Versions Compared

Old Version 41

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

Saved on

compared with

New Version 42

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
idIssue
Card
labelSummary

This process can be started by the Project Coordinator, Project Manager, Administrative Assistant, OCP Planner, SPT Commissioning Lead, SPT Lead, VPF Strategic Sourcing.

This process is also started when Send and Initialize is used as the notification option in the 4.0 Bidding Step

Card
labelProcess Map

Card
labelStep Descriptions

Note that these step descriptions are in the process of being updated.

Toggle Cloak
1. Initiation

Cloak
  • The Project Coordinator or Project Manager fills out the required fields and executes the Submit action.
  • The next step is PM Initiate Process?

When asked to identify the type of contract being requested this document may be helpful.

Toggle Cloak
2. PM Initiate Process (Decisional Step)

Cloak
  • The PM Initiate Process? conditional step determines the path the process will take based on if the Data Field “Did the PM Initiate the Process?” has a value of “Yes”.
  • If the value is Yes the next step is Contract Required?
  • If the value is False the next step is PM Review?

Toggle Cloak
3. PM Review

Cloak
  • The PM reviews the process and verifies the Contract or PO being added to the project and chooses the Submit action.
  • The next step is Contract Required?

Toggle Cloak
4. Contract Required? (Decisional Step)

Cloak
  • Multiple fields are evaluated to determine the path that the process will take.
  • If True the next step is Construction?
  • If False the next step is Purch Req MM.

Toggle Cloak
5. Construction?

Cloak
  • Multiple fields are evaluated to determine the path the process will take.
  • If True the next step is eB Admin Updates CSI Codes.
  • If False the next step is DoF Procurement Reviews.

Toggle Cloak
6. eB Admin Uploads CSI Codes

Cloak
  • eB Admin runs the bid tabulation report and combines it with the process import template to do a quick upload into the processes to get the CSI and GL information on the commitment line item custom fields.  Through the import the following Submit action is taken.
  • The next step is DoF Procurement Review.

 

Toggle Cloak
7. DoF Procurement Review

Cloak
  • DoF Procurement reviews the process and executes the Submit action.
  • The next step is Contract Admin Assembles Contract.

Toggle Cloak
8. Contract Admin Assembles Contract

Cloak
  • The Contract Admin reviews the process and uploads the assembled contract to be executed and has the option to take an acton to Submit or Revise.
  • As part of this step the Contract Admin associates a bid process to this PO/Contract process by using the Contract Number Lookup. (Instructions are in included on the process page)


  • If Submit is chosen the next step is Initiator Reviews Contract.
  • If Revise is chosen the next step is DoF Procurement Reviews.

Toggle Cloak
9. Initiator Reviews Contract

Cloak
  • The initiator reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Releases Contract.
  • If Revise is chosen the next step is Contract Admin Assembles Contract.

Toggle Cloak
10. DoF Procurement Releases Contract

Cloak
  • DoF Procurement reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Executes Contract.
  • If Revise is chosen the next step is Contact Admin Assembles Contract.

Toggle Cloak
11. Vendor Executes Contract

Cloak
  • The Vendor reviews, signs and uploads the contract. The Vendor has the option to Submit or Revise. (Request Revision)
  • If Submit is chosen the next step is Vendor Signature Step.
  • If Revise is chosen the next step is DoF Procurement Releases Contract.

Toggle Cloak
12. Vendor Signature Step

Cloak
  • The Vendor Signature Step finalizes the vendor's electronic signature with DocuSign allowing for the next person to sign the document. A Code Complete action is automatically taken.
  • The next step is DoF Procurement Approves Contract.

Toggle Cloak
13. DoF Procurement Approves Contract

Cloak
  • DoF Procurement reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
14. Campus Construction?

Cloak
  • The Campus Construction step determines the path the process will take based on the Program Type and if the contract is managed by a different program.
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

Toggle Cloak
15. SP&T Program?

Cloak
  • The SP&T Program? Step determines the path the process will take based on the Program Type or if the project is managed by a different program.
  • If True (Yes) the next step is VPF Strategic Sourcing Review.
  • If False (No) the next step is Projects Director Review.

Toggle Cloak
16. VPF Strategic Sourcing Review

Cloak
  • The VPF Strategic Sourcing Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <10M

Toggle Cloak
17. Projects Director Review

Cloak
  • The Projects Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$10M

Toggle Cloak
18. Contract <$10M

Cloak
  • The Contract <$10M conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $10M.
  • If True (Yes) the next step is CC Director Executes Contract.
  • If False (No) the next step is CC Director Review.

Toggle Cloak
19. CC Director Executes Contract

Cloak
  • The CC Director reviews the process and executes the contact, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
20. CC Director Review

Cloak
  • The CC Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <$100M.

Toggle Cloak
21. OCP?

