Approve or Reject the Change - EcoSys - 4.11 - Help - Hexagon

EcoSys Projects Help (4.11)

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EcoSys Standard Version
4.11

After a change has been submitted for approval, workflow users with change approval permissions may approve or reject the change if the change cost exceeds the Approval Threshold Level 1 established in the Project Setup screen (Projects > Project SetupProject SettingsChanges Settings section) for scope, budget or forecast changes. For forecast variance changes, the thresholds established in the Forecast Settings section on Project Setup screen (Projects > Project Setup Project Settings) are referenced.

The change creator and workflow users identified in the Project Setup screen (Projects > Project Setup Distribution Lists) tab screen are notified through email, and the change log is updated.

After the change is approved by the required level of approver (s), the change status changes to Approved and the budget is posted to the current budget and current forecast.

For scope, budget and forecast changes, the Changes Settings section on Project Setup screen (Projects > Project Setup Project Settings) is used to designate whether change thresholds should apply to transfers. For forecast variance changes, the Forecast Settings section on Project Setup screen (Projects > Project Setup Project Settings) is used to determine whether change thresholds should apply to transfers. If Apply Thresholds to Transfers is assigned, the total value of the change is compared against the sum of change line items greater than 0. If Apply Thresholds to Transfers is set to No, the total value of the change is used compared against the established change thresholds.

The change can be approved in two ways:

  • Through the EcoSys application: The workflow users with permissions can login to the EcoSys application and approve or reject the change.

  • In the email, the users can click the Approve or Reject hyperlinks which will trigger an email to the EcoSys server. The change will be approved or rejected based on the hyperlink clicked and a confirmation email will be sent to the approver’s mail box.

    Changes - Email Workflow_4.11

    Optionally, through email, the link "Click for information relevant to this step in the workflow" will navigate the user directly to a dedicated dashboard pertaining to the Change and its details. The options to process the Change will be available on the dashboard screen.

    Email Workflow - Change Register dashboard_4.11

    The View hyperlink in the Change Header Summary panel does not appear if the Change is already submitted.

Follow the procedure below to approve or reject the change from the EcoSys application.

  1. Navigate to Changes > Changes.

  2. Click the Change Register tab.

  3. In the Submit column, click the View hyperlink.

    Changes - Visual Wrokflow Instance_4.11

  4. Perform any of the following actions.

    1. Approve the Change. Follow the procedure below to approve the change.

      1. (Optional) Type the required Comments.

      2. Click the Approve button.

      3. In the Visual Workflow Instance dialog box, click the Close button.

      4. In the Change Register panel, click the Refresh button. The change status changes to Approved or Partially Approved.

        Until all approvers approve the change, the change will remain in a Partially Approved status. When the final approver approves, the status is changed to Approved.

    2. Reject the Change. Follow the procedure below to reject the change.

      1. (Optional) Type the required Comments.

      2. Click the Reject button.

      3. In the Visual Workflow Instance dialog box, click the Close button.

      4. In the Change Register panel, click the Refresh button. The change status changes to Open and a Submit hyperlink appears.

        You can re-submit the change for approval.

        SHARED Tip The approver can also approve or reject from their email, by clicking on the Approve or Reject hyperlink in the email.

    3. View more details of the changes, then Approve or Reject the Change.

      1. Click the More Information hyperlink.

        Change Register screen appears wherein you can view the following details:

        Change Header Summary

        Change Impact Analysis

        Change Details

        Time-Phasing Details - Appears when you click the View Time-Phase Summary hyperlink

        The View Time-Phase Summary hyperlink appears only for the Time-Phased projects.

      2. After reviewing the change details, click the View hyperlink.

      3. In the Visual Workflow Instance, click Approve or Reject hyperlink.