Case Statuses: A Guide

The status that you see on a Case changes as information is updated on it either by your admin team on FFARMS or by the Appraisee entering data on their FourteenFish account.

Please be aware the relevance of each status depends on how your Organisation chooses to use FFARMS and the Status can be used in different ways.

We explain below the relevance of each status and how Case Status can be used to help you manage the appraisal process the way you want to.

Suggested:

This status will only be relevant if you use FFARMS to automatically allocate Appraisers to your Appraisees' Cases. It is when an Appraiser has been suggested to a particular Appraisee and is awaiting for you to confirm you are happy to accept that allocation and change status to Proposed.

Proposed:

Relevant only to Organisations who allocate Appraisers whether this is done automatically or manually. 

If they are done automatically the Proposed status means you have accepted the suggestion made by the system.

If they are manually allocated you won't see the Suggested status as it's not relevant to you.

Proposed is when the Appraiser is allocated to the Case but not yet confirmed by the Appraiser. You can use FFARMS to send them a Proposal email giving them the chance to decline the allocation if there's a legitimate reason they can't appraise the Appraisee.

You will need to let us know if want to use the Proposal status because we will need to add this to your Organisation's set up.

Accepted:

All Organisations will see this status whether you allocate Appraisers or not.

If your Organisation does not allocate Appraisers this is the status you will see on most Cases before the Appraisal date set status appears.

If your Organisation does allocate Appraisers you can use this Status to either:

• list Cases where you have allocated the Appraiser and told them but are not worried about following up on the Proposal email OR
• show Cases where you have alerted the Appraiser of the proposal and are waiting to see if they respond to your Proposal email

Confirmed:

This status is optional but only for Organisations that allocate Appraisers. When the allocation has been Confirmed by the Appraiser (or there haven't raised a conflict if you give them a time frame to come back to you!) you can use this status to indicate this. You can use FFARMS to send them a Confirmation email if you want to.

Appraisee notified:

Also an optional status and for Organisations that allocate Appraisers. Once you have sent the Confirmation email to the Appraiser you can then send the Appraisee notification email telling them who their Appraiser is. This is the final status that will be manually changed by yourself.

Appraisal date set:

This status is useful for all Organisations! When an Appraisee and Appraiser agree on a meeting date this will appear in FFARMS one of two ways:

• if your Appraisee uses FourteenFish for their appraisals then it will automatically populate on their Case once they set the meeting date
• if your Appraisee does not use FourteenFish for their appraisal or you prefer to input the date using FFARMS you can manually enter this on their Case for them 

Once either of these two things happen the Case status will automatically change to Appraisal date set.

Appraisal held:

Similar to Appraisal date set - this status is for everyone and the day after the meeting date has passed that is set on the Case the status automatically changes to Appraisal held.

Closed:

A Case can be Closed for a variety of different reasons and depending on what that reason is will be noted by one of the following categories:

• Complete - this is when all appraisal documentation and invoices (if relevant) have been done and received
• Incomplete - this is when appraisal documentation will be unlikely to be produced but the invoice has been paid
• Not required - where a doctor transfers out, retires or resigns from the NPL before their appraisal would be due
• CCT - no appraisal is required because they have just completed their CCT - CCT date can be used in place of their last appraisal
• External - all appraisal documentation received but no invoice will be received
• Transfer in - where an appraisal has taken place that year but on a previous platform - appraisal date should to be added for AOA purposes
• Missed - this is when an appraisal won't happen in that appraisal year but for a valid reason which gives them an exemption. Examples include maternity leave, sabbaticals or sick leave