Employment workflow

Background

Implementation of Employment Services within Kotahi for FY2024/2025. With two of three employment contracts transitioning to Kotahi-based data management, this documentation outlines standardized processes for intake, eligibility, and ongoing client management.

Referral & Intake Process

Prior to Kotahi implementation, the intake process was managed by the Admin team. This process will be shifted over to Kotahi - Client creation to be done by admin team and allocation and setup is handled by Team Lead. This means that there will be no referral or case/client information in Aiga from the new FY onwards.
For eligible clients we need to allocate them to the Employment Service.
This helps us to manage clients at any point in time. The intake process will be done by admin team and Steven will be tasked with assigning clients to their respective consultant.
An overview of key tasks needed at this stage is shown below:

flowchart TD classDef kotahi fill:#99cc99,stroke:#669966,stroke-width:2px classDef decision fill:#fff,stroke:#669966,stroke-width:2px classDef none fill:#f8f8f8,stroke:#ccc,stroke-width:1px classDef source fill:#e6f7ff,stroke:#91d5ff,stroke-width:1px  %% ===== Referral Sources ===== subgraph ReferralSources[<b>New Client Referral</b>] direction LR F1[Email]:::source F2[Website]:::source F3[Agency]:::source end  %% ===== Admin Process ===== subgraph AdminProcess[<b>K'aute Admin</b>] direction TB AD1[Client setup]:::kotahi AD2[NHI lookup]:::kotahi AD4[Define whanau relationships<br>if applicable]:::kotahi AD5[Add to Employment service]:::kotahi AD3[Notify Team Lead]:::kotahi AD1 --> AD2 --> AD4 AD4 --> AD5 --> AD3 end  %% ===== Team Lead ===== subgraph TeamLead[<b>Employment Team Lead</b>] TL1[Assign Employment Consultant]:::kotahi end  %% ===== Consultant Process ===== subgraph Consultant[<b>Employment Consultant</b>] direction TB WA1["<b>Initial Talanoa</b><br>Within 48hrs"]:::kotahi WA2["<b>Hauora Assessment & Goal Plan</b><br>Within 1 week"]:::kotahi WA4["<b>Eligibility Check</b><br>At 2 weeks"]:::kotahi WA5{Eligible?}:::decision WA6["<b>Ongoing Talanoa</b><br>Review/update goal plan<br>Fortnightly"]:::kotahi WA7[Exit from service]:::kotahi WA1 --> WA2 --> WA4 --> WA5 WA5 -- Yes --> WA6 WA5 -- No --> WA7 end  %% ===== Connections ===== ReferralSources -- Referral --> AD1 AD3 --> TL1 TL1 --> WA1  %% ===== Legend ===== subgraph Legend[ ] direction LR L1[Process step]:::kotahi L2[Decision point]:::decision L3[Referral source]:::source end

Eligibility Criteria

Clients must meet all requirements:

• Aged 18+ years
• Registered Job Seeker with MSD
• Residing within service region (Waikato)
• Committed to weekly engagement
• Not currently enrolled in similar employment program

Core Employment Workflow

flowchart TD classDef kotahi fill:#99cc99,color:#000,stroke:#669966,stroke-width:2px classDef decision fill:#fff,color:#000,stroke:#669966,stroke-width:2px classDef discharge fill:#ff9999,color:#000,stroke:#cc0000,stroke-width:2px classDef reminder fill:#cce6ff,color:#000,stroke:#3399ff,stroke-width:1px  %% === Main Process === CC[Client setup in Kotahi]:::kotahi --> IT["<b>Initial Talanoa</b><br><small>Within 48hrs</small>"]:::kotahi --> GP["<b>Goal Plan & Docs</b><br><small>Within 1 week</small>"]:::kotahi --> EC["<b>Eligibility Check</b><br><small>At 2 weeks</small>"]:::kotahi --> EL{Eligible?}:::decision EL -->|Yes| OP[<b>Employment Pathway</b>]:::kotahi EL -->|No| Exit[Exit service]:::discharge  %% === Ongoing Support === OP --> JR[Job readiness/training]:::kotahi JR --> FT[Fortnightly Talanoa]:::kotahi FT --> TM[Tri-monthly Review]:::kotahi TM --> JR  %% === Discharge Process === TM --> DC{Discharge?}:::decision DC -->|"Not achieved outcomes<br>by 20 weeks"| Exit DC -->|"6 months post-placement"| Exit DC -->|"12 months post-placement<br>with goals achieved"| Exit  %% === Automatic Reminders === FT -.- CV[CV update at 4 weeks]:::reminder FT -.- WE[Weekly engagement]:::reminder  %% === Legend === subgraph Legend [ ] direction LR L1[Standard process]:::kotahi L2[Decision point]:::decision L3[Discharge]:::discharge L4[Automatic reminders]:::reminder end

References

• PATH13/14 Programmes
• PRO26 Client File Notes - Niu U/BCTE