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Project Management Workflow

This document outlines the complete workflow for managing projects in the PRS system, including synchronization from external sources, project details management, approver assignment for requisition workflows, and trade management.

Workflow Diagram

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

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

    C -->|IT Admin/Purchasing Admin| D[Sync Projects]
    C -->|IT Admin/Purchasing Admin| F[Manage Trade Assignment]
    C -->|IT Admin/Purchasing Admin| G[Manage Approvers]

    D --> H[Pull from Project Master File]
    H --> I[Update Project List]

    B --> J[View Project Details]
    J --> K[Project Information View]

    K --> L[Project Details Section]
    K --> M[Trade Management Section]
    K --> N[Project Approvers Section]

    F --> Q[Major Trades Management]
    F --> R[Sub Trades Management]
    Q --> S[Assign Engineers to Major Trades]
    R --> T[Assign Engineers to Sub Trades]

    G --> U[Manage Regular Approvers]
    U --> V[Manage Approval Levels]
    V --> W[Assign Level Approvers]
    V --> X[Assign Optional Approvers]

    W --> Y[Add/Edit/Delete Level]
    X --> Z[Add/Edit Optional]

    Y --> AA[Save Project Changes]
    Z --> AA
    S --> AA
    T --> AA

Entity Types

Project Records

  • Source: Synced from Cityland's Project Master File
  • Management: Full approver and trade management
  • Structure: Project details + trade assignments + approver hierarchy

Trade Categories

  • Major Trades: Civil & Architecture, Mechanical, Electrical, Plumbing & Sanitary, Fire & Protection
  • Sub Trades: Bored Piles, Substructure Works, Substructure Works, Painting Works Interior, Equipment, Others
  • Assignment: Engineers assigned to specific trades per project

User Roles and Permissions

Role View Projects Sync Projects Assign Approvers Update Approvers Manage Trades
All Other Users ✗ ✗ ✗ ✗ ✗
IT Admin ✓ ✓ ✓ ✓ ✓
Purchasing Admin ✓ ✓ ✓ ✓ ✓

Detailed Workflow Steps

1. Projects Landing Page Access

Actor: IT Admin, Purchasing Admin

Actions:

  • Access Projects menu from navigation
  • View list of all projects

Features:

  • Search functionality by project name
  • Sortable columns
  • Pagination (10 rows per page)
  • Default sorting: Alphabetical by Project Name (A-Z)

2. Project Data Synchronization

Actor: IT Admin, Purchasing Admin

Prerequisites:

  • Cityland Legacy System integration setup

Actions:

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

Synchronized Data:

  • Project Name
  • Project Code
  • Project Initials
  • Project Address
  • Company Code
  • Company Name

Business Rules:

  • Adds projects not yet in the system
  • Updates existing project 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 fields are read-only
  • No deletion of non existent projects from API

3. View Project Details

Actor: IT Admin, Purchasing Admin

Actions:

  • Click on project name or view button
  • Display full page view

Information Displayed:

  • Project Details Section
  • Trade Management Section
  • Project Approvers Section (accordion-style)
  • Edit button (for authorized users)

4. Project Details Management

Actor: IT Admin, Purchasing Admin

Actions:

  • View all project details as read-only
  • No editing capability for project details
  • Focus on approver and trade management

5. Trade Management

5.1 View Trade Assignments

Actor: IT Admin, Purchasing Admin

Actions:

  • Click project name to view project details
  • Navigate to Trade Management section

Trade Categories:

Major Trades:

  • Civil and Architecture Works
  • Mechanical Works
  • Electrical Works
  • Plumbing and Sanitary
  • Fire and Protection Works

Sub Trades:

  • Bored Piles Work
  • Substructure Works
  • Painting Works Interior
  • Equipment
  • Others

Features:

  • Two separate tabs (Major and Sub)
  • View users assigned per trade
  • Search functionality for users per trade

5.2 Assign Engineers to Trades

Actor: IT Admin, Purchasing Admin

Actions:

  1. Click project name
  2. Click Edit button for Trade section
  3. Enable editing for Trade Section only
  4. Navigate between Major and Sub trade tabs

Add Engineers Process:

  1. Click "Add User" button for specific trade
  2. Select trade from modal
  3. Use search field to find engineers
  4. Select from filtered user list:
  5. Must have Engineers user type
  6. Not yet added to selected trade
  7. Select one or more users
  8. Click "Add Users" to assign to trade

Save Process:

  • Cancel Button: Display confirmation modal, cancel adding users
  • Save Button: Display confirmation modal, add users to trade
  • Allow adding users to multiple trades

5.3 Update Trade Assignments

Actor: IT Admin, Purchasing Admin

Actions:

  1. Access Trade Management edit mode
  2. View current assignments per trade
  3. Remove users by clicking X icon per user
  4. Add new users using "Add User" button

Update Process:

  • Remove existing assignments
  • Add new assignments
  • Maintain same validation rules as initial assignment
  • Users can be assigned to multiple trades

6. Project Approver Management

6.1 Assign Regular Approvers

Actor: IT Admin, Purchasing Admin

Actions:

