Project Record

Background

Project records (aka "Master Project" records) are the backbone for all project-related data in PMWeb. Project records contain information on a project's status, delivery method, residency, scope, SAP PCN, staff, and more. 

When a Project record is created, PMWeb autogenerates the following: (1) a Schedule record with standard CDOT milestones; (2) Project deliverables in the Stage Gate record; (3) preset project staff roles common within your region (e.g. RTD, Business Manager).

Project Managers manually update the record with the initial project scope, staff role assignments, and role responsibilities.

Note: All CDOT capital program projects require a Project record in PMWeb. No other PMWeb records can be used without a Project record. 

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

Related Pages: Project Health Report 

Job Aids

The following job aids and reference guides are relevant to the Projects record:

• Create a Master Project record

• Add Project Roles to a Master Project

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

Record Guidance

Main Tab

• Scope: Use the Scope field to record the initial project scope. Note: Changes to project scope are handled within the Project Changes record. (Required)

• Residency: Enter the correct residency in the Residency field of the Main tab. Residency information enables users to identify where the project is located within a specific region's structure. (Required)

• SAP PCN: Enter the project's SAP PCN as soon as possible. Projects can be created without a PCN, but it must be added once available. SAP data is used throughout PMWeb records and reports associated with that specific project. In the future, this SAP-PMWeb "link" will allow data to be pushed from PMWeb to SAP if needed. Reference: SAP Data Integrated into PMWeb (Required)

• Associated Project: If a project has an associated project(s), it should be identified as a "combo" or "companion" project in the 'Associated Projects' field. The primary PCN should be identified in the 'Primary PCN' field.

Additional Info

The Additional Info tab is where data integrated from SAP lives. For an overview of what data is ported over from SAP, reference our SAP Data Integrated into PMWeb document.

Users

Project staff role assignments are made within the 'Users' tab of the project record. Those role assignments are used throughout PMWeb for task assignments, workflow actions, and deliverable assignments. (Required)

Responsibilities

Responsibilities per role can be updated in the 'Responsibilities' tab. The role assignments and responsibilities come together in the Project Team report. 

Reports Guidance

• Project Summary: The Project Summary report provides an overview of crucial project information, including milestone dates, scope of work, and financials.

• Project List - Exportable: The Project List report provides a summary of project information, including Project name, Project Manager, Region, Current Stage, Number of Remaining Deliverables, etc. This report is best used for comparing multiple projects.

• Project Team: The Project Team report is a summary of all roles, the assigned users, and their contact information. If role responsibilities have been added, they will also appear in this report. 

Note: The Project record contains several other types of reports, including the Project Info report, the Project Log report, and the Project Report. 

Report Filter Fields

The following fields originating from the Project record are commonly used in report filtering:

• Region

• Residency

• Project Name

• Project Status

• Ad By

Workflow Guidance

There is no workflow associated with this record.

Integration and Trigger Guidance

The UDFs (User Defined Fields) in the Main tab and the Additional Information tab within the Project record are integrated from SAP when the "SAP PCN" is entered.

Note: There may be a one day delay for SAP data to integrate into the Project record. After initial integration, SAP data integrates twice daily.

All records in PMWeb must be linked to a project record. Deleting a project record will delete all records associated with that project. 

The following records are automatically created when a new project record is created:

• Locations record (linked by the SAP PCN entered in the project record, imports location data from SAP, make any edits to locations in SAP)

• Operations Evaluation record

• Schedule record

• Stage Gates record

FAQs

How is this record integrated with SAP?

The PMWeb project record is integrated with the SAP project record by entering the SAP PCN within header of the PMWeb project record. Integration occurs overnight each day. Reference: SAP Fields Integrated into PMWeb