Department Management Workflow¶

This document outlines the complete workflow for managing departments in the PRS system, including synchronization from external sources and approver assignment for requisition workflows.

Workflow Diagram¶

flowchart TD
    Start([Department Management]) --> A[Department Landing Page]

    A --> B[View Departments]
    A --> C{User Role}

    C -->|IT Admin/Purchasing Admin| D[Sync Departments]
    C -->|IT Admin/Purchasing Admin| E[Manage Approvers]

    D --> F[Pull from Master File]
    F --> G[Update Department List]

    B --> H[View Department Details]
    H --> I{Department Type}

    I -->|Regular Department| J[Regular Department View]
    I -->|Association Department| K[Association Department View]

    J --> L[View Regular Approvers]
    K --> M[View Association Approvers]

    E --> N{Approver Management}
    N -->|Regular Department| O[Manage Regular Approvers]
    N -->|Association Department| P[Manage Association Approvers]

    O --> Q[Manage Approval Levels]
    Q --> R[Assign Level Approvers]
    Q --> S[Assign Optional Approvers]

    R --> T[Add/Edit/Delete Level]
    S --> U[Add/Edit Optional]

    P --> V[Assign Area Staff Approvers]
    V --> W[Level 1: Assign Area Heads per Area]
    W --> P1[Manage Approval Levels]
    P1 --> P2[Assign Level Approvers]
    P1 --> P3[Assign Optional Approvers]

    P2 --> P4[Add/Edit/Delete Level]
    P3 --> P5[Add/Edit Optional]

    T & U & P4 & P5 --> X[Save Approver Changes]

Entity Types¶

Regular Departments¶

Source: Synced from Cityland's Department Master File
Management: Read-only department info, full approver management
Approver Structure: Multiple levels + optional approvers

Association Departments¶

Source: System-defined for association workflows
Management: Specialized approver management
Approver Structure: Multiple levels + optional approvers; Level 1 for Area Head Approvers (Area 1-10)

User Roles and Permissions¶

Role	View Departments	Sync Departments	Assign Approvers	Update Approvers	View Approvers
IT Admin	✅	✅	✅	✅	✅
Purchasing Admin	✅	✅	✅	✅	✅
All Other Users	❌	❌	❌	❌	❌

Detailed Workflow Steps¶

1. Department Landing Page Access¶

Actor: IT Admin, Purchasing Admin

Actions:

Access Department menu from navigation
View list of all departments

Features:

Search functionality by department name
Sortable columns (Department Name, Department Code, Supervisor)
Pagination (10 rows per page)
Default sorting: Alphabetical by Department Name (A-Z)

2. Department Data Synchronization¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Cityland Legacy System integration setup

Actions:

Click "Sync Department List" button
System pulls data from Cityland's Department Master File
Updates existing departments or adds new ones

Synchronized Data:

Department Name
Department Code

Business Rules:

Adds departments not yet in the system
Updates existing department details from master file
Updates filter and form options across the system
Display last sync date and time
Button is disabled during sync process
Returns to page 1 after synchronization
Synced data is read-only (except approver assignments)
NO deletion of departments

3. View Department Details¶

3.1 Regular Department View¶

Actor: IT Admin, Purchasing Admin

Actions:

Click on department name or view button
Display full page view (not modal)

Information Displayed:

Department Name (non-editable)
Department Code (non-editable)
Approvers Section (accordion-style view)
Edit button (for approver management)

Approvers Section:

Collapsible accordion showing approval levels
Displays approver names for each level
Shows note if no approvers assigned
Separate section for optional approvers

3.2 Association Department View¶

Actor: IT Admin, Purchasing Admin

Actions:

Click "Association Department" option
Display specialized view for association workflows

Information Displayed:

Department Details section
Requests Section with approvers view
Edit button for approver management

4. Regular Department Approver Management¶

4.1 Assign Regular Approvers¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Department exists in system
User has approver management permissions

Actions:

Access via Edit button in department view
Manage multiple approval levels
Add approvers to each level

Level Management:

Click "Add Level" to create new approval level
New levels always added as the last level
Each level can have multiple approvers
Levels can be deleted if empty

Add Approver Process:

Click "Add Approver" button for specific level
Select from modal with filtered user list
Available user types: All except Root User and Inactive users
Confirm selection to add to approver list

Business Rules:

Same user cannot be approver on different levels within same workflow
All levels must have at least one approver
Empty levels can be deleted before submission
Changes are not saved until confirmation

4.2 Assign Optional Approvers¶

Actor: IT Admin, Purchasing Admin

Actions:

Manage optional approvers (single level only)
Add/edit optional approver in separate section

Optional Approver Rules:

Only one level available for optional approvers
Same user type restrictions as regular approvers
Cannot be same user as regular approvers
Optional - not required for workflow completion

4.3 Update Regular Approvers¶

Actor: IT Admin, Purchasing Admin

Prerequisites:

Approvers already assigned to department
User has update permissions

Actions:

Click Edit icon for specific level
Select new approver from filtered list
Confirm changes

Update Process:

Edit existing approver assignments
Add new levels if needed
Remove approvers or entire levels
Maintain workflow integrity

5. Association Department Approver Management¶

5.1 Assign Association Approvers¶

Actor:
IT Admin, Purchasing Admin

Prerequisites:

