Plan: Caseworker Workflow Guidance Templates

On this page

Status

Step Description Status

1

Create rulesets/georgia/workflows/ directory and SNAP intake template

Done (2026-04-09) — snap-application-intake.toml (9 steps, PAMMS 3105/3110/3035)

2

Create SNAP renewal, change processing, expedited, and ABAWD templates

Done (2026-04-09) — snap-renewal.toml, snap-change-processing.toml, snap-expedited.toml, snap-abawd-tracking.toml

3

Create TANF intake, work plan, and sanction process templates

Done (2026-04-09) — tanf-application-intake.toml, tanf-work-plan.toml, tanf-sanction-process.toml

4

Create cross-program referral template

Done (2026-04-09) — cross-program-referral.toml (6 conditional referral steps)

5

Add workflow loading to canopy-web (optional guidance panel)

Done (verified 2026-04-26) — workflows loaded at startup as Arc<Vec<WorkflowTemplate>> Extension; the optional guidance panel UI rendering is the scope of Step 6.

6

Verify templates render in worker portal

Deferred (worker-portal-phase3) — requires Askama template for guidance panel; deferred to a post-UAT worker-portal phase per the plan’s stated optional-guidance scope. Tracked at #349.

Dependency: ADR-011 (complete), canopy-policy crate workflow types (complete)
Branch: feature/workflow-guidance-templates

Context

PAMMS documents step-by-step caseworker procedures for every operation. Per ADR-011 Layer 4, these can be captured as workflow templates that inform (but don’t constrain) the worker portal. A jurisdiction with no workflow files gets no guidance — the portal functions identically.

The canopy-policy crate already defines WorkflowTemplate and WorkflowStep types (see crates/canopy-policy/src/workflow.rs). This plan creates the actual template files and wires them into the worker portal.

Key constraint: Workflow steps are informational only. No action handler checks workflow state. Workers CAN follow the recommended workflow but are never forced to.

Design

Template Structure

Each template is a TOML file following the schema in crates/canopy-policy/src/workflow.rs:

[workflow]
name = "Template Name"
program = "snap"              # or "tanf", "medicaid", "cross-program"
trigger = "event.name"        # what triggers this workflow
description = "..."

[[steps]]
order = 1
label = "Step label"
description = "What to do"
policy_ref = "dfcs-snap/modules/snap/pages/3105.adoc"
action = "auto"               # "auto" = system handles, "worker" = caseworker guidance
required = true               # federal requirement (true) or optional (false)
federal_citation = "7 CFR 273.2"

Template Inventory

Template File Program PAMMS Source

snap-application-intake.toml

SNAP

3105, 3110, 3035

snap-renewal.toml

SNAP

3710, 3730

snap-change-processing.toml

SNAP

3715, 3720

snap-expedited.toml

SNAP

3110

snap-abawd-tracking.toml

SNAP

3355

tanf-application-intake.toml

TANF

1105, 1394

tanf-work-plan.toml

TANF

1815, 1820

tanf-sanction-process.toml

TANF

1351

cross-program-referral.toml

cross-program

SNAP 3210, TANF 1355, Medicaid 2900

Steps

Step 1: SNAP Application Intake Template

File: rulesets/georgia/workflows/snap-application-intake.toml

Steps derived from PAMMS 3105 and 3110:

  1. Register application (auto, 24 hours, PAMMS 3105)

  2. Screen for expedited service (auto, PAMMS 3110 — 3 criteria paths)

  3. Schedule interview (worker, within 30-day SOP, PAMMS 3105)

  4. Conduct interview (worker, telephone or face-to-face, PAMMS 3105)

  5. Send verification checklist (auto, Form 173, PAMMS 3035 — 10 days to provide)

  6. Check IEVS/clearinghouse matches (auto, PAMMS 3505/3515)

  7. Check NAC (auto, PAMMS 3510 — 10 days to act on match)

  8. Resolve pending verification (worker, PAMMS 3035)

  9. Determine eligibility (auto, calls rules engine)

  10. Generate notice of action (auto)

Step 2: Additional SNAP Templates

Create 4 additional SNAP templates with steps from their respective PAMMS sections. Each follows the same structure as Step 1. Key workflow details:

snap-renewal.toml (PAMMS 3710): Send renewal packet (15th of month before cert end) → Conduct interview (if 12+ month since last) → Verify changes → Determine → Generate notice. Include late renewal path (30 days after cert end, prorate from date received).

