APM Approvers Guide

Welcome to the APM (Approvals Management) Approvers Guide. This guide will help you understand how to approve documents in the system.

Table of Contents

1. Understanding the Approval Process
2. Accessing Pending Approvals
3. Approving Documents
4. Returning Documents
5. Rejecting Documents
6. Approval Workflow
7. Best Practices

Understanding the Approval Process

The APM system uses a multi-level approval workflow. Documents move through approvers in a specific order based on the workflow configuration.

Key Concepts

• Workflow: A defined sequence of approvers for a document type
• Approval Level: Your position in the approval chain
• Pending Approval: Documents waiting for your review
• Approval Trail: History of all approvals and comments

!Screenshot: Approval Workflow Diagram

Accessing Pending Approvals

Method 1: Dashboard

1. Open Dashboard

- Click "Dashboard" in the main navigation

- View pending approvals summary

!Screenshot: Approver Dashboard

1. View Pending Count

- See number of pending documents for each type

- Click on any count to view documents

!Screenshot: Pending Counts

Method 2: Pending Approvals Menu

1. Access Pending Approvals

- Click "Pending Approvals" in the navigation

- Select document type from dropdown:

- Matrices

- Special Memos

- Single Memos

- Non-Travel Memos

- Change Requests

- Service Requests

- ARF Requests

!Screenshot: Pending Approvals Menu

1. View List

- See all documents pending your approval

- Documents are sorted by submission date

!Screenshot: Pending Documents List

Approving Documents

Step-by-Step Approval Process

1. Open Document

- Click on the document you want to review

- Document opens in detail view

!Screenshot: Document Detail View

1. Review Document

- Read all sections carefully

- Check budget details

- Verify dates and locations

- Review supporting documents

!Screenshot: Document Review

1. Add Comments (Optional)

- Enter comments in the "Comments for Approval" field

- Comments are visible to the creator and other approvers

- Use comments to provide feedback or notes

!Screenshot: Approval Comments

1. Approve Document

- Click the "Approve" button

- Confirm approval in the popup dialog

- Document moves to the next approver or completes if you're the last approver

!Screenshot: Approve Button

1. Confirmation

- System confirms successful approval

- Document status updates

- Creator receives notification

!Screenshot: Approval Confirmation

Approval Actions Available

• Approve: Approve and forward to next approver
• Approve & Comment: Add comments while approving
• Return: Send back to creator for corrections
• Reject: Reject the document (ends workflow)

!Screenshot: Approval Actions

Returning Documents

Returning a document sends it back to the creator for corrections while keeping it in the workflow.

When to Return

• Information is incomplete or unclear
• Budget needs adjustment
• Supporting documents are missing
• Dates or locations need correction
• Any other issues that can be fixed

How to Return

1. Review Document

- Identify what needs to be corrected

- Note specific issues

!Screenshot: Identify Issues

1. Add Return Comments

- Required: Enter detailed comments explaining what needs to be fixed

- Be specific and clear

- Provide guidance on corrections needed

!Screenshot: Return Comments Field

1. Return Document

- Click the "Return" button

- Confirm return action

- Document goes back to creator

!Screenshot: Return Button

1. Creator Notification

- Creator receives notification

- Can view your comments

- Can edit and resubmit

!Screenshot: Return Notification

Best Practices for Returns

• Be Specific: Clearly state what needs to be corrected
• Be Constructive: Provide guidance on how to fix issues
• Be Timely: Return documents promptly to avoid delays
• Be Professional: Use professional and respectful language

Rejecting Documents

Rejecting a document ends the approval workflow. Use this option only when the document cannot be approved.

When to Reject

• Document violates policies
• Request is not justified
• Budget is unreasonable
• Activity is not aligned with objectives
• Other serious issues that cannot be corrected

How to Reject

1. Review Document Thoroughly

- Ensure rejection is justified

- Consider if returning would be more appropriate

!Screenshot: Review Before Rejection

1. Add Rejection Comments

- Required: Provide detailed reason for rejection

- Explain why the document cannot be approved

- Be clear and professional

!Screenshot: Rejection Comments

1. Reject Document

- Click the "Reject" button

- Confirm rejection in dialog

- Document status changes to "Rejected"

!Screenshot: Reject Button

1. Final Status

- Document cannot be resubmitted

- Creator is notified

- Document remains in system for record-keeping

!Screenshot: Rejected Status

Important Notes

• Rejection is Final: Rejected documents cannot be resubmitted
• Use Sparingly: Only reject when absolutely necessary
• Consider Return First: If issues can be fixed, return instead of reject

Approval Workflow

Understanding Workflow Levels

Documents follow a multi-level approval process:

1. Level 1: First approver (usually supervisor or division head)
2. Level 2: Second approver (may be director or finance)
3. Level 3+: Additional approvers as configured
4. Final Approval: Last approver completes the workflow

!Screenshot: Workflow Levels

Workflow Types

• Sequential: Approvers review one after another
• Parallel: Multiple approvers review simultaneously (if configured)
• Conditional: Different paths based on document attributes

