Maintain Default Request Information {GROU-1}

This option is used to set up the default route definitions.

This information will be used by the routing programs to set off each step in the different routing process after an outcome is entered for an active step. It can be seen as the code structure option for routing.

Fields in the option:

Block 1: Entry Types

Field	Type & Length	Description
Entry Type	A4	Enter the routing entry type. This code identifies the different route structures. The system comes with certain pre-defined structures that have been linked to different areas in the ITS system.
Description	A30	Enter the normal description for this routing type.
Classification	A10	Enter a classification or short name for this routing type.
System ID	A1	Enter system ID. The name will automatically be displayed.
Retain Transactions	N2	This indicates the period for which routing records should be retained before they can be deleted.

Example:

Block 2: User Routing Sequences (Steps)

This block defines all the steps (sequence numbers) and step related information for the routing process. Based on this information, and the data in block 3 and 4, the actual routing tables will be populated. Create an entry here for each person who must take an action, be notified, and for each email that must be sent. Some routes also contain entries here to start a batch/background process. Records may not be deleted from this block for Routing Entry Types where there are outstanding Routing Requests.

If a route is kicked off between the start and end times {GCS-1} as setup with SOD 'WH' being set to 'Y' {GCS2-11} for the start and end times to display, this route will kick off as setup on {GROU-1}. If a route is kicked off outside of the start and end times, the sequence set up on {GROU-1} will only kick off between those times.

Field Type
&
Length Description

Activating Type A1 Routing Requests for this Route initiated by a:

(U)ser

(E)mail or

(B)atch Process

Activating User A8 The user code for the user who activates routing requests of this Route or ITSWEB or ALL.

If this code is ALL, it is applicable to all users

If the user is entered as ITSWEB, this will indicate that routing requests will be initiated from the ITS iEnabler Systems.

The system uses this value when creating a routing request, but will always look for an entry for a specific user, before ITSWEB or the ALL option is used.
This means that if a structure is in place for a specific user and that specific user starts a route for this routing type, the system will use his/her route instead of the default ITSWEB or ALL.

Entry Type A4 Enter the type of routing entry as in block 1. A List of Values will display all valid codes.

System ID A1 The System ID from Block 1 will display.

Sequence Number N3 Enter routing sequence (step) number of the routing process.
A user may not create a record for sequence ‘0’, as this is generally used by the pre-defined system Routing Entries as a starting point.

An exception is Request for Information Application Routes that should start at sequence zero. For information about the Request for Information refer to Web Information Request Types {GCS-30} and Web Information Request Data Model {GCS-31}.

Step A80 Enter the description of the process of the step. It will also be used as the Subject in the Email, should the sequence be set up to send an Email.

User/Email/Batch A1 (U)ser, (E)mail or (B)atch
This field partly indicates the person who will be notified that the sequence (step) needs to be completed

(U)ser indicates that a user of the ITS System will be notified through the Work List.

(E)mail indicates that the step will send out an Email message.

(B)atch indicates that the step is used to join two or more parallel paths into a single step for a pre-defined outcome. (B)atch is also used where a database procedure is used to manipulate data in the system. The procedure would then complete the step.

Note: The Outcome of a Batch Routing Sequence (step) cannot be updated by a user in the option Update a Routing Request {GROU-3}. This should be done by the specific program or database procedure using the routing system.
An Email routing sequence may be set to Automatically Complete.

User/Email A60 The user code or e-mail address according to previous indicator. The following parameters may be used to identify the email address of a user: $aa,bb,cc$, whereby:

If ‘aa’ =’SL”, the system will use the Email instruction lines of the Routing Request where

‘bb’ = Sequence (step) number of the Routing Request and

‘cc’ = the line number of the ‘bb’ Sequence (step)

e.g. $SL,0,1$ implies that the email address is read from the instruction field of the sequence (step) = 0, line 1.

If ‘aa’ = ‘AD’, an Email address from the Personnel System will be used where

‘bb’ = personnel address type

‘cc’ = personnel number

e.g. $AD,E,4784$ implies that an email address is read from the communication number field of communication type = ‘E’, contact sequence number = 0 of the personnel number 4784.

Please Note: That the dollar signs “$” must be included and there may be nothing else in the field when using this notation.

Also note that mail can be sent to a pre-determined list of recipients by making use of valid, generic email alias structures (i.e. HumanResources@institution.ac.za)

Maximum Time to Complete
Days (N4)
Hours (N2)
Minutes (N2) The time to complete will only be used if the action is overdue.
If no outcome was assigned to the sequence within this time, the system will automatically complete the sequence and set the outcome to (T)imeout.
A combination of zero Days, zero Hours and zero Minutes will not trigger an overdue status.

