How to Align Approval Standards

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Return-for-revision enables feedback, reduces rework, and improves organizational decision quality.

1. Issue: The division manager cannot provide feedback on the section manager’s decision

In the approval process for equipment purchases, a hierarchical workflow was used in which the applicant submitted a request, the section manager reviewed it, and the division manager made the final decision. This process included an “AI assessment” step to check application details, significantly reducing returns due to formal deficiencies.

However, as operations continued, another issue emerged. Cases approved by the section manager were repeatedly rejected by the division manager, the final decision-maker. The division manager could only choose between “approval” and “rejection,” and once rejected, the case was closed at that point.

This structure created the following problems:

Since the reasons for rejection were not shared, the basis for decisions was not accumulated or learned by section managers or the organization as a whole

Rejected cases were terminated, requiring applicants to recreate and resubmit them from scratch

2. Solution: Addition of a return-for-revision route

The process owner designed a new “return-for-revision route” that allows cases to be sent back from the division manager to the section manager.

With this design, the division manager can now choose either “approval” or “return for revision” at the decision stage. When returning a case, providing a reason is mandatory, and the case is sent back to the section manager instead of being closed.

As a result, the section manager can review the reason for return and decide whether to resubmit, request revisions from the applicant, or withdraw the application.

Sharing clear feedback builds organizational knowledge and improves decision-making.

Before

View details of the workflow diagram

1.Apply

The applicant initiates a request for equipment purchase. They enter the requested amount and details, and start the approval process.

AI Assessment

For the application details, AI checks for possible omissions and formal deficiencies. At the same time, it automatically generates draft comments for the section manager to reference during approval.

2.Section Manager Approval

The section manager reviews the application details and decides whether to approve or return it for revision. They make the decision efficiently while referring to the AI-generated comment suggestions.

3.Division Manager Approval

The division manager makes the final decision, choosing either approval or rejection.

Result Notification

The decision result is automatically notified to the applicant. Whether approved or rejected, the outcome is shared promptly.

After

View details of the workflow diagram

1.Apply

The applicant initiates a request for equipment purchase. They enter the requested amount and details, and start the approval process.

AI Assessment

For the application details, AI checks for possible omissions and formal deficiencies. At the same time, it automatically generates draft comments for the section manager to reference during approval.

2.Section Manager Approval

The section manager reviews the application details and decides whether to approve or return it for revision. They make the decision efficiently while referring to the AI-generated comment suggestions.

3.Division Manager Approval

The division manager makes the final decision, choosing either approval or return for revision.

2x. Respond to division manager’s return (request for revision)

Based on the feedback returned by the division manager, the section manager can choose to request resubmission from the applicant, resubmit the application, or withdraw it.

Result Notification

The decision result is automatically notified to the applicant. Whether approved or rejected, the outcome is shared promptly.