APEC Secretariat Process Modernisation
Business Requirements Projects Administration System
Version: 3.0February 10, 2019
Prepared by: Tarun [email protected]
APEC Secretariat Process Modernisation Document Control
DOCUMENT CONTROL
Copyright
Copyright © 2018 - 2019, APEC Secretariat
Confidential, all rights reserved.
This document is an exclusive property of, and is meant for its intended use by the APEC Secretariat, Singapore. The information contained herein is subject to change without notice and is not warranted to be error-free.
No part of this publication may be reproduced, distributed, or transmitted in any form or by any means to anyone outside the APEC Secretariat, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other non-commercial uses permitted by copyright law.
This document is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications which may create a risk of personal injury. APEC Secretariat and its affiliates disclaim any liability for any damages caused by use of this software in dangerous applications.
Document Author
Tarun Rana, Project Consultant
+65-9424.8057
Document History
Version No. Version Date Updated by Change History0.1 Oct 11, 2018 Tarun Rana Initiation Document1.0 Nov 1, 2018 Tarun Rana First Draft for First Review1.1 Nov 02, 2018 Tarun Rana Added mini Table of Contents in the
requirements sections1.2 Nov 09, 2018 Tarun Rana Incorporated review feedback from PD
Business Leads1.3 Nov 16, 2018 Tarun Rana Incorporated review feedback from PMU2.0 Nov 20, 2018 Tarun Rana Final 2.1 Nov 29, 2018 Tarun Rana Incorporated review feedback from Finance 2.2 Nov 30, 2018 Tarun Rana Incorporated review feedback from PMU2.3 Dec 05, 2018 Tarun Rana Incorporated review feedback from CPAU3.0 Feb 10, 2019 Tarun Rana Incorporated additional review feedback;
Updated use case diagramsEmbedded 2 updated process maps (contracts disbursement, publications)
Business Requirements - Projects Admin System 2
APEC Secretariat Process Modernisation Table of Contents
TABLE OF CONTENTS
1 PROJECT INTRODUCTION................................................................................................5
1.1 Document Purpose...................................................................................................5
1.2 The Project...............................................................................................................6
1.2.1 Project Background.................................................................................................................6
1.2.2 Key Business Objectives..........................................................................................................6
1.2.3 Project Activities.....................................................................................................................6
1.2.4 Project Stakeholders...............................................................................................................7
1.2.5 Project Resources....................................................................................................................7
1.2.6 Terms and Definitions.............................................................................................................8
2 DIGITIZATION MODEL.................................................................................................10
2.1 Projects Administration System..............................................................................11
2.1.1 Needs Assessment.................................................................................................................11
2.1.2 Key Performance Limiters.....................................................................................................13
2.1.3 Target Performance Factors.................................................................................................14
3 CORE BUSINESS REQUIREMENTS....................................................................................15
3.1 Concept Note Development and Approval..............................................................16
3.1.1 Business Requirements.........................................................................................................16
3.2 Project Proposal Development and Approval..........................................................20
3.2.1 Process Overview..................................................................................................................20
3.2.2 Business Requirements.........................................................................................................20
3.3 Project Implementation..........................................................................................26
3.3.1 Process Overview..................................................................................................................26
3.3.2 Business Requirements.........................................................................................................26
3.4 Project Monitoring..................................................................................................29
3.4.1 Process Overview..................................................................................................................29
3.4.2 Business Requirements.........................................................................................................29
3.5 Project Completion.................................................................................................32
3.5.1 Process Overview..................................................................................................................32
3.5.2 Business Requirements.........................................................................................................32
3.6 Project Change Management..................................................................................35
3.6.1 Process Overview..................................................................................................................35
3.6.2 Business Requirements.........................................................................................................35
3.7 Contracts Disbursement..........................................................................................37
Business Requirements - Projects Admin System 3
APEC Secretariat Process Modernisation Table of Contents
3.7.1 Process Overview..................................................................................................................37
3.7.2 Business Requirements.........................................................................................................37
3.8 Travels Disbursement.............................................................................................46
3.8.1 Process Overview..................................................................................................................46
3.8.2 Business Requirements.........................................................................................................46
3.9 Publications and Events Management.....................................................................54
3.9.1 Process Overview..................................................................................................................54
3.9.2 Business Requirements.........................................................................................................54
3.10 General Business Requirements..........................................................................59
4 ASSOCIATED BUSINESS REQUIREMENTS...........................................................................60
5 RESOURCES...............................................................................................................61
5.1 Process Maps..........................................................................................................61
Business Requirements - Projects Admin System 4
APEC Secretariat Process Modernisation Digitization Model
1 Project Introduction1.1 Document Purpose
This document defines the high level business requirements for Digital Transformation of APEC Secretariat’s Project Administration Processes under its Process Modernization program.
The business requirements are the critical business activities that must be performed to meet the organizational objectives. These requirements also aid in visualizing the potential behaviour of an IT solution from the business and end-user’s perspective, called the Voice of Users (VOU), in accomplishing their business tasks and achieving the desired goals.
These requirements describe “What does the business want to do” and not “how” the business needs will be met by a potential IT system.
These requirements will provide inputs into the next phase for this project which comprises of the development of Functional Capabilities Models and Data Maps of a potential Projects Administration System. Later, these documents collectively will serve as a foundation for a technology service provider to design the system.
The prime consumers of these requirements are:
Business Analyst, who will model the functional capabilities of the potential IT solution
Solutions Architect, who will eventually develop the technical design of IT solution
APEC IT Unit, who will make reasonable estimates the size of the project cost of developing or implementing such a solution, and develop RFP
This is a “living” document; it can be updated as required until the completion of System Design by the IT vendor.
Business Requirements - Projects Admin System 5
APEC Secretariat Process Modernisation Digitization Model
1.2 The ProjectThis project follows up on earlier work by the Consultant, under US-ATAARI’s mandate, whereby the Consultant produced the ‘to-be’ process maps of the APEC Secretariat project management cycle (concept notes, project proposals, project implementation, travel disbursement, contracts disbursement). The Consultant’s report of 2017 also outlined the next steps and various automation points to achieve more efficient processes.
1.2.1 Project Background
Over the course of 2017 and 2018, US-ATAARI completed the mapping of the business processes that the APEC Secretariat employs in meeting its mandates. The result was a useful set of logical frameworks illustrating the process workflows related to the roles and responsibilities of Program Directors (PDs) and Program Executives (PEs) in managing the APEC projects. Such responsibilities include processes related to support to APEC Fora, the role of the Project Management Unit (PMU) in its administration of APEC projects and funding, and the roles of personnel, Project Overseers (POs), the role of IT Unit to enable the services with tools and technologies, and the APEC Finance Unit in the disbursement of funds.
This mapping report culminated in assessment of the Secretariat’s efficiencies and defined a set of broad recommendations for improvement of its processes, procedures and systems. These recommendations provide a strong foundation for the follow-on work which will ultimately guide the Secretariat and the APEC members in their decision-making.
US-ATAARI consultant analysed in detail the project-related administrative processes (travel disbursement, project lifecycle management, and contracts disbursement) and Fora related processes (Fora oversight and Fora meetings management). Based on this analysis, and in close collaboration with the APEC Executive Office, US-ATAARI proposed an implementation approach outlining the next steps to achieve more efficient processes.
As a component of the implementation approach, APEC Secretariat automated the travel disbursement process by developing a Macro enabled Excel based travel disbursement tool as an interim solution which aims to save the time and effort of program executives towards the travel disbursement activities. Such solution and the analysis also reflected the potential of overall improvement in the Secretariat’s efficiencies by virtue of automating all the applicable project process points through end to end digitization thus providing a single platform or central data repository to eventually support all APEC business process.
