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Process for new document type request

Process steps: 

  1. Client Services receives the request for new document type or sub-type. 
  2. Client Services checks the Master document list to determine if there is already an existing document that the user can use. 
    • If the document already exists: Client services responds to user that there is already an existing type and to use that.
    • If no existing document – Is there enough information to create a new document type?
      Information needed for new document: 
       - What is the expected source of the document?
      - What is this document used for?
      - Can applicants upload the document themselves?
      - Can applicants view the document?
      - Can applicants have multiples of the doc?
      - Name of document / translation of name (if required)- should be as generic/general as possible
      - What match is this to be used for? 

      NOTE: Requests for new documents should come from PGME users by email only. If request has not come from PGME, then Client services to reply to user to have PGME email us the request.
  3. Client Services to send request (once it is complete and approved by PGME) to Ops at Operations@carms.ca (so it creates a ZD ticket).
  4. Operations creates an ITG Jira ticket with what properties/permissions to add to CaRMS Online for new document and passes to BA (Yoko) to review.
  5. BA reviews the ITG ticket. If any reservations, BA assigns ticket back and discusses with Operations. If no reservations, BA assigns the ticket to IT (Zhimin) with comment and due date of 1 business day.
  6. IT will add the new document to PTE Database
  7. Operations will test in PTE before giving IT the go ahead to put in Production.
  8. Once IT has put the document in Production, BA will add the document to the Master document list, and Operations will assign the ZD ticket back to Client Services to reply to PGME.
  9. Client Services agent will reply to PGME.
  10. Client Services agent will either email Client Services or message @CSRVille in Teams to notify of a new document type.