  • Access via Edit button in project approvers section
  • 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:

  1. Click "Add Approver" button for specific level
  2. Select from modal with filtered user list
  3. Available user type: All except Root User / inactive users
  4. Confirm selection to add to approver list

Business Rules:

  • Same user cannot be approver on different levels within same workflow
  • Each level must have one approver only
  • Empty levels can be deleted before submission
  • Changes are not saved until confirmation

6.2 Assign Optional Approvers

Actor: IT Admin, Purchasing Admin

Actions:

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

Optional Approver Rules:

  • Only one level available for optional approvers
  • User types allowed: All except Root User / inactive users
  • Cannot be same user as regular approvers
  • Optional - not required for workflow completion

6.3 Update Project Approvers

Actor: IT Admin, Purchasing Admin

Prerequisites:

  • Approvers already assigned to project
  • 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

7. Save and Validation

Actor: IT Admin, Purchasing Admin

Actions:

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

Save Process:

  1. Click Save button after making changes
  2. System validation checks:
  3. All levels have assigned approvers
  4. No duplicate approvers across levels
  5. Proper user types assigned
  6. Display confirmation modal
  7. 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

Success Actions:

  • Display success toast message
  • Automatically close modal after 5 seconds
  • Return to project view with updated assignments

Business Rules Summary

Project Synchronization Rules

  • Projects synced from external master file
  • Incremental data enhancement (basic → full details)
  • Synced data is read-only except for specific editable fields
  • Sync updates existing or adds new projects
  • Sync will not delete non existent projects from API

Project Details Editing Rules

  • Initial version: Purchasing Staff can edit Company and dates
  • Final version: All project details read-only for IT Admin
  • Date validation: Start date > current date, End date > start date
  • Company selection from synced Company Master List

Trade Assignment Rules

  • Engineers user type required for trade assignments
  • Users can be assigned to multiple trades
  • Separate management for Major and Sub trades
  • Search and filter functionality for easy user selection

Approver Assignment Rules

  • Regular approvers: All except Root User / inactive users
  • Optional approvers: All except Root User / inactive users
  • No duplicate approvers across levels within same workflow
  • All levels must have one approver before saving
  • Empty levels can be deleted during editing

Example Scenarios

Scenario 1: Sync Project Data

  1. IT Admin accesses Projects menu
  2. Clicks "Sync Project List" button
  3. System connects to master file and updates projects
  4. Sync completion message displays with timestamp
  5. Updated project list refreshes to page 1
  6. Button re-enabled after sync completion

Scenario 2: Assign Engineers to Trades

  1. IT Admin views project details
  2. Clicks Edit button for Trade section
  3. Navigates to Major trades tab
  4. Clicks "Add User" for Civil and Architecture Works
  5. Searches for and selects multiple Engineers
  6. Clicks "Add Users" to assign to trade
  7. Repeats for other trades as needed
  8. Clicks Save and confirms changes
  9. Returns to project view with updated trade assignments

Scenario 3: Setup Project Approvers

  1. IT Admin views project details
  2. Navigates to Project Approvers section
  3. Clicks Edit button for approver management
  4. Clicks "Add Level" to create Level 1
  5. Adds a user to Level 1
  6. Clicks "Add Level" to create Level 2
  7. Adds different user to Level 2
  8. Adds another different user as optional approver
  9. Clicks Save and confirms changes
  10. Success toast displays and returns to project view

Scenario 4: Update Trade Assignments

  1. IT Admin accesses project with existing trade assignments
  2. Clicks Edit button for Trade section
  3. Removes some engineers by clicking X icon
  4. Adds new engineers using "Add User" button
  5. Ensures no conflicts with business rules
  6. Saves changes with confirmation
  7. Updated assignments display in trade view

Scenario 5: Handle Validation Errors

  1. IT Admin edits project approvers
  2. Creates new level but doesn't assign approver
  3. Attempts to save configuration
  4. System displays "Approver is Required" error
  5. Either assigns approver to level or deletes empty level
  6. Successfully saves valid configuration
  7. Returns to project view with success message

Data Flow Integration

Incoming Data

  • Project Master File → Project records (name, code, initials, address, company, dates)
  • Company Master List → Company dropdown options
  • User Management System → Engineer and approver selection lists
  • Organization hierarchy → User type classifications

Outgoing Data

  • Project data → Requisition workflow assignment
  • Trade assignments → Engineer work allocation
  • Approver configurations → Requisition approval routing
  • Project 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 Project 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
  • Verify correct user types for different approver categories

Issue 3: Engineer Not Available for Trade Assignment

Cause: User doesn't have Engineers user type or already assigned

Solution:

  • Verify user has Engineers user type
  • Check if user is already assigned to same trade
  • 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: Trade Assignment Conflicts

Cause: Attempting to assign non-Engineer users or duplicate assignments

Solution:

  • Verify all assigned users have Engineers user type
  • Remove existing assignment before reassigning to different trade
  • Use search function to locate correct engineer profiles
  • Check User Management for accurate user type classifications