Business Flow

Key Business Flow Components

1. Stakeholders Involved:
   • Agencies: Responsible for submitting applications and reports.
   • Jurisdiction Staff: Review applications and reports, and approve or reject submissions.
   • Funding Authorities: Oversee the disbursement of funds and manage compliance.

2. Primary Processes:
   • Agency Registration and Login:
     • New agencies can sign up for accounts to access application links.
     • Existing agencies can log in to view application links and their submission statuses.
   • Application Process:
     • Agencies create and fill out applications for various programs.
     • Applications go through a review process conducted by jurisdiction staff, who assess submissions based on predefined criteria.
   • Approval Workflow:
     • If an application is approved, a Contract Source document is generated, which agencies must complete.
     • Jurisdiction staff review the completed Contract Source document and budget submitted by the agency.

3. Reporting and Compliance:
   • Agencies are required to submit periodic reports (e.g., quarterly reports, expense summaries, invoices) once their projects are underway.
   • Jurisdiction staff generate spreadsheets and reports from the data collected in the system to ensure compliance and funding accountability.

4. Data Flow and Structure:
   • Agencies Table: Includes fields like agency_name and agency_id.
   • Applications Table: Connects to the Agencies table through a foreign key (agency_id) and includes fields like application_data, application_json_source, approval_status, and approved_by.
   • The data flow involves moving through various stages, from application creation to contract generation and reporting, with multiple interactions between agencies and jurisdiction staff.

5. Multiple Workflow Variants:
   • The business flow can vary depending on the type of project (e.g., Multi-Family, Single-Family, Loans), each having its own set of processes:
     • Multi-Family Projects: May involve tracking through construction phases, uploading documents, and completing reports before transferring to Asset Management.
     • Single-Family Projects: Include creating projects, managing funding amounts, tracking development, and closing projects.
     • Loan Management: Involves creating loans, tracking payments, and managing late fees and balances.

6. Customization:
   • There is a concern regarding the level of customization for the Public Services module across different customers. This may complicate the uniformity of the business flow, as agencies might have different requirements or processes based on jurisdiction-specific rules.