Approvals

Approvals are the control 4HSE places on documents that come from outside the project.

When a supplier is the recipient of a procedure and issues the certificate for it, that certificate does not validate the action straight away. The system starts an approval: the certificate goes to a project manager — Admin or Manager — and the action becomes Valid only if the outcome is positive.

Why it exists

The evidence of compliance is produced by someone outside your organisation, but the responsibility stays inside it. The approval is where the two meet: the supplier does the work and documents it, the project manager checks the document before it counts.

What can be assigned to a supplier

Only actions of type Procedure. It is the most general of the five action types, which is why it is the one that can be delegated outside — see Procedures.

Typical cases: specific maintenance work, technical inspections carried out by an external party.

The two sides

The workflow has two ends, documented separately because they are done by different people:

• the supplier issues the certificate and submits the request — Request an approval;
• the project manager reviews it and accepts or rejects it — Approve or reject a request.

Both sides work in the same interface, described in The Approvals interface.

Notifications

Every phase is supported by automatic notifications:

• the project manager is notified when a new request is available;
• the supplier is notified of the outcome — accepted or rejected — including any notes.

For the supplier to receive them, an assigned contact must be set: Set the supplier’s assigned contact.