# Chairman Approval Process

## Module Overview

The **Chairman** gives final decisions on major procurement cases—typically PC-I forms that have passed through **PDWP** meetings and been forwarded with an **Advice Letter**. The Chairman reviews the submission, meeting minutes, working paper, and advice recommendations, then **Approves** or **Defers** each scheme.

This guide explains the Chairman's experience from notification to final decision—what you see in the browser and every action you take.

---

## Navigation

The Chairman typically accesses work from:

1. **Notification bell** — alert: *PC-I forwarded for advice*
2. **PC Forms** list — rows showing meeting forward context
3. **Meeting Workspace** — meeting detail with linked PCs and document links

---

## How Records Reach the Chairman

### Standard Path

```
Submitter → Checker → Department Approver → P&D
    → Pre-PDWP / PDWP Meeting
    → MoM saved + co-signatures collected
    → Advice Letter edited
    → Forward for Advice to Chairman
    → Chairman notified
    → Chairman Approve or Defer
```

### What Forward for Advice Does

When the P&D organizer clicks **Forward for Advice to Chairman** on the advice letter:

1. Advice letter is saved with final recommendation text.
2. Chairman receives a **PC-I forwarded for advice** notification.
3. PC form row in **PC Forms** shows meeting forward label.
4. Links to **MoM**, **Advice Letter**, and **Working Paper** become available in the Details modal.

---

## Screen Overview — Chairman's PC Form View

### PC Forms List

| Element | Description |
|---------|-------------|
| **Scheme name** | Project under decision |
| **Status** | May show Forwarded to P&D or meeting-specific forward state |
| **Meeting forward label** | Indicates item came from PDWP advice |
| **Row click** | Opens full Details modal |

### PC Form Details Modal — Chairman Footer

When a record is forwarded for your advice, the modal footer shows:

| Button | Action |
|--------|--------|
| **Approve** | Record final approval with optional remarks |
| **Defer** | Return for correction with required remarks |
| **MoM link** | Open Minutes of Meeting preview |
| **Advice Letter link** | Open advice letter document |
| **Working Paper link** | Open working paper PDF |

---

## Step-by-Step: Reviewing a Forwarded Submission

### Step 1: Open the Notification

1. Click the **notification bell** in the header.
2. Find **PC-I forwarded for advice** (or similar Chairman advice alert).
3. Click the notification—it deep-links to the PC form or meeting.

### Step 2: Review Meeting Documents

Before deciding, open and read:

| Document | What to Review |
|----------|----------------|
| **Working Paper** | Full PC-I summary prepared for PDWP |
| **Meeting Notice** | Agenda context (if needed) |
| **MoM** | Deliberations and forum discussion per scheme |
| **Advice Letter** | P&D recommendation text forwarded to you |

Click each link from the Details modal or meeting page.

### Step 3: Review the PC Form

Scroll through all PC-I sections in the Details modal:

- General information and scheme linkage
- Cost estimates and financial phasing
- Justification and benefits
- Checklists and signatures

Compare MoM deliberations with form content—ensure conditions mentioned in the meeting are reflected.

### Step 4: Make Your Decision

#### To Approve

1. Click **Approve** in the modal footer.
2. The **Approve PC-I** dialog opens.
3. Enter **Remarks** (optional)—e.g., "Approved as recommended by PDWP."
4. Optionally **attach** a file.
5. Apply your **Signature** (draw, upload, or use saved signature from **Signature** settings).
6. Confirm **Approve**.
7. Status moves to **Approved** (completing the approval cycle when Chairman authority applies).
8. Submitter and P&D receive approval notifications.

#### To Defer

1. Click **Defer**.
2. Enter **Remarks** (required)—specific conditions or corrections needed.
3. Optionally attach instructions.
4. Apply **Signature**.
5. Confirm **Defer**.
6. Status → **Deferred**; submitter must correct and resubmit as **Modified**.

