If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules (it is part of Capex planning), or it may not be included in your plan.
Raising a note
A note is not started on this screen. It is raised from the proposal’s row on Consolidated Planning, with Raise Approval Notes in the row’s ⋯, once the proposal’s planning is approved (Capex Plan Approved) and its Category (P/S/C/F) is Project, Specified or Flexible. The new note opens for you to write. A proposal may have several notes — a project sanctioned in phases, or a note rejected and written again — and each is numbered among its proposal’s notes: Note 1, Note 2 and so on. A new note starts with Project Name as the item description, Tender Committee Applicable as the proposal’s planning answered it, and None or NA in the headings that usually need nothing more.The list
Search the approval notes, saved Views, Filter, Columns and Amounts shown in work as on any register, and Export (needs Download a plan’s proposals and phasing as a spreadsheet) downloads the rows the list is showing. The list opens on the latest year first, then each division’s proposals by Request ID, and a proposal’s notes in the order they were raised.
Columns also offers the amounts and the bulleted headings of the note, off until you turn them on. Every date and time is written to the second on a 24-hour clock.
Clicking a row opens the note to read, as View Approval Note. The row’s ⋯ offers Edit where you may change the note, and Send for approval where you may send it; a note that is not yet complete is not sent, and the screen says It cannot be sent until these are filled in: with what is missing.
Writing a note
Edit opens Edit Approval Note, with the Request ID, the note’s number and its project name under the title. What the proposal and its planning decided — Request ID, Note No., Approval Status, Fiscal Calendar, Unit & Location, Implementing Unit, Category (P/S/C/F), Sub-Category, Item Description and Amount as per Division’s capex plan — is shown and cannot be changed here. Your administrator arranges the form, and can insist on further answers, in Form Studio, which Edit form opens.
An amount can be at most 9,99,99,999.99. A note is written over several sittings, so nothing is required to save it.
Before a note can be sent or approved it needs Project Name, Policy Relevant to Subject Matter, Sanction/Resolution Sought from the CMC, Relevant Board/CMC/DMC Decision on the Matter, if any, Background and Justification, Costs and key benefits, Rationale for choice of Technology and Vendor Selection, Implementation Schedule and project milestone, Key risks & sensitivities, Negotiation process based on which costs have been estimated, Compliance with EHS policy, if applicable, Projected Annual Cash Inflow & Outflows, Amount and Category under which the proposal is budgeted for in the Division’s Capex Plan for the current year:, Cost of project proposal, Recommendation and Vendor Selection, and any other heading your organisation insists on in Form Studio. A note still missing any says Before it can be sent it still needs: and names them.
Approving a note
A note is approved in your organisation’s approval note workflow, level by level, sent in the name of whoever sends it; a rejection at any level is final. Where no workflow applies, sending it approves it at once. The approver a note is waiting on opens it from Approval Status, or from Approvals. The approval dialog draws the note’s form — The approval note you are approving. Correct what it needs here and save it before you approve. — with Save approval note to save what you changed. Approve waits until the note is saved and complete, and says Before it can be approved it still needs: with what is missing. Somebody reading a request they raised sees the same form greyed. Once a note is approved or rejected, nobody can change it.Consolidated Planning
Where a planned proposal’s notes are raised.
Change Logs
Who changed what on each note, and how it went through approval.