When you create a new Work Authorization, you can save it until you are ready to start the workflow steps. When you create a new Work Authorization, the ID and title are populated based on settings in the Workflow Type Configuration.
Select the project and control account to populate the dates, SOW and Details grid from the Control Account table.
Click the Start Workflow button on the form to start the workflow steps.
Submit to the CAM to update the SOW
When you start the workflow steps, the following happens:
The Work Authorization becomes disabled; all of the fields are read only.
If you have access rights to the Work Authorization, the Suspend and Cancel buttons are enabled.
An assignment record is created for the CAM.
If the Control Account Manager (CAM) is out of office, the delegate also gets an assignment record.
The due date for the assignment is calculated based on the allotted days for the step. The default for this step is 8 working days.
The Work Authorization status is set to In Review.
A history record is created indicating the start of the workflow steps.
Log in as the CAM identified on the control account (in Cobra) for the selected control account.
If you cancel the Work Authorization at any point during the process, the following occurs:
A comment box displays for you to enter a comment.
A history record is created containing the comment.
The Work Authorization is flagged as closed.
The current date is entered in the Closed Date field.
All assignment records are marked closed.
If you suspend the workflow steps at any point during the process, the following occurs:
A comment box displays for you to enter a comment.
A history record is created containing the comment.
The Work Authorization status is changed to suspended.
All assignment records status is changed to Suspended.
The Resume button becomes enabled.
Click Refresh to re-gather the data from Cobra – for example, any updates in Cobra made since the record was created will now be reflected in the record.
The CAM can edit the SOW so that it can be updated into the control account tables.
With the Work Authorization having a status of In Review, the source fields that have been setup as editable, in this case, the CA SOW, can be updated by the Control Account Manager.
If the CAM has not approved the Work Authorization, they will receive an email and a dashboard alert every 3 days as a reminder. This is a result of the Reminder action on the Workflow Steps tab of Workflow Type Configuration.
If the CAM has not approved the Work Authorization by one day after the assignment due date, the CAM is notified 3 days after the due date and the manager (defined in the security administrator) of the CAM receives notification.
These are a result of the Past due and Manager Escalation step actions on the Workflow Steps tab of Workflow Type Configuration.
If the CAM (or delegate) rejects the Work Authorization:
A comment dialog box displays.
A history record is created with the comment.
The PCA receives notification that the Work Authorization was rejected.
Since the CAM is the first step of the workflow, the Work Authorization is still enabled for the CAM.
The Start Workflow action menu option is enabled.
The PCA can make edits, and click the Start Workflow button – which starts the workflow process over.
When you click the Approve button, the following happens:
A comment box displays.
A history record is created.
The record is updated to In Review status.
The workflow step is changed to 2.
The step start date is set to the Current Date.
The Reminder Date is set to the Current Date.
A child assignment record is created for the PCA on the project.
If the PCA has the Out of Office feature enabled, both the PCA and the delegate get the assignment record so that either one can approve the Work Authorization.
The due date on the assignment record is 5 working days from step start (or the day the Work Authorization was approved by the CAM).
The Work Authorization becomes disabled and the refresh, reject, and approve buttons disappear.
The approval grid is updated to show the CAM approval.
PCA reviews the CAM's SOW
The PCA now sees the assignment record in the List View.
The Work Authorization is now enabled with editable source fields (because the status is In Review).
The Approve, and Reject buttons are now visible to the PCA.
If the PCA has not approved the Work Authorization, the following occurs:
Reminder notification is sent every 3 days.
A past due notification is set after 5 working days of step start.
A manager escalation notification is set 3 days after the past due date.
These are a result of the step actions on the Workflow Steps tab of Workflow Type Configuration.
If the PCA (or delegate) rejects the Work Authorization:
A comment dialog box displays.
A history record is created with the comment.
The CAM receives notification that the Work Authorization was rejected.
The Work Authorization becomes disabled and the action buttons disappear.
The workflow steps indicate a reject action of return to prior which is the CAM.
All actions defined in Step 1 Submit to the CAM for update of SOW begin.
After the PCA approves the Work Authorization, the following occurs:
A comment box displays.
A history record is created.
The Work Authorization record is updated to an In Approval status.
The step is changed to 3.
The step start date is set to the Current Date.
The Reminder Date is set to the Current Date.
A child assignment record is created for the IPT Lead on the WBS and the PM on the project.
If either has the Out of Office feature enabled, both the assignee and delegate get the assignment record so that either one can approve the Work Authorization.
The due date on the assignment record is 5 working days from step start (or the day the Work Authorization was approved by the PCA).
The approval grid is updated to show the PCA approval.
The Work Authorization becomes disabled and the Refresh, Reject, and Approve buttons disappear.
PM and IPT Lead approval
The PM or IPT Lead now see their assignment record in the List View.
The Work Authorization is now enabled with editable source fields (because the status is In Review).
The Approve and Reject buttons are now visible to the PM and IPT Lead.
If either the PM or IPT Lead has not approved the Work Authorization, the following occurs:
Reminder notification is sent every 3 days.
A past due notification is set after 5 working days of step start.
A manager escalation notification is set 3 days after the past due date.
These are a result of the step actions on the Workflow Steps tab of Workflow Type Configuration.
If the PM or IPT Lead (or delegate) rejects the Work Authorization, the following occurs:
A comment dialog box displays.
A history record is created with the comment.
The PCA receives notification that the Work Authorization was rejected.
The PM and IPT Lead receives notification that the Work Authorization was rejected. (as a result of the 2 rejection notification step action). This notification goes to both – including the person who just rejected the Work Authorization.
The Work Authorization becomes disabled and the action buttons disappear.
The workflow step indicates a reject action of return to prior which is the PCA.
All actions defined in Step 2 - PCA reviews the CAM begin.
After the PM or IPT Lead approves the Work Authorization, the following occurs:
A comment box displays.
The assignment record is closed.
The approval grid is updated to show the first approval.
When the second person approves the Work Authorization, the following occurs:
A history record is created with the final comment.
The Work Authorization is closed.
The step close date is set to the Current Date.
The approval grid is updated to show the final approval.
The final step action on is Update Source. This process updates the SOW on the control account table with the information found in the editable source fields. For the Work Authorization, the SOW is written back to the control account table. If you use Cobra, you can easily verify the updated field by opening the project and accessing the note on the control account.