Approving an Event
All events consists of an approval sequence which works to obtain a range of approvals from persons that are involved directly or indirectly in an event. As approvers, you will have to prioritize the review of the event details and requirements, invited suppliers as well as financial details of the event. You can choose to approve or reject the event before requesting for changes and improvements to be made.
All Events awaiting you approval will be on your Dashboard > My Task
i. My Task consist of events to be approved and evaluated. Events awaiting approval consists of either RFI, RFP, RFQ, RFT or Auctions. Click on Approve to be directed to the list of Events Awaiting Approval list.
ii. Event Awaiting Approval list consists of all events that are awaiting your approval.
iii. Click on the Edit icon of the event to view its details of the event.
Viewing and Approving/Rejecting Event
i. The event that you will open will have the status PENDING. This is to indicate that the event is in the approval stages. (See article on Event Status )
ii. The closing date of the event is the end date of the whole event. Note: This is not the closing date of your approval, but of the whole event's end date.
iii. Likewise, the time left to end signifies the time left for the whole event to end.
iv. Click to View and review the event details and subsequent tabs including Questionnaires and Bill of Quantities.
v. Once reviewed, see the Approvals tab to view the approval route or the event.
Note: Each level can have one or more approvers and each level can either have ‘All’ or ‘Any’ approvers. The approval process is in sequential, with the first level having to approve first before the second level and so on. There will be a tick for those who have approved, while a rejection will result in the event going back into Draft mode. Once changes are made, the event has to be approved from the first level again.
vi. The in Approval Comments tab, include remarks for approving or rejecting the event, then click the Approve or Reject button.
vii. Upon clicking Approve, the page will refresh to your dashboard with a Success notification. Email notification will be sent to the event creator that you have approved the event.
viii. You can view the event and approval status as below; Approved event
ix. Notification will also be sent to the Level 2 Approver for them to conduct their evaluation. Note* Level 2 approvals will not be able to approve event before Level 1 has completed approvals.
x. The Status of the event will change from PENDING to ACTIVE before is it published to suppliers.
Rejecting an Event
As an approver, you can choose to reject an event on several grounds including incompleteness, timeline issues and so forth.
The approver that rejects the event will get a Rejection - Success notification. While the event creator will receive an email notification on the event's rejection.
Events that are rejected by an approver will go back into DRAFT Status from PENDING. You can refer to the article on Event Status.
This allows the event creator to make changes and amendments to the event based on the comments and concerns provided by the approvers. After which, the event has to go through the same approval route once again.