Documentation
Complete guides and references for the Discretionary Powers Tracker
Quick Start Guides
Get started quickly with role-specific guides
Introduction
Welcome to the Discretionary Powers Tracker documentation. This comprehensive guide will help you understand and effectively use the platform for tracking, managing, and reviewing discretionary power decisions within the Government of the British Virgin Islands.
What is the Discretionary Powers Tracker?
The Discretionary Powers Tracker is a digital platform designed to promote transparency, accountability, and compliance in government decision-making. It provides a structured workflow for documenting, reviewing, and publishing discretionary power decisions made by government officials.
New User? Start with the Account Setup guide and the role-specific quick start guide that matches your responsibilities.
Key Features
- Structured Submission Process: Standardized forms and workflows for documenting decisions
- Multi-Level Review: Hierarchical approval process with role-based access control
- Audit Trails: Complete tracking of all actions and changes
- Public Transparency: Searchable public portal for approved decisions
- Real-Time Notifications: Stay informed about submissions and approvals
- Analytics & Reporting: Comprehensive insights into decision patterns and compliance
System Overview
User Roles & Permissions
The platform supports multiple user roles, each with specific permissions and responsibilities:
| Role | Primary Responsibilities | Key Permissions |
|---|---|---|
| Officer | Create and submit decision requests | Create, edit, and view own submissions |
| Reviewer | Review and approve submissions | View assigned submissions, provide feedback, approve/reject |
| Administrator | Manage system configuration | User management, power configuration, system settings |
| Auditor | Monitor compliance and audit trails | View all records, access audit logs, generate reports |
| Public | Search and view public decisions | Search, view public records (no login required) |
System Architecture
The platform is built on modern web technologies ensuring security, scalability, and reliability:
- Frontend: Responsive web interface accessible from any device
- Backend: ASP.NET Core with secure API endpoints
- Database: SQL Server with encrypted storage
- Authentication: Identity-based authentication with MFA support
- Security: TLS/SSL encryption, role-based access control, audit logging
Account Setup
Getting Your Account
Accounts are created by your department administrator or the system administrator. You cannot self-register for security and authorization purposes.
Request Account Access
Contact your department administrator or the system support team to request an account. Provide your full name, official email address, job title, and department.
Receive Login Credentials
Once approved, you'll receive an email with your username and temporary password. This email will also contain a link to activate your account.
First Login & Password Reset
Click the activation link and log in with your temporary credentials. You'll be prompted to create a strong, unique password. Follow the password requirements displayed on screen.
Complete Your Profile
Fill in your profile information including contact details and notification preferences. This ensures you receive important updates about your submissions.
Enable Multi-Factor Authentication (Recommended)
For enhanced security, enable MFA in your account settings. This adds an extra layer of protection to your account using your mobile device.
Security Reminder: Never share your password with anyone. If you suspect your account has been compromised, contact support immediately and change your password.
Officer Guide
Your Role as an Officer
As an Officer, you are responsible for creating and submitting discretionary power decision requests. Your submissions document the decisions made under specific ministerial powers and provide justification for transparency and accountability.
Dashboard Overview
When you log in, your dashboard provides quick access to:
- Active Submissions: Track submissions currently under review
- Draft Submissions: Continue working on incomplete submissions
- Recent Activity: See updates and feedback on your submissions
- Quick Actions: Create new submissions with one click
Creating a Submission
Follow these steps to create a new discretionary power decision submission:
Select Discretionary Power
Click "Create Submission" from your dashboard. Choose the appropriate discretionary power from the dropdown list. Each power includes a description and legislative reference.
Complete Required Information
Fill in all required fields:
- Decision Title: Brief, descriptive title
- Decision Date: When the decision was made
- Applicant/Subject: Who or what the decision concerns
- Decision Details: Comprehensive description of the decision
- Justification: Legal and factual basis for the decision
- Legislative Reference: Specific law or regulation sections
Upload Supporting Documents
Attach all relevant supporting documents such as applications, correspondence, analysis, or legal opinions. Accepted formats: PDF, Word, Excel, Images (max 10MB per file).
Review & Submit
Review all information for accuracy and completeness. You can save as draft at any time. When ready, click "Submit for Review" to send to your assigned reviewer.
Pro Tip: Save your work frequently using the "Save Draft" button. Drafts are automatically saved every 2 minutes, but manual saves ensure no data loss.
Tracking Your Submissions
Monitor submission progress through these status indicators:
- Draft: Incomplete, not yet submitted
- Submitted: Under review by assigned reviewer
- In Review: Actively being reviewed
- Revision Requested: Needs modifications based on feedback
- Approved: Approved and published
- Rejected: Not approved (with reasons provided)
Reviewer Guide
Your Role as a Reviewer
As a Reviewer, you evaluate discretionary power decision submissions for completeness, accuracy, and compliance with applicable laws and policies. Your review ensures decisions are properly documented and justified before publication.
