# Approval Workflow

## Module Overview

Every PC form moves through a defined **approval workflow** from the moment a department submitter clicks **Submit** until the record reaches **Approved** status—or returns as **Deferred** for correction. Different staff act at each stage: **Submitter**, **Checker**, **Department Checker (Approver)**, and **P&D Approver**.

This guide explains what each role sees, what actions they take, and how records move forward or return backward—all from what you experience in the browser.

---

## Workflow Overview Diagram

```
Draft
  ↓ Submit
Forwarded for Checking  →  Checker: Approve or Defer
  ↓ Approve
Forwarded for Approval  →  Department Approver: Approve or Defer
  ↓ Approve
Forwarded to P&D  →  P&D Approver: Approve or Defer
  ↓ Approve
Approved

At any stage: Defer → Submitter edits → Resubmits as Modified → re-enters workflow
```

**Note:** Some schemes skip the department approval stage if not configured—after checker approval, the form may go directly to P&D.

---

## Status Labels Reference

| Status | Who Acts Next |
|--------|---------------|
| **Draft** | Submitter (edit and submit) |
| **Forwarded for Checking** | Checker |
| **Forwarded for Approval** | Department approver |
| **Forwarded to P&D** | P&D approver |
| **Approved** | No action—complete |
| **Deferred** | Submitter (correct and resubmit) |

---

## Submitter Workflow

### Creating Records

1. **Schemes** — confirm correct scheme UID/ADP.
2. **PC Forms → Generate PC** — select PC type.
3. Complete wizard steps; **Save as Draft** as needed.
4. **Submit** on Signatures step.

### Editing Records

- **Draft:** Full edit access.
- **After Submit:** Read-only until **Deferred**.
- **Deferred:** Edit reopens; row shows **Modified** label after save.

### Saving Drafts

- Click **Save as Draft** on any wizard step.
- Draft appears in PC Forms list with **Draft** status.
- Schemes page shows progress pill (not N/A once created).

### Uploading Documents

- Attach PDFs, images, Office documents on fields with attachment icons.
- Annexures on rich text fields accept images; main attachments accept PDF/DOC/XLS.

### Submitting Records

1. Complete all required fields and checklists.
2. Complete **Prepared By** and checker assignments on Signatures step.
3. Click **Submit**.
4. Status changes to **Forwarded for Checking**.
5. Notification sent to assigned checker.

### Tracking Status

- **PC Forms list** — Status column.
- **Schemes page** — PC status pill.
- **Notifications** — approval and return alerts.
- **Dashboard** — aggregate counts.

### Responding to Observations (Deferral)

1. Open notification or find **Deferred** row.
2. Open PC Form Details modal—read deferral **remarks**.
3. Click **Edit**; go to sections mentioned in remarks.
4. Correct data; **Save as Draft**.
5. **Submit** again.

### Resubmitting Records

- After resubmit, status returns to **Forwarded for Checking** (or appropriate stage if partial re-review is configured).
- **Modified** label indicates this is a resubmission after deferral.
- Optional: checker may tick **Hold Pre-PDWP meeting again** when deferring PC-I to force new Pre-PDWP after resubmission.

---

## Checker Workflow

### When You Receive Work

- Status: **Forwarded for Checking**
- Notification: new PC form awaiting your review
- PC Forms list filtered to your queue (if filter available)

### Reviewing Submissions

1. Open **PC Forms**.
2. Click the forwarded row.
3. Scroll through **every section** in the Details modal.
4. Compare figures with department submissions and scheme data.
5. Open **Cover PDF** or **Working paper** if needed.

### Viewing Details

- Full read-only view of all wizard steps.
- Approval history shows prior actions if any.
- Attachments downloadable from fields.

### Adding Observations (Defer)

1. Click **Defer**.
2. Enter **Remarks** (required)—be specific: cite step numbers and fields.
3. Optionally attach a marked-up PDF.
4. Apply **Signature** (draw or saved).
5. For PC-I: optionally check **Hold Pre-PDWP meeting again after modified PC-I is resubmitted**.
6. Confirm **Defer**.
7. Submitter notified; status → **Deferred**.

