Project Deliverables (Stage Gate record)

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Background

The Stage Gate record enables deliverables management at the project level, structured to provide deliverable management across a region by specialty. It also provides project managers a place to identify what deliverables are required, from whom, and when.

Access: This record is located in the Records module of PMWeb.

Job Aids

The following job aids and reference guides are relevant to Stage Gate records:

To request additional training or documentation, please submit a Help Request in PMWeb.

Record Guidance

Stage Gate Deliverables

The Stage Gate Deliverables table is used to update Stage Gates as they are completed.

Description: This deliverable title is pre-populated upon project creation. The project PM can update these names as needed.
Discipline: Here, we see the discipline responsible for each deliverable. This field is pre-populated and can be edited as well.
Project Role: The project role that is responsible for completing the deliverable. Each discipline can have multiple roles associated with it.
Responsible: The individual staff member responsible for completing a deliverable. This field is auto-populated based on users within your master project record.
Complete: The responsible staff member selects this checkbox once the deliverable is completed.
Complete Date: This date auto-populates when the Complete checkbox is selected for a deliverable.
Task: The corresponding linked task (aka milestone) from your PMWeb Project Schedule and the source of the Deliverable due date. The PM can change which task a specific deliverable corresponds to from the provided drop-down list.

8. Scroll Bar: Use your scroll-bar at the bottom of the table to navigate to these additional Stage Gate Columns.

9. Schedule Start Date: This date is populated from your Schedule record for this project for each deliverable. These dates are updated only in the Project Schedule. Please do not update them in the Stage Gate record.

10. Schedule Finish Date: This date is populated from your Schedule record for this project for each deliverable. These dates are updated only in the Project Schedule. Please do not update them in the Stage Gate record.

11. Lead Time: In this optional field, a whole number (representing days) is entered to set the deliverable's due-date if earlier than the Schedule Finish Date, providing the ability to sequence the deliverables while staying connected to the Schedule for the project.

12. Due Date: This date defaults as the Schedule Finish Date for each deliverable. If a Lead Time value is entered, the Due Date field updates to that many days earlier (ex. Formula = Schedule Finish Date - Lead Time)

Note: The due date field is based on Calendar Days, not working days.

13. Planned Completion Date: Here, the responsible staff can provide an expected completion date for each task. Dates after the Due Date are flagged in red in the Deliverable Summary Report.

14. Attachments: Any files, or links, associated with a deliverable item are noted and accessible here. Attachments are added via the Attachments tab at the top of this record page.

Report Guidance

The Project Deliverables Detail report and Deliverables Summary report are available in "BI Reporting" to provide consolidated views of completed and planned project deliverables.

Workflow Guidance

Workflow in Stage Gates allows the PM on the project to submit the current completed Stage to the Resident Engineer for review and approval to move to the next stage. Doing so is optional, and not required; the most common option is the PM clicks the 'Complete' checkbox in the header fields of a specific stage. A PM may decide a stage is complete even when all deliverables are not yet complete; all reports will show deliverables as open until the 'Complete' checkbox is checked in the deliverable line items.

When a stage is complete, navigate to your Workflow tab and click Submit to begin the Workflow process.

2. Insert any additional comments and then click Save to submit this Stage to Workflow for RE approval.

3. Your designated RE receives the approval request and navigates to the Workflow tab for this record to approve, return, or reject the record.

4. Once a Stage is marked as complete, it will include a checkbox within the main Stage Gates area indicating completion.

Integration and Trigger Guidance

The Stage Gates record integrates with or triggers to/from the following:

The "scheduled start date" and "scheduled finish date" of linked Schedule record task activities are pulled into the Stage Gates record. The deliverable due date will be the "scheduled finish date" unless a lead time is entered.

FAQs

How do the Stages relate to CDOT projects?

PMWeb Stages are intended to roughly align with CDOT project milestones. General guidance on what each stage relates to and contains:

INITIATION:
- Initial project setup, including PMWeb record inputs on scope, schedule, and deliverables in stage gates.
SCOPING:
- Relates to the DSR (Design Scoping Review) milestone
- Deliverables required to prepare for the DSR
- Deliverables required as an outcome from the DSR
PRELIM DESIGN:
- Relates to the FIR (Field Inspection Review) milestone
- Deliverables required to prepare for the FIR
- Deliverables required as an outcome from the FIR
FINAL DESIGN:
- Relates to the FOR (Final Office Review) milestone
- Deliverables required to prepare for the FOR
- Deliverables required as an outcome from the FOR
FINAL PS&E
- Deliverables required for final plans, specifications, and estimates
AD & CONTRACT
- Relates to the AD (Advertisement) milestone
- Deliverables required to advertise and execute the construction contract
TRANSITION TO CONSTRUCTION
- Deliverables to assist with the transition from Pre-Construction to Construction, essentially closing the pre-construction portion of the project.
CONSTRUCTION
- Relates to the Construction Start and Construction Finish milestones
- Deliverables required during construction
PROJECT CLOSURE
- Deliverables required to close the project

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