Budget Change Request

BCRWEB

1. Start

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

2. 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).

3. User Submits BCR (Activity A1)

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

4. 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.

5. 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.

6. 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.

7. 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.

8. End

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