1.2.2 Key Business Objectives
Improve the services response time to the APEC business users – external and internal
Improve the quality of service to APEC activities stakeholders
Strengthen the capacity of APEC Secretariat
1.2.3 Project Activities
Under the Phase 1 of this project, the Project Consultant will work closely with the relevant stakeholders (Project Management Unit, Program Directors, Program Executives, Finance, IT Unit and Executive Office) to:
Business Requirements - Projects Admin System 6
APEC Secretariat Process Modernisation Digitization Model
1. Develop the business requirements and functional capabilities models for the digitalization of the Projects Administration Processes in consultation with the relevant project stakeholders and utilizing the project resources.
2. Provide relevant inputs to the eventual budget estimate by the Secretariat’s IT Unit for deploying the systems proposed in the Process Modernization study including estimated annual maintenance and /or subscription fees, if any.
3. Work with the Secretariat’s IT Unit on the requirements for the Request for Quotations from third-party vendors to develop the software system/platform for the central data repository and the digitalization of the project administration processes. The system proposed by the vendor should be to digitalize the project management life cycle in a modular fashion, covering the following processes – travel disbursements, concept note development, proposal development, contracts disbursement, project monitoring, implementation, completion and associated reporting processes. The Consultant will prioritize the order in which the modular systems are to be developed in consultation with relevant stakeholders.
1.2.4 Project Stakeholders
The following are the roles and responsibilities of the various stakeholders involved in the Project:
Stakeholder Role R A C I
Irene Sim Lead Sponsor & Approver
Ryan Jun Hansung Project Overseer
Sheela Pillai Project Governance
Daniel Simson Project Lead Business Lead - PMU
Adrian Chang Business Lead – PDs
Anais Kedgley Laidlaw Business Lead – PDs
Pham Hoang Tung Business Lead – PDs
Marlinda Business Lead – PEs
Sylvester Wong Business Lead – Finance
Michael Chapnick Business Lead - CPAU
Jose Barron Technical Lead – Applications
Ronald Technical Lead – Systems
Note: The RASCI stands for:
R Responsible, for development of this document
A Accountable, for endorsement of requirements
C Consulted, for contributing the requirements
I Informed, for project control or for information only
1.2.5 Project Resources
1.2.5.1 Documents US-ATAARI’s Strategic Recommendations and Preliminary Implementation Plan for
Project Lifecycle Processes, 2017
US-ATAARI’s Process Workflow Maps
Business Requirements - Projects Admin System 7
APEC Secretariat Process Modernisation Digitization Model
PRJ-1.1: Project Lifecycle Management Process
PRJ-1.2: Project Implementation Process
PRJ-2.1: Project Change Management Process
PRJ-3.1: Contracts Disbursement Process
PRJ-3.2: Travel Disbursement Process
PRJ-3.3: Publications and Events Management Process
Guidebook on APEC Projects
APEC Publications Guidelines
APEC Secretariat Project Documents Templates
Samples of documents and emails
1.2.5.2 IT Systems Projects Database on SharePoint
APEC Collaboration System (ACS)
Meetings Management Database (MMDB)
Excel based Travel Disbursement Tool
Document File System on a Shared Network Drive (M-Drive)
APEC website www.apec.org
1.2.6 Terms and Definitions
Term DefinitionAPEC Asia Pacific Economic CooperationBMC Budget and Management CommitteeBR Business RequirementsBRD Business Requirements DocumentBRD Business Requirements DocumentBusiness Actor Business Users who perform business activitiesCN Concept NoteCPAU Communications and Public Affairs UnitCR Completion ReportDRD Data Reference DocumentED Executive DirectorEXO Executive OfficeFIN FinanceFSD Functional Specifications/Requirements DocumentGFP Gender Focal PointITU APEC Secretariat’s Information Technology UnitMR Monitoring ReportPA Project AssessorPD Program DirectorPDB Projects DatabasePE Program ExecutivePMU Project Management UnitPO Project OverseerPP Project Proposal
Business Requirements - Projects Admin System 8
APEC Secretariat Process Modernisation Digitization Model
PRJ ProjectQA Quality AssessmentRAF Responsible APEC ForaRFP Request for ProposalSFOM Senior Finance Officials MeetingSOW Scope of WorkTOR Terms of ReferenceUse Case A business scenario comprising of a set of activities to accomplish a task
Business Requirements - Projects Admin System 9
APEC Secretariat Process Modernisation Digitization Model
2 Digitization ModelConsidering the entire spectrum of Secretariat’s business functions, the process modernisation plan aims to develop a Centralized System of Business Services and Data Management which can comprehensively digitize and scale all its activities, end-to-end. This will ensure that all automated functions are able to speak to each other since the data will be held by a central unit.
In the initial phase of the process modernisation plan, all the project administration processes, namely Concept Note & Proposal Development, Projects Implementation, Monitoring & Completion, Project Change Management, Contracts Disbursement, Travels Disbursement and Publications & Events Management will be digitized as a Projects Administration System.
Business Requirements - Projects Admin System 10
APEC Secretariat Process Modernisation Digitization Model
2.1 Projects Administration System
2.1.1 Needs Assessment
2.1.1.1 Project Administration ActivitiesThe project related administrative functionality of APEC Secretariat is broadly divided into two distinct, yet interconnected, critical processes:
- Projects Lifecycle Management comprising of Concept Note and Proposal development, Projects Implementation, Monitoring and Completion, and Projects Change Management, and
- Project Disbursements comprising of Contracts disbursement and Travels disbursement.
Another process - Publications and Events management forms a tertiary process in the projects administration.
As these processes constitute the overall projects implementation, there are a series of activities, sometimes simultaneous, in each process that complete and represent the fulfilment of that process. These are managed by 21 Program Directors, 8 Program Executives and a 3 member Project Management Unit besides the Finance and CPAU. A majority of these activities are manual in nature, driven by a process workflow and procedures prescribed in the Guidebook on APEC Projects.
Business Requirements - Projects Admin System 11
APEC Secretariat Process Modernisation Digitization Model
2.1.1.2 Business Scenarios SummaryProcess>>
Key Factors
Concept Note & Proposal Development
Projects Implementation, Monitoring & Completion
Project Change Management
Contracts Disbursement
Travels Disbursement
Publications & Events
Internal Users PD, PE PD, PE, Finance--- PMU --- PMU
External Users PO, FORA Chair & Members, BMC
PO, FORA Chair & Members
PO, FORA Chair, BMC
PO, Contractors PO, Event Attendees CPAU
Current IT Ecosystem MS-Office for documentationNetwork Drive for documents storage
MS Outlook for CommunicationsProjects Database on SharePoint
Excel based Travel Disbursement Tool
ACS, MMDB# of Document Templates 5 3 2 11 5 1Data Intensive? No No No Yes Yes NoContent Intensive? Yes Yes No Yes No NoCross-functional Info Exchange
Medium Medium Low High High Low
Potential performance improvement by process automation
30 – 40% 20 – 25% 10 – 20% 60 – 70% 70 – 80% 20 – 30%
Operating Conditions Workflow and Content Intensive Workflow & Data Intensive Workflow
Business Requirements - Projects Admin System 12
APEC Secretariat Process Modernisation Core Business Requirements
2.1.1.3 Projects Data and Documents OverviewDuring the course of these processes, numerous project documents, which capture a huge amount of content and data, are developed. These are developed on prescribed MS-Office Document Templates. These documents are exchanged for review and approval between the business users, both internal and external, through the MS-Office Email Exchange, and are archived in the Secretariat’s in-premise Network drive, called M-Drive, which is Windows File-Folder.
