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Business Processes

Published Date: June 02, 2016
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Eligibility Determination and Benefits Calculation

Waitlist Workflow and Referral Statuses

E13. Waitlist Workflow - General

Program referrals are limited by allocation dollars and/or seat numbers which Mobius tracks. A program referral cannot be “committed” (confirmed) unless there are sufficient allocation dollars and seat numbers to accommodate. If Training Benefit Evidence (TBE) is applied and the referral is for a program that does not have sufficient allocation dollars and/or seats, the referral status is changed to “pending” and the Waitlist Workflow is triggered. The Plan Item Owner is immediately notified via a task and is given the option to place the learner on a Waitlist. If the waitlist option is chosen, the Mobius system monitors the allocations/seats and notifies the Plan Item Owner if and when a seat becomes available.
  1. “Referred” Referral Status
    A program referral has been made from the Plan Item.  No Training Benefit Evidence (TBE) has been entered. The Mobius system sets the Current Client Status on the Referral Details window to “Referred”.

  2. “Committed” Referral Status
    A program referral has been made from the Plan Item. The Training Benefit Evidence has been entered. A seat and funding allocation are available.

  3. “Pending” Referral Status
    A program referral has been made from the Plan Item. The Training Benefit Evidence has been entered.  The Mobius system sets the Current Client Status on the Referral Details window to “Pending” as insufficient allocation/or seats has been identified.   

    Process: 
      • The Mobius system will generate a Waitlist task, and sends it to the Plan Item Owner
      • The Plan Item Owner searches for the task in the Mobius system by:
        Search a Task  
      • The Plan Item Owner forwards the task to the applicable work queue.
      • The CSC determines if the Learner should be Waitlisted and actions the task accordingly.
        • If the Learner is Waitlisted – refer to #3 (below)
        • If the Learner is Cancelled – refer to #5 (below)    

  4. “Waitlisted” Referral Status
    A program referral has been made from the Plan Item.  The Training Benefit Evidence (TBE) has been entered.  The Waitlist task has been accepted (via the Decision window).  The Mobius system has set the Current Client Status on the Referral Details window to “Waitlisted”.    

    Process:
      • The Plan Item Owner forwards the task to the applicable work queue.
      • If the task is not completed/cleared within 7 days, the Mobius system resends the task to the appropriate Work queue.
      • The HS Authorized Official advises the Learner they are waitlisted and actions the task when appropriate.

  5. “Waitlisted” Referral Status with a seat/allocation available prior to identified training “Start Date”
    A program referral has been made from the Plan Item.  The Training Benefit Evidence (TBE) has been entered.  The Waitlist task has been accepted (via the Decision window).  The Mobius system has set the Current Client Status on the Referral Details window to “Waitlisted”.    

    Process:
      • The Mobius system monitors for available allocation/seats hourly.  
        1. If the seat becomes available before the identified training start date:
          • If a seat/allocation becomes available before the identified start date and/or before the 30 day threshold, Mobius system commits the referral and the Current Client Status on the Referral Details window will change to “Committed”.
          • LISO will finish processing the application.       
        2. If the seat becomes available after the identified training start date:
          • If a seat/allocation becomes available after the identified start date and/or before the 30 day threshold, a task is sent by the Mobius system to the Plan Item Owner.
          • The Plan Item Owner clicks Yes on the Decision window to commit the referral and the Current Client Status on the Referral Details window will change to “Committed”.
          • If the task is not completed/cleared within 7 days, the Mobius system resends the task. 

            Note

            If the Plan Item Owner chooses not to commit the Learner, the Current Client Status on the Referral Details window will change to “Cancelled”.      
               
        3. If a seat/allocation does not become available within 30 days after the identified training start date:
          • If a seat/allocation becomes available after the identified start date and/or after the 30 day threshold, the Current Client Status on the Referral Details window will change to “Cancelled”.
          • If the task is not completed/cleared within 7 days, the Mobius system resends the task. 
          • If applicable the HS Authorized Official  advises the Learner the referral has been “Cancelled”.
          • A Funding Decision Letter is generated by LISO and sent to the Learner.  
  6. “Cancelled” Referral Status
    A program referral has been made from the Plan Item.  The Training Benefit Evidence (TBE) may have been entered.  The Waitlist task may have been accepted (via the Decision window).  The Plan Item Owner, CSC or LISO has decided to “cancel” the referral. 

    Process:
      • The Plan Item Owner forwards the task to the applicable work queue if required.
      • If the task is not completed/cleared within 7 days, the Mobius system resends the task to the appropriate Work queue. 
      • A decision has been made to cancel the referral.
      • The Plan Item Owner, CSC or LISO changes the Current Client Status on the Referral Details window to “Cancelled”, or The Waitlist task may not be accepted (via the Decision window), which will change the status to “Cancelled”, or the Mobius system changes the status to “Cancelled” (See 4c – above).