Project Types and Capital Program Names

It is required to enter the project type when you request a project. It is optional to associate a project with a capital program by specifying the program name. Contact the facilities manager for information on the project type and program name that you should use for your project request.

Creating a Project Request

To request a project:

• In the Navigator,
  • From the Capital Budgeting or Projects applications, select the Request / Request Project task.
  • From Commissioning, select Planning / Request Projects task.

1. In the Create New Project pane, enter the following required fields:

   Project Name: Enter a name to identify the project, such as Renovation - HQ. The name appears in selection lists next to the system-generated Project Code to help identify the project to users when they are selecting from lists. This is a required field.

   Date Requested - Start and Date Requested - End :Select the proposed start and end dates for the project.

   Project Type : Selecting the project type determines the information that you can enter for the project. Selecting a project type is required and enables you to search for projects and generate reports by project type.

   Template Project: Optionally, select a template on which to base the project. Templates enable you to quickly define project plans by automatically associating typical work packages and actions with the project. If needed, you are able to edit the details for the project template to fit your specific process. For example, the application provides a Commissioning template with typical work packages and actions that use the work breakdown scheduling codes to show the action's hierarchy within the work package. See Defining Project Templates.

   Project Scorecard. Upload an image file that stores the scorecard for this project.

   Criticality. Select the degree of importance this project has for your organization's mission.

2. Click Save and Next.
   The application presents the next form that includes:

   Project Code: A system-generated unique identifier for the project. The code is based on the current 4-digit calendar year ‘2012’, plus a hyphen, plus a six-digit auto-generated next value (for example, 000009.). An example result is: ‘2012-000009 ’. The next generated project would be ‘2012-000010’.

   Project Status is a read-only field set to Created. The status changes to Submitted once you submit the project, and Approved after it is approved. Once the project is approved, you can update its status to indicate what stage it is in. Certain reports enable you to search by the phase the project is in. These phases are based on Project Status:

   • Design Project Phase (Project Status of Approved or Approved - In Design).
   • Execution Project Phase (Project Status of Issued-In Progress or Issued On-Hold.).
3. Enter the following optional fields:

   Program Name :Select a Program Name value if you want to associate the project with a capital program. Defining programs is a good way to organize your project data and enables you to generate a capital budget that summarizes allocated funds for each project to the program level. See Defining Capital Program Types and Generating a Capital Budget from Project Data .

   Account Code : Select the account if the project is associated with one.

   Cost - Budgeted : Enter your estimate for the overall cost of this project. The Cost Estimated - Adjusted shown in the Manage Active Projects view is calculated by multiplying this estimate by the Funding Probability.

   Funding Probability : Enter an integer from 0 to 100 that indicates the likelihood of this project receiving funding. The Cost - Est. Adjusted - Sum shown in the Manage Active Projects task is calculated by multiplying a project's Cost Budgeted by the Funding Probability factor, and summing this for all projects in the report.

   Duration- Estimated (Days) : Enter the estimated number of days this project will take. This estimate is used in the Manage Active Projects view to calculate the Duration - Estimated Days for all projects and for all projects by their status.

   Days Per Week : Select the number of days per week that work will be performed. This is used to calculate the end date on the Gantt chart.

   Site Code/Building Code; Select the location for this project.

   Department Contact :The Department Contact receives email notification when the project is requested.

   Building Code : Select the building the project is for.

   Division Code / Department Code : Select the organizational unit requesting the project.

   Area Affected ft 2 : Enter the amount of space in square feet that is impacted by this project.

   Employees Affected : Enter the number of employees affected by this project.

   Requestor / Requestor Phone: This information fills in with the name and phone number of the logged-on user.

   Department Contact / Department Contact Phone : The name and phone number of the person from this department who is the contact for this project. They will receive notification when you submit the project.

   Project Document field, Use the Check In New Document button to check in any documentation that you want associated with the project. For more information on the Archibus documentation management system, see the Using the Document Management System help topic.

   Project Summary / Project Description / Project Scope / Project Benefits : Enter these descriptions of the project.

4. Do one of the following:
   • To save the data you have entered, and complete the request later, click Save Changes.

     Note : To complete the request later, you can use the Edit My Projects view. See the Editing and Viewing Project Requests topic for more information. From the Edit My Projects view, you are able to attach project documents.

   • To withdraw the request, click the Withdraw button.
   • To request the project, click Request.
     The project status is changed to Requested. An email will be sent to the department contact with a notification of your project request. You will receive an email verification that the project request has been submitted.
5. After saving the project, you are able to use the Edit My Projects or the Manage Active Projects task to associate the following documents with the project:
   • Project Business Case : This document is typically prepared by stakeholders and sponsors of the project. It can include the background of the project, and the project's expected business benefits, costs, and risks.
   • Project Risk Management : This document defines the risks associated with a project and how these risks will be identified, analyzed, and managed. It outlines how risk management activities will be performed, recorded, and monitored throughout the lifecycle of the project. Typically, the project manager creates this document during the planning phase of the project and the document is monitored and updated throughout the project.
   • Project Charter : This document provides a statement of the scope, objectives, and participants in a project. Its purpose is to recognize the existence of the project and to begin the planning process required to accomplish the project goals. The project manager typically creates this document along with the business manager as it forms the basis for detailed project planning.
   • Project Implementation Plan : This document provides a centralized reference document that organizes all of the information needed for implementation. Typically, the project manager creates this document.