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Result or Product of this Process

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

Note

These instructions are being updated as of March 5, 2018. Contact an eB admin for help if needed.

Composition Setup
 

Process Details

Deck of Cards
idPD
Card
labelSummary
  • 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
This process map reflects the process in the production environment as of March 5, 2018.
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  • If the initiator is the CC Planner the next step is Project Manager Review.
    • If the initiator is not the CC Planner then the next step is CC Planner

    Completes PD Form

    .

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    Card
    labelStep Descriptions

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    1. Start

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    • 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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    2. CC Planner Created?

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    3.
    • CC Planner
    Completes PD Form
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    • CC Planner reviews the process, completes the required fields and selects one of the following actions: Submit, Revise or Void.
    • If Submit is chosen the next step is Project Manager Review.
    • If Revise Void is chosen the next step is Initiator Review.If Void is chosen the next step is FinishFinish. The process is set to a Void status.

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     4. Project Manager Review

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

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    5. Initiator Review

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    • The process Initiator reviews the process, completes the required fields and clicks Reply.
    • The next step is CC Planner Completes PD Form

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    6. 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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    7. Planning Manager and Prog. Manager Review

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    • Project Manager and Program Manager review the process, complete the required fields 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

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    8. System Starts (spawns) 3.01 Milestone Project Estimate processSpawn 3.01a Budget Approval Process

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    • This step initiates a Budget Approval Process
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    • The budget process is started.
    • 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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    9. 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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    10. Utilities, O&M and SEG Review
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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
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    • Utilities Director, O&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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    11. CC Director, Ops and M&U Directr & VP, CSS Review

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    • Review step for In this step the information entered is reviewed by by the CC Director, Ops and M&U Review and the VP, CSS Director.
    • When the Submit action is taken the next step is Create PD Form.

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    12. Create PD Form (Mail Merge Step)

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    • The

      In this automation step e-Builder creates the the PD form

      is created

      and

      stored

      stores it in the Documents folder.

    • Next Step: One Funding Source? (Conditional)Upon successful completion of the PD form mail merge the next step is CC Planning Manager Hold - Record Approvals

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    13. CC Planning Manager Hold - Record Approvals

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    The
    • 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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    14. Create Final PD Form

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    • In this automation step e-Builder creates the
    final
    • Final PD form.

    15. Finish

    Card
    idTRPD
    labelTraining Material

     

    PDF
    namePD Form and MPEB.pdf

     

     

     

    ...

    • Upon successful completion of the Final PD form mail merge the next step is Finish.

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    Finish

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