Requesting a New Project (EPM) a New... · 2020. 12. 27. · Requesting a New Project (EPM) Page 3 ProjectTeam Quick Reference Guide [email protected] Rev 4, 12/22/20 8. Enter

ProjectTeam Quick Reference Guide [email protected] Rev 4, 12/22/20

Requesting a New Project (EPM) When a project uses existing funding or does not need to go through the CIP Budget Process, the EPM can create and submit a Project Request form in the DGS Portfolio project to have the project created in ProjectTeam. The Project Request should be completed with input from the Client Agency to fully detail the project. Please reach out to the DGS ProjectTeam Support Team at [email protected] if the project needs to go through the CIP Budget Process but the Client Agency cannot use ProjectTeam to submit the Project Request themselves.

Note: Starting with Step 4 below, and editing/appending the Client Agency submitted fields or entering the remaining information, you can use this QRG when you work with your Client Agency to define a project and generate a Project Statement when the Client Agency has submitted a Project Request and submitted it to you via the workflow in ProjectTeam.

Creating a Project Request

1. Open the DGS Portfolio project and click on Forms in the navigation menu.

2. In the search field, begin typing Project and the form will appear in the forms list. Click Project

Requests to open the log.

mailto:[email protected]

Requesting a New Project (EPM) Page 2


3. Click the New button in the upper right corner to create a new Project Request. The New

Project Request details window will open.

4. Select the Project Request Type from the picklist.

5. Select the appropriate Budget Cycle from the picklist if the project will need to be submitted for

review and approval as part of the CIP. Leave this field blank if the project is funded and will not

be part of a CIP submission.

6. Enter the Project Name to include the name of the facility/location and the type of work to be

performed.

For Example: If you are requesting that a new recreation center be built on Capitol Hill

Park, the project name would be Capitol Hill Park – New Recreation Center.

7. Enter the Project Number if this project funding source already exists and the project is using

existing funding.

NOTE: Add TBD if this is a new unfunded project.



8. Enter the current Available Funding amount for the project, if applicable.

9. Select one or more Buildings or locations from the existing list by clicking Add Existing. Leave

blank if this is new construction with no location in the list.

NOTE: Search as needed to find the appropriate building(s), check the box next to those

to be selected, and click Add. Multiple locations/buildings should be selected for

projects with multiple sites.

10. Choose the appropriate Owner Agency from the picklist.

11. Enter the Owner Agency Contact Information with the client agency primary point of contact

for the project including:

Name, Email, and Phone.



12. Enter Related Project(s) separating multiple projects with commas. Related projects are projects

that are being done at the same location, at the same time (such as a Rec Center and School

that are co-located), or if the project is a continuation of a previous project (such as a Phase 2

project)

13. Select the requested Construction Start/Move Out Date and Construction End/Move In Date.

NOTE: You can enter the planned Project Start Date and Project End Date In lieu of Construction

Start Date and Construction End Date in these fields if desired. The entered dates will populate

the Project Start Date and Project End Date fields in ProjectTeam when the Project is created in

the system.

14. Enter the detailed narrative of the Project Objectives, Project Scope/Description, and

Justification of Need.

15. Enter the Implementing Agency Contact name. If the name appears as it is typed, select it, if

not, finish typing the name.



16. Enter the Implementing Agency Contac’s Email address.

17. Enter the Implementing Agency Contact’s Phone Number.

18. Enter the DGS Project Manager name. If the name appears as it is typed, select it, if not, finish

typing the name.

19. Select the Mayoral Initiatives Met by Project by selecting Add Existing, checking the applicable

Initiative(s) and clicking on Add.

20. Select the Comprehensive Plan Objectives Met By Project by selecting Add Existing, checking

the applicable Initiative(s) and clicking on Add.



21. Enter the Comprehensive Plan Objectives Met by Project Notes.

22. Enter the Project Constraints or Notes.

23. Enter the Ongoing Operating Impact.

24. Enter the Project Budget Breakdown by creating Budget Items through the Import Rows.

NOTE: Budgets are prepared using the ROM Project Budget Breakdown Workbook,

located in the DGS SharePoint.

https://dgs.sp.dc.gov/construction/_layouts/15/WopiFrame.aspx?sourcedoc=/construction/Documents/Standard%20Operating%20Procedures/ROM%20Project%20Budget%20Breakdown%20Workbook.xlsx&action=default



25. Open the project’s ROM Project Budget Breakdown file, copy cells A9 through D31, paste them

into the Import Template starting at cell A2 as “Values” and save to your computer as “XYZ

Project Budget Breakdown”.

Open the Project’s ROM Project Budget Breakdown File and Copy Cells A9 through D31



Paste Budget Breakdown Data into Cell A2 as “Values” or “Text”

Save the Import Template to Your Computer



26. Import the Project Budget Breakdown by clicking on the Import Rows, Upload, Selecting the

“XYZ Project Budget Breakdown” file from your computer and clicking on Open.

27. For Projects with CIP Funding Requests, Enter the Funding Request Breakdown (CIP Funding

Request) by selecting Create New.

NOTE: This breakdown should show how the requested funding is needed. Create a new

line for each allocation for the project by phase and fiscal year. For example, if the

Construction funds are to be requested split over two fiscal years, that should be

captured on two separate lines in the Funding Request Breakdown.

28. In the popup form, enter the 1) Description, 2) Requested Allotment Year, 3) Phase, 4) Funding

Type, 5) Amount, 6) Notes and 7) select Add & New or Add.



29. Click Save and Share the Project Request form with the following Share Groups:

Administrator

Auditor

Budget

CCS Executive

Appropriate Client Agency Share Group

DGS Project Team Support

Your EPM Share Group Program

Finance

Portfolio Division

Procurement/Legal

Attach Supporting Documentation

30. Drag and drop any supporting files to the Attachments section of the record.



Generate a Project Statement Merge Template

1. Generate a Project Statement merge template and link it to the record by clicking on Print and

selecting Merge to Template.

Select the Project Statement and click on Merge

Click on “Save & Share”



Select the following Share Groups and click Share

Administrator

Auditor

Budget

CCS Executive

Appropriate Client Agency Share Group

DGS Project Team Support

Your EPM Share Group Program

Finance

Portfolio Division

Procurement/Legal

Submit Project Request for Approval (For EPM generated Project Requests only. Client Agency generated Project Requests should Pass the already in-progress workflow)

1. Initiate the New Project Creation Request Workflow by clicking on Start New, select the workflow for the appropriate Program and click on Start Workflow.