TOA Internship · Change Review

Programme / Intake / Approved Project Allocation Change

This page explains the proposed change from Internship Category-based setup to Education Level-based Programme setup. Solution 1 is updated to an approved-project allocation model: AD submits the Project, IO approves the submitted Project first, the system then recommends Programme + Intake allocation records, and IO finally confirms or amends the allocation. The system should not recommend Programme allocation before IO project approval.

Approved Project · IO-confirmed Allocation Lifecycle

Key change in Solution 1: IO approves the AD-submitted Project first; only then does the system recommend Programme + Intake allocation, with IO still owning final confirmation.

1
IO initiates request to AD P&C
2
AD P&C discusses with Mentor
3
AD P&C submits Project for IO approval
4
IO approves the submitted Project
5
System recommends Programme + Intake allocation records
6
IO final-confirms Programme / Intake / slots
One Programme / Level / YearCreate one Programme per Education Level per year as the annual container.
Intake = Time WindowEach Programme can contain multiple Intakes, such as May–Aug and Sep–Dec.
IO Approves Submitted ProjectAfter AD P&C submits the Project, IO must approve it before the system can recommend Programme / Intake allocation.
System Recommends, IO ConfirmsAfter IO approval, the system recommends Programme + Intake records; IO then final-confirms, amends or rejects them.
↔

Background: From Internship Category to Education Level

This change is not only a field rename. It changes how Programmes are created, how Intakes are structured, how Project Requests are allocated, and how annual reporting is produced.

Education LevelIntakeProject RequestAllocation
Old Logic

Programme mainly follows Internship Category

Education Level behaves more like a field or filter. Project timeline may be overwritten by Programme timeline, and cross-Programme / Intake reporting is less stable.

ProgrammeCreated based on Internship Category
↓
ProjectFollows Programme timeline and may be overwritten
↓
ReportAllocation relationship needs cleanup later
New Logic

Programme is created by Education Level

One Programme per Education Level per year. Intake is the time window under Programme. After AD submits the Project, IO approves it first; once approved, the system recommends Programme / Intake allocation records for IO final confirmation or amendment.

Year + Education LevelUniversity Internship 2026
↓
IntakesMay–Aug / Sep–Dec
↓
Approved Project AllocationProject is approved by IO first; after system recommendation, IO owns the final Programme / Intake allocation decision
Year2026
Education Level ProgrammeUniversity Internship 2026
IntakeMay–Aug Intake
Approved ProjectEnters recommendation only after IO approves the AD submission
Allocation RecordsSystem recommended; IO final-confirms or amends
BP

Blueprint: Preparing Stage Before / After

This tab only shows the Preparing stage and keeps the role-based connection lines. It explains how Solution 1 changes from direct recommendation after AD submission to IO project approval first, then system Programme / Intake recommendation, then IO final allocation confirmation.

Preparing onlyRole connectionBefore / After
StagePreparing only; later stages such as Applying, Matching and Offer are not expanded here.
Role lanesIO / IO Admin, AD(P&C), Mentor, System, Programme / Project.
BeforeAD submission / project approval and Programme allocation can be mixed together, making the recommendation trigger unclear.
AfterOnly after IO approves the Project does the system suggest allocation; IO then final-confirms or amends it.
01

Preparing stage role flow

Based on the current Blueprint Preparing row, but only keeps the role connections related to Programme / Intake / IO-approved Project allocation.

Blueprint extract
BEFORE · Approval and allocation mixedOld understanding
IO / IO Admin
Create Programme / send Project RequestProgramme and request can appear in parallel, but Project Request is the main approval object.
AD(P&C)
Upload Project RequestAD uploads scope, mentor and slots, then waits for IO review.
Mentor
Discuss / validate project contentMentor aligns content with AD, but this does not directly create allocation.
IO / IO Admin
Approve Project RequestThe old logic can mix project approval with allocation confirmation.
Programme / Project
Project enters ProjectsProgramme / Intake relationship is cleaned up later, and allocation status is less visible.
Issue: if approval and allocation sit at the same level, users may not know whether IO is approving the Project first or directly confirming Programme / Intake allocation.
AFTER · IO-approved Project + recommended allocationNew Solution 1 logic
Parallel A · Programme + Intake setupIO / IO Admin

Programme is created by Education Level + Year; Intake defines time window, capacity and allocation conditions.

