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- Approval Management System
- Who it's for
- Shared service teams
Shared service teams
Shared service teams receive requests from people who do not all report to the same manager. A request for replacement equipment may need a business unit's approval while the supporting document is checked by a central team. Approval Management System keeps the owner, assigned approver and route context with the request so that each person can understand their part of the handoff.
How Approval Management System is set up for you
Request responsibility
Keep Request Owner separate from Approver. The person preparing the business case answers questions about the amount and evidence; the eligible approver decides the assigned step.
Policy context
Approval Coordinator maintains the route and checks the version recorded on the request. When a policy changes, the team can still inspect the context of a request already under review.
Due work
Review requests against their SLA due date and delegation expiry. Assign follow-up when a question remains unanswered, with a named person responsible for the next action.
Evidence review
Evidence Reviewer verifies the supporting attachment and records the applicable revision review. A changed request needs an explanation that the approver can compare with the earlier case.
Shared service teams receive requests from people who do not all report to the same manager. A request for replacement equipment may need a business unit's approval while the supporting document is checked by a central team. Approval Management System keeps the owner, assigned approver and route context with the request so that each person can understand their part of the handoff.
Choose an internal equipment request handled by a participating business unit. Bring its policy, a representative quotation and the people who prepare and approve the request. Walk the case from Draft through route resolution and a recorded decision. Ask the team to identify the amount and revision actually reviewed.
Then rehearse an overdue request and a corrected executed request. The first needs accountable follow-up; the second needs a preserved earlier history and a successor revision returned to review. Agree any connection to a purchasing system separately, with Execution Operator responsible for checking its result. Expand after the team can explain these handoffs using the recorded evidence.
[Plan the pilot](/approval-management-system/implementation) and [follow request preparation](/approval-management-system/processes/request-to-review).
Features to start with
Roles on the team
- Request Owner
- Prepares assigned requests and supporting documents, then follows their review and correction history.
- Approval Coordinator
- Maintains route context, monitors due requests and assigns exception follow-up within the agreed organization scope.
- Approver
- Decides the assigned eligible step of a request after inspecting its revision and evidence.
- Evidence Reviewer
- Verifies supporting documents and records independent review outcomes against the selected request revision.
- Execution Operator
- Investigates operation outcomes and completes assigned execution follow-up while preserving original receipts.
Set up Approval Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.