Beneficiary Tracking

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  1. Beneficiary Tracking
  2. Process
  3. Application Intake
Process · Application Intake

Application Intake

Register the beneficiary request and prepare its requirements for submission.

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Step by step

  1. Choose the service Citizen Service Portal Operator

    The Citizen Service Portal Operator identifies the owning organization and service definition. Check the service code and policy reference with the Citizen Service Portal Administrator when the request could belong to a different program.

    • Identify the service and responsible organization
    • Updates Public services, Organizations

  2. Register the request Citizen Service Portal Operator

    The Citizen Service Portal Operator creates the application as Draft with its number, citizen reference and assigned owner. Look up earlier work before attaching a new document to a case with a similar name.

    • Create a Draft application with an owner
    • Updates Service applications, People

  3. Prepare the evidence Citizen Service Portal Operator

    The Citizen Service Portal Operator records the requirement descriptions and source identifiers, then attaches supporting documents. Record the requirement outcome and document verification result separately so the next person can follow each check.

    • Record checks and supporting attachments
    • Updates Application requirements, Evidence documents

  4. Submit the application Citizen Service Portal Operator

    The Citizen Service Portal Operator moves the prepared application from Draft to Submitted. Submission hands the recorded revision to validation and subsequent independent review. Keep outstanding questions with an assigned follow-up when more preparation is needed.

    • Move Draft to Submitted for validation
    • Updates Service applications, State history

Where it usually breaks

And how to keep it from happening.

  • Wrong case reference. A returning beneficiary supplies another document, but staff attach it to a new application. Confirm the application number and citizen reference before continuing.
  • Unclear service ownership. The collecting office differs from the agency responsible for the service. Resolve the owning organization before the review handoff.
  • Unfinished preparation. A requirement remains Pending while the operator expects the reviewer to fix it. Assign the outstanding work and record its resolution before treating the application as ready.

Who does what

Roles and permissions
Citizen Service Portal Operator
, Citizen Service Portal Administrator

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