Activity and Project Code Management: 1. Scope

Activity and Project Code Management
Effective Date: January 19, 2010

Status: Revision 1
Supersedes: NA
Document Owner: Director, Capital Program Development and Management
1. Scope
This process applies to the management of global project and activity codes in the
Project Management and Reporting System (PMRS). This process is a complement to
the Activity and Project Code Management Process Map.
2. Purpose
This document establishes a WSDOT standard methodology for the management of
global project and activity codes in the Project Management and Reporting System
(PMRS).
3. Roles and Responsibilities

The identified roles are provided as a guide to assigning the tasks included in the PMRS
processes. Each region has the flexibility to delegate the role of Project Manager (and
other functions) to the appropriate functional level to meet project and project office
needs and to accommodate current and planned organizational structures.
3.1 Project Engineer/Project Manager (PE/PM) and Specialty Groups

• Determine needs for new global project and activity codes.
3.2 Team Lead/Project Control Specialist

• Determine needs for new global project and activity codes.
• Maintain project specific codes.
• Request code additions from PMRS Configuration Management Team.
3.3 Configuration Management Team (CMT)

• Reviews requests for new global project and activity codes and
determines whether new codes are required.
• Maintains global project and activity codes.
4. Activity and Project Code Management Process Steps

The following process steps are taken from the Activity and Project Code Management
Process Map. The sub-numbers listed below correspond to the numbered activity on the
process map. For example, item 4.1 corresponds to activity 1 of the process map.
January 19, 2010
4.1 Determine the Need for Activity or Project Code Changes

Project Engineer/Project Manager (PE/PM) and Specialty Groups:
• Determine if a new global activity or project code is required to meet
project management or reporting needs and inform project control staff
responsible for scheduling.
4.2 Determine the Need for Activity or Project Code Changes

Team Lead/Project Control Specialist:
• Determine if a new global activity or project code is required to meet
project management or reporting needs. Codes are used to group, sort or
filter data. If a code does not exist, one can be added to achieve the data
manipulation desired.
• Review requests for new global activity or project codes from the
Project Team.
4.3 Is Code Needed for Repetitive Reporting?

• Determine if the requested activity or project code is needed for
repetitive reporting over multiple periods or if the code is needed for
one-time use.
4.4 Complete Change Request Form

• If a new code is required, complete Change Request Form and forward
to the PMRS Configuration Management Team (CMT).
• Indicate if the request applies to activity or project codes, possible
values and an explanation of how the code will be used.
4.5 Is Code Redundant or Duplicative

Configuration Management Team (CMT):
• Determine if the requested code already exists or is very similar to an
existing code that could satisfy the code request.
4.6 Reject Code Request with Explanation

• If the requested code is redundant or duplicative or otherwise
unacceptable, the PMRS Configuration Management Team (CMT)
rejects the request along with an explanation for the rejection.
4.7 Add Custom Code to Database

• If the requested code is needed for one-time reporting, project control
staff responsible for scheduling will add the needed codes to the project
custom code database. The codes will be available only to those with
access to the project.
Page 2 of 3
Washington State Department of Transportation
January 19, 2010
4.8 Add Global Code to Database

• If the code request is accepted, the PMRS Configuration Management
Team (CMT) approves the activity or project code.
PMRS P6 Systems Engineer:

• Adds the activity or project code to the global code database.
4.9 Update Code Report

PMRS P6 Systems Engineer:
• Updates the code library with the new code(s) and notifies the PMRS
Configuration Management Team.

• Notify requestor the code has been added.
5. Term
This standard is effective immediately upon signature and continues in force until
modified in writing by the Director, Capital Program Development and Management,
or his/her designee.
6. Exemptions
Variance from this process requires approval of the Director, Capital Program
Development and Management, or his/her designee.
7. References
7.1 Executive Order Number: E 1032.01 – Project Management, July 1,
2008
7.2 Executive Order Number: E 1042.00 – Project Management and
Reporting System, July 1, 2008
7.3 Project Management Web Portal. Copies of all PMRS policies,
processes, procedures and guidance documents are available here:
http://wwwi.wsdot.wa.gov/Projects/PMRS
7.4 Activity and Project Code Management Process Map
7.5 Change Request Form, available through the Configuration
Management Team
Page 3 of 3
Washington State Department of Transportation

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Activity and Project Code Management

Effective Date: January 19, 2010

3. Roles and Responsibilities

3.1 Project Engineer/Project Manager (PE/PM) and Specialty Groups

3.2 Team Lead/Project Control Specialist

3.3 Configuration Management Team (CMT)

4. Activity and Project Code Management Process Steps

4.1 Determine the Need for Activity or Project Code Changes

4.2 Determine the Need for Activity or Project Code Changes

4.3 Is Code Needed for Repetitive Reporting?

4.4 Complete Change Request Form

4.5 Is Code Redundant or Duplicative

4.6 Reject Code Request with Explanation

4.7 Add Custom Code to Database

4.8 Add Global Code to Database

PMRS P6 Systems Engineer:

4.9 Update Code Report

Configuration Management Team (CMT):

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