Overview
Dataforce ASAP provides a workflow to manage certificate submissions, allowing operators to control which appointments have been claimed, helping to prevent accidental duplicates.
The operator can produce a Datafile containing appointments that have certificate eligible products. This Datafile will have the information needed to commence a submission on a certificate authorities portal. The operator can download any forms and photos for appointments in this datafile.
The operator will then export this Datafile, creating a submissions batch. This sets the appointment’s submission status to ‘Pending’ or ‘Partial’ if further submissions are required. These appointments’ compliance/completion status will remain unchanged.
Once the status of the submissions are known, the operator will be able to update Dataforce ASAP with the submission status. If all certificates are successful in a given appointment, it’s submission sub status will change to ‘Accepted’.
If the submission has failures, the appointment submission status will become ‘Failed’. If using RCTI’s, these failures can be flagged as either to pay or withhold.
If the operator wishes to do a re-submission, the batch can be rolled back, or a single appointment’s submission can be cleared for inclusion in a new batch.
Submission Certificate Types
Dataforce ASAP supports three types of submissions. Appointment, Activity and Product Attribute.
An Appointment certificate type will have one export for the Appointment, with a value of all certificate products.
An Activity certificate type will have one export for scheme Activity with a value of all products in the Activity. If a job has two scheme activities, then a datafile will have two columns or be split across two datafiles.
A Product Attribute type will generate one export for each unique Attribute from the installation products. Dataforce ASAP only allows one submission per appointment for this type and all Products must be exported in same batch.
Submission Eligibility Check
A submission eligibility check runs when an installation appointment is completed and the status is not ‘Completed-Partial’. If the check is successful a new date called ‘Submission Eligibility Date’ is applied to the appointment.
The date is only set if the following occurs:
- Appointment’s Work type requires a submission.
- The appointment is not on the submission exclusion list.
- No blocking requirements, e.g balance is paid, valid address, etc (these options are configurable in program preferences).
- The appointment has certificate eligible products.
In earlier version of Dataforce ASAP, RCTI Field worker Invoices had to wait for submissions to be finished. That is no longer true, with Submissions and RCTI’s changed to separate workflows, and done in any order, though we strongly recommend compliance to be completed first.
Submission Status Codes (Appointment)
| Status | SubStatus | Description |
|---|---|---|
| Submitted | Pending | All Submission(s) have been exported but their status is not known. |
| Submitted | Partial | One or more exports are still required to be exported. |
| Submitted | Accepted | All submissions have been successful. |
| Submitted | Failed | One or more submissions have failed. |
Submission Status Codes (Certificates)
| Status | Description |
|---|---|
| Pending | A submission has been made to the certifying authority but its status is unknown. |
| Rejected | A submission has been rejected by the certifying authority. |
| Accepted | A submission has been accepted by the certifying authority. |
Submission And Export Screens
- Datafile Export under Tasks Datafiles and Submissions Datafile Exports.
- Recent Submissions under Tasks Datafiles and Submissions Recent Submissions.
Update a Submission Status
In earlier versions of Dataforce ASAP, to change a submission’s status was done through uploading a Certificate Response File. This method has been changed to use a Bulk action, available from the Search Bar called ‘Update Certificate Status’.