Review Dashboard
Your dashboard shows:
- Pending Reviews: Submissions awaiting your review
- In Progress: Reviews you've started but not completed
- Completed: Your recent review history
- Workload Statistics: Volume and performance metrics
Reviewing a Submission
Open Submission
Click on a submission from your pending queue. Review all provided information including decision details, justification, and supporting documents.
Evaluate Completeness
Check that all required fields are completed and supporting documents are provided.
Review Checklist:
- All required fields completed
- Decision clearly described
- Justification is adequate and specific
- Legislative references are accurate
- Supporting documents are relevant and sufficient
- No sensitive information requiring redaction
Provide Feedback
Add comments or questions for the officer. Use the comments section to request clarification, additional documentation, or corrections.
Make Decision
Choose one of three actions:
- Approve: Submission meets all requirements
- Request Revision: Needs modifications (provide specific feedback)
- Reject: Does not meet requirements (provide detailed reasons)
Best Practices for Reviewers
- Review submissions promptly (target: 3-5 business days)
- Provide clear, specific feedback for revision requests
- Ensure compliance with relevant legislation and policies
- Verify accuracy of legislative references
- Check for completeness and adequate justification
- Document your review rationale in comments
Administrator Guide
Your Role as an Administrator
Administrators manage the platform configuration, user accounts, discretionary powers, and system settings. You ensure the platform operates smoothly and users have appropriate access.
Key Administrative Functions
User Management
- Create and manage user accounts
- Assign roles and permissions
- Reset passwords and unlock accounts
- Deactivate users when they leave
Discretionary Powers Management
- Add new discretionary powers to the system
- Update power descriptions and legislative references
- Assign powers to specific ministries/departments
- Archive obsolete powers
Ministry & Department Configuration
- Create and manage organizational structure
- Assign users to departments
- Configure approval workflows
System Settings
- Configure notification preferences
- Set up email templates
- Manage system-wide announcements
- Configure security settings
1. Navigate to Administration → Users
2. Click "Create New User"
3. Enter required information:
- Full Name
- Email Address
- Department
- Role (Officer, Reviewer, etc.)
4. Generate temporary password
5. Send welcome email with credentials
Auditor Guide
Your Role as an Auditor
Auditors monitor system usage, compliance, and data integrity. You have read-only access to all records and comprehensive audit trails for accountability and compliance verification.
Audit Capabilities
- Complete Audit Trails: View all actions taken on every submission
- User Activity Logs: Track who did what and when
- Compliance Reports: Generate reports on adherence to timelines and procedures
- Data Export: Export records for external analysis
- Analytics Dashboard: Visual insights into system usage and patterns
Generating Audit Reports
Access the Reports section to generate various audit reports:
- Submission Timeline Analysis
- User Activity Summary
- Compliance Rate by Department
- Decision Volume by Power Type
- Review Turnaround Times
Public Search Guide
Accessing Public Records
The public search portal allows anyone to search and view approved discretionary power decisions. No account or login is required for public access.
How to Search
- Visit the Public Search page
- Enter keywords in the search box
- Use filters to narrow results:
- Date range
- Ministry/Department
- Decision type
- Discretionary power
- Click on a result to view full details
- Download available public documents
Privacy Note: Sensitive personal information is redacted from public records to protect privacy while maintaining transparency.
Creating Submissions
Submission Best Practices
Follow these guidelines to create high-quality submissions that are approved quickly:
1. Be Clear and Specific
Provide a clear, concise title and detailed description. Avoid vague language and ensure anyone reading the submission can understand the decision and its rationale.
2. Provide Adequate Justification
Explain why the decision was made, including legal basis, policy considerations, and factual circumstances. Reference specific provisions of applicable legislation.
3. Include Supporting Documentation
Attach all relevant documents that support your decision. This may include applications, correspondence, technical reports, legal opinions, or other evidence.
4. Verify Accuracy
Double-check all information, especially dates, names, and legislative references. Errors delay the review process and may result in revision requests.
5. Consider Public Disclosure
Remember that approved submissions may be published. Avoid including unnecessary personal information or sensitive details that are not essential to understanding the decision.
