Tip #125 - Creating a Simple WorkPlan to Populate Deadlines Based on the Date of a Document

Scenario –
The VA issues a decision letter where there are certain actions that must be taken by certain deadlines. The deadlines (standard deadlines based on that type of document) are calculated from the date of the document (i.e., when the document is dated), not necessarily when it is actually received.

In this example, there are two deadlines that are based on the date of the letter:
(1) 10 days from the date of the letter to request a re-argument of the adverse decision outlined in the letter; and,
(2) 30 days from the date of the letter to file an appeal.

First, create the WorkPlan name:

2. The first item in the WorkPlan is a Task to enter the document date:

3. The Scheduling Settings for the date requires:

a. The checkbox for “Prompt user to enter the due date for WorkPlan item” must be checked (this is where the user will input the date of the letter when the task is assigned).

b. Set the Due Date of the Item “Equal to”.

c. The “Item Entered Date” (see picture below).

4. The Task Assignee should be set to a “Role” in the case or a specific individual the Task will be assigned to (set to Primary Paralegal in the example below):

Next, create each WorkPlan item to set the individual deadlines (select Critical Deadline as the WorkPlan item type).

5. In our example, the first deadline (set in the Scheduling Settings) will be 10 days from the date of the letter:

a. Set the Due Date of Item “After” the “Another Item Date” (the other item date being the task item set in step 2 above. In our example the label is ‘Enter date of Letter or Notice’).

b. Add 10 additional days (see sample below).

6. The next Deadline in our example will be 30 days from the date of the letter to file an appeal:

The finished WorkPlan may look like the following:

When activated, the WorkPlan will assign a Task that prompts the user to enter the “date” of the document (shown as the “Due Date” or the trigger date).

Deadlines are then populated, as appropriate.