🔄 Complete Process Flow

Understand the end‑to‑end workflow of the Nurses Uniform Management System (NUMS), from user registration to order fulfilment, with clear hierarchical supervision rules based on Position ID.

Comprehensive Process Guide

1. User Registration Process

The registration process ensures that only verified nurses employed by the Department of Health can access the system. It consists of two main steps.

Step 1: Identity Verification

The user enters their Persal Number and Surname as recorded in the HR database.

Validation:

System checks if Persal Number exists in the nurses table (HR master data)
Verifies that the Surname matches the HR record
Checks if the user is already registered (prevents duplicate registration)

If the user is already registered but inactive, they are notified to wait for activation.

Step 2: Profile Completion

The user completes their registration profile with essential information.

Required Information:

Email Address: For system notifications and password recovery
Telephone Number: For contact purposes
Gender: Male or Female (determines uniform catalogue)
Position: Selected from the nursing hierarchy (determines supervision level)
Department: The unit/ward where the nurse works
Password: Minimum 6 characters, securely hashed
Security Question & Answer: For password recovery

Auto-assignment: If the user selects a management position (Position ID 7 or above), they are automatically assigned to the "Hospital Management Services" department.

Step 3: Account Creation & Pending Activation

Upon successful registration, the account is created with INACTIVE status.

Account Status: PENDING ACTIVATION

Account is created with is_active = 0
User cannot place orders until activated
Supervisor is notified (via dashboard) of pending activation request
Audit trail records the registration event

2. Account Activation Process

Activation is performed by a supervisor who has the authority to activate nurses in their supervision scope based on their Position ID.

Supervisor Identifies Pending Activation

The supervisor logs in and sees a list of "Pending Activations" on their dashboard.

Visibility Rules by Position ID:

Position ID 6 (Operational Manager): Sees only nurses in the SAME FACILITY + SAME DEPARTMENT
Position ID 7-12 (Management): Sees ALL nurses in the SAME FACILITY (all departments)

Supervisor Activates the Nurse

The supervisor clicks the "Activate" button next to the nurse's name.

Activation Process:

System verifies the supervisor has authority to activate this nurse (based on Position ID)
Updates is_active = 1 in the nurses_users table
Records activated_by (supervisor ID) and activated_at timestamp
Logs the activation in supervisor_approvals audit trail

The nurse can now log in and place orders.

Nurse Receives Active Status

The nurse can now access all system features.

What the Nurse Can Now Do:

✅ Log in to the system
✅ View available uniform catalogue
✅ Place uniform orders (if an order cycle is active)
✅ View and edit their own pending orders
✅ View order history

Activation Authority Rules (by Position ID)

Position ID 6: Operational Manager

Can only activate nurses in the SAME FACILITY AND SAME DEPARTMENT.

Position ID 7-12: Management & CEO

Can activate ANY nurse in the SAME FACILITY (all departments).

Self-Activation

No user can activate their own account. A supervisor with higher Position ID must perform the activation.

3. Order Placement Process

Both nurses and supervisors can place orders, provided their account is active and an order cycle is open.

Eligibility Check

The system verifies the user is eligible to place an order.

Requirements:

✅ Account is ACTIVE (is_active = 1)
✅ There is an active order cycle (current date within cycle dates)
✅ User has NOT already placed an order in the current cycle

Note: Supervisors can also place orders. Their orders must be approved by someone with a higher Position ID.

Select Uniform Items

The user selects items from the uniform catalogue.

Selection Process:

Uniforms are filtered based on user's gender (Male/Female + Unisex items)
Each item shows: Name, Price, Available Sizes, Max Quantity
User selects Size and Quantity for each item
Real-time total amount is calculated and displayed

Limits: Each item has a max_quantity_per_order limit. The system validates quantities before submission.

Submit Order

The user submits the order for approval.

Order Creation:

Creates a record in uniform_orders with PENDING status
Creates individual order_items records for each selected item
Marks the user as having ordered in the current cycle in user_order_limits
User is redirected to dashboard with success message

Next Step: The order enters the approval workflow and must be approved by the user's supervisor (someone with higher Position ID).

4. Order Approval Process

Orders must be approved by a supervisor who has authority over the ordering nurse based on their Position ID. This ensures proper oversight and accountability.

Order Appears in Supervisor's Dashboard

The supervisor sees pending orders in the "Pending Order Approvals" section.

