Approving a Project

When a project concludes the scoping process and is ready for the Approval Cycle and Approved statuses in the Project Lifecycle, you need two types of approvals to continue: 

• Budget acceptance from the Financial Manager or Financial Manager Administrator. 

• Project acceptance from the Project Manager. 

Approving a Budget 

When your project is going through the approval process, the budget needs to be pre-approved. Clicking on the Pre-Approve button will approve the budget for the project.  

Once pre-approved, the project will update showing the pre-approved budget. This is located on the top middle section of inside a project. 

Submitting a Project for Approval

Projects ready for approval will be sent out to the necessary approver. When a project is submitted for approval, it is sent to the approver's Actions Tab. This process happens when steps are taken such as: 

• Creating a project.

• Scoping out a project. 

• Accepting the budget.

Adding Contingency 

Before submitting the project for approval, a significant step called Add Contingency is required to be filled out as part of the process. Adding Contingency means if the project requires more funds to ensure its completion. A user simply indicates the amount and reason for the Contingency.

⦿ How to Submit a Project for Approval

1. Click the Request Project Approval button in Tasks List to open the Send for Approval box.

2. Determine if the project requires Contingency by adding the amount needed and reason for it. 

3. Click the Send for Approval button to submit project for approval. 

Once a project has been sent for approval, the Project Lifecycle status changes from Has Scoped to Approval Cycle. 

Sending Projects for Approval in Bulk

Projects in the Has Scoped status can be sent for approval in masses. This helps speed up the process for getting projects further along in the Project Lifecycle. When these projects are sent for approval, their statuses change to Approval Cycle. You can approve up to 2500 projects at one time.

Approving a Project

Once a project has been sent to be Approved status in the Project Lifecycle, Project Approval Levels and Project Approval Rules come into play. Depending on the setup for approvers and rules, selected parties will have the opportunity to review and determine if a project should move forward in the Project Lifecycle. When a user is set up to approve a project, it shows up in Approval Routing. The various levels of approvers for a project will show. This indicates who is the reviewer and who is the approver. A project will not proceed from Approval Cycle to Approved status unless the user with final approval status approves the project. 

The approver will have the project notification in Actions Tab and opportunity to decide on whether to approve or reject a project.

When a project is approved, the Project Lifecycle status changes from Approval Cycle to Approved. 

Approving Projects in Bulk

Once projects are in the Approval Cycle and ready to go through the approval process, each level can approve multiple projects at once. In doing so, it keeps the Project Lifecycle moving at your own design pace. When projects are approved in bulk, it still follows the approval process setup in Project Level Approvers and Rules. This mean, they either stay in the Approval Cycle status or moves into the Approved status.

Starting Projects in Bulk

When multiple projects have reached the Approved Status in the Project Lifecycle, you can start those projects all at once. This helps reduce potential delays when projects are ready to begin. You can approve up to 2,500 Approved status projects at one time. 

Rejecting a Budget

For any reason, you can reject a budget that was selected for a project. This happens when a budget is not the correct one or a decision was made to create a separate budget. When a budget is rejected, a different budget must be selected and go through approving a budget process.