Skip to main content

Documentation Technical documentation for the Get Information about Schools service.

Staff Change Request Workflow

This page explains how governance and staff field changes are recorded, applied and retained.

Scope

This view focuses on:

  • staff/governance field change requests;
  • the staff record and logical staff field being changed;
  • proposer and decision user context;
  • protected value storage;
  • technical audit snapshots.

How To Read This Model

  • StaffChangeRequest records field-level changes to a governance/staff record.
  • The changed field is identified through StaffField.
  • The request type and protected-value flag determine which old/new value columns are meaningful.
  • Sensitive staff values need special handling in change history.
  • Technical audit snapshots are separate from the business change request.

Application-Derived Insights

  • Staff change requests are interpreted by field and change type, not by one uniform value shape.
  • Staff field metadata drives display, editability, sensitivity, validation and change behaviour.
  • Some staff/governance changes appear to be approved and applied immediately by the current user.
  • Protected values can be held in change history, so retention and access rules need to cover change requests as well as the live staff record.
  • The frontend works through governance services rather than owning the physical staff change-request table.

Core Staff Change Workflow

erDiagram StaffRecord { numeric uid numeric establishment_URN numeric group_id nvarchar staffRole_code } StaffField { nvarchar shortName nvarchar displayName tinyint sensitive tinyint changeRequestable } StaffChangeRequest { numeric id numeric staffRecord_uid nvarchar field_shortName nvarchar type nvarchar status datetime createdDate datetime approvedDate nvarchar proposedBy_username nvarchar approvedOrRejectedBy_username tinyint protectedValue } SystemUser { nvarchar username nvarchar UserGroupCode } StaffRecord ||--o{ StaffChangeRequest : changed_record StaffField ||--o{ StaffChangeRequest : changed_field SystemUser ||--o{ StaffChangeRequest : proposed_or_decided_by

StaffChangeRequest

StaffChangeRequest records a proposed or applied change to a logical staff/governance field.

Business-friendly pattern:

For this governance or staff field change,
what field was changed,
which staff record was affected,
who proposed and decided the change,
and what old and new values were recorded?

StaffField

StaffField is the logical-field catalogue used to control staff/governance field behaviour.

Business-friendly pattern:

For this user group, staff field and governance role context,
can the field be seen, edited, withheld as sensitive, required, warning-only or skipped?

StaffRecord

StaffRecord is the governance/staff record affected by the change.

Business-friendly pattern:

For this governance/staff person or role instance,
which establishment or group does it belong to,
and what role does it have?

Protected Values And Audit

erDiagram StaffChangeRequest { numeric id numeric staffRecord_uid nvarchar field_shortName tinyint protectedValue } StaffRecordEnc { numeric id varbinary encryptedSensitivePersonalFields } RevisionInfo { numeric id numeric timestamp nvarchar modifiedBy_username } StaffChangeRequest_AUD { numeric id numeric ver_rev tinyint REVTYPE nvarchar status } StaffRecordEnc ||--o{ StaffChangeRequest : protected_value_context RevisionInfo ||--o{ StaffChangeRequest_AUD : revision StaffChangeRequest ||--o{ StaffChangeRequest_AUD : audited_versions

StaffRecordEnc

StaffRecordEnc stores selected sensitive personal fields for staff/governance records.

Business-friendly pattern:

For this staff/governance record,
which sensitive personal fields are stored in encrypted form,
and when may they be loaded or returned to users?

StaffChangeRequest_AUD

StaffChangeRequest_AUD stores audited snapshots of staff change request state.

Business-friendly pattern:

For this staff change request and audit revision,
what request state and value context was persisted at that point?

Reading This Diagram

These ERDs are explanatory views, not a complete workflow specification. Sensitive value handling, approval rules and retention rules should be considered together.