Standard Operating Procedure
03 - Converting a Service Request to a Project
A.
Purpose
This process documents the steps taken to facilitate the conversion of a Service
Request to a Project. The initial request is created through the Service Request
form and converted to a Project Request.
B.
Responsibilities
The following Departments participate in this process and are tasked with the
following responsibilities:
! Maintenance Manager/Shop Supervisor/Project Liaison
The Maintenance Manager/Shop Supervisor is responsible for determining
the scope of work, creating and scheduling phase(s) for the Project, and
managing the Project.
C.
Process Overview
Maintenance Manager/Shop Supervisor/Project Liaison
D.
Step 1:
A determination is made whether the work is a Project.
Step 2:
A determination is made whether the project will be performed.
Step 3:
The scope of the Project is determined.
Step 4:
Project Phases are created necessary.
Step 5:
Create Project Phases using the Procedure Library.
Step 6:
Project Request is cancelled.
Process Steps
Maintenance Manager/Shop Supervisor
Step 1: A determination is made whether the work is a Project.
! Access Service Request Workbench form by clicking on the form in the
Navigator. (SERVICE REQUESTS/SERVICE REQUEST WORKBENCH)
" Select from the existing folders (Use the List of Values, CTRL/L if needed)
" Select the Service Request to view and click on the [VIEW] button
Will the work be a Project? (Multi-Shop/Trade)
University of Colorado - Boulder
Last Updated: 4/14/03
Page 1 of 6
Standard Operating Procedure
03 - Converting a Service Request to a Project
[NO] Refer to SOP # 02 Converting Service Request to Work
Order
" [YES] Convert the Service Request to a Project
Close the Service Request form by clicking on the X in upper right hand
corner of the form.
Select the Service Request to convert and click on the [CONVERT TO
PROJ] button
FAMIS will automatically assign a Project Request number
Close the Service Request Workbench by clicking on the X in the upper
right hand corner of the form
"
"
"
"
"
Step 2: A determination is made whether the project will be performed.
! Access Project Workbench form by clicking on the form in the Navigator.
(PROJECT/PROJECT WORKBENCH)
" Select from the existing folders (Use the List of Values, CTRL/L if needed)
" Select the Project Request to view and click on the [VIEW REQUEST]
button
Review the request to determine will the project be performed?
" [YES] Proceed to the next task
" [NO] Cancel Project Request (Refer to Step 5)
Are the resources available to perform the work?
" [YES] Route the Project Request to appropriate Maintenance
Manager/Shop Supervisor
"
[NO] Route the Project Request to the Project Liaison
"
"
"
"
Enter Assigned To (Use the List of Values, CTRL/L if needed)
Enter Project Manager (Use the List of Values, CTRL/L if needed)
Close the Project Request form by clicking on the X in the upper right
corner of the form
Close the Project Workbench by clicking the X in the upper right corner of
the form
Step 3: The scope of the Project is determined.
! Access Project Workbench form by clicking on the form in the Navigator.
(PROJECT/PROJECT WORKBENCH)
" Select from the existing folders (Use the List of Values, CTRL/L if needed)
" Select the Project Plan to view and click on the [VIEW PLAN] button
University of Colorado - Boulder
Last Updated: 4/14/03
Page 2 of 6
Standard Operating Procedure
03 - Converting a Service Request to a Project
Is sufficient information available to plan the work?
" Field scope the job to gather necessary information
# Refer to SOP # ?? (Job Field Scope)
Project Information
" Enter Requested Start Date (Customer requested start date)
" Enter Requested Due Date (Customer requested end date)
" Update Assign To as required (Use the List of Values, CTRL/L if needed)
" Update Project Manager as required (Use the List of Values, CTRL/L if
needed)
Step 4: Project Phases are created as necessary.
! Access Phases form by clicking on the [PHASES] button from the Project
Planning form.
! Click on [ADD] button to enter a new phase
" Enter the description of work. (64 characters can be entered)
Is there a Standard Job Plan?
