Understanding User Roles
Every user in the system is assigned a Primary Designation — their official role — plus optional Additional Roles that layer extra permissions on top. Your role determines which sidebar modules appear, what actions you can take, and which documents you can view.
Your role is assigned by a system administrator. If your role seems incorrect or you need additional access, contact your admin.
Role Overview by Module
The table below shows which roles can access each module:
| Module | Roles with Access |
|---|---|
| Admin | ADMIN |
| Planning (create/submit WFP, AIP) | All office roles, PPMP_PREPARER, PPMP_APPROVER, PPMP_VIEWER, SECRETARY, ADMIN |
| Planning (approve WFP, AIP) | HOPE |
| Procurement (create/submit PPMP, PR) | PPMP_PREPARER, DEPARTMENT_HEAD, all office roles, SECRETARY, ADMIN |
| Procurement (approve PPMP) | GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE |
| Procurement (RFQ / PO management) | GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE |
| Budget (edit appropriations, deadlines) | BUDGET, ADMIN |
| BAC Secretariat | BAC_SEC, ADMIN |
| Disbursements (create DV) | Most authenticated roles |
| Disbursements (view all DVs) | GSO, BAC, ADMIN, BUDGET, MAYOR, HOPE |
| Inventory | ADMIN, INVENTORY_PROPERTY_CUSTODIAN |
All Roles — Detailed Reference
REQUESTER
Office-level staff who initiate procurement and disbursement requests.
- Create and submit PPMPs and Purchase Requests
- Create and submit Disbursement Vouchers
- View their own office's documents
- Requires a department assignment
STAFF_REQUESTER
Staff-level requester with the same capabilities as REQUESTER.
- Same access as
REQUESTER - Requires a department assignment
DEPARTMENT_HEAD
Head of an office or department.
- All requester capabilities
- Department-level approval authority in DV workflows
- Can create and submit PPMPs for their department
HR
Human Resources department staff.
- Create and submit HR-related Disbursement Vouchers
- Manage HR-specific procurement requests
SECRETARY
Secretary's office — routes documents through the workflow.
- Receive, review, and forward Disbursement Vouchers
- Acts at the Secretary routing step in DV workflows
- Can create and submit planning documents
GSO
General Services Office — handles procurement-related documents.
- Create RFQs from approved PRs
- Manage Purchase Orders
- View all DVs and procurement documents
- Full access to Procurement module (RFQ/PO)
BAC
Bids and Awards Committee member — reviews DVs requiring BAC approval.
- Participates in the BAC parallel review step on Disbursement Vouchers
- Each BAC member reviews independently; the DV advances once the minimum approvals threshold is met (configured in Admin Settings)
- View all DVs and procurement documents
BAC members review DVs at the BAC approval step. BAC_SEC (BAC Secretariat) manages the procurement process — RFQs, POs, and procurement planning. These are separate roles with separate responsibilities.
BAC_SEC
BAC Secretariat — manages the procurement workflow from canvassing to PO.
- Full access to the BAC Secretariat module hub
- Approve and mark RFQs for canvass
- Enter supplier bids on RFQs
- Award RFQs (single or per-item)
- Create POs from awarded RFQs
- Create DVs directly from awarded RFQs (for
DIRECT_TO_VOUCHERtype) - Create DVs from delivered POs
BUDGET
Budget Office — controls financial ceilings and validates fund availability.
- Create, edit, and delete office appropriations
- Set the fiscal year, PPMP submission deadline, PPMP modification deadline, and default reference period
- Bypass PPMP submission deadline
- Review DVs at the Budget review step
- View all DVs and procurement documents
ACCOUNTING
Accounting Office — certifies financial transactions.
- Review and forward DVs at the Accounting step
- View all DVs
TREASURY
Treasury Office — issues checks and records payment release.
- Issue checks on approved DVs (enter check number and payment method)
- Mark DVs as released (enter release date and recipient name)
- Acts at the Treasury step — the final step in most DV workflows
MAYOR
Municipal Mayor (or authorized executive) — executive approval authority.
- Approve or return Disbursement Vouchers at the Mayor step
- View all DVs and procurement documents
HOPE
Head of Procuring Entity — approves planning documents and has broad oversight.
- Approve, return, or reject submitted WFPs
- Approve, return, or reject submitted AIPs
- View all offices' WFPs, AIPs, and procurement documents
INSPECTORATE
Inspectorate member — receives and forwards DVs at the Inspectorate step.
- Receive DVs at the Inspectorate step
- Forward DVs to the Inspectorate Head
INSPECTORATE_HEAD
Head of Inspectorate — final approval at the Inspectorate step.
- Approve or return DVs after the Inspectorate member has forwarded them
INVENTORY_PROPERTY_CUSTODIAN
Property Custodian — manages physical receipt and issuance of inventory items.
- Access the Inventory module (lands on Receiving tab; Item Catalog is hidden)
- Record receipt of items from DVs and POs
- Issue items to custodians (generates ICS for SEP items, PAR for PPE items)
- View stock movements and accountability records
PPMP_PREPARER
PPMP document preparer.
- Create and submit PPMPs for approval
- Add line items and attach POW files to PPMPs
PPMP_APPROVER
PPMP approver.
- Approve or return submitted PPMPs
- View all PPMPs
PPMP_VIEWER
Read-only access to PPMPs.
- View PPMPs and the Annual Procurement Plan
- No create, submit, or approve actions
LIQUIDATION_PERSONNEL
Handles liquidation documents in the disbursement cycle.
ADMIN
Full system access — the system control center role.
- User Management: Create, edit, activate/deactivate all user accounts; assign roles and departments
- Directory Management: Manage payees, tags, item templates, departments, and remarks checklist items
- Workflow Builder: Create and publish workflow templates with configurable steps, assignment types, and approval rules
- System Settings: Set BAC required approvals, PPMP workflow template version, PR workflow template version
- Access to all modules and all documents across the entire system
- Cancel Disbursement Vouchers
- Perform manual inventory stock adjustments
Multi-Role Users
The Primary Designation is a user's official title. Additional Roles layer extra permissions without changing the designation.
Example: A Department Head who also needs to approve PPMPs has DEPARTMENT_HEAD as their primary role and PPMP_APPROVER added as an additional role.
Additional roles are configured by an ADMIN user in the User Management section.
What's Next?
- Module Guides — Complete documentation for each module, organized by the work each role does
- First-Time Login — Navigate your dashboard and sidebar based on your role
