T&P Workflow Revisions

JIRA reference: FT-510

High Level Requirements

Who: System triggered event

What:

The T&P applications aren't FINAL after the Chancellor's recommendation. The UH President has the final approval the end of May. Currently the system gives the applicant back access to their shared drive and the committee recommendations when the application goes FINAL and they shouldn't get that access until after the President approves. This only applies to T/P applications, not Contract Renewals. Create a new step in the workflow between Chancellor Assessment and Final, which will be a holding spot of applications. A scheduled job will be scheduled via the admin screen when the President gives his approval.

See revised workflow diagram.

When:

• transition from ChancellorAssessment (114) to Awaiting President Approval (122)

Where:

• n/a

How:

Create a new State called "Awaiting President's Approval"

• ID: 122
• name: AwaitingPresidentApproval
• official_name: Under Review
• simple_name: Awaiting President Approval
• official_code: REVIEW

After Chancellor approves,

• modify state progression to transition to Awaiting President's Approval (122)
• Log the action 
  
  • transition to 122
• Google shared drive permissions
  • no changes

Create a quartz job that transitions applications to FINAL

• transition applications in state Awaiting President's Approval (122) to Final (115)

Questions/Ongoing Discussion with Functionals

Chancellor → applicant (Appeal?) 5 or 10 days like the TPRC neg → Appeal if Yes, President's Approval if No → FINAL

Should applicant be able to see her reviews at this state? No

Notifications of denial by the Chancellor are sent out from the campus immediately and the applicant has the ability to appeal; the electronic app should not automatically be sent to the Appeal state because the applicant may not want to appeal. So no email notifications will be sent out by the system to the applicant informing the applicant of the Chancellor's decision, whether it's positive or negative.

When the President approves, physical letters are mailed to the applicants informing them that the President approved their application.