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      Helper or Family Member Details

      Introduction

      As more and more applicants have help to complete the DfT on-line application form, or subsequent to an application, a family member or friend becomes the contact point for the applicant, it is essential that all contact information for the helper is captured and retained for use in communication. 

      To accommodate this, the helpers name, address, telephone number and e-mail address needs to be captured, and importantly, capable of being amended at any time the Case is accessed.  To accommodate this detail a change to the 'Summary' Screen needs to be made.

      At the same time, changes as to what address and/or e-mail is used in the communication needs to be determined at Case level, and capable of being amended at any time the Case is accessed.  This entails having a new flag set at Case level which determines which set of details are to be used in all communication. 

       

      Functionality

      The following walks through the functionality that needs to be implemented to support this:

       

      1) 'SUMMARY' screen

      New display fields are displayed on the 'Online Application' screen to show the Helper or Family Member Name, Address, e-mail and phone number.

       

      2) 'CASE' Level

      An indicator to the database has been added at Case Level as 'Applicant' or 'Contact' to be used to determine which address, e-mail and phone number in any correspondence. This can be changed at any time whilst accessing the Case.

       

      3)  'E-mail / Letter' Output

      Wherever a request in the Workflow for sending an e-mail or letter, the system now allows the correct 'Application' or 'Contact' Details to be used.

       

      Detail Information

      1)  'SUMMARY' Screen

      • New Screen Layout
        • The existing Heading of 'Contact Details' has been changed to 'Applicant Details'.
        • A new Header 'Contact Details' and all the fields relating to the contact (initially all these fields could be blank), are displayed and are fully editable.
        • A new field 'Use Contact Details?' has been added and can be selected (Y or N) at any time during the process, which determines which details are to be used for where the next letter / e-mail is to be sent.
        • Whenever editing any of the above fields, a Time Line entry is created for the changes.  For example ‘Contact Address changed from ‘xxxxx’ to ‘yyyyy’


        2)      ‘CASE’ Level

        • All the new fields under ‘Contact details’ will be stored as part of the Case detail.

        3)      ‘E-mail / Letter’ Output

        • At each and every occasion where a template is being issued the correct set of ‘contact’ details will be used depending upon the content of the ‘Use Contact Details?’ field.