Project Initiation and Workflow

Updated 5/5/2025

Please note, the Hub application is under active development. As such, text and screenshots may quickly become out of date. If you have any questions about current Hub functionality, please reach out to your Hub contact directly.

This guide will describe the process for initiating a project in the Hub application. 

Users with District Initiator or Division Initiator privileges can initiate a project in the HUB by logging into the application and then selecting the 'Initiate Project' option under the 'Project' section of the left hand menu. This will open a blank project template where users can begin filling out project data.

There are a number of fields required for initiation, and each subsequent workflow step, which are described below. The headers in the below section correspond to the Hub's project tabs. For additional information on how to fill out project data on a certain tab, click the link in the header for that tab.

The following fields are required to initiate a project:

-Project Identification

Project Name

Scope

County

Responsible District (Required for District Projects)

Responsible Division (Required for Division Projects)

Initiation Category

Project Status

Project Type

Sign System

Project Asset

Asset Ownership at Completion

Rural/Urban

Primary Federal Aid System

Functional Classification

National Highway System

National Highway Functional Classification

Start Mile Point (unless 'This project does not contain a route or is a new route' is selected)

Total Miles (unless 'This project does not contain a route or is a new route' is selected)

-Row Utilities Environment Info

Acquisitions / Easements

Businesses Affected

Residences Affected

Affected/On Existing ROW

Affected/Off Existing ROW

Reloc at Util. Expense?

Reloc at DOH. Expense?

404 Permit Needed

City Agreement Needed

Other State Agreement Needed

Other Permits/Agreements Needed

4F Involvement

Traffic Control Devices Needed

MCS&T Work Needed

-Route Segment

Primary Route (County, Sign System, Route Number, SubRoute, Supplemental Code, Direction, Start Mile Point, End Mile Point)

Note: If this is a project without a primary route for the work performed (e.g. Districtwide or Statewide projects), or is a newly constructed route or route segment (e.g. expansion projects), then a Primary Route may not exist for the project. For these projects, users should select the 'This project does NOT contain a route or is a New Route' checkbox on the Project Identification tab.

-Estimated Cost

Federal Project (Yes/No)

Allocation Code

Desired Start Date

Desired End Date

Recommended to be Perf By

Note: If 'Yes' is answered for any of the ROW or Utilities questions on the ROW, Utilities, Environmental tab, then Right-of-Way Estimated Cost information is required, unless users indicate that the ROW Phase is under a different Project or not required for this Project using the checkbox on that tab.

Once the required fields have been filled and saved on the project, users will be able to select the 'Initiate Project' button on the top right of the page.

Depending on privileges, users may need to select 'Division' or District' on the ensuing pop-up. For most users initiating a project, 'District' or 'District' will be auto-selected and this dropdown will be disabled. 

NOTE: If a user is initiating a Division project, they will have to add a Responsible Division on the Project Identification page. 

If the user initiating a project has both District and Division privileges, then either 'District' or 'Division' must be selected in the 'Division or District Project' drop down to proceed. Selecting District will route the project to the District Supervisor queue based on the project's Responsible District, while selecting Division will route the project to the Division Supervisor queue based on the project's Responsible Division.

Once the project has been initiated into workflow, it is then available in the workflow queue of the District or Division Supervisor. Users with Supervisor privileges for the Responsible District (district projects) or Responsible Division (division projects) can then review and edit project data, approve the project, or reject the project back to the initiator.

Note: On any reject action in the Hub, a remark is required (minimum 25 characters).

District review

Division Review

Once the project has been approved by a District or Division Supervisor, it is then available in the workflow queue of the Regional Programming Manager. The Regional Programming Manager can then review and edit project data, approve the project, or reject the project back in workflow.

Projects in Regional PM Review can be rejected to the District/Division or Initiator. 

Division Regional Manager approves project

District Regional Manager Approves Project

Once the project has been approved by the Regional Programming Manager, it gets routed to Programming Technician Review. Users with Programming Technician privileges can then review and edit project data, approve the project, or reject the project back in workflow.

The following fields are required for approval at Programming Technician Review:

-Project Identification

- State Project Number (This is auto populated, but editable, for projects that have a route segment. If the 'This project does NOT contain a route or is a New Route' box has been selected, then the State Project Number must be manually entered. )

- Work Code

- Primary Construction Code

- Phase Tab

- After selecting the '+ADD PHASE' button

- Phase Type

- Phase Start Date

- Phase End Date

- Org/Unit

- Non-Participating Amount

- Participating Amount (Federal Projects)

- Federal Project Prefix (Federal Projects)

- Federal Project Number (Federal Projects)

Once the project has been approved by the Programming Technician, it gets routed to Programming Supervisor Review. The Programming Supervisor can review and edit project or phase data, approve the project, or reject the project.

On Approval, the user can route it to PRC Review for Project Review Committee approval. If the project is not routed to PRC Review, then it will be routed to Awaiting Authorization.  

On reject, the project can be rejected to the Programming Technician, Regional PM, District/ Division, or Initiator.

Project routed to PRC

If a project is routed to PRC Review for approval, it will remain in that status until a user with PRC Coordinator privileges either approves or rejects the project.

On reject, the project can be rejected to the Programming Supervisor, Programming Technician, Regional PM, District/ Division, or Initiator. 

Once a project has been approved at PRC Review, or if PRC review was not needed, then it goes into Project Programmed status. At this step, the project phases can be initiated to workflow. Once any phase has been approved in workflow, a CAS can be submitted to trigger the project interface to OASIS.

For information on next steps, see the Phase Workflow guide.