The Projects data is copied manually into a Projects Database that resides in a List Library of the Secretariat’s in-premise SharePoint server. This database serves the projects listing on the APEC website.
The contracts disbursement data is managed manually in Excel Workbooks while the contract documents are saved in the M-Drive. There are no document naming conventions however the document names contain a project ID that is formulated by PMU.
The travel disbursement data and documentation is managed semi-automatically through a Travel Disbursement Tool which is an interim solution developed on MS-Excel by Macro programming. A Master Workbook works as TDT that creates individual Event Workbooks for capturing and processing the Event and Attendees data, and generating travel undertakings besides producing payment processing information for the Finance unit. The TDT and the event documents are managed on the M-Drive.
For sharing the documents with external business users, especially the Fora members, although there is an APEC Collaboration System (ACS) in place, it is not actively put to use towards the project administration related documents. ACS is a Document Library in the Secretariat’s in-premise SharePoint server.
2.1.2 Key Performance Limiters
Data intensive tasks are prone to human errors, especially during the peak periods of activity.
Documents storage follows a Windows file-folder structure; retrieval of the latest or finalized document is often a concern due to manually versioning.
Initial client data, such as concept note applications, is manually fed into the existing data systems. Data rules are manually scrutinised and enforced.
Version control of documents is done manually. Version compliance is managed manually.
Calculations required to support project selection are done manually using Excel or desk calculators.
Document access control and security (from deletion) in a File-Folder system is difficult to manage.
Project folder naming and control as well as file saving and naming are managed individually. Project folders do not contain the same required folders and documents.
Many documents, especially in the contracts disbursement process, require some information to be carried over from another document. This is done manually by copy-paste.
Business Requirements - Projects Admin System 13
APEC Secretariat Process Modernisation Core Business Requirements
Huge amount of useful reusable information that is captured in the form of documents remains buried in the M-drive due to difficulty in finding it. This often leads to redo of same work.
In contractor selection process, a considerable amount of contractor information, including their past performance is gathered in the form of documents. This information is not readily available for reuse.
Email based business communications and business information exchange hamper information and resolutions availability. Besides, it causes repeated efforts to produce the same material.
There are different IT systems that are standalone solutions and are not interoperable – these include the ACS system, the MDDB system, the project database and the travel disbursement tool.
The payment processing data required by the Finance is delivered in the form of documents which increases their effort in relevant data extraction.
2.1.3 Target Performance Factors
Client-led data capture using e-forms and single portal view.
Complete Data reusability across all activities and functions.
Integrated data reporting/data interrogation functionality for internal users.
Integrated external-user environment (single portal view). Maximum Self-Service by external users (POs, Event Attendees, Fora members, etc.)
Complete elimination of calculations errors.
Automated work-flow referrals to external users, managed by internal administrators or super-users.
Automating and reducing routine email based business communications and transaction of business information.
Automated document naming, versioning and referencing to project.
System based document generation, sharing and availability.
Workflow driven reporting, review and approvals.
Automated notifications on timelines, submissions and processing.
Move towards paperless state of operations.
Complete management reporting and data analytics.
Maximum self-service by external users
Payment data integration with Finance accounting system.
Induce consistency and adherence to the standards based management of tasks (communications, templates, processes).
Single point access to all the project related information – documents, communications, data.
View project implementation status in real time.
Business Requirements - Projects Admin System 14
APEC Secretariat Process Modernisation Core Business Requirements
3 Core Business RequirementsBR.01: Concept Note Development..............................................................................................................17BR.02: Concept Note Review And Endorsement..........................................................................................18BR.03: Concept Note Eligibility Assessment & Scoring.................................................................................19BR.04: Concept Note Approval.....................................................................................................................20
BR.05: Project Proposal Development..........................................................................................................21BR.06: Project Proposal Endorsement..........................................................................................................22BR.07: Project Proposal Quality & Compliance Assessment.........................................................................23BR.08: Project Proposal Funding Recommendation & Approval...................................................................24BR.09: Issue Letter of Acceptance................................................................................................................25
BR.10: Project Implementation Status Reporting.........................................................................................26BR.11: Project Budget Expenditure Maintenance.........................................................................................27
BR.12: Project Monitoring Report Development 29BR.13: Project Monitoring Report Review / Evaluation................................................................................30
BR.14: Project Completion Report Development 32BR.15: Project Completion Report Review / Evaluation................................................................................33
BR.16: Project Change Requisition 35
BR.17: Request For Proposal (RFP) and Terms of Reference (TOR) Development........................................37BR.18: RFP and TOR Review..........................................................................................................................38BR.19: RFP Services Timelines Setting and Review.......................................................................................39BR.20: RFP Processing...................................................................................................................................40BR.21: Bids Evaluation and Contractor Selection..........................................................................................41BR.22: Contract or Work Undertaking Development....................................................................................42BR.23: Milestone Reporting..........................................................................................................................43BR.24: Contractor’s Billing Management......................................................................................................44
BR.25: Setup an Event..................................................................................................................................45BR.26: Manage Event Attendees’ Information..............................................................................................46BR.27: Manage Event Attendees’ Entitlements............................................................................................47BR.28: Manage Travel Undertakings.............................................................................................................48BR.29: Manage Event Attendance................................................................................................................49BR.30: Payment Processing..........................................................................................................................50BR.31: Event Attendee Self-Service..............................................................................................................51
BR.32: Publications Requisition....................................................................................................................53BR.33: Publications Review and Approval.....................................................................................................54BR.34: Event Expenses Disbursement...........................................................................................................55BR.35: Publications and Events Accounting..................................................................................................56
BR.36: Workshop Evaluation Survey 57
Note: For the Self-Funded Projects, the business requirements for CN development, PP
Business Requirements - Projects Admin System 15
APEC Secretariat Process Modernisation Core Business Requirements
development and Project implementation, monitoring and completion remain similar to those captured here in respective sections, however certain process activities may not applicable. Hence, the self-funded projects’ requirements will be addressed through the application of business rules that will be captured in the functional requirements document.
Business Requirements - Projects Admin System 16
APEC Secretariat Process Modernisation Core Business Requirements
3.1 Concept Note Development and ApprovalPlease refer to the Projects Lifecycle Management Process Workflow PRJ-1.1 embedded in the Resources section.
BR.01: Concept Note Development..............................................................................................................17BR.02: Concept Note Review And Endorsement..........................................................................................18BR.03: Concept Note Eligibility Assessment & Scoring.................................................................................19BR.04: Concept Note Approval.....................................................................................................................20
3.1.1 Business Requirements
BR.01: CONCEPT NOTE DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Directors
PMU
PRIMARY USE CASE
1. PO should be able to develop the concept notes online.
ASSOCIATED USE CASE
2. PD should be able to view the concept notes contents in development anytime. 3. PO should be able to mark complete the first draft of CN for review and endorsement. 4. PD should be able to publish online the first draft of CN for review and endorsement.
ALTERNATE USE CASE
5. PO should be able to download a structured Word document template to create the concept note offline, and then upload the document into the system for automatic population of its contents into respective sections.
