How to Create a New Lab Planning Project

DESCRIPTION

This article will walk you through the essential steps to create a new Lab Planning Project. Completing these steps accurately is crucial for getting your project properly established within the system.

Keep in mind that Project Start and End Dates now replace the need to select a Fiscal Year; the system automatically generates these for you. Also, Work Category selection, CMEI Project Lead assignment, and Principal Investigator assignment are now required for all projects. A "TBD" option is temporarily available for the Principal Investigator if you don't have this information readily available.

STEP 1: Initiate Project Creation

To begin setting up your new project:
- Click the ‘Create New Lab Project’ button.
- Enter a clear and descriptive Project Title.
- Specify the Start and End Dates for your project. (These dates help the system determine the relevant fiscal years and project duration.)
- Select your Technology Office from the dropdown menu. (The list is tailored to show only offices you are associated with, simplifying your selection.)
- Choose the Lab where this project will primarily be conducted.

STEP 2: Define Your Project's Overview

To categorize your project within the broader organizational structure:
- Select the relevant Program from the dropdown menu.
- Choose the appropriate Activity for your project.
- Select the specific Sub-activity that best describes your project's focus.
- Enter your Project WBS number. (This number is crucial for financial tracking and project management.)

If you find the WBS number missing or incorrect, it’s important to contact your office administrator immediately. A correct WBS is critical for proper project accounting and to avoid delays down the line.

STEP 3: Select the Work Category

To help CMEI efficiently categorize and understand the nature of your project, select one of the following Work Categories from the dropdown menu:
- AOP Project (Lab Direct Project): Choose this if your project is a direct result of a Lab Call award. You will then select the relevant announcement number to link it directly to its funding source.
- NOFO Award (prime or subcontract): Select this if your project originates from a Notice of Funding Opportunity. You will also need to enter the corresponding announcement number.
- Operational Activity: Use this for activities that support non-R&D functions, such as communications or IT contract work.
- Partnership Intermediary Agreement (PIA): Select this if your project is funded through administrators like Defenseworx or EnergyWorks.
- Prizes: Choose this for projects that receive funding through labs or procurement contracts, typically associated with prize competitions.

STEP 4: Assign Project Leads

To ensure accountability and leadership for your project:
- Select the CMEI Project Lead. (This list includes approved PM Bridge CMEI Project Leads specific to their office.)
- Select the Principal Investigator. (This list contains PM Bridge users approved as Technical POCs with assigned Lab Roles for a specified lab. If you don't have a PI yet, you can temporarily select "TBD".)
- Once all details are entered, click ‘Create Project’ to save your entries.

What Happens Next

After you click ‘Create Project’:
- Your new project will be officially created in the Lab Planning system. Your project is now in the initial setup phase. The next crucial step is to complete any remaining required fields and then formally submit it for approval to move it forward.
- To make any edits to your project, you can either click the Project Title or select Edit from the Actions menu.
  - You'll need to complete all required items, which you can track via the progress indicator menu.
- Once all items are completed, select Send to HQ or Send to Lab from the Manage Project dropdown to submit it for approval.

Frequently Asked Questions

1. Why do I need to select a Work Category? Selecting a Work Category is important because it helps CMEI organize and understand the diverse types of projects being undertaken. This categorization aids in proper tracking, reporting, and resource allocation across different initiatives.

2. What should I do if the WBS number is incorrect or missing? If your Project WBS number is incorrect or missing, you should immediately contact your office administrator. This number is critical for financial tracking. Your office administrator can manage WBS elements within the Lab Planning Portal. They can edit existing elements (Program, Activity, or Sub-Activity) to correct the WBS Number or add new ones if needed. Promptly addressing WBS discrepancies will prevent accounting issues or delays in your project's progress.

3. Can I create a project if I don't know the Principal Investigator yet? Yes, you can initiate the project creation even if you don't have a Principal Investigator assigned at that moment. A temporary "TBD" option is available for the Principal Investigator field to allow you to proceed with project setup while you finalize that assignment.

4. What happens if I don't complete all required items before submitting for approval? If you try to submit your project for approval without completing all required items, the system will prevent the submission. You will need to address any outstanding fields, guided by the progress indicator menu, before you can successfully send your project to HQ or Lab for approval.

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