While you are setting up a project request, you may want to add some of the individual actions that are part of the project, such as painting the walls or replacing windows. You can also add a template of project actions.
You can add or edit action items in any Created or Requested project. A Created project is a project for which information has been saved, but the project has not yet been requested. A requested project has been submitted so that it can be reviewed and routed for approval. When you are adding or editing an action for a project request, you can add values such as Baseline Capital and Expense Costs. You can also create an action for storing a document or drawing.
From Commissioning, you use the Plan/Add or Edit Actions task to add actions to projects without first selecting a work package. These actions can be added to a work package by selecting a work package for the action when defining it, or they can be added to work packages at another time by running the Assign Project Actions action when you are creating work packages.
From the Add or Edit Actions task, you can:
If you are planning on using the Baseline Gantt chart to estimate baseline schedules, you should enter approximate values for the Date Planned For and Duration - Est. Baseline fields for each action using the Request/Add or Edit Actions task. You can then use the Gantt chart to refine your schedules by editing action dates and durations. For information on estimating baseline schedules with a Gantt chart, see the Estimating Baseline Schedules and Costs topic.
Note: The default Date Planned For value is the current date, and the default Duration value is 1 day.
If you want to upload documents or drawings to your project, you can create an action and upload the document or drawing to the action. An action that is created for storing documents is used specifically for this purpose, and is assigned the Action Type of Project-Document. For more information, see the Uploading Documents to Actions topic.
You can add single actions. You have the option to create actions specifically for storing documents. You can also add a project template that consists of multiple actions.
When adding actions for requested projects, you enter baseline costs and time estimates. Baseline estimates are defined prior to a project's approval and are used while an approving manager is determining whether or not to approve a project request.
To add or edit an individual action item:
From Capital Budgeting or Project Management, select the Request/Add or Edit Actions task.
From Commissioning, select Planning/Add or Edit Actions task.
The Edit Task form appears. The Date Requested field is read-only, and is set to the current date.
Action Title: Enter a unique identifier for the action.
Action Type: Select the type of action from the list of validated values.You can search for actions by Action Type. For example, when working on the Gantt chart, you can filter the chart to include only certain types of actions.
Duration - Est. Baseline (Days): Enter the number of days it will take to complete the action. The duration is used to compute the average daily person-hours or average daily costs used when analyzing work using the S-Curve analysis. By default, this is set to 1.
Date Planned For: Date the action is planned to begin. By default, this is set to the current date.
Note: After entering the Date Planned For and Duration - Est. Baseline (Days) fields. you can estimate baseline schedules with the Baseline Gantt chart using the Prioritize & Estimate/Estimate Baseline Schedule and Durations task. You will be able to edit the date and duration for each action using the Gantt chart.
Hours - Est. Baseline: Enter the number of person-hours you estimate for this action. For example, if the action's Duration is two days, and two people will be working on this action for eight-hour days, then the person-hours for this action is 32 hours. The S-Curve analysis uses person-hours in its calculations for work, so it is important to enter these hours if you are generating S-Curve charts.
Cost - Est. Baseline (Exp.)and Cost Est. Baseline (Cap): By entering the estimated capital and expense costs, you can track baseline costs. You can obtain this information from company data or from Web sites that provide standard pricing estimates. Baseline costs are used by approving managers when deciding whether or not to approve the project, and are shown as a guide when entering scenario costs in the Capital Budgeting application.
Work Package: Select the work package for the action item. Although, not required to save the record, an action must be associated with a work package so that vendors can bid on it, and you can generate reports that show data for work packages.
Project Phase: Select a Project Phase value, such as Design or Execution. For example, this is useful if you want to track the project at the Design phase or Execution phase level in the Project Analysis report. Or, when adding actions to work packages you can search for work packages by the Project Phase for the project with which the work package is associated. For more information on the Project Analysis report, see the Creating Management and Oversight Reports topic.
Work Breakdown Structure Code: A hierarchical structure that is used to organize tasks. For example, if a task is first in the outline of your project actions, then the outline number for that task is 1; the outline number for the first subtask under this task is 1.1.
Site Code/Building Code/Floor Code/Room Code: Select the location information for the work to be done.
Approved By: Enter the person approving the action. When working from the Commissioning application, it is important to use the Approve Documentation action to approve action items for design submissions. See Approving Design Submissions.
Created By: The system fills in this field with the name of the user who added this action.
Approved By: Enter the name of the person approving this work.
The following fields are used for scheduling if you are creating service requests for this action.
Problem Location Enter precisely where the problem exists, so that others following up on this item will be able to easily find the problem. For example, if you are assessing the condition of a room, you might enter "Back corner near window"
Equipment Code: Select the equipment needed to perform this task by selecting an equipment item from your equipment inventory.
Problem Type: Select the type of problem this action item is addressing.
Primary Trade Required: Select the type of craftsperson required to perform this work.
Date Required: Select the date this craftsperson is needed.
Date Requested: Date the service request was entered. This can be a read-only field set to the current date.
You have the option to copy a project template of action items to a project request. It is useful to use a project template when you are using the same group of actions for multiple projects. For more information on setting up project templates, see Defining Project Templates.
To apply a project template of actions to an approved project:
The Add or Edit Actions form appears
From the Add or Edit Actions task, you can delete action items because the action items you create here do not yet have an Action Item Status associated with them. Later, for example when reviewing design submissions, you are able to change the status of the action item, including changing the status to approve, reject, cancel, or stop (to stop an action item when it is in progress).
To delete an action.
To proceed, click OK.
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