Auto Complete [N] A1 (Y)es or (N)o
This field is used to indicate if the sequence (step) should complete itself.
The last sequence (step) of a Route should be linked to a (Y)es to indicate that this routing process is completed. Any Sequence (step) marked as Auto Complete (Y)es, will automatically link to an Outcome of (A)uto Completed when the record is created. If this is an Email type sequence then mail will be sent, whereas if it is a User type sequence, the user will not be notified in the ITS system.

Parallel Paths N2 This should always be 1, except where the field User/Email/Batch above is set to (B)atch where the number of parallel paths that should be completed before this step may be completed should be entered.

For (B)atch Steps, the sequence (step) will only be completed once the number of directly preceding sequences leading to this step as indicated here is completed.

DB Procedure A80 If this step should execute a database procedure, the name of the procedure should be entered here.

This procedure typically updates detail in the ITS Sub-systems and then populates the outcome of this sequence.
See the individual sub-systems for further information.

User Access Control The following two fields are used to allow a specific user to add an outcome on this sequence (step) via interfaces on the Web system. These web interfaces are specific to certain parts of the web system and the user must be logged on in order for this interface to work. The user will only see the records/sequences that are pertinent to him/her.

Person Type A1 (P)ersonnel Member
(S)tudent
(O)ther

Responsible User A20 The specific user who should access the sequence record for approval/rejection. The specific personnel/student number may be entered here or system parameters may be used such as “$SL,0,13$” . See the field User/Email above for detail about the notation.

Outcome Code A4 This field is used to automatically complete a step where the responsible user is the same as a previous sequence. However, this will only happen if the previous sequence did not have a timeout. This may be used to prevent Senior Personnel Members being required to approve the same Application more than once in Routing Entry Types with multiple levels of approval (for instance when one of the deputies of the CEO of an institution wishes to take leave.)

Example:

