Melissa Seccariccia
posted this on August 10, 2011 16:53
Once the Request has been added to the case, the workflow is started. There are a number of ways to "work" a request, depending on the configuration of the request's workflow. Every request will include specific Milestones (Assignment, Result Entry, Draft Complete, Technical and Administrative Review), though there may be more Milestones that are specific to your organization. The following is just an example of a workflow that can be configured on a request. The actual workflow may differ.
Starting with an existing request:
Left-click on the Request to invoke the Request Menu. Options available will always include (provided the user has the appropriate permissions):
Add a Child Request
Edit Request
Delete Request
Cancel Request
Set Pending
Add Attachments
Workflow Milestone
View Report
Depending on what has been done on the request to date, you may see:
Assign Request
Examination
Draft Complete
Tech Review
Admin Review
These are the default workflow steps. Actual workflows may involve more or less steps than this. The default workflow starts with Assign Request. Click on this option to view a list of personnel who have the appropriate permissions to complete the analysis.
All permitted analysts will appear in the list for assignment. Next to their names, you may see a number in brackets. This denotes requests that are already assigned to the user. Click the '+' icon to view their current assignments.
Hovering over the request name in the Request Tab will bring up the details of this request.
Once the request has been assigned, the next step in a typical workflow is an examination. In this example, the examination is called "Internal Exam". In your workflow, the name of the Examination may differ. Left click on the request and select Internal Exam.
The results entry form for the Examination will open. Any fields denoted by a red asterisk are required. You cannot complete this step before entering a result in each required field. To save the result, click the Save button. To exit without saving, click Close. Once the result is final, click the Finish button to move to the next step in the workflow.
In this example, there is more than one examination involved in the workflow. The second Examination is called "Cause Manner Determination." Once again, the user is required to enter results for this examination before moving to the next step. Left click on the Request and select Cause Manner Determination.
Enter results into all appropriate fields. Click Finish.
The next step in this workflow is to mark the request Draft Complete. Depending on permissions, the analyst may be the only user that is able to mark the Draft Complete Step. Before performing this action it is advisable to view the Final Report, since this is what the user is essentially marking as being Draft Complete. To view the Final Report, left-click and select View Report. To mark the request Draft Complete, left-click and select Draft Complete Activity.
In order to verify the user that is marking the request Draft Complete, the user must enter their PIN. On some workflows, there may be a Milestone Checklist configured. If one is configured, the user must check all the boxes in the Checklist, or they will not be able to mark Draft Complete. In this example, there is no checklist, therefore the user is only required to enter their PIN. Click OK.
This workflow has two required reviews: Technical Review and Administrative Review. The technical review can only be performed by an analyst who did not enter results, nor mark the request draft complete. The Tech Review must first be assigned to an analyst or a group. Left-click and select Tech Review Activity to assign the Technical Review.
Similar to assigning the request, the Technical Review is assigned by selecting a user or group. Click Save.
The assigned technical reviewer must be logged into the application in order to mark a request as Tech Reviewed. After viewing all essential components of the request, including results, any attachment reviews, Final Report review, etc. the reviewer is ready to mark the request as having been reviewed. To complete the Technical Review, left-click and select Tech Review Activity. The dialog to enter the reviewer's PIN will open. The reviewer has two options - to either agree to mark the request as passing the Technical Review (clicking OK), or to Reject the Technical Review (clicking Reject). If the review is rejected, the Tech Review milestone is not reached, and the request will go back to the Examination workflow step. The Draft Complete step is also invalidated, and the analyst is required to review their findings and re-mark Draft Complete to comply with the Technical Reviewer's findings.
The Admin Review must first be assigned to an analyst or a group. Left-click and select Admin Review Activity to assign the Administrative Review.
Similar to assigning the request and the Tech Review, the Administrative Review is assigned by selecting a user or group. Click Save.
The assigned administrative reviewer must be logged into the application in order to mark a request as Admin Reviewed. After viewing all essential components of the request, including results, any attachment reviews, Final Report review, etc. the reviewer is ready to mark the request as having been reviewed. To complete the Admin Review, left-click and select Admin Review Activity. The dialog to enter the reviewer's PIN will open. The reviewer has two options - to either agree to mark the request as passing the Administrative Review (clicking OK), or to Reject the Administrative Review (clicking Reject). If the review is rejected, the Admin Review milestone is not reached, and the request will go back to the Examination workflow step. The Draft Complete step and the Technical Review step are also invalidated, and therefore the request must undergo both processes again before being eligible for Administrative Review.
In this example workflow, the Administrative Review is the last step in the process and the end result of this review passing is the request status changing to Released. Likely, at this point, the Final Report is created as a static document and is available to be distributed to clients.