Attachment 12 - Front End Processes.pdf

Contractor function review FEP Paper Process O th er c on tr ac to rs

Co nt ra ct or fu nc tio n

PT

O F un ct io n

Mail/fax comes in the Door

Open/sort/Date stamp/Process fees/ serialize new filings

Document Preparation/Return postcards

Palm initialization required? Initialize

371/New US App/follow‐on/

CRU/

Residual Application/PCT

Scan and index as appropriateYes

No

Daily

Needs artifacted?

Create artifact folder

Yes

No Score?

POSS Store in appropriate location

No

Review team conducts CD formality review and sends artifact folder to POSS

Send CD checklist to be indexed and scanned

Images delivered to

IFW

No

Create PDF and naming conventions Yes

Deliver PDFs to appropriate directory for loading into

SCORE

Load into

SCORE

Plant Drawing? No

Yes

Artifacted = unscannable items

Send paper to Evidence boxing process (includes indexing for retrieval)

Store for up to one year time period at Contractor facility

Document Destruction Contractor retrieves and destroys

Internal PTO paper submissions

Daily

(Artifact placeholder sheet delivered to IFW)

Appropriate documents? Yes

Sent to proper authority based on document type

No

CRF transfer request? No

Original continues in process

Yes and Transfer CRF in

SCORE

Yes

Create CRFE and enter into IFW

New CRF? No

Send PLRC for processing

CRF acceptable?

Create CRFE and enter into IFW

Yes

Yes

Create CRFD and enter into IFW

No

Load into SCORE module

Is CRF transfer request proper Yes

No

Create

CRF.TRNS.IMP

and enter into

IFW

Delivery back to PTO is continuous process with a 5 day SLA

Review and forwarding is automatic in SCORE

Does the CD contain tables or CPL?

Load into SCORE

Yes

Send artifact folder containing

CD to PTO

Is there a CD? Yes

Send artifact folder to POSS

No

Contrator function review EFS Web QC th er c on tr ac to rs

Co nt ra ct or fu nc tio n

PT

O F un ct io n

Daily reports of EFS web submissions

IFW Corrections Split/join/doc code

Require messaging?

Create IFW messageYes

Print from EFS web server and send to paper scanning process

Send to Internal PTO paper submissions

(FEP)

Assignment doc., Credit card authorization, third party submissions

CC authorization

Assignment Doc.

Print and close document in IFW <10 pages?

Redact and send to index and scan in FEP Paper process

Yes

Send to artifact process in FEP process No

Create report and post on shared drive

Needs to be Printed and scanned

Sensitive material?

(PII)

Close CC authorization and third party submission in IFW

When documents show up in IFW close original document

No

Third party submission forwarded to TC for review

Third party submission fwded to govt rep

Is CRF transfer request proper

Create

CRF.TRNS.IMP

and enter into

IFW

CRF transfer request

No

Transfer CRF in

SCORE

Create CRFE and enter into IFWYes

Print Assignment doc and send to PTO

Review 100% of documents in IFW

Contrator function review Scanning Customer Support th er c on tr ac to rs

Co nt ra ct or fu nc tio n

Incoming request for correction (from PTO or contractors) Request reviewed Properly routed?

Route to appropriate party, notify requestor and close request

Correct the issue (Doc code, Dates, split, merge

Locate evidence boxIs correction needed?

Printing and scanning required?Yes

No

Yes

No

Respond to requestor that

Proper Procedures followed and close request

Respond to requestor and close request

Can Correct in

IFW?

Yes

No

Acknowledged Request receipt

(auto email/manual

IFW)

Print from EFS web

Yes

No

Send to Internal PTO paper submissions

(FEP)

(wait incurred)

Corrected documents loaded into IFW

Respond to requestor and close request

Retrieve from warehouse or internal storage

Is box available?

Respond to requestor and close request

No

Yes Necessary info for correction in box?

Respond to requestor and close request return box to storage

No

Send to Internal PTO paper submissions

(FEP)

(wait incurred) and Box goes back to storage

Corrected documents loaded into IFW

Capture data for report to

PTO

Yes

Requests entered into Contractor internal DB (DB not contractually required)

Respond to requestor and close request

R251 lost paper request?

No

Send R251

Yes R251 lost paper request?

No Send R251

Yes

This process corrects errors made in examination process or not caught in EFS web QC or in paper scanning process.

Errors are also interjected into documents via eRED folder and via other PTO systems (wrong doc codes, missing documents, documents moved into in wrong case)

Relatively low volume (hundreds per week)

Contractor function review Electronic doc load Co nt ra to r F un ct io n

KIPO search results automatically load into

IFW