Your Position in Workflow

1. Check Approval Order

- View approval trail to see your position

- See who approved before you

- See who will approve after you

!Screenshot: Approval Order

1. Understand Your Role

- First approver: Initial review and validation

- Middle approver: Secondary review and verification

- Final approver: Final approval and authorization

!Screenshot: Approval Roles

Document Types and Approval Considerations

Matrices

What to Review:

• Key result areas alignment
• Budget allocations
• Activity planning
• Quarter/year alignment

Common Issues:

• Budget exceeds available funds
• Activities not aligned with objectives
• Missing key information

!Screenshot: Matrix Approval

Special Memos

What to Review:

• Justification and background
• Budget breakdown accuracy
• Dates and location appropriateness
• Participant numbers
• Supporting documents

Common Issues:

• Weak justification
• Unclear budget breakdown
• Missing supporting documents
• Dates conflict with other activities

!Screenshot: Special Memo Approval

Single Memos

What to Review:

• Linkage to approved matrix
• Budget within matrix allocation
• Activity details
• Dates and logistics

Common Issues:

• Budget exceeds matrix allocation
• Activity not properly linked
• Missing activity details

!Screenshot: Single Memo Approval

Non-Travel Memos

What to Review:

• Category appropriateness
• Purpose clarity
• Budget for non-travel expenses
• Local logistics

Common Issues:

• Unclear purpose
• Budget items not justified
• Missing logistics details

!Screenshot: Non-Travel Memo Approval

Change Requests

What to Review:

• Reason for change
• Impact of changes
• Original vs. new values
• Justification for changes

Common Issues:

• Weak justification
• Significant budget changes without explanation
• Changes affect other approved documents

!Screenshot: Change Request Approval

Service Requests

What to Review:

• Service type appropriateness
• Cost estimates
• Urgency justification
• Linkage to activities

Common Issues:

• Unclear service requirements
• Unrealistic cost estimates
• Missing urgency justification

!Screenshot: Service Request Approval

ARF Requests

What to Review:

• Linkage to approved document
• Requested amount vs. approved budget
• Accounting code accuracy
• Purpose alignment

Common Issues:

• Amount exceeds approved budget
• Wrong accounting code
• Not linked to approved document

!Screenshot: ARF Request Approval

Best Practices

1. Review Promptly

• Check pending approvals regularly
• Respond within reasonable timeframes
• Avoid unnecessary delays

2. Be Thorough

• Read all sections of the document
• Check budget calculations
• Verify dates and logistics
• Review supporting documents

3. Provide Clear Feedback

• Use specific comments
• Explain your decisions
• Provide guidance when returning
• Be constructive and professional

4. Understand Context

• Consider the bigger picture
• Review related documents if needed
• Check for conflicts with other approvals
• Verify policy compliance

5. Use Appropriate Actions

• Approve: When document is correct and complete
• Return: When issues can be fixed
• Reject: Only when absolutely necessary

6. Document Your Decisions

• Always add comments when returning or rejecting
• Explain your approval reasoning when helpful
• Maintain professional tone

7. Coordinate with Other Approvers

• Be aware of your position in workflow
• Consider previous approvers' comments
• Add value at your approval level

Approval Trail

Viewing Approval History

1. Open Document

- Click on any document

- Scroll to "Approval Trail" section

!Screenshot: Approval Trail Section

1. Review History

- See all approvers and their actions

- View comments from each approver

- Check timestamps

!Screenshot: Approval Trail Details

1. Track Progress

- See where document is in workflow

- Identify pending approvers

- Understand approval sequence

!Screenshot: Workflow Progress

Notifications

Email Notifications

• Receive email when documents are assigned to you
• Get notified when documents you approved are further approved or returned
• Final approval notifications sent to creators

In-System Notifications

• Dashboard shows pending counts
• Badge indicators on menu items
• Real-time updates on document status

!Screenshot: Notification Badges

Troubleshooting

Can't See Pending Approvals

• Verify you have approver permissions
• Check if documents are assigned to your approval level
• Contact administrator if issues persist

Document Stuck in Workflow

• Check if previous approver has completed action
• Verify workflow configuration
• Contact system administrator

Approval Button Not Working

• Ensure all required fields are filled (if any)
• Check internet connection
• Try refreshing the page
• Contact support if problem persists

Quick Reference

Approval Actions

| Action | When to Use | Result |

|--------|-------------|--------|

| Approve | Document is correct and complete | Moves to next approver or completes |

| Return | Issues can be fixed | Goes back to creator for corrections |

| Reject | Document cannot be approved | Ends workflow, cannot resubmit |

Document Statuses

• Draft: Creator is still working on it
• Submitted: Waiting for first approver
• In Progress: Being reviewed by approvers
• Approved: Fully approved
• Returned: Sent back for corrections
• Rejected: Rejected and cannot continue

Getting Help

• User Guide: See User Guide for document creation
• Help Documentation: Click the "Help" link in the top navigation
• Contact Support: Reach out to your system administrator

Last Updated: December 2024

Version: 1.0.0