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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.  This process spawns the Team Assignment process.

Composition Setup
 

Process Details

Deck of Cards
idPD
Card
labelSummary
  • This process
can be started by:
  • is usually initiated by the CC planner or the project manager. Other roles with the ability to being the process are:CC Planner
    • CC Planning Manager
    eB Admin
  • Project ManagerImage Removed
    • 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

 Image Added

Card
labelActionsStep Descriptions

Click > to reveal additional content.

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
  • R&M Manager
  • Utilities - Program Manager
Once required fields are completed the form is submitted.
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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.

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

    Cloak
    • 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

    Cloak
    • 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

    Cloak
    • 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

    Cloak

    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

    • 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

    Cloak
    • 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

    Cloak
    • 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

    Cloak
    • In this step the CC Planner, Utilities Director, R
    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
    • The next step is Create PD Form

    Toggle Cloak
    CC Director, Ops, and M&U Directr & VP, CSS Review

    Cloak
    • In this step the information entered is reviewed by by the CC Director,
    M&U Director and IBO Director will review the process, add their comments and click Submit.

    Next Step: CRSP Planning Review

    Toggle Cloak
    DoF Planning Manager (Governance)

    Cloak

    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

    Cloak

    When a 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

    Toggle Cloak
    Finance Officer Issues IO Number

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

    Next Step: Apply Funding

    Toggle Cloak
    Apply Funding

    Cloak

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

    Next Step: Finish

    Finish

     

     

     

    • and the VP, CSS Director.
    • When the Submit action is taken the next step is Create PD Form.

    Toggle Cloak
    Create PD Form

    Cloak

    • 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

    Toggle Cloak
    CC Planning Manager Hold - Record Approvals

    Cloak
    • 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

    Cloak
    • 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

    ...