Versions Compared

Old Version 35

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

Saved on

compared with

New Version 36

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

Saved on

Key

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

...

Deck of Cards
idMSB
Card
labelSummary

Projects now have an appropriate budget template added when the project is created. Users run the 03.01a Budget Approval process to create the project budget and gain approvals.

This process also results in the assignment of a cost object to the project.

Card
labelWorkflow

 

 

 

Card
labelStep Descriptions

Toggle Cloak
Start Step

Cloak

 

  • The Start step allows the user, typically the project manager, to enter information about the budget as well as budget line items.
  • Also also entered on this screen is information and details for infrastructure funding and alternates.
  • On the Submit action the next step is Started by Spawn?.

Toggle Cloak
Started by Spawn (Decisional Step)

Cloak
  • The Started by Spawn? conditional determines if the process was started by spawn (instead of started by a user).
  • If the conditional is False the next step is Stage 1?.
  • If the conditional is True the next step is PM Enters Stage 1

Toggle Cloak
Stage 1? (Decisional Step)

Cloak

If this Stage 1 is evaluated False the next step is Program Manager/Planning Manager Review.

If True the next step is PM Enters Stage 1.

Toggle Cloak
Stage 1? (Decisional Step)

Cloak

If this State 1 is True the next step is PM Enters Stage 1.

If false the next step is Project Manager Enters Budget.

Toggle Cloak
PM Enters Stage 1

Cloak

In this step the PM enters the Stage 1 budget.

If not needed the PM takes the Void Action which voids the process and moves it to Finish.

If a Stage 1 is entered the Submit action is taken. The next step is Program Mgr/Planning Mgr Review

Toggle Cloak
Project Manager Enters Budget

Cloak
  • The project manager enters both information about the budget and the Budget Line Items.
  • Budget Line Items are are entered by using the Budget Change Items section of the process form. (Because the project manager is editing the template loaded when the project was created)
  • When the process form is completed and ready to be reviewed the project manager clicks Submit.
  • Next Step: Program Manager Review
  • The project manager may also Void the process from this step.

Toggle Cloak
Program Manager/Planning Manager Review

Cloak
  • The Program Manager and/or Planning Manager reviews the budget.
  • The Program Manager and/or Planning Manager has the option of taking either the Submit or Revise action.
  • If Submit is selected the next step is Campus Construction.
  • If Revise is selected the next step is Initiator Revise and Resubmit.

Toggle Cloak
Initiator Revise and Resubmit

Cloak
  • The process initiator reads the comments and fills out the required fields and has the option to Resubmit or Void.
  • If the initiator chooses Resubmit the next step is Program Manager/Planning Mgr Review
  • If the initiator chooses Void the next step is Finish

Toggle Cloak
Campus Construction? (Decisional Step)

Cloak

If True the next step is Capital Renewal?

If False the nest step is M&U?

Toggle Cloak
M&U? (Decisional Step)

Cloak

If True the next step is M&U Director Approval.

If False the next step is OCP?.

Toggle Cloak
M&U Director Approval

Cloak

The M&U Director reviews the budget and has the option to Submit or Revise.

If Submit is chosen the next step is Capital Project?

If Revise is taken the nest step is Initiator Revise 2

 

Toggle Cloak
OCP? (Decisional Step)

Cloak

If True the next step is OCP Director Approval.

If Revise is selected the next step is Initiator Revise 2.

Toggle Cloak
Campus Services (Decisional Step)

Cloak

If True the next step is Campus Services Director Approval.

If False the next step is IBO Director Approval.

 

Toggle Cloak
IBO Director Approval

Cloak

The IBO Director reviews the budget and has the option to Approve or Revise.

If Approved is chosen the next step is Capital Project?

If Revise is chosen the next step is Initiator Revise 2.

Toggle Cloak
Capital Renewal Only? (Decisional Step)

Cloak

If True the next step is CC Director Approval.

