protrac overview midwest region. features 2 protrac overview standard uses- bia, oha, ltro, ost...
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PROTRAC OVERVIEW Midwest Region
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Features2
Protrac Overview Standard Uses- BIA, OHA, LTRO, OST
Review of process Person files Case files Docket Codes Business Flow Chart 4.37
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Benefits3
Single source for data-on deceased individuals with current probate status and relationships defined .
Standardization Continued development
Documented concurrence for completed probate processes (roles and securities)
Management Reporting
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Business Flowchart4
Current Flowchart 4.37, describes our business process in detail.
Protrac Status are identified by the yellow box, and includes the acronym.
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DOCKET CODES5
Docket Codes Docket Codes are used to measure the
progress of probate cases. Create timelines to complete phases necessary
to complete a probate. Codes are used by: BIA, OHA, LTRO, and OST.
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Probate Business Process6
ProTrac is the system of record for all probate processes.
Probate phases- Pre Case Prep- determining if assets exist Case Prep- preparing the family history and acquiring the
required documentation Adjudication-Office of Hearings and Appeals determines
Heirship. Appeal Period
or 45 (30+15 )days for cases. Closing which includes
LTRO-title Title Transfer Orders Reopening Orders OST- IIM Account Distribution
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ProTrac Overview7
System is made up of two separate “pools” of information
People Cases
The people and case information are linked together when a person is “assigned” a case
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Person Record Overview8
Aid in building genealogies and tracking rightful heirs Important that relationships are correct
Can affect other records Initially most of the people records were imported from
the systems TFAS ,TAAMS or spreadsheets People files are now are created by the probate staff at the
agencies, when they are reported as a new death or they are a relative to decedent.
Probate staff continue to clean up the duplicates and inconsistencies as they find them.
If you find a person has more than one record, notify Probate for correction
The ultimate goal is : One person = One record. Person Records include business, such as
tribes, tribal offices, creditors, and Regional offices.
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Person Record Overview9
Vital Information, includes but is not limited to: Last Name ( key identifier) First Name Middle Name Pin (auto generated, key identifier) SS # AKA’s Gender Ethnicity DOB/DOD Living Y/N Marital Status Cause of Death Primary ID (key identifier)
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Person Record Information10
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Address Information11
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Death Notice
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Tribal Information13
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FinancialIIM & Land
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Relationships15
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Marriage16
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Will Information17
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Adoption Details18
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Person Record Search19
Enter key identifiers Last Name and First Name or Pin Number or ID number Case Number
Can’t find the person? Try these search tips:
Use less information (i.e., the first two letters of the first and last name)
Try different spelling AKA Last Resort: Search using phonetic name (what the name sounds
like) The alias name links to the person’s primary record One person can have multiple names and all names should link
to the same record. (Pin)
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People Search20
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Identifying and selecting the the Case 21
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Case No.
Decedent BIA ID No.
Location
Status
Ref No.
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Related Parties23
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Progress Docket Screen24
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Imaging Screen25
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QUESTIONS???
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