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This process merges information stored in e-Builder with a document template to create a Memorandum of Understanding (MOU) and initial budget that can be shared with project sponsors or other parties.

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Process Details

Deck of Cards
idMOU
Card
labelSummary
  • This process starts automatically when the 02.01 Team Assignment (TA) process is complete or can be initiated by the e-B admin.
  • The primary actor for this process is the Project Manager.
  • Secondary actors include the Provost Office,
  • The process does not spawn other processes
Card
labelProcess Map

Card
labelActors and Actions

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Process Start

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Started by the spawn step in CRSP Screening Kickoff or by the eB Admin.

  • If initiated by the eB Admin, that person fills out the required fields and take the below action. 
  • If started by the spawn process the fields will be filled out and the below action will automatically be taken.

Submit

  • Status of Process: Submitted
  • Causes Field Validation: Yes
  • Data field assignments are made

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PIT Meeting Required?

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The PIT Meeting required conditional step determines the path the process will take based on if the data field "PIT Meeting Required" has been marked "Yes" in a previous step. It will automatically take one of the following paths:

  1. True (Yes)
    1. Condition PIT Required = Yes
    2. Next Step: PM schedules PIT meeting
  2. False (No)
    1. Condition PIT Required not equal to yes
    2. Next Step: Provost Office Draft MOU

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PM Schedules PIT Meeting

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The Project Manager reviews the process, completes the required fields and takes the following action:

Submit

  1. Status of Process: Leave status unchanged
  2. Cause Field Validation: Yes
  3. Next Step: Provost Office Draft MOU

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Provost Office Draft MOU

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Provost Office reviews the process and completes the required fields. The following action is taken:

Submit to Team

  1. Status of Process: Leave status unchanged
  2. Cause Field Validation: Yes
  3. Next Step: Team Review

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Team Review

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IS&T Lead, Project Manager, CC Sustainability, CC Planning Manager, EHS Project Liaison, CR Admin and OCP Planner review the process and take the following action:

Submit

  1. Status of Process: Leave status unchanged
  2. Cause Field Validation: Yes
  3. Number of Actors to Complete Action: All Actors
  4. Next Step: Provost Office Reviews MOU Comments

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Provost Office Review MOU Comments

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The Provost Office reviews the process, fills out the required fields and takes the following action:

Submit

  1. Status of Process: Leave status unchanged
  2. Cause Field Validation: Yes
  3. Next Step:  Program Manager MOU Review

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Program Manager MOU Review

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The Program Manager will review the process and take one of the following actions.

  1. Submit
    1. Status of Process: Leave unchanged
    2. Causes Field Validation: Yes
    3. Data Field Assignments are Made
    4. Next Step: PM Checks Benchmark Data
  2. Revise
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: Yes
    3. Next Step: Provost Office Distributes to DLC for Review

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PM Checks Benchmark Data

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The Project Manager reviews the process and takes one of the following actions:

  1. Submit
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: YesData Field Assignments are Made
    3. Next Step: Program Manager Review
  2. Revise
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: Yes
    3. Next Step: PM Enters Benchmark and S1 Estimate

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PM Checks Benchmark Data

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The Program Manager reviews the process and takes one of the following actions:

  1. Submit
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: YesData Field Assignments are Made
    3. Next Step: MOU/Stage 1 MM
  2. Revise
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: Yes
    3. Add Comments: Yes, required
    4. Next Step: Provost Distributes to DLC for Review

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MOU/Stage 1 MM

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Code Complete

The MOU Stage 1 MM is a mail merge automation step that completes the items below and automatically takes the action:

Code Complete

  1. Automation Step Type: Mail Merge
  2. Mail Merge Template: MOU and Stage 1
  3. Archive Mail Merge = Yes
    1. Destination Folder = Document\02 Project Development Budgets
    2. Store in Field: MOU/Stage 1 Document (I&E)\201 Scope and Project Definition Forms (I)
  4. Next Step: CC Dir & Dir of Projects Review

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CC Dir and Dir of Projects Review

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The CRSP Admin reviews the process, adds comments and takes one of the following actions:

  1. Submit
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: Yes
    3. Next Step: Provost Office Distributes to DLC
  2. Revise
    1. Status of Process: Leave status unchanged
    2. Causes Field Validation: No
    3. Next Step: PM Revises Benchmark or S1 Estimate

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PM Revises Benchmark or S1 Estimate

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The Project Manager reviews the process, fills out the required fields and takes the following action:

To Program Manager

  1. Status of Process: Received
  2. Causes Field Validation: Yes
  3. Data Field Assignments are Made
  4. Next Step: Program Manager Review

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