1.  Create a Project “Shell”

The project “New Project Requests” is accessible to those DoF staff members who start projects. From within that project the 00.00 – Project Initiation process is started and once the first step is completed the process is placed into the e-B admin court for action.

 

The Project Initiation process gathers the information necessary to create a project “shell”. Depending on the path taken (currently CR vs CRSP) initial team members may be assigned as a part of the process as well. The process also allows for the assignment of a project number (currently the PICS number) in cases where this information is not provided at process start.

 

The final step in the process (before finish) routes the process instance to the e-Builder Admin to create the project. Using the data in the instance, use the following steps to create the project.

 

  1. Navigate to and click on the Setup tab on the top menu bar.
  2. Expand the Projects menu in the left navigation column and click on the Manage Projects link.

 

  1. Click on the Add button on the right side of the page.  The Add Project page displays.

 

  1. Populate the “Details” and “Custom Fields” section with the data provided in the Project Initiation process instance. (It is helpful to have two monitors, one used to display the Add Project page, and one for the process instance.)
    1. E-Builder allows you to copy and paste data from one screen to another. Take advantage of this functionality where possible to save time.
    2. Be sure to populate data in all required fields (at a minimum) indicated by a red asterisk.
    3. Also select the project team members identified in the process instance from the appropriate drop down lists. In many cases you will have only the name of the program manager.

 

  1. Some of the information you will commonly copy into the project:
    1. Project Name: Enter using the convention “<Bldg #> - <project name>. In some cases you will enter both the building and room or floor. For example 1/2nd, 35/3rd & 10/1st - SoE - NEET Relocation.
    2. Description: Enter a short, one sentence description edits as necessary from the data provided. Often the first sentence of a longer description can be used in the Description field.
    3. Project Status: Select “01-Initiation” for all new projects to be tracked in e-Builder. It is the responsibility of the Project Manager to update to a more accurate status if applicable. Use “09-Administrative”, 10-Planning”, “11-Demo” as appropriate.
    4. Project Description: Enter the longer project description provided.
    5. Building(s): This is a multi-pick list. Enter all buildings if project consists of more than one building. At the bottom the list there are values for “N/A” and “Campus-wide”.
  2. After completing the fields, click the Save button on the right side of the page (located both at the top and bottom of the page). After this step much of your work is performed from the Project Details page.

 

  1. Navigate to and click on the Apply Templateslink on the left navigation column under “Details”.
    1. Under the second row dropdown for Select a project template select * All New Projects – Template. This action adds default users and document structure to the project.

 

                                               i.     Select the following checkboxes and click the Apply Templates button and “Yes” in the subsequent popups. You will receive an email confirming processing.

  1. 1.    Users (the users common to all projects)
  2. 2.    Document Folders (the default folder structure & files)
  3. 3.    Permissions
  4. 4.    Apply Folder Permissions to Files
  5. 5.    Copy Files
  6. In the drop-down menu Select a schedule template, select Condensed Schedule. 
    1. The Project Manager should be the Schedule Manager.
    2. In many cases you will not yet have a PM on the project. In those cases select the Program Manager as the Schedule Manager.

 

  1. Click Details in the project menu to expand the Details menu. Click the Project Participantslink.
    1. Click the Manage Users button (right center of screen). The Manage Users menu appears.
    2. Select additional project members in the left hand Available Users list box (as identified in the process instance) and click on the right arrow to add them to the right hand Project Users list box.
    3. Add Administrative Assistants, per the following list. Do not notify the AA that s/he has been added.

                                               i.     CRSP: Kathryn Ellis-Lawlor

                                              ii.     Capital Projects:  Doreen Evans

                                            iii.     Capital Renewal:  Sioban Washington

                                            iv.     Repairs & Maintenance:  Lori Homoleski

                                             v.     SEG:  Lori Homoleski

                                            vi.     Utilities:  Bernadette Drinkwater

                                           vii.     Office of Campus Planning: Kitty Drexel

                                         viii.     CSG: Jani Findlay

                                            ix.     Systems Performance Turnover:  Kelsey Magnuson

                                             x.     Special Projects:  Judy Jacobs

  1. Add Interns if known to all of the CRSP projects (i.e., those projects where the Program Manager is either Jan Burke or Joe Collins).
  2. For all CRSP/Academic projects both Jan Burke and Joe Collins should be added as program managers regardless of which is specified in the process instance.
  3. When all users have been added click the Save button. 

 

  • For Academic/CRSP projects, start the 2.03.5 - CRSP Screening Kickoff CRSPS process.
  • For all others, start the 2.01 Team Assignments (TA) process
  • On Detail Page, select Screening Ongoing to Yes.

 

  1. Send notification to the Program Manager and others on the project.
    1. Click Details on the Project Menu.
    2. Click Project Participants.
    3. Select the program manager and any others added to the project.
    4. Click Send Message. The Email Users page appears.
    5. Enter as the subject “e-Builder project <project number – project name>

Enter as the Body the text below make modifications to the message as necessary.

FOR CRSP ACADEMIC PROJECTS:

This project has been created in e-Builder and is ready for use. You may view your project role on the project details page.

<Jan Burke/Joe Collins> is the program manager. <Joe Collins/Jan Burke> and Kathryn Ellis-Lawler have also been added to the project.

The CRSP Screening process has been started for this project.

If no project manager has been assigned the program manager has been assigned as the schedule manager until a PM is assigned.

After reviewing the project if changes are needed to the project setup please contact an e-B administrator.

FOR OTHER PROJECTS:

This project has been created in e-Builder and is ready for use. You may view your project role on the project details page.

 

<Program Manager Name> is the program manager.

 

The Team Assignments process has been started for this project.

 

If no project manager has been assigned the program manager has been assigned as the schedule manager until a PM is assigned.

 

After reviewing the project if changes are needed to the project setup please contact an e-B administrator.

10. As a final step, enter the project creation date in the Project Initiation process instance and take Project Created action.

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