Maintaining Change Order Approval Group Information
Before change orders can be created, the agency must establish approval groups and approval rules. A contract change order must pass through a hierarchy of approvals before any changes can be made to the contract. The hierarchy consists of one or more system users who belong to a change order approval group and are authorized to approve contract change orders. Change order approval groups define which agency and non-agency user groups are required to approve change orders, and where those user groups fit in the approval hierarchy. The reference approval groups and reference approval rules are used together to define each contract’s hierarchy of approvals.
The following order of approval levels represents an example of a typical approval hierarchy for change orders: (1) contractor approval; (2) local approval, if there is local oversight of the contract; (3) departmental approval (for example, Project Engineer or Construction Engineer); and finally (4) federal approval, if there is federal oversight of the contract.
When you click the Change Order Approval Groups link in the Reference Data component, the system takes you to the Change Order Approval Groups Overview where you can add, change, and delete reference approval groups to create and maintain the approval hierarchy for change orders. To maintain change order approval groups, type criteria in the Quick Find search box to locate a specific approval group, or click Show first 10 to display all the change order approval groups in the system.
The system displays an ordered list of change order approval groups that match your search criteria. Each row contains an Actions button and current values for the following fields:
To change the information in a reference change order approval group, click the Description link in the list. For more information, see Maintaining a Change Order Approval Group.
To add a new reference change order approval group to the system, select Add from the Actions menu on the component header. For more information, see Adding a Change Order Approval Group.
To delete a reference change order approval group, select Delete from the Actions menu on the approval group's row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button. Click the Save button to apply your changes to the system.
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Note: You cannot delete a change order approval group that is currently associated with a change order or a change order approval rule.
