Background
We’re updating the ‘change personal information’ journey to address gaps in functionality and improve how users can change someone's details.
Currently, users can only edit names and dates of birth, but they need to able to edit all personal information fields.
The journey also needs a clear audit trail. There is no way to know whether a name has been updated because of a genuine name change or to correct an error.
The updated journey will require users to give a reason for making changes and let them upload supporting evidence.
Problem
The existing journey is limited and inconsistent as:
- not all personal information fields can be changed
- users cannot give a reason or upload evidence
- users cannot allocate a teacher reference number (TRN) to a record without one.
- ‘change’ links do not follow the pattern used elsewhere in the service
This work will make it easier to update records accurately and track why changes were made.
Updating someone’s personal information
On the personal details summary card, users can click a ‘Change’ link that takes them to the Edit personal details page.
Here, users can update someone’s:
- first name
- middle name
- last name
- date of birth
- email address
- phone number
- National Insurance number
- sex
Recording reasons for a change
Users must now select a reason from pre-populated radio buttons when they change someone’s personal information.
For name changes, the options are:
- name has changed due to marriage or civil partnership
- name has changed by deed poll or another legal process
- correcting an error
For other personal information, the options are:
- information was missing or incomplete
- new information received
- updating incorrect details
- another reason (selecting this reveals a free text field for users to enter details)
In both cases, users can choose to upload evidence to support the change.
We dynamically display change reason options based on what the user updates:
- if they change one field, we show the reason options for that field only
- if they change multiple fields, such as a name and an email address, we show the relevant reason options for each
Reviewing changes
Before submitting, users are shown a summary of:
- what they changed
- the reason(s) given
- any evidence they uploaded
After confirming, they see the person’s updated information with a notification banner saying the record was successfully changed.
The change is also recorded in the Change history section.
Prototype
View designs in the prototype (password: tra).
Screenshots
Personal details
Edit personal details
Reasons for name change
Reasons for other changes
Check details and update record
Record updated
