Versions Compared

Old Version 76

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

compared with

New Version 77

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

 Result or Product of this Process

Round Rectangle
bgcolor #e6f2ff

The purpose of the MOU & Stage 1 Budget process is to request DLC approval for initial budget. This will allow the ability to engage outside resources to better define the entire Project Budget.

The 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.

Composition Setup
 

Process Details

Deck of Cards
idMOU
Card
labelSummary
  • This process starts automatically (is spawned) when the 02.01 Team Assignment (TA) completes or it can be initiated by the e-B admin.
  • The primary actor for this process is the Project Manager.
  • Other actors include the Provost Office, Program Manager, team members, CC Director and the Director of Projects.
  • The process spawns the 03.01 Milestone Project Estimate process.
Card
labelProcess Map

Card
labelTraining: Actors and Actions

Toggle Cloak
1. Process Started by Spawn or by eB Admin

Cloak

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

  • If initiated by the eB Admin, the eB Admin must complete the Department, Project Description, 100% CRSP Funding and Stage 1 Budget fields.
  • If started by the spawn process those fields will be automatically filled out and the below action will occur.

Submit

  • Status of Process: Submitted
  • Fields Completed: Department, Project Description, 100% CRSP Funding, Stage 1 Budget

Toggle Cloak
2. PIT Meeting Required? Conditional Step

Cloak

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

Toggle Cloak
3. PIT Meeting Occurs

Cloak

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

Submit

  • Status of Process: Unchanged
  • Next Step: Provost Office Draft MOU

Toggle Cloak
4. PM Verifies Team Assignments

Cloak

The Project Manager reviews the process, completes the required fields and then Submits.

Submit

  1. Status of Process: Unchanged
  2. Next Step: Provost Office Draft MOU

Toggle Cloak
5. Provost Office Draft MOU

Cloak

The Provost Office reviews the process and completes the required fields and takes the following action:

Submit to Team

  1. Status of Process: Unchanged
  2. Next Step: Team Review

Toggle Cloak
6. Team Review

Cloak

IS&T Lead, Project Manager, CC Sustainability, CC Planning Manager, EHS Project Liaison, CR Admin and OCP Planner review the process and then Submit

Submit

  1. Status of Process: Unchanged
  2. Number of Actors to Complete Action: All Actors
  3. Next Step: Provost Office Reviews MOU Comments

Toggle Cloak
7. Provost Office Review MOU Comments

Cloak

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

Submit

  1. Status of Process: Unchanged
  2. Next Step:  Program Manager MOU Review

Toggle Cloak
8. Program Manager MOU Review

Cloak

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

  1. Submit
    1. Status of Process: Unchanged
    2. Next Step: PM Final MOU Review
  2. Revise
    1. Status of Process: Unchanged
    2. Next Step: Provost Office Reviews MOU Comments

Toggle Cloak
9. Project Manager Final MOU Review

Cloak

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

  1. Submit
    1. Status of Process: Unchanged
    2. Next Step: Draft MOU
  2. Revise
    1. Status of Process: Unchanged
    2. Next Step: Provost Office Reviews MOU Comments

Toggle Cloak
10. Draft MOU

Cloak

The Draft MOU Step 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 Draft
  3. Archive Mail Merge = Yes
    1. Destination Folder = Document\02 Project Development - Budgets
    2. Store in Field: MOU
  4. Next Step: Provost Distributes to DLC for Review

Toggle Cloak
11. Provost Distributes to DLC for Review

Cloak

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

Submit

  1. Status of Process: Unchanged
  2. Next Step: PM Enters Benchmark and 51 Estimate

Toggle Cloak
12. PM Enters Benchmark and S1 Estimate

Cloak

The Project Manager reviews the process, fills out the benchmark and Stage 1 data, prints the Stage 1 mail merge and attaches, then takes the following action:

Submit

  1. Status of Process: Unchanged
  2. Data Field Assignments Made
  3. Next Step: Program Manager Review

Toggle Cloak
13. Program Manager Review

Cloak

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

  1. Submit
    1. Status of Process: Unchanged
    2. Next Step: MOU /Stage 1 MM
  2. Revise
    1. Status of Process: Unchanged
    2. Add Comments: Yes, Required
    3. Next Step: PM Enters Benchmark and 51 Estimate

Toggle Cloak
14. MOU Stage 1 MM

Cloak

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

Code Complete

  1. Automation Step Type: Mail Merge
  2. Mail Merge Template: MOU & Stage 1
  3. Archive Mail Merge: Yes
  4. Destination Folder: Document/02 Project Development Budgets (I&E)\02.01 Scope and Project Definition Forms (I)
  5. Next Step: Provost Distributes to DLC for Review

 

Toggle Cloak
15. CC Dir and Dir of Projects Review

Cloak

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

Submit

  1. Status of Process:  Unchanged
  2. Next Step:  Provost Office Reviews

Revise

  1. Status of Process:  Unchanged
  2. Add Comments: Yes, Required
  3. Next Step:  PM Revises Benchmark or S1 Estimate


Toggle Cloak
16. PM Revises Benchmark or S1 Estimate

Cloak

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. Data Field Assignments are Made
  3. Next Step: Program Manager Review

Toggle Cloak
17. Provost Office Reviews

Cloak

The Provost Office reviews the process, fills out the required fields, and takes one of the following actions:

  1. Submit
    1. Status of Process: Unchanged
    2. Next Step: Start 03.01 Milestone Project Estimate
  2. Revise
    1. Status of Process: Unchanged
    2. Add Comments: Yes, Required
    3. Data Field Assignment: Spawn 301 Process - Yes
    4. Next Step: PM Revises Benchmark or S1 Estimate

Toggle Cloak
18. Start Milestone Project Estimate (Spawned)

Cloak

The Start Milestone Project Estimate spawn step creates a process instance for 03.01 Milestone Project Estimate process. When the process is created the following action is taken:

Spawn Complete

 Next Step: Finish

Toggle Cloak
19. Finish

Cloak

This is the final step. No further instruction is provided.

...