1. Document Overview

Mitanin is the mobile application used by Chhattisgarh's community health workers, called Mitanins, to record health care activities and generate monthly incentive claims. This document defines the requirements for the Incentive Verification module of the Mitanin application, covering two roles: the Mitanin Trainer (MT), who reviews a defined set of activities, and the ANM, who provides final approval or rejection of each Mitanin's monthly claim.

Please refer to the Mitanin-Trainer-ANM-Prototype.html for the clickable prototype. 

2. Background and Context

Mitanins record their health care activities in the Mitanin app and generate monthly incentive claims. Verifying these claims today depends on manual checks and paper registers, which is slow and hard to audit. This module replaces that manual process with a digital, two-step verification workflow: the Mitanin Trainer checks a small set of activities she can personally confirm through her own fieldwork with the Mitanins she trains, and the ANM reviews the whole claim and gives the final decision for the month.

3. Problem Statement

• No digital interface exists today for verifying Mitanin incentive claims.
• Verification depends on paper registers, which is slow and inconsistent.
• Delays in verification lead to delays in incentive payment.
• There is no structured, auditable record of who verified what and when.

4. Product Vision and Goals

Vision

Give the Mitanin Trainer and the ANM a simple mobile interface to review and approve Mitanin incentive claims every month, with clear accountability for each decision.

Goals

5. User Personas

5.1 Mitanin Trainer (MT)

• Reviews four specific incentive activities that she can personally confirm through her regular fieldwork with the Mitanins she trains.
• Cannot approve or reject a Mitanin's overall monthly claim. Her decision is limited to the four activities in her remit.
• Expected to act within 24 hours of a Mitanin's submission or resubmission.
• Uses a smartphone as her primary device, with limited time between field visits.

5.2 ANM

• Final approving authority for each Mitanin's whole monthly claim.
• Reviews every activity the Mitanin has claimed, and can see whether the Mitanin Trainer has approved the four activities in her remit.
• Approves or rejects the whole month's claim in a single decision.
• Facility based, manages claims for all Mitanins mapped to her.

6. Scope

In Scope (Phase 1)

• Separate, role based login for the Mitanin Trainer and the ANM.
• Mitanin Trainer dashboard and activity level review for the four defined activities.
• ANM dashboard, drill down list, and month level approval or rejection.
• Status tracking, notifications, and audit logging for both roles.

Out of Scope

• Recalculating or editing incentive amounts.
• Payment disbursement.
• Web portal access.
• Any verifying role other than the Mitanin Trainer and the ANM. There is no additional layer between the ANM and final processing.

7. Roles and Verification Model

This module uses two roles instead of one, and they do not have the same authority.

The ANM's decision on a claim becomes available only once the Mitanin Trainer has approved the four activities, if the Mitanin claimed any of them that month. This is not a limit on the ANM's authority. It simply means the ANM reviews a claim once the specific activities the Trainer can personally vouch for have already been checked. If a Mitanin's claim does not include any of the four Trainer activities, the ANM can review and decide on it without waiting on the Mitanin Trainer at all.

8. The Four Mitanin Trainer Activities

The following four incentive activities fall within the Mitanin Trainer's review. All four are meeting attendance or self reporting activities rather than clinical or beneficiary linked ones, which fits the Trainer's role: she can personally confirm attendance at these meetings and the completeness of the register during her own fieldwork with the Mitanin, unlike clinical activities such as antenatal visits or immunisation records.

9. Timelines and Cut off Dates

Because the Mitanin Trainer's 24 hour window sits inside the ANM's overall cut off, a Mitanin who submits close to the 3rd leaves less time for the ANM to act. This document does not change the submission window or the ANM's due date; both roles are expected to act well within their own windows so the ANM still has enough time to review.

10. Mitanin Trainer Workflow

10.1 Login

The Mitanin Trainer is issued her own username and password, separate from the Mitanins and separate from the ANM. Logging in takes her directly to her own dashboard. She only sees the Mitanins mapped to her own geography.

10.2 Dashboard

The dashboard header shows the Mitanin Trainer's name and ID. It includes a month selector, defaulted to the current month, and a filter for the villages or clusters mapped to her, along with a search box for finding a Mitanin by name.

The dashboard shows the following counts for the selected month: Total Mitanins mapped to her, Activities Awaiting Her Review, Activities Approved, Activities Rejected (sent back to the Mitanin for correction), and Mitanin Unclaimed. These counts are based on claimed instances of the four Trainer activities, not on the Mitanin's overall status.

10.3 Mitanin Listing

Tapping into the dashboard shows Mitanins grouped by village or cluster, each with a short status label describing where her four activities currently stand: Awaiting Review, Approved, Rejected (awaiting the Mitanin's correction), or Not Applicable if she did not claim any of the four activities that month.

10.4 Activity Review and Approval

Opening a Mitanin shows her full monthly claim for context, with every activity she has claimed listed by category, serial number, activity name, number of claims, and amount, in read only form. Only the four Trainer activities, when claimed, carry an action: Approve or Reject.

Approving or rejecting one of these activities is final once submitted. The Mitanin Trainer cannot change her own decision afterward. A decision can only be reopened in two situations: the Mitanin corrects and resubmits after a Trainer rejection, in which case the Trainer reviews the corrected activity again, or the ANM later rejects the whole month's claim, in which case the whole claim, including these four activities, comes back to the Mitanin Trainer for a fresh review.

