| Department / Division | Role Title | Role Variation | Key Actions (Distinctive) |
|---|---|---|---|
| 1. Requester Department | Requester | Unit Head / Senior Officer | Create RFP, Create Budget Allocation |
| Requester Manager | - | Approve or Return | |
| Department Director | (Estimated Price Authority) | Final Approval (Approve/Return) | |
| Department Coordinator | - | Assign, Approve, Return, Third-Party Sig. | |
| PR Coordinator | - | Approve or Return | |
| 2. Cyber Security | Division Manager | - | Assign |
| Team Leader | - | Assign or Approve, Return or Approve | |
| Officer | - | Review | |
| 3. Operational Risk | Department Director | - | Assign |
| Division Manager | - | Assign | |
| Team Leader | - | Assign or Approve, Return or Approve | |
| Officer | - | Review | |
| 4. Enterprise Architecture | Team Leader | - | Assign or Approve or Return |
| Officer | - | Assign or Return | |
| 5. Finance (Assets) | Team Leader | - | Assign or Approve or Return |
| Officer | - | Assign or Return | |
| 6. Finance (Gen. Ledger) | Team Leader | - | Assign or Approve or Return |
| Officer | - | Assign or Return | |
| 7. Finance (QCF) | Officer | Qualification Committee | Add Range & %, Approve |
| 8. Purchasing (Non-IT) | Team Leader | - | Assign, Return, Edit, Assign Back |
| Officer 1 | The "Gateway" | Fill Procurement Checklist, Assign to QCF | |
| Officer 2 | The "Reviewer" | Assign "Reviewed" | |
| Officer 3 | The "Approver" | Assign or Approve | |
| 9. IT Procurement | Team Leader | - | Assign, Return, Edit, Assign Back |
| Officer 1 | The "Gateway" | Fill Procurement Checklist, Assign to QCF, Review | |
| Officer 2 | The "Approver" | Assign or Approve |
Part 1: The "Officer" Hierarchy (Roles)
Observation 1: The Purchasing (Non-IT) department has three layers of officers (Officer 1, 2, 3), whereas IT Procurement has only two (Officer 1, 2), and other departments like Cyber Security and Finance have only one generic "Officer." • Q1: "What is the specific operational difference between Officer 1, Officer 2, and Officer 3 in the Non-IT department?" ◦ Follow-up: Are these roles based on seniority (Junior vs. Senior), specialization (Technical vs. Financial), or process stage (Drafter vs. Reviewer vs. Approver)? • Q2: "Why does IT Procurement have only two officer layers while Non-IT has three? Does IT Officer 2 carry the same authority as Non-IT Officer 3?" • Q3: "Is the workflow between these officers always linear (1 $\rightarrow$ 2 $\rightarrow$ 3), or can a request skip a level based on budget?" Observation 2: Officer 1 in both IT and Non-IT is the only one responsible for "Fill Procurement Checklist." • Q4: "Does this mean Officer 1 is the primary 'Drafter' or 'Data Entry' role, while Officer 2 and 3 act purely as 'Checkers/Approvers'?"
Part 2: Action Logic (Verbs & Workflow)
Observation 3: Team Leaders in Purchasing and IT have complex action sets including "Assign Back" and "Return." • Q5: "What is the specific difference between 'Assign Back' and 'Return'?" ◦ Clarification: Does 'Assign Back' send the request one step backward (e.g., to the Officer for correction), while 'Return' rejects it entirely and sends it back to the original Requester? • Q6: "Does 'Assign Back' reset the SLA (service timer), or is it treated as an internal revision?" Observation 4: Team Leaders in Purchasing and IT have the ability to "Edit." • Q7: "When a Team Leader selects 'Edit', what exactly can they change (Specs? Price?)? If they edit the request, does the system force a re-approval from the Requester, or can they approve the changes immediately?" Observation 5: Non-IT Officer 1 and IT Officer 1 can "Assign to QCF" (Qualification Committee). • Q8: "Does the 'Assign to QCF' action pause the main workflow? Once QCF finishes their task (adding Range & %), does the request return to Officer 1, or does it jump forward to the Team Leader?"
Part 3: Terminology & Status ("Approve" vs. "Reviewed")
Observation 6: Non-IT Officer 2 has the action "Assign Reviewed," while Officer 3 has "Assign or Approve." • Q9: "Does 'Assign Reviewed' mean Officer 2 is acting as a verifier without financial authority? Does this action essentially mean 'Mark as Checked and Forward'?" • Q10: "Is Officer 3 the only one with the 'Hard Approval' (financial commitment) authority in that chain?" Observation 7: The IA uses mixed tenses: "Assign or Approved" (Past Tense) vs. "Approve or Return" (Verb). • Q11: "Is 'Assign or Approved' a distinct action that approves the step and immediately assigns it to the next person, or is it simply a typo for the standard 'Approve' action?" • Q12: "When a user clicks 'Approve,' does the status change to 'Approved' immediately, or does it enter a 'Pending Final Signature' state?"
Part 4: Signatures & General Flow
Observation 8: Almost every step includes "Upload Signature." However, the Department Director (Item 24) also has "Third-Party Signature." • Q13: "Is 'Upload Signature' a manual process (print $\rightarrow$ sign $\rightarrow$ scan $\rightarrow$ upload), or are we integrating a digital e-signature solution?" • Q14: "Who is the 'Third-Party' in the Director's step? Is this for external vendors? If so, does the system notify them, or is this an offline process?" Observation 9: In Cyber Security and Operational Risk, the Officers can only "Review," whereas in Finance and EA, Officers can "Assign or Return." • Q15: "Why do Cyber Security Officers lack the ability to 'Return' or 'Reject' a request? Can they only pass comments to their Team Leader?"
Summary Checklist of Actions to Define
Ensure you leave the meeting with a definition for every single one of these buttons: