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Data Definitions - Main tab

Data Definitions - Main tab

Owned by Steve Teraji (Unlicensed)
Last updated: Feb 14, 2018

Data Definitions - Schedule tab | Data Definitions - Notes tab

Field or Button NameDefinitionPosted to Web?Comments/Pending Changes
Assign DelegatesEnables you to give another user the ability to edit your project.  User must have one of these roles: Implementation Manager, Division Manager, Section Manager

cFilesEnables user to create the project's entry in cFiles, a separate system on the public web site which provides access to record drawings.

Construction Contract AmountThis amount should show the best available estimate of the construction contract amount.  The amount should be filled in initially by the Project Manager when a Preliminary Estimate has been prepared for the project.   Preliminary estimates are normally completed during Phase 1 of a project.    Prior to bid opening, this field should be updated whenever an updated construction estimate is prepared.    After bid opening, the project manager should enter the actual construction award amount in this field.N
Cost EstimatesEnables user to open up the project's cost estimates. Project must have at least one estimate created already.

Total Project CostThe contract amount plus contingencies and/or soft costsNformerly titled "Contract Award Memo Total"
Council DistUse the Council District number or numbers that the project is located within. All projects at the Airport should use the City-Wide designation.Y
City Service AreaCity Service Areas integrate Core Services provided by individual departments into the City’s key lines of business, as viewed from the community’s perspective. A collection of Core Services from various partner departments, CSAs enable us to plan and show results of the collaboration among the departments at a higher organizational level.  Y
DescriptionProvide general information that defines the project and its purpose. Initially this should be the same as what is described in the budget document. Y
DivisionLead Implementing Department Division for the project.Y
Fiscal YearThe initial fiscal year for which activity begins on the project or in which it is anticipated to begin.  Typically this is the first year that funding appears in the CIP.N
Funding Status
  • Funded:  This will be used for projects (or programs) which are funded in the CIP for the current fiscal year (note: funding may also be programmed for these projects for future fiscal years).  This category would also apply to projects which staff is working on and then realize is underfunded unless a CSA level decision is made to move to "unfunded" classification. 
  • Programmed: This will be used for projects which have funding programmed in the CIP for which the 1st year of funding is in years 2 through 5 of the CIP; 
  • Not funded:  This will be used so that projects can be entered into the database during the planning stages to assist in budget preparation.
N
Implementation ManagerPrimary manager responsible from the implementing department.  May change from design to construction phase.Y
LocationUse cross streets, address number or well known building/place/geographic feature names to help pinpoint locations. Try to spell out acronyms in project locations. Try to identify the reach of the project (i.e. Asbury Street between Guadalupe and First Street.) Supplements GIS map & IPC map.Y
Owner DepartmentThe department with the overall responsibility for taking a project from conception to completion.  Typically this is the department responsible for project budgeting and scoping.  May be the same as the implementing department under certain circumstancesN
ProgramThe PRIMARY CIP funding source for the project.  If more than one source exists, the largest contributing source should be selected.  For SNI Priority projects, the SNI Area is selected here regardless of the funding source.N
Open Push ReportA report showing all projects that meet criteria for posting to the public site.

Owner MgrResponsible manager from the owner departmentN
Project ClassificationUsed to determine type of project.  I.e., Construction vs Non-Construction and/or City Managed vs Outside Agency Managed.   See detailed definition sheet for further informationN
Project PhaseOnly required for projects showing "scheduled" status in "Schedule Status" field.  At this time, only one phase may be selected at a time.  If more than one phase is active at any one time, Manager should select the furthest phase reached in the project timeline.  For example, if the project is under construction but additional design work is occuring, Manager should select "Phase V - Construction" Y
Push to PublicEnables Division Manager and Section Manager the ability to push the project's data to the public site. 

For Implementation Managers, a blue color indicates the project meets criteria for posting to the web and so it should be reviewed. 

If the button is white, clicking on the button will show why the project doesn't meet the criteria for posting to the public site.

Schedule StatusEither "Scheduled" or "Schedule Pending" must be selected.  If schedule pending is selected, manager should provide comment in notes field to explain timeline for completing schedule.  For "Funded" projects only (Classifications of "Construction - Programs, and Ops and Services" do not need to utilize this field).N
SectionLead Implementing Department Section for the project.N
Section ManagerName of DPW section manager in charge of the project.N




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