Project Lifecycle QC

Project Lifecycle
Project stage
Opportunity Project
PS01 (approval required)
Draft Bid Submission
PS02 (no approval required)
Bid Submission
PS03 (approval required)
Active Project
PS04 (approval required)
Description
Part 1
All projects must begin at stage one and move through the subsequent stages
in sequence. A Project saved at PS01 must be approved, using the Grants of
Authority based on the amount in the Estimated Cost of Preparing the Bid field.
When the bid has been prepared update the relevant fields on the Project
record. Assess the bid risk using the Risk GoA and Project Missing Fields tabs.
Change to stage PS03 and Save to send into Workflow for authorisation to
submit the bid, based on the Grants of Authority Risk level and Fee amount.
When the contract is signed review the Project record with a Finance Business
Partner. The Project moves to PS04, and is Active after being approved.
Navigate to Project management à Project information à Projects
Opportunity Project PS01: twenty-six mandatory fields must be completed. To start click New
1
Project Master File – Project tab
1
1
2
7
3
4
5
6
1
2
Project code*: automatically assigned when the
Project is saved. The Project keeps the same
code number throughout its entire lifecycle
Project name*: type the Project name.
(if Client Unknown is selected in the Customer
field [see 8 below] add the Client’s name here)
4
5
6
Project type*: select Non fee-earning (TIP: in an
empty field hit the [Space bar] to see all choices)
Start date*: defaults to today (change if necessary)
End date*: defaults to 31/12/2099 (don’t change)
3
Project manager*: defaults to you (change if
necessary)
7
Status*: change to Active when ready to Save and
send into Workflow for authorisation
8 9
10
11 12
13
14
15
16
8
Customer: select the Client from the list (if not
visible ask Finance to set up as a new Customer)
13
Billable status: defaults to Billable
9
11
12
Currency / 10 Currency type*: change the
default (GBP) if necessary
Invoice level: select INV.RULE
Invoice rule: select Time & Disbursements (this
can be changed later to reflect the contract)
14
15
16
Cost centre*: select your Business Unit
Projstage*: select Opportunity Project PS01
Legentity*: select from the list (contact the Legal
Team for guidance if necessary)

Project Lifecycle
Part 2
Project Master File - General Data tab
17 17 Sector*: select from the list
18
18
Discipline*: select from the list (filtered by Sector)
19 19
Subsector*: select from the list (filtered by Discipline)
20
20
Initiating Office*: select from the list
21 21
Project Director*: select from the list
22
22
Delivery Country*: defaults to UK (change if necessary)
23
23
High Risk Country*: defaults to Yes or No based on the
Delivery Country
Project Master File - Opportunity Data tab
24
25
Bid Director*: select from the list
Bid Manager*: select from the list
26
Estimated Cost Prep. Bid*: enter the estimated
currency amount of preparing the bid
Saving a Project Master File at Opportunity Project stage PS01
1
3
2
4
1
2
3
4
Status*: all twenty-six fields must be completed before the new Project record can be saved. Saving with
the Status Draft will not send it into workflow for authorisation; changing to Active and clicking Save will.
The Grants of Authority matrix sends the authorisation task to the appropriate person based on the
currency amount entered in the Estimated Cost Prep. Bid field.
Save: click to save the Project record. Ensure you get an on-screen message when you click Save, even if
it is an Error message due to missing mandatory fields. If no message is shown click Save again.
Update relations: shown if any of the key Project fields have been updated since the last Save. They are
automatically ticked. If the changes are correct click OK. If not correct click Cancel and amend the fields.
Success: PS01 Projects at Status ‘Active’ enter Workflow for approval to proceed with bid development.