Workflow Management

Within every agency department there are rules that need to be followed to provide consistent service delivery and ensure compliance with ministry standards. These rules provide direction in terms of when activities need to occur, what the service pathway entails and what information is to be collected. The workflow used in a given department must abide by ministry regulations and also be able to accommodate unique agency or regional needs in terms of collecting additional information to be used by the agency or to add further checks and balances.

Matrix Workflow Features

Matrix provides work process consistency through its workflow capabilities. Each department within Matrix system (Intake, Family Services, Children's Services, etc.) has its own unique workflow logic and rules which can be configured with the Workflow Administration Console. This console is used by administrators to establish system rules for the various stages within the case lifecycle. Logic and rules that can be applied to the workflow are very flexible and allow for corrections when mistakes are made. The Workflow feature is responsible for adding reminders to cases, making forms due with appropriate due dates, automatically entering case type settings for proper funding formula calculations and for determining prerequisites that are needed before status can be selected. The logical workflow defined by the administrator is used to guide workers and supervisors through the various case options. Workflow helps workers follow approved practices and consistently achieve case compliance. It also acts as a training aid for new case workers or those not familiar with departmental requirements.

Matrix supports mandated procedures by allowing each CAS to structure its work processes within the application to correspond with required practices.

Matrix provides exceptionally robust workflow capability that guides workers through department procedures, adds system generated forms at predetermined stages to files, and prompts users for action using time or event based criteria.

Within Matrix application, workflow leads the user through a series of tasks appropriate to the specific work activity and role of the user. Workflow steps are generated by department, and encompass any procedure the case can take. Workflow steps are used to represent the decisions that can be made from case opening to closure. Events are initiated within Matrix when workflow steps are selected requiring forms and reminders to be added to a case. Matrix will automatically provide the worker with the forms or reminders, facilitating standardized and efficient work processes.

Matrix workflow engine and capabilities are tailored to meet the needs of CAS agencies. The workflow options available are extremely flexible and take into consideration many of the nuances encountered in the management of cases. Matrix workflow features include:

Workflow Administration Console

The administration console is used by Matrix administrators to setup and maintain department workflows. Each department has a unique workflow process that determines for case workers what work is required when.

Changes to workflow can be made with no disruption to the production system. Modifications to workflow can be implemented instantly, or can be reviewed without immediate effects for users of Matrix application. With active and inactive states available, the administrator of the system can test and view workflow states without affecting workers in the department.