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- Beneficiary Tracking
- Who it's for
- Community Programs
Community Programs
Community program teams need to know which beneficiary requests are ready for review and which still need information. Beneficiary Tracking connects the service application to its requirement lines and supporting documents. The case owner can follow an outstanding document request through to resolution, while a separate reviewer decides the prepared application revision.
How Beneficiary Tracking is set up for you
Program definitions
Keep the service code and policy reference with the program's service definition. Operators can select the intended service and confirm which organization's policy governs the application.
Evidence collection
Record the requirement outcome separately from document verification. A readable attachment may still leave a requirement unresolved, and the reviewer needs the reason for each check.
Assigned follow-up
Give document requests and corrections a responsible staff member and due date. Record the resolution when the work is completed so the next colleague can continue from the case.
Delivery records
Use the completion date and delivery reference to inspect the services recorded as delivered. Review outstanding execution work alongside completed applications when planning the team's next operating cycle.
Community program teams need to know which beneficiary requests are ready for review and which still need information. Beneficiary Tracking connects the service application to its requirement lines and supporting documents. The case owner can follow an outstanding document request through to resolution, while a separate reviewer decides the prepared application revision.
Choose a program with a clear application boundary and evidence that staff already know how to assess. Rehearse an illustrative application with a missing attachment: assign the follow-up, record the evidence when it arrives and send the prepared revision to an independent reviewer. Confirm that a returned decision includes enough detail for the case owner to correct the issue.
Agree the reference used to identify a beneficiary across requests and which information the team may share with a delivery partner. Configure partner connections during setup. Start reporting with [reports](/beneficiary-tracking/reports) on application progress, requirement outcomes and completed delivery. These results help the team discuss recorded service work and identify cases needing attention in the next review meeting.
Features to start with
Service Registration
Register each beneficiary request with its service, responsible organization and case owner.
Requirements and Evidence
Keep each requirement outcome and supporting document attached to the right application.
Independent Review
Give a separate reviewer the exact application revision and evidence needed for a recorded decision.
Roles on the team
- Read Only Analyst
- Reads authorized summaries and aggregates across every table plus the four portal pages. No record creation or editing, no schema or administrative capability.
- Citizen Service Portal Reviewer
- Reviews independent assigned work: record entry on Review Decisions only, read-only on every other table. Reviewers cannot approve their own preparation; the workflow guards enforce reviewer independence.
- Citizen Service Portal Operator
- Prepares assigned work: record entry on Service Applications, Application Requirements, Follow Up Actions and Evidence Documents, read-only on configuration, review and provenance tables. Scope to authorized organizations is enforced by workflow guards.
- Citizen Service Portal Administrator
- Maintains approved configuration: record entry on Public Services, read-only on all operational, review and provenance tables, and access to all four portal pages. No schema editing, deletion, bulk operations or export grants.
Set up Beneficiary Tracking your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.