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The purpose of the MOU & Stage 1 Budget process is to request DLC approval for the initial (Stage 1) budget for Academic projects. 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 partiesprocess enables the engagement of the Office of the Provost, School and DLC to better define the project and budget.

Composition Setup
 

Process Details

Deck of Cards
idMOU
Card
labelSummary
  • This process starts automatically (is spawned) when the  from 02.01 Team Assignment (TA) completes or 03 CRSP Screening Kickoff (CRSPK) 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
labelActors and Actions

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1. Process Start

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The process is 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

Next step: PIT Meeting Required

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2. PIT Meeting Required? Conditional Step

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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. If True (Yes) the next step is PM schedules PIT meeting
  2. If False (No) the next step is Provost Office Draft MOU

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3. PIT Meeting Occurs

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The Project Manager reviews the process and completes the required fields in the form. When finished the Project Manager clicks SUBMIT.

Next Step: Prst Office Draft MOU

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4. PM Verifies Team Assignments

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The Project Manager reviews the process, completes the required fields and clicks SUBMIT.

Next Step: Provost Office Draft MOU

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5. Provost Office Draft MOU

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The Provost Office reviews the process and completes the required fields and SUBMITS to the team.

Next Step: Team Review

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6. 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 then Submit. All actors must complete their tasks and SUBMIT.

Next Step: Provost Office Reviews MOU Comments

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7. Provost Office Review MOU Comments

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The Provost Office reviews the process, fills out the required fields and clicks SUBMIT.

Next Step:  Program Manager MOU Review

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8. Program Manager MOU Review

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The Program Manager reviews the process and has the option of either submitting or asking for revisions.

If the program manager clicks Submit

Next Step: PM Final MOU Review

If the program manager clicks Revise

Next Step: Provost Office Reviews MOU Comments

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9. Project Manager Final MOU Review

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The Project Manager reviews the process and has the option to submit or to request revisions.

If the Project Manager chooses Submit

Next Step: Draft MOU

If the Project Manager chooses Revise

Next Step: Provost Office Reviews MOU Comments

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10. Draft MOU

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The Draft MOU Step is a mail merge automation step.

  1. The Mail Merge Template used is MOU Draft
  2. The Destination Folder = Document\02 Project Development - Budgets
  3. Next Step: Provost Distributes to DLC for Review

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11. Provost Distributes to DLC for Review

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The Provost Office reviews the process, fills out the required fields and clicks SUBMIT.

Next Step: PM Enters Benchmark and 51 Estimate

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12. Project Manager EBenchmark and S1 Estimate

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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

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13. Program Manager Review

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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

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14. MOU Stage 1 MM

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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

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15. CC Dir and Dir of Projects Review

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The CRSP Admin reviews the process, adds comments, and has the option to either Submit or Revise.

If Submit is chosen the Next Step is  Provost Office Reviews.

If Revise is chosen the next step is PM Revises Benchmark or S1 Estimate

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16. PM Revises Benchmark or S1 Estimate

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The Project Manager reviews the process, fills out the required fields and sends to the Program Manager.

Next Step: Program Manager Review

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17. Provost Office Review

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The Provost Office reviews the process, fills out the required fields, and has the option to Submit or to Revise.

If Submit is chosen the next step is Start 03.01 Milestone Project Estimate

If Revise is chosen the next step is PM Revises Benchmark or S1 Estimate

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18. Start Milestone Project Estimate (Spawn Step)

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The Start Milestone Project Estimate spawn step creates a process instance for 03.01 Milestone Project Estimate process.

 Next Step: Finish

19. Finish

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