Back-office Automation

Once a form is submitted it kicks off a dedicated workflow in IEG4’s RPO engine OpenProcess. In terms of back-office updates* the Discounts, DBR and Exemptions form can, depending upon the circumstance:

1. Terminate a current account

2. Transfer a person or people from an old account to a new account

3. Create a new person where a new person previously not known is now resident

4. Create a new occupancy period

5. Add a new occupant and make them liable or set them as disregarded

6. Set an empty and unfurnished discount for a date range when moving out of a property

7. Set an empty and unfurnished discount for a date range when moving into a property

8. Set an empty and furnished discount for a date range when moving out of a property

9. Set an empty and furnished discount for a date range when moving into a property

10. Work out periods where a disregard discount is applicable and automate the addition of this for multiple people where appropriate

11. Work out periods where an exemption based upon person status is applicable and automate the addition of this

12. Automate the award of Disabled Band Reduction

13. Work out periods where an exemption based upon property status is applicable and automate the addition of this

14. Transfer any credit due from one account to another

15. Sets up a Direct Debit Payment Method and Instalment Plan if a new account created

16. Adds any contact details for email/phone number to the party completing the form

17. Adds the forwarding address for parties no longer resident

18. Adds a notepad entry to each account affected to explain the updates made e.g. “Person John McMahon added. Reference 950315 Occupancyperiodsetuponaccount612347432685from2019-07-15forpartyrefs950315Student discount added for Person Reference 950223 from 2019-07-13 to 2020-10-20 Student discount added for Person Reference 950224 from 2019-07-20 to 2021-05-20 Student discount added for Person Reference 950315from2019-07-25to2021-02-04Exemptpropertydiscountaddedfrom2019-07-25“

19. Optionally the account can be suspended for a set period of time prior to billing to allow for QA

*The number of steps involved in the automation is dictated by the APIs available in the back-office application. E.g. Northgate has more APIs than Capita, and the ability to transfer a credit from one account to another is not possible with the Capita One (Academy) Council Tax application.