Project Change Request Workflow

What happens if a change request has conflicting impact on scope, schedule, and cost?

The PM & Stakeholder Impact Review step captures all three dimensions independently, so a request can show low schedule impact but high cost impact. The Route by Impact Threshold step evaluates all fields and sends the request to full approval if any single dimension exceeds your defined threshold. You can customise which dimension takes priority when setting up the routing logic.

Can this handle low-impact changes without pulling in a full approval committee?

Yes, the workflow includes an Auto-Approve Low-Impact Change step that triggers when a request falls below the impact thresholds you define. This skips the full stakeholder approval loop and moves the request straight to baseline update, saving PM and stakeholder time on routine changes. You control what qualifies as 'low-impact' directly in the platform.

What if a change request is rejected — does the requester get notified automatically?

Yes, the Record Rejection & Status step logs the rejection reason and updates the request status, then the Notify Requester of Rejection step sends the requester the outcome and rationale automatically. Nothing sits unresolved — every rejected request has a documented reason attached to it. This closes the loop without the PM having to manually chase communication.

How do we customise the impact thresholds for auto-approval versus full review?

Impact thresholds are configured directly inside assess.one within the Route by Impact Threshold step — you set numeric or categorical limits for scope, schedule, and cost impact. No developer or IT ticket is needed; a workflow admin can adjust these limits anytime as project risk tolerance changes. Changes take effect immediately for new requests submitted after the update.

Who needs access to this workflow, and can we restrict approval steps to specific roles?

Requesters need access to submit change requests, PMs and named stakeholders need access to the review and approval steps, and anyone tracking implementation needs visibility into status updates. You assign these roles directly in assess.one when publishing the template, and approval steps can be locked to specific named approvers or role groups. This keeps sensitive cost and scope decisions restricted to the right people.

What happens to the project baseline once a change is approved?

The Update Project Baseline step automatically revises scope, schedule, and cost baselines to reflect the approved change once the Route Approval Outcome step confirms approval. This happens before implementation tracking begins, so your baseline never lags behind what was actually agreed. The requester and stakeholders are notified via the Communicate Approved Change step so everyone is working from the same updated numbers.

Can we track implementation progress after a change is approved?

Yes, once status moves to Implementing, the Track Implementation step lets the PM log progress until the change is marked Implemented. This gives visibility into whether approved changes are actually being delivered, not just approved and forgotten. You can add custom fields or notifications at this stage to match how your team tracks delivery.

How long does it take to get this workflow running for our team?

Publishing the Project Change Request Workflow takes minutes inside assess.one — there's no implementation project or software installation involved. Once published, your team can start submitting and reviewing change requests immediately, and you can adjust roles, thresholds, and notifications on the fly as you learn what works.

What if we need approval from multiple stakeholders, not just one PM?

The PM & Stakeholder Impact Review and Request Change Approval steps support multiple approvers, and you can configure whether approval requires all stakeholders or just a majority. This logic is set directly in the workflow builder, so you don't need separate parallel workflows for single versus multi-approver scenarios. It adapts to your governance model without extra configuration overhead.

Does this integrate with our existing project tracking tools or email?

Yes, notifications for status changes, approvals, and rejections can be routed through email or Slack, configured directly inside assess.one's integration settings. There's no third-party development work required — you connect your notification channel once and every subsequent change request uses it automatically.