UCLA Capital Programs Applications - PlantProjectsProcessCheckList

Plant Projects Process Check List Please review https://applications.capnet.ucla.edu/Information/Help/Index for the latest documentation on processes and procedures.
Pre-Planning Phase: SMA Initial Project Request ¨ Submit request for a new project ( https://www.sma.ucla.edu/ ) Planning Phase: Project Approval ¨ Create request in Project Initiation (new PIF). New Project created. https://projectinitiation.capnet.ucla.edu/ ¨ Create "Approved" CIB in project website. Route for approval via DocuSign. https://project.capnet.ucla.edu/ ¨ Create "Approved" and "Working" Project Schedule in project website. https://project.capnet.ucla.edu/ ¨ Assemble P-Approval, CPS or PPG document. Route for approval via DocuSign. Contracts ¨ Create requests for EDPA, PSA or/and Authorization https://contract.capnet.ucla.edu/ Refine Project ¨ Finalize scope, costs, funding and schedule. Any changes to the Project?: ¨ Create any applicable Project Amendments (PAF) in Project Initiation Website https://projectinitiation.capnet.ucla.edu/ ¨ Create "Amended Approval" Approved CIB in project website. Route for approval via DocuSign. https://project.capnet.ucla.edu/ ¨ Update Project Schedule in project website. https://project.capnet.ucla.edu/ Design Phase: Review Drawings ¨ Create multiple Bluebeam sessions to review documents by all parties. ¨ Create multiple Workflows for Engineering Services to review documents https://documentmanagement.capnet.ucla.edu/ Pre-Construction ¨ Obtain final Permit using engineering workflow https://documentmanagement.capnet.ucla.edu/ ¨ Obtain "Permission to Solicit". Create/Copy and process CIB for this step ¨ Contract staff creates bidding process ¨ Obtain "Recommendation for Award"..Create/Copy and process CIB for this step ¨ Contract is awarded and routed for signature by contract staff. Construction Phase: Construction ¨ Notice to Proceed issued by Contract Staff ¨ Use project website for: change management, minutes, submittals, etc https://project.capnet.ucla.edu/ ¨ Use Inspection website for inspection requests and tracking https://inspection.capnet.ucla.edu/ ¨ Store final documents into SharePoint. https://sharepoint.capnet.ucla.edu/default.aspx ¨ Store important final building related documents into ePlanroom. https://eplanroom.capnet.ucla.edu/ Construction Completion (30 days before end of construction) ¨ Start Construction Completion workflow (for CO, IA, NOC, etc) https://documentmanagement.capnet.ucla.edu/Workflows/View/Index/11875 ¨ Create "Construction Completion" CIB in project website. Route for approval via DocuSign. https://project.capnet.ucla.edu/ ¨ Create any applicable Project Amendments (PAF) in Project Initiation Website (PAF: Only applicable if dollar amount changes or P category balances need to be changed) https://projectinitiation.capnet.ucla.edu/ ¨ Update Project Schedule in project website. https://project.capnet.ucla.edu/ Project Closing Phase: Post Construction ¨ Finalize all payments to vendors Project Close Out ¨ Start project close out workflow https://documentmanagement.capnet.ucla.edu/Workflows/View/Index/12203 ¨ Create "Project Close Out" CIB in project website. Route for approval via DocuSign. https://project.capnet.ucla.edu/ ¨ Create any applicable Project Amendments (PAF) in Project Initiation Website (PAF: Only applicable if dollar amount changes or P category balances need to be changed) https://projectinitiation.capnet.ucla.edu/ ¨ Update Project Schedule in project website. https://project.capnet.ucla.edu/

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Plant Projects Process Check List