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Title: Project Requesting

Brief description:

Many organizations, especially those in internal IT, will receive requests from internal customers to perform projects. For example, IT may receive a multitude of requests from Marketing, Finance, Sales, Development, and a variety of other “internal customers." These requests need to be prioritized and ranked against each other so that IT may determine which projects will actually be performed. Unanet’s role-based access provides the ability for certain individuals to request projects. These requested projects will sit in a “queue” until they are activated by someone with the appropriate role.

What’s covered in this document:


OPTION 1 (via PENDING Organization)

This option utilizes an organization called "PENDING" while using Org Access so project requestors can only create projects for the PENDING Organization. 

 

Another “project authorizer” would be able to change the Project Organization from PENDING to a real customer, e.g., CUSTOMER_1. 

The following example Adhoc Report shows a list of all the PENDING projects, and allows the "project authorizer" to pick which ones they will switch to Active.

The "project authorizer" can then easily change the Project Organization Code from PENDING to the Customer Organization:

The benefit of this method is that all the Project information is retained, e.g. start/end dates, budget, plans, etc.  We are simply overwriting the synthetic key of the Project Code (concatenation of the project org and project code).

OPTION 2 (via Project Notes option)

High Level Process Steps

  • Team works with customer to establish Statement of Work (SOW).
  • User Requests new Project in Unanet via Note and handoff to Unanet Administrator  
  • New Project is set up in Unanet as a Pending Project.
  • Project budget is established using Unanet Resource Plans (for Labor estimates) and Expense Plans (for ODCs).
  • Project budget is reviewed via Note and handoff to review team.
  • Project budget is approved via Note.
  • Proposal is won or lost.
  • Project Status is updated to reflect win/loss.
  • Pending Project is copied to a new Project with actual project code and initial data. Live project is used to create new Project People Assignments and ODC budgets – using pending project budget information as a baseline if desired.
  • People are authorized to charge to new Project.
  • Pending project lives on marked as WON or LOST and is used for tracking Proposals in Unanet.
  • Business Development lead works with Customer to establish Statement of Work (SOW) or responds to Request for Proposal (RFP).
  • Lead requests a new Unanet project to be set up for bid estimate using a Unanet Note
    • Access Pending Projects “New Proposal Requests” project
    • TIP: Users can add this project to their dashboard. Go to Project >> Search for this project >> Save Criteria to create a List and select a dashboard to display.

B&P Phase

Project Request

  • Select Notes on the left menu

  • Create a new Note (+ Project Note) with information required for new project set up



  • Note Information required for new project set up can be accessed by reviewing the “TEMPLATE for new requests” Note.
  • Populate information in Note highlighted in YELLOW below in the screenshot.
    • Note Title – enter CLIENT name: New CLIENT Proposal
    • Note Description – include required information for new proposal project
      • Customer
      • Date Range
      • Funded Value
      • Etc
  • Assign Note to designated person (e.g., Admin)
  • Enter Due Date
  • Click Send email notification to user assigned to the note
  • Also enter any additional email addresses to notify of the new project request
  • Click Save


 


Using Notes for Workflow: New Proposal Project Setup

  • Email from user requesting a new Proposal project triggers this process.
  • Proposal managers can also set up a saved LIST to see any active Project Notes with a Note Type of NEW PROPOSAL REQUEST and Note Status of NEW.
  • Click Save Criteria to save notes to Unanet dashboard(s).
  • Lists can also be created for Notes associated with other Note Statuses to track Notes as they move through the Proposal Request process.




  • Change Note Status and use email notifications as a means of notifying user that their request was received and the Pending Project is being created in Unanet.


New Proposal Project Setup: Create New Project

  • If new project is similar to an existing project, you can use the Copy Project feature to start with similar settings: locations, expense types, labor categories, pay codes and project team.
    • Set Project Status to Pending (Active) status
    • Select the PENDING_PROJECTS Organization – this allows filtering all Pending Projects in Unanet Reports
    • Name the Project Code and Title something that designates it as a Proposal Project


  • Optionally, create a task list in Unanet (WBS), load dates, dependencies, budgets, etc. Tasks can be up to 10 levels deep, i.e. 3.2.2.1, etc.
  • Use the plus button to add a task, the cross arrow button to move, promote or demote a task, the dependency button to manage predecessors, the black X to delete and the pencil to edit.