" [YES] Proceed to Step 5 (Create Project Phases Using Procedure
Library)
" [NO] Proceed to next task
General Information
" Enter Status (Use the List of Values, CTRL/L if needed)
# APPROVED
(Customer has approved estimate for phase)
# CANCELED
(Project phase canceled by Shop Supervisor)
# ESTIMATING (Project phase is being estimated)
# REJECTED
(Customer has rejected estimate for phase)
# SCHEDULED (Work Order will automatically be created by FAMIS)
"
"
"
"
"
"
Enter Start Date
Enter Duration (1 day=1d, 2 weeks=2w, 3 months=3m, 4 years=4y)
# Due Date is automatically calculated based on Start Date and Duration
Enter Method
# IN HOUSE
# CONTRACT
Enter Requested Start Date (Customer Requested Start Date)
Enter Requested Completion Date (Customer Requested End Date)
Is a permit required?
# [YES}
Click the Permit Required Checkbox
# [NO]
Proceed to next step
University of Colorado - Boulder
Last Updated: 4/14/03
Page 3 of 6
Standard Operating Procedure
03 - Converting a Service Request to a Project
"
Enter Phase Type (Use the List of Values, CTRL/L)
# PLANNED
# CHANGE ORDER
# FIELD CHANGE
Primary Labor Information
" Enter Crew (Use the List of Values, CTRL/L if needed)
" Enter Craft (Use the List of Values, CTRL/L if needed)
" Enter Crew size (Optional)
" Enter Estimated hours
(Primary) Task List Information
" Click in the Task List to enter necessary steps.
Estimate Information
! Access the Estimate window by clicking on the [ESTIMATE] button from the
Phase form
" Estimated Labor Cost will be calculated, based upon the selected Crew
and the Crew Rate
" Enter Estimated Material charge
" Enter Estimated PO charge
" Enter Estimated Contingency charge
! Close the Estimate window by clicking on the [OK] button
! Close the Phase form by clicking on the [OK] button
Repeat Step 4 to Add additional phases to the Project at any time during an
active project
! Close the Phase Summary form by clicking on the X in the upper right hand
corner of the form
! Close the Project Plan form by clicking on the X in the upper right hand corner
of the form
! Close the Project Workbench form by clicking on the X in the upper right hand
corner of the form
! Refer to SOP # 06 Managing Projects Within The Project Workbench for
additional steps
Step 5: Create Project Phases using the Procedure Library
! Access the Procedure Library by clicking on the [LIBRARY] button on the
Project Phase window
" Enter the PL Number (Use the List of Values, CTRL/L if needed)
" Enter the Quantity
University of Colorado - Boulder
Last Updated: 4/14/03
Page 4 of 6
Standard Operating Procedure
03 - Converting a Service Request to a Project
"
Close the Procedure Library window by clicking on the [OK] button
General Information
" Enter Status (Use the List of Values, CTRL/L if needed)
# APPROVED
(Customer has approved estimate for phase)
# CANCELED
(Project phase canceled by Shop Supervisor)
# ESTIMATING (Project phase is being estimated)
# REJECTED
(Customer has rejected estimate for phase)
# SCHEDULED (Work Order will automatically be created by FAMIS)
" Enter Start Date
" Enter Duration (1 day=1d, 2 weeks=2w, 3 months=3m, 4 years=4y)
# Due Date is automatically calculated based on Start Date and Duration
" Enter Requested Start Date, if appropriate (Customer Requested Start
Date)
" Enter Requested Completion Date, if appropriate (Customer Requested
End Date)
" Is a permit required?
# [YES}
Click the Permit Required Checkbox
# [NO]
Proceed to next step
" Enter Phase Type (Use the List of Values, CTRL/L)
# PLANNED
# CHANGE ORDER
# FIELD CHANGE
! Close the Phase Form by clicking on the [OK] button
Repeat Step 5 to create additional phases to the Project at any time during
an active project
! Close the Phase Summary Form by clicking on the X in the upper right hand
corner of the form
! Change the Project Status to PLANNED
o Close the Project Plan Form by clicking on the X in the upper right hand
corner of the form
Step 6: Project Request is canceled.
! Access Project Workbench form by clicking on the form in the Navigator.
(PROJECT/PROJECT WORKBENCH)
" Select from the existing folders (Use the List of Values, CTRL/L if needed)
" Select the Project Request to view and click on the [VIEW REQUEST]
button
" Change Status = CANCELED
University of Colorado - Boulder
Last Updated: 4/14/03
Page 5 of 6
Standard Operating Procedure
03 - Converting a Service Request to a Project
" Save the Project Request (CTRL/U)
! Close the Project Request form by clicking on the X in the upper right hand
corner of the form
! Close the Project Workbench form by clicking on the X in the upper right hand
corner of the form
University of Colorado - Boulder
Last Updated: 4/14/03
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