Am I required to be a member of a department in order to sign off a change request on behalf of that department?

One common point of confusion about Grand Avenue is the distinction between being a member of a department and signing off a change request on behalf of that department. Users do not have to be members of a department to approve or reject change requests on behalf of that department. Regardless of the approver’s department, Grand Avenue is designed to show the department a user represents when signing off a change request.

The change request signoff task instructions show the department being represented

Open

The Change Request Task History shows who signed off on behalf of each department

Open

How are approving departments on a change request determined?

The approving departments on a change request are determined by the document types included in the change request and the minimum required approving departments defined for each document type .

How are individual approvers on a change request determined?

1. When a change request is sent to formal review, the system displays the default approvers for each required department.

2. The document coordinator may accept a department’s default approver or click the “Select…” button to choose any other user in the system to sign off on behalf of that department. (Example: Lori Dixon is in the Executive Team department but is signing off the change request on behalf of the Clinical department).

3. When searching for a department approver, the default search criteria specify the original approving department. To assign a department review to a member of different department, clear or change the value in the Department field.

4. The document coordinator may select ad hoc approvers, who approve on behalf of their own departments.

Can a user be assigned Formal Review tasks on behalf of multiple departments?

If the same Grand Avenue user is selected for multiple approver roles on a change request, that user receives a separate Formal Review task for each role.