PROTRAC OVERVIEW Midwest Region

Features2

Protrac Overview Standard Uses- BIA, OHA, LTRO, OST

Review of process Person files Case files Docket Codes Business Flow Chart 4.37

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

Business Flowchart4

Current Flowchart 4.37, describes our business process in detail.

Protrac Status are identified by the yellow box, and includes the acronym.

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.

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

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

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.

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)

Person Record Information10

Address Information11

Death Notice

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Tribal Information13

FinancialIIM & Land

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Relationships15

Marriage16

Will Information17

Adoption Details18

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)

People Search20

Identifying and selecting the the Case 21

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Case No.

Decedent BIA ID No.

Location

Status

Ref No.

Related Parties23

Progress Docket Screen24

Imaging Screen25

QUESTIONS???

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