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Guidelines for Alerts

Guidelines for Alerts

Owned by Aziza Amiri
Jun 03, 2022

Project Issues
The purpose of alerts is to keep track of all "issues" related to the project. This includes any funding issues, outside agency coordination, internal coordination, etc. Each issue will be a separate entry into the Notes and Alerts. There is check mark to resolve an alert when an issue is resolved. The Alert Status will be used to generate reports for executive management to assist project managers in troubleshooting hot issues. The alert levels are defined as follows: 

  • Red: Needs immediate attention of Department executive staff. Without immediate resolution this issue will jeopardize the delivery (schedule/budget/quality) of the project. Department executive staff will receive a report of all red issue projects.

An example for issuing a red alert is when you have a bid protest. Continue to add notes related to alert to provide updates to the specific alert.

Following resolution of the issue, click the check icon to resolve the issue and an "Alert Resolved By" date will be provided. 

  • Yellow: Needs attention of Department division manager as this is an issue that has potential to impact the project delivery if it is not resolved in a timely manner. Following resolution of the issue, click the check icon to resolve the issue and an "Alert Resolved By" date will be provided.
An email reminder to update the Project Status will be sent out every other Friday.


In addition, please note the following:

  • Each issue is time, date and user stamped in order to allow CPMS users to see when it was last updated. When providing updates to a specific project issue, please remember to put the recent update above the old update. This will ensure that anyone reading a report generated by your update will see the most recent status of your issue first (in addition, some reports are limited on space so only the top of your project issue report will be seen). In addition, when your project issue is completed, please remember to change the alert level back to green and check the "completed" box.
  • Regardless of how smoothly the coordination is running, all outside agency and/or utility coordination (permits, easements, service requests, etc.) must be entered into the project issues fields. This information will be used to coordinate workload with these agencies (i.e., PG&E) on a Citywide basis.

Current Status
CPMS includes fields for information that is posted on the City's Public Access Internet Site every Monday following payday. This includes a field titled "Current Status." In addition to being posted to the internet for viewing by the general public, this field is viewable by City Council members through the Council Desktop CIP. Essentially, this is the field in the database that keeps everyone in the City on the "same page" regarding the status and next steps of CIP/SNI projects.

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