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
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending | non-terminal |
| Pending_Approval | non-terminal |
| Project_Creation | non-terminal |
| Sent_for_Revision | non-terminal |
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, 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 the Company Workspace tab, and switch to User mode.
- In the left Navigator, select Company Logs, and then select Project Request.
- On the Project Request 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 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.
- Select Send.
- In the Notification window, review the content, and select 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 |
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 user account |
| Department/Business Unit | Editable | Primary department/business unit |
| First Name | Editable | |
| Last Name | Editable | |
| 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 |