If False the next step is Hold for Team Estimate Review Mtg

Toggle Cloak
Hold for Team Estimate Review Mtg

Cloak

This is a hold step until the the Team Estimate Review meeting is held.

After the meeting the budget can be submitted for CC Director Approval or sent for revision. (Initiator Revise 2)

Toggle Cloak
CC Director Approval

Cloak

The CC Director reviews and takes either the Submit or Initiator Revise action.

If Submit the next step is Capital Project?

If Revise the next step is Initiator Revise and Resubmit.

Toggle Cloak
Capital Project? (Conditional)

Cloak
  • The Capital Project? Conditional determines if the program type equals Capital Group based on the Project Custom Field "Program Type".
  • If Yes the next step is  Capital Project Approval.
  • If False the next step is DLC Distribution/RCRSP Approval

Toggle Cloak
Capital Project Approval

Cloak
  • There are three actions from this step.
  • If Approve is chosen the next step is Cost Object Assigned.
  • If Revise is chosen the next step is Initiator Revise and Resubmit.
  • If Put on Hold is chosen the next step is Project on Hold

Toggle Cloak
DLC Distribution/RCRSP Approval

Cloak

The CC Planning Manager and or CRSP Admin take one of the following actions from this step:

If Approve is chosen the next step is Cost Object Assigned?

If Reject is chosen the next step is Initiator Revise 2.

 

Toggle Cloak
Project On Hold

Cloak
  • The CRSP Admin reviews the process, completes the required fields and clicks Submit
  • The next step is Capital Project Approval

Toggle Cloak
Cost Object Assigned? (Decisional Step)

Cloak
  • This step determines if a cost object is assigned to the process
  • If True (no) the next step is Financial Officer Obtain Cost Object
  • If False (yes) the next step is Financial Analyst Imports Data

Toggle Cloak
Financial Officer Obtain Cost Object

Cloak
  • The Financial Officer obtains the cost object number, updates the process and takes the Received action.
  • The next step is Financial Office Updates PICs and takes the Submit action.

 

Toggle Cloak
Financial Officer Updates PICS

Cloak

The Financial Officer updates PICS and takes the Submit action.

The next step is Finish.

Finish

Card
labelPM Instructions - Using the Budget Template

Create your budget by:

  1. Fill out all required fields.
  2. Click on the Add All Line Items button. This loads the budget template. Only the first few lines of the template are shown in the example below. The full template when loaded is 168 lines.
  3. In the Change Amount column, click on the Pencil icon and edit the amount for each line you wish to use in the template.

 

Card
labelRCA Form (Beta)

An RCA form (beta version) can be printed. To print the form:

  1. Open the 3.01 Budget Approval Process.
  2. Click the Print button. The Mail Merge Templates menu appears.
  3. Click the Merge Templates radio button.
  4. Choose RCA Form (beta) from the drop down menu.
  5. Click Print on the Mail Merge Templates menu.
  6. A document is created and may be opened. The exact way in which the document is displayed and opened is browser dependent.

Note that if your process is saved in Draft mode the document will print with a DRAFT watermark. The watermark will not display once the process is no longer a draft.

Editing in Word

The Notes column for each Budget Detail line is intended to be edited using Word. Add your notes for any budget line you wish to annotate. You may attach an edited version of the Word document to the process for future reference.

Known issues with the RCA Form (beta).

Solutions for these issues are being developed.

  • The form displays an error message when the Square Footage cannot be calculated.
  • All budget detail lines are included in the form, including 0 value lines. These lines can be deleted in Word.
  • The Scope Description and Design Pricing basis must be completed using Word.
Card
labelFinancial Officer Instructions

The Financial Officer performs three actions in this process:

  1. Obtain a Cost Object and add it to e-Builder.
  2. Manually copy budget information from the PBAP process to PICS.
  3. Take the Submit action that establishes or updates the budget in e-Builder.

...