Procedure documentation for 'EDMS Projects'

© Process Mapping Pty Ltd 2007

Global elements

Internal Projects Heading

Type	SubForm
Notes
Image

Fields

Name	Notes
Label1

Processes

Type

Process

Image

Stages and actions

	Stage name	Notes
		This map depicts the Internal Projects Management process. This procedure is used to Create, Close and Manage Security in Internal Projects Workspace. TODO: (Design) Add roles
Action name Notes New Project This form captures the required details for a **** Internal Project which is submitted to create an internal projects workspace. There is an assumption that the internal project has been approved by the relevant **** business area. FR232 - Only Business Content Coordinators can enter details to request an internal projects workspace. FR374 - The Function and Activity for a project can be selected by a project BCC on the Internal Projects Details form. FR035 - The project BCC can select project type. FR231 - Naming convention for Internal Projects: P - Project Name FR037 - Folder template structure is defined by project type. FR375 - Each project type will map to one project template structure. FR376 - Project BCC's can select any project type and project template unless, the project type is nominated as confidential. In that case only nominated business unit(s) can select and use the template.
	New Project	This process describes the creation of an internal **** projects workspace. This process is triggered by the submission of a projects form which is completed by the Business Content Coordinator on my****.
Action name Notes Create Workspace
	Project Workspace Established	The Internal Projects workspace has been established.
Action name Notes Workspace Creation Failed Workspace Created 7.20 Create Project Workspace TODO: (Develop) FR038 - The submissioin of an Internal Projects workspace creation form triggers the creation of a projects folder template structure in the project workspace based on the selection in the projects creation form. TODO: (Develop) FR041 - The submission of the internal projects workspace triggers the DEFAULT project workspace permissions to be applied (I.E. open to all **** employees) unless project BCC indicates it to be confidential. If Confidential = Y, then only project manager, project administrator and nominated team members will have access. Manage Security This process describes the amendment of security permissions for users in an internal projects workspace. A request is submitted to the Business Content Coordinator by the **** staff member and the security permissions are amended manually in the EDMS. TODO: (Design-EP) Gain a clearer picture as to what the process is. Update Projects This process describes how Business Content Coordinators submit requests for change to Document Management for the update of document boiler templates and workspace folder template structures.
	Archived Project
	WorkSpace Failed
Action name Notes Retry
	Create workspace
Action name Notes Workspace Created TODO: (Develop) Workspace type = internal projects
	Project Workspaces
Action name Notes Close Projects Workspace
	Workspace Closed
Action name Notes After Close Date

Alerts lists for stages

Stage	Watch list	To Do list	originator	Metastorm Guest	access	ework Guest	Opportunity Team Member	Opportunity Support Team	Opportunity Engagement Manager	Opportunity Administrator	Metastorm Administrator	everybody	ework Administrator
New Project
Project Workspace Established									W
Archived Project
WorkSpace Failed										T
Create workspace
Project Workspaces
Workspace Closed			T

Role lists for actions

Stage	Action	Watch list	To Do list	originator	Metastorm Guest	access	ework Guest	Opportunity Team Member	Opportunity Support Team	Opportunity Engagement Manager	Opportunity Administrator	Metastorm Administrator	everybody	ework Administrator
	New Project
New Project	Create Workspace
Project Workspace Established	Workspace Creation Failed
Project Workspace Established	Workspace Created
Project Workspace Established	Manage Security		✓
Project Workspace Established	Update Projects		✓
WorkSpace Failed	Retry		✓
Create workspace	Workspace Created
Project Workspaces	Close Projects Workspace		✓
Workspace Closed	After Close Date

Forms

Internal Projects Details

Type	Form
Notes	This form is used to enter details to create and close a workspace for Internal Projects using a template based on project type. TODO: (Design) Define fields & attributes
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Fields

Name	Notes
Rule11
Label11
Segment1
Label111
Rule111
Project_Name	Project Name (mandatory)
Project_Manager	Project Manager (mandatory) Look-up Employee Table in SAP TODO: (****) Provide Employee Table specs TODO: (Design) Specify field attributes TODO: (Develop) Search on Last Name and First Name. Look-up Employee Table in SAP and display all valid entries. Able to scroll up/down. User to select from displayed employees.
Project_Team_Members	Look-up Employee Table in SAP TODO: (****) Provide Employee Table specs TODO: (Design) Specify field attributes TODO: (Develop) Search on Last Name and First Name. Look-up Employee Table in SAP and display all valid entries. Able to scroll up/down. User to select from displayed employees.
Project_Confidential	Project Confidentiality (mandatory) Valid options are: YES NO
Project_Administrator	Project Administrator Look-up Employee Table in SAP TODO: (****) Provide Employee Table specs TODO: (Design) Specify field attributes TODO: (Develop) Search on Last Name and First Name. Look-up Employee Table in SAP and display all valid entries. Able to scroll up/down. User to select from displayed employees.
Dropdown2	Project Status (mandatory) TODO: (Design) Decide whether to have Project Status field as part of the form body or form heading. Both fields have been specified TODO: (Develop) Call open web service in SAP for calculating 'Close Date'. Close date will be 45 business days after a close request is submitted. FR174 - Project close date must be entered. TODO: (Develop) Insert calculated Close Date into form field. Set Project Status = PENDING
Dropdown3	Project Type (mandatory) Each Project Type maps to one project template structure. This is based on a relationship between Division and Business Unit. Valid values are: ??? ??? TODO: (****) Specify Reference Table properties to represent the relationship based on Division and Business Unit. TODO: (Design) Specify field attributes List Project types in Options or map relationships TODO: (Develop) ? Verify project type from Ref table ? **** want ability to add a new Project Type in the future which will be linked to a corresponding template
Office	Office (mandatory) TODO: (Design) Specify field attributes TODO: (Develop) ???
Division	Division (mandatory)
Business_Unit	TODO: (Design) Specify field attributes If DIVISION=Audit, valid options are: Audit 1 and 2 (Syd only) Audit (All other states) National Audit PIC Management If DIVISION=MMA, valid options are: Corporate Secretarial Migration Advisory Services MMA Audit MMA Tax MMA Superannuation MMA Family Business MMA Outsourcing MMA National Management If DIVISION=RAS, valid options are: National RAS Executive RAS - BPS RAS - FRM and R&C RAS - GAS RAS - IAS IT Advisory Recruitment Services If DIVISION=FAS, valid options are: Corporate Finance - Valuations Corporate Finance - Mergers & Acquisitions Corporate Finance - Financing Corporate Finance - Private Equity Corporate Finance - Real Estate Advisory Corporate Finance - Capital Markets Advisory Transaction Services Restructuring Services Forensic National FAS If DIVISION=TAX, valid options are: Corporate Tax - Banking Corporate Tax - CIM Corporate Tax - ICE Corporate Tax - Insurance & Funds Management Corporate Tax - Investments & Insurance Corporate Tax - International Corporate Tax Corporate Tax - Property & Structurred Finance Specialist Tax - ATC Specialist Tax - GMS Specialist Tax - GTPS Specialist Tax - Indirect Tax Specialist Tax - IES Specialist Tax - R&D Specialist Tax - Superannuation Specialist tax - Tax Management Technology Tax Risk Management Tax Business School National Tax Divisional Management If DIVISION=Shared Services, valid options are: Finance Facilities Human Resources ITS Marketing National Markets National Risk Management **** Australia Corporate Management
Cost_Centre	Cost Centre (mandatory) Cost Centre is based on a relationship between Division and Office. TODO: (****) Provide Reference table & attributes TODO: (Design) Specify field attributes TODO: (Develop) Validate cost centre in 'Cost Centre' Table and return description into Cost Centre Description.
Project_Code	Internal Order tableok-up The user can select a project code from SAP. This is not mandatory as oftern these codes are not set up for projects. TODO: (Develop) Look-up Internal Order table. If match exists copy description into Project Name field else, allow new Code and Name to be entered.
Project_Description	Project Name is either copied from SAP reference table if match exist for Project Code, or new project name will be entered
Date_Opened	Date Opened (mandatory) TODO: (Design) Default to current date but allow for an override.
Dropdown7	Function (mandatory) TODO: (Design) Get details from WorkSite
Dropdown8	Activity (mandatory) TODO: (Design) Get details fro WorkSite
Date_Closed
Status
Cost_Centre_Description

Field usage for actions

Action	Rule11	Label11	Segment1	Label111	Rule111	Project_Name	Project_Manager	Project_Team_Members	Project_Confidential	Project_Administrator	Dropdown2	Dropdown3	Office	Division	Business_Unit	Cost_Centre	Project_Code	Project_Description	Date_Opened	Dropdown7	Dropdown8	Date_Closed	Status	Cost_Centre_Description
Internal Projects\ \ New Project						R	R	O	R	O	RO	RO	R	R	R	R	O	RO	R	RO	RO	R	RO	RO
Internal Projects\ Project Workspace Established\ Update Projects						O	O	RO	RO	RO	RO	RO	O	O	O	O	RO	RO	RO	RO	RO	RO	RO	RO