Approval of IT-products

This means that every employee still can make orders, but the orders must be approved before they are sent to the supplier. This will insure that:

• Chefs and head of the department will have better support in their economical responsible.
• IT-responsible at the organization have more quality in their orders.
• The university will live up to the requirements of the process for electronical orders.
• The risk of corruption will reduce because of the approval.

What does the approval mean?

All IT-products that are ordered in Wisum has to be approved by a person that the organizations have chosen, before the order sends to the supplier. This person is called the Approver, and your organization can choose if you want more than one Approver. The same system already exists in our system Raindance.

How do my organization choose an Approver?

One or several Approvers will be chosen per organizational unit by the head of the department by sending the order process to: it-inkop@umu.se.
In the ordering process, write the name of the Approver.
Order process form (Only in Swedish)

How will the approving work?

1. Before an order is sent, the one who made the order has to choose which Approver the order will be sent to. You do that in an accordion menu in Wisum. The Approver will receive an e-mail with information about the order. The Approver has an extra menu in Wisum where the approving can be done. If the order hasn't been approved within three days, the approver will receive an email with a reminder.
2. The Approver can approve or reject an order.
   - If the order is approved, it will be sent to the supplier.
   - It the order is approved but the Approver writes a comment, the order will be sent to ITS, it will also be sent to ITS if the order is above 15 000 kronor.
   - If the order gets rejected the approver can add a comment if they want, and it will then be sent back to the one who made the order.
3. Each Approver belongs to an organizational unit and can see and approve all organizations orders that waits to be answer, even though a different Approver has been chosen to a specific order. This means that Approvers can help each other at absence.

What do I need to know?

• It's important that the approving will be handled urgently since prices can change meanwhile it waits for approval.
• An Approver should not approve their own orders, but there is no way to prevent this. It's up to each head of department to decide how this routine should be designed and complied with.