Engineering Design Team Project Approval Process

Life Cycle Stages and Forms 

Project Lifecycle Forms are your roadmap from concept to completion. Every project involving prototyping or funding goes through four key stages: the Project Overview Form (POF), ProjectDevelopment & Build Package (PDBP), Project Progress Form (PPF), and Project Evaluation Form (PEF). These forms help teams outline goals, anticipate risks, meet safety and funding requirements, and track progress from start to finish. By following this process, design teams can improve project completion rates, achieve stronger learning outcomes, and maintain eligibility for future funding.  Following the project lifecycle isn’t just about meeting requirements—it’s about giving your team the best chance to succeed, learn, and make an impact.

NOTE: THESE FORMS ARE ONLY REQUIRED FOR ENGINEERING DESIGN TEAMS

As an Engineering Design Team, these forms will keep your project on course every step of the way and you will be required to upload completed templates. The following templates are listed below for you to complete.  

Keep in mind that each template is a separate submission. 
Flexible Format = Option to upload your own documents. MUST contain required information.

The Project Lifecycle Forms are currently being updated and revised based on feedback and process changes from this past year. 

Please do not use or submit the current versions of the forms at this time. All submissions must use the new form template, old forms will not be accepted or reviewed.

NEW UPDATED FORMS WILL BE RELEASED TUESDAY, JUNE 16TH BY 4:00 PM. 

The submission deadline has also been extended to Tuesday, June 30th at 11:59 PM.

Templates, Deadlines and Submission Forms for All Project Stages:

Detailed Overview and Purpose of Each Lifecycle Form:

Project Overview Form (POF)

Stage 1: Sets the foundation for planning and tracking progress throughout the project lifecycle.

Introduces the project by outlining its purpose, scope, preliminary timeline, and estimated budget. This form sets the foundation for planning and tracking progress throughout the project cycle.

Preliminary Timeline Form (PTF)

Stage 1: Outlines the project’s phases and expected completion dates, helping teams plan for each stage of development.

Gives an overview and breakdown of the design phases (Ideation, Design, Manufacturing, Testing, and Completion) for your project and when each phase will be completed.

Development and Build Package - (Budget and Expenses Spreadsheet and Formal Project Timeline)

Stage 2: Ensures your team has adequate funding for the coming year and can deliver the proposed projects.

Note: You should only fill out one Development and Build Package per final deliverable (e.g. competition, conference etc.). If a final deliverable requires multiple projects, include all of them within the same Development and Build Package.

Provides a detailed breakdown of the project's budget and timeline, including anticipated expenses, income and resource needs. 
 *NOTE THAT TEAMS ARE NOT PERMITTED TO MANUFACTURE AND BUILD PROJECT WITHOUT APPROVAL OF THIS STAGE.

Project Progress Form (PPF)

Stage 3: Ensures your team has adequate funding for the coming year and can deliver the proposed projects. 

Updates the status of the project based on the original Project Overview Form (POF). It documents any changes to scope, timeline, or budget and provides a snapshot of current progress to ensure alignment with project goals.

Project Evaluation Form (PEF)

Stage 4: Documents changes to scope, timeline, or budget, and marks the completion of APSC approved projects. 

Marks the completion of the project. It evaluates outcomes based on the documentation submitted through the project and an opportunity to reflect on the project goals, deliverables and timeline. 
*NOTE THAT THE PROJECT EVALUATION FORM MUST BE COMPLETED TO RECEIVE FUTURE PAF FUNDING.