Project Intake Form Process (for Partner Departments)
- Aziza Amiri
- David French (Unlicensed)
- Kramer, Paul (Unlicensed)
Overview
The project intake form is a tool for partner/owner departments to submit project requests to the Public Works Department for implementation. This is a formal process to keep track of projects coming from partner/owner departments. However, this process will not eliminate in-person discussions. It is highly recommended that Division Managers and Seniors in Public Works meet with partner/owner departments and their internal team (including PMs and Analysts) to review the information being provided through the project intake form.
Workflow
Step by Step Process
Navigating to the Form
Step 1: Sign in to CPMS
Step 2: Click the Project Portal
Step 3: Click “New Project” drop down and click “Project Intake Form”.
Note: This will only be visible to users that have an Owner Manger role. The “Create Project” option will only be visible to Implementation Managers. If you need to change your user role in CPMS, go to “My Profile” in the Main Menu or click your name next to “New Project”. This will take you to another page where you want to click “New User Role”.
Completing the Form
Step 1: The Partner/Owner department fills out the project intake form. It can be found under “New Project” in the Project Portal.
Step 2: Fill out all details of the project. Fields that have a * are required. There’s a note section on the bottom of the intake form that can be used for extra information and explanations, i.e. purpose of this project, needs from PW, identify any deadline dates, and so forth. You can attach a file as well, i.e. conceptual drawings, details about the project, etc.
Notifications/Updates
PW Division Manager Review
Step 3: The Division Manager (DM) from the DPW Division selected in the project intake form will receive an email from “CPMS Tech Team via Smartsheet” with all the information provided by Owner. The DM has an option to update the form themselves or send it to the Section Manager they deem fit based on the project scope. To fill out the form, click “Open Update Form.”
Step 4: Clicking “Open Update Form” will open a browser with the form and the PW will need to fill out the PW Section, DPW PM Email, DPW Analyst, and Estimated Total Project Budget. At this point, PW will have access to any attachments, the ability to download the attachments, make edits and reupload, or upload documents/estimates that would be beneficial to the Owner for their review. Once done, click “Submit Update.”
Owner Manager Review
Step 5: The Owner Manager identified in the form will receive an email with all the information provided by PW. In order to review the form and make changes, click “Open Update Form.” They’ll have an opportunity to review the data provided, make changes, and update the form with any additional details. If there are any changes to the scope or questions on the estimate, it is highly recommended that the Owner meets with PW to discuss the changes. Once they are done reviewing or updating the information and have the conversation with PW of the changes, if any, the Owner Manager will need to click “Approve Scope.” This will trigger PW to move forward with the project and to create it in CPMS.
PW Senior Review
Step 6: The Senior from the PW Section will receive the email with the updates or comments, if any, made by the Owner. This is an opportunity to review the updates before proceeding with the project in CPMS.
PW will need to click “View Request” to open up the form in a browser.
Step 7: At this point, the PW Senior will review the request and either approve or decline. If PW declines to move forward with this project, please provide comments at the bottom of the form and click “Decline.” You should have a conversation with the Owner prior to declining. If the project is declined, the Owner will need to resubmit a new project intake form. By clicking “Decline,” this will notify the Owner that the project is not being implemented.
If PW agrees with the project and wants his/her team to move forward, click “Approve.” This will trigger an email to the assigned PW PM to create the project in CPMS. This will also notify the Owner that the project has been created in CPMS.
Step 8: If PW Senior clicks “Approve,” the assigned PW PM will receive an email with a link to create the project.
Project Creation
Step 9: When clicking the link, you may be prompted to sign into CPMS. This will then take the PW PM to the project creation page with majority of the fields filled out based on what was provided in the project intake form. The PW PM will need to fill out the Classification, Project Phase, Project Category, Project Type, and the SWPPP/C3/C6 fields. If you can not add a project, please check for red exclamation marks. If you see an orange exclamation mark, it means that the entry does not correlate i.e. in this case the Owner Mgr entered in the project intake form is not an owner in the owner department provided.
FAQs
Why can’t I see the “Project Intake Form” Option?
This option: is only visible to Owner Managers. Please change your role to Owner Manager if you’d like to have access to the Project Intake Form.
How can I check who currently has the form?
There’s no way to track that at the moment. However, you can check whether you have filled it out by going back to the last email you received and clicking “Open Update Form”. If you have filled it out, it’ll give you the message below:
What if the I, the Owner Manager, decide not to move forward with having PW create the project in CPMS?
You can do nothing or stop going through the process. You can also go through the entire process and have the PW Senior during Step 7 decline the request. Please provide comments.
What if I need multiple estimates for the same project but with different scopes?
Coordinate with the Division Manager from PW and identify whether you can put multiple scopes in the same intake form or if it’s better to send multiple project intake forms. If you request multiple estimates in one intake form, use the comments section below to make that clear.
What if I don’t know the Appn, Fund, RC number?
Any requests for PW to perform work or prepare estimates need to be associated with a charge code and appn/fund/RC number. Even if it’s temporary. Those can be changed later if there’s a specific one created for the project.
Why is the Owner Manager provided in the project intake form not being populated in the project creation field “Owner Manager”?
It could be because that person isn’t an Owner Manager for the specified department. Have the Owner Manager update their user role through their profile.
Why isn’t the PM assigned to this project not being populated under “Implementation Manager”?
Similar response as above. It could be that the project manager isn’t an implementation manager for the specified division and section. Have the PM update their user role through their profile. See the steps below.
