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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

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.

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label	Process Map

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label	Actors

Summary

Workflow Task

Actors

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

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label	Process Map

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Click > to reveal additional content.Process Initiator reviews the process, completes the required fields and clicks Reply.
Next Step: CC Planner Completes PD Form

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label	Step Descriptions

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label	Actions

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Start (Usually by CC Planner)

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

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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.

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CC Planner Completes PD Form

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CC Planner reviews the process,

complete

completes the required fields and

chooses

selects one of

these

the following actions: Submit, Revise or Void.

Submit
Next Step:

If Submit is chosen the next step is Project Manager Review

Revise
Next Step: Initiator Review

.
If Void is chosen the next step is Finish. The process is set to a Void status.

Void
Next Step: Finish

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Project Project Manager Review

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Submit
Next Step:

The Project Manager reviews the process

, completes the required fields and chooses one of the these actions:

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
Next Step: CC Planner Revise

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Initiator Review

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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, completes the required fields, and clicks Resubmit.

Next Step:

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, complete the required fields and choose

one of these actions:Submit
Next Step:

to Submit or Revise.
If Submit is chosen the next step is Working Committee Review

Revise
Next Step:

IfRevise 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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CC Planning Manager reviews the process with the working committee outside of e-Builder, completes the required fields and chooses one of these actions:

Submit
Next Step: Utilities, O&M and SEG Review
Put On Hold
Next Step: Finish

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Utilities, O&M and SEG Review

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Utilities Director, O&M Director, and SEG Assignor will review the process, add their comments and click Submit.

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

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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.

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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

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CC Director, M&U Director and IBO Director will

review the process, add their comments and click Submit.

Next Step: CRSP Planning Review

The next step is Create PD Form

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DoF Planning Manager (Governance)CC Directr & VP, CSS Review

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CC Planning Manager reviews the process, adds comments, prepares the Capital Renewal List for the RCRSP agenda and clicks Submit:

Next Step: Spawn Team Assignment

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Spawn Team Assignments

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When a

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 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:Next Step: Finance Office Issues IO Number

the next step is Create PD Form.

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Finance Officer Issues IO NumberCreate 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

Financial Officer reviews the process, adds the Cost Object Number, and clicks Submit.

Next Step: Apply Funding

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Apply FundingCC 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.

Financial Analyst reviews the process, applies funding, and clicks Submit:

Next Step: Finish

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FinishCreate Final PD Form

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The process is complete.
In this automation step e-Builder

...

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.

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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Key

Result or Product of this Process

Process Details