A Simple Scenario for Security

This is an example of a small agency with centralized users. To set up workflow phase access you need to consider when and what access will be given to a position.

Agency structure outline:

Estimators create a project and generate the estimate.
Passed on to central office where funding is added and then projects are assigned to proposals.
Letting staff sets up bid lettings and associates proposals.
Proposal is advertised and then addenda are generated if necessary by central office.
Letting staff handles plan purchases, loading bids, and awarding contract.
Final step is to pass on to construction.

Step 1 – Determine Workflow

Workflow

Create project

Generate estimate

Set up funding

Create proposal

Advertise, Addenda

Letting

Award/reject proposal

Passed to Construction

Step 2 – Determine Types of Users

User Groups

Estimators

Central Office

Letting Staff

Step 3 – Determine User Control within Workflow

	Workflow	Estimators	Central Office	Letting Staff
A	Create project	Created in Estimator	Not applicable	Not applicable
B	Generate estimate	Done with Estimator	Not applicable	Not applicable
C	Set up funding	Not applicable	Load project from Estimator, add funding	Not applicable
D	Create proposal	Not applicable	Add proposals and associate projects	Not applicable
E	Advertise, create addenda	Not applicable	Make changes because of addenda	Set up lettings, associate proposals, enter purchases
F	Letting	Not applicable	View bids	Load bids
G	Award or reject proposal	Not applicable	Assist with review	Bid review, award or reject, pass to construction
H	Passed to construction	Not applicable	May look at previous proposals	Not applicable

Step 4 – Determine phases and type of access

Workflow review:

A & B are done in Estimator, not in Preconstruction, so can be excluded.
C is the first phase where project appears in Preconstruction.
C & D have the same access, so can be combined.
F & G have the same access, so can be combined.

Resultant workflow/phases:

	Workflow/Phases
C & D	Preparation
E	Advertisement
F & G	Letting
H	Construction

Access review:

Estimators won't be using Preconstruction.
Central office needs write access through letting, and then read access.
Letting staff needs update access during advertisement and letting, no access at any other time.

Resultant workflow/phase access rights:

Workflow/phases	Central Office	Letting Staff
Preparation	Update	No
Advertisement	Update	Update
Letting	Read	Update
Construction	Read	No