PMT Activity Outcomes and After Actions

[ChristinaTremel]

• Ivonne and Erin's team met and discussed the tracking that they'd like to see on Project Intake Requests because there are internal activities they are tracking along the process.
• Based on the activities documented, there are going to be various outcomes that can be as simple as them tracking notes in an open text field to having actions that they need to take (i.e. creating cost estimates, submitting finance service request in other application, creating work orders, etc)
• Christina will be meeting with Erin, David, and Jorge on 6/27 to determine the high level outcomes that should come from activities and will document those on this miro board.

[ChristinaTremel]

Notes from 7/28-8/6

Activities requiring attachments

• [x] Added Attachment and Attachment Description field from the activities object to the Complete Activity form and used these record rules to insert records. Did this in test initially and it functioned as expected by inserting an attachment record associated to the project request parent record. This is what will be used for any of the activity types that require attachments.

Draft Cost Estimate

• [x] Add Attachment and include additional details in the Attachment Description
  • (they will want to see this attachment on the View Project Request details pages attachment table as well)
• [x] Activity Notes field for staff to track progress

Obtain New Schematics

• [x] Add Attachment and include additional details in the Attachment Description
  • (they will want to see this attachment on the View Project Request details pages attachment table as well)
• [x] Activity Notes field for staff to track progress

Cost Estimate Revision and Review

• [x] Attach Cost Estimate - user can add revision and date to the attachment description
  • (they will want to see this attachment on the View Project Request details pages attachment table as well)
• [x] Activity Notes field for staff to track progress

Activities with only notes to track progress

Scope Approved

• [x] Activity Notes field for staff to track progress

SOS Received

• [x] Activity Notes field for staff to track progress

SOS signed internally

• [x] Activity Notes field for staff to track progress

Invoice(s) received

• [x] Activity Notes field for staff to track progress

Final Invoice(s) paid

• [x] Activity Notes field for staff to track progress

DO Closed

• [x] Activity Notes field for staff to track progress

Permit Status

• [x] Activity Notes field for staff to track progress

DO Increase

• [x] Activity Notes field for staff to track progress

Funding Approval

• [x] Activity Notes field for staff to track progress

Adding Sub-Activities

Scope Change with Sub-Activities

• [x] Add Sub-Activity - Scope Change field to project_requests_PMT_activities object to include:
  • Obtain New Schematics
  • Cost Estimate Revision and Review
  • Funding Approval
  • DO Increase
  • TK Increase or Decrease
• [x] Add Sub-Activity - Scope Change field to Add Activity form and only viewable if user selects Scope Change as the activity type

Permitting with Sub-Activities

• [x] Add Sub-Activity - Permitting field to project_requests_PMT_activities object to include:
  • AE Payment
  • CTMA Payment
  • ROW/DSD payment
• [x] Add Sub-Activity - Permitting field to Add Activity form and only viewable if user selects Permitting as the activity type
• [x] Added these display rules and was able to get the form to show/hide the sub-activity fields based on the activity selected:

Activities Requiring Finance Actions

Submit TK Request

• [x] Action Required includes link to Submit Finance SR)
• [x] Activity Notes field for staff to track progress
• [x] task order number field to capture TK
• [x] Record rule to update task order number to the project request as well

TK Increase or Decrease

• [x] Action Required includes link to Submit Finance SR)
• [x] Activity Notes field for staff to track progress

TK Closed

• [x] Action Required includes link to Submit Finance SR)
• [x] Activity Notes field for staff to track progress

Other Actions

Funding Authorization

• [ ] Users would like to track FDUs on a table because there are going to be multiple FDUs.
  • FDU table should be visible from
• [ ] Would like to have a form on this activity where they can add lines of FDUs

DO Request

• [x] DO Number field to capture DO
• [x] Activity Notes field for staff to track progress
• [x] Record rule to update DO Number to the project request as well

Send Notice to Proceed

• [ ]

Change Order Items

• [ ] Add Status - Change Order field with options: "Requested" and "Approved"
• [x] Activity Notes field for staff to track progress

Inventory JV

• [ ]

[ChristinaTremel]

project_requests_PMT_activities object

• Created new fields required for the activities with customized actions that need to happen. Added these fields:
  • DO Number - short text
  • task_order - connection to financials_task_orders
  • work_orders_signals_images - connection
  • Attachment - file
  • Attachment Description - short text
  • Action Links - link

Close Project Activities Button

• Created button to Close Project Activities and add record rules to insert the standard closing PMT activities
• Added PMT Activities - Close multiple choice field to project_request object with the 4 closing activities
  • Final Invoice(s) paid
  • DO Closed
  • Inventory JV
  • TK Closed
• Added form that updates a project_request record - updates Modified By and Modified Date
• Added additional record rules to insert new project_request_PMT_activities if the specific activity was checked off by user
• Tested this form and it did exactly what I was hoping 🙌 created the records that were checked off on the form

New Project Activities button

• Used the same format as the close project activities!
• The PMT Activities - New multichoice field created on the project_request object include the following options:
  • Draft Cost Estimate
  • Funding Authorization
  • Submit TK Request
  • DO Request
  • Send Notice to Proceed
• Added the following record rules:
• Tested this form as well and it's working as expected! 🎉

Add Activity Form

• During the review of PMT activities, the team noted that

[ChristinaTremel]

Left to do

• Review all functionality with Diana on 8/13
• Look into the activities that I have not worked on because they seem more complex in what actions should follow:
  • Funding Authorization
  • Inventory JV