  • To make changes to multiple tasks at the same time, click the double edit pencil. You can also add additional fields from the search tab.



  • If the task list is similar to an earlier project, such as the steps needed to build software, you can copy the task list from another project.
  • Search for the project that you’d like to copy the task list from, check the criteria you’d like to copy

Resource and Expense Planning – Build the Proposal Budget

 At this point, labor and expense plans are created (see other entries in the KC on this).

Using Notes for Workflow: Budget is Complete & Ready for Review


  • Create a Project Note - Once resource and expense planning is complete, create a BUDGET Note.

  • Next, select the Budget Note type, fill out all required information and assign to Finance for review or back to the B&P lead to review the Budget.

  • Your Budget Note may contain the following:
    • Task by Task assumptions – basis of bid items
    • Include basis for travel costs
    • Description of labor and level of effort (LOE)
    • Subcontractor clarification/bid exclusions
    • Contingency explanation
    • Attach copy of bid spreadsheet
    • Assign to Finance and save
    • Note triggers Finance, Legal, Project Director to review Project Budget.
    • Edits or changes are made to People Plans and/or Expense Plans if necessary.
    • Note Status changed to reflect budget review is complete.
    • Pending Project updated with Won or Lost as Status. Status can be used for B&P Reporting.
    • Finance creates Project in Sage with numbering convention and other required fields to map to Unanet.
    • Pending Project used for Budgeting is copied to create the new Project under the correct Project Organization (e.g. Education, IT Projects, etc.).
    • Create Statement of Work (SOW) Note to Project with SOW, supporting documentation, etc.
      • Can be used to trigger workflow / email to others to complete project set up, attach documentation, etc.
      • Document any changes in SOW, milestones, budget, etc. for reference by Project team.
      • Assign Resources from Resource Plans to allow work to begin on Project; use email to notify users they have been assigned to the project.
        • Make any adjustments necessary from the original project resource plans.

Finance Reviews Budget

  • Note triggers Finance, Legal, Project Director to review Project Budget.
  • Edits or changes are made to People Plans and/or Expense Plans if necessary.
  • Note Status changed to reflect budget review is complete.

Contract award


  • Pending Project updated with Won or Lost as Status. Status can be used for B&P Reporting.
  • Finance creates Project in Sage with numbering convention and other required fields to map to Unanet.
  • Pending Project used for Budgeting is copied to create the new Project under the correct Project Organization (e.g. Education, IT Projects, etc.).
  • Create Statement of Work (SOW) Note to Project with SOW, supporting documentation, etc.
    • Can be used to trigger workflow / email to others to complete project set up, attach documentation, etc.
    • Document any changes in SOW, milestones, budget, etc. for reference by Project team.
  • Reviews/Edits Plans and converts to assignments/budgets; Edit Person assigned, Dates, Budgeted Hours, Bill Rate, Cost Rate, Labor Category, Cost Element, etc.
  • Change Expense Plan to Expense Budget
    • Make any adjustments necessary from the original project expense plans.


Handoff to Project Team

  • Project Kickoff – Project Director / Manager
    • Reviews Project Notes  from B&P and Finance by clicking on Notes/List under Project Profile
  • If desired, set Project Alerts from the Project/Alerts tab. The system will automatically notify users identified when a certain percentage of budgeted dollars, hours or schedule is reached. You may choose to be notified only on the Unanet dashboard, or by both the dashboard and an email. You specify the percent thresholds and metrics you are concerned with.


  • Optional – If budget changes are made, prompt Finance with a Project Note (Budget Note) to review post-award budget
    • Include changes to resources, dates or budgets
    • Attach any project collateral


Additional Information

Help Docs - Project Notes


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