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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
    PlannerCC
    • Planning
    Manager
  • eB Admin
  • Project
    • 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

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Process Initiator reviews the process, completes the required fields and clicks Reply.
Next Step:  CC Planner Completes PD Form
Card
labelStep Descriptions

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1. Start

The process is started by any of the eligible roles. The process form is completed, when finished click Submit.
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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? (Decision Step)

 

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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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3. CC Planner Completes PD Form

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

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 3. Project Manager Review

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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

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    Initiator Review

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    • 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.
    Next Step: 
    • 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
    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: CC Planner Revise
    • 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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    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

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    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.

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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
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    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

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

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    • 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

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    DoF Planning Manager (Governance)

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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

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    Spawn Team Assignments

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    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

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    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

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    Apply Funding

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    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.

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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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