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Deck of Cards
idPSA
Card
labelSummary

This process can be started by the A/E Lead, Administrative Assistant, CC Planner, Consultant, Contractor, OCP Planner, Project Manager and SPT Lead.

This process is used to submit, review and approve the following: Amendments to Commitments (Contracts) & Purchase Orders issues to Professional Services vendors (A/E, Designers, Consultants), Master Design Agreement Release Change Orders, and Phased Purchase Order Releases (under and executed design contract).

Card
labelProcess Map

Card
labelStep Descriptions

Toggle Cloak
Start

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  • The Process Initiator fills out the required fields and chooses to submit.
  • The next step is MDA Release?

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MDA Release? Conditional