Build out RCA Approval Process

[dianamartin]

Build Notes

Update Object Table - Statuses

-[x] Added new Statuses

• Not Submitted
• Waiting for Review
• Waiting for AD Review
• Waiting for Director Review
• Ready to Submit
• Submitted to Legistar
• Correction Requested - email
• Agenda Ready
• Cancelled

Build out form rules to move to next reviewer

• [x] Added Approval Authority to reviews table
  • [x] Assistant Director
  • [x] Director

    Plan to update the reviews to have "Approval Authority" so that the form knows which status to move it to

Proposed Workflow

While PM is drafting the RCA - Status Not Submitted Assign to Division Manager for Approval - Status Waiting for DM Review - Email Notification to RCA team email Assign to Assistant Director - Status Waiting for AD Review Assign to Director - Status Waiting for Director Review Status - Ready to Submit - email Notification to RCA team email Status - Submitted to Legistar Gilda gets email notifications from Legistar when the RCA is approved Fiscal Notes from Finance can be added as Attachment

New Features

• [ ] Need a Comments section
• [ ] Ability to edit option to email PM with changes (Shared Mobility Services & Banners app as an example)

Other Details

• Resolutions will be added as an attachment
• Reviewed feedback items Gilda provided.
• Agreed to have a work session within a week. The stakeholders will create RCA's using actual data.

[dianamartin]

11/8/24

Create object table

• [x] Create comments object table
• [x] Create fields for table
  • [x] Comment ID
  • [x ] Created By
  • [x] Created Date
  • [x] Modified By
  • [x] Modified Date

    Create Comments feature in Details page

• [x] Created "Add Comments"
• [x] Created "Edit Comments"
• [x] Added "Email"
• [x] Added "Email To" (Connection to Accounts, after reading an article on how to add multiple users to email)
• Tested initially and the "Email" field only allowed me to enter one email address, so reviewed an article on sending to multiple users. However, did not want to sent to "All Users" as the article described, so I didn't include the JS code.
• Tested with new "Email To" field and sent to Patrick, Chrispin and myself and was surprised to see the email sent to all three of us!

Comment

Email

[dianamartin]

11/8/2024

• Worked on the approval process yesterday
• On My Reviews>Review Details
• I added "Approval Authority" to the Review form

  Expectations

• In the RCA Details page where you initially do a "Review Request" - if you sent it to a user with "Assistant Director" in their name, it would go to "Waiting for AD Review", else "Waiting for Review"
• In the "My Reviews" decision page, the user would identify themselves as their "Approval Authority"
  • If Assistant Director, and decision is "Approved" the status would automatically go to "Waiting for Director Review"
  • If Director, and decision is "Approved" the status would go to "Ready to Submit"

[stephaniemoorer]

@dianamartin

• On the Review Details page we are missing the Approval Authority for Division Manager

Just wondering - instead of having them make that selection can we capture the current approval level from the Current Reviewer field?

• On RCA 202411-0010 I added several comments with Yes for email but I did not receive a email actually I did receive these emails but they went into Quarantine

• On RCA 202411-0010 I reviewed and approved the RCA but on the My Reviews page this RCA does not move to Previously Reviewed it's still in Waiting for Your Review.

• Can we capitalize the F in Waiting for Your Review

• Can we add Division to the RCA Dashboard

[dianamartin]

11/13/24

• [x] Added "Approval Authority" choice for Division Manager

  When you select someone for the "Request Review" and select "Division Manager" (like your test account), the Current Reviewer did get changed to "Division Manager".

• I think I need to add a rule to the next reviewer..

  It's just when the user goes to the "My Reviews" page, and they have to select on a decision. I made a test record assigned to you, so you can see what it's like on your end and make some recommendations?

• [x] Capitalize the F in Waiting for Your Review

  I capitalized it, but I was following the same naming of that area as in the Finance and Purchasing system

• [x] Add Division field to the RCA Dashboard table

[dianamartin]

11/13/2024

• [x] Create new Test | Division Manager
• [x] Added new status "Waiting for DM Review"

Test record: 202411-0009

Recreate Steps

• Assign to DM
• Choose decision "Assign to Reviewer"
• Reviewer chosen
• RCA Status to update to "Waiting for AD Review"

[stephaniemoorer]

@dianamartin I approved the DTS Test RCA as Division Manager

• the Status did not update to Waiting for AD Review, Status is still Waiting For Review
• On the Dashboard the RCA did not move to Previously Reviewed still in the Waiting For Review table

I think I'm not clear on how the RCA will move through each approval level

I'm back to identifying the Approval Staff when the RCA is created - not sure the best way to describe it

[stephaniemoorer]

I changed the Request Review to Assistant Director the Status did not update