Reviewing an Application Packet
Once a SFA’s Application Packet has been submitted, it must be reviewed by an authorized State user. The State must review each item included in the Application Packet and set each item’s status to “Approved”. This includes each checklist item.
To identify which Application Packets have been submitted, State users can use the SFA Search screen by performing a search where Packet Status is “Submitted for Approval.
After locating a submitted Application Packet via the Search screen, the State user should follow the following steps:
1. Assign the Application Packet to a State consultant (this may be yourself). For additional information, see the Assign an Application Packet section.
2. Review the SFA Application.
o Select the Admin option next to the SFA Application item.
o Review the application.
o Update the Internal Use Only section of the application.
o Enter Internal Comments, if desired.
o Update the application status.
§ If the application has no issues, change the status to “Approved”.
· Returning to the Application Packet screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
§ If the application requires additional information or corrections from the SFA, change the status to “Returned for Correction”.
· Ensure that you have provided information as to what needs to be corrected within the Comments to SFA field.
· Returning to the Application Packet screen, you will notice that the application status is “Returned for Correction”.
§ If the application is not valid for submission, change the status to “Denied”.
· Ensure that you have provided information as to the reason for denial within the Comments to SFA field.
· Returning to the Application Packet screen, you will notice that the application status is “Denied”.
§ If the SFA has requested to withdraw the application, change the status to “Withdrawn”.
· Ensure that you have entered information as to the reason for the withdrawal within the Comments to SFA field.
· Returning to the Application Packet screen, you will notice that the application status is “Withdrawn”.
3. Review the FSMC Contract List (if applicable).
o Select the Details option next to the FSMC Fact Sheet item. The FSMC Contract List is displayed.
o Select each submitted contract and review the packet item.
o Update the Internal Use Only section of the packet item with Internal Comments, if desired.
o Update the packet item status.
§ For each FSMC contract submission, if the packet item has no issues, change the status to “Approved”.
· Returning to the Application Packet screen, you will notice that there is a green checkmark next to the FSMC Contract List packet item.
§ If the packet item has an issue, keep the status as “Pending Approval”.
· Ensure that you have provided information as to what needs to be corrected within the Comments to SFA field.
· Returning to the Application Packet screen, you will notice that the FSMC Contract List item will have a red arrow, signifying that the item requires attention.
4. Review each site application.
o Select the Admin option next to the site application item.
o Review the application.
o Update the Internal Use Only section of each site application.
o Enter Internal Comments and Comments to SFA, if desired.
o Update the application status.
§ If the application has no issues, change the status to “Approved”.
· Returning to the Site List screen, you will notice that the application status is “Approved” and there is a green checkmark next to the packet item.
§ If the application requires additional information or corrections from the SFA, change the status to “Returned for Correction”.
· Ensure that you have provided information as to what needs to be corrected within the Comments to SFA field.
· Returning to the Site List screen, you will notice that the application status is “Returned for Correction”.
§ If the application is not valid for submission, change the status to “Denied”.
· Ensure that you have provided information as to the reason for denial within the Comments to SFA field.
· Returning to the Site List screen, you will notice that the application status is “Denied”.
§ If the SFA has requested to withdraw the application, change the status to “Withdrawn”.
· Ensure that you have entered information as to the reason for the withdrawal within the Comments to SFA field.
· Returning to the Site List screen, you will notice that the application status is “Withdrawn”.
5. Review the Checklist items (if applicable).
o Select the Details option next to Checklist Summary. The Checklist Summary is displayed.
o Select each checklist item for the SFA and each site.
o Select INTERNAL USE ONLY from the top right of the screen.
o For each checklist item received and reviewed, identify that the items was received and change the status to “Approved”.
· Returning to the Application Packet screen, you will notice that there is a green checkmark next to the Checklist Summary packet item.
Note: If the SFA organization submits a Revised Application, which occurs when a SFA makes any changes to an Application Packet that has already been approved, the original packet’s status automatically changes to Not Submitted. The State is required to perform all of the steps identified above for the revised items in the Application Packet.