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Training - Review an Application

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Summary

Introductory example showing a sample "review" process, using the Certified Office Dog credential.

This continues the story that began with Training - Register and Submit an Application.

Sample Scenario

The TRAINING system features the American Society of Office Dogs, a credentialing program that awards specialty credentials to canines with a demonstrated ability to behave in an office environment.

This module focuses on what happens after an application is submitted. In our example configuration, the review has two steps:

  1. First, an Administrator assigns the application to a specific Reviewer. (In some cases the applications might go into a queue that Reviewers monitor, but the explicit assignment approach lays the groundwork for more advanced stuff in future modules)

  2. The assignee then logs in and performs the actual review.

http://training.learningbuilder.com


Getting Started

There are two actors in this scenario:

  • Arlene Admin, a manager at the American Society of Office Dogs and an administrative user in LearningBuilder. Arlene's job is to screen incoming Certified Office Dog applicants and divvy them up between her on-staff Reviewers. Arlene is mostly concerned with matching applications to reviewers with the appropriate skill level, and for ensuring a relatively fair distribution of labor on her staff.

  • Robby Reviewer, who works for Arlene and is responsible for reviewing and approving (or rejecting) incoming applications. Robby is a lifelong dog lover and takes his job seriously; he only wants the best doggos to earn the coveted Certified Office Dog certification, so he doesn't mess around when it comes to sniffing out fraudulent or inexperienced applicants.

This module will have you log in as Arlene first, assign one of the pending applications to Robby, and then log in as Robby to review it.

As you continue down this page, the steps that you should take are displayed on the left. A description of what's going on is included in the right-hand pane inside a box like this one.

Step 1: (Arlene) Assign a Reviewer

Steps

  1. Log in as Arlene Admin (admin@example.com)

  2. Go to Eligibility → Eligibility Queue and then click Filter to see a list of pending Applications. (You must click the button to see results; it's silly, but this page doesn't show results automatically. We really ought to get around to fixing that....)


  3. Click the orange Assign Reviewer button and then assign the application to Robby Reviewer, by starting to type his name in the "Reviewer" box. Assign a due date (ideally a few days in the future... cut Robby a break now!) and then click "Send to Reviewer" when finished.


  4. The list page should refresh and the application should no longer be listed, because now that it's been assigned to Robby it's no longer in Arlene's "inbox". (Arlene can still change the Status filter to find the application)


What is the "Eligibility" Queue?

The "Eligibility" queue is typically used to display a list of applications from people (or doggies!) that are trying to get their initial certification. Thus, it is typically managed by people who need to ascertain whether an applicant is "eligible" for the credential.

This is in contrast to the "Auditor" queue that is typically used to display applications from people that already have a credential and are trying to re-certify in order to keep their credential current.

Of course, LearningBuilder being the configurable juggernaut of capability that it is, these features are sometimes used for different purposes. For the sake of the training system though, the above explanations hold true.

Step 2: (Robby) Perform the Review

Steps

  1. Log in as Robby Reviewer (reviewer@example.com)

  2. Go to Eligibility → Eligibility Queue and click the Filter button to see a list of applications in your inbox.


  3. If you are ready to approve or reject the application then click on the orange "Complete Review" button. However, it's more likely that you need some additional information before you can make an informed decision, so click on the View button instead to view the submitted application

Isn't this the same thing that Arlene did?

Notice that both Arlene and Robby are using the Eligibility Queue, but that they see different information.

That's because, by default, the Eligibility Queue applies the "My Inbox" filter which only shows applications where the current user is responsible for taking the next step.

When the application was initially submitted, and did not have a Reviewer assigned, then an administrator (Arlene) was responsible for the next step, so it matched her "My Inbox" filter.

Once the application was assigned to Robby, however, he became responsible for the next step, so the application disappeared from Arlene's inbox and appeared in his.

Both users could change the "Status" filter to locate the application if they needed to, but by default the queue filters on things that the user is expected to work on next.

Step 3: (Robby) Inspect the application details for accuracy

Clicking the View button from the Eligibility Queue displays the Reviewer's view of the submitted application. This will look nearly identical to the applicant's original view, except that some of the buttons may be different colors (to indicate areas where the Reviewer owns the next step, rather than the applicant). In addition, certain data fields or buttons might be visible to the Reviewer but hidden to the applicant.

In this case, you (Robby) needs to review the vet records and training history before you can make a decision about the application itself. You wouldn't be a very thorough reviewer if you didn't dig into the details, right?

Steps

  1. Click the orange Review button for the Vaccination Records entries on the application.

  2. Pretend that you did a deep, thorough review... and then just click "approve". (If you really want to channel the essence of Robby then you can agonize over the decision a little bit, but that's entirely for extra credit)


  3. Repeat the above steps for the Training records as well. 


  4. Lastly, click the orange Complete Review button and give the whole thing your stamp of approval. At this point, the application should disappear from your Eligibility Queue listing, because it's no longer in a state where you (a Reviewer) own the next step.

A "real-world" review scenario

For simplicity during training, the review processes shown here are simple, single-step things.

In a real implementation, the review process could be very involved. It might involve reaching out to a college to verify a transcript, or searching a database of aliases to ensure the applicant isn't blacklisted under a different name, or even a back-and-forth discussion with the applicant or other reviewers to gain clarification on something.

LearningBuilder allows these workflows to be totally customized to the situation at hand, so the complexity (or lack thereof) is entirely a configuration decision.

Step 4: (Applicant) Verify the application is complete

Finally, we're going to log in as that lucky doggo that just had their application approved, just to see what it looks like after we've achieved our life's goal.

Steps

  1. Log out, and then back in as the applicant whose application you just approved. (Hint, the password is probably "Passw0rd", because we're security geniuses)

  2. By default you will land on your "Application List" page which shows you a list of applications that you've already completed, have in-progress, or are eligible to begin. In this example you should see the initial application that you just completed along with a button to start the re-certification application. We'll cover re-certification later; for now, bask in your achievement young doggo.

Applications vs Re-certification

Licensing and credentialing programs typically require applicants to demonstrate some minimal amount of competence in order to earn the "right to practice"; the credential is evidence of that competence.

It is also typical that practitioners are expected to participate in some sort of ongoing or continuing education process to keep their skills current. On a regular basis, such as every 3 years, practitioners must re-certify by reporting their continuing education activities and paying a fee.

We'll cover re-certification later, but for now simply observe that the re-certification application is only available to users with an active Certified Office Dog credential. 

What's Next?

Typically, in a real-world scenario, there's some more pomp and circumstance associated with the approval of an application. At the minimum there would be some sort of email notification to the applicant, and many programs send out printed licenses on fancy paper. In our fictional training example we might send a special pin in the shape of a doggy bone for the newly credentialed Office Dog to wear on their collar.

But we were too lazy to configure that kind of stuff for this module, so instead we're just going to pretend all of that happened. (Or, wait, what we meant to say is that we're saving that stuff for a future training module. Yeah, that sounds better, that's definitely the story we're sticking to.)

To continue the journey, please continue to Training - Practitioner Orientation and take a tour of the Member Profile area.

Terminology

The term applicant is often used to refer to people (or doggies!) that have submitted an application but not yet gained a credential.

Once the application is approved and the credential is considered "earned", those people are no longer referred to as "applicants". Instead, they are often referred to as practitioners. 

Technically speaking, when the credential is granted the Role Status of the relevant Member Role record is changed. This status field is what differentiates "applicants" from "credentialed practitioners" from "practitioners whose credential has lapsed", etc.


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