Improve Audit Tracking & Archive Recall Functionality

[JohnMwashuma]

Context

The Audit process in the Tally Ho system plays a critical role in reviewing and verifying forms that have either failed quarantine checks or have been manually flagged for investigation. However, there are limitations in how Audit Supervisors can track affected forms and retrieve forms from the archive when necessary.

Current Challenges:

• Limited visibility into the process status of other forms from the same center.
• No structured mechanism to recall forms from the Archive.
• Archived forms cannot be recalled to Audit without direct database intervention.

To improve the Audit workflow, the following enhancements are proposed:

✅ Track the process status of all forms from an affected center.
✅ Allow the Audit Supervisor to request the recall of archived forms pending approval.
✅ Enable Tally Manager or Tally Super Administrator to approve or reject archive recall requests.

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Justification

✔️ Enhances Workflow Efficiency – Enables supervisors to track affected forms and request recalls when necessary.
✔️ Improves Data Accuracy – Ensures that all forms from an affected center are reviewed together, reducing discrepancies.
✔️ Enables Historical Corrections – Allows archived forms to be recalled when necessary, preventing data loss.

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Acceptance Criteria

✅ Audit Supervisor can track the process status of all forms from a selected center.
✅ Audit Supervisor can request the recall of archived forms, which will be pending approval.
✅ Tally Manager or Tally Super Administrator can approve or reject recall requests.
✅ Approved recall requests move the form from the Archive back to Audit.

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Implementation Plan

1️⃣ Track Process Status of Forms from an Affected Center

• Modify the Audit Dashboard to display all forms from a selected center, including:
  • Current form state (e.g., Pending Audit, Approved, Rejected).
  • Current location in the workflow (e.g., Intake, Data Entry, Review).
  • Filters to refine search results by form status and center.

2️⃣ Implement Archive Recall Request Workflow

• Add an option for the Audit Supervisor to initiate a recall request for archived forms.
• Store the recall request with a pending approval state.
• Display pending recall requests to Tally Managers and Tally Super Administrators.
• Provide Approve/Reject actions for each request.

3️⃣ Implement Archive Recall Approval Process

• Allow Tally Managers or Tally Super Administrators to approve or reject recall requests.
• If approved:
  • Move the form from the Archive to Audit.
  • Log the recall action for auditing purposes.
• If rejected:
  • Notify the Audit Supervisor and retain the form in the Archive.

4️⃣ Testing & Validation

• Add unit tests to verify:
  • The ability to track the process status of all forms from a center.
  • Successful archive recall request creation by Audit Supervisors.
  • Proper approval/rejection handling by Tally Managers and Super Administrators.
  • Audit Summary Report displays correct data.

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Estimated Level of Effort (LOE)

Task	Complexity	Estimated Time
1. Implement Process Status Tracking for Forms	🟡 Medium	16-24 hours (2-3 days)
2. Develop Archive Recall Request Workflow	🟠 High	16-32 hours (2-4 days)
3. Implement Archive Recall Approval System	🟠 High	16-32 hours (2-4 days)
4. Unit Tests & Update Existing Tests	🟠 High	16-24 hours (2-3 days)
5. QA & UAT (User Testing & Validation)	🟠 High	16-24 hours (2-3 days)
6. Deployment & Documentation	🟢 Low	8-16 hours (1-2 days)

Total Estimated LOE: ~88-152 hours (~11-19 working days / ~3-4 weeks)

🚀 Effort Level: 🟠 High Complexity