Association department access
User has approver management permissions

Actions:

Access specialized association approver management
Assign Area approvers for Level 1, one for each designated area

Level 1 Requirements:

Must have one Area approver per area
Available user types: All except Root User and Inactive users
Each approver must be unique
All area positions must be filled

Required Areas: AREA 1 to AREA 10

Assignment Process:

Click "Add Approver" for each of the area positions
Select a user from user list for each specific area
Confirm each selection for the designated area
Ensure all area positions are filled before saving

5.2 Update Association Approvers¶

Actor:
IT Admin, Purchasing Admin

Prerequisites:

Association approvers already assigned
User has update permissions

Actions:

Click Edit icon for specific approver position
Select replacement from user list list
Maintain requirement of unique approvers per area

Business Rules:

Must maintain exactly one approver per area
All approvers must be different users
Changes require confirmation before saving

6. Save and Validation¶

Actor:
IT Admin, Purchasing Admin

Actions:

Review all approver assignments
Submit changes via Save button
Handle validation errors

Save Process:

Click Save button after making changes
System validation checks:
All levels have assigned approvers
No duplicate approvers across levels
Association departments have L1 unique approvers all assigned
Display confirmation modal
Final save or cancel option

Validation Rules:

Error message: "Approver is Required" for empty levels
Cannot save with empty approval levels
Cannot have same approver on multiple levels
Association departments must have all area approvers assigned

Success Actions:

Display success toast message
Automatically close modal after 5 seconds
Return to department view with updated approvers

Business Rules Summary¶

Department Synchronization Rules¶

Departments synced from external master file
Only department name and code are synchronized
Synced data is read-only except for approver assignments
Sync updates existing or adds new departments

Approver Assignment Rules¶

Regular departments: Multiple levels + optional approvers
Association departments: L1 - Must have all area approvers assigned + Multiple levels + optional approvers
No duplicate approvers across levels within same workflow
All levels must have at least one approver before saving
Empty levels can be deleted during editing

User Type Restrictions¶

All approvers: All except Root User
Each approver must be unique within the workflow

Validation Requirements¶

"Approver is Required" error for empty assignments
Confirmation modals for all save/cancel operations
Success messaging with auto-close functionality

Example Scenarios¶

Scenario 1: Sync Department Data¶

IT Admin accesses Department menu
Clicks "Sync Department List" button
System connects to master file and updates departments
Sync completion message displays with timestamp
Updated department list refreshes to page 1
Button re-enabled after sync completion

Scenario 2: Setup Multi-Level Approvers¶

IT Admin views regular department details
Clicks Edit button for approver management
Clicks "Add Level" to create Level 1
Adds a Supervisor user to Level 1
Clicks "Add Level" to create Level 2
Adds Department Head to Level 2
Adds Division Head as optional approver
Clicks Save and confirms changes
Success toast displays and returns to department view

Scenario 3: Configure Association Department¶

IT Admin accesses Association Department
Clicks Edit button for approver management
Adds different Area Staff users to Level 1
Attempts to save with only three approvers
System shows validation error
Adds all missing Area Staff approver
Successfully saves configuration
Returns to association department view

Scenario 4: Update Existing Approvers¶

Purchasing Admin views department with existing approvers
Clicks Edit button to modify assignments
Clicks Edit icon for Level 2 approver
Selects different user from list
Attempts to select same user as Level 1 approver
System prevents duplicate selection
Selects different valid approver
Saves changes with confirmation
Updated approvers display in accordion view

Scenario 5: Handle Validation Errors¶

IT Admin edits department approvers
Creates new level but doesn't assign approver
Attempts to save configuration
System displays "Approver is Required" error
Either assigns approver to level or deletes empty level
Successfully saves valid configuration
Returns to department view with success message

Data Flow Integration¶

Incoming Data¶

Department Master File → Department records (name, code)
User Management System → Approver selection lists
Organization hierarchy → User type classifications

Outgoing Data¶

Department data → Requisition workflow assignment
Approver configurations → Requisition approval routing
Department filters → Various system forms and reports

Common Issues and Solutions¶

Issue 1: Sync Button Not Responding¶

Cause: Network connectivity or master file access issues

Solution:

Check network connection
Verify master file system availability
Wait for current sync to complete if in progress
Contact system administrator if issue persists

Issue 2: Cannot Save Approver Configuration¶

Cause: Validation errors or missing approvers

Solution:

Review error messages for specific issues
Ensure all levels have assigned approvers
Check for duplicate approvers across levels
For associations, verify all L1 Area Head approvers are assigned

Issue 3: Approver Not Available in Selection List¶

Cause: User is already assigned

Solution:

Check if user is already assigned to different level
Confirm user account is active in User Management
Contact IT Admin to update user permissions if needed

Issue 4: Cannot Delete Approval Level¶

Cause: Level has assigned approvers or validation rules

Solution:

Remove all approvers from level before deletion
Ensure at least one level remains in configuration
Cannot delete if it would violate minimum level requirements
Use Edit function to reassign approvers instead

Issue 5: Association Department Configuration Error¶

Cause: Incorrect number of approvers or wrong user types

Solution:

Ensure all AREAS has approver assigned
Verify all approvers are different users
Remove and re-add approvers if necessary