Approving Changes

Approving Changes

Project on Demand has the ability to Approve Changes. Approving a Change is performed in order to gain the authority from relevant Project Stakeholders (Change Control Board) to implement the Change.

When a Change has been sent out for Approval it is unable to be edited until the procedure has been completed.

Once all the Change Approval requests have been completed the Change will be set to a Status of Approved or Rejected depending on the responses and the Change will be available to be edited again.

Approval Management

Selecting a Change and clicking on the Approve button within Change Management will display the Approval Management child window, here the Approval procedure for the selected Change can be viewed and managed.

Send for Approval

Clicking on the Approve button will flip the child window to display the Approval Setup.

The Approval Setup will display a list of possible recipients of the Approval request. The list is populated with members of the Change Control Board who have not yet been sent an Approval request for this Change. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Approval Completion Date" can be selected from the calendar, this value will set the Review Date and Due Date properties of the "Internal Action" that is generated by the application for the Change Approval.

Once the recipients have been selected and a requested date set the Change can be sent out for Approval to the selected Users by clicking the Send button. Upon successful completion the child window will close, an "Internal Action" will be created for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients notifying them they have an outstanding Change Approval Action to complete.

If the Cancel button is clicked the child window will flip back around to display Approval Management.

Note: Further requests can be sent out to members of the CCB even after the initial Approval request(s) has been created.

Send Approval Reminder

Clicking on the Remind button will flip the child window to display the Approval Reminder Setup.

The Approval Reminder Setup will display a list of possible recipients of the Approval Reminder. The list is populated with members of the Change Control Board who have been sent an Approval request for this Change but have not yet submitted a response. Recipients can be selected by checking the corresponding checkbox in the Send column, alternatively all displayed recipients can be selected by clicking the Check All button at the bottom of the child window.

A "Requested Approval Completion Date" can be selected from the calendar, this value will modify the Review Date and Due Date properties of the existing "Internal Actions" that were generated by the application for the Change Approval.

Once the recipients have been selected and a requested date set the Change Approval Reminder can be sent to the selected Users by clicking the Send button. Upon successful completion the child window will close, any associated "Internal Actions" will be modified for the selected recipients and a success message will display at the bottom of the application. An email will be sent to all recipients reminding them they have an outstanding Change Approval Action to complete.

If the Cancel button is clicked the child window will flip back around to display Approval Management.

Removing Approval Responses

Once a Change has been sent out for Approval, the responses of the Change Control Board members it was sent to are displayed in a list within the Approval Management child window.

Individual responses can be removed, thus canceling the Approval request for that User. Clicking on the button will display a removal confirmation window. If Cancel is clicked the confirmation window will close and the Change Approval response will not be removed. If Yes is clicked the selected Change Approval response will be removed and a successful removal message will be displayed at the bottom of the child window.

If all Approval responses are removed the Change's Status will be set back to Impacted as it will be no longer Awaiting Approval Response's.

Viewing Approval Comments

Once a Change has been sent out for Approval, the responses of the Change Control Board members it was sent to are displayed in a list within the Approval Management child window.

Once an Approval response has been completed any Comments submitted by the Approver can be viewed by using the row details feature of the DataGrid.

Approving a Change

A Change Control Board member that has been requested to Approve a Change can perform their Approval via the "Internal Action" generated by the application displayed in the Users Pending Actions on their Project Dashboard. The Pending Action can be Executed by selecting the Action and clicking the Execute button or double clicking the Action itself in the DataGrid.

Executing the Pending Action will display a child window allowing the User to perform their Approval.

Comments relating to the Approval or Rejection of the Change can be entered into the text box provided.

Any comments entered can be saved for future submission by clicking the Save button, this will close the child window, display a success message at the bottom of the application but will not submit the Approval response so futher details can be added at a later time.

Clicking the Approve or Reject button will submit the Approval response, this will close the child window, any associated generated Action will be set to Completed and a success message will display at the bottom of the application.

If the Cancel button is clicked, the child window will close and any changes will be lost.