18.6. Approving by category option group set

When defining an approval level, you specify the organisation unit level at which data will be approved. You may also optionally specify a category option group set. This is useful if you are using category option groups to define additional dimensions of your data, and you want approvals to be based on these dimensions. The following examples illustrate how this can be done within a single category option group set, and by using multiple category option group sets.

18.6.1. Approving by one category option group set

For example, suppose you define a category option group set to represent NGOs who serve as healthcare partners at one or more organisation units. Each category option group within this set represents a different partner. The category option group for Partner 1 may group together category options (such as funding account codes) that are used by that partner as a dimension of the data. So data entered by Partner 1 is attributed to a category option in Partner 1's category option group. Whereas data entered by partner 2 is attributed to a category option in Partner 2's category option group:

Table 18.1. Example Category Option Groups

Category option group setCategory option groupCategory options
PartnerPartner 1Account 1A, Account 1B
PartnerPartner 2Account 2A, Account 2B

Each partner could enter data for their accounts independently of the other, for the same or different workflows, at the same or different facilities. So for example, data can be entered and/or aggregated at the following levels for each partner, independently of each other:

Figure 18.4. Example category option groups

Example category option groups

[Tip]Tip

You can use the sharing feature on category options and category option groups to insure that a user can enter data (and/or see data) only for certain category options and groups. If you don't want users to see data that is aggregated beyond of their assigned category options and/or category option groups, you can assign Selected dimension restrictions for data analysis, when adding or updating a user.

You can optionally define approval levels for partner data within any or all of these organisation unit levels. For example, you could define any or all of the following approval levels:

Table 18.2. Example Category Option Group Set approval levels

Approval levelOrganisation unit levelCategory option group set
1CountryPartner
2DistrictPartner
3FacilityPartner

18.6.2. Approving by multiple category option group sets

You can also define approval levels for different category option group sets. To continue the example, suppose that you have various agencies that manage the funding to the different partners. For example, Agency A funds accounts 1A and 2A, while Agency B funds accounts 1B and 2B. You could set up category option groups for Agency A, and Agency B, and make them both part of a category option group set called Agency. So you would have:

Table 18.3. Example Multiple Category Option Group Sets

Category option group setCategory option groupCategory options
PartnerPartner 1Account 1A, Account 1B
PartnerPartner 2Account 2A, Account 2B
AgencyAgency AAccount 1A, Account 2A
AgencyAgency BAccount 1B, Account 2B

Now suppose that at the country level, you want each partner to approve the data entered by that partner. Once this approval is done, you want each agency to then approve the data from accounts that are managed by that agency. Finally, you want to approve data at the country level across all agencies. You could do this by defining the following approval levels:

Table 18.4. Example Multiple Category Option Group Set approval levels

Approval levelOrganisation unit levelCategory option group set
1Country 
2CountryAgency
3CountryPartner

Note that multiple approval levels can be defined for the same organisation unit level. In our example, Partner 1 would approve country-wide data at approval level 3 from category options Account 1A and Account 1B. Next, Agency A would approve country-wide data at approval level 2 from category options Account 1A (after approval by Partner 1) and Account 2A (after approval by Partner 2.) Finally, after approval from all agencies, country-wide data can be approved at approval level 1 across all category options. Note that approval level 1 does not specify a category option group set, meaning that it is for approving data across all category options.

This example is meant to be illustrative only. You may define as many category option groups as you need, and as many approval levels as you need at the same organisation unit level for different category option group sets.

If you have multiple approval levels for different category option group sets at the same organisation unit level, you may change the approval ordering in the Settings section, under System Approval Settings. Just click on the approval level you wish to move, and select Move up or Move down. If you have an approval level with no category option groups set, it must be the highest approval level for that organisation unit level.