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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.

Process Details

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

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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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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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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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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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Summary

  • The Project Definition Form Creation Process results in additional project information being added to e-Builder.
  • 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.
  • As a result of this process the CRSP Screening Process is spawned.
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 Process Map

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Process Description

Following needs identification, discussions and approval of the project by the Working Committee, the DoF Planner adds the PD Form in e-Builder. It is reviewed by the Program Manager and the Planning Manager and is approved in its final form by the Working Committee.

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e-Builder Steps

To complete the process in e-Builder:

  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.

Optionally, you may use the Check Spelling or Print buttons prior to Submitting or Saving.