University 2026May–AugSep–Dec
Parallel B + C · Request-to-submission lifecycleIO → AD(P&C) + Mentor
B · IO initiates request

IO initiates the demand to AD(P&C), capturing request brief, education level, intake timing and slots needed. This step creates demand only and does not directly create the Project.

Request briefSlots needed
→
C · AD submission + mentor alignment

AD(P&C) aligns scope, mentor, skills, duration and slots with Mentor, then submits the Project. After submission, the status is Pending IO Project Approval.

Mentor confirmedPending IO approval

Data package flowing into Approve submitted Project

requestId→ educationLevel→ intakeWindow→ slotsNeeded→ projectScope→ mentor→ skills / duration→ Pending IO Project Approval
↓
IO
Approve submitted ProjectIO first validates whether the AD-submitted Project content, slots, mentor and base fields are ready for recommendation.
System
Recommend Programme + Intake allocation recordsThe system only generates recommendations for IO-approved Projects, matching Programme / Intake based on Education Level, Intake timing, capacity, skills and related fields.
IO
Final-confirm or change Programme / Intake / slotsIO final-confirms, or changes Programme, Intake and allocated slots.
Programme / Project
Allocation confirmed + data flows to downstream pagesConfirmed allocation records flow into Programme detail, Project detail, Project Allocation Review and the Annual Report.
Project statusSubmitted / IO Approved / Allocation Pending
IO controlCan accept, modify or reject system suggestions.
Final outputProgramme + Intake allocation records confirmed by IO.
①

Solution 1: IO-approved Project + IO-confirmed Allocation

After AD P&C submits the Project, IO first approves the Project itself. Only after Project approval does the system recommend Programme + Intake allocation records. Final allocation remains IO-owned, and IO can change Programme, Intake or allocated slots.

Pending IO project approvalSystem recommendation after approvalIO final allocation confirmation

Flow · Simplified View

1

Parallel preparation

The left lane is HR / IO creating Programme and Intakes; the right lane is the AD Project submission lifecycle. Both can progress in parallel, but system recommendation must wait until IO approves the AD-submitted Project.

Lane A · Programme / Intake setupDemand
HR / IO
Create Education Level ProgrammeExample: University Internship 2026.
HR / IO
Create Intake windowsExample: May–Aug Intake, Sep–Dec Intake.
Lane B · AD Project submission lifecycleSubmission
IO
Initiate request to AD P&CIO initiates the request to AD P&C.
AD + Mentor
Discuss scope / slotsAD P&C aligns project details with Mentor.
AD P&C
Submit Project for IO approvalAfter submission, the status is Pending IO Project Approval; Programme recommendation has not started yet.
↓
2

IO approves submitted Project, then system recommends allocation records

IO first approves the AD-submitted Project. After approval, the system calculates one or more Programme / Intake matches for the approved Project based on Education Level, intake timing, slots, skills, duration and other fields. One Project can be attached to multiple Programme / Intake allocation records; this remains a suggestion, not final allocation.

AD Submission→ IO Project Approval→ System Recommendation→ Allocation Pending
↓
3

IO confirms or changes allocation records

The Project has already been approved by IO. IO's second decision is to confirm, modify or reject the suggested allocation records. IO can change Programme, Intake and allocated slots.

Review suggestion→ Change Programme / Intake→ Adjust slots→ Confirm allocation

Pages to update: Solution 1

Keep the main page compact. Click View to open the enlarged side drawer with Before / After placeholders for the current screen and update reference.

Click row to view
RolePageImpactDemo URLAction
IOProgrammes ListMedium/programmes
IOProgrammes Creation - Step 1Medium/programmes/new
IOProgrammes Creation - Intake SetupHigh/programmes/new
IOProgrammes Creation - Review and ConfirmMedium/programmes/new
IOProgrammes DetailCritical/programmes/PROG-0007
IOProject Request ListCritical/requests
IOProject Request CreationMedium/requests/new
IOProject ListCritical/projects
IOProject Request ReviewCritical/requests/project/batch-001/SUB-0003
IOProject DetailCritical/projects/PROJ-0008
AD(P&C)Upload ProjectsCritical/submissions/upload
AdminApplication FormsMedium/admin
UX updateThe page-level update plan now uses a drawer review pattern to avoid expanding too much content inside the Solution 1 page. The selected row is highlighted and details slide out from the right.

Advantages

  • Programme / Intake and AD Project submission lifecycle can progress in parallel.
  • The system only provides Programme / Intake recommendations for approved Projects, reducing invalid recommendations.
  • IO responsibility is clearer: approve the Project first, then final-confirm allocation.

Risks

  • System recommendation depends on field completeness and data quality.
  • If Programme / Intake setup is incomplete, the system suggestion may be inaccurate.
  • The UI must clearly separate Submitted, Pending IO Approval, Approved, Recommendation Generated and Allocation Confirmed.

Business Input Needed

  • Which fields and weights should drive the system recommendation?
  • Can IO directly change the suggested Programme / Intake?
  • Should the Project ID be generated at AD submission or only after IO approval?

Multi-Intake Allocation Example

After IO approves the AD-submitted Project, the system may recommend multiple Programme / Intake allocation records. Each allocation record still requires IO review, amendment or final confirmation; Project approval and allocation confirmation are two separate statuses.

Multiple Intakes allowedCapacity Check Required
Project Alpha · PRJ-0261

Submitted by AD P&C and approved by IO. Approved capacity is 35 slots and can be split across multiple Programme / Intake allocation records.

35 slotsUsed 35 / 35

Allocation Records

University Internship 2026May–Aug Intake
10 slotsConfirmed
JC / A-Level Internship 2026May–Aug Intake
20 slotsConfirmed
Polytechnic Internship 2026Sep–Dec Intake
5 slotsPending Review
▦

Annual Project Allocation & Offer Report

Because different HR / IO users may manage different Programmes, the system needs an annual report that can be called out anytime. The report should track each item from Project submission status to IO project approval, system recommendation, Programme / Intake allocation, allocated slots and final offer outcomes.

Project SubmissionIO Project ApprovalSystem RecommendationOffer Outcome
YearProject Submission / Approved ProjectApproval / RecommendationAllocation RecordProgramme / IntakeIO Allocation DecisionAllocated SlotsOffers IssuedAcceptedRemaining
2026Project Alpha Submission
PRJ-0261		IO Approved
Recommendation Generated		ALLOC-001University Internship 2026
May–Aug		Confirmed10864
2026Project Alpha Submission
PRJ-0261		IO Approved
Recommendation Generated		ALLOC-002JC / A-Level Internship 2026
May–Aug		Confirmed2015128
2026Project Alpha Submission
PRJ-0261		IO Approved
Recommendation Generated		ALLOC-003Polytechnic Internship 2026
Sep–Dec		Pending Final Confirmation5005
2026Cybersecurity Intern
PRJ-0264		IO Approved
Recommendation Generated		ALLOC-004University Internship 2026
Sep–Dec		Ready for offer1001
2026Data Ops Intern
Pending IO Approval		Not Recommended Yet—Polytechnic Internship 2026
Jun–Aug		Approval Required—00—

Report Purpose

  • View Project allocation records across Programmes and Intakes.
  • Confirm which AD submissions have been approved by IO, which have system recommendations generated, and which allocation records still await IO final confirmation.
  • Connect allocated slots to offer issuance outcomes.
Slot → Offer linkageOnly Projects that enter Programme / Intake allocation create offerable slots; offers issued / accepted / remaining show whether the intake is filled or still has capacity.

Exceptions to Surface

  • AD has submitted the Project, but IO has not approved it yet, so the system should not generate Programme / Intake recommendations.
  • Project has been approved and the system has recommended Programme / Intake, but allocation is not final-confirmed yet.
  • Project has allocated slots but offers have not been issued.

Allowed Rule

One Project Request / Project can support multiple Intakes / Education Levels, but capacity and timeline validation is required.

AllowedCapacity Check Required