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Proposals define new or updated units, unit sets or courses which are proposed for introduction to the curriculum.
The proposal system allows academics and other institution staff to create or update the curriculum, without needing to access the forms in Callista's Course Structure and Planning (CRS) sub system.
When a proposal is approved, the new or updated unit, unit set or course can be transferred into Callista CRS.
Proposals are made of elements. An element is a set of data defined for a proposal. e.g. Unit Details
Elements are made up of items. An item is a single piece of data. e.g. Unit Credit Points
When a proposal is created its nature is determined by its Proposal Type.
Proposal Types are pre-defined in PAAW0200 and the proposal type is selected at the time of proposal creation.
The hub of all proposal activity is the My Proposals page (PAAW1000).
This page gives the user ready access to whatever part of the proposal process they are involved in. This includes:
A proposer begins the creation of a proposal by selecting one of the links at the top of the My Proposals page.
These links are generated by the Proposal Types that are available to the proposer and when a user clicks on one of these links they will follow the pathway to create that type of proposal.
The proposer may base their proposal on another proposal or on an existing unit, unit set or course, or they may create a new blank proposal. The availability of these options is determined by the Proposal Type.
The proposer also records when they wish to introduce the new or updated unit, unit set or course by recording the year (and teaching period for unit proposals) in the Timelines page. These entries will be used to calculate the Submit Date, Final review Date and Start to Teach date for the proposal.
The elements are set out as defined for the Proposal Type, and the proposer records values for each item as required.
The proposer may also attach documents to the proposal if required.
When the proposer has finished recording information for the proposal they can then submit the proposal for review by clicking on the Submit button in PAAW1120.
All mandatory elements and items, must have a value recorded before the proposal can be submitted.
Elements and Items may be marked as mandatory (for various stages of proposal development) for the Proposal Type (in PAAW0200).
Alternatively the proposer can elect to withdraw the proposal to effectively kill its progression.
A user may also designate editors who can assist with the development of their proposals. The people are specified for user in the Person Preferences page (SECF0066).
When a proposal is submitted, this triggers the workflow that will ensure the appropriate people review the proposal.
Proposal reviewers are members of Business Activity Processes (BAPs). These are groups of people set up in a context applicable to the proposal. e.g. They might be faculty officers in the faculty for which a new course is proposed.
A reviewer will be notified that a proposal is ready for them to review.
This proposal will be available in the My Reviews section of their My Proposals page (PAAW1000).
They can open the proposal and view the details recorded that are available for their BAP to view (in the Proposal Content page - PAAW1120).
If the reviewer wishes for a colleague to replace them in the review task, then can nominate that person by recording them as a delegate using the About this Proposal screen. That person will be notified and may to choose to accept or decline their nomination.
The reviewer may determine that the proposal is incomplete in which case they can record MORE INFORMATION REQUIRED or FAILED as their response (accompanied by a comment). Such responses prevent the proposal from progressing further in the review process and return the proposal to the proposer for attention.
Conversely, if the reviewer is happy with the proposal contents, they can indicate this by clicking on the Review button to open PAAW1150 and select COMPLETE as their response.
If all the BAP members for this step who are required to record a response select COMPLETE then the status for this workflow step changes to COMPLETE and the members of the BAP for the next workflow step will be notified to commence their review.
If the proposal review is overdue then the BAP members for that workflow step are notified by the system
When a proposal has been approved it can be transferred into Callista CRS by a proposal transfer job:
A Proposal Instance's status changes as it is developed and reviewed.
PAAJ1110 should be run daily to update proposal statuses, according to developments that have occurred.
e.g. Proposal is submitted (Submission Date recorded) > Proposal status changes from DRAFT to IN-REVIEW.
For information relating to the setting up required for proposals in Security, Communications, Calendar and other such sub-systems see Setting up Callista for Proposals.
Proposal Types are recorded in PAAW0200.
A set of system elements and items corresponding to data for Callista units, unit sets and courses is available.
This system data is described in the following help pages:
Proposal Elements assemble related items to display together. e.g. A 'Unit Offering Option' element may be defined with the items of Location, Unit Class, Delivery Type and SSF Available.
Apart from these, user-defined elements and items may also be defined for proposals.
A sub-element may also be defined to an element, implying a structure, so that within each element an institution can create relationships to other elements. These relationships must correspond to the relationships in the system data referred to above.
In the Proposal Type, the documentation to accompany items can also be defined.
e.g. An institution may have an element of 'Library Resources'. In this element the institution defines items to collect the details of text books that are required for the unit. Against this data, the proposer may be required to upload a library justification document to explain how the books will be used in the unit.
Review Categories determine the workflow for the review of a proposal.
Review Categories are defined in PAAW0500. The Review Category for a proposal may be inherited from the proposal's Proposal Type (PAAW0200). Where a review category cannot be determined using the review categories defined for the Proposal Type, it is determined by the proposal's outcome or by the amendment value ( which measures the amount of change involved in the proposal).
Details for a Review Category for a proposal instance can be viewed by clicking on the Review Proposal button in PAAW1120.
Review Categories are made up of Workflows which are in turn are made up of Workflow Steps.
For each workflow step a Business Activity Process (BAP) is allocated and this BAP contains members according to its context.
The proposal may also include elements or items that result in the assignment of additional workflow steps. These steps may be initiated in response to events as defined for the element or item. e.g. Include this step when the element is changed.
In PAAW1150, some users are able to make changes to the Review Category (and thus the associated Workflow Steps), and add or delete steps in the Workflow for a proposal instance.
For more detail about workflow in proposals see Proposals Workflow.
During submission the System Proposal Outcome is derived. See System Proposal Outcomes in the table below.
| S_PROPOSAL_OUTCOME | DESCRIPTION | S_PROPOSAL_TYPE |
| UPD_V | THE PROPOSAL OUTCOME WILL BE AN UPDATE TO AN EXISTING VERSION | UNIT |
| NEW | THE PROPOSAL WILL BE A NEW OBJECT | UNIT |
| NEW_V | THE PROPOSAL WILL BE A NEW VERSION | UNIT |
| NO-TRF-UN | UNIT PROPOSAL WILL NOT BE TRANSFERRED | UNIT |
| CRS-POC | THE PROPOSAL WILL BE A COURSE PROOF OF CONCEPT | COURSE |
| NEW-CRS-V | THE PROPOSAL WILL BE A NEW COURSE VERSION | COURSE |
| NEW-CRS | THE PROPOSAL WILL BE A NEW COURSE | COURSE |
| UPD-CRS-V | THE PROPOSAL OUTCOME WILL UPDATE AN EXISTING COURSE VERSION | COURSE |
| NO-TRF-CRS | COURSE PROPOSAL WILL NOT BE TRANSFERRED | COURSE |
| NEW-US-V | THE PROPOSAL WILL BE A NEW UNIT SET VERSION | UNITSET |
| NEW-US | THE PROPOSAL WILL BE A NEW UNIT SET | UNITSET |
| UPD-US-V | PROPOSAL OUTCOME WILL UPDATE AN EXISTING UNIT SET VERSION | UNITSET |
| NO-TRF-US | UNIT SET PROPOSAL WILL NOT BE TRANSFERRED | UNITSET |
| NEW-USRDEF | THE PROPOSAL WILL BE A NEW USER DEFINED OBJECT | USERDEF |
For a description of how the proposal outcomes are derived see Proposal Outcomes.
Page last modified: 31 May, 2012 3:58 PM
History Information:
| Release Version | Project | Change to Document |
| 15.0 | 1722 - 11g Upgrade | New Help page for 11g. |