Workflow levels are defined as a service with Rights/Roles to perform a set of Workflow Actions. There would be one or more than one level involved in a workflow process. This page helps to understand and then define all the levels with their job description and fill in a standard template.
| Sr. No. | Module | Service | Workflow Level | Task | Role |
|---|---|---|---|---|---|
Data given in the above table is sample data.
| Sr. No. | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|---|---|---|---|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand their meaning of them by referring 'Data Definition' section.
Make sure all the headers, data type, field size and definition/ description are understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Identify all different types of services on the basis of ULB’s functions to create a workflow.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
Please discuss this with a relevant department head before finalizing the workflow.
| Sr. No | Checklist Parameter | Example |
|---|---|---|
1
Finance
Bill Accounting
Level 1
Create Bill
Accounts Clerk
2
Finance
Bill Accounting
Level 2
Create and Approve
Accounts Clerk
3
Finance
Bill Accounting
Level 3
Forward for Approval
Chief Accountant
4
Finance
Bill Accounting
Level 4
Verify the Bill
Chief Accountant
5
Finance
Bill Accounting
Level 5
Approval
Approver
1
Module
Text
64
Yes
The module indicates for which the user would be mapped for a specific module to perform the action
2
Service
Text
64
Yes
The service indicates the type of process which the user performs in a particular module
3
Workflow Level
Integer
2
Yes
The workflow level indicates when a process has executed the level at which the flow of the process in progress
4
Task
Text
64
Yes
The task refers to which state the action is in progress during the workflow
5
Job Description
Text
256
Yes
A short description provided for the role (Example: Designation of the Role)
1
Make sure that each and every point in this reference list has been taken care of
A workflow process is a series of sequential tasks that are carried out based on user-defined rules or conditions, to execute a business process. It is a collection of data, rules, and tasks that need to be completed to achieve a certain business outcome.
In DIGIT, workflow for a business process is divided into three units out of which two are completely configurable while the remaining is fixed and lays the foundation of the other two.
This is the first unit which defines the actions and their nature which are basically executed during the workflow process by the workflow actors. It plays the foundation and is configurable in nature as per the ground needs.
This is the second unit which defines the number of steps a workflow process may have and then trigger the creation role for each and every step with appropriate rights to perform a set of actions at each step. It is completely configurable.
This is the third unit which defines the workflow process including the steps, roles with actions and the present, next and previous state of a step/level of the workflow process. It is completely configurable.
Workflow action defined as an activity which is performed by a workflow user on a service request/ application during the workflow. All the workflow actions are predefined and performed a well-defined job once performed.
In its nature actions are not configurable, only the localization of actions is permissible as a configuration.
| S. No. | Action | Description | Module(s) |
|---|
Actions are standard and are not configurable, hence the template, data definition and standard procedure to fill the template are not needed. This page is created to provide the information and help the defined workflow process.
Not applicable
Not applicable
Not applicable
Not applicable
1 | Initiate | The action will start the application for citizen and CEMP | Trade Licenses, Property Tax, Building Plan Approval |
2 | Edit | Using this action the application can be opened in editable form and any changes can be performed | Trade Licenses, Property Tax, Building Plan Approval |
3 | Submit | This action will freeze the application from citizen or CEMP and proceed further for workflow | Trade Licenses, Property Tax, Building Plan Approval |
4 | Verify and Forward | This action will proceed application to the next stage of the workflow process and also assigns tasks to the next user in the workflow (if needed) | Trade Licenses, Property Tax, Building Plan Approval |
5 | Pay | This action will help to pay application fees | Trade Licenses, Property Tax, Building Plan Approval |
6 | Approve | This action will be the last stage of application workflow which will grant permission for a specific application | Trade Licenses, Property Tax, Building Plan Approval |
7 | Activate connection | This action will create a consumer no. against the application and demand generation can start | Water and Sewerage Charges |
8 | Reject | This action will reject the application, the application rejected can’t be processed further or with the help of it, citizens can not re-apply. He has to start a new application next time. | Trade Licenses, Property Tax, Building Plan Approval |
9 | Send Back | An actor can assign back the application to the previous state if any edits/changes are required | Trade Licenses, Property Tax, Building Plan Approval |
10 | Send Back to Citizen | An actor can assign back the application to the citizen if any edits/changes are required | Trade Licenses, Property Tax, Building Plan Approval |
11 | View | Anyone in the workflow can view the application and task details | Trade Licenses, Property Tax, Building Plan Approval |
12 | Comment | Comments can be recorded before any action is taken which can change the state of the application | Trade Licenses, Property Tax, Building Plan Approval |
13 | Download/ Print | Download/Print of any artefacts can be configured as per the requirement for application processing | All Modules |
14 | Forward | This action will not create any bill but will be forwarded to the next level review and approve | Finance |
15 | Create and Approve | In this action, the user who initiates the action can create and approve the bill. (Here there should a threshold amount to be set up) | Finance |
16 | Save | In this action, the approver can Save the bill before it is approved or rejected | Finance |
17 | Verify and Approve | This action will help the approver to approve the bill if he/she feels all the information is updated correctly | Finance |
18 | Reject | This action will help the approver to reject the bill if he/she feels all the information is not correct and may need further clarification. | Finance |
19 | Send back to Assistant | This action will help to send back the notification on the bill is rejected from the approver | Finance |
20 | Cancel | This action will help the approver to cancel the bill if he/she feels that the bill need to be rejected | Finance |
The workflow process is a set of steps through which information flows in sequence and the which derives the actors are assigned to a step to complete the work defined for that . The states of each level are derived based on the information received from the previous step.
| Sr. No. | Current State | Workflow Actions | Next State | Role Name | SLA |
|---|
Data given in the above table is sample data.
| Sr. No. | Column Name | Data Type | Data Size | Is Mandatory? | Definition/ Description |
|---|
Download the data template attached to this page.
Have it open and go through all the headers and understand their meaning of them by referring 'Data Definition' section.
Make sure all the headers, data type, field size and definition/ description are understood properly. In case of any doubt, please reach out to the person who has shared this document with you to discuss the same and clear out the doubts.
Start filling the data starting from serial no. and complete a record at once. repeat this exercise until the entire data is filled into a template.
Verify the data once again by going through the checklist and taking care of each and every point mentioned in the checklist.
The checklist is a set of activities to be performed once the data is filled into a template to ensure data type, size, and format of data is as per the expectation. These activities have been divided into 2 groups as given below.
This checklist covers all the activities which are common across the entities.
Please discuss this with a relevant department head before finalizing the workflow.
| Sr. No | Checklist Parameter | Example |
|---|
1 | Create and Approve | Approved | Assistant | NA |
2 | Forward | Pending for Approval | Assistant | NA |
3 | Pending for Approval | Verify and Approve | Approved | Supervisor | NA |
4 | Pending for Approval | Save | Pending for Approval | Supervisor | NA |
5 | Pending for Approval | Reject | Rejected | Supervisor | NA |
6 | Pending for Approval | Send Back to Assistant | Rejected for Review | Supervisor | NA |
7 | Rejected for Review | Forward | Pending for Approval | Assistant | NA |
8 | Rejected for Review | Cancel | Rejected | Assistant | NA |
1 | Current State | Text | 256 | Yes | The Current State indicates the stage at which the process of the workflow in progress |
2 | Action | Reference | 64 | Yes | The Action indicates the activity that can be performed at the respective stage in the workflow. This refers to Workflow Actions |
3 | Next State | Text | 256 | Yes | The Next State is the state in the workflow that gets updated to in the respective stage on performing the action. (Example: assigning the for approval from one person to next person) |
4 | Role Name | Reference | 64 | Yes | The role is the different hierarchy of people with designation who are authorized to initiate, approval or rejecting the process. It refers to Workflow Levels |
5 | SLA | Integer | 2 | No | The SLA indicates the time-frame within which the action to be completed |
1 | Make sure that each and every point in this reference list has been taken care of |