Common Mistakes to Avoid:
- Vague or incomplete decision descriptions
- Missing or inadequate justification
- Incorrect legislative references
- Missing supporting documents
- Submitting before thorough review
Review Workflow
Understanding the Workflow
The submission review process follows a structured workflow:
Submission Created
Officer creates and submits a decision for review
Initial Review
Assigned reviewer evaluates the submission
Feedback or Approval
Reviewer approves, requests revision, or rejects
Revision (if needed)
Officer addresses feedback and resubmits
Final Approval
Submission is approved for publication
Publication
Decision is published to public portal
Timeline Expectations
| Stage | Target Timeline | Notes |
|---|---|---|
| Initial Review | 3-5 business days | From submission to first reviewer feedback |
| Revision | 2-3 business days | Officer addresses feedback |
| Final Review | 1-2 business days | Review of revised submission |
| Publication | 1 business day | After final approval |
Notifications
Notification System
The platform keeps you informed about important events through multiple notification channels.
Notification Types
- Submission Status Updates: When your submission status changes
- Review Assignments: When a new submission is assigned to you
- Feedback Received: When a reviewer provides comments
- Approval/Rejection: Final decision on your submission
- System Announcements: Important updates or maintenance notices
Notification Preferences
Customize how you receive notifications:
- Click your profile icon → Notification Preferences
- Choose notification types to receive
- Select delivery method: Email, In-App, or Both
- Set frequency: Immediate, Daily Digest, or Weekly Summary
- Save your preferences
Viewing Notifications
Click the bell icon in the navigation bar to view all notifications. Unread notifications are highlighted. Click "Mark all as read" to clear the notification badge.
Reports & Analytics
Available Reports
The platform provides comprehensive reporting and analytics capabilities:
For Officers
- My Submissions Summary
- Average Review Time
- Submission Status Breakdown
For Reviewers
- Review Queue Statistics
- Review Performance Metrics
- Approval/Rejection Rates
For Administrators
- System-Wide Statistics
- User Activity Reports
- Department Performance
- Compliance Metrics
For Auditors
- Complete Audit Trails
- Compliance Reports
- Data Export for Analysis
- Timeline Analysis
Generating Reports
- Navigate to Reports section from your dashboard
- Select report type
- Choose date range and filters
- Click "Generate Report"
- View online or export to PDF/Excel
API Reference
REST API
The platform provides a RESTful API for integration with other systems. API access requires authentication and appropriate permissions.
API Access: Contact your administrator to request API credentials and view the complete API documentation.
Common Endpoints
GET /api/submissions # List submissions
POST /api/submissions # Create submission
GET /api/submissions/{id} # Get submission details
PUT /api/submissions/{id} # Update submission
DELETE /api/submissions/{id} # Delete submission
GET /api/powers # List discretionary powers
GET /api/ministries # List ministries
GET /api/users # List users (admin only)
Authentication
API requests require Bearer token authentication:
POST /api/auth/token
Content-Type: application/json
{
"username": "your-username",
"password": "your-password"
}
Response:
{
"access_token": "eyJhbGciOiJIUzI1NiIs...",
"token_type": "Bearer",
"expires_in": 3600
}
Use token in subsequent requests:
GET /api/submissions
Authorization: Bearer eyJhbGciOiJIUzI1NiIs...
Glossary
Key Terms and Definitions
- Discretionary Power
- Legal authority granted to government officials to make decisions within the scope of applicable legislation.
- Submission
- A formal request documenting a discretionary power decision for review and approval.
- Officer
- Government employee authorized to create and submit discretionary power decisions.
- Reviewer
- Authorized person responsible for evaluating and approving submissions.
- Audit Trail
- Complete chronological record of all actions taken on a submission or in the system.
- Ministerial Power
- Authority granted to government ministers under specific legislation to make certain decisions.
- Legislative Reference
- Specific citation to the law or regulation that authorizes a discretionary power.
- Public Record
- Approved submission that has been published to the public search portal.
- Redaction
- Process of removing sensitive or personal information from public records.
- Workflow
- Structured process for creating, reviewing, approving, and publishing submissions.
Frequently Asked Questions
General Questions
Q: Who can access the Discretionary Powers Tracker?
A: Government employees with authorized accounts can access the internal system. The public search portal is available to everyone without login.
Q: How do I reset my password?
A: Click "Forgot Password" on the login page and follow the instructions sent to your email. If you don't receive the email, contact your administrator.
Q: Can I edit a submission after it's been submitted?
A: Once submitted, only reviewers can request revisions. If revision is requested, you can edit and resubmit. Approved submissions cannot be edited.
Q: How long are records retained in the system?
A: Records are retained according to government record-keeping requirements, typically 7-10 years for decision records and indefinitely for audit trails.
Q: Is my data secure?
A: Yes. The platform uses industry-standard encryption, secure authentication, role-based access control, and comprehensive audit logging. See our Privacy Policy for details.
Need More Help?
If you can't find the answer you're looking for, visit our Support Center or contact our support team directly.
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