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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

Deck of Cards

id	PD

Card

label	Summary

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
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.

Card

label	Process Map

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Card

label	Actors and ActionsStep Descriptions

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Start 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 Submit.

Following submission:

The status of the Process is Submitted
Field Validation takes place.

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If the process was initiated by CC Planner,

the process routes to

the next step is 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

Status of Process: Leave Status Unchanged
Causes Field Validation: Yes
Next Step: Project Manager Review

Revise

Status of Process: Leave Status Unchanged
Causes Field Validation: Yes
Add Comments: Yes, Required
Next Step: Initiator Review

: 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.

Void

Status of Process: Void

Causes Field Validation: No

Add Comments: Yes, Required

Next Step: Finish

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Project Project Manager Review

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The Project Manager reviews the process

and completes Next Step:

with the option to approve and Submit or to Revise.
To approve and submit the project manager must complete the required fields

. They will take one of the following actions:

Submit

Status of Process: Leave Status Unchanged

Causes Field Validation: Yes

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

Status of Process: Leave Status Unchanged

Causes Field Validation: Yes

Add Comments: Yes, Required

Next Step: CC Planner Revise

.

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CC Planner Revise

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The CC Planner reviews the process, completes the required fields, and clicks Resubmit. The next step is Project Manager Review.

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Initiator Planning Manager and Prog. Manager Review

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Process Initiator reviews

Project Manager and Program Manager review the process

and completes

, complete the required fields

. They will take the following action:

Reply

Status of Process: Leave Status Unchanged

Causes Field Validation: Yes

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

Next Step: CC Planner Completes PD Form

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CC Planner Revise

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CC Planner reviews the process and completes the required fields. They will take the following action:

Resubmit

Status of Process: Leave Status Unchanged
Causes Field Validation: Yes
Next Step: Project Manager Review

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Planning Manager and Prog. Manager Review

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Submit Status of Process: Leave status unchanged Causes Field Validation: Yes Number of Actors Required to Complete: All Next Step: Working Committee Review Revise Status of Process: Leave Status Unchanged Causes Field Validation: Yes Add Comments: Yes, Required Next Step: CC Planner Revise

e-Builder Instructions

e-Builder Steps

To initiate the process:

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

Tip

title	Hints 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.

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 review the process, add their comments and click Submit. The next step is Create PD Form

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CC Directr & VP, CSS Review

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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 the 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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Result or Product of this Process

Process Details

e-Builder Instructions

e-Builder Steps