Checklist: Capital Project Tracking - Getting Started for Editors

Before You Begin...

Learn the Process

• Go through the ClearGov Academy Journey: Getting Started with Capital Project Tracking
  • Note: Use your ClearGov login to access ClearGov Academy.
• Register for live sessions through our Getting Started Group Training Workshops:
  • Capital Project Tracking - From Requests to Reality

Gather Relevant Materials

• Collect all relevant materials in preparation, including capital project information from prior years and the names, email addresses, and departments of any contributors.
• Send your financial data to ClearGov to upload into our system. Reach out to your ClearGov Point of Contact with any questions.

5 Steps to Create a Capital Project Tracker

Step 1: Create your Capital Project Tracker and Add Projects

Quick and easily create your Capital Project Tracker. If you have our Capital Budgeting module, decide to either Sync with Capital Budgeting or add projects manually afterwards. If you do not have our Capital Budgeting Module, the tracker is created automatically after adding in the details. 

Resources: 

• Create your Capital Project Tracking Plan
• Create Projects by Syncing with Capital Budgeting
• Create Projects Manually
• Import Projects

Step 2: Add Details to Projects

Projects have two main sections, Phases and Action Items. Phases can be added to projects to track specific goals or deliverables related to the project. Action Items are then added to phases. By default, manage a project’s status and progress within an Action Item or change status and progress updates to be entered at the Project or Phase level in Project Settings. You can also add these details via Import. 

You will also want to manage the financials of the project in the Financials tab if you have not synced with Capital Budgeting. 

Resources:

• Add Phases
• Add Action Items
• Take Action on your Financials

Note: If you are syncing projects with Capital Budgeting, you will see a green icon with two arrows indicating that the field is a synced connection with Capital Budgeting. To make edits to those fields, navigate to the project in Capital Budgeting to edit the original request. 

Step 3: Add Collaborators

Invite Editors and Contributors to contribute to your Capital Project Tracker Plan.

Resources: 

• Assign Editors
• Assign Contributors
• Assign Tracker Items

Step 4: Work the Plan and Review Project Progress

Status and Progress Updates drive the graphics and progress calculations throughout Capital Project Tracking Planning. As Contributors submit these updates, the graphics will update on the Dashboard, as well as in the Document.

Resources: 

• Update Capital Projects
• Navigate the Dashboard

Step 5: Publish and Communicate the Project Progress

Let your stakeholders and constituents follow along on your Project's progress by publishing Projects. 

Resources: 

• Enable Project Pages on the Web

Need Additional Resources?

Feel free to search our Support Center or review resources on this specific module: Capital Project Tracking