DEPENDENCIES
Guidebooks Reference
Fora Work Plan
Business Requirements - Projects Admin System 17
APEC Secretariat Process Modernisation Core Business Requirements
Published Project Session supporting information
BR.02: CONCEPT NOTE REVIEW AND ENDORSEMENT
BUSINESS ACTORS
Internal ExternalPrimary Program Directors Project OverseerSecondary PMU FORA Members
PRIMARY USE CASE
6. PD should be able to review a CN for quality and compliance and should be able to perform in-line edits besides providing feedback by commenting against the content online. These edits should be available to all of them in the form of Track Changes.
7. POs and Fora members should be able to view the comments in real time and should be able to respond to the comments.
8. PO and PD should be able to mark a CN as Final.
ASSOCIATED USE CASE
9. Fora members should be able to endorse a CN. 10. PMU should be able to review an endorsed CN for quality and compliance.
ALTERNATE USE CASE
11. PDs and POs should be able to download a CN, together with all the comments, as a Word document for offline review and commenting, and then be able to upload the document along with the comments back into the system.
12. Fora members should be able to provide their comments to the PD through confidential email which can then be stored against the CN.
Business Requirements - Projects Admin System 18
APEC Secretariat Process Modernisation Core Business Requirements
DEPENDENCIES
Guidebooks Reference
BR.03: CONCEPT NOTE ELIGIBILITY ASSESSMENT & SCORING
BUSINESS ACTORS
Internal ExternalPrimary PMU RAF Members
SFOMSecondary Program Directors
PRIMARY USE CASE
13. PMU should be able to setup and release a system generated Scoring Form for confidential eligibility assessment and scoring of a CN for the RAF members.
14. RAF members should be able to “confidentially” provide their eligibility assessments and scorings to a concept note.
ASSOCIATED USE CASE
15. PMU and PDs should be able to view all the eligibility assessments and scorings of each CN as a single table in real time.
16. PMU should be able to selectively allow the RAF or any business user to view the scoring table.
ALTERNATE USE CASE
17. PD should be able to download the Scoring Form as a Word document so as to facilitate offline scoring by Fora members and then upload the scoring information back into the system for auto population in respective sections.
Business Requirements - Projects Admin System 19
APEC Secretariat Process Modernisation Core Business Requirements
DEPENDENCIES
Endorsed CN
BR.04: CONCEPT NOTES APPROVAL
BUSINESS ACTORS
Internal ExternalPrimary Project Management Unit Project OverseerSecondary Program Directors Fora Members
PRIMARY USE CASE
18. PMU should be able to view a list of all the CNs along with their scorings and ineligibility assessments of the ineligible CNs.
19. PMU should be able to support the subsequent BMC approval process.20. PMU should be able to capture the outcome of BMC approval and share the
outcomes with the PDs.
ASSOCIATED USE CASE
21. PDs should be able to communicate the outcomes to the PO.
ALTERNATE USE CASE
22. BMC should be able to provide approvals online.
DEPENDENCIES
Eligibility Assessments and Scores
Business Requirements - Projects Admin System 20
APEC Secretariat Process Modernisation Core Business Requirements
3.2 Project Proposal Development and Approval
3.2.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-1.1 appended in the Resources section.
BR.05: Project Proposal Development..........................................................................................................21BR.06: Project Proposal Endorsement..........................................................................................................22BR.07: Project Proposal Quality & Compliance Assessment.........................................................................23BR.08: Project Proposal Funding Recommendation & Approval...................................................................24BR.09: Issue Letter of Acceptance................................................................................................................25
3.2.2 Business Requirements
BR.05: PROJECT PROPOSAL DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Directors
PRIMARY USE CASE
23. Upon approval of a CN in principle, the system should automatically create a Project Proposal (PP) by extracting essential information from the CN, such as funding source, forum, proposing economies, PO details, etc. System should automatically assign a number to the PP.
24. PO should be able fill up as much additional information that is required and then generate and download a Word Document for offline development of PP.
Business Requirements - Projects Admin System 21
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
25. PO should be able to upload the PP word document into the system for automatic population of its contents and should be able to perform edits/updates in the PP.
26. PO should be able to mark complete the first draft of PP for endorsement. 27. PD should be able to publish online the first draft of PP for endorsement.
ALTERNATE USE CASE
None
DEPENDENCIES
Concept Note approved in-principle
BR.06: PROJECT PROPOSAL ENDORSEMENT
BUSINESS ACTORS
Internal ExternalPrimary Program Director Project Overseer
Fora MembersSecondary
PRIMARY USE CASE
28. PD should be able to assign the Fora members to the published PP for online endorsements and commenting. System should automatically notify the assignees.
29. Fora members should be able to provide their feedback, confidentially, by inserting comments against the contents and sections of the PP online.
30. Fora members should be able to make endorsements in the published draft of PP, confidentially.
Business Requirements - Projects Admin System 22
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
31. PD and PO should be able to view the individual endorsements and comments of each Fora member, and should be able to close the comments as and when they are addressed/resolved, i.e., incorporated in the PP.
32. PD should be able to view the status of closed and open comments. 33. PD should be able to publish the “endorsed” PP for Quality & Compliance Assessment
by PMU.
ALTERNATE USE CASE
34. The users should be able to download a Project Proposal, together with all the comments, as a Word document for offline review/editing and commenting, and then be able to upload the document along with the comments back into the system.
DEPENDENCIES
Guidebooks Reference
BR.07: PROJECT PROPOSAL QUALITY & COMPLIANCE ASSESSMENT
BUSINESS ACTORS
Internal ExternalPrimary PMU Project OverseerSecondary Program Director CPAU
PRIMARY USE CASE
35. PMU should be able to assign the internal business users (PMU, PD, CPAU and Finance) to the endorsed PP for online Quality Assessment. System should automatically notify the assignees.
Business Requirements - Projects Admin System 23
APEC Secretariat Process Modernisation Core Business Requirements
36. Internal business users should be able to provide their feedback as per the Quality Criteria in the published draft of PP individually.
37. System should generate a Quality Assessment Report by extracting all the comments into it.
38. PMU should be able to edit the contents of the QA Report and publish it.39. PD should be able to provide feedback to PMU on QA Report.40. PMU should be able to make the QA Report available to the PO and PD. 41. PO should be able to address and close the comments in the QA Report, and publish
an updated or final version of the PP.
ASSOCIATED USE CASE
42. PMU should be able to view the individual comments of each business user. 43. PMU should be able to view the status of closed and open comments. 44. PMU should be able to publish the updated version of PP and notify the all users on
the updated status of the PP. 45. PMU should be able to compare different versions of PP and corresponding QA
reports.
ALTERNATE USE CASE
None
DEPENDENCIES
Guidebooks Reference
Endorsed PP
Business Requirements - Projects Admin System 24
APEC Secretariat Process Modernisation Core Business Requirements
BR.08: PROJECT PROPOSAL FUNDING RECOMMENDATION & APPROVAL
BUSINESS ACTORS
Internal ExternalPrimary Program Directors
PMUSecondary BMC
PRIMARY USE CASE
46. PMU should be able to prepare final funding recommendations, in batches, of eligible PPs to BMC.
47. BMC should be able to approve the funding recommendations of PPs.
ASSOCIATED USE CASE
48. PMU should be able to manage the BMC approval outcomes towards the PPs and share it with the respective PDs.
49. PDs should be able to communicate the BMC approval outcomes towards the PPs to the Fora members and PO.
Business Requirements - Projects Admin System 25
APEC Secretariat Process Modernisation Core Business Requirements
50. PMU should be able to reopen the unapproved PPs for rework.
ALTERNATE USE CASE
None
DEPENDENCIES
PP Quality Assessments
BR.09: ISSUE LETTER OF ACCEPTANCE
BUSINESS ACTORS
Internal ExternalPrimary PMUSecondary Program Director PO
Program Executive
PRIMARY USE CASE
51. PMU should be able to generate and modify a standard Letter of Acceptance for a PP and issue it to the PO.
ASSOCIATED USE CASE
52. PD, PE and PO should be able to view the Letter of Acceptance online and download it in Word/PDF format.
ALTERNATE USE CASE
None
DEPENDENCIES
None
Business Requirements - Projects Admin System 26
APEC Secretariat Process Modernisation Core Business Requirements
3.3 Project Implementation
3.3.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-1.2 appended in the Resources section.
