3.2.1 Group Department

Actor(s) #

RO Master ID

Description #

This Use Case describes the steps involved in grouping departments by the RO Master ID.

Precondition #

• The RO Master ID is authenticated by the system (see the external Use Case ‘Log In’).

Main Flow #

1. This Use Case starts when the RO Master ID selects the option ‘Department Grouping’ under Pool Admin.
2. The system retrieves and displays a list of existing Pools for the RO.
3. Actor selects the option to add a new Pool A1 A2.
4. The system requests the name of the new Pool and provides an option to create either an Approver Pool or a Submitter Pool.
5. Actor supplies the name and selects the option to create either an Approver Pool or Submitter Pool.
6. The system creates a new Pool.
7. Use Case ends.

Alternative Flow A1 (Remove Pool): #

1. Actor selects a Pool to be removed.
2. The system prompts the actor to confirm the removal.
3. Actor confirms the removal.
4. The system removes the Pool and returns all Departments assigned to the Pool back to the default Approver Department Pool/Submitter Pool.
5. Use Case ends.

Alternative Flow A2 (Edit Pool): #

1. Actor selects Pool to be edited;
2. The system retrieves and displays current configuration of the Pool including a list of the departments and individuals assigned to that Pool.
3. Actor selects the option to change Pool name and usage A3 A4 A5 A6.
4. The system displays the current Pool name and the option to select whether to use this Pool or not.
5. Actor changes the name and selects the option to use this pool.
6. The system updates the pool name and usage.
7. Use Case ends.

Alternative Flow A3 (Add Department (s)): #

1. Actor selects the option to add a Department to the Pool.
2. The system retrieves and displays a list of available Departments for the RO.
3. Actor selects one or more Departments and chooses the option to save the changes.
4. The system updates the information for the Pool.
5. Use Case ends.

Alternative Flow A4 (Remove a Department) #

1. Actor selects the option to remove an existing Department from the Pool.
2. The system prompts the actor to confirm that the department should be removed from the pool.
3. Actor confirms the removal.
4. The system removes the Department from the Pool and returns the Department to its default Pool.
5. Use Case ends.

Alternative Flow A5 (Add Individual (s)) #

1. Actor selects the option to add an Individual to the Pool.
2. The system retrieves and displays a list of available individuals for the RO.
3. Actor selects one or more individuals to be added to the Pool.
4. The system adds the selected individual(s) to the Pool.
5. Use Case ends.

Alternative Flow A6 (Remove an Individual) #

1. Actor selects to remove an existing Individual in the Pool.
2. The system prompts the actor to confirm that the individual should be removed from the pool.
3. Actor confirms the removal.
4. The system removes the Individual from the Pool.
5. Use Case ends.

Post condition #

Main Flow

• The Approver or Submitter Department Pools have been configured for the RO.

A1

• The departments under the removed Pool are now under the default Approver Pool/Submitter Pool.
• The individuals’ access to the Pool is revoked.

A3

• Departments added to the Pool.

A4

• The removed Department is back in the default Pool.

A5

• ndividual(s) added to the Pool.

A6

• Individual removed from the Pool.
• Individual’s access revoked.

Special Requirements #

• Default department Pools for Approvers and Submitters cannot be deleted.
• A Department can exist only once in a particular type of pool.
• Every Department should be assigned to a default Pool when they are created.
• The system should not allow a pool to be removed if any document resides in that Pool.