Unabridged certificates and vault certificate - DHA24 and DHA288

I have app**** for an unabridged certificate and vault certificate in May 2018 which was suppose to be ready for collection within 6-8 weeks, this obviously did not happen, I was informed today 15/10/2018 that my application for the vault certificate are still in progress and that I need to come in to the offices again to complete forms DHA24 and DHA288 which are for notice of birth. I don't understand why they can't give you all the information and forms to be completed in the first stage and why do I need to give notification of birth of my daughter (2004) again. We have to travel overseas in december so what do I do now