BP Data Transfer Business Process
The BP Data Transfer business process is an administrative business process used as a mechanism to get data from the Project Request BP to the resulting Project shell. This BP:
- Populates data on the Project Configuration BP.
- Adds users selected on the Project Request BP record to the Project Manager, Project Coordinator, Project Sponsor, and Finance groups.
- Moves attachments from the Project Request BP record to the Document Manager for the project.
- If template records are selected in the Project Configuration BP record in the Project Template, auto-creates an Estimate BP and a Project Closeout Checklist BP.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Completed | terminal |
Workflow
The default workflow for the BP Data Transfer business process is set up in a certain way; however, your organization might use it differently. 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 approve or reject the record or send it on to others.
Related Processes
The BP Data Transfer business process might create the following business processes: Estimate, Project Closeout Checklist
The BP Data Transfer business process might be created by the following business processes: Project Request
Creating a BP Data Transfer Record
Create a BP Data Transfer record by navigating to Information / General / BP Data Transfer on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing BP Data Transfer task that has been assigned to you from the Tasks log.
Complete the BP Data Transfer form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Information, select General, and then select BP Data Transfer.
- On the BP Data Transfer page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the BP Data Transfer Form
General
Data flows from Project Requests to BP Data Transfer, and it assigns users to their applicable project/shell-level user groups.
| Field Name | Access | Description |
|---|---|---|
| Project Manager | Editable | Project Manager for this project |
| Project Sponsor | Editable | The sponsor of the project |
| Finance and Legal Responsible Officer | Editable | The officer responsible for finance and legal |
| Project Coordinator | Editable | The coordinator of the project |
| Status | Read-Only |
Record Templates
Automatically creates records and the corresponding line items in the current project. (This eliminates the need to add the CBS Code-based line items or a standard set of closeout items manually.) The template records are specified in the Project Configuration business process.
| Field Name | Access | Description |
|---|---|---|
| Estimate Record Template | Editable | Estimate record to use as a template when creating a new record in this project |
| Estimate Record | Read-Only | Link to the created Estimate record, after it is created |
| Project Closeout Checklist Record Template | Editable | Project Closeout Checklist record to use as a template when creating a new record in this project |
| Project Closeout Checklist Record | Read-Only | Link to the created Project Closeout Checklist record, after it is created |
System Information
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Creator | Read-Only | Creator of this record |
| Record Last Update Date | Read-Only | Date that this record was last updated |
| Creation Date | Read-Only | Date that the record was created |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |