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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
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.
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labelProcess Map

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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
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labelProcess Map

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Click > to reveal additional content.
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labelStep Descriptions
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labelActions

Toggle Cloak
Start (Usually by CC Planner)

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

  • CC Planning Manager
  • eB Admin
    • Project Manager
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  • 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

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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

    Toggle Cloak
     Project Project Manager Review

    Cloak
    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

    • Toggle Cloak
    Initiator Review

    Cloak
    Process Initiator reviews the process, completes the required fields and clicks Reply.
    Next Step:  CC Planner Completes PD Form
    • If Revise is chosen the next step is CC Planner Revise.

    Toggle Cloak
    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.

    Toggle Cloak
    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

    Toggle Cloak
    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.

    Toggle Cloak
    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:

    1. Submit
      Next Step: Utilities, O&M and SEG Review
    2. Put On Hold
      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 click Submit.

    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

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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.

    Toggle Cloak
    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.

    Toggle Cloak
    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

    Toggle Cloak
    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

     

    Toggle Cloak
    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.

    Toggle Cloak
    Finance Officer Issues IO NumberCreate PD Form

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

    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

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    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.

     

    • 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.

    Toggle Cloak
    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.

    Toggle Cloak
    Finish

    Cloak

    ...