been developed for training on the
chapter 31 update function.

3.02 EMPLOYEE FUTURE CONTROLS

a\. General. Target processing allows an operator to access the 320
screen, CH31 Case Status/Control/Counseling, for the purpose of
establishing, deleting or changing a master record future employee
control. Future controls are required by manual or other directives when
claims folder review is necessary at a future date. Target employee
future controls can be established and maintained only if there is a
chapter 31 master record existing for the veteran.

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M28-2, Part IV October 29, 1985

b\. Processing Overview. The 320 screen may be accessed from the Ready
screen using the CAST command, the operator\'s password and the file
number. The Target System will check for a matching chapter 31 master
record. For Ad­judication Division personnel, once the master record is
found, the 320 screen will be displayed for entry of future employee
control data only. All other fields on the screen are protected from
entry by operators outside the VR&C Division. When a chapter 31 master
record is accessed, existing future controls will be displayed from the
master record in chronological order on the M38 screen (see subpar. k
below).

c\. Future Employee Control Entries. To establish a future control, the
operator must enter a valid date and employee code in one of the nine
available spaces. Upon display of the screen, the cursor will be
positioned at the first field available for data entry. This field will
be the first future employee control date corresponding to the division
routing code of the operator or the first available empty date field if
no operator future control for the division is present. The date must be
in the format MM-DD-YYYY and must be at least 45 days, but no more than
2 years, from the current date. This date represents the maturity date
of the master record control indicating review is needed. If a date is
entered, an employee code is required. The employee code is a unique
code specifically associated with the control and must be in the format
NXXX. It is intended to be an identifier of the employee who wants to
receive the control notice. For Adjudication Division operators, the
code must be within the range IXXX-1999. For example, the codes IPAT,
ITOM, 1SAM, 1234, or 1999 would each represent unique operators. When
the notices for employee IPAT are generated, they will be directed to
the employee associated with that code.

d\. Reason 99 Message Automatically Generated. Each future employee
control notice generated will be identified under reason 99. This reason
code signifies a review of the claims folder is needed by a particular
employee. This code also separates employee controls from case status
controls which may also be generated for the particular case.

e\. Revision Capability Restricted by Division. Each division\'s
employees can modify or delete employee controls associated with their
own division, but cannot change or delete employee controls associated
with other divisions. Division controls may be deleted or modified by
any operator in the division as needed no matter who in the division
initially established the control. These controls can be modified by
changing the date or employee code. To eliminate a control, the operator
must delete both fields.

f\. Restrictions to Nine Controls Maximum. There can be multiple future
employee controls in a master record up to a maximum of nine, provided
the employee code is different. For example, employee code 1111 cannot
have two employee future controls at the same time on a given case. If
it appears multiple controls are necessary, establish the earliest
control initially. Then following review of the established control
notice, add the next control if necessary.

g\. Online Updating of Master Record. After all edits are passed, a
transaction 85R is generated for online Target proces­sing. The
transaction 85R data will update the master record. The fields STAT
TYPE, DATE and TIME under LAST ACTIVITY will be updated to reflect
transaction processing.

h\. Selection of Control Dates. The Target System reviews future control
dates only during end-of-month report runs, after the last payment cycle
of the month, but before the first payment cycle for the following
month. The actual process­ing date will be clearly shown on the monthly
Vocational Rehabilitation Chapter 31 Payment Schedule of Operations. At
that time, the designated date of each control is examined and those
which will come due the next month are selected for one-time notice. For
example, EOM April selects control dates in which May I through 31 of
the current year appears. The resultant field notices would then be
issued for delivery about the first day of the month after the report
run. Therefore, in establishing employee future controls, the operator
must remember that the expected computer notice will be received the
first of the month fixed in the control date. This first-of-the-month
delivery will ensure timely action on the matured control.

i\. Matured Controls Deleted From Master Record. Following the selection
and processing of an employee control, the Target System will
automatically delete the control from the master record and under LAST
ACTIVITY will update the fields STAT TIME to 1200, DATE to the
processing date and TYPE to 90.

j\. VR&C Division Responsible for Routing of Control Notices. Notices of
future controls maturing during the up- coming month are part of the
chapter 31 reports package delivered on the first of the month to the
VR&C Division. The future employee control notices identified by the
code 99 and the message \"Individual Employee Control Requested\" must
be timely sorted by VR&C Division personnel for routing to other
divisions, as necessary. 3-2

October 29, 1985 M28-2, Part IV

k\. M38 (Ch. 31 Future Controls/Receivables) Screen. This master record
inquiry screen reflects by employee code all future controls established
in the chapter 31 master record. This screen also summarizes selected
pay information. The MINQ command will access the M38 when benefit type
CH31 or the specific screen number is entered on the Ready screen.

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