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Last edited by Matthew Chavez
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Overview

Overview

Clearance module is created to handle the clearance application process. Its objective is also to hasten the process by automatically let the system decide where to route the clearance application form and to notify the HR and the appropriate approvers on the clearance movement to when the approvers is required to process.

There are two (2) types of clearance form that is currently being used.

  • Head Office Clearance
  • Onsite Clearance

Few implementations might differ from the two but routing and approving process are the same. The only thing to keep in mind is that this forms varies from the resignee.

Implementations that are different from the two:

  1. Different page filling up form. (Link to forms below)
  2. Different Clearance Printout page. (Unfortunately I won't be able to display an example page due to confidential data)
  3. Clearance applications retrieved by HR/SuperUsers from the Clearance Dashboard are filtered according to their HR type. But special exceptions are implemented to un-filter the said clearance applications.

✔️ Module Releases:

  • Implementation of module in AMTI Head Office:
    • Start of Development: Mid of December 2019 - No commit available
    • Date of Implementation: End of February 2020 - No commit available
  • Implementation of module in AMTI Onsite:
    • Start of Development: June 20, 2020 - No commit available
    • Date of Implementation: July 6, 2020 - See commit: Commit 693f368f
  • Improvements and enhancements:
    • Feature enhancements:
      • Approver preferences - Feature to set table preference for the approver
      • Amend status - Feature to amend with accountability to cleared

📁 AIS Clearance

related files:

  • controllers/Clearance.php - Controller for users and approvers.
  • controllers/Clearancesu.php - Controller for Super Users.
  • controllers/Clearance_cron.php - Controller for CRON JOBS mostly contains mail blasts and email notifications.
  • models/Clearance_model.php - Model for clearance. All sql queries/scripts are located here.
  • pages/Clearance - Page View folder for all the front-end of clearance module related to the users/resignee and approvers.
    • clearance_application_form.php - Page where the HO users/resignee must fill up.
    • clearance_application_form_onsite.php - Page where the Onsite users/resignee must fill up.
    • clearance_approver_view.php - Page where approvers do actions for the clearance routed to them. Note that this support both Onsite and HO approvers
    • clearance_viewing.php - Page where the users/resignee view their clearance status.
    • clearance-report.php - Page where the approvers can see all the clearance routes.
  • pages/Clearancesu - Page View folder for all the front-end of clearance module related to the Superuser.

    • clearance_dashboard.php - Page where the Superuser (HR) validates,edits and approves a clearance application to be routed.

    • clearance-printout-ho.php - Page which displays the actual clearance document (w/o signatory) of the HO approvers .

    • clearance-printout-onsite.php - Page which displays the actual clearance document (w/o signatory) of the Onsite approvers .

    • clearance-management-ho.php - Page where the Superuser can manage all clearance configurations such as routes for both HO and Onsite and as well the special scenarios for the clearance routing.

    • preview.php - Unused old implementation of clearance printout for HO.

    • preview-onsite.php - Unused old implementation of clearance printout for Onsite.

    • clearancesu_add.php - Created by sir Gary Mercado. (For unknown reason I didn't use it)

    • clearancesu_edit.php - Created by sir Gary Mercado. (For unknown reason I didn't use it)

    • clearancesu_view.php - Created by sir Gary Mercado. (For unknown reason I didn't use it)

Note: All files with the keyword test is for the clearance test environment. This is created for the sake of new approvers wanted to play around with the clearance module.

  • controllers/Clearance_test.php
  • controllers/Clearancesu_test.php
  • models/Clearance_test_model.php
  • pages/Clearance_test/* (all files inside)
  • pages/Clearancesu_test/* (all files inside)

Clearance Flow

Overview of process Flow

  • Process from employee filing to HR and approvers processing the clearance.
graph TD;

file["1. File Clearance application"]-->hr["2. Process by HR"];
hr--2. Start the routing process-->approvers["3. Route to approvers"];
approvers--3. Has pending route-->approvers;
approvers--3. No more pending route-->hr;
hr--4.Finish the routing process-->print["4. Print clearance"]

Detailed flow:

I. User/Resignee filing a clearance application : Employee needs to file a clearance application to be processed.

graph TD;

fillUp[Fill up clearance application form]--Head office clearance form-->Validate[Validate and confirm details]
fillUp--Onsite clearance form-->Validate
Validate-->Insert[Submit to Superuser/HR]-->Notify[Send email notification to HR]

II. HR processing the clearance application : HR will validate and approve the routing of the clearance.

graph TD;

check[HR will check the clearance application]--Approve if all details is valid-->Approvers[Send to approvers]
check--Edit if details is invalid then approve-->Approvers
Approvers-->NotifyApprovers[Send email notification to Approvers]
Approvers-->NotifyUser[Send email notification to employee/resignee]

III. Approvers processing the clearance application : Approvers will process the clearance by doing Processed with accountability or Cleared.

graph TD;

unprocessed[Pending Clearance]--With Accountability-->processed[Processed Clearance]
unprocessed--Cleared-->processed
processed-->Notify[Send email notification to employee/resignee]

Form Types

Form types is used to identify the type of clearance application forms. Form types are created to separate the form's Routes. In a sense, it is possible make different routes by indicating their form types. The currently used Form Types now are the following:

  • AFC (recently considered as HO)

    AFC form type or commonly known as Head Office Clearance Application Form is used in the AMTI Head Office employees. This form are differentiated by their Department Head. This is the base and first clearance form type that is used in the AIS.

  • Onsite

    Onsite form type is used for the AMTI Onsite Employees. This is used for Accensia as their clearance application form. Onsite Form Types are differentiated by their Project/Client the employee is under, all Onsite form types is under the Accensia Department (was considered as department to be workaround).

It is easy to identify the form type by using the AMTI AIS's Hierarchy Module. This is done by affixing the form type to the Hierarchy name. To know how to add another Form Type or add Route to an existing Form Type. View this link to know how to add/modify routes.

Route Types

Route types is used to separate the routes that are supposed or required to be in the clearance form.

There are two types of Routes:

  • Standard Route

    Standard Route are routes that must be included (required) in the said clearance application form. All Standard Route must exist and be routed in the filed clearance application form. (e.g HR,Admin, Service Desk and Finance)

  • Dynamic Route

    Dynamic Routes are routes that is conditioned to be part of a clearance application form. In the current implementation of clearance only Department Concerned is the dynamic route.