The workflow process followed by a form differs from one form to another and whether users with primary responsibility to attend to forms, such as the Municipal Manager, Provincial Manager or Senior Manager MIG appointed evaluators to assist them and whether they delegated their responsibility to someone else.

MIG 1

Despite these variations the typical workflow process of a MIG1 form can be described as follows:

1.   When a data capturer submits a form it is submitted to the Project Manager or the PMU Manager if the Project Manager is not a registered user of the MIS.  If the latter, the MIS will attempt to locate a PMU within the municipality or failing that a district PMU.  Project Managers and PMU Managers act as “Special Evaluators” in the sense that they have edit permissions on the form up to the point where they submit the form and also when a form is referred back for revision by anyone.

Note: The term “submitted to” means that the next user in the workflow process receives an e-mail that a form is awaiting his/her attention and that the form appears in his/her Work List.  

2.   When the Project Manager or PMU Manager submits the form it is submitted to the Municipal Manager (MM) or someone acting on behalf of the MM by virtue of delegation or escalation.  If the form is submitted by the Project Manager, the PMU Manager is notified by e-mail.

3.   When the MM or acting MM recommends the form it is submitted to one of the nine DWAF Regional Coordinators or someone acting on their behalf.

Note: In the following it is taken for granted that any workflow participant can delegate responsibility and that it is not necessary to repeat the phrase “or someone acting on his/her/their behalf”.

4.   When a Regional Coordinator recommends the form it is submitted to the Provincial Manager MIG.

5.   When the Provincial Manager MIG recommends the form it is submitted to the Senior Manager MIG.

6.   When the Senior Manager MIG recommends the form it is submitted to the Senior Manager Finances.

7.   When the Senior Manager Finances registers the form all participants in the workflow process are notified by e-mail as well as the MM, even though he/she may not have taken part in the process.

Referring a form

8.   When a form is referred back for revision by anyone, all previous workflow participants are notified by e-mail and the Project Manager is requested to revise the form.  If the Project Manager is not a registered user of the MIS the PMU Manager (first municipal and then district) will be requested to attend to the form.

MIG 4 to 10

9.   Other forms follow a similar process up to Step 2 above but then ends with Step3 when the MM or someone acting on his/her behalf registers the form.