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6.0 Information Flow Analysis

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6.1 ecoAUTO Rebate Program Business Diagram

Business Flow Diagram

6.2 Table of Personal Information

Personal information Purpose Format Who has access? Where is info Stored?
Consumer Information: last name, first name, middle initial, telephone number, address, city, To verify that applicant is the owner of vehicle. Also, if vehicle is eligible for a rebate, information is used to mail a cheque to the applicant Paper/
Electronic 		Service Canada
Transport Canada 		Oracle Financial System
Ownership details: vehicle is leased or purchased To determine if vehicle is eligible Paper/
Electronic 		Service Canada
Transport Canada 		Oracle Financial System
Vehicle Information
e.g. make, model 		To determine if vehicle is eligible Paper/
Electronic 		Service Canada
Transport Canada 		Oracle Financial System

6.3 Personal Information Flow Diagram Description

Step 1

Applicant
Sends signed application form (including bill of sale, lease agreement and vehicle (provincial/territorial) registration to SC.


Step 2

Service Canada
Records receipt of application into Work Item Inventory Distribution System.


Step 3

Service Canada
Verifies application form and supporting documents for completeness.


Step 4a

Service Canada
Information or documents missing
Contacts applicant for additional information or returns file for re-application.


Step 4a(i)

Applicant
Provides missing information or documents to Service Canada. Go back to step 2.


Step 4b

Service Canada
All required documents received
• Enters application information into Oracle Financial System (OFS).
• Sends acknowledgement letter to applicant.


Step 5

Service Canada
Verifies eligibility by reviewing information on application form and supporting documents.


Step 5a

IF APPLICATION IS NOT ELIGIBLE:

Step 9a

Service Canada
Recommends to TC that application be denied.


Step 10a

Transport Canada
Sends denial letter to applicant.


Step 5b

IF APPLICATION IS ELIGIBLE:

Step 7

Service Canada
Validates owner's name, VIN and provincial/territorial registration with CCMTA via a secure (password protected) web portal.


Step 7a

If non-match found with CCMTA
Service Canada
Discloses VIN via a secure (password protected) web portal to Carfax or Used Car Dealership Association (UCDA) to obtain a vehicle history report when additional information is required.


Step 9a

If vehicle is not eligible after Carfax or UCDA check
Service Canada
Recommends to TC that application be denied.


Step 10a

Transport Canada
Sends denial letter to applicant.


Step 7b

If match found with CCMTA:

Step 9b

Service Canada
Recommends to TC that application be approved. Go to step 10b.


Step 5c

IF MORE INFORMATION IS REQUIRED ABOUT ELIGIBILITY OF VEHICLE:

Step 6

If vehicle is not eligible after dealership or UCDA check

Step 9a

Service Canada
Recommends to TC that application be denied.


Step 10a

Transport Canada
Sends denial letter to applicant.


Step 6b

If vehicle is eligible after dealership or UCDA check
Go to step 7.

Step 10b

Transport Canada

Application recommended for approval Confirms funds are available (section 32 of the Federal Administration Act (FAA))


Step 11

Transport Canada
Requests invoice for payment (section 34 of FAA) in OFS.


Step 12

TC Finance
• Authorizes issuance of rebate (section 33 of FAA).
• Forwards name, address and cheque amount to Public Works and Government Service Canada (PWGSC).


Step 13

PWGSC
Prints cheque and mails to applicant.


Step 14

Retention and Disposal Standards
Files are retained for seven years after the program ends (March 31, 2009) and then destroyed.


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Date modified:
2011-12-13