---

## Reviewing Recommendations

The **Advice Letter** states P&D's recommendation—typically:

- **Approval** recommended subject to conditions
- **Deferral** recommended
- **Modification** of cost or scope recommended

Your Approve/Defer action should align with or override these recommendations based on your judgment. If you Approve while disagreeing with a condition, state your position in remarks.

---

## Reviewing Meeting Outcomes

The **MoM** captures:

- Per-scheme deliberations
- Conditions raised by members
- Voting or consensus notes (as entered by organizer)

Use MoM as the official record of what the forum discussed. Your decision should not contradict MoM without explanation in your remarks.

---

## Approve, Return (Defer), and Reject

| User Term | System Button | Outcome |
|-----------|---------------|---------|
| **Approve** | Approve | Final approval recorded |
| **Return for correction** | Defer | Submitter must revise and resubmit |
| **Reject** | Defer | System uses **Deferred**—record can be resubmitted after correction |

There is no separate "Reject permanently" button in the standard Chairman modal—**Defer** returns the record to the submitter.

---

## Chairman Actions from Meeting Page

If you attend the PDWP meeting as Chairman, you may also act from the **Meeting detail** page:

1. Open the completed PDWP meeting.
2. Find the linked scheme row.
3. Click **Approve PC-I** or **Defer** directly on the meeting page.
4. Same remarks/signature modal applies.

Acting from the meeting page or PC Forms list produces the same outcome on the PC form status.

---

## Signature Requirements

Ensure your signature is configured before your first approval:

1. **User menu → Signature**
2. Draw or upload signature
3. Save

The approval modal uses your saved signature or lets you draw anew.

---

## Business Scenario: Chairman Approving a Proposal

**Background:** Highway PC-I approved by PDWP; advice forwarded Friday.

1. **Monday:** Chairman sees notification.
2. Opens PC Form Details; reads Advice Letter: "Recommend approval."
3. Opens MoM—confirms no dissenting conditions.
4. Skims Working Paper cost summary.
5. Clicks **Approve**; remarks: "Approved as per PDWP decision dated [date]."
6. Applies signature; confirms.
7. Scheme pill on Schemes page → **Approved**.

---

## Business Scenario: Chairman Returning a Proposal

**Background:** PDWP recommended approval but Chairman notices cost phasing error.

1. Chairman opens PC-I from notification.
2. Compares Step 9 phasing with Working Paper—figures mismatch.
3. Clicks **Defer**.
4. Remarks: "Financial phasing total does not match approved cost—correct and resubmit through P&D."
5. Applies signature; confirms.
6. Submitter notified; edits and resubmits **Modified** PC-I.

---

## Business Scenario: Forwarding Recommendations (P&D Side)

*For trainers covering the full chain—Chairman receives what P&D forwards:*

1. PDWP meeting completes; MoM co-signed.
2. P&D organizer generates Advice Letter for each scheme.
3. Clicks **Forward for Advice to Chairman** on each.
4. Chairman batch-reviews notifications over the week.
5. Approves four schemes; defers one for cost revision.

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## Document Status After Chairman Action

| Document | After Approve | After Defer |
|----------|---------------|-------------|
| **PC Form** | Approved | Deferred (editable by submitter) |
| **Advice Letter** | Locked with forward record | Forward record remains |
| **MoM** | Unchanged reference | Unchanged reference |
| **Working Paper** | Unchanged reference | Unchanged reference |

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## Tips for Chairman Users

- Always read the **Advice Letter** and **MoM** before the full PC form—they summarize the forum decision.
- Use **remarks** to document conditions even on approval—they become part of the official record.
- Set up your **Signature** once; reuse on every action.
- Use **Notifications → All** to catch any forwarded items if you missed the bell alert.

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*Previous: [Approval Workflow](12-Approval-Workflow.md) | Next: [Reports & Tracking](14-Reports-Tracking.md)*