PROTRAC OVERVIEW Midwest Region

Features 2  Protrac Overview  Standard Uses- BIA, OHA, LTRO, OST Review of process  Person files  Case files  Docket Codes  Business Flow Chart 4.37

Benefits 3  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 Flowchart 4  Current Flowchart 4.37, describes our business process in detail.  Protrac Status are identified by the yellow box, and includes the acronym.

DOCKET CODES 5  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 Process 6  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 Overview 7 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 Overview 8  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 Overview 9  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 Information 10

Address Information 11

Death Notice 12

Tribal Information 13

Financial IIM & Land 14

Relationships 15

Marriage 16

Will Information 17

Adoption Details 18

Person Record Search 19  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 Search 20

Identifying and selecting the the Case 21

22 Case No. Decedent BIA ID No. Location Status Ref No.

Related Parties 23

Progress Docket Screen 24

Imaging Screen 25

QUESTIONS??? 26