BR.10: Project Implementation Status Reporting.........................................................................................26BR.11: Project Budget Expenditure Maintenance.........................................................................................27
3.3.2 Business Requirements
BR.10: PROJECT IMPLEMENTATION STATUS REPORTING
BUSINESS ACTORS
Internal ExternalPrimary Program Executives Project OverseersSecondary Program Directors Fora members
PRIMARY USE CASE
53. PE should be able to setup a Project Implementation Status Reporting Form, which derives the Work Plan (major tasks, major deliverables and timelines) from the project proposal. These major tasks will comprise of sub-tasks and corresponding deliverables extracted from the RFP services timelines (contracts disbursement process), event services timelines (travels disbursement process) and project milestones (contracts disbursement process).
Business Requirements - Projects Admin System 27
APEC Secretariat Process Modernisation Core Business Requirements
54. PO should be able to report the Project Implementation Status which includes milestones, events, etc.
ASSOCIATED USE CASE
55. PDs, PEs and the Fora members should be able to view the Project Implementation Status in real time.
56. System should trigger auto-prompts/notifications to the PO for status updates, and to PDs, PEs and Fora members for changes in status.
ALTERNATE USE CASE
None
DEPENDENCIES
Work Plan from Project Proposal
RFP Services Timelines
Event Timelines
Milestones
BR.11: PROJECT BUDGET EXPENDITURE MAINTENANCE
BUSINESS ACTORS
Internal ExternalPrimary Program ExecutiveSecondary Program Director Project Overseer
PRIMARY USE CASE
57. PO, PE, PD, PMU and Finance should be able to view the project budget allocations extracted by the system from the project proposal and budget expenditures computed by the system from respective expense items such as air-fares of each participant, etc.
Business Requirements - Projects Admin System 28
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
58. PE should be able to send a request to a PD to update any missing budget allocations.59. PD should be able to update the budget allocations for (a) any missing values and (b)
change in costs due to project amendment.60. All business actors should be able to view the reprogrammed budget and original
budget details.
ALTERNATE USE CASE
None
DEPENDENCIES
Project Proposal
Budget Table
Business Requirements - Projects Admin System 29
APEC Secretariat Process Modernisation Core Business Requirements
3.4 Project Monitoring
3.4.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-1.2 appended in the Resources section.
BR.12: Project Monitoring Report Development..........................................................................................29BR.13: Project Monitoring Report Review / Evaluation................................................................................30
3.4.2 Business Requirements
BR.12: PROJECT MONITORING REPORT DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Director Fora Members
PMU
PRIMARY USE CASE
61. PO should be able to fill and publish a Project Monitoring Report (MR) online.
ASSOCIATED USE CASE
62. System should automatically fill certain information from other information sources such as participant’s list, actual expenditure vs. planned costs, event agenda etc.
63. PDs, Fora members and PMU should be able to view the MR in real-time.
Business Requirements - Projects Admin System 30
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
64. PO should be able to download a structured Word document template to create the MR “offline”, and then upload the document into the system for automatic population of its contents into respective sections.
DEPENDENCIES
None
BR.13: PROJECT MONITORING REPORT REVIEW / EVALUATION
BUSINESS ACTORS
Internal ExternalPrimary Program Director Project OverseerSecondary PMU
PRIMARY USE CASE
65. PDs and PMU should be able to review a MR and provide their feedback by commenting on its contents.
66. PDs and PMU should be able to review the current MR in conjunction with earlier versions of MRs submitted by the PO towards the same project.
67. PO should be able to close the comments after incorporating necessary changes in the MR
68. PO should be able to publish a revised or final version of MR.
ASSOCIATED USE CASE
69. All business actors should be able to view each other’s feedback and responses to the feedback.
70. PD should be able to review and approve the final MR. 71. PMU should be able to prepare a MR Evaluation Summary and download it as Word
or PDF file for submission to the BMC.
Business Requirements - Projects Admin System 31
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
None
DEPENDENCIES
None
Business Requirements - Projects Admin System 32
APEC Secretariat Process Modernisation Core Business Requirements
3.5 Project Completion
3.5.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-1.2 appended in the Resources section.
BR.14: Project Completion Report Development.........................................................................................32BR.15: Project Completion Report Review / Evaluation................................................................................33
3.5.2 Business Requirements
BR.14: PROJECT COMPLETION REPORT DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary PD Project OverseerSecondary PMU Fora Members
PRIMARY USE CASE
72. PO should be able to prepare and publish a Project Completion Report (CR) online. 73. PO should be able to upload all supporting documents and reports associated with
the project. 74. PO should be able to fill the CR checklist. 75. PD should be able to circulate the CR to Fora members for endorsements.
Business Requirements - Projects Admin System 33
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
76. System should automatically fill certain information from other information sources such as participant’s list, actual expenditure vs. planned costs, event agenda, etc.
77. PD should be able to view the checklist in real time.
ALTERNATE USE CASE
78. PO should be able to download a structured Word document template to create the CR “offline”, and then upload the document into the system for automatic population of its contents into respective sections.
DEPENDENCIES
Project Monitoring Report
Event Attendees List
Project Budget Expenditure Maintenance
BR.15: PROJECT COMPLETION REPORT REVIEW AND ENDORSEMENT
BUSINESS ACTORS
Internal ExternalPrimary Program Director Fora Members
PMU Project Overseer
Business Requirements - Projects Admin System 34
APEC Secretariat Process Modernisation Core Business Requirements
Secondary
PRIMARY USE CASE
79. Fora members should be able to make endorsements in the published CR confidentially.
80. Fora members should be able to provide their feedback, confidentially, by inserting comments against the contents and sections of the published CR.
81. PO should be able to address the comments, update the CR and republish it for final endorsements by Fora members.
82. PDs and PMU should be able to review the endorsed CR and provide their feedback by commenting on its contents.
83. PDs and PMU should be able to review the current CR in conjunction with earlier versions of CRs submitted by the PO towards the same project.
84. PO should be able to close the comments after incorporating necessary changes in the CR.
85. PO should be able to publish a revised or final version of CR.86. PMU should be able prepare a combined summary of MR and CR and publish it.
ASSOCIATED USE CASE
87. PO and PD should be able to view the comments and respond to each comment. 88. POs, PDs, and PEs should be able to view PMU’s feedback.89. PMU should be able to approve the final version of CR published by PO.
ALTERNATE USE CASE
None
DEPENDENCIES
Project Monitoring Report
Business Requirements - Projects Admin System 35
APEC Secretariat Process Modernisation Core Business Requirements
3.6 Project Change Management
3.6.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-2.1 appended in the Resources section.