Example of ...grou-1b2

Block 3: Routing Email Instructions

Field	Type & Length	Description
Activating Type	A1	Routing Requests for this Route initiated by a: (U)ser (E)mail or (B)atch Process
Activating User	A8	The user code for the user who activates routing requests of this Route or ITSWEB or ALL. If this code is ALL, it is applicable to all users If the user is entered as ITSWEB, this will indicate that routing requests will be initiated from the ITS iEnabler Systems. The system uses this value when creating a routing request, but will always look for an entry for a specific user, before ITSWEB or the ALL option is used. This means that if a structure is in place for a specific user and that specific user starts a route for this routing type, the system will use his/her route instead of the default ITSWEB or ALL.
Entry Type	A4	Enter the type of routing entry as in block 1. A List of Values will display all valid codes.
System ID	A1	The System ID from Block 1 will display.
Sequence Number	N3	Enter routing sequence (step) number of the routing process. A user may not create a record for sequence ‘0’, as this is generally used by the pre-defined system Routing Entries as a starting point. An exception is Request for Information Application Routes that should start at sequence zero. For information about the Request for Information refer to Web Information Request Types {GCS-30} and Web Information Request Data Model {GCS-31}.
Step	A80	Enter the description of the process of the step. It will also be used as the Subject in the Email, should the sequence be set up to send an Email.
User/Email/Batch	A1	(U)ser, (E)mail or (B)atch This field partly indicates the person who will be notified that the sequence (step) needs to be completed (U)ser indicates that a user of the ITS System will be notified through the Work List. (E)mail indicates that the step will send out an Email message. (B)atch indicates that the step is used to join two or more parallel paths into a single step for a pre-defined outcome. (B)atch is also used where a database procedure is used to manipulate data in the system. The procedure would then complete the step. Note: The Outcome of a Batch Routing Sequence (step) cannot be updated by a user in the option Update a Routing Request {GROU-3}. This should be done by the specific program or database procedure using the routing system. An Email routing sequence may be set to Automatically Complete.
User/Email	A60	The user code or e-mail address according to previous indicator. The following parameters may be used to identify the email address of a user: $aa,bb,cc$, whereby: If ‘aa’ =’SL”, the system will use the Email instruction lines of the Routing Request where ‘bb’ = Sequence (step) number of the Routing Request and ‘cc’ = the line number of the ‘bb’ Sequence (step) e.g. $SL,0,1$ implies that the email address is read from the instruction field of the sequence (step) = 0, line 1. If ‘aa’ = ‘AD’, an Email address from the Personnel System will be used where ‘bb’ = personnel address type ‘cc’ = personnel number e.g. $AD,E,4784$ implies that an email address is read from the communication number field of communication type = ‘E’, contact sequence number = 0 of the personnel number 4784. Please Note: That the dollar signs “$” must be included and there may be nothing else in the field when using this notation. Also note that mail can be sent to a pre-determined list of recipients by making use of valid, generic email alias structures (i.e. HumanResources@institution.ac.za)
Maximum Time to Complete	Days (N4) Hours (N2) Minutes (N2)	The time to complete will only be used if the action is overdue. If no outcome was assigned to the sequence within this time, the system will automatically complete the sequence and set the outcome to (T)imeout. A combination of zero Days, zero Hours and zero Minutes will not trigger an overdue status.
Auto Complete [N]	A1	(Y)es or (N)o This field is used to indicate if the sequence (step) should complete itself. The last sequence (step) of a Route should be linked to a (Y)es to indicate that this routing process is completed. Any Sequence (step) marked as Auto Complete (Y)es, will automatically link to an Outcome of (A)uto Completed when the record is created. If this is an Email type sequence then mail will be sent, whereas if it is a User type sequence, the user will not be notified in the ITS system.
Parallel Paths	N2	This should always be 1, except where the field User/Email/Batch above is set to (B)atch where the number of parallel paths that should be completed before this step may be completed should be entered. For (B)atch Steps, the sequence (step) will only be completed once the number of directly preceding sequences leading to this step as indicated here is completed.
DB Procedure	A80	If this step should execute a database procedure, the name of the procedure should be entered here. This procedure typically updates detail in the ITS Sub-systems and then populates the outcome of this sequence. See the individual sub-systems for further information.
User Access Control		The following two fields are used to allow a specific user to add an outcome on this sequence (step) via interfaces on the Web system. These web interfaces are specific to certain parts of the web system and the user must be logged on in order for this interface to work. The user will only see the records/sequences that are pertinent to him/her.
Person Type	A1	(P)ersonnel Member (S)tudent (O)ther
Responsible User	A20	The specific user who should access the sequence record for approval/rejection. The specific personnel/student number may be entered here or system parameters may be used such as “$SL,0,13$” . See the field User/Email above for detail about the notation.
Outcome Code	A4	This field is used to automatically complete a step where the responsible user is the same as a previous sequence. However, this will only happen if the previous sequence did not have a timeout. This may be used to prevent Senior Personnel Members being required to approve the same Application more than once in Routing Entry Types with multiple levels of approval (for instance when one of the deputies of the CEO of an institution wishes to take leave.)

This block contains the information that can be used to generate an Email message with instructions to accompany each sequence (step) of the routing process. For every sequence (step), multiple lines may be entered. The general character, numeric and date fields are used to store fixed data as part of this request. A personnel leave application would typically store the personnel number in the numeric field. Although Routing Entry Type does not appear on this block, only records with the same Routing Entry Type and Sequence Number as in the previous block will be displayed. Records may not be deleted from this block for Routing Entry Types where there are outstanding Routing Requests.

Field Type
&
Length Description

Line Number N6 Enter Line Number. The Email instructions will be in Line Number order.
For ease of use we suggest that you leave gaps between the line numbers i.e. 10,20,30… This will allow you to add extra detail without having to renumber any original records.

Instructions A80 The instructions/comments/information to be used e.g. for email messages.

The following parameters may be used to identify any other instruction or information on a previous Routing Sequence (step) $’SL’,bb,cc$

‘SL’, Specific line of a Routing Sequence (step)

‘bb’ = Sequence (step) number of the route

‘cc’ = the line number of the ‘bb’

e.g. $SL,0,2$ implies that this routing sequence instruction field must use the instruction information of sequence (step) = 0, line 2.

Character A12 A general character field to store data

Numeric N15.2 A general numeric field to store data

Date DD-MON-YYYY A general numeric field to store data

Example:

Example of ...grou-1b3

Block 4: Sequence Outcomes and Parallel Paths

This is the Road Map of the Routing Sequence (steps). The information below is linked to the active record of block 2. It should only be used if an Outcome of one sequence requires a follow-up (next) sequence. Records may not be deleted from this block for Routing Entry Types where there are outstanding Routing Requests

Field Type
&
Length Description

Path Number N2 Enter the path number.

