Use the work authorization process to gain approval for the expenditure of effort and budget for the associated control account. Work authorization confirms the control account budget and scope of work required to meet the projects objectives and goals.
At a minimum, the following information must be provided to authorize work:
Project name
Control account name
Control account manager assigned to the control account
Work authorization is controlled by workflow steps, which means that certain approvals are required prior to authorizing work for a CAM.
Work authorization is also referred to as the Work Authorization Document or WAD that contains the control accounts authorized to have work accomplished against them. The WA/WAD is the official authorization for the CAM to commence work against those control accounts that are specified.
Work Authorization is controlled by workflow. This means that certain approvals are needed prior to authorizing work for a CAM. Electronic approval signatures, as well as the CAM’s acceptance signature, must be placed on the WA/WAD. After all required signatures are in place on the WA, the CAM is formally (officially) authorized to start work. Typically, after a WA/WAD has all signature approvals, the charge numbers (control account, account numbers) are opened to allow labor (or non labor) to be charged to the work detailed in the WA.
PM Compass provides a default Work Authorization type called Initial Work Authorization to assist you with this process. You can make modifications by adding custom and/or source fields, changing the settings in Workflow Type Configuration, or by using the Form Designer.
For information on reports related to work authorization, see Work Authorization Report.
Work authorizations are a great example of a workflow that can be created automatically. Using a scheduled alert, you can automatically create WA's for all control accounts that start within the next x number of days (the default scheduled alert is set to 60 days). The automatic generation creates a separate Work Authorization (and populates the contents) for all control accounts that satisfy this criteria. Each Work Authorization then starts the workflow steps to send alerts. Alternatively, you can set the final step action in a workflow (for example, a Budget Change Request) to automatically create the Work Authorization. See Create a Scheduled Work Authorization Alert for detailed steps.
Your Initial Work Authorization is authorized when your Budget Change Request (BCR) is approved. If you then auto-create Initial Work Authorizations, you have to get a full set of approval signatures again. Instead, you should complete the steps in the following order
In order for this to work correctly, you should complete the steps in the following order:
Auto-Create the Initial Work Authorization for all Control Accounts.
Create a Budget Change Request and get it approved.
After the BCR is approved, run the Work Authorization report.
The following rules must be observed:
You must create the Initial Work Authorization before creating the Budget Change Request.
You have to complete the workflow steps for any BCR/CCR (Contract Change Request) to display on the report.
You do not have to complete the workflow steps for the Initial Work Authorization; only create it.
When you run the Work Authorization report, you should select the following workflow types on the Work Authorization Options dialog box General tab:
Initial Work Authorization (or a report with a similar format in the Work Authorization category)
The Control Account Change (child workflow)
Any single control account workflow, such as the Budget Change Request
All workflow categories in PM Compass share common List View grid columns and common toolbars.
There are two toolbars:
List View toolbar — Use this toolbar for tasks such as creating a new workflow or selecting a workflow step action.
Form View toolbar — Use this toolbar for tasks such as starting workflow steps or deleting a workflow.
Work Authorization (WA) — To authorize the expenditure of effort and budget according to the scope detailed in the SOW. The work authorization communicates between the program manager and the CAM that work has been approved to start for the given control account. The WA will contain the control accounts scope, budget, and period of performance. Also see WAD definition below. In PM Compass, the Work Authorization is treated as a workflow type.
Work Authorization Document (WAD) — The WAD is typically a document for the CAM that details the authorized control accounts assigned to him. For each control account the scope and budget are usually defined. The WAD will also have approval signatures at the bottom. The signed document gives the CAM authority to proceed work for the given control account. The WAD is a child workflow of the Work Authorization type.
Work Authorization System (WAS) — A system to control the flow of work to be accomplished on a workflow, typically a control account. The system ensures that the workflows contained in the WA are performed at the correct time and in the correct sequence of each other. The system ensures that no work is authorized until the control account (CAM) receives authority to proceed. The system includes work flow (routing) for approval signatures for the WA.
Integrated Project Team Lead (IPT Lead) — a person who is responsible for a WBS element or a leg of the WBS. The WBS element(s) usually encompass many control accounts/CAMs.
Control Account — The control account is typically the intersection of the work breakdown structure (WBS) and the organization breakdown structure (OBS) and describes the work to be performed. The project is typically managed (cost, schedule, scope) at the control account level.
Statement of Work (SOW) — Detailed description of the tasks needed to accomplish the work in the contract. The SOW will describe the deliverables (products and services) needed to satisfy the completion of the control account (WBS) by the control account manager (or work package manager if at the lower level). The SOW can further be refined to include the deliverables on a particular work package. In Cobra, the SOW is defined in a note on the control account.
Basis of Estimate (BOE) — Description of how the cost estimate was developed for each control account (or WBS) workflow.
Element of Cost — Are data categories such as Labor, Material, Subcontract, ODC (other direct costs), Travel, Subcontractor, and so on used as a summarization and categorization of resources. For instance, a control account could have 50 types of labor resources assigned. At the element of cost level these 50 resources can be summarized up a level to a single category called Labor. Typically the element of cost categories are defined in the RBS (resource breakdown structure) or as a code file connected to the RBS.
Total Cost — Total currency value which is the direct costs plus burdens and overhead.
Direct — Direct costs are usually calculated by multiplying the hours by the applicable rate. This is the base cost before burdens and other overheads get applied.
Provide access so the correct users can view or create workflows
Understand the Work Authorization workflow steps
Create a scheduled Work Authorization alert
Run a Work Authorization report