BR.16: Project Change Requisition................................................................................................................35
3.6.2 Business Requirements
BR.16: PROJECT CHANGE REQUISITION
Business Requirements - Projects Admin System 36
APEC Secretariat Process Modernisation Core Business Requirements
BUSINESS ACTORS
Internal ExternalPrimary Program Director Project Overseer
PMUSecondary Finance Fora Members
Program Executive
PRIMARY USE CASE
90. PO should be able to fill a Project Design Amendment Request online (including extension requests)
All instances of project adjustment, including budget reprogramming are all instances of Project Design Amendment.
- Design Amendment – where project wants to change elements of the approved proposal but won’t change items in the approved Budget plan.
- Design Amendment and Budget Reprogramming - where project wants to change both elements of the approved proposal and items in the Budget plan.
- Budget Reprogramming – when project only wants to reallocate funding in the approved Budget items but make no change to other elements in the proposal.
91. PMU and PD should be able to review the merits of the project design amendment request to approve/disapprove.
92. PMU should be able to submit the approved project design amendment request to BMC and capture their approval/disapproval in the system.
ASSOCIATED USE CASE
93. PD should be able to link the change approvals to the corresponding project contract and Project Work Plan.
94. PD and PE should be able to create a Corrigendum to the corresponding contract and Project Work Plan and issue them to the PO.
95. PD/PE should be able to notify Finance on project changes.
ALTERNATE USE CASE
None
DEPENDENCIES
Contracts Disbursement
Business Requirements - Projects Admin System 37
APEC Secretariat Process Modernisation Core Business Requirements
3.7 Contracts Disbursement
3.7.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-3.1 appended in the Resources section.
BR.17: Request For Proposal (RFP) and Terms of Reference (TOR) Development........................................37BR.18: RFP and TOR Review..........................................................................................................................38BR.19: RFP Services Timelines Setting and Review.......................................................................................39BR.20: RFP Processing...................................................................................................................................40BR.21: Bids Evaluation and Contractor Selection..........................................................................................41BR.22: Contract or Work Undertaking Development....................................................................................42BR.23: Milestone Reporting..........................................................................................................................43BR.24: Contractor’s Billing Management......................................................................................................44
3.7.2 Business Requirements
BR.17: REQUEST FOR PROPOSAL (RFP) AND TERMS OF REFERENCE (TOR) DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary
PRIMARY USE CASE
96. PO should be able to create and develop an RFP or Minor Contract TOR, including RFP’s Bids Evaluation Criteria, contract value, etc. online.
97. PO should be able to publish the RFP or TOR for online review.
Business Requirements - Projects Admin System 38
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
98. PO should be able to attach the Final RFP or TOR Word document to the online RFP.
ALTERNATE USE CASE
99. PO should be able to download the created RFP or TOR as a Word document to work offline and then upload the document back into the system.
100. PO should be able to replicate an earlier RFP or TOR to create a new one. 101. System should extract the contents from the finished Word document for population
of certain essential sections of the online RFP for online publishing and reuse.
DEPENDENCIES
Project Proposal
BR.18: RFP AND TOR REVIEW
BUSINESS ACTORS
Internal ExternalPrimary Project Director Project OverseerSecondary Program Executive
PMU
PRIMARY USE CASE
102. PD should be able to review an RFP or TOR, including the RFP’s Bids Evaluation Criteria, for language, completeness and compliance, and should be able to provide feedback by commenting against the content.
ASSOCIATED USE CASE
103. PE and PMU should be able to perform SPOE (Second Pair of Eyes) checks/review and should be able to provide feedback by commenting against the content.
104. PO should be able to view the comments in real time and respond to the comments.105. PD should be able to review and endorse the RFP or TOR, including the Bid Evaluation
Criteria.
Business Requirements - Projects Admin System 39
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
106. PE, PD and PO should be able to download the RFP or TOR, together with all the comments, as a Word document for offline review and commenting, and then be able to upload the document along with the comments back into the system.
DEPENDENCIES
Final Project Proposal
BR.19: RFP SERVICES TIMELINES SETTING AND REVIEW
BUSINESS ACTORS
Internal ExternalPrimary Program Director Project OverseerSecondary Program Executive
PRIMARY USE CASE
107. PO should be able to set the RFP Services Timelines which comprises of duration and dates of each activity.
ASSOCIATED USE CASE
108. PD should be able to review the completeness of RFP Services Timelines and approve it.
ALTERNATE USE CASE
109. PO should be able to replicate any earlier RFP Services Timelines to develop a new one.
DEPENDENCIES
None
Business Requirements - Projects Admin System 40
APEC Secretariat Process Modernisation Core Business Requirements
BR.20: RFP PROCESSING
BUSINESS ACTORS
Internal ExternalPrimary Program DirectorSecondary CPAU PO
Bidders
PRIMARY USE CASE
110. PD should be able to notify the CPAU for hosting the RFP on APEC website for tendering process.
111. CPAU should be able to link the approved RFP to the APEC website’s tendering section.
112. Bidders should be able to register online by providing essential information in a Bidders’ Information form (which feed into the contractors’ database) and submit their Bids online.
ASSOCIATED USE CASE
113. PD should be able to notify the relevant Fora about the new tenders posting. 114. PD and PO should be able to download the bids for review. 115. PD should be able to fill the Bid Compliance Form, which is prepopulated with the
Bidders Information. 116. PD and PO should be able to store the bidders’ queries and their responses in the
system.
Business Requirements - Projects Admin System 41
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
None
DEPENDENCIES
None
BR.21: BIDS EVALUATION AND CONTRACTOR SELECTION
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Director Panel Members
PRIMARY USE CASE
117. PO should be able generate a Bids Evaluation Form, which is prepopulated with Bids Evaluation Criteria that are extracted from the RFP.
118. PO should be able to then fill the details of Bids Evaluation Panel members and notify them to seek their evaluations.
119. Bids Evaluation Panel members should be able to fill and certify their evaluations online.
Business Requirements - Projects Admin System 42
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
120. PO should be able to generate a Bids Evaluation Summary from the individual evaluations submitted by the panel members.
121. PO should be able to prepare and certify a Procurement Process Summary. 122. PD should be able to review and endorse the Bids Evaluation Summary, Bids
Compliance Checklist and Procurement Process Summary, and approve the contractor selection.
123. PO should be able to notify the successful and unsuccessful bidders about the outcome.
124. In case of TORs for the contract value US$5000/- to US$20,000/-, PO should be able to prepare and certify Contractor Justification Statements.
ALTERNATE USE CASE
None
DEPENDENCIES
Bids Evaluation Criteria
BR.22: CONTRACT OR WORK UNDERTAKING DEVELOPMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Director
Program ExecutivePMU
Business Requirements - Projects Admin System 43
APEC Secretariat Process Modernisation Core Business Requirements
PRIMARY USE CASE
125. PO should be able to prepare a Notice of Declaration and get it digitally signed from the contractor’s authorized signatory.
126. PO should be able to submit Conflict of Interest statement and Contractor’s acceptance of the APEC standard terms and conditions.
127. PE should be able to prepare a draft of Contract or Work Undertaking from the RFP or TOR.
128. PE should be able to fill the Contracts Procurement Checklist.
ASSOCIATED USE CASE
129. PMU should be able to review and approve the Contract or Work Undertaking. 130. PE should be able to send a Notice of Offer towards the Work Undertaking to the
contractor.
ALTERNATE USE CASE
131. System should automatically generate the Contracts Procurement Checklist. 132. System should automatically generate the Contract or Work Undertaking.
