When you create a workflow template, the Select Fields page displays the data fields and elements that you can choose to include in a workflow. The Define Stages page lets you define default values, data states, and reviewers for each workflow stage.
The following fields and elements are available for a project request.
Required Fields
- Template Name
- A unique name for the template, up to 100 characters.
- Number of Stages
- The number of workflow stages for the template, from 1
to 50.
If a template has only one stage, no approval routing occurs. In this case, when a request is initiated and the initiator saves the changes, the request is automatically approved.
- Template Owner
- The name of the user who is responsible for maintaining
the template.
When you create a new template, your name appears by default. You can specify another user as the template owner, by selecting from a list of users who have the required security privileges.
- Request ID
- The unique ID of the project request.
- Request Name
- The name of the project request.
- Responsible Manager
- The person in the organizational breakdown structure (OBS) who is responsible for the project.
- Parent EPS
- The element of the Enterprise Project Structure (EPS) to which the project is assigned.
- Project Status
- The status of the project request.
- Planned Start
- The start date of the project.
Selectable Template Fields
- Template Category
- To assign the template to an existing project request
template category, click
.
- Original Budget
- An estimate of the total budgeted amount required for this project, including all funding contributions.
- Must Finish By
- A date constraint placed on the project end date.
- Risk Level
- The overall risk assigned to this project. Risk level can be used to rank projects when organizing filtering and reporting. Range is from 1 (low) to 5 (very high).
- Anticipated Start
- The user-defined date the project is expected to start; used during the project planning stage, and set at the WBS, EPS, or project level.
- Strategic Priority
- The projects priority in the strategic plan. This number ranges from 1 to 10,000 with a default of 500. Use of the priority value, such as whether to place higher priority at the lower end of the scale, toward the endpoint 1, or at the higher end, toward 10,000, is at the discretion of the user.
- Anticipated Finish
- The user-defined date the project is expected to finish; used during the project planning stage, and set at the WBS, EPS, or project level.
- Project Owner
- The resource who is assigned as the project owner.
Designation as a project owner provides a user with viewing access for the project.
- Funding Source
- Funding sources for the project, including amount and fund share for each source.
- Documents
- On the Edit Template Select Fields page, mark this checkbox to allow documents to be related to the workflow. Then, on the Edit Template Define Stages page, you can enable or disable the capability to assign documents in individual stages. For any stage, if the state is set to Cannot Assign Documents, no Documents section appears on the request form.
- Notebook Topics
- Click the Assign link to add notebook topics to the template.
- Project Codes
- Click the Assign link to add project codes to the template.
- User Defined Fields
- Click the Assign link to add Project User Defined Fields to the template.
- Spending and Benefit Plan
- Click the checkbox to include spending plan and benefit
plan fields in the template. Also choose the time interval for recording
the spending and benefit plan information in the project request form.
The project request form will always display 12 time periods, with the starting period derived from the planned start date of the request. For example, if the planned start is Nov 9, 2003, the first period displayed on the form would be Nov - 2003, 2003 - Q4, or 2003 for month, quarter, or year time intervals respectively.
Note: Project Codes, Notebook Topics, and Project User Defined Fields are created in the Project Management module. If none display in the list that appears when you click the corresponding Assign link, they have not been created.