Workflow walkthrough

EPAR Scope Approval

How RAAgent guides an NSWRA assessor from a raw SmartyGrants package to a signed, verified assessment package — in six steps, with the assessor making every decision.

Open EPAR Scope portal Try the CET Verifier Try the Photo Checker Try the Ledger Checker
Why this matters to NSWRA

Six outcomes the agency gets from day one

Consistency at scale
Every assessor, every council, same standard

RAAgent enforces the published DRFA rules (Fact Sheet on-costs, CET v2.1 rates, cost-band thresholds, Cat B folder spec) on every claim — uniformly. No assessor-to-assessor drift. New assessors onboarded in days, not months.

Audit-ready defensibility
Every decision has a name + a reason + a timestamp

Every assessor verdict (YES/RFI/NO, per-line eligibility override, on-cost toggle, free-text rationale) is captured to Mongo and flows into the downloaded artefacts as an audit trail. Survives ANAO/DRFA review. Councils get clear methodology back, not opaque rejections.

Cost recovery for the State
Catches systemic submission errors that currently flow through

Auto-strips double-counted on-cost lines (a common council mistake worth low single-digit %s of the claim). Flags out-of-band PM/Design/Contingency. Reconciles submitted vs verified CET rates per line. P50 vs P90 separation prevents the State paying its own risk envelope.

Throughput — clear the backlog
From package open to signed assessment in a single session

Ledger auto-loads from the package. Photos auto-bucket. CET workings cache instantly. AI extracts defects from PDF-only packages. The assessor spends time on judgement, not file-hunting — measurable throughput uplift per assessor per day.

Knowledge stays with NSWRA
Codified DRFA expertise, not stuck in one assessor's head

Fact Sheet rates, Cat B specifications, on-cost rules, cost-band thresholds, P50/P90 policy — all version-controlled in the application. When NSWRA updates a rule, every assessor uses the new rule the same day. Institutional knowledge survives staff turnover.

Tool, not deciders
Respects the NSWRA principle — the human signs off

The four tools (CET Verifier, Ledger Checker, Photo Checker, DRFA Knowledge Base) present evidence + three options (Accept / RFI / Reject). The assessor decides. RAAgent never approves or rejects autonomously. Defensible by design.

1
Step 1

Ingest the SmartyGrants package

ZIP upload or Google Drive link — multi-portal aware

The assessor pastes a Drive link (or drags a ZIP) into the Ingest Inbox. RAAgent unpacks nested ZIPs in the background — 100+ MB / 500+ photo packages don't block the browser. The portal type is auto-detected (EW / IRW / EPAR Scope / EPAR Final) from filenames + PDF metadata with 95-100% confidence. All three SmartyGrants spreadsheet flavours route through the same flexible parser; if the package is PDF-only, one-click AI extraction is available.

Background tasks · nested ZIP auto-unpack · multi-portal SG parser (EW / IRW / EPAR) · async ingest · disk auto-pruning · AI PDF fallback (Claude Sonnet 4.5)
2
Step 2

Sortable ingested file tree — every artefact at a click

Ledger, CET workbooks, photos, SRA, COC — all surfaced in-app

Every file in the package surfaces in a sortable, filterable file tree. Filter chips: Claim forms · CET workbooks · Slip estimates · Ledgers · Photos · Evidence ZIPs · PDFs. Sort by name / classification / size / type. Search any path. Open any file inline (PDFs, images) or download (Excel, ZIP). The tree is snapshotted to Mongo so it survives backend reboots and disk pruning — assessors never need to hunt outside the app.

files_seen classifier · /source-tree + /source-file endpoints · path-traversal-safe streaming · Mongo snapshot for disk-pruning resilience
3
Step 3

Per-DM evidence review

Photos, CET, slip estimate — drawer-style per Damage Memo

Click any DM row to expand its evidence drawer: pre-event + post-event photo strips with lightbox, verifier flags per photo (EXIF / GPS / resolution), the slip construction estimate alongside the CET, and Form 306 claim items mentioning that DM. The package layout is rendered against the NSWRA Cat B file-structure spec — missing folders show as 'empty'. A self-healing photo re-walk fires automatically if photos are added later or the classifier improves.

Per-DM photo classification · NSWRA Cat B spec compliance · click-to-inspect EXIF/GPS/resolution · self-healing re-walk on first job open
4
Step 4

CET workings — submitted vs verified, in <1s

Click the dollar value, get the full line-by-line breakdown

Per DM, click the project value to open the CET workings modal — every line item verified against the published CET v2.1 schedule (60 ref codes across URT / SRR / CE / CW / DS / PW / RFD), cost-band check on PM / Design / Contingency / Escalation, and a P50 vs P90 panel explaining the policy (P50 = claimable, P90 = State-level risk envelope, NOT claimable). The first parse runs in a worker thread so the loop stays responsive; results persist to Mongo so repeat opens (even after backend reboot) return in <200ms.

60-ref CET v2.1 schedule · cost-band thresholds per NSWRA · asyncio.to_thread parse · Mongo write-through cache (cold 2.9s → warm 137ms) · P50/P90 spread analysis
5
Step 5

Tools, not deciders — YES / RFI / NO

Per the NSWRA principle: tool presents options, human decides

Each DM row has YES / RFI / NO verdict buttons plus a free-text 'method' field that flows to Form 2 column H of the SQP Assessment Record. An Auto-fill option drafts the method text from the CET Verifier + Photo Checker findings — the assessor edits before saving. Standalone tool versions (CET Verifier, Photo Checker, Ledger Checker — with per-row override controls and bulk actions) are exposed publicly so anyone can sanity-check a single workbook outside a full assessment.

Per-DM decision persistence · Form 2 G + H write-back via openpyxl · LLM-assisted method drafting · 3 public tools with assessor override + audit-trail download
6
Step 6

Verified Assessment Package output

Folder structure matches the NSWRA Cat B spec exactly

When satisfied, RAAgent emits the Verified Package ZIP in the exact folder structure NSWRA expects: Documents / Cat B / <SG_ID> / Application Assessment / sub-folders for Assessment Form, Assessor Correspondence, Verified vs Non-Verified Cost Estimation Evidence, Verified Damage Evidence (per DM, with 01 Pre-Disaster / 02 Verified / 03 Non-Verified), Verified Supporting Evidence. Files route based on the assessor's YES/RFI/NO decisions. The package tree itself is snapshotted to Mongo so assessors can still preview it after disk pruning.

Decision-routed file placement · YES/RFI/NO bucketing per DM · Cat B spec compliance · Mongo snapshot for post-pruning preview · ready for SharePoint sync
Bottom line for NSWRA

A defensible, scalable, tool-not-decider assessment platform — built around how NSWRA already works

  • More claims per assessor per week — the file-hunting and re-keying time disappears. Judgement time is preserved.
  • Audit-defensible — every override, every verdict, every methodology note captured with a name + timestamp + reason. ANAO and DRFA reviewers can trace every dollar.
  • Catches submission errors the agency currently absorbs — double-counted on-costs, out-of-band PM/Design, P50/P90 confusion, off-schedule CET rates.
  • DRFA expertise codified, not personified — rate updates, threshold changes, Cat B spec updates all flow to every assessor the same day.
  • Council-facing transparency — clear methodology back to councils means fewer RFI loops and better submissions next time.
  • The assessor signs off, always — RAAgent never decides. It presents evidence and three options. Defensible by design.

What this saves the assessor

  • No manual file sorting — RAAgent unpacks and classifies hundreds of files into the expected NSWRA structure automatically.
  • No spreadsheet hunting — CET line-by-line verification + cost-band check + P50/P90 reconciliation appear in one click on each DM's dollar value.
  • No policy ambiguity — every component has a plain-English explainer (Why P50, what is contingency, escalation rules) so the assessor and the council are on the same page.
  • No assembly time at the end — the Verified Package ZIP comes out in the exact NSWRA file structure, ready to drop into SharePoint.
  • The decision stays human — RAAgent never approves or rejects on its own. It surfaces evidence and presents the three options. The assessor signs off.

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