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Result or Product of this Process

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The purpose of the Project Definition Form Process Creation process is to create and route a PD form Form through an approval system .

Composition Setup

for non-Capital and non-Academic projects.

Process Details

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idPD
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labelSummary
  • The primary actor is the CC Planner who has responsibility for completing this process.
  • The planner may work collaboratively  with the Project Manager, SEG, Assessor or others while facilitating the addition of the PD form into e-Builder.
  • This process spawns the 02.01 Team Assignment (TA) process.
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labelProcess Map

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  • This process is usually initiated by the CC planner or the project manager. Other roles with the ability to being the process are:
    • CC Planning Manager
    • R&M Manager
    • UTLITIES-Program Manager
    • e-B Admin
  • When not started by the CC planner the process routes to the CC planner as the second step.
  • After the PD form is completed this process spawns the 03.01 Milestone Project Budget Estimate process.
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labelProcess Map

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labelStep Descriptions

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Start

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  • If the process was initiated by CC Planner, the next step is Project Manager Review.
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labelActors and Actions
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h1. Start {toggle-cloak:id=Start}
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Started by the CC Planner, CC Planning Manager, eB Admin, Project Manager, R&M Manager, UTLITIES-Program Manager.  They will fill out the required field and take the following action:
Submit
Status of Process: Submitted

Causes Field Validation:  Yes

If initiated by CC Planner, process routes to Project Manager Review

If not initiated by CC Planner, process routes to CC Planner Completes PD Form






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Started by the CC Planner, CC Planning Manager, eB Admin, Project Manager, R&M Manager, UTLITIES-Program Manager.  They will fill out the required field and take the following action:

Submit

  • Status of Process: Submitted

  • Causes Field Validation:  Yes

    • If initiated by CC Planner, process routes to Project Manager Review
    • If not initiated by CC Planner,
    process routes to
    •  the next step is CC Planner Completes PD Form.

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    CC Planner Completes PD Form

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    • CC Planner reviews the process
    and complete
    • , completes the required fields
    .  One
    • and selects one of the following actions
    will be taken:
    • : Submit, Revise or Void.
    • If Submit is chosen the next step is Project Manager Review.
    • If Void is chosen the next step is Finish. The process is set to a Void status.

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    Project Manager Review

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation: Yes

          3. Next Step:  Project Manager Review

        2. Revise

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation: Yes

          3. Add Comments:  Yes, Required

          4. Next Step: Initiator Review

        3. Void

          1. Status of Process:  Void

          2. Causes Field Validation: No

          3. Add Comments:  Yes, Required

          4. Next Step:  Finish

    1. Project Manager Review
      1. Project Manager reviews the process and completes the required fields.  They will take  one of the following actions:

    Submit

  • Status of Process:  Leave Status Unchanged

  • Causes Field Validation: Yes

    • Next Step: 
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    • The Project Manager reviews the process with the option to approve and Submit or to Revise.
    • To approve and submit the project manager must complete the required fields including section 9.1 on the process form by choosing the date.
    • If Submit is chosen the next step is
    • Planning Manager and Prog. Manager Review.

  • Revise

    1. Status of Process:  Leave Status Unchanged

    2. Causes Field Validation: Yes

    3. Add Comments:  Yes, Required

    4. Next Step: CC Planner Revise

       

    1. Initiator Review
      1. Process Initiator reviews the process and completes the required fields.  They will take  the following action:

        1. Reply

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation: Yes

          3. Next Step:  CC Planner Completes PD Form

  • CC Planner Revise
    • If Revise is chosen the next step is CC Planner Revise.

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    CC Planner Revise

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    • The CC Planner reviews the process
    and

  • Status of Process:  Leave Status Unchanged

  • Causes Field Validation: Yes

    • Next Step: 
    • , completes the required fields
    .  They will take  the following action:

    Resubmit

    • , and clicks Resubmit.
    • The next step is 
    • Project Manager Review.

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    Planning Manager and Prog. Manager Review

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    • Project Manager and Program Manager review the process
    and Next Step: 
    • , complete the required fields
    .  They will take  one of the following actions:

    Submit

  • Status of Process:  Leave Status Unchanged

  • Causes Field Validation: Yes

  • Number of Actors Required to Complete: All

    • and choose to Submit or Revise.
    • If Submit is chosen the next step is
    • Working Committee Review
    • IfRevise

    1. Status of Process:  Leave Status Unchanged

    2. Causes Field Validation: Yes

    3. Add Comments:  Yes, Required

    4. Next Step: CC Planner Revise

    1. Working Committee Review
      1. CC Planning Manager will review the process with working committee outside of e-Builder then complete the required fields.  They will take  one of the following actions:

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation: Yes

          3. Number of Actors Required to Complete: All

          4. Next Step:  Utilities , O&M, and SEG Review

        2. Put on Hold

          1. Status of Process:  On Hold

          2. Causes Field Validation: Yes

          3. Add Comments:  No

          4. Next Step: Finish

    1. Utilities , O&M, and SEG Review
      1. Utilities Director, O&M Director, and SEG Assignor will review the process, add their comments and take the following action:

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation:  No

          3. Add Comment: No

          4. Number of Actors Required to Complete: All

          5. Next Step:  CC Director, Ops, and M&U Review

  • CC Director, Ops, and M&U Review
    • is chosen the next step is CC Planner Revise

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    Spawn 3.01a Budget Approval Process

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    • This step initiates a Budget Approval Process.
    • The project manager attaches the budget request spreadsheet requesting the Capital Renewal funding.
    • Upon the successful spawning of this Budget Approval Process the next step is Project Manager Review.

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    Working Committee Review

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    • In this step the The working committee reviews the budget request
    • When Submit is chosen the next step is Property Office Review
    • If Put on Hold is chosen the next step is Finish.

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    Property Office Review Step

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    • In this step the Property Office reviews the information that has been entered to the process. The Property office then indicates whether or not they agree with the funding type. If the Property Office disagrees with the funding type they should select the have made a change to the funding type on the PD option of the Property Office Review field.
    • When Submit is chosen the next step is M(ail) M(erge) Property Office.

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    Mail Merge (Automation) Property Office

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    • This automation step sends an e-mail to the Property Office showing the information that has been entered into the process.
    • When this step completes successfully the next step is R&M, Utilities, FEG, CC Plnng Review.

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    R&M, Utilities, FEG, CC Plnng Review

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    • In this step the CC Planner, Utilities Director, R&M Director, and SEG Assignor
    CC Director, M&U Director, and IBO Director will
    • review the process, add their comments and
    take the following action:
    • click Submit.
    • The next step is Create PD Form

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    CC Directr & VP, CSS Review

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation:  No

          3. Add Comment: No

          4. Number of Actors Required to Complete: All

          5. Next Step:  CRSP Screening Review

    1. DoF Planning Manager (Governance)
      1. CC Planning Manager will review the process, add their comments, prepare the Capital Renewal List for the RCRSP agenda, and take the following action:

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation:  No

          3. Add Comment: No

          4. Next Step:  Spawn Team Assignment

  • Spawn Team Assignments
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    • In this step the information entered is reviewed by by the CC Director, and the VP, CSS Director.
    • When the Submit action is taken
    from
    • the
    DoF Planning Manager step, the process will proceed to this spawn step.  In the spawn step the 02.01 – Team Assignment process will be started and moved to the first step of that workflow.  The following action will be automatically be taken after:

        1. Spawn Complete

          1. Spawn Process:  02.01 – Team Assignment

          2. Spawn Process Initiator: Automatically Spawned

          3. Attach Process:  Yes

          4. Copy Attached Files:  Yes

          5. Next Step:  Finance Office Issues IO Number

    1. Finance Officer Issues IO Number
      1. Financial Officer will review the process, add the Cost Object Number, and take the following action:

        1. Submit

          1. Status of Process:  Leave Status Unchanged

          2. Causes Field Validation:  Yes

          3. Add Comment: No

          4. Next Step:  Apply Funding

    1. Apply Funding
      1. Financial Analyst will review the process, apply funding, and take the following action:

        1. Submit

          1. Status of Process:  Approved

          2. Causes Field Validation:  Yes

          3. Add Comment: No

          4. Next Step:  Finish

    1. Finish

     

    e-Builder Instructions

    e-Builder Steps

    To initiate the process:

    1. Log into e-Builder and open the project.
    2. Select Processes from the Project Menu on the left side of the page.
    3. Click the Start Process button in the upper right portion of the page.
    4. Click the 02.02 - Project Definition Form Creation (PD) process link.
    5. Complete the form.
    6. If you are finished with the form, and wish to Submit it to the workflow step or Actor, click the Submit button.
    7. If you are not finished with the form, and wish to save a partially completed form, the Save Draft button.
    Tip
    titleHints and Tips

    Use the Spell Checking feature to check your spelling in text boxes. You may also Print the form if you would like a hard copy for reference.

     

    • next step is Create PD Form.

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    Create PD Form

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    • In this automation step e-Builder creates the the PD form and stores it in the Documents folder.

    • Upon successful completion of the PD form mail merge the next step is CC Planning Manager Hold - Record Approvals

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    CC Planning Manager Hold - Record Approvals

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    • In this step, the approved Capital Renewal allocation is recorded.
    • When the Create Final PD action is taken the next step is Create Final PD Form.

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    Create Final PD Form

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    • In this automation step e-Builder creates the Final PD form.
    • Upon successful completion of the Final PD form mail merge the next step is Finish.

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    Finish

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    ...