If required, an approval workflow can be applied to dependencies created across projects and programmes using VertoSense.
Under this process, any VertoSense connection must be approved by a nominated individual in the destination project or programme i.e. the Project Manager.
Advice
- Please contact Verto Support to activate this feature on your site. It will work in conjunction with VertoSense and the Dependency Map.
- When activating this feature, we will require confirmation of which Project Role(s) should be the default dependency approver across your site i.e. Project Manager. If there is more than one person in this role on the destination project/programme i.e. there are 2 Project Managers, both individuals will need to approve the dependency request for it to be accepted.
Adding a VertoSense dependency
Open the relevant free text box i.e. “In Scope” and click on the # button. Locate the item you want to link to - this can be a project or a specific item within a project. Click Select. See VertoSense for more details.
In the pop-up that appears, enter a justification for the proposed dependency. When happy, click OK.
The free-text field will now display the VertoSense link, along with the current status of the approval process i.e. ‘Awaiting Approval’.
You can click on the approval status at any point to see the details.
Top Tip
- If the dependency is no longer required or the request was ‘accidental’, click on the Cancel Request button to remove the proposed link.
How to approve or reject a dependency
The approver for the receiving project i.e. the Project Manager, will receive an instant notification in Verto. There will also be a constant notification box in the bottom right-hand corner of the Verto screen, to remind the user of any outstanding requests (click on the ‘x’ to dismiss but note this will reappear upon the next log in if not actioned).
Top Tip
- If you are using the Approvals widget in your dashboard, the dependency approval request will also be visible there.
Click on the notification to reveal a pop-up.
From here you can either click on ‘Accept’ or ‘Reject’. If rejecting the dependency, a reason must be entered in the ‘Reason for Decision’ box. Note: the request can also be cancelled at this point if needed.
Rejecting a Dependency
When the dependency is rejected, the requestor will receive an instant notification in Verto. To view the rejection reason, navigate to the free-text field where the VertoSense link was added and click on it. Next, click on the name of the person who rejected the request to see their reason.
There will now also be a Delete button next to the VertoSense link in the free-text field.
Clicking Delete will remove the VertoSense link from the field and replace it with plain text and (Rejected) displayed alongside it.
Advice
- Deleting a rejected dependency link will remove the corresponding audit record from the Dependency Requests log (see further down for more details on the dependency requests log). A record will still be available in the dependencies history table.
Approving a Dependency
If the dependency is approved, the requestor will receive an instant notification in Verto. The VertoSense link will appear in the free-text field and will be clickable.
Approving or rejecting on behalf of an approver (Stage Administrators)
A Stage Administrator can accept, reject or cancel a dependency request on behalf of an approver.
Locate the dependency request either via the free-text field on screen or via the Dependencies > Dependency Requests option under the Actions menu. In the pop-up that appears, click on the approver’s name.
The screen will then update to show that the approval process now is being undertaken on behalf of the named approver.
Complete the approval (either accept or reject) and click ‘OK’. Alternatively, click ‘Cancel Request’.
How to view all dependency requests
While in a project or programme, click Actions > Dependencies > Dependency Requests. Next, select either Outgoing or Incoming.
- Outgoing - This option will display any dependency links that originate from within the project you are in.
- Incoming - This option will display any dependency links that do not originate from within the project you are in i.e. are from other projects
How to view dependency request history
While in a project or programme, click Actions > Dependencies > History. This will show a table all activities related to the dependency approval process.