FSIS Users Manual FSIS 200 - FSIS Name /SSN Search/ID Assignment/ Name Change

200.02 NAME CHANGE FUNCTION

A. General Information

1. Changes to an individual’s name, race, sex, date of birth, and social security number are made in the Common Name Database using the Name Change function.

2. The CURRENT field, SSI indicator, FSIS COUNTY, and EIS COUNTY are display only fields. You cannot change them on this screen.

3. You may not change ANY data for an individual whose SSI indicator is ‘Y’. If you attempt to change data, FSIS displays an error message: INDIVIDUAL CANNOT BE UPDATED DUE TO SSI.

4. You may key multiple changes for an individual on the same day; however, you may enter only one change at a time.

B. Name Change Access Procedures

From a blank screen, enter SLNC. Press Enter. The following screen is displayed.



Ü PRESS PF3 TO END NAME CHANGE FUNCTION

Ü PRESS PF5 TO REFRESH (CLEAR) THE NAME CHANGE SCREEN

C. Name Change Instructions

1. Enter the Individual ID of the person whose data you wish to change in the INDIVIDUAL ID field. Enter your WORKER NUMBER. Press Enter. FSIS displays the individual’s current data from the Common Name Database.

2. Under the CHANGE column, enter the new data.

a. NAME CHANGE - This function is used to change individual demographic data in the Common Name Database.

NOTE: CHANGING DATA ON AN INDIVIDUAL ID CHANGES THE SAME DATA ON ACTIVE CASES FOR THE INDIVIDUAL IN FSIS AND EIS, AS WELL AS PENDING FORMS IN EIS. DO NOT CHANGE DEMOGRAPHIC DATA WITHOUT COORDINATING WITH ANY OTHER WORKERS INVOLVED.

(1) Enter letters only in the spaces provided.

(2) Do not space between letters in a name.

(3) Do not abbreviate.

(4) Do not punctuate.

(5) To delete the middle initial or suffix, enter an asterisk (*) in the field.

(6) If the length of the name exceeds the space available for first or last name, drop the ending letters.

EXAMPLES:

Incorrect	Correct
Rip Van Winkle	Rip VanWinkle
Sarah B. Jones	Sarah B Jones
John Al-Amin	John AlAmin
B. Smith Jr.	B Smith Jr
Maria Rivero Gonzales	Maria RiveroGonzales

b. DATE OF BIRTH - Enter a two digit month, two digit day, and four digit year (09151957).

c. Race Code

A	Asian
B	Black or African American
I	American Indian or Alaska Native
P	Native Hawaiian or Other Pacific Islander
U	Unreported
W	White

d. Sex – Enter F (Female) or M (Male)

e. Ethnicity Code

CODE
C	Hispanic Cuban
H	Hispanic Other
M	Hispanic Mexican
N	Not Hispanic/Latino
P	Hispanic Puerto Rican
U	Unreported

f. Language Code

CODE	Definition	CODE	Definition
EN	English	KO	Korean
SP	Spanish	LA	Laotian
AR	Arabic	MI	Miao
CA	Cambodian	MK	Mon-Khmer
CH	Chinese	PE	Persian
FR	French	PO	Polish
FC	French Creole	PG	Portuguese
GE	German	PC	Portuguese Creole
GR	Greek	RU	Russian
GU	Gujarati	SC	Serbo-Croatian
HI	Hindi	TA	Tagalog
HM	Hmong	TH	Thai
HU	Hungarian	UR	Urdu
IT	Italian	VI	Vietnamese
JA	Japanese	OT	Other

3. Once the changed data has been keyed, press ENTER. A message appears to press PF1 to confirm change. If error free, FSIS displays the message: UPDATE COMPLETE.

4. Error Messages:

SSN ALREADY ON FILE

The SSN you have entered is already in the Common Name Database in another individual ID. Check to ensure the correct number is entered.

INDIVIDUAL DID NOT COMPLETE NAME CLEARANCE

Ensure the ID number is entered correctly. If so, change only one item at a time, for example first name, date of birth, etc.

5. FSIS updates the individual data on the:

a. Common Name Database (immediately),

b. FSIS active case (immediately),

c. EIS case and individual segments in EIS. The EIS case/individual data updates in the overnight process.

6. An 8590 is produced the night the change is made and mailed to the county the next workday.

7. EIS Changes

When an individual with the same Individual ID is in EIS and FSIS, changing an individual’s name, race, sex, date of birth, or social security numbers in one system automatically changes it in the other.