Change Order Approval Workflow

How is this change order workflow audited?

Every status transition, from submission through technical review, cost-tiered approval, client sign-off, and implementation, is recorded with a timestamp and the user who actioned it. This creates a complete audit trail suitable for internal governance reviews, client audits, or dispute resolution. Rejection reasons and resubmissions are similarly logged, so reviewers can trace the full history of any change order.

Who has access to change order records and approval decisions?

Access is configured by role within assess.one, so requesters, technical reviewers, project managers, commercial approvers, and client stakeholders only see the information and actions relevant to their step. Administrators can adjust these permissions directly in the platform as project teams or organisational structures change. This role-based visibility helps maintain confidentiality of commercial terms while keeping the process transparent to those who need it.

How does this integrate with existing project management or notification tools?

Notifications to requesters and stakeholders, including email and Slack alerts, are configured inside assess.one without requiring separate development work. This allows change order outcomes to reach the right people through the channels your organisation already uses. Integration settings can be adjusted at any time as communication needs evolve.

What happens when a change order is routed for cost-tiered commercial approval?

The workflow evaluates the cost impact of the request and routes it to the appropriate approval tier, which may involve project manager approval, commercial approval, or both depending on configured thresholds. Approvers can approve, reject, or request revisions, and the outcome determines whether the request proceeds to client review or is returned to the requester. This tiering helps ensure higher-cost changes receive proportionate scrutiny without slowing down lower-cost approvals.

Is client approval always required for a change order?

No, the workflow includes a conditional check to determine whether client approval is required based on the specifics of the change order. When required, the request is routed to client review before final approval; when not required, it proceeds directly to baseline update and implementation. This logic is configurable within assess.one to match contractual or project-specific requirements.

Can the technical review and approval steps be customised?

Yes, the steps, reviewer roles, routing logic, and cost thresholds in this workflow can all be adjusted directly within assess.one to reflect your organisation's approval hierarchy. Teams can modify the technical recommendation routing, add or remove approval stages, or change notification rules without needing developer support. Changes take effect as soon as the updated template is published.

What happens if a change order is rejected during technical or commercial review?

Rejected change orders are returned to the requester along with a documented reason for rejection, ensuring the requester understands what needs to be addressed. The requester can then revise the request and resubmit it, at which point it re-enters the technical review stage. This closed-loop process helps maintain quality control while giving requesters a clear path to resolution.

How long does it take to implement this change order approval process?

The workflow template is ready to use and can be published within minutes, after which your team can begin submitting and processing live change orders immediately. There is no lengthy implementation project or external software installation involved. Any adjustments to steps, roles, or approval logic can be made directly in assess.one as your process evolves.

What compliance considerations apply to this workflow?

The workflow supports compliance objectives by enforcing sequential review and approval steps, maintaining a documented decision trail, and preventing baseline updates until formal approval is complete. Organisations with contractual or regulatory documentation requirements can rely on the recorded history of statuses, approvals, and rejections as supporting evidence. Approval logic and required sign-offs can be tailored to align with specific compliance or contractual obligations.