1 indicates a single path.

If the result of an outcome of the active record on Block 2 leads onto one sequence (step) only,

use path number = 1, else

increment the value in steps of 1 from the second record for each additional record of the same outcome to allow for the parallel path construct.

A sequential route refers to 1 path (next sequence/step) per Outcome and a parallel route refers to more that 1 path (next sequence/step) per Outcome.

Outcome
A4 Enter the Outcome code as defined in Block 5. The Outcome description will be displayed

Next Sequence(Step) N3 The next sequence (step) that should be activated by the routing process for the Outcome as above.
Please note that the system will not allow you to step backwards. This means that ‘looping’ back to a previous point in the routing sequence will not be allowed.

Copy to Next Step A1 (Y)es / (N)o or 0
This is to indicate if the routing instructions/comments/information of the current sequence (step) must be copied to the next sequence (step).

(Y)es to copy the Routing Email Instructions to the next sequence (step)

0 to copy the sequence (step) Zero Routing Email Instructions to the next (sequence (step).

Example:

Example of ...grou-1b6

Block 5: Outcome Codes

All the valid Outcome Codes will be displayed. Outcome Codes may be added

Field Type
&
Length Description

Outcome Code
A4 A code for each of the possible outcomes for each step in a process.

Description
A30 The description of the Outcome.

Example:

Example of ...grou-1b7

Date	System Version	By Whom	Job	Description
09-Jan-2007	v01.0.0.0	Frans	t138771	Proofread and Correction.
16-Apr-2007	v01.0.0.0	Charlene van der Schyff	t134850	Insert screen dumps and menu option green task project.
18-May-2007	v01.0.0.0	Allie de Nysschen	t140425	Enhancement for duplicate approval to exclude time outs.
12-Mar-2008	v01.0.0.0	Vaughn Dumas	t138771	System owner proofread.
15-Jun-2008	v01.0.0.1	Amanda Nell	t150627	Apply Language Editing.
26-Jul-2012	v03.0.0.0	Frans Pelser	t178590	Reference to GMAIN-4
05-Oct-2015	v03.0.0.1	Sakhile Ntimane	t198769	Add new field in block 1
20-Sep-2019	v04.1.0.0	Kerrylee Naidoo	t238193	New fields added to Entry Type to Advertise Posts.
11-Dec-2020	v04.1.0.1	Kerrylee Naidoo	t247360	Additional information regarding the sequence start time

Field	Type & Length	Description
Line Number	N6	Enter Line Number. The Email instructions will be in Line Number order. For ease of use we suggest that you leave gaps between the line numbers i.e. 10,20,30… This will allow you to add extra detail without having to renumber any original records.
Instructions	A80	The instructions/comments/information to be used e.g. for email messages. The following parameters may be used to identify any other instruction or information on a previous Routing Sequence (step) $’SL’,bb,cc$ ‘SL’, Specific line of a Routing Sequence (step) ‘bb’ = Sequence (step) number of the route ‘cc’ = the line number of the ‘bb’ e.g. $SL,0,2$ implies that this routing sequence instruction field must use the instruction information of sequence (step) = 0, line 2.
Character	A12	A general character field to store data
Numeric	N15.2	A general numeric field to store data
Date	DD-MON-YYYY	A general numeric field to store data

Field	Type & Length	Description
Path Number	N2	Enter the path number. 1 indicates a single path. If the result of an outcome of the active record on Block 2 leads onto one sequence (step) only, use path number = 1, else increment the value in steps of 1 from the second record for each additional record of the same outcome to allow for the parallel path construct. A sequential route refers to 1 path (next sequence/step) per Outcome and a parallel route refers to more that 1 path (next sequence/step) per Outcome.
Outcome	A4	Enter the Outcome code as defined in Block 5. The Outcome description will be displayed
Next Sequence(Step)	N3	The next sequence (step) that should be activated by the routing process for the Outcome as above. Please note that the system will not allow you to step backwards. This means that ‘looping’ back to a previous point in the routing sequence will not be allowed.
Copy to Next Step	A1	(Y)es / (N)o or 0 This is to indicate if the routing instructions/comments/information of the current sequence (step) must be copied to the next sequence (step). (Y)es to copy the Routing Email Instructions to the next sequence (step) 0 to copy the sequence (step) Zero Routing Email Instructions to the next (sequence (step).

Field	Type & Length	Description
Outcome Code	A4	A code for each of the possible outcomes for each step in a process.
Description	A30	The description of the Outcome.