The new claims management system went live on 10 July 2023
The new Claims Management System (CMS) became available to delivery agencies from 10 July 2023.
Access to the ACMS ended on 23 June 2023.
A Delivery Agency can submit claims in the new CMS from 10 July 2023.
Claims and data entered in the ACMS was migrated into the new CMS.
What has changed
A Delivery Agency can manage all DRFA requests and claims via the new CMS:
- new disaster event notifications
- requests for an extension of time
- requests for a DRFA funded resource
- claims, claim forms and required supporting documentation on the one platform.
Note: Current claim forms will not change and will need to be uploaded in the new CMS.
The benefits
- an updated and stable platform
- one place for the end-to-end process, from event registration to claims lodgement
- ability to view your claims' progress
- all supporting documentation can be uploaded onto the new system
- councils will have access to prebuilt reports.
Consultation
Council representatives were included in the User Reference Group and consulted throughout the development process in 2022-23.
Extension to submit 2022-23 FY claims
With the launch date of the new CMS, an extension was provided for all councils and across all events to submit 2022-23 financial year claims from 31 July to 31 August 2023.
An extension beyond this date will be considered on a case-by-case basis.
Additional information for CMS users
Estimates in the CMS
The previous Automated Claims Management System (ACMS) recorded estimates at the event level and was an overall total estimate of all the categories and sub-clauses for each event.
The new CMS manages estimates at the sub-clause level. When the delivery agency completes a notification of event form, the delivery agency will identify the expenditure for each sub-clause. Once an event has been activated (and an Australian Government Reference Number (AGRN) assigned in the CMS), the delivery agency will need to update the estimate and split to the relevant financial year (if required).
Events that have been migrated from the ACMS to the CMS will have had relevant sub-clause added. However, where a sub-clause value was not captured in the ACMS, it has been added to the CMS with a value of $1. The estimates will need to be updated by the delivery agency.
Refer to the user guides and video view and update sub-clause estimate in the CMS for more information.
Uploading documents as zip files
Claim documentation and supporting documentation will need to be added to the claim form at the file upload page. We are asking councils to save documents as per the suggested file structure on the page and zip before uploading. This will help assessors when reviewing the documentation to be able to find the right document easily.
Multi-Factor Authentication (MFA) set up
If you were not prompted to set up Multi-factor Authentication (MFA) after changing your password, log out of the application and login in again using your password. The system will then prompt you to set up MFA. Follow the steps as outlined in the ‘Registration and MFA Setup’ document.
Password reset
On the login page, click the ‘Forgot your password?’ link. Enter your username and click ‘Continue’. A link will then be sent to your email. Click on the link and follow the instructions to reset your password.
Preferred browser for the CMS
For the best experience, please use Google Chrome web browser.
Help guides in the CMS
Upon logging in, navigate to the Home page and click on the ‘User guides’ tile. Click on the folder labelled ‘Help guides’.
Request for additional CMS user access
A delivery agency can request for an additional user by having a colleague complete the user registration form in the CMS and upload a signed copy of the CEO or Senior Executive approval form.
Alternatively, the delivery agency requesting access to the CMS can send an email to NDFAuser@justice.vic.gov.au (External link) with a signed copy of the CEO or Senior Executive approval form.
The NDFA team will review the request and when approved, the team will send out the welcome email to the new user to access the CMS.
The department acknowledges Aboriginal and Torres Strait Islander people as the Traditional Custodians of the land and acknowledges and pays respect to their Elders, past and present.