Purpose:

To develop, deploy, and operate a system which integrate RASEEN “SAP” material master data and
approved manufacturer parts AMP module with its counterpart in NUPCO. The system should work as a
support for the intermediate business process which approve certain records from NUPCO mater data
for use in KSUMC Medica City. The system should support dynamic business content, Forms creation,
workflows, approvals, groups / committees , authorization, delegations, versioning, BLOBs, and reports.
The system should have a visual designer to create / modify its content. The system should send
contents via email/ SMS / WhatsApp when needed.

Figure

Features:
Dynamic contents

 System administrator should be able to create a business process containing number of linked
tasks
 Task library should be available to system administration to be used in processes, which should
contains tools to do common system tasks, like sending emails and notifications, creating
reports, scheduling tasks, etc…
 System administrator should be able to define tasks in the following ways:
o Use from task library
o Form builder
o Code writing
o Any combination of the above
 System administrator should be able to define / modify task validation criteria, which the system
should automatically enforce upon start / end of the task.
 The system should provide a visual tool to aid system administrator to design tasks/ processes
 The system should provide a monitoring tool that give the status of each process instance

Form Creation

 The system should provide a visual tool to create form for each step of the tasks.
 Common data type should be allowed to be used in the forms, such as:
o Rich Text
o Pre-Formatted Text
o Numbers and decimals
o Date
o Single and multi-select lists
o File upload
 Form Creator should be able to specify validation rules for each field of the form, which should
be enforced automatically by the system when submitting process start

Workflow

 System administrator should be able to define / modify work flow of each process using the
tasks available in the system
 System administrator should be able to monitor the status each instance of the workflow that
has started, and view its details
 System administrator should be able to suspend /reset /resume / override the status of each
workflow instance

Authentication

 System should integrate with KSU / KSUMC authentication services to authenticate users
Authorization

 System administrator should be able to authorize user / group of users to perform a task in the
system
 The system should integrate of RASEEN SAP system to make use of its authorization matrix,
 Additional authorization maybe require to perform some tasks, thus the system should contain
its independent authorization functionality

groups / committees

 The system should support constructing Committees as an entity, to be used in processes / tasks
o Task can be assigned to a committee
o System administrator can assign users to be members of a committees
o Each committee has different types of members, which intern can perform different
roles for the committee,
o One member can have multiple roles in one or more committees

Delegation

 Member can delegate their roles in a process or a workflow instance to another user for a
certain period of time
 User should be able to manage the delegation function using their own account

Versioning

 System administrator should be able to modify workflow configuration, task definition, forms, or
other configuration, without affecting the existing running or completed process instances
 System should automatically assign a version number for each modification, and keep tracking
of each configuration version

BLOBs

 Users should be able to upload files to the system when they perform a task, additionally system
may produce reports as an evidence or a result of a performed task, these files should be stored
in file storage in compliance with KSUMC standards

Business Scenarios

Adding medical material from NUPCO master data to RASEEN master data:

 Authorized user search local copy of NUPCO master catalog, and select one to start the process
o System should identify if an previous process instance has been initiated on this
particular material, or a linked one.
 User should fill the electronic required VAC forms, “Form A, Form B, and Form C”
 o User should also be able to attach files as evidences to the information of the form
o The system should be able to validate the entry of the user before the submission is
completed
 System should direct the form to department director to approve the request, the system
should be able to follow approval configuration in RASEEN system
 System should direct the request to Value Analysis Committee secretary, which in turn should
be able to accept the request or return it to initiator with comments
 In case of acceptance, the request should be forwarded to VAC members for discussion and
voting
 When a committee conduct a meeting, voting members should be able to vote on the request
on hand, a final decision should be made before meeting is concluded, decision should include
approve, disapprove, or delay to request additional information
 Incase of approval, the system should use NUPCO definition to register the material in RASEEN
system. Incase of rejection, the system should keep record, and prevent the same item from
being requested again without an elevated approval
 Committee approvals, comments, ets should be automatically communicated to relevant
entities, reports of committee decision should also be part of this communication, and they
should be archived as an independent electronic file in a file storage
 The system should keep track of all task movement and generate report when required
 System administrator should be able to define and manage committees, manage their members,

Business Scenario

Item evaluation

 Authorized user request product evaluation, the user should select an item from RASEEN
materials, the user should select an evaluation type, and provide evidence of evaluation reason
 Standardization member should register the steps of requesting / receiving / and sending
samples to the technical entity for the purpose of product evaluation, the system should
support sending multiple samples for multiple entities within the same process instance
 Assigned user should be able to register receiving the samples, further more should also register
the start of the evaluation process, and the expected completion time
 When product evaluation is completed, assigned user should be able to register the result of the
evaluation, the task should be then assigned to the appropriate standardization sub-committee
depending on the classification of item
 Standardization sub-committee members should be able to vote to accept the evaluation result,
override it, or request re-evaluation of the product
 Committee decision should update RASEEN system, AMP list should be updated
 The result of the product evaluation should be stored, report evidence should be stored in an
independent electronic file in a file store
 System should notify entities, which may include NUPCO system, with evaluation result, the
notification may contain evidence of committee decision, system administrator should be able
to configure the notification criteria