1. New project request process training
November 29, 2016

2. Agenda Overview of project request process redesign
New project request process
R’Projects training
CPMS request training
Q&A

3. Overview of project request process redesign

4. There are 3 stages in the comprehensive process for project requests; new process addresses stage 1
Project Ideation
Idea is created, vetted and submitted through an IT action
Project Planning
Feasibility and planning occurs; approval requested
Project Execution
Project is approved and completed

5. New project request process key tenets
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New project request process key tenets
Principle
description 1
Resources
Facilities content should be comprehensive and easily accessible to campus users 2
Communication
Consistent communication and several feedback loops should be built into the intake process
End users should be able to get help at multiple stages of the intake process and have multiple avenues to contact facilities team (e.g., hotline, website, etc.) 3
Accessibility 4
Support
Facilities organization should conduct project triage with the unit to discuss project requirements and identify potential issues
All projects should be reviewed within their department and/or unit prior to submission. Project planning can occur only after unit leader approval 5
Unit prioritization

6. New project request process

7. There are two systems to submit project requests
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There are two systems to submit project requests
Capital Projects (CPMS)
Work order system (FAMIS)
Capital Project Management System (CPMS) is used to submit
Capital projects
Other projects that require Architects & Engineers support
CPMS project requests will have an updated project workflow to include unit prioritization
UCR work order system (FAMIS) is used to submit
Requests for repairs or maintenance
Request for minor projects that can be completed by Facility Services
Work order system will have the same project workflow
Information on how to select which system to submit your project request will be available on R’Projects website

8. Project request process overview
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Project request process overview
Intake process 1 2 3 4 5
Dept. request
User creates project idea and coordinates with department and/or org to get preliminary approval
Project request
User receives approval from department and submits project request to CPMS
Org approval
Org leader reviews project request, approves project and prioritizes it against other org requests
Campus priorit-ization
Project request is received by facilities organization and is prioritized by campus leadership
Project initiation
Project is assigned based on campus priority and begins Stage 2: Project Planning
FY13-14
Free for All
FY14-15
Standard Templates Developed
FY15-16
New Budget Process
FY16-17
Phase 2
Refinement
FY17-18
Implement
Cognos

9. New project request project workflow
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end-user perspective
Submit work order
Work order
Select project system
R’Project resources available to support project ideation
User creates project idea
User uses R’Projects to determine system to submit request
Part 2 of project
process begins
CPMS request
Project remains in unit database
Project remains in unit database No No
Dept. approval
Unit appr-oval
User submits CPMS request
Unit leader reviews project in CPMS
Unit prioritizes project in CPMS and facilities team receives it
Yes
Yes

10. R’Projects training

11. Launch of new project information website!

12. DRAFT
List of resources
Description of A&E, CAS and Facilities Services departments
Contact information for A&E, CAS and Facilities Services
Quiz to understand how to submit a project request
Cost estimator for planning project requests
Information on project types
Overview of project intake process
Description of project life cycle
Description of project extenders: inspections, permits, etc.
Information on capital planning for projects
Overview of service-level agreements
Information on building infrastructure
Frequently asked questions
Status of current campus high-priority projects
Project spotlight: best practices for project design

13. R’Projects will help units create project requests
DRAFT
R’Projects will help units create project requests
Goal of R’Projects website and resources is to enable units to create more detailed, accurate project requests
Review project information
R’Projects provides information on project types, funding resources, UCR and building infrastructure, and other typical project information
Understand project timeline
R’Projects outlines project life cycle and typical reasons why project timelines could be extended
Identify preliminary costs
R’Projects includes a cost estimating tool to identify preliminary project cost information

14. CPMS training

15. CPMS workflow update to include unit prioritization

16. CPMS roles
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Dept Approver
Org Approver
Inquirer
Requester
Transactor
Role
Limited role
Input request information
Search and perform reports
Approve requests from Transactors or Requesters
Can also input request information
Approve all requests
Prioritize requests to align with org priorities
CPMS access
View-only access
Create requests
Create and review requests
Create, review and approve requests
Create, review, approve and prioritize requests
Important for units to review CPMS access to ensure that project requests align with unit priorities when submitted

17. Q&A

18. Any questions?