7-Step Workflow

Overview

Once a project request is assigned to a team and moved to In Progress (see Project Requests), it enters a structured 7-step workflow. Each step must be completed (or skipped) before the request can be approved and converted into an active project.

Steps 1 and 2 always run; steps 3 – 7 are turned on or off in Step 2 based on what the request actually needs.

Workflow Steps

Step 1 — Manager Assignment

A partnership manager is nominated to own the request end-to-end.

• Assign / reassign a manager from the user list.
• The previous assignment is kept in history (with assignedBy, assignedAt, and an optional note) so the audit trail is preserved.
• Only one manager is active at a time; reassigning marks the old one as inactive.

Step 2 — Meeting Arrangement

The assigned manager sets up the internal review meeting and decides the scope of the workflow. This step has two tabs:

1. Teams tab — pick which teams will participate, assign one member from each team, and (optionally) override the per-team timeline in days.
2. Steps tab — toggle which of steps 3 – 7 are applicable to this request. Steps you turn off are automatically marked Skipped later.

Step 3 — Team Decision & Need Assessment

This step has two parts:

Team Decision — each team picked in Step 2 records its decision:

All assigned teams must record a decision before the workflow moves forward.

Need Assessment — a detailed feasibility check:

• Project duration category — less than 1 year, or 1 year and above.
• Assessment files — upload one or more supporting documents.
• Submitted by — the team member who completed the assessment.

Step 4 — Proposal & Approval

A formal project proposal is prepared and then approved. This step has two sub-steps.

Sub-step 1 — Proposal

• Proposal document — uploaded by Partnership / Strategy. Versioned, with the current version flagged as isLatest.
• Proposal details — key points, methodology, budget estimate.
• Submitted by — person who created the proposal.

Sub-step 2 — Proposal Approvals

Each team approves the proposal independently:

If any team selects Needs Modification, a new proposal version can be uploaded and re-circulated.

Step 5 — Donor Meeting

If the project requires external funding, a donor meeting is arranged:

• Meeting date and participating Nirmaan teams.
• Outcome — one of:

• Comment — free-text notes from the meeting.
• Updated by — user who recorded the outcome.

Step 6 — MOU Signing

The Partnership team uploads the signed Memorandum of Understanding:

• MOU document — the signed PDF or scan.
• Comment — short note covering terms or signatories.
• Uploaded by and uploaded at are recorded automatically.

Step 7 — Stakeholder Meeting

A final internal meeting confirms project kick-off:

• Meeting completed — Yes / No flag.
• Project details — final project scope captured as a JSON snapshot.
• Completed by — user who closed out the meeting.
• Comment — any final notes.

Workflow Activity Log

Every action taken during the workflow is logged:

• Step number and sub-step
• Action performed
• Performed by (user)
• Timestamp
• Additional details

This provides a complete audit trail for compliance and reporting.

Workflow Statuses

Each step has its own status:

Converting a Request

Once all selected steps are completed, the request can be Converted to an active project. This changes the request status to Converted and triggers post-conversion workflows (progress tracking, etc.).

Who is allowed to perform each workflow action — assigning teams, recording decisions, approving proposals, marking the request as Converted — is determined by the user's role. See Roles & Permissions for the full breakdown.