Workflow

Admin User

All ProjStream software tools share the same workflow functions. The applicable ProjStream software tool auto populates selected source data in the electronic workflow forms users approve with electronic signatures. You define the sequence or level of approvals for the forms based on assigned user roles. The workflow sequence of approvals determines the workflow queue. Once the first person in the queue approves a form, the form moves to the next person until the sequence of approvals is complete.

A set of three default forms and a sample workflow process are included in the ProjStream software database. The set of default forms includes a basis of estimate (BOE), baseline change request (BCR), and work authorization form. These forms are Microsoft Excel spreadsheets that are typically customized as part of the software installation process. Otherwise ProjStream provides advanced training for administrative users so they can modify the form templates or create new forms.

Once the workflow option is enabled for a project, control accounts play an important role because they determine the summary level for the data in the BOE, BCR, and work authorization forms. Workflow form revision numbers are also specific to the workflow process, project, and control account.

  • For BOEMax, the workflow functions are typically used to manage the proposal development process. The BOE form is used for this purpose. There are two parts to this form: a summary control account form (the first tab in the form) and a series of detail forms for the control account work packages (a series of subsequent tabs depending on the number of work packages defined for the control account).
  • For MaxTeam or EVMax, the workflow functions are typically used to manage the change control process including rolling wave planning at the control account level. Users first model the budget baseline changes in BOEMax using a BOE form. Once the BOE is approved, a BCR form is created showing the delta between the original number and proposed change. Once the BCR is approved, the change is merged into the MaxTeam or EVMax budget data along with an updated work authorization form. An optional contract budget log is also integrated into the change control process and is automatically maintained. Examples of custom workflow forms that are added on request for MaxTeam or EVMax include variance analysis reports (VARs) and estimate to complete (ETC) forms to manage the forecast development process.
  1. Define the workflow user roles. All ProjStream software tools and projects share this common list of user roles. Examples of typical user roles include a proposal or project manager, an estimator or analyst, scheduler, a functional manager, or a project controls person. See Define Workflow User Roles. You must be an administrative user to add user roles.
  2. Setup the workflow process. You can create a common workflow all projects use or you can create project specific workflows. See Create a Workflow Process. You must be an administrative user to create a new workflow process.
  3. Enable the workflow process for a named project. This includes selecting the user roles that apply for the project from the shared list of user roles. See Enable Workflow for a Project. You must be an administrative user to enable the workflow process.
  4. Identify the control accounts for the project and assign named users to the workflow roles for the control account. See Identify Control Accounts and Assign Workflow Roles. You must be an administrative user to assign workflow roles to named users.
  5. Users authorized to initiate a workflow begin the process. See Initiate the Workflow Process. Basic users can view the workflow queue for the projects they can access. Administrative users can view the queue for all projects.
  6. Each user in the workflow queue accesses the workflow form to enter data as applicable, review the form contents, and approve the form. See Approve a Workflow Form. Once a form successfully completes the sequence of approvals, the workflow process is complete.