For organizations that have large volumes of entities to manage and maintain, changes to these entities must be monitored and approved before being updated in the database.
GEMS Approvals Workflow improves data reliability and accuracy; and affords powerful oversight for organizations with decentralized operations/global offices.
It also allows for the multi-level approval of major statutory changes to entity data, providing significant transparency and risk mitigation to data changes that might otherwise erroneously trigger corporate actions, or be entered in error.
Submitter – Any user who has permission to create a change request within GEMS by adding, editing, or deleting data.
Approvers - Users who have permission to approve or reject change requests made by Submitters.
Admin - A user who assigns GEMS users to be Approvers and configures approval workflows.
The Approvals process uses Change Requests for the submission and approval of entity changes as follows:
The Admin assigns one or more Approver(s) to each entity that is subject to change control – these assignments take place on an individual user basis (for new entities), or using the Internal Contacts functionality (for existing entities) and are applied to entities using the Approvals Workflow Configuration wizard.
Submitters create a Change Request (CR) when they add, edit, or delete information for an entity that is subject to approval.
When a Submitter submits a CR, it will then appear in the Manage Approvals Tile for both Submitters & Approvers.
The Approver examines the details of the Change Request and reads any attached supporting documentation (if applicable).
The Approver approves the Change Request, the change is written to the live GEMS database, and the CR is moved to the Approved tab on the Approver and the Submitter’s Manage Approvals tile.
Or
The Approver rejects the Change Request, and the CR is moved to the Rejected tab on the Approver and the Submitter’s Manage Approvals tile, with a reason for rejection included and returned to the Submitter.
Or
If multiple approval levels have been applied, the Change Request will move to the Awaiting Further Approval tab, until it has been approved at all the required levels.
Once fully approved it will move to the Approved tab for the Submitter and all levels of Approvers.
Email alerts can be set up to notify each of the users involved as Change Requests are created and processed.