Change Management

Work in Progress

Introduction

The Change Management module provides a structured approach to managing modifications to registry records. It ensures that all changes to records go through a proper approval process before being implemented, maintaining data integrity and providing an audit trail.

Features

• Change Request Creation: Users can initiate change requests for existing registry records

• Draft Record Management: System creates a copy of the original record for modification

• Document Upload: Support for uploading documents to substantiate changes

• Approval Workflow: Structured approval process with approver comments

• Change History: Complete audit trail of all changes and approvals

• Status Tracking: Clear visibility of change request status throughout the process

State

DRAFT

• Initial state when change request is created

• User can edit changes, reason, and supporting documents

• User can submit for approval

PENDING_APPROVAL

• Change request is submitted and waiting for approver review

• User cannot make further modifications

• Approver can approve or reject the change

APPROVED/PUBLISHED

• Change request has been approved by the approver

• Original record will be updated with draft data

• Change request is permanently closed

REJECTED

• Change request has been rejected by the approver

• Change request is closed

• User must create a new change request if needed

User Roles

Data Entry User

• Can view registry records

• Can initiate change requests

• Can edit draft change requests

• Can submit change requests for approval

Approver

• Can view pending change requests

• Can review change details, reasons, and supporting documents

• Can approve change requests

• Can reject change requests with comments

System Administrator

• Can view all change requests and their history

• Can manage user roles and permissions

• Can access audit logs

Workflow

Step 1: Change Initiation

• User navigates to a registry record

• User clicks "Request Change" button

• System opens change request form

Step 2: Change Request Creation

• User specifies what changes are needed

• User provides reason for the change

• User uploads supporting documents (if required)

• User saves the change request

• System creates change request record in DRAFT status

• System copies original record to draft table

Step 3: Submission for Approval

• User reviews the change request

• User clicks "Submit for Approval"

• System changes status to PENDING_APPROVAL

• System notifies approver of new change request

Step 4: Approval Process

• Approver receives notification

• Approver reviews change details, reason, and documents

• Approver has three options:

• Approve (triggers automatic publishing of draft to original record)

• Approve with comments (triggers automatic publishing of draft to original record)

• Reject with comments (closes the change request)

Step 5: Outcome

• If APPROVED: Draft record automatically overwrites the original record

• If REJECTED: Change request is closed, no changes made

• System maintains complete audit trail

• User receives notification of outcome