Cloak
  • The OCP? conditional step determines the path the takes based on Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Contract <$500K.
  • If False (No) the next step is M&U?

Toggle Cloak
22. Contract <$500K

Cloak
  • The Contract <$500K conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $500K.
  • If True (Yes) (<) the next step is OCP Director Executes.
  • If False (No) (>) the next step is OCP Director Review.

Toggle Cloak
23. OCP Director Executes Contract

Cloak
  • The OCP Director reviews the process and executes the contract then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
24. OCP Director Review

Cloak
  • The OCP Director reviews the process and contract then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
25. M&U?

Cloak
  • The M & U? Conditional step will determine the path the process takes based on the Program Type or if the contract is managed by a different program
  • If True (Yes) the next step is Utilities Program.
  • If False (No) the next steep is Campus Services.

Toggle Cloak
26. Utilities Program?

Cloak
  • The Utilities Program? Conditional step will determine the path process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Contract <$100K.
  • If False (No) the next step is SEG Program.

Toggle Cloak
27. Contract <$100K

Cloak
  • The Contract < $100k conditional step determines the path process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is Utilities Director Execute.
  • If False (No) the next step is Utilities Director Review.

Toggle Cloak
28. Utilities Director Executes Contract

Cloak
  • The Utilities Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
29. Utilities Director Review

Cloak
  • The Utilities Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m.

Toggle Cloak
30. SEG Program?

Cloak
  • The SEG Program? conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = SEG.
  • If True (Yes) the next step is Contract <$100k.
  • If False (No) the next step is Contract <$100k.

Toggle Cloak
31. Contract <$100k

Cloak
  • The Contract < $100k conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is O&M Director Execute.
  • If False (No) the next step is O&M Director Review.

Toggle Cloak
32. O&M Director Executes Contract

Cloak
  • The O&M Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
33. O&M Director Review

Cloak
  • tThe O&M Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m

Toggle Cloak
34. Contract <$100k

Cloak
  • The Contract < $100k conditional step determines the path process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is SEG Director Execute.
  • If False (No) the next step is SEG Director Review.

Toggle Cloak
35. SEG Director Executes Contract

Cloak
  • The SEG Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
36. SEG Director Review

Cloak
  • The SEG Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
37. Contract < $5m

Cloak
  • The Contract < $5m conditional step will determine the path process takes based on the Current Commitment Value being greater than or less than $5m.
  • If True (Yes) the next step is M&U Director Executes Contract.
  • If False (No) the next step is M&U Director Review.

Toggle Cloak
38. M&U Director Executes Contract

Cloak
  • The M&U Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
39. M&U Director Review

Cloak
  • The M&U Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
40. Campus Services?

Cloak
  • The Campus Services? Conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = Campus Services..
  • If True (Yes) the next step is Contract <$5m.
  • If False (No) the next step is Contract <$10m.

Toggle Cloak
41. Contract <$5m

Cloak

The Contract < $5m conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $5m.

If True (Yes) the next step is CS Director Execute.

If False (No) the next step is CS Director Review.

Toggle Cloak
42. CS Director Executes Contract

Cloak
  • The CS Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
43. CS Director Reviews Contract

Cloak
  • The CS Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract < $100m .

Toggle Cloak
44. Contact < $10m

Cloak
  • The Contract <$10m conditional step determines the path the process takes based on the Current Commitment value being greater than or less than $10m.
  • If True (Yes) the next step is IBO Director Executes Contract.
  • If False (No) the next step is IBO Director Reviews Contract.

Toggle Cloak
45. IBO Director Executes Contract

Cloak
  • The IBO Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
46. IBO Director Reviews Contract

Cloak
  • The IBO Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <100m.

Toggle Cloak
47. Contract <$100m

Cloak
  • The Contract <$100m conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $100m.
  • If True (Yes) the next step is Deputy EVP Executes Contract.
  • If False (No) the next step is Deputy EVPT Review.

Toggle Cloak
48. Deputy EVPT Executes Contract

Cloak
  • The Deputy EVPT reviews the process, signs the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
49. Deputy EVPT Reviews Contract

Cloak
  • The Deputy EVPT reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
50. EVPT Office Executes Contract

Cloak
  • The EVPT Office reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
51. Contract Signature

Cloak
  • Contract Signature will finalize the director's electronic signatures using DocuSign. Once complete it will automatically take the Code Complete action. (Signifies that e-Builder has completed a task}
  • The next step is SAP PO/Contract Hold Step.

Toggle Cloak
52. Purchase Req MM

Cloak
  • The Purchase req MM step is a mail merge automation that completes the purchase requisition from the purchase requisition template.
  • The next step is DoF Procurement Review.

Toggle Cloak
53. DoF Procurement Review

Cloak
  • DoF Procuremenact - Finance reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Reviews PO.
  • If Revise is chosen the next step is Initiator Revise and Resubmit.

