Reassigning Loan Portfolios & Officer Books

The Loan Reassignment Flow (/loans/reassign or /loans/:hex/reassign) manages the orderly transfer of borrower facilities and credit books between loan officers or across operational branches.

1. Operational Context & Security Scope

When a Loan Officer goes on leave, transfers to another duty station, or leaves the institution, their active borrower book must be formally reassigned to ensure continuity in field collections and monitoring.

  • Required Privilege: loans: reassign
    • Branch Manager: Authorized to reassign loans within their own branch among active branch officers.
    • Executive Director / Admin: Authorized to reassign loans across different branches nationwide.
  • Single or Batch Transfer: A manager can transfer a single loan from its details page or select an entire portfolio book (e.g., 50 loans) in one transaction sharing a unified batch ID.

2. The 3-Step Reassignment Rail

[ Step 1: The Loans ] ──► [ Step 2: Where To ] ──► [ Step 3: Confirm ]

Step 1: Selecting the Loans (#loans)

  1. Search & Select Facilities:
    • Use the live search bar (data-act="loan.search") to filter by borrower name, phone, loan hex, or current officer name.
    • Click the plus icon + on loans to add them to the transfer tray.
  2. Selected Basket Review:
    • The top tray tallies the selected basket:
      • Count: Number of facilities queued (e.g., 14 loans).
      • Exposure: Aggregate outstanding principal balance (e.g., KES 1,420,000).
    • Click the × button on any item to remove it from the basket.

Step 2: Target Officer & Branch (#target)

Choose the receiving portfolio owner:

  1. Target Officer Selection:
    • The dropdown lists verified staff holding the officer role within the authorized branch scope.
    • Review the recipient officer’s current book load (active client count and total portfolio size) to prevent overloading.
  2. Branch Transfer (Director Only):
    • If the facility is moving geographically, select the new receiving branch (BRX...).
    • The system automatically filters available officers to those stationed at the destination branch.

Step 3: Confirm & Audit Reason (#confirm)

Review the visual handover diagram:

Handover Summary:
  [ Current Holder ]                  [ Target Officer ]
  Officer: Peter Ochieng    ──────►   Officer: Mercy Wanjiku
  Branch:  Nairobi West               Branch:  Nairobi West
  Transferred: 14 Loans               Total Balance: KES 1,420,000
  1. Mandatory Audit Justification:
    • Document the reason for portfolio migration (e.g., “Staff resignation: Reassigning Peter Ochieng’s portfolio to Mercy Wanjiku during 30-day handover period.”).
  2. Execute Transfer: Click Reassign Loans.

3. Immediate System Effects

  • Scoped Search Migration: Because Typesense search keys are isolated by officer:=<identity>, the transferred clients and loans instantly vanish from the old officer’s search feed and immediately appear in the new officer’s mobile dashboard and collection sheets.
  • Batch Reversal Safety: All loans moved together share an immutable batch identifier. If the transfer was made in error, a manager can open /reassignments/:hex/reverse to rewind the entire batch back to the original officer with a single click.