### Forwarding Records (Approve)

1. Click **Approve**.
2. Optionally add remarks and attachment.
3. Apply signature if prompted.
4. Confirm.
5. Status advances:
   - To **Forwarded for Approval** (department stage), or
   - To **Forwarded to P&D** if no department stage, or
   - To **Approved** if you are the final checker in a short chain

**Multiple checkers:** Some forms require two or more checker approvals (`Checker 1`, `Checker 2`). Each must approve before the form advances.

---

## Department Checker / Department Approver Workflow

### When You Receive Work

- Status: **Forwarded for Approval**
- Listing note: *"You see PCs only after required checker reviews are complete."*
- Only PCs for schemes in **your department** appear.

### Reviewing Submissions

Same as checker—open Details modal, review all sections, verify department-specific content.

### Department Validation

Confirm:

- Department name and executing agency match official records.
- Plan provision aligns with ADP allocation.
- Signatures and checklists are complete.

### Returning Records (Defer)

Same **Defer** modal as checker—required remarks, optional attachment, signature.

### Forwarding Records (Approve)

**Approve** → status moves to **Forwarded to P&D** for P&D review.

---

## P&D Approver Workflow

### When You Receive Work

- Status: **Forwarded to P&D**
- **Working paper** column active—Generate / View

### Reviewing Records

1. Open PC form Details modal.
2. **Generate Working Paper** if not yet created.
3. Review cost, justification, climate, and checklist sections.
4. Cross-check with **Schemes** financial data.

### Requesting Meetings

If forum decision needed:

1. Open **Meeting Workspace**.
2. Create **Pre-PDWP** or **PDWP** meeting.
3. Link the PC form to agenda.
4. Generate notice and working papers.
5. Hold meeting before final P&D approve/defer on contentious items.

### Approving Records

1. Click **Approve** on PC Forms list or meeting page.
2. Optional remarks and attachment.
3. Signature if required.
4. Status → **Approved**.
5. Schemes pill updates to **Approved**.

### Returning Records (Defer)

Same deferral process—submitter corrects and resubmits.

### Forwarding to Chairman

P&D does not always final-approve at desk—major PC-I decisions go through:

1. PDWP meeting → MoM → Advice Letter.
2. **Forward for Advice to Chairman** (see [Chairman Approval Process](13-Chairman-Approval-Process.md)).

Chairman approval may complete the approval cycle from the Chairman's action.

---

## Approve vs Defer — User Interface

Both actions open modals from:

- PC Forms **Details modal** footer
- Meeting detail page (per linked PC)

| Action | Button Color | Required |
|--------|--------------|----------|
| **Approve** | Green outline | Signature often required |
| **Defer** | Red outline | Remarks required; signature required |

**Important:** The system displays **Defer**, not "Reject." Deferred records can be corrected and resubmitted.

---

## Business Scenarios

### Scenario: Happy Path PC-I

1. Submitter submits PC-I.
2. Checker approves (day 2).
3. Department approver approves (day 3).
4. P&D generates working paper, approves (day 5).
5. Status **Approved**; Pre-PDWP scheduled separately if needed.

### Scenario: Return PC-II for Correction

1. Checker defers PC-II: "Climate assessment missing CARA reference."
2. Submitter notified; edits Step 3; resubmits **Modified**.
3. Checker re-reviews; approves.
4. Workflow continues.

### Scenario: P&D Defers Pending Meeting

1. P&D receives PC-I with cost overrun vs PC-I original.
2. Defers: "Revise cost phasing; bring to Pre-PDWP."
3. Submitter revises; resubmits.
4. P&D schedules Pre-PDWP; meeting outcome recorded; P&D approves.

---

## Notifications Cross-Reference

Each workflow step triggers notifications—see [Notifications & Status Monitoring](15-Notifications-Status-Monitoring.md):

- Forward to checker → checker notified
- Approve → next approver notified
- Defer → submitter notified
- Forward for Chairman advice → Chairman notified

---

*Previous: [Meeting Management & MoM](11-Meeting-Management-MoM.md) | Next: [Chairman Approval Process](13-Chairman-Approval-Process.md)*