snap-change-processing.toml (PAMMS 3715): Receive change report → Classify (SRR required vs voluntary) → Verify if threshold met ($50 earned, $100 unearned) → Calculate net effect → Apply increase/decrease rules → Generate notice with timely notice (14 days for adverse).

snap-expedited.toml (PAMMS 3110): Verify identity only → Issue benefits by 7th day → Set postponed verification deadline → Follow up verification → Convert to standard cert or deny.

snap-abawd-tracking.toml (PAMMS 3355): Identify ABAWD status → Record monthly activity → Check 80-hour threshold → Update time clock → Issue warning at month 2 → Terminate at month 3 → Track regaining eligibility (80 hrs in 30 consecutive days).

Step 3: TANF Templates

tanf-application-intake.toml (PAMMS 1105): Register → Interview → Verify deprivation → Verify identity (HOH) → Check immunization (preschool) → Develop TFSP (Form 196) → Screen for TCOS → Determine → Generate notice. 45-day SOP.

tanf-work-plan.toml (PAMMS 1815, 1820): Assess job readiness → Develop work plan (Form 196A) → Assign activities (core 20-30 hrs + non-core 5-10 hrs) → Monitor compliance → Report hours → Record good cause if applicable.

tanf-sanction-process.toml (PAMMS 1351): Identify non-compliance → Offer conciliation (one-time, 7 days to schedule, 14 days to appointment) → If conciliation fails, first sanction (25% reduction, 3 months) → If second failure, termination (3 months) → Subsequent cycle (25% then 12-month termination).

Step 4: Cross-Program Referral Template

File: rulesets/georgia/workflows/cross-program-referral.toml

Steps from PAMMS cross-program referral requirements:

  1. SNAP → TANF: If household has dependent children and no TANF, suggest TANF application (PAMMS 3210 TCOS screening)

  2. SNAP → WIC: If household has children under 5 or pregnant women, refer to WIC (PAMMS Appendix A)

  3. TANF → Medicaid: All TANF children auto-referred for Medicaid CMD (PAMMS 2052)

  4. TANF → DCSS: Child support cooperation required (PAMMS 1320)

  5. Medicaid → PeachCare: If over Medicaid limits but under 247% FPL, auto-refer to PeachCare (PAMMS 2182)

  6. SNAP → LIHEAP: If elderly/disabled AU, inform of LIHEAP for SUA eligibility (PAMMS 3617)

Each step has condition field for conditional rendering (e.g., condition = "household_has_child_under_5").

Step 5: Wire Into canopy-web

Files: services/canopy-web/src/workflows.rs (new), services/canopy-web/src/main.rs (wire), templates (optional sidebar component)

Follow the pattern of services/canopy-web/src/theme.rs — load TOML files from rulesets/{jurisdiction}/workflows/ at startup using canopy_policy::workflow::load_all_workflows(). Store as Arc<Vec<WorkflowTemplate>> Extension.

In the case detail page, render an optional "Recommended Steps" panel when a workflow template matches the current context (e.g., trigger = "application.submitted" on the application processing page). Steps show as a checklist with "auto" steps pre-checked.

The panel is collapsible and hidden by default. It does NOT block any action.

Step 6: Verify

  1. All template files parse without error: canopy_policy::workflow::load_all_workflows("rulesets/georgia/workflows/")

  2. Templates render in canopy-web case detail pages

  3. All actions work identically with and without workflow templates

  4. A jurisdiction with no workflows/ directory shows no guidance panel

PAMMS Source References

  • SNAP application: dfcs-snap/modules/snap/pages/3105.adoc

  • SNAP expedited: dfcs-snap/modules/snap/pages/3110.adoc

  • SNAP verification: dfcs-snap/modules/snap/pages/3035.adoc

  • SNAP renewal: dfcs-snap/modules/snap/pages/3710.adoc

  • SNAP changes: dfcs-snap/modules/snap/pages/3715.adoc, 3720.adoc

  • SNAP ABAWD: dfcs-snap/modules/snap/pages/3355.adoc

  • TANF application: dfcs-tanf/modules/tanf/pages/1105.adoc

  • TANF sanctions: dfcs-tanf/modules/tanf/pages/1351.adoc

  • TANF work activities: dfcs-tanf/modules/tanf/pages/1820.adoc

  • Cross-program referrals: dfcs-medicaid/modules/medicaid/pages/2900.adoc through 2985.adoc

Edit this page · default