DEPENDENCIES
RFP
Contracts Procurement Checklist
BR.23: MILESTONE REPORTING Note: Also refer to BR.10: Project Implementation Status Reporting
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Director
PRIMARY USE CASE
133. PO should be able to fill and certify Milestone Report online.
Business Requirements - Projects Admin System 44
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
134. PD should be able to review and approve the Milestone Report.
ALTERNATE USE CASE
None
DEPENDENCIES
Milestones from TOR or Work Undertaking
BR.24: CONTRACTOR’S BILLING MANAGEMENT
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Executive
Finance
PRIMARY USE CASE
135. PO should be able to fill the Payment Requisition (online Invoice) against the milestones or tasks and upload the necessary documents.
136. PE should be able view and approve the payment requisition.
ASSOCIATED USE CASE
137. Finance should be able to view the list of payables.
Business Requirements - Projects Admin System 45
APEC Secretariat Process Modernisation Core Business Requirements
138. Finance should be able to update the payment processing status of the payables. 139. Finance should be able to store the remittance advices. 140. PO, PD and PE should be able to view the payment processing status.
ALTERNATE USE CASE
None
DEPENDENCIES
Milestones Report
Project Implementation Status
Business Requirements - Projects Admin System 46
APEC Secretariat Process Modernisation Core Business Requirements
3.8 Travels Disbursement
3.8.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-3.2 appended in the Resources section.
BR.25: Setup an Event..................................................................................................................................45BR.26: Manage Event Attendees’ Information..............................................................................................46BR.27: Manage Event Attendees’ Entitlements............................................................................................47BR.28: Manage Travel Undertakings.............................................................................................................48BR.29: Manage Event Attendance................................................................................................................49BR.30: Payment Processing..........................................................................................................................50BR.31: Event Attendee Self-Service..............................................................................................................51
3.8.2 Business Requirements
BR.25: SETUP AN EVENT
BUSINESS ACTORS
Internal ExternalPrimary Program Executive Project OverseerSecondary Program Director
PRIMARY USE CASE
141. PO should be able to fill an Events Timeline form. 142. PD should be able to approve the Events Timelines.143. PO should be able to create an Event as per the Project requirements and update the
details such as event location(s)/venue(s), event dates, etc.
Business Requirements - Projects Admin System 47
APEC Secretariat Process Modernisation Core Business Requirements
144. PO should be able to upload the event agenda in Word format for automatic publishing.
ASSOCIATED USE CASE
145. PE should be able to setup an Event with essential event details and then pass the task to the PO to complete the details.
146. All business actors should be able to view the event agenda.
ALTERNATE USE CASE
None
DEPENDENCIES
Event Timelines
BR.26: MANAGE EVENT ATTENDEES’ INFORMATION
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Executive Event Attendees
PRIMARY USE CASE
147. PO should be able to create and progressively manage (add, delete, update) a list of Event Attendees for an Event online.
ASSOCIATED USE CASE
148. PE should be able to progressively manage (add, delete, update) the list of Event Attendees.
149. Event Attendees should be able to update their information in the system. (Refers to - Event Attendee Self-Service)
Business Requirements - Projects Admin System 48
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
150. PO should be able to manage (add, delete, update) the list of Event Attendees offline by downloading an Excel worksheet of the Event generated by the system.
151. PO should be able to upload the updated Excel worksheet for automatic import of Event Attendees details into the system.
152. PE should be able to selectively send a Request for Information (RFI) Excel Worksheet to an Event Attendee by email seeking their missing information and upload the received files into the system for automatic data update.
DEPENDENCIES
Setup an Event
BR.27: MANAGE EVENT ATTENDEES’ ENTITLEMENTS
BUSINESS ACTORS
Internal ExternalPrimary Program ExecutiveSecondary
PRIMARY USE CASE
PE should be able to:
153. notify the Event Attendees to provide Airfare quotes. 154. define the standard Per Diem value(s) for the given Event Location(s) for all the Event
Attendees155. define the Honorarium amounts for select Event Attendees156. select the Travel Class for each Event Attendee 157. view the quoted airfare value in US dollars and enter the approved airfare amount for
each Event Attendee
ASSOCIATED USE CASE
None
Business Requirements - Projects Admin System 49
APEC Secretariat Process Modernisation Core Business Requirements
ALTERNATE USE CASE
158. If the system can be integrated with the UN Per Diem site, the Per Diem value(s) for the given Event Location(s) should be populated automatically.
DEPENDENCIES
Manage Event Attendee
BR.28: MANAGE TRAVEL UNDERTAKINGS
BUSINESS ACTORS
Internal ExternalPrimary Program ExecutiveSecondary
PRIMARY USE CASE
PE should be able to:
159. select the Travel Undertaking (TU) Type – Advance Payment type or Reimbursement type for each Event Attendee.
160. generate a TU from the travel data as a PDF file and email to each Event Attendee.
ASSOCIATED USE CASE
PE should be able to:
161. issue a TU to the PO towards collective amount of airfares and per diems for all the event attendees whom the PO will disburse the funds directly.
162. digitally sign each TU ‘for’ the PD.
ALTERNATE USE CASE
163. PE should be able to generate a TU as a Word document for offline modification and then save the updated TU back into the system.
DEPENDENCIES
Event Attendees’ Information
Business Requirements - Projects Admin System 50
APEC Secretariat Process Modernisation Core Business Requirements
BR.29: MANAGE EVENT ATTENDANCE
BUSINESS ACTORS
Internal ExternalPrimary Event AttendeesSecondary Project Overseer
Program ExecutiveFinance
PRIMARY USE CASE
164. Event Attendees should be able to mark their attendance online.
ASSOCIATED USE CASE
165. PE and FIN should be able to view the attendance.
ALTERNATE USE CASE
166. PO should be able to mark and certify the attendance of each Event Attendee.
DEPENDENCIES
Event Attendees’ Information
Business Requirements - Projects Admin System 51
APEC Secretariat Process Modernisation Core Business Requirements
BR.30: PAYMENT PROCESSING
BUSINESS ACTORS
Internal ExternalPrimary FINSecondary Program Executive
PRIMARY USE CASE
Finance should be able to:
167. view a list and status Advance Payment and Reimbursement cases.168. update the payment processing status of each Event Attendee.169. store the remittance advice in the system.170. view a statement of outstanding amounts from attendees which is automatically
generated by the system by computing the total per diem paid in advance against the actual per diem as per the attendance.
ASSOCIATED USE CASE
171. PE should be able to send standard reminders to the attendees to settle the outstanding amount.
ALTERNATE USE CASE
None
DEPENDENCIES
None
Business Requirements - Projects Admin System 52
APEC Secretariat Process Modernisation Core Business Requirements
BR.31: EVENT ATTENDEE SELF-SERVICE
BUSINESS ACTORS
Internal ExternalPrimary Event AttendeeSecondary Project Overseer
Program Executive
PRIMARY USE CASE
172. Event Attendees should be able to self-service their information online. That is, they should be able to:
update personal and banking details
specify the days they will attend the event
provide the airfare quotes
request for Advance Payment
accept PE approved airfare amount
digitally sign to accept the Travel Undertaking
mark attendance
submit claims, including required documents
Business Requirements - Projects Admin System 53
APEC Secretariat Process Modernisation Core Business Requirements
view the payment processing status
ASSOCIATED USE CASE
None
ALTERNATE USE CASE
173. Under certain acute conditions, a PE should be able to fill the required details that are provided through multi-modal means such as Fax.
174. For the scenarios where the PO acts on behalf of Event Attendees, the PO should be able to manage all their information.