Visibility Rules by Position ID:

Position ID 6 (Operational Manager): Sees orders from nurses in SAME FACILITY + SAME DEPARTMENT
Position ID 7-12 (Management/CEO): Sees orders from ALL nurses in SAME FACILITY
IMPORTANT: Supervisors CANNOT see or approve their own orders

Supervisor Reviews Order

The supervisor clicks "View" or "Approve" to review the order details.

Review Information:

Nurse details (Name, Persal, Facility, Department)
Order date and time
Complete list of items with sizes and quantities
Total amount

Supervisor must verify: Quantities are within limits, sizes are appropriate, and the nurse is eligible.

Approve or Reject Order

The supervisor makes a decision on the order.

APPROVE:

Status changes to APPROVED
approved_by and approved_date are recorded
Nurse is notified of approval
Order moves to delivery/fulfillment phase

REJECT:

Status changes to REJECTED
Supervisor must provide a reason for rejection
Rejection reason is recorded in rejection_reason field
Nurse can edit and resubmit the order

Audit Trail: All approval and rejection actions are logged in supervisor_approvals with IP address and timestamp.

Order Approval Authority Rules (by Position ID)

Position ID 6: Operational Manager

Can only approve orders from nurses in the SAME FACILITY AND SAME DEPARTMENT.

Position ID 7-12: Management & CEO

Can approve orders from ANY nurse in the SAME FACILITY (all departments).

Self-Approval Prohibited

No supervisor can approve their own orders. They must wait for someone with a higher Position ID to approve their orders.

CEO: Ultimate Authority

The Facility CEO (Position ID 12) is the highest authority and can approve any order in the facility.

5. Nursing Hierarchy & Supervision Structure

The hierarchy determines who can supervise whom, based on Position IDs and supervision scope.

Position ID	Position Name	Supervisor?	Scope	Can Supervise
1	Enrolled Nursing Auxiliary (ENA)	❌ No	N/A	None
2	Staff Nurse (Enrolled Nurse)	❌ No	N/A	None
3	Professional Nurse (General Stream)	❌ No	N/A	None
4	Professional Nurse (Specialty Stream)	❌ No	N/A	None
5	Clinical Nurse Practitioner (CNP)	❌ No	N/A	None
6	Operational Manager (Nursing)	✅ Yes	Department	Same Facility + Same Department only
7	Assistant Nurse Manager	✅ Yes	Facility	All nurses in Same Facility
8	Deputy Manager (Nursing)	✅ Yes	Facility	All nurses in Same Facility
9	Manager (Nursing) / Matron	✅ Yes	Facility	All nurses in Same Facility
10	Director / Chief Director Nursing	✅ Yes	Facility	All nurses in Same Facility
11	Facility CEO	✅ CEO	Facility	ALL nurses in Same Facility (Ultimate Authority)

Key Hierarchy Rules

Higher Position ID = More Authority: A supervisor with a higher Position ID can supervise anyone with a lower Position ID.
Position ID 6 (Operational Manager): Limited to SAME DEPARTMENT. Cannot supervise across departments.
Position ID 7-12: Can supervise ANY department in the SAME FACILITY.
CEO (Position ID 12): Ultimate authority for the entire facility.
Self-Supervision: No one can supervise themselves. Each user needs a supervisor with a higher Position ID.
Department "Hospital Management Services": Automatically assigned to managers (Position ID 7+).

6. All Departments

The complete list of all departments available in the system. Users select their department during registration.

Clinical & Administrative Departments Total: 78 departments

#1 Accident, Emergency and Trauma Unit

#2 Acute Illness Assessment

#3 Acute Minor Ailments Assessment Station

#4 Adult ARV Initiation Clinic

#5 Adult Female Medical Ward

#6 Adult Female Surgical Ward

#7 Adult Male Medical Ward

#8 Adult Male Surgical Ward

#9 Antenatal Care (ANC)

