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Deck of Cards
idIssue
Card
labelSummary

This process can be started by the Administrative Assistant, CC Director, CC Planner, CC Planning Director, CC Planning Manager, Director of Finance and Administration, eB Admin, Furniture Designer, OCP Planner, Program Manager, Project Coordinator, Project Manager, 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.

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Start

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  • 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.

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Total $ <= 0?

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  • The Total $ <=0? Conditional conditional checks if the Amount value amount for all commitment items entered is less than or equal to $ 0.
  • If True (Yes) the next step is Initiator Revise.
  • If False (No) the next step is PjFnAmt < ComAmt?

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PjFnAmt < ComAmt?

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  • 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?

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Initiator Revise

  • PjFnAmt < ComAmt? conditional checks if the Projected Final Contract Amount is less than the amount of the Commitment you are trying to establish.
  • If True (Yes) the next step is Initiator Revise.
  • If False (No) the next step is PjFnAmt < ComAmt
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  • 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?

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PM Initiate Process?Initiator Revise

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  • The Initiator Revise step shares a page layout with the Start step and allows the Process Initiator to make changes and resubmit the process.
  • When the Initiator takes the Resubmit action
  • Multiple fields are evaluated to determine the path that the process will take.
  • If True the next step is Constructionthe conditional question PM Initiate Process?
  • If False the next step is Purch Req MM.

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Contract RequiredPM Initiate Process?

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  • Multiple fields are evaluated to determine The PM Initiate Process? conditional step determines the path the process will take .
  • If True the next step is eB Admin Updates CSI Codes.
  • based on if the data field “Did the PM Initiate the Process?” has been marked “Yes” or "No" in the previous step.
  • If True (Yes) the next step is Contract Required?
  • If False (No) the next step is PM ReviewIf False the next step is DoF Procurement Reviews.

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Contract >$10kRequired?

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  • 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.

 

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PM Review

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

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Vendor Manager Review of SoS

  • The Contract Required? conditional step determines the path the process will take based on if the data field “Contract Required?” has been marked “Yes” or "No" in the previous step.
    • NOTE: Contract is NOT Required if PO is for Material or Equipment ONLY purchase,  Environmental Agreement < $5k, Consulting Agreement < $10k, or Construction Contract < $25k.
  • If True (Yes) the next step is Contract > $10K?
  • If False (No) the next step is Purch Req M.M.

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Contract >$10K?

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  • The Contract >$10K? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$10K) the next step is Vendor Manager Review of SoS.
  • If False (<=$10K) the next step is Purch Req M.M.

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PM Review

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  • 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?

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Vendor Manager Review of SoS

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  • The Vendor Manager reviews the Selection of Source information and confirms the vendor exists in SAP.
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  • 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 Admin Assembles Contract.
  • If Revise is chosen the next step is DoF Procurement Reviews Initiator Revise 1.

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Contract Admin Assembles Contract

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  • The Contract Admin reviews the process and uploads the assembled Contract Document to be executed.
  • 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)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 Initiator Reviews Contract.
  • If Revise is chosen the next step is Contract Admin Assembles Contract Initiator Revise 1.

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Initiator Reviews Contract

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  • The Process Initiator reviews the Contract Document.
  • If Submit is
  • 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 Contractis CA Manager Reviews.
  • If If Revise is  is chosen the next step is Contact is Contract Admin Assembles Contract.

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CA Manager Reviews & Initials

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  • The Vendor reviews, signs and uploads the contract. The Vendor has the option to Submit or Revise. (Request Revision) DoF Procurement Manager and the Contract Admin Manager reviews the Contract Document and determine whether or not it meets the requirements for OGC Counsel Review.
  • If Submit is chosen the next step is Vendor Signature Step Contract Admin Releases Contract.
  • If Revise is chosen the next step is Initiator Revise 1.
  • If To DOF Counsel is chosen the next step is DoF Procurement Releases Contract OGC Counsel Review.

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OGC Counsel Review

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  • The DOF General Counsel reviews the Contract Document.
  • If Submit is chosen the next step is Contract Admin Releases Contract.
  • If Revise is chosen the next step is Initiator Revise 1
  • 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.

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Contract Admin Releases Contract

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  • The Contract Admin sends the contract to the vendor for review and signature, and records the date the contract was sent.
  • If Submit is chosen the Contract Document has been sent to the vendor. The next step is Vendor Executes Contract.
  • If Revise is chosen the next step is Contact Admin Assembles Contract
  • 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.

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Initiator Revise 1

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  • The Initiator Revise 1 step allows the Process Initiator to make changes and resubmit the process.
  • When the Initiator takes the Resubmit action the next step is Vendor Manager review of SoS.
  • 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?

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Hold for Vendor Contract Execution

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  • 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.
  • Contract Admin reviews the signed contract received from the vendor, records the date they received the signed contract and then removes and replaces the unsigned contract with the received vendor signed contract into the Contract Document field.
  • If Submit is chosen the next step is Contract Admin Final Review.
  • If Revise is chosen the next step is Contract Admin Releases ContractIf False (No) the next step is Projects Director Review.

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Contract Admin Final Review

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  • The VPF Strategic Sourcing Director reviews the process and contract, then takes the Submit action. Contract Admin Manager reviews the vendor signed contract for final review before going to directors steps.
  • If Submit is chosen the next step is Campus Construction?
  • If Revise is chosen the next step is Hold for Vendor Contract Execution.The next step is Contract<10M

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Campus Construction?

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  • The Projects Director reviews the process and contract, then takes the Submit action.This conditional routes the process based on what is entered
  • The next step is Contract <$10M

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SPT Program?

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  • 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.

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SPT Director Review

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

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Proj. Contract>$10m?

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

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CC Director Review

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  • 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?

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CC Director Executes Contract

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  • 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.

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CA Mgr & Dir. Finance

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

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OCP?

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

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Proj. Contract> $500k?

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  • 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.

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OCP Director Review

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  • 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.

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OCP Director Execute

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  • 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.

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CSM?

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

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Proj. Contract>$5m?

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

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CSM Director Executes

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  • The SEG Program?conditionalstep 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.

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CSM Director Review

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  • 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.

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Utilities Program?

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

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Contract> $1M

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

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Utilities Director Execute

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  • 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.

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Utilities Director Review

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

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FEG Program?

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

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FEG Director Review

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  • 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.

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Prj Contract > 10mil?

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

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VP, CSS Reviews

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

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CP, CSS Executes

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  • 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.

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>$10mil <$100mil?

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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.

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VP Finance Executes

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

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EVPT Executes

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

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Initiator Revise 3

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  • 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.

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Contract Signature

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

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Purch Req M.M.

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

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CRSP Admin & Procurement Review

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  • 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.

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>$25K?

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

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Initiator Revise 2

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

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SAP PO Hold Step

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

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PO M.M

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  • 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.

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AA sends Exec. PO\Contract to vendor

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  • 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.

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Finish

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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 

 

 

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