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Product or Result of this Process

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The purpose of this process is the review and execution contracts and/or Purchase Orders. The process enables external vendors and external executors to electronically route and approve all PO's and contracts.

The process generates an e-Builder Purchase Order following issuance of the SAP PO, and automatically triggers the Contract Approval process whenever the PO data meets the thresholds for a formal contract document.

Note that in e-Builder a purchase order is referred to as a Commitment.

Process Details

Composition Setup
 
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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

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labelProcess Map

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labelStep Descriptions

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

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Start

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  • The Process Initiator fills out the required fields and chooses to submit.
  • The next step is Total $ <= 0?

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 checks if the 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 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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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.
  • If Resubmit is chosen the next step is PM Initiate Process?
  • If Void is chosen the next step is Finish.

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PM Initiate Process?

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  • 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 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 Review

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Contract Required?

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  • 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.
  • If Submit is chosen the next step is Contract Admin Assembles Contract.
  • If Revise is chosen the next step is 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)
  • If Submit is chosen the next step is Initiator Reviews Contract.
  • If Revise is chosen the next step is Initiator Revise 1.

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Initiator Reviews Contract

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

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CA Manager Reviews

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  • The 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 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 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.

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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.

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Initiator Revise 1

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  • The Initiator Revise 1 step allows the Process Initiatorto make changes and resubmit the process.
    • If Resubmit is chosen the next step is Vendor Manager review of SoS.
    • If Void is chosen the next step is Finish.

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Hold for Vendor Contract Execution

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  • The 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 Contract.

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Contract Admin Final Review

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  • The 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.

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Campus Construction?

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  • The Campus Construction? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is Academic, Campus Services, Capital Group, Special, System Performance & Turn-over, or Systems Renewal.
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

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SPT Program?

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  • The SPT Program? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is System Performance & Turn-over.
  • If True (Yes) the next step is SPT Director Review
  • If False (No) the next step is Proj. Contract>$10m?

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SPT Director Review

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  • The SPT Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10m?
  • If Revise is chosen the next step is Initiator Revise 3.

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Proj. Contract>$10m?

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

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CC Director Review

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  • The CC Director reviews the Contract Document attached to the process and if required attaches the CC Director Memo.
  • If Submit is chosen the next step is CA Mgr & Dir. Finance.
  • If Revise is chosen the next step is Initiator Revise 3.
  • If Send To OGC is chosen the next step is OGC Counsel Review.

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CC Director Executes Contract

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  • By taking the Submit action at this step the CC Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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CA Mgr & Dir. Finance

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  • The Contract Admin Manager and the Director of Finance and Administration review the attached CC Director Memo and upload the Executed Memo to the process.
  • If Submit is chosen the next step is VP, CSS Reviews
  • If Revise is chosen the next step is CC Director Review

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OCP?

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  • The OCP? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is OCP.
  • If True (Yes) the next step is Proj. Contract> $500k?
  • If False (No) the next step is CSM?

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Proj. Contract> $500k?

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  • The Proj. Contract> $500k? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$500K) the next step is CSM Director Executes
  • If False (<=$500K) the next step is CSM Director Reviews

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OCP Director Review

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  • The OCP Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Prj Contract > $10mil?
  • If Revise is chosen the next step is Initiator Revise 3.

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OCP Director Execute

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  • By taking the Submit action at this step the OCP Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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CSM?

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  • The CSM? step determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is CSG or R&M.
  • If True (Yes) the next step is Proj. Contract>$5m?
  • If False (No) the next step is Utilities Program?

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Proj. Contract>$5m?

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  • The Proj. Contract>$5m? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$5m) the next step is CSM Director Review.
  • If False (<=$5m) the next step is CSM Director Executes.

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CSM Director Executes

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  • By taking the Submit action at this step the O&M Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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CSM Director Review

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  • The SPT Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Prj Contract > 10mil?
  • If Revise is chosen the next step is Initiator Revise 3.

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Utilities Program?

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  • The Utilities Program? step determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is CUP - OPS, or Utilities.
  • If True (Yes) the next step is Contract> $1M.
  • If False (No) the next step is FEG Program?

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Contract> $1M

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  • The Proj. Contract>$10m? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$1m) the next step is Utilities Director Review.
  • If False (<=$1m) the next step is Utilities Director Executes.

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Utilities Director Execute

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  • By taking the Submit action at this step the Utilities Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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Utilities Director Review

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  • The SPT Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10mil?
  • If Revise is chosen the next step is Initiator Revise 3.

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FEG Program?

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  • The FEG Program? step determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is Energy, or SEG.
  • If True (Yes) the next step is FEG Director Review.
  • If False (No) the next step is VP, CSS Executes.

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FEG Director Review

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  • The FEG Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10mil?
  • If Revise is chosen the next step is Initiator Revise 3.

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Prj Contract > 10mil?

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  • The Prj. Contract > 10mil? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount
  • If True (>$10m) the next step is VP, CSS Reviews.
  • If False (<=$10m) the next step is VP, CSS Executes.

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VP, CSS Reviews

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  • The VP for Campus Services and Stewardship reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is >$10mil <$100mil?
  • If Revise is chosen the next step is CA Mgr & Dir. Finance.

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VP, CSS Executes

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  • By taking the Submit action at this step the VP for Campus Services and Stewardship is executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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>$10mil <$100mil?

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  • The >$10mil <$100mil? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$10m and <$100mil) the next step is VP Finance Executes.
  • If False (>=$100mil) the next step is EVPT Executes.

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VP Finance Executes

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  • By taking the Submit action at this step the VP for Finance is executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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EVPT Executes

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  • By taking the Submit action at this step the EVP&T Office is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

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Initiator Revise 3

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  • The Initiator Revise3step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is Campus Construction?
  • If Void is chosen the next step is Finish.

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Contract Signature

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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 Hold Step

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Purch Req M.M.

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  • The Purch Req M.M. step is a mail merge automation step that completes the purchase requisition from the purchase requisition template.
  • The next step is CRSP Admin & Procurement Review.

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CRSP Admin & Procurement Review

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  • The DoF Procurement Manager and the Contract Admin Manager review the process and confirms that the vendor exists in SAP and an SAP issued vendor number is correctly entered in the "Company Number" field in the Contacts Module.
  • If Submit is chosen the next step is >$25K?
  • If Revise is chosen the next step is Initiator Revise 2.

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>$25K?

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  • The >$25K? conditional step determines the path the process will take based on the amount entered for the Commitment you are trying to establish.
  • If True (>$25K) the next step is Campus Construction?
  • If False (<=$25K) the next step is SAP PO Hold Step

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Initiator Revise 2

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  • The Initiator Revise 2step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is Contract Required?
  • If Void is chosen the next step is Finish.

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SAP PO Hold Step

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  • Hold step for SAP Processing.
  • Once processed the next step is the PO M.M. step.

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PO M.M

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  • The PO M.M step is a mail merge automation step that completes the Purchase Order mail merge document.
  • The next step is AA sends Exec. PO\Contract to vendor.

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AA sends Exec. PO\Contract to vendor

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  • The Administrative Assistant should review the documents attached to the process, send the executed documents to the vendor and record the date that the executed documents were sent.
  • The next step is Finish.

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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