To begin, you will click on the blue +New Project Request button.
You will enter in the Project Creator (the person making the request, #1); the Project Contact (may be the same person and/or the Project Manager for the project, #2); the Procurement Contact (again, may be the same person or someone else in the Procurement Department, #3); and the Department (#4) that the project is being requested. If you need to Edit the name that you have selected, you may click the Edit Link (#5) and select another from the drop down. If you are unsure of the Project Contact and/or the Procurement Contact, you may select someone and will have the ability to make an update when you are actually building the project. When you have entered all information, you will click the Green +Create Project button.
You will see the Project Information and the items you will need to complete to "Build" your project request.
The Review button is available for you to view the entire request, which is what the Project Approver will see when you submit the request for approval. When you are in the Review mode, you will see the link change to Edit. If you click on Edit, you will be able to continue updating the request.
This is a super important button. You will want to click save to save all your changes as you are going through the system. You will also see the Next button on the bottom of each screen. This will bring you to the next item in Project Information and will auto save for you.
Edit Sections will allow you to toggle on/off the project information sections in the request. You may also opt to display additional items.
You have the option to display the timeline (entry of all dates, times, and/or locations within your project); display Project Contact (so this information will be shown in the document); and display Procurement Contact (so this information will be shown in the document).
The Show Tutorial link will take you around the Landing Page and give a brief description of each area and what you need to do.
Info is where you will complete the general information for the project request. You will enter the title of the project, the Project Contact (will be automatically filled in with the infomation you provided prior to clicking the Create Project button), the Procurement Contact (will be automatically filled in with the infomation you provided prior to clicking the Create Project button), the Department (will be automatically filled in with the infomation you provided prior to clicking the Create Project button), the Project ID (may enter it manually or use the Auto Number feature), Add category codes, select if you are purchasing an emergency good or service (which will then show in our Emergency Portal).
When you click the Get Auto Number Link, you will be shown the next auto number and you can determine if you would like to assign the number to the project by clicking the blue Assign Auto Number button.
Depending on your security access in the system, this auto numbering may be updated to meet your requirements by clicking on your profile, clicking on Admin and clicking on the Auto Number tab.
Adding Category Codes is easy. Just click on the +add link.
You may search for Keywords; select all items under a particular code by selecting all; and/or you may click the arrow to pick more specific category codes for your project. Category codes are either NIGP or NAICS and that may be updated for you by your Implementation or Account Manager.
Budget Information is available internally only and not available for public view. This is a section that may be toggled on/off and/or made optional/required. You will want to complete this information if you are interested in Tracking Spending on your projects.
Intro is where you will provide a summary of the project request and the background on your organization and/or on the project itself.
Scope of Work - to begin the process of entering Scope of Work, you will click the green Scope of Work Button.
Mini instructional guides will show to help you through the process and provide some guidance.
You will begin entering in your Scope of Work items. You would enter the title (#1) and body of text (#2). To add a new text box under the first, you will click the +Add Item button (#3). You may repeat this as many times as needed. If you need to add a text box between two other text boxes, you may click the blue plus sign; if you do not need a text box and would like to delete it, click the red X; and if you would like to reorder the text boxes, you will click the drag button, hold and reorder (#4). If you need help with writing your Scope of Work, the Scope of Work Library is available for you to view what others have written based on similiar type projects (#5). If you have a large document that will be used for your Scope of Work, you may add that as an attachment by clicking and/or drag/drop it into the upload feature (#6).
You have two types of items you may add as attachments. The first is the Project Request Documents (#1). These are the main documents for the project. For example, the full Invitation to Bid document. The second is the Attachments (#2). These are the documents that have a requirement that you provide a letter to them as address in your main documents. For example, Attachment A, Project Form.
Once the draft of the project has been completed, the Check for Errors Button will become a Submit Project Request Button if all items have been completed and will begin the review process. If there are items that still need to be completed, the incomplete fields will be in red to easily identify what needs to be completed/updated. Click on the Submit Project Request button which will start the review process.