EX-PR-01-UI-TRANSLATION-SPEC.md

Status: DRAFT — NON-AUTHORITATIVE

1. Purpose & Non-Goals of UI Translation

• This document defines governance guardrails for how UI MAY represent EX-PR-01 (Procurement Procedure) states, visibility, and actions.
• UI translation MUST NOT create or imply governance authority, approval, or selection.
• This document does NOT define UI design, backend logic, or workflow operation.

2. State-Based Visibility Rules

For each governance state, define what each ROLE MAY see and MUST NOT see. All visibility is subject to GDPR and confidentiality constraints.

| State | Role | MAY See | MUST NOT See | |----------------------|---------------|------------------------------------------|----------------------------------------------| | INITIATED | Requestor | Submission status, own request details | Other bids, evaluator notes | | | Evaluator | Request details | Supplier confidential data | | | Approver | Request summary | Evaluation details before review | | UNDER_EVALUATION | Evaluator | All submitted offers, evaluation forms | Requestor identity, other evaluators' notes | | | Approver | Evaluation summary | Supplier confidential data | | DECISION_PENDING | Approver | Evaluation results, selection options | Internal deliberations of evaluators | | | Requestor | Notification of pending decision | Evaluation details, other offers | | AWARDED | Requestor | Award notification, public summary | Competing offers, internal notes | | | Supplier | Award notification (if selected) | Competing offers, evaluation notes | | | Evaluator | Award summary | Supplier confidential data | | REJECTED | Requestor | Rejection notification, public summary | Internal evaluation notes | | | Supplier | Rejection notification (if applicable) | Competing offers, evaluation notes | | CLOSED | All | Final status, public summary | Any confidential or internal deliberations |

3. Allowed vs Prohibited UI Terminology

• Allowed: "Submitted", "Under Evaluation", "Decision Pending", "Awarded", "Rejected", "Closed", "Anchoring Proof", "Settlement Reference"
• Prohibited: Terms that imply system-made decisions, automatic outcomes, or real-world action taking.

4. Action Affordance Constraints

• Actions MAY be visible only if permitted by governance state and role.
• Requestor MAY submit requests only in INITIATED state.
• Evaluator MAY submit evaluations only in UNDER_EVALUATION state.
• Approver MAY make decisions only in DECISION_PENDING state.
• Actions MUST be hidden or disabled if not permitted by state/role.
• Requestor, Evaluator, and Approver roles MUST remain separated in UI affordances.

5. Anchoring & Settlement Display Rules

• Blockchain anchoring and settlement MUST be shown as proof-only ("Anchoring Proof", "Settlement Reference").
• UI MUST NOT imply that blockchain controls, approves, or selects outcomes.
• No action-taking or automation language permitted.

6. Rejection, Correction, and Exception Messaging Constraints

• Messaging MUST be neutral and non-judgmental (e.g., "Request not selected", "Offer not awarded").
• UI MUST NOT assign blame or imply fault.
• Correction opportunities MUST be described as "Correction Required" or "Resubmission Needed" only if permitted by governance state.

7. GDPR & Confidentiality Visibility Rules

• Supplier data and bid details MUST be visible only to authorized roles and only as permitted by governance state.
• Bid confidentiality MUST be preserved at all times.
• Internal evaluation notes MUST NOT be visible to suppliers or requestors.

8. Prohibited UI Patterns

• Progress bars or indicators implying inevitability of award or selection.
• Auto-advancing steps or screens.
• Single-user views that combine multiple governance roles.
• Any UI element that implies approval, selection, or automation outside governance artefacts.

9. Validation Checklist for Implementers

• [ ] UI state labels match governance state names
• [ ] No prohibited terminology present
• [ ] Actions are visible only when permitted by state/role
• [ ] Blockchain is shown as proof-only
• [ ] No confidential or internal data is leaked
• [ ] GDPR and confidentiality rules are respected
• [ ] No UI pattern implies inevitability or automation
• [ ] All uncertainties are marked as UNDEFINED

10. UNDEFINED Items

• Whether public visibility of awarded suppliers is permitted — UNDEFINED
• Whether evaluation criteria may be shown to all bidders — UNDEFINED
• Whether supplier feedback is allowed post-award — UNDEFINED
• Any additional UI affordances not covered above — UNDEFINED