Project Request Business Process

Use the Project Request business process to define basic project information and automatically create a project upon approval.

Characteristics

This is a Company-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending

non-terminal status

Pending_Approval

non-terminal status

Project_Creation

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Project Request business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can take the action of approving or rejecting the record or send it on to others.

Related Processes

The Project Request business process might create the following business processes: BP Data Transfer (Note that BP Data Transfer will then automatically create Estimate and Project Closeout Checklist.)

The Project Request business process might be created by the following business processes: Not applicable

Creating a Project Request Record

Create a Project Request record by navigating to Company Logs / Project Request on the Company Workspace tab, or from the Tasks log on the Company Workspace or Home tab. Act on an existing Project Request task that has been assigned to you from the Tasks log.

Complete the Project Request form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to the Company Workspace tab and switch to User mode.
  2. In the left Navigator, select Company Logs, and then select Project Request.
  3. On the Project Request page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Project Request.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Project Request but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Project Request Form

Key Information

Key Information about this Project Request

Field Name

Access

Description

Title

Required

Title of the record

Status

Read-Only

Status of the record

Project Number

Editable

Unique Project Number

Project Name

Editable

Name of the project

Building

Editable

Building for this Project Request

Location

Editable

Location of the project

Project Type

Editable

Type of project

Project Delivery Method

Editable

Project delivery method

Program

Editable

Number and name of the Program for a project

Description

Information relevant to this Project Request. Supplemental information can be added as an attachment.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Assignments

Field Name

Access

Description

Project Sponsor

Editable

The sponsor of the project

Project Manager

Editable

Project Manager for this project

Project Coordinator

Editable

The coordinator of the project

Finance and Legal Responsible Officer

Editable

The officer responsible for finance and legal

Dates

Specify the key dates for this project, if known.

Field Name

Access

Description

Requested Start Date

Disabled

The ideal date for starting the project

Requested Completion Date

Disabled

The ideal date for completing the project

Project Planned Start Date

Required

The planned start date for the project

Project Planned End Date

Editable

The planned end date for the project

Project Scope

Information on the scope of this project, including any measurement estimates

Field Name

Access

Description

Scope / Requirement Details

Editable

The project Request Scope or Requirements Details

Location GSF

Editable

The initial Gross Square Feet (GSF) at the location site

Location NASF

Editable

The initial Net Assignable Square Feet (NASF) of the building

New GSF

Editable

The new GSF generated at location site

New NASF

Editable

The new NASF of the building

Renovated GSF

Editable

The renovated built GSF

Renovated NASF

Editable

The renovated built NASF

Total Affected GSF

Read-Only

The total affected GSF. The total GSF = New GSF + Renovated GSF

Total Affected NASF

Read-Only

The total affected NASF. The total NASF = New NASF + Renovated NASF

Financials

Financial-related information for the request

Field Name

Access

Description

Project Size Estimate

Editable

The estimated size of the project

Project Currency

Editable

Currency to be used as the project currency

Original Proposed Budget (Project Currency)

Editable

The Original Proposed Budget, in the Project Currency

Exchange Rate (Manual)

Editable

Manual exchange rate, for calculating the Original Proposed Budget in the Base Currency. 1.0 in the Base Currency should equal this amount in the project currency.

Original Proposed Budget (Base Currency)

Read-Only

The Original Proposed Budget, in the Base Currency

Cost Center

Editable

If applicable, the project cost center information

Funding Source(s)

Editable

Description of any other sources for funding this project. If available, include the fund numbers.

Note: The approval of this Project Request does not guarantee that these funds will be allocated to the project.

Project Evaluation

Evaluation information about the proposed project

Field Name

Access

Description

Strategic Priority

Editable

The strategic priority

Evaluation Score

Editable

The score used when evaluating the project in portfolio management

Project Year

Editable

The starting year of the project

Deferred Maintenance

Editable

Deferred Maintenance contribution of this project

Overall Project Risk

Editable

Risk assessment used for the Capital Planning Process

Requester Information

If this request is on behalf of another person (that is, a non-user of this system), the requester details are shown below.

Field Name

Access

Description

User

Editable

Allows for selecting a Unifier Essentials user account

Department/Business Unit

Editable

Primary department/business unit

First Name

Editable

 

Last Name

Editable

 

E-Mail

Editable

 

Title

Editable

 

Work Phone

Editable

 

Mobile Phone

Editable

 

Project Shell Information

For administrative use only

Field Name

Access

Description

Shell location

Editable

 

Status

Editable

 

Shell Templates

Editable

 

Project Administrator

Editable

Name of the project administrator

Shell Classification

Editable

Indicates the project classification. Classifying the project helps ensure that irrelevant projects (such as Testing Project, Training Project, and so on) are not included in any future reporting.

Record Information

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that this record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Additional Information

The Project Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Project Date Picker UDF 1

Disabled

Reserved for future use by your organization

Project Date Picker UDF 2

Disabled

Reserved for future use by your organization

Project Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Project Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Project Decimal UDF 1

Disabled

Reserved for future use by your organization

Project Decimal UDF 2

Disabled

Reserved for future use by your organization

Project Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Project Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Project Picker UDF 1

Disabled

Reserved for future use by your organization

Project Picker UDF 2

Disabled

Reserved for future use by your organization

Project Additional Notes

The Project Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Project Text 255 UDF 1

Disabled

Reserved for future use by your organization

Project Text 255 UDF 2

Disabled

Reserved for future use by your organization

Project Text 255 UDF 3

Disabled

Reserved for future use by your organization

Project Text 255 UDF 4

Disabled

Reserved for future use by your organization

Project Long Text UDF 1

Disabled

Reserved for future use by your organization

Project Long Text UDF 2

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025