BusinessPlus System/Nucleus
BusinessPlus System/Nucleus
Breadcrumbs

Budget Change Request

BCRWEB

  1. Start

  • The process begins when someone fills out and submits the Budget Change Request (BCR) Web Form.

  1. Set Instance Description

  • As soon as the workflow starts, it records a description for this particular request (for example, based on the "Batch ID" from the form).

  1. User Submits BCR (Activity A1)

  • The user enters the BCR details and submits the form.

  1. Approval Routing Begins

  • The system examines details in the BCR (such as department/unit codes) to decide how to route the request for approvals.

There are 2 main tracks:

A. County Track (If SetType = CTY)

  • Goes to County Department Head (Activity A2).

  • Department Head reviews and approves (or rejects).

  • If approved, the workflow proceeds to insert the information into the financial system.

B. School Track (If SetType is not CTY)

  • Activity A6 ("School Principals and Admin L1")

    • The request goes to the school principal or first-level school admin for approval.

  • Activity A8 ("School Admin L2")

    • If necessary, next-level school admin (L2) review and approve.

  • Activity A9 ("School Admin L3")

    • Some requests require a third-level admin (L3) to review and approve.

  • After final approval, the workflow proceeds.

  1. Error or Rejection Handling (side branches)

  • At any stage:

    • If something is wrong (e.g., data errors), the workflow jumps to an Error Handler.

    • If a request is rejected, the workflow notifies the user it was not accepted.

  1. Insert BCR Into Financial System (Activity A11)

  • Following approval, the workflow attempts to write all BCR data into the organization's financial or accounting system.

  • The workflow creates records for:

    • Batch Master

    • BCR Master

    • Justification details (Why the change?)

    • Detailed account lines (how funds/accounts are changing)

  • Error Handling: If something fails (a record can’t be inserted, etc.), the user is notified by email.

  1. Success or Fail

  • If everything works:

    • The status is set to "GOOD".

    • The workflow ends successfully.

  • If there are errors:

    • The status is set to "BAD".

    • The user is notified with error details.

    • The workflow ends.

  1. End

  • The process is complete, with all approvals, insertions, and notifications finished.