Rejecting one of the four activities opens a short reason field and sends only that activity back to the Mitanin for correction. It does not affect any of the Mitanin's other claimed activities, and it does not require the Mitanin to resubmit her entire month's claim, only the rejected activity.

10.5 Status Transitions for the Mitanin Trainer

• A claimed instance of one of the four activities starts as Awaiting Review.
• The Mitanin Trainer approves it, and it becomes Approved. This is final unless the whole month's claim is later rejected by the ANM.
• Or the Mitanin Trainer rejects it, and it becomes Rejected, returning to the Mitanin for correction. Once the Mitanin resubmits, it returns to Awaiting Review for the Mitanin Trainer.

10.6 Notifications to the Mitanin Trainer

• When a Mitanin submits, or resubmits, a claim that includes one or more of the four Trainer activities. This starts her 24 hour review window.
• A reminder 6 hours before her 24 hour window ends, if she has not yet approved or rejected the activity.

11. ANM Workflow

11.1 Login

The ANM is issued her own username and password, separate from the Mitanins and the Mitanin Trainer. Logging in takes her directly to her own dashboard, scoped to the Mitanins mapped to her.

11.2 Dashboard

The dashboard header shows the ANM's name and ID, a month selector defaulted to the current month, a geography filter, and a search box for finding a Mitanin by name. Tiles show the count of Mitanins in each of the five statuses defined in Section 13: Verified, Pending, Overdue, Rejected, and Mitanin Unclaimed, along with a Total Mitanins tile.

11.3 Mitanin Listing

A grouped list of Mitanins by facility or geography, each with a status pill showing Verified, Pending, Overdue, Rejected, or Unclaimed for the selected month.

11.4 Monthly Detail and Approval

Opening a Mitanin shows every activity she has claimed for the month, grouped by category. Each category header shows the number of activities and the total amount claimed, and expands to show each activity's serial number, name, number of claims, and amount. On the four Trainer scoped activities, a short label shows whether the Mitanin Trainer has approved them, and when.

A single footer lets the ANM approve or reject the whole month's claim. Approve and reject apply to every activity claimed that month in one action. The approve action is available once the Mitanin Trainer has approved every one of the four activities the Mitanin claimed that month. If any of them are still awaiting the Trainer's decision, the approve action stays unavailable, with a short note explaining that it is waiting on the Mitanin Trainer. The reject action is always available to the ANM, whether or not the Mitanin Trainer has finished her review.

11.5 Rejection

Rejecting opens a short list of standard reasons, such as incomplete documentation, incorrect data, duplicate claim, or ineligible activity, with an option for other reasons that requires a written remark. Submitting sends the whole month's claim back to the Mitanin along with the reasons given.

11.6 Beneficiary Level Detail

For activities linked to individual beneficiaries, tapping the activity row opens a read only screen listing each beneficiary's details and the amount claimed for that beneficiary. This screen has no actions available on it.

11.7 Status Transitions for the ANM

• A submitted claim starts as Pending.
• The ANM approves it, and it becomes Verified. This is final.
• Or the ANM rejects it, and it becomes Rejected, returning to the Mitanin for correction.
• A Pending claim becomes Overdue once the ANM's due date, the 5th of the month, passes without a decision.

11.8 Notifications to the ANM

• When the Mitanin Trainer approves the four activities and the claim becomes available for her review.
• A reminder 6 hours before her own due date, the 5th of the month, if the claim is still pending her decision.
• When she rejects a claim, confirming it has been sent back to the Mitanin.
• When a Mitanin resubmits a claim following a rejection, once the Mitanin Trainer has approved the four activities again.
• When she gives her final approval, confirming the claim is Verified and has moved forward for processing.

12. Shared Screens

• Profile: both roles have a read only profile screen showing name, role, employee ID, mobile number, and mapped geography.
• Navigation: both roles have a side navigation menu with Home, Profile, Sync, Help and Support, account actions, and Logout.

13. Status Lifecycle and Workflow

13.1 Statuses

13.2 Standard Flow

Mitanin submits before the 3rd

  ->  Mitanin Trainer's 24-hour review window starts

  ->  Mitanin Trainer approves the four activities (if claimed)

  ->  Claim becomes available for the ANM

  ->  ANM approves the whole month's claim

  ->  Claim is verified, incentive is approved and moves forward for processing

13.3 If the Mitanin Trainer Rejects One of Her Four Activities

13.4 If the ANM Rejects the Whole Month's Claim

14. Business and System Logic

15. Data and Audit Requirements

16. Security and Access Control

• The Mitanin Trainer and the ANM each log in with their own username and password and only see the Mitanins mapped to their own geography.
• The Mitanin Trainer's access is limited to the four named activities. She cannot open or act on any other activity, and cannot act on the whole month's claim.
• The ANM has access to every activity claimed by the Mitanins mapped to her, and is the only role that can give the final month level decision.

17. Assumptions and Items for Confirmation

This document assumes the following, and it would help to confirm these with the program team before development begins.

• Mitanin Trainer rejection not corrected in time: If a Mitanin does not correct and resubmit a Mitanin Trainer-rejected activity within 24 hours, this document assumes the claim continues toward the ANM's existing due date, and the Overdue and Mitanin Unclaimed rules in Section 13.1 apply exactly as defined, without any separate rule for this specific situation.