Define decisions that need authority
List the decisions that can change the submitted number or obligation: estimate release, major scope assumption, contingency use, quote selection, alternates, exclusions, tax treatment, schedule basis, and material risk acceptance. Set thresholds that match the contractor operating model. Use the bid day review to place each decision at the milestone when the approver can still act on it.
Separate preparation, review, and approval
Name who prepares the evidence, who checks it, who approves it, and who receives notice. Avoid assigning approval to a department or project mailbox. Where one person fills several roles, record that arrangement instead of implying independent review.
ASPE publishes resources for estimating professionals. Company authority still comes from the contractor governance, contracts, and project responsibilities.
| Decision | Required record |
|---|---|
| Preparation | Evidence owner |
| Review | Checker and findings |
| Approval | Named authority and conditions |
| Release | Estimate revision and time |
Attach the evidence behind approval
An approval should identify the estimate revision, decision, amount or scope affected, supporting documents, conditions, and time. Keep rejected and superseded decisions in the record so the team can explain later changes.
Tie approvals to the basis of estimate guide. Before release, report missing approvals and conditional decisions as exceptions rather than treating silence as consent.
