# Central Admin Guide

Last updated: 2026-07-07

## Purpose

This guide is for Central Admin users managing MDAs, MDA users, assets, approvals, reports, and other day-to-day administration in the OGSG Asset Management System.

Central Admin users manage the operational setup of the system. Super Admin access is reserved for platform-level administration, account recovery, and bootstrap tasks.

## Central Admin Responsibilities

Central Admin can:

- create, view, edit, import, and delete MDAs where allowed
- invite users into an MDA
- bulk invite MDA users from CSV
- manage asset categories
- create, edit, import, export, and manage assets
- review asset requests from MDAs
- manage suppliers and procurement records
- create budgets and approval assignments
- view reports, export reports, and check activity logs

Central Admin cannot:

- create or manage Super Admin users
- directly use the Super Admin account recovery tools
- approve requests unless an active approval assignment exists for that user
- manage users outside the system permissions shown in the app

## Recommended Operating Flow

1. Create or import the MDA.
2. Open the MDA profile.
3. Use the `MDA Users` button to invite the MDA admin and other MDA users.
4. Confirm the invited users accept their email invitations.
5. Add asset categories if needed.
6. Add assets manually or through bulk asset upload.
7. Configure budgets and approval assignments where the MDA will raise requests.
8. Use reports and activity logs to monitor work.

## Enrolling an MDA

Go to `MDAs`.

The default MDA view is the table view. Use this page to search, view, edit, delete, or open an MDA profile.

### Add One MDA

1. Select `Add MDA`.
2. Enter the MDA name.
3. Enter the MDA code.
4. Select the type: `Ministry`, `Department`, or `Agency`.
5. Enter the allowed email domain if required.
6. Save.

Use the base government domain for normal onboarding where appropriate:

```text
@ogunstate.gov.ng
```

For a specific MDA with its own official domain, use that MDA domain, for example:

```text
@education.ogunstate.gov.ng
```

### Bulk Add MDAs

1. Go to `MDAs`.
2. Select `Bulk Add MDA`.
3. Download the CSV template.
4. Fill the template with each MDA name, code, type, and domain.
5. Upload the completed CSV.
6. Review skipped rows if the upload reports errors.

Do not create duplicate MDA codes. The code is used for identification, reporting, and imports.

## Managing MDA Users

MDA users are managed from the MDA profile, not as a separate sidebar item.

1. Go to `MDAs`.
2. Open the MDA using `View`.
3. Select `MDA Users`.

The MDA Users page includes:

- active MDA users
- invite MDA user
- bulk invite MDA users
- pending invitations

### Invite One MDA User

1. Open the MDA profile.
2. Select `MDA Users`.
3. Fill in the user's name and email address.
4. Select the user's MDA role.
5. Add phone and department/unit where available.
6. Send the invitation.

The system sends an email invitation to the user. The user accepts the invitation through the link in the email and sets their password. Central Admin should not manually create or share passwords for invited MDA users.

Invitation links expire after 7 days. Use `Resend` if the user did not receive the email or the link expired. Use `Cancel` for invitations that should no longer be accepted.

### Bulk Invite MDA Users

1. Open the MDA profile.
2. Select `MDA Users`.
3. Download the invitation template.
4. Fill in each user's name, email, role, phone, and department/unit.
5. Upload the file through `Bulk Invite MDA Users`.
6. Review any skipped rows and correct them.

### MDA User Roles

| Role | Use this for | Main access |
| --- | --- | --- |
| `ministry-admin` | The MDA's administrator | Manage MDA users, invitations, assets, requests, reports, budgets view, and MDA settings |
| `ministry-accountant` | Finance and budget visibility | View assets, financial asset fields, requests, orders, budgets, reports, and exports |
| `ministry-member` | Operational asset/request users | Create and edit assets, import assets, create and edit requests, view orders |
| `ministry-viewer` | Read-only MDA users | View assets and requests only |

Only give `ministry-admin` to users who should manage other MDA users.

## Platform Users

The sidebar `Users` section is for Super Admin platform user management. Central Admin should use the MDA profile `MDA Users` flow for MDA staff.

Use platform roles carefully:

- `super-admin`: highest platform access and bootstrap control
- `central-admin`: central OGSG operations admin
- `supplier`: external supplier portal access

## Adding Assets

Central Admin can add assets from `Assets`.

MDA users with asset permissions can add assets from their MDA asset management area. MDA users are automatically scoped to their assigned MDA.

