Versions Compared

Old Version 60

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

compared with

New Version Current

changes.mady.by.user Salvatore Angelone

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Result or Product of this Process

Round Rectangle
bgcolor#e6f2ff

The purpose of the Project Definition Form Process Creation process is to create and route a PD form Form through an approval system for non-Capital and non-Academic projects.

Composition Setup
 

Process Details

Deck of Cards
idPD
CC Planner, CC Planning Manager, eB Admin, Project Manager,
  • 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.
Card
labelProcess Map

 Image Removed

Card
labelActors
Summary
Workflow TaskActors
Who can start this process?
Who can view drafts of this process?

CC Planner, CC Planning Manager, Project Manager

Who can view all process instances?

CC Planning Manager, CRSP Admin, eB Admin, Program Manager

Who can report on this process?All Users
Who is notified as the process moves between steps?All Users
Who can view/add private comments to this process?No Users
Card
labelProcess Map

Image Added

Card
labelStep Descriptions

Toggle Cloak
Start

Cloak
Card
labelActions

Click > to reveal additional content.

Toggle Cloak
Start (Usually by CC Planner)

Cloak

Though usually started by the CC Planner, any of the following may start the process:

  • CC Planning Manager
  • eB Admin
  • Project Manager
  • R&M Manager
  • Utilities - Program Manager

Once required fields are completed the form is submitted.

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

Toggle Cloak
CC Planner Completes PD Form

Cloak
  • CC Planner reviews the process,
complete
  • completes the required fields and
chooses
  • selects one of the
actions below:One of the
  • following actions
will be taken:

  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

  • : 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.

Toggle Cloak
Project
Toggle Cloak
 Project Manager Review

Cloak
  • 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.

  • Revise

    1. Status of Process:  Leave Status Unchanged

    2. Causes Field Validation: Yes

    3. Add Comments:  Yes, Required

    4. Next Step: CC Planner Revise

       

    • Toggle Cloak
    Initiator Review

    Cloak

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

    Reply

    1. Status of Process:  Leave Status Unchanged

    2. Causes Field Validation: Yes

    3. Next Step:  CC Planner Completes PD Form

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

    Toggle Cloak
    CC Planner Revise

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

    Toggle Cloak
    Planning Manager and Prog. Manager Review

    Cloak
    • Project Manager and Program Manager review the process
    and
    • , 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
    • Next Step:
    • and choose to Submit or Revise.
    • If Submit is chosen the next step is
    • Working Committee Review
    • IfRevise
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: Yes
  • Add Comments: Yes, Required
    • Next Step: CC Planner Revise
    • is chosen the next step is CC Planner Revise

    Toggle Cloak
    Spawn 3.01a Budget Approval Process

    Cloak
    • 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.

    Toggle Cloak
    Working Committee Review

    Cloak

    CC Planning Manager will review the process with working committee outside of e-Builder and 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

     

    Toggle Cloak
    Utilities, O&M and SEG Review

    Cloak

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

    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

    Toggle Cloak
    CC Director, Ops, and M&U Review

    • 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.

    Toggle Cloak
    Property Office Review Step

    Cloak
    • 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.

    Toggle Cloak
    Mail Merge (Automation) Property Office

    Cloak
    • 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.

    Toggle Cloak
    R&M, Utilities, FEG, CC Plnng Review

    Cloak
    • In this step the CC Planner, Utilities Director, R&M Director, and SEG Assignor
    Cloak
    CC Director, M&U Director and IBO Director will
    • review the process, add their comments and
    take the following action:

    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 Planning Review

     

    Toggle Cloak
    DoF Planning Manager (Governance)

    Cloak

    CC Planning Manager will review the process, add their comments, prepare the Capital Renewal List for the RCRSP agenda and take the following action:

    Submit

    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: No
    3. Add Comment: No
    4. Next Step: Spawn Team Assignment

     

    Toggle Cloak
    Spawn Team Assignments

    Cloak

    When a Submit action is taken from the DoF Planning Manager step, the process proceeds to this spawned step. In the spawn step the 2.01 - Team Assignment process starts and is moved to the first step of that workflow. The following action is automatically taken after:

    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

    Toggle Cloak
    Finance Officer Issues IO Number

    Cloak

    Financial Officer reviews the process, adds the Cost Object Number, and take the following action:

    Submit

    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: Yes
    3. Add Comment: No
    4. Next Step: Apply Funding

    Toggle Cloak
    Apply Funding

    Cloak

    Financial Analyst reviews the process, applies funding, and takes the following action:

    Submit

    1. Status of Process: Approved
    2. Causes Field Validation: Yes
    3. Add Comment: No
    4. Next Step: Finish

    Toggle Cloak
    Finish

    Cloak

    This is the terminal step in this process. No instructions are provided.

    e-Builder Instructions

    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.

     

    • click Submit.
    • The next step is Create PD Form

    Toggle Cloak
    CC Directr & VP, CSS Review

    Cloak
    • 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.

    Toggle Cloak
    Create PD Form

    Cloak

    • 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

    Toggle Cloak
    CC Planning Manager Hold - Record Approvals

    Cloak
    • 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.

    Toggle Cloak
    Create Final PD Form

    Cloak
    • 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.

    Toggle Cloak
    Finish

    Cloak

    ...