Task based update - technical details (CORE-MIS)

Proposed solution is based on Patrick’s approach for workflows.

We need to provide a generic way to handle changes in entities. Workflows should be accessible from one place and created with signals on backend site of application.

All modules should be able to make contributions to main Tasks Page. There will be 2 types of users interacting with the tasks: Administrator and Executor. Task Administrator is responsible for managing what users can work on certain tasks. Task Executor is person responsible for finishing the task. They can be either group or single person (for simplification we can assume that it’s always a group).

Proposed flow of tasks (for data update in coreMIS beneficiary):

Open

In this scenario Tasks are defined on backend and triggered on specific actions.

User Interface

We will need two new views for the tasks implementation: one for the administrator and second one for the executor.

Task Executor’s view

Task executor’s view serves as a point in which user can check theirs tasks and complete/fail them accordingly. Search criteria are used to filter on standard task fields (mentioned later on in this document).

Source is a module from which given task is coming from (can be SocialProtection, Claims or others).

Type represents type of task that is listed. For instance, it could be BeneficiaryUpdate, BeneficiaryGraduate, ReportReview or BatchExecution.

Entity informs about what object is being changed (specific individual, beneficiary, etc.)

Preview is an action allowing user to check how task affects the state. In case of beneficiaryupdate it could display modal explaining what changes will be applied.

Approve/Reject allows user to either complete or fail given task. If task is fully completed then proper action is triggered on backend.

Open

Task Administrator View

This view shows all existing tasks in the openIMIS application. It is a low level placeholder to which other modules can contribute to. In graphic below Benefit Plan Tasks is a contribution from SocialProtection module. Most of the entities is similar to ones in “My Tasks” view.

Benefit Plan is a specific entity.

Assignee is group of users that are authorized for completing the task. Task executioner groups should have assigned approval policies which determine when given task is considered finished by the group. It could be: at least one approval, approval threshold, all members approval

Status represents current state of the task. According to the FHIR standard and our current needs we should have following states:

• Received - when new tasks appears in the system

• Accepted - when task is assigned to the executioner

• Completed - when changes were approved by executioner

• Failed - when changes were not approved

Entities

Stories

1. Story 1 - Task Creation: As a system, when a certain event is triggered, I want to create a new task so that the corresponding workflow can be started.

2. Story 2 - Task Management: As a Task Administrator I want to have access to all tasks I’m eligible to manage (e.g. BenefitPlanTasks).

3. Story 3 - Task Assignment: As a Task Administrator I want to assign specific tasks to previously defined user groups.

   1. ALT: As a system, when a new task is created, I want to assign it to a user or group based on predefined rules so that the task can be executed by the appropriate party.

4. Story 3 - Task Execution: As a task executor, I want to see only the relevant information for the entity page and be able to validate information as necessary so that I can complete the task without confusion or errors.

5. Story 4 - Task Completion: As a task executor, when I finish a task, I want to update its status so that the system can determine the next steps in the workflow.

6. Story 5 - Workflow Progression: As a system, when a task is completed, I want to determine the next steps based on the current workflow implementation and status so that the workflow can progress smoothly.

7. Story 6 - Group Management: As a Task Administrator I want to create/update/delete group of task executioners that can be assigned to specific tasks.

Use Cases

Use Case 1 - Task Creation:

Actor: System (Triggered By Event or Mutation)

Trigger: Action in the system. (e.g. User Uploading Data / New Request in API)

Preconditions:

1. TaskCreation action is listening to event.

Main Flow:

1. The user performs certain action in the system.

2. The event attached to this action is triggered

3. TaskReceiver binded to the event gets new action

4. New Task object is created with status RECEIVED

5. Task is saved in storage

6. New Task appears under “My Tasks” view for certain Task Administrators

Extensions:

N/A

Postconditions:

1. The task is created.

2. Task Admin can assign task to group.

Use Case 2 - Task Assignment:

Actor: Task Admin (User)

Trigger: New task was added to the system

Preconditions:

1. Task Admin has access to manage certain task

Main Flow:

1. Task Admin goes to the “Tasks” view

2. Under specific extension point tasks (like Benefit Plan) Task Admin selects a group of users that will work on given task from the list of groups.

3. Status of the task changes to ACCEPTED

Postconditions

1. Group of executioners that had task assigned to them can see new task under “My Tasks” view

Extensions:

Tasks could be automatically assigned to the groups based on rules

1. New task is saved in the system.

2. TaskCreate event is triggered

3. Based on criteria task is assigned to one group

Alternative Flow - Task Rejected :

1. Task Admin goes to the “Tasks” view

2. Task Administrator doesn’t approve the task and changes status to REJECTED

Use Case 3 - Task Execution:

Actor: Task Executor (User)

Trigger: Task was assigned to the group of users

Preconditions:

1. Task Executor user belongs to the group that has task assigned to them

Main Flow:

1. Task Executioner goes to “My Tasks” view.

2. Task Executioner reviews the task.

3. Task Executioner open “Preview” that shows them edited entity.

4. Task Executioner Accepts the changes.

5. Task status is changed to COMPLETED

6. Trigger for specific status completion is invoked (“completeAction” from Task entity)

Postconditions:

1. The task is signed off by User

2. The task is marked as COMPLETED

3. “completeAction” event is triggered with “Data” stored in Task as an input

Extensions:

3a. Task Executioner could have possibility to edit information in the “Preview” tab. This would become useful in the long term as Tasks wouldn’t only reefer to actions outside the flow, but be actual part of it. Implementation of action would change from tasks to task. For instance in Claim workflow user could have edit options on certain fields (but not all of them, it’d be specified by task type and contributed UI).

Alternative Flow - Other Group Policy :

4. If user’s approval was not enough to mark the task as completed then further actions are awaited for

5. Status remains the same

Alternative Flow 2 - Task Failed:

4. User doesn’t approve the changes and Rejects them instead of accepting

5. Task status is changed to failed

6. Task event is not triggered

Use Case 4 - Group Creation:

Actor: Task Administrator (User)

Trigger: N/A

Preconditions:

1. Task Administrator has access to create Task Executioner Groups

Main Flow:

1. Task Administrator goes to Users → Task Executioner Groups (added as extension)

2. Task Administrator select users that will be in scope of the Group

3. Task Administrator select GroupPolicy from dropdown

4. New Task Group is created

Postconditions:

1. Created group can be assigned to the tasks by the Test Administrator

Extensions:

2a. We might want to add restrictions based on the user roles / rights / locations in terms of creating groups to keep them coherent?