Integrate with ATBC to support automated disability status updating

[ann-aot]

@JasonCTang @HRAGANBC We need to schedule a call with ATBC.. Do you have their contact info?

Question for ATBC Below are the question for ATBC

1. Which variable in ATBC response indicate the PPD expiry date?
   • No expiry date provided, only effective date (D8Y_DATE). ATBC has no policy to expire PPD, that is up to the Ministry to decided how long we consider PPD status to be active which is "effective date + 5 years." In other words, it never actually expires in ATBC's system. If a student needs to renew, they would work with SABC/ATBC to get readjudacated based on new information and if approved, we would receive a new effective date.
2. After the expiry of the PPD, what is process to request for another PD/PPD status (Is it same as creating a new request)?
   • ATBC doesn't really care about receiving a "new request." If we send them one, they'll see that the student already has a profile in their system and just ignore the request. It's ultimately up to the student to contact SABC/ATBC and provide new documentation to be reconsidered for PPD status. If approved, their effective date would be updated and we would receive that in the next call to their API.
   • Business area would like the student experience to feel like they are re-requesting though. So first time a student applies, they would click the button and get messaging that their request is in progress and they need to contact SABC folks to compile their documentation and submit to ATBC. If approved, the student would then see that they've been approved for PPD status (do we need to show them the effective date here?) 5 years after the effective date, business wants the student to be informed their PPD has expired and give them the button to submit a "new request." The process would seem similar to their initial request, they would get messaging that their request is in progress and they need to contact SABC. We wouldn't actually need to even send the request to ATBC because we know they already have the student on file and we can just wait for the new approved effective date.
3. What is STUDY_START_DTE and STUDY_END_DTE in ATBC response? Does it has something to do with the PPD expiry (Even though it is coming for both PD/PPD case)
   • This does not have anything to do with PPD expiry. Once a student is approved for PD/PPD, even though the student won't need to re-apply for PD status ever again or PPD status for another 5 years, there is a separate process that happens outside of our system where students apply every year for equipment funding. SIMS does not need to care about this process, but what happens is the student needs to provide their study period dates as it factors into their calculations for this supplementary funding and this is what is being returned.
4. When a date is passed as a sfasDate in the response ATBC endpoint, Will the results only have the students who were approved for PPD/PPD on that date?
   • It will include any students whose had a change to their file on that date. So this will include students who have been approved on that date as the D8Y_Date will have been updated, but it will also include when the student's name or address changes. Note that the D8Y_Date will not change when this occurs. There is an address change date field.
5. Get the information from ATBC about the possible endpint return information from the request PD, including error and warnings. (https://app.zenhub.com/workspaces/student-information-management-system-5fce9df5aa1b45000e937014/issues/gh/bcgov/sims/1625)
6. What each property in the return object means? (Private Zenhub Image ) eg, className
   • Message = Could mean a variety of things, but is the main response to the request.
   • Code = Jorge said this is an HTTP response? But after the examples that Dheepak shared, it seems more like they've emulated the HTTP response codes to represent their categories of the actual responses in the Message field.
   • Classname = this has to do with the library they're using and can basically be ignored.
7. Will ATBC sends response for a denied status?
   • No
8. Is there any effective date for PPD and which variable in the response endpoint indicate that?
   • D8Y_Date

Additional communication with ATBC about the down stream process that are not PD/PPD status. We are required to share with them information in regard to:

• proof of assessed need (at least 1$)
• the dates of study that they have showed this need for I spoke with Vince from ATBC and inquired if this needed to be digital. He advised that would be the preference. However, he also stated that Question: Would a note in SIMS with pertinent details (Dates of study and need approved etc.) on the student file visible to your team be sufficient?

Answer: Yes that would be sufficient, as it is more or less what we do now. I.e. we manually check SFAS for the information and manually enter it into our system. Ideally, if the information could be sent to us via API, it would be optimum as it cuts out the risk of transposition errors, but I realize that might not be feasible at this time.

[HRAGANBC]

Minutes from Nov 1, 2023

Recap:

• Jason looking for confirmation about how SIMS will communicate to ATBC and vice versa.
• Current state is that student uploads Appendix 8 onto dashboard, SABC works with student to ensure completion of the document, then SABC sends the completed Appendix 8 via email to ATBC. ATBC then cross references that info (name and application number) within SFAS and within ATWIS. If student already exists in ATWIS, ATBC creates the match. If its a new student, then ATBC creates a new client profile in ATWIS. Then ATBC does their adjudication, and eventually sends SABC an integration file with the adjudication response.
• Vince says they also check some extra information (like restrictions) in SFAS to help confirm eligibility.
• Jason wants confirmation from Vince whether they're OK to receive API call anytime a student applies for PD/PPD in SIMS.
• Josh asks whether ATBC can provide an adjudication decision before an application is submitted. Vince says they don't look for 1$ of assessed need, they just are looking for study dates from the student. Vince confirms they don't need any info about a student's need. They just need study dates, presence of restrictions, and ...(can't remember)
• Josh says that SFAS currently has capability of overriding info to 'fake' study dates to basically ensure ATBC validations can function.
• Jason says that instead of using a system process to communicate study dates, we could use Ministry staff to communicate to ATBC about a student's eligibility, e.g. attaching a student's study dates to their Appendix 8 when uploading it to SharePoint for ATBC retrieval.
• Jason asks whether there's any issues about sharing personal info (e.g. restrictions) BEFORE an Appendix 8 is shared.
• Hugh wonders whether ATBC can simply be given Tier-1 call center access to view restriction info themselves.
• Jason wonders which inputs are already provided on Appendix 8: app #: YES, restrictions: NO, study dates: YES, study intensity (full-time or part-time): Maybe (there's a letter at the end of the App # which indicates intensity)
• Jason says Hugh and Josh need to review the student consent signature when applying for PD/PPD, i.e. we might share restrictions?
• Jason asks could we just ammend the Appendix 8 to ensure restrictions are captured on that form instead?
• Hugh asks why they need restrictions info anyways? Vince says its more for the Services and Equipment, not the PD/PPD status per se.
• For Services and Equipment, they fund everything for the student and send invoice to SABC for reimbursement.

[michesmith]

@JasonCTang to create new tickets based on requirement.