Time Extension Workflow

The workflow to process the time extension request

Context

A work order is created for an approved estimate to award the work to CBO. CBO starts the work to complete it within a given period.

In case the organization come to know that they are not in a position to complete the work within the given time frame due to various reasons, they need to inform the same to officer-in-charge of the project and apply for a time extension which is then subject to approval/ cancelling of work order based on the analysis done by the ULB.

Scope

Request for time extension can be directly raised by CBO using the mobile application and by the officer-in-charge of the project on behalf of CBO using a web application. Once a request is raised it goes for verification and approval.

1. The work order inbox is used to complete the revised work order workflow.

2. Workflow is the same as the workflow of the original work order with the same workflow levels (except/ decline are excluded) and actions.

Functional Details

Role (Actors) - Action Mapping

#	Role	Action	User Persona
1	WORK ORDER CREATOR/ CBO Admin	Create Search View Edit/ Re-submit Submit	Junior Engineer/ Assistant Engineer/ CBO User
2	WORK ORDER VERIFIER	Search View Verify and Forward Send Back	Municipal Engineer
3	WORK ORDER APPROVER	Search View Approve Send Back Send Back To CBO Reject	Executive Officer

Workflow States

#	Action	Role	From State	To State	Status
1	Submit	Work Order Creator/ CBO Admin		Pending for verification	Submitted
2	Verify and Forward	Work Order Verifier	Pending for verification	Pending for approval	Verified
3	Send Back	Work Order Verifier	Pending for verification	Pending for correction	Sent Back
4	Send Back	Work Order Approver	Pending for approval	Pending for verification	Sent Back
5	Send Back To CBO	<any roles having access of action>	<Current Status>	Pending for correction	Sent Back
6	Edit/ Re-submit	Work Order Creator	Pending for correction	Pending for verification	Re-submitted
7	Approve	Work Order Approver	Pending for approval	Approved	Approved
8	Reject	<any roles having access>	<Current Status>	Rejected	Rejected

SLAs

Service Name	Action	Current State	SLAs (in days)
Work Order	Edit/Re-submit	Pending for correction	1
	Edit/ Re-submit	Pending for re-assignment	1
	Verify and Forward	Pending for verification	2
	Approve	Pending for approval	1

Actions

Verify and Forward

The revised work order is forwarded to the approver.

Send Back

A revised work order is sent back to the previous user in the workflow.

Send Back To CBO

The revised work order is sent back to CBO for correction.

Edit/ Re-submit

The revised work order is edited and re-submitted. It goes to the verifier for verification.

Approve

1. The revised work order is approved.

2. The time extension comes into effect and the CBO user is allowed to track the attendance of wage seekers for an extended period.

Reject

The revised work order is rejected.

Notifications

Event	To Whom	SMS
Send Back To CBO	CBO	Time extension request {timeextensionrequestid} is sent back to you for correction. Login to MUKTASoft for details. MUKTA - Govt. of Odisha.
Reject	CBO	Time extension request {timeextensionrequestid} for the project {projectid} is rejected. Login to MUKTASoft for detail. MUKTA - Govt. of Odisha.
Approve	CBO	Time extension request {timeextensionrequestid} for project {projectid} is approved. Login to MUKTASoft for detail. MUKTA - Govt. of Odisha.
Reject	Officer In-charge	Time extension request {timeextensionrequestid} for the project {projectid} is rejected. Login to MUKTASoft for detail. MUKTA - Govt. of Odisha.
Approve	Officer In-charge	Time extension request {timeextensionrequestid} for project {projectid} has been approved. Login to MUKTASoft for detail. MUKTA - Govt. of Odisha.

User Interface

1. UI design is going to be the same as the work order workflow. Only the workflow states will be displayed as per the table given above.

2. The workflow pop-up windows for every action are going to be the same as for the work order workflow.

Acceptance Criteria

1. The same work order inbox is used.

2. The workflow pop-up windows are used as per the standard.

3. Actions are configured based on role-action mapping.

4. Workflow states are defined as provided and the state transition is done accordingly.

5. SMS notifications are sent.