#10 Bariatric and Metabolic Surgery

#11 Catering & Nutrition

#12 Chronic Communicable & Non-Communicable Diseases

#13 Community-Based HIV/AIDS, STI, and TB (HAST) Mobile Testing

#14 Department of Cardiology

#15 Department of Cardiothoracic Surgery

#16 Department of Dermatology

#17 Department of General Surgery

#18 Department of Internal Medicine

#19 Department of Maxillo-Facial and Oral Surgery

#20 Department of Nephrology

#21 Department of Neurology

#22 Department of Neurosurgery

#23 Department of Obstetrics and Gynaecology

#24 Department of Oncology and Radiotherapy

#25 Department of Ophthalmology

#26 Department of Orthopaedic Surgery

#27 Department of Paediatric Surgery

#28 Department of Paediatrics and Child Health

#29 Department of Plastic, Reconstructive, and Burns Surgery

#30 Department of Psychiatry and Mental Health

#31 Department of Urology

#32 Department of Vascular Surgery

#33 Emergency and Casualty Unit

#34 Emergency Medicine & Major Trauma

#35 Engineering & Maintenance

#36 Expanded Programme on Immunisation (EPI) Mobile Unit

#37 Family Planning & Reproductive Health

#38 Finance

#39 General Intensive Care Unit (ICU)

#40 General Outpatients Department (OPD)

#41 General Primary Health Care Mobile Unit

#42 Gynaecological Oncology Specialist

#43 HIV Testing Services (HTS) & Counselling

#44 HIV/AIDS, STI, and TB (HAST) Comprehensive Care

#45 Hospital Management Services

#46 Human Resources

#47 Infection Prevention and Control (IPC)

#48 Infectious Diseases and Clinical Immunology

#49 Information Technology

#50 Integrated Primary Health Care (PHC)

#51 Integrated School Health Programme (ISHP) Mobile Unit

#52 Isolation Ward

#53 Laundry & Linen Services

#54 Main Operating Theatre Suite

#55 Maternal, Child, and Women's Health (MCWH) Mobile Outreach Unit

#56 Maternity Unit

#57 Maternity Waiting Home

#58 Mental Health & Psychiatric Outpatients Clinic

#59 Midwife Obstetric Unit (MOU)

#60 Minor Ailments Consulting

#61 Minor Theatre Room

#62 Neonatal Intensive Care Unit (NICU)

#63 Operating Theatre Suite

#64 Organ Transplant Unit

#65 Otorhinolaryngology (ENT) Specialist

#66 Outpatients Department (OPD)

#67 Paediatric Medical Ward

#68 Paediatric Surgical Section

#69 Postnatal Care (PNC)

#70 Psychiatric Holding Ward

#71 Quality Assurance & Clinical Risk Management

#72 Security Services

#73 Short Stay & Observation Ward

#74 Specialist Trauma, Major Disaster, and Critical Care

#75 Supply Chain Management

#76 Tuberculosis (TB) Screening, Diagnosis, and Treatment

#77 Ward-Based Primary Healthcare Outreach Team (WBPHCOT)

#78 Well Baby & Immunisation Clinic

Note:

Users with Position ID 7 or above are automatically assigned to "Hospital Management Services" department
All other users select their department from this list during registration
Departments are used to determine supervision scope for Position ID 6 (Operational Manager)

7. Order Editing Process

Users can edit their orders while they are still in PENDING status.

Access "My Orders" Section

The user navigates to the "My Orders" section on their dashboard.

Order List:

All orders are displayed with their current status
Orders with PENDING status show an "Edit" button
Approved or Rejected orders cannot be edited

Modify Order

The user clicks "Edit" and modifies the order contents.

Editable Fields:

Quantities: Increase or decrease quantities of items
Sizes: Change sizes for existing items
Add Items: Add new uniform items to the order
Remove Items: Remove items by setting quantity to 0

Real-time Update: Total amount updates automatically as changes are made.

Save Changes

The user saves the updated order.

Update Process:

Existing order items are deleted
New order items are inserted with updated quantities and sizes
Total amount is recalculated
Order remains PENDING and goes back to the approval queue
Audit trail records the edit

Note: After editing, the order must be approved again by the supervisor.

8. Complete Process Flowchart

Visual overview of the entire system workflow from start to finish.

9. Quick Reference Summary

Action	Who Can Perform	Conditions
Register	Any nurse in HR database	Persal + Surname match HR records
Activate Account	Supervisor (Position ID 6+)	Same facility (+ same department for Position ID 6)
Place Order	Any active user	Active account + Open cycle + Not already ordered
Edit Order	Order owner	Order status = PENDING
Approve Order	Supervisor (Position ID 6+)	Same facility (+ same department for Position ID 6) + Not self
Reject Order	Supervisor (Position ID 6+)	Same facility (+ same department for Position ID 6) + Not self + Reason required
View Orders	All users	Own orders (all), Supervisee orders (supervisors)