### Add One Asset

1. Go to `Assets`.
2. Select `Add New Asset`.
3. Enter the asset name.
4. Select the asset category.
5. Select the MDA.
6. Add the custodian if known.
7. Enter location, purchase reference, purchase date, purchase cost, useful life, and salvage value.
8. Add serial number, description, supplier, warranty information, and any dynamic attributes.
9. Upload asset media where needed.
10. Save.

Asset IDs must start with:

```text
OGSG-
```

If an asset tag is entered without `OGSG-`, the system normalizes it with the `OGSG-` prefix.

Allowed asset media files:

- PNG
- JPEG
- JPG
- WEBP

Do not upload documents or unsupported file types as asset media.

### Bulk Asset Upload

1. Go to `Assets`.
2. Select `Bulk Asset Upload` or `Import`.
3. Download the asset template.
4. Fill the template carefully.
5. Upload the completed CSV or Excel file.
6. Review skipped rows and correct the source file before retrying.

Important bulk upload fields include:

- asset name
- category
- MDA code
- asset tag
- purchase date
- purchase cost
- current value
- useful life
- location
- serial number
- supplier email
- status

## Asset Lifecycle Tasks

Lifecycle actions are used for sensitive asset changes.

Common lifecycle actions:

- transfer to another MDA
- maintenance
- disposal
- condition report
- physical verification

Before initiating a transfer, check the asset page for existing pending lifecycle requests. Do not initiate another transfer while a transfer is already pending for the same asset.

Transfers are not completed immediately. A transfer request must be approved and accepted before the asset changes MDA.

## Asset Requests

MDA users with request permissions create requests from the MDA area.

Central Admin reviews requests from `Requests`.

Typical request path:

1. MDA creates an asset request.
2. Central Admin reviews the request.
3. Central Admin either fulfills from inventory or forwards it to approvers.
4. Assigned approvers approve or reject.
5. Approved requests can continue to procurement where required.

Approval authority is not granted by role name alone. The user must have an active approval assignment.

## Approval Assignments

Go to `Approval Assignments`.

Use approval assignments to define who can approve for an MDA and for what type of work.

Each assignment includes:

- MDA
- user
- approval type
- approval level
- title
- active or inactive status

Use edit to update an assignment. Use revoke/delete when the user should no longer approve that assignment.

## Budgets

Go to `Budgets`.

Use budgets to create and manage MDA budget lines. Budget control affects approval and request workflows.

Check these before forwarding major requests:

- the MDA has the correct active budget
- the budget year and expense code are correct
- the available balance can support the request

## Suppliers and Procurement

Go to `Suppliers` to manage supplier records.

Go to `Procurement` or request procurement actions from approved requests where available.

Procurement flow usually follows:

1. Create procurement order from an approved request.
2. Supplier submits quote.
3. Central Admin reviews the quote.
4. Central Admin confirms, approves variance where required, cancels, or records delivery.
5. Delivered items update or create asset records according to the workflow.

## Reports and Exports

Go to `Reports`.

Central Admin can view and export:

- asset reports
- request reports
- procurement reports

Large exports may be queued. If an export is queued, wait for it to finish, then download it from the export page.

## Activity Logs

Go to `Activity Logs`.

Use activity logs to verify:

- MDA creation and updates
- MDA user invitations
- user acceptance of invitations
- asset creation and updates
- lifecycle actions
- approval assignments
- request review actions
- procurement actions

For audit-sensitive work, record the date, user, MDA, action, and related asset or request code.

## Account and Security Tasks

Users manage their own profile and account security from `Profile`.

Profile/security tasks include:

- update profile details
- change password
- manage trusted devices
- log out other browser sessions

Account recovery is a Super Admin function and should only be used for authorized recovery situations.

## Daily Admin Checklist

- Review pending MDA invitations.
- Confirm new MDA users accepted their invitations.
- Check pending asset requests.
- Check pending lifecycle requests before starting transfers.
- Confirm approval assignments are active for MDAs with active request workflows.
- Review failed imports and correct skipped rows.
- Review activity logs for sensitive actions.
- Confirm queued exports have completed before sharing reports.

## Practical Rules

- Use official government email addresses for MDA users.
- Use `@ogunstate.gov.ng` as the standard domain unless an MDA has a specific official domain.
- Do not share passwords by chat, email, or paper.
- Do not invite the same email twice while a pending invitation already exists.
- Do not delete an MDA that has users or assets.
- Do not assign admin roles casually.
- Keep financial, supplier, and audit details inside the authenticated system.