Toggle Cloak
54. Initiator Revise and Resubmit

Cloak
  • The initiator reviews the process, makes all the necessary changes and has the option to Resubmit or Void.
  • If Resubmit is chosen the next step is Contract Required?
  • If Void is chosen the next step is Finish.

Toggle Cloak
55. Vendor Reviews PO

Cloak
  • The Vendor reviews the process, signs the PO, and takes the Submit action.
  • The next step is DOF Procurement Executes PO.

Toggle Cloak
56. DOF Procurement Executes PO

Cloak
  • The DoF Procurement reviews the process, signs the PO then takes the Approve action.
  • The next step is PO Signature.

Toggle Cloak
57. PO Signature

Cloak
  • PO Signature will finalize the DoF's electronic signatures using DocuSign. Once complete it will automatically take the Code Complete action. (Signifies that e-Builder has completed a task}
  • The next step is SAP PO/Contract Hold Step.

Toggle Cloak
58. SAP PO/Contract Hold Step

Cloak

The Admin Assistant reviews the process, adds the PO Number from SAP, then takes the Finish action.

The next step is Finish.

59. Finish

Card
labelCommitment Line Intructions

Enter information for each commitment item.

  • Item Number - a sequential number denoting each line.
  • Budget Line Item - Associate each entry with a Budget Line Item.
  • Current Budget - Displays the current budget.
  • Description - editable field for a description.
  • Retainage Percent - enter the retainage percent when applicable.
  • Amount - the amount of the the commitment line
  • Allowance Item - Check if it is an allowance item.
  • Custom Fields - used to enter the cost object.

Pay particulate attention to the Retainage percentage as that determines how retainage is calculated when invoices are submitted.

A Retainage of five percent should be expressed as 5.00 (as in the example)

The following list of items, though part of the budget template, cannot be used to generate a commitment. You cannot place internal charges on a PO.

If you are issuing a PO to cover vendor expenses use the reimbursable line item for that vendor type. For example, for A/E expenses use B-30-125 A/E Reimbursables.

Do Not Use list is below:

A15-005

A15-005  DoF Project Administration

A15-010

A15-010  OCP Project Administration

A15-015

A15-015  Utilities Project Administration

A15-020

A15-020  SEG Project Administration

A15-025

A15-025  EHS Project Administration

A15-035

A15-035  Service and Support-Staff

A15-045

A15-045  Employee Benefit Charges (EB) - General

A20-050

A20-050  Travel Expenses

C50-685

C50-685  Other MIT Internal Charges

C55-730

C55-730  Steam

C55-745

C55-745  Chilled Water

F95-835

F95-835  EVPT Contingency

F96-840

F96-840  DoF Contingency

 

 

Card
labelOutput - The Purchase Order Document

This process will print a Purchase Order document that can be sent to the vendor.

Purchase Order

This process is used for both signed contracts and purchase orders and it will display the desired document in the AA Sends Exec. PO/Contract to Vendor ... step.

When a contract is displayed the supporting purchase order is still generated. To print the purchase order:

  1. Click the Print button.
  2. Click the Merge Templates radio button.
  3. Choose Purchase Order from the drop down menu.
  4. Click the Print Button on the Mail Merge Templates menu.

Sample Purchase Order Document

PO Mail Merge FieldNotes/Description
Purchase Order NumberThe Purchase Order Number in the top right hand corner of the PO (highlighted in yellow on this example) will only appear when the process has progressed through the SAP PO/Contract Hold step. Prior to that step it is possible to preview the Purchase Order, but the PO number will not appear on the form.
DateThe date field is the date that the purchase order mail merge is generated. If you reprint the purchase order the date will update.
Vendor and Vendor AddressThe Vendor and vendor addresss information is derived from the Contacts module in e-Builder. If address information is missing from that module the PO fields for this information will be blank. If you update the Contacts information in e-Builder you may reprint the PO and the information will appear as updated.
Ship ToThis information is derived from the building information that is part of the e-Builder project information. If room information has been added to e-Builder the room information will also print on the purchase order.
Delivery DateThis information is hardcoded. Each purchase order will have "Per Previous Agreement" in this field. Changing this field requires the assistance of an e-B admin.
Shipping MethodThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Shipping TermsThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Payment TermsThis information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin.
ItemsEach commitment line will use the dollar figure and commitment description for the corresponding commitment in e-Builder. Each line will be sequentially numbered beginning with 001.
Project NumberThe project number from e-Builder.
Project NameThe project name from e-Builder. The project name may contain the room number.
Project ContactThe proect contact is derived from Project Manager 1 in e-Builder. The phone number is hard coded and is the general switchboard number for MIT DoF.
Description of Services 
MIT Contract # 
Vendor Billing Instruction 
MIT Sales and Use Tax Exemption