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

Change Request Interfaces

There would be multiple entry points through which a registry record change or addition might be requested. It can be mainly categorized into two channel.

  1. Odoo based channels

    • Social Registry Admin: Direct UI within Odoo

    • CSV/Excel Import: Bulk import with change request generation

    • Agent Portal: Field agent interface within Odoo

    • ODK Import: Mobile data collection integration

  2. API based channels

    • Self-Service Portal: External web interface

    • External Systems: Third-party integrations

    • DCI interfaces: API's exposed as per the DCI specifications

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