DEPENDENCIES
Event Attendees’ Information
Attendance
Business Requirements - Projects Admin System 54
APEC Secretariat Process Modernisation Core Business Requirements
3.9 Publications and Events Management
3.9.1 Process Overview
Please refer to the Projects Lifecycle Management Process Workflow PRJ-3.3 appended in the Resources section.
BR.32: Publications Requisition....................................................................................................................53BR.33: Publications Review and Endorsement.............................................................................................54BR.34: Event Expenses Disbursement...........................................................................................................55BR.35: Publications and Events Accounting..................................................................................................56
3.9.2 Business Requirements
BR.32: PUBLICATIONS REQUISITION
BUSINESS ACTORS
Internal ExternalPrimary Program Executive Project OverseerSecondary Program Director
CPAU
PRIMARY USE CASE
175. PO should be able to submit an online Request form for publication of documents.
Business Requirements - Projects Admin System 55
APEC Secretariat Process Modernisation Core Business Requirements
176. PO should be able to upload the documents to be published along with the standard report cover into the system.
ASSOCIATED USE CASE
177. PD should be able to review the request for publication and notify the CPAU.178. PE should be able to publish the document to be published for review by CPAU and
PD.
ALTERNATE USE CASE
None
DEPENDENCIES
None
BR.33: PUBLICATIONS REVIEW AND ENDORSEMENT
BUSINESS ACTORS
Internal ExternalPrimary Project Overseer
Program DirectorCPAU
Fora MembersSecondary
Business Requirements - Projects Admin System 56
APEC Secretariat Process Modernisation Core Business Requirements
PRIMARY USE CASE
179. PD should be able to carry out technical review of contents of the hosted documents to be published by inserting comments against the contents.
180. CPAU should be able to review the hosted documents to be published in line with the APEC Publications Guidelines by inserting comments against the contents. Note that CPAU does not review for substance or copy-edit the contents.
181. PO should be able to upload the revised and final versions of the document to be published.
182. PD should be able to notify the Fora members to endorse the CPAU & PD reviewed documents.
183. Fora members should be able to review and endorse the documents to be published by inserting comments against the contents.
184. CPAU should be able to endorse the documents for their publication readiness.
ASSOCIATED USE CASE
185. CPAU, PD, PE and Fora members should be able to view each other’s comments. 186. PO should be able to address and incorporate the required changes in the document
to be published. 187. CPAU should be able to close the review comments after incorporating and pull the
final versions of the documents to be published into the APEC Publications Database. 188. PO, PD, PE and CPAU should be able to refer to the APEC Publications Guidelines
online.
ALTERNATE USE CASE
189. CPAU and PD should be able to download the documents to be published for offline review and upload the reviewed documents back into the system.
190. PD should be able to upload the technical content endorsement emails from the Fora members.
DEPENDENCIES
None
BR.34: EVENT EXPENSES DISBURSEMENT
Business Requirements - Projects Admin System 57
APEC Secretariat Process Modernisation Core Business Requirements
BUSINESS ACTORS
Internal ExternalPrimary Program Executive Project OverseerSecondary Program Director
PRIMARY USE CASE
191. PO should be able to submit the quotes for the Event expenses. 192. PE should be able to record the quoted amount and the approved amount towards
the event expenses.
ASSOCIATED USE CASE
193. PD should be able to approve the quoted amount or a proposed amount.
ALTERNATE USE CASE
None
DEPENDENCIES
None
BR.35: PUBLICATIONS AND EVENTS ACCOUNTING
BUSINESS ACTORS
Internal ExternalPrimary Program Executive Project OverseerSecondary FIN
PRIMARY USE CASE
194. PO should be able to submit the invoices and certifications for Event Venue and publications expenses.
195. PE and PO should be able to record the actual expenses against the quoted and approved amount towards the event venue expenses and publications expenses.
Business Requirements - Projects Admin System 58
APEC Secretariat Process Modernisation Core Business Requirements
ASSOCIATED USE CASE
196. PE should be able to approve the finalized amount for payment processing.197. Finance should be able to view the list of payments to be processed.198. Finance should be able to update the payment processing status. 199. Finance should be able to store the remittance advices. 200. PO, PD and PE should be able to view the payment processing status.
ALTERNATE USE CASE
None
DEPENDENCIES
None
Business Requirements - Projects Admin System 59
APEC Secretariat Process Modernisation Core Business Requirements
3.10 General Business Requirements
BR.36: PROJECT EVALUATION SURVEY
BUSINESS ACTORS
Internal ExternalPrimary Project OverseerSecondary Program Director Event Attendees
Program Executive
PRIMARY USE CASE
201. PO should be able to create a Project Evaluation Survey to be responded by the Workshop/Event Participants, aka, Event Attendees.
202. Workshop/Event Participants (Event Attendees) should be able to fill the survey online.
ASSOCIATED USE CASE
203. PO should be able to generate and publish a project evaluation report.
ALTERNATE USE CASE
204. PO should be able to use any survey tool to create a survey and extract the results into the system.
205. PO should be able to generate a PDF/Word document for offline filling of survey by the participants.
206. PO should be able to capture the survey responses and/or a summary back into the system.
207. PE/PD should be able to analyse the survey data and generate the required reports. 208. PDs, PEs and PMU should be able to view the workshop evaluation report online. 209. PO should be able to export the survey data into an external tool to generate a report
and upload it into the system.
DEPENDENCIES
None
Business Requirements - Projects Admin System 60
APEC Secretariat Process Modernisation Core Business Requirements
4 Associated Business RequirementsBR.37: TASKS MANAGEMENT
210. Activities Calendar:
PMU should be able to set and update the schedules of concept notes and project proposals submission and approval
PMU should be able to set and update the Project Monitoring Report and Project Completion Report timelines.
PDs should be able to set the RFP Services timelines and APEC Event timelines in the calendar.
211. PE Team Lead should be able to:
View the workload distribution and schedules of all the PEs in a single dashboard.
Reassign the tasks of a PE to another temporarily.
BR.38: DOCUMENTS MANAGEMENT
212. The documents generated/created by the system should be named automatically or semi-manually.
213. Internal and external business users should be able to upload all types of project related documents into the system which can be versioned automatically by the system.
BR.39: COMMUNICATIONS MANAGEMENT
214. Business Users should be able to manage all project related communications to and from the internal and external business users directly from the system without requiring to work through the Email client.
215. Any email related to the project activities arriving in the Email client should be automatically delivered in the system email box. This is essential to make the process person independent.
BR.40: GUIDEBOOKS REFERENCE
216. APEC Guidebook on Projects, APEC Publications Guidelines and Guide on Gender Criteria should be available online for reference.
217. Contextualized guidelines from these guidebooks should be available for quick reference at all the relevant action points in the system.
BR.41: REPORTING
218. Business Users should be able to view and download any type of operational reports, such as User activity logs, funds disbursement summary, etc.
219. Executive office and PMU should be able to view and download any type of management reports, such as funds distribution across Fora and economies, events participation across gender and economies, etc.
BR.42: SYSTEM TRIGGERED NOTIFICATIONS/TASKS
To be captured in Functional Requirements document
Business Requirements - Projects Admin System 61
APEC Secretariat Process Modernisation Core Business Requirements
5 Resources5.1 Process Maps
Process Document
PRJ-1.1: Project Lifecycle Management
(Concept Note and Project Proposal Development)
PRJ-1.2: Project Lifecycle Management
(Project Implementation, Monitoring & Completion)
PRJ-2.1: Project Change Management
PRJ-3.1: Contacts Disbursement
PRJ-3.2: Travels Disbursement
PRJ-3.3: Publication and Events Management
Business Requirements - Projects Admin System 62