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Work order is created for an approved estimate in order to award the work to CBO and then send it for the approval process. The approval process contains various workflow levels and states associated with those levels.
Work order preparation for a work by the Work Order Creator and then its verification and approval by other users (actors) in the workflow.
1
WORK ORDER CREATOR
Create
Search
View
Edit/ Re-submit
Submit
Reject
Junior Engineer/ Assistant Engineer
2
WORK ORDER VERIFIER
Search
View
Verify and Forward
Send Back
Executive Officer
3
WORK ORDER APPROVER
Search
View
Approve
Send Back
Send Back To Originator
Reject
Municipal Engineer
4
CBO ADMIN
Accept
Decline
Community based organization contact person (President/ Secretary)
1
Submit
Work Order Creator
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 Originator
<any roles having access>
<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
9
Accept
CBO Admin
Approved
Accepted
Accepted
10
Decline
CBO Admin
Approved
Pending for re-assignment
Declined
11
Edit/ Re-submit
Work Order Creator
Pending for re-assignment
Pending for verification
Re-submitted
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
Accept
Approved
7
UI design is going to be the same as the estimate workflow. Only the workflow states will be displayed as per the table given above.
1
Actions are configured based on role-action mapping.
2
Workflow states are defined as provided and the state transition is done accordingly.
Edit Work Order action is to be mapped with Work Order Creator.
It is configurable and can to mapped with other roles too on demand.
The work order which is in the workflow can only be edited.
Rejected, Approved, and Accepted work orders can not be edited.
Edit work orders allows the user to edit the below-given work order detail.
1
Work order number
Display Only
NA
Work order no.
2
Project ID
Display Only
NA
Project ID of the project.
3
Date of proposal
Display Only
NA
Date of the proposal from the project.
4
Project name
Display Only
NA
Project name
5
Project description
Display Only
NA
Project description
6
Project Details
Tab
Displayed as per view project details.
7
Estimate Details
Tab
Displayed as per view estimate details.
8
Work Order Details
Tab
9
Name of CBO
Drop-down
Y
The name of the CBO from the organization master maintained at the ULB level. The name is searchable in the drop-down.
10
CBO ID
Display
Y
The CBO ID from the organization registry.
11
Role of CBO
Drop-down
(Auto- selected)
Y
The role of the CBO is decided based on the estimated amount. It is configurable in the system.
IP (Implementation Partner) - If the estimated cost of the works is more than Rs.15 Lakhs
IA (Implementation Agency) - If the estimated cost of the works is up to Rs.15 Lakhs
12
Name of the officer in-charge
Drop-down
Y
The drop-down values are population based on the role assigned. The name is searchable in the drop-down. Name + Designation
13
Designation of officer in-charge
Display
Y
Displayed from the EIS/User’s record saved in the system.
14
Project completion period
Numeric
Y
Number of days work to be completed.
15
Work order amount
Read Only
Y
Total estimated cost of the selected work.
Relevant Documents
Sections
16
BOQ
File Attachment
Y
Allows single file, not greater than 5 MB. Files can be of type doc, xls, pdf, jpg.
17
Labour Analysis
File Attachment
Y
Allows single file, not greater than 5 MB. Files can be of type doc, xls, pdf, jpg.
18
Material Analysis
File Attachment
Y
Allows single file, not greater than 5 MB. Files can be of type doc, xls, pdf, jpg.
19
Terms and conditions
File Attachment
Y
Allows single file, not greater than 5 MB. Files can be of type doc, xls, pdf, jpg.
20
Others
Textbox
N
To capture the file name
21
File Attachment
N
To attach the file file the name entered above in the textbox.
Once the work order is edited, it is re-submitted for approval using the Submit action button.
Not applicable.
Based on the logged-in user role, a workflow pop-up window is displayed on submit.
Work Order Creator
Submit pop-up window
Work Order Verifier
Verify and Forward pop-up window
Approver
Approval pop-up window
On respective workflow action, changes get saved and the work order is forwarded to the next user in the workflow.
On Cancel, the pop-up window gets closed and the action gets cancelled.
Accordingly, the messages are shown.
<To be updated>
1
Role-based access based on configuration.
2
The work order which is in the workflow can only be edited.
3
The work order is opened in editable mode.
4
The details given in the table can be edited by the user.
5
On Submit, the work order is again forwarded to the next user for approval.
Inbox for Employees
Employees
Inbox page for employees to be developed duly taking care of the MUKTA branding aspect.
The inbox of employees is divided into 4 sections.
Menu Title
Product Name
Menu Links
Create Work Order - It will take the user to the search estimate page.
Search Work Order - It will take the user to search work order.
Search Parameters
Work order number
Project ID
Project type
Filters
Assigned to me - It displays the work orders in the inbox which are assigned to the logged-in user.
Assigned to all - Selected by default, It displays the work orders in the inbox which are pending for action of role(s) logged-in users have.
Ward - Multi-select
Locality - Multi-select
Workflow state - state of the workflow of the work order.
Result Display Area
Work order number
Project name
CBO name
Assignee
Workflow state
Work Order Amount
SLA days remaining
It should be a DIGIT standard Inbox that allows to configure based on a request from the implementation.
Not applicable.
Not applicable.
Menu links and Search, Filter apply and Numbers h.yperlinks.
Not applicable.
1
It should be a service-wise inbox for all the employee users.
2
Following the DIGIT standard inbox design.
Hence for Work Order Creator, the On Submit pop-up window is opened to capture the below-given details.
Assignee name- Drop-down - Non Mandatory - The next user in the workflow i.e. work order verifier hence the employees having the role Work_Order_Verifier are displayed in drop-down with the Name and Designation. E.g. Suresh K working as Junior Assistant Executive Engineer and having the role of work order verifier will be displayed ‘Suresh K - Assistant Executive Engineer’.
Comments - Text area - Non-Mandatory - In case any comments to be added.
Forward - Action Button
Cancel - Action Button
On Forward,
The pop-up window is closed, a toast success message is displayed and the view work order page is refreshed.
The action menu is loaded according to the role-action mapping of the currently logged-in user.
The work order is forwarded to the next user in the workflow and shown in its inbox.
The workflow state changes accordingly and timelines show the current state of the estimate.
Work order is removed from the currently logged-in user’s inbox.
Submit/ Forward
Work Order Creator
Pending for verification
Submitted
Re-submit/ Forward
Work Order Creator
Pending for correction
Pending for verification
Re-submitted
On cancel, a pop-up window is closed, toast cancel message is displayed on the view work order page.
Toast Success Message:
The work order is forwarded successfully.
Failure Message:
Forward of work order failed.
Toast Cancel Message:
Action is cancelled.
Not applicable.
Not applicable.
1
On submission, the application is forwarded to the next user in the flow.
2
The pop-up window gets closed and the application page is refreshed. A toast success message is displayed.
3
On cancel pop-up window is closed. A toast cancel message is displayed.
4
Workflow states change and based on the role the existing user has view work order page refreshes.
Verify and forward the work order to the next workflow user.
Employees
The Verify and Forward action is provided with a pop-up window to capture the below-given details.
Assignee name- Drop-down - Non Mandatory - The next user in the workflow i.e. Approver, hence the employees having the role Work_Order_Approver are displayed in drop-down with the name and the designation. E.g. Mahesh K working as EO and having the role of Work_Order_Approver will be displayed as ‘Mahesh K - Executive Officer’.
Comments - Text area - Non-Mandatory - In case any comments to be added.
Attach Supporting Document - Non-Mandatory - Any document to be uploaded as a supporting document.
Verify and Forward - Action Button
Cancel - Action Button
The pop-up window is closed, toast cancel message is displayed on the view work order page
On Verify and Forward,
A pop-up window is closed, the toast success message is displayed and the view work order page is refreshed.
The action menu is loaded according to the role-action mapping of the currently logged-in user.
The work order is forwarded to the next user in the workflow and shown in its inbox.
The workflow state changes accordingly and timelines show the current state of the work order.
Work order is removed from the currently logged-in user’s inbox.
Toast Success Message:
The work order has been forwarded successfully.
Failure Message:
Verification of work order failed.
Toast Cancel Message:
Action has been cancelled.
Not applicable.
For approval of work order.
Employees
For the approval of the work order, action Approve is provided and the below given detail is captured in a pop-window on approval.
Comments - Text area - Non-mandatory
Attach Supporting Document - Document upload - Non-mandatory
Approve - Action Button
Cancel - Action Button
On Approve,
The work order is approved.
Approve pop-up window is closed, a toast success message is displayed and the view work order page is refreshed.
Workflow timelines are displayed accordingly.
Workflow state changes as given below.
On cancel, the toast cancel message is displayed.
Toast Success Message:
Work order has been administratively approved successfully.
Failure Message:
Approval of work order is failed.
Toast Cancel Message:
Action has been cancelled.
SMS to the Work Order Creator
Work Order <work order no.> for the project <projectname> of the location <location> has been approved and sent to <CBOName> for acceptance. For more detail please login to MUKTASoft to view the estimate details.
SMS to the CBO
Dear <contactpersonname>, <organisationname> has been chosen as the <IA/IP> for the project <project name>. Please accept the work order <WO_NUMBER> before <duedate> to avoid auto cancellation. To login please click on <Organization Login URL>.
Reject the work order.
Employees
To reject the work order, action is provided to capture the below-given detail and reject the work order.
Comments - Text area - Mandatory
Attach Supporting Document - Document upload
Reject - Action Button
Cancel - Action Button
On Reject,
The pop-up window is closed, toast reject message is displayed.
The work order page is refreshed. No actions are enabled for the rejected work order.
The work order creator is informed about the rejection of the work order through SMS notification.
Workflow state changes as given below.
3. On cancel, a toast cancel message is displayed on the view work order page.
Toast Success Message:
Work order has been rejected successfully.
Failure Message:
Rejection of work order is failed.
Toast Cancel Message:
Action has been cancelled.
SMS to the creator’s mobile
Work order <work order no.> for the project <project name> of the location <location> has been rejected by <username+designation>. For more detail please login to MUKTASoft to view the work order details.
Generate a pdf copy of the work order.
Employees
The Work Order PDF has 6 main sections.
Header - Municipality Info and Work Order No. and Amount.
Work order is addressed to either JE/AE or CBO.
The subject section
The content of the work order body
The work order issue detail
Footer - Terms and Conditions
Conditions
In case the CBO role is defined as the Implementation Agency
The work order is addressed to CBO only.
<Officer Incharge/ CBO> ---> <CBO Name>
<Implementation Agency/ Implementation Partner> ---> <Implementation Agency>
In case the CBO role is defined as Implementation Partner
The work order is addressed to JE and CBO both, JE’s name comes first.
<Officer Incharge/ CBO> ---> <Officer In-charge Name>
<Implementation Agency/ Implementation Partner> ---> <Implementation Partner>
Other variables -
SLA Days - maximum days are given to CBO to accept the work order.
Due Date - Work order approval date + SLA Days
Work Order Verifier
Pending for verification
Pending for approval
Verified
1
Verify and forward pushes the work order to the next user in the flow.
2
The pop-up window is closed and the view work order page is refreshed. A toast success message is displayed.
3
Workflow states change, and based on the existing role the user can view the work order page on refresh.
4
On cancel pop-up window is closed. A toast cancel message is displayed.
Work Order Approver
Pending for approval
Approved
Approved
1
On approve, work order workflow state changes accordingly.
2
On approve, notification is sent to work order creator.
<the role having access of reject action>
<Current State>
Rejected
Rejected
1
On reject, the work order is rejected and the workflow state/status changes accordingly.
2
No further actions can be performed on a rejected work order.
3
Notification is sent to the work order creator.
1
Design should be as per Figma.
2
Conditions are fulfilled.
Search a work order by various ULB Employees/ users.
Employee
Role: Work Order Creator, Work Order Verifier, Work Order Approver.
Search Work Order- It has to be configurable and is mapped with a role on demand.
Search Work Order is provided to allow the users to search for a work order and view its details.
1
Ward
Drop-down
Auto-complete, matching search. The values populated from ward boundary master data.
2
Project type
Drop-down
Project type masters value
3
Project name
Textbox
Project name
4
Work order number
Textbox
Work Order number, unique identification no.
5
Status
Drop-down
Workflow state of a work order.
6
Created From Date
Date Picker
Work Order creation date.
7
Created To Date
Date Picker
Work Order creation date.
At least one parameter is required to perform the search.
The date range From Date/ To Date is considered one parameter.
An exact search is performed for the values entered/selected except the project name.
For project name fuzzy search to be enabled.
In case multiple parameter values are supplied AND are applied for searching record.
The search result is shown as given below.
1
Work order number
Display Only
A hyperlink to open the work order in view mode.
2
Project name
Display Only
Project name with project description displayed as tool-tip on mouseover
3
Name of CBO
Display Only
Name of the organization to whom Work Order is awarded.
4
Role of CBO
Display Only
Role of CBO, IA/IP
5
Location
Display Only
Locality name along with ward name. (Locality + Ward)
6
Status
Display Only
Workflow status of the work order.
7
Work order amount
Display Only
Total WO amount.
At least one parameter is required to perform the search.
Search - To search the result upon supplying the values of the parameters.
Clear Search - To clear the search parameters supplied.
Not applicable.
1
At least one parameter is required to perform the search.
2
Search results are displayed on matching records found else no record found message is displayed.
3
Pagination is applied if more than 10 records are found.
Send the work order back to the previous user in the workflow.
Employees
Send Back action is provided with the below details to be captured.
Comments - Text area - Non-mandatory - It is provided to add any remarks/instructions to be passed on to the previous user in the workflow.
Attach Supporting Document - Document upload - Non-mandatory - In case any documents are to be attached.
Send Back - Action Button
Cancel - Action Button
On Send Back,
The pop-up window is closed, and a toast success message is displayed.
The view work order page is refreshed and the action menu is loaded according to the role of the logged-in user.
The work order is sent back to the previous user’s inbox.
Workflow states change as per the flow.
Work Order Verifier
Pending for verification
Pending for correction
Sent Back
Work Order Approver
Pending for approval
Pending for verification
Sent Back
On cancel, the toast cancel message is displayed on top of the view work order page.
Toast Success Message:
Work order has been sent back successfully.
Failure Message:
Sending back of work order is failed.
Toast Cancel Message:
Action has been cancelled.
Not applicable.
1
On send back, the pop-up window is closed and a toast success message is displayed. The view work order page is refreshed.
2
The work order is sent back to the previous user in the workflow and the workflow timeline gets updated.
3
Workflow state changes based on the role as mentioned in the story above.
4
On cancel, the pop-up window is closed and a toast cancel message is displayed.
Send the work order back to the originator’s inbox for any correction required.
Employees
It is provided to send the work order back to the originator’s inbox for any correction required. Below given detail is captured.
Comments - Text area - Non-mandatory - It is provided to add any remarks/ instructions to be passed to the originator of the work order.
Attach Supporting Document - Document upload - Non-mandatory - In case any documents are to be attached while sending the work order back to the originator.
Send Back - Action Button
Cancel - Action Button
On Send Back -
The pop-up window is closed and a toast success message is displayed.
The view work order page is refreshed and the actions menu is loaded according to the role the logged-in user has.
The work order is placed into the work order creator’s inbox.
The ‘Edit Work Order’ option is provided to Work Order Creator to edit the work order and attached the new documents files and Re-submit it.
Workflow state changes as given below.
<roles having access to send back to originator>
<Current Status>
Pending for correction
Sent Back
On cancel, the pop-up window is closed, toast cancel message is displayed on the view work order page.
Toast Success Message:
Work order has been sent back to the creator successfully.
Failure Message:
Sending back of work order is failed.
Toast Cancel Message:
Action has been cancelled.
Not applicable.
1
The work order is moved to Work Order Creator’s inbox.
2
Work Order Creator- Edit Work Order action is enabled to edit the work order.
3
Workflow state changes as mentioned in the ticket.
Once an estimate is prepared and approved, the next step is to award the work to a contractor, to decide the various methods used like Tendering, Quotation and Nomination. Once a contractor is decided a work order is created in the favor of the contractor.
In MUKTA, it is a nomination method to decide a CBO (community-based organization) and then the work order is created in the name of that organization.
Create Work Order
Search Estimate → View Estimate → Create Work Order.
Employee
Role: Work Order Creator
CBO to whom the work is awarded is decided offline and then the work order is created in the name of CBO.
Create Work Order form is developed as per the UI design provided and the attributes listed below.
To create the work order estimate is searched and opened to view the details. From the action menu Create Work Order is selected.
#
Field
Data Type
Required
Description
1
Project ID
Display Only
NA
Project ID of the project.
2
Date of proposal
Display Only
NA
Date of the proposal from the project.
3
Project name
Display Only
NA
Project name
4
Project description
Display Only
NA
Project description
5
Work Order Details
Tab
6
Name of CBO
Drop-down
Y
Organization type community based organization from the organization master maintained at the ULB level are only allowed.
Only Active organizations and the organization valid to date is above work order created date are listed under drop-down or allowed to search.
The name is searchable in the drop-down and search is start with min 3 characters has to be entered.
Search is performed for the CBOs registered within the ULB.
7
CBO ID
Display
Y
The CBO ID from the organization registry.
8
Role of CBO
Drop-down
(Auto- selected)
Y
The role of the CBO is decided based on the estimated amount. It is configurable in the system.
IP (Implementation Partner) - If the estimated cost of the works is more than Rs.15 Lakhs
IA (Implementation Agency) - If the estimated cost of the works is up to Rs.15 Lakhs
9
Name of the officer in-charge
Drop-down
Y
The drop-down values are population based on the role assigned.
The name is searchable in the drop-down with min 3 characters entered. Name + Designation;
Search is performed within the employees having the role OFFICER_IN_CHARGE.
10
Designation of officer in-charge
Display
Y
Displayed from the EIS/User’s record saved in the system.
11
Project completion period (in days)
Numeric
Y
Number of days work to be completed.
Min Value: 1 day.
12
Work order amount
Read Only
Y
Total estimated Amount - Overhead Amount (Sum of all which are not a work value)
13
Labour and Material Analysis
14
Labour Analysis
View Document
Y
The labour analysis file attached to estimate to be displayed here.
15
Material Analysis
View Document
Y
The material analysis file attached to estimate to be displayed here.
16
Relevant Documents
Sections
17
BOQs
File Attachment
Y
Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
18
Terms and conditions
File Attachment
N
Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
19
Others
Textbox
N
To capture the file name
20
File Attachment
N
To attach the file file the name entered above in the textbox.Allows single file, not greater than 5 MB. Files can be of type doc,docx, xls,xlsx pdf, jpg.
21
Terms and Conditions
Tab
22
Description
Alphanumeric
N
Grid of textbox to enter the terms and conditions as bulleted list.
Field-level validations as mentioned in the attribute tables.
Organization-type community-based organizations from the organization master maintained at the ULB level are only allowed.
Only Active and Valid To >= Work Order Created Date, organization are listed under drop-down or allowed to search. The organization with the status “Inactive” and “Debarred” are not listed irrespective of valid to date.
The minimum value for the work completion period should not be less than 1 day.
The Role of CBO drop-down is selected automatically by the system based on the configuration provided.
IF the total estimated amount <=15 lakhs THEN the Role of CBO = IA AND the role can be changed by the user.
IF the total estimated amount is >15 lakhs THEN the Role of CBO = IP AND the role can not be changed by the user.
The amount limit deciding the role of CBO should be configurable. At present it is 15 lakh.
The stories for configuring the workflow are given separately.
On Submit
Submit workflow opens a pop-up window with the Forward option.
The work order record is saved into the system and the workflow state changes to Pending for verification.
The Work Order No. is generated in a specified format, if it is a direct submission.
Format for Work Order No. is WO/FY/<6digitrunningno.>. Example: WO/2022-23/000051
6 DIGIT running sequence number is reset to 1 with the start of the new FY.
The work order is available to download in PDF as per the given format. There will be a separate ticket for PDF download.
On cancel, the action is cancelled.
On successful forward the Success Page is displayed else the Failure Page is displayed.
Not applicable.
1
The role of CBO is decided based on the logic provided.
2
On Forward, the work order is forwarded to the next user.
3
The work order number is generated as per the specified format.
4
On successful forward Success Page is displayed else Failure Page is displayed.