AR Correspondence Tracking

The Correspondence Tracking function enables the State to log correspondence sent to or received by the SFA. These are usually letters and notifications send to the primary authorized representative for the SFA regarding the Administrative Review. This is an optional feature procured by some States. Prior to utilizing the Correspondence Tracking function, the State must define the activities they would like to track time against via the Compliance Review maintenance module located within the Maintenance & Configuration > Maintenance Defined areas and types of correspondences apply to all administrative review.

1. Search for and select a SFA, if necessary.

2. Select Review Tracking from the Compliance menu.

3. Select the Details link for the desired review. The Review Dashboard displays.

4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.

5. Select Add Correspondence link. The Tracking Correspondence pop-up displays.

6. Enter correspondence details.

7. Select Save.

Note: The Area and Type drop down lists are controlled by the State via the Compliance Review maintenance screen.

Note: The State can associate two (2) correspondences by using the Related field. The Related field lists all correspondences logged for this review.

1. Search for and select a SFA, if necessary.

2. Select Review Tracking from the Compliance menu.

3. Select the Details link for the desired review. The Review Dashboard displays.

4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.

5. Select View or Modify. The Correspondence Tracking pop-up screen displays.

6. Make any desired changes.

7. Select Save.

Note: After a correspondence has been logged, the user can add an attachment to the entry. To add an attachment to the correspondence entry (e.g., to attach the Introductory Letter), click the paperclip icon. The system will display a pop-up box whereby the user would select Add Attachment and upload the respective file. There is a 15MB size limit to uploaded files.

1. Search for and select a SFA, if necessary.

2. Select Review Tracking from the Compliance menu.

3. Select the Details link for the desired review. The Review Dashboard displays.

4. Select Detail for Correspondence Tracking. The Correspondence Tracking list screen displays.

5. Select View or Modify for the correspondence entry to view or modify. The Correspondence Tracking pop-up screen displays.

6. Select the red X icon in the top right of the pop-up. A delete confirmation message is displayed

7. Select Delete.

1. Select Maintenance & Configuration from the Programs menu.

2. Select the Maintenance link at the top of the screen. The Maintenance menu displays.

3. Select the Compliance Review link. The Compliance Review Maintenance page displays.

4. Select Areas link under the Correspondence Maintenance section link. The Correspondence Areas list page displays.

5. Select Create New Correspondence Area button. The Correspondence Area Detail screen displays.

6. Enter the type of area (e.g., CAD Review, Review Administration, etc.).

7. Check the box to apply this activity to SNP.

8. Enter the Start Date as to when you want the activity to be available for selection on the Correspondence Tracking screen.

9. Select Save.

Note: To remove a correspondence area from the Tracking Correspondence screen Area dropdown, enter an End Date as to when the area should no longer be available for selection by the user.

1. Select Maintenance & Configuration from the Programs menu.

2. Select the Maintenance link at the top of the screen. The Maintenance menu displays.

3. Select the Compliance Review link. The Compliance Review Maintenance page displays.

4. Select Types link under the Correspondence Maintenance section link. The Correspondence Types list page displays.

5. Select Create New Correspondence Type button. The Correspondence Type Detail screen displays.

6. Enter the type of correspondence (e.g., Introductory Letter, Closure Letter, etc.).

7. Check the box to apply this activity to SNP.

8. Enter the Start Date as to when you want the activity to be available for selection on the Correspondence Tracking screen.

9. Select Save.

Note: To remove a correspondence type from the Tracking Correspondence screen Type dropdown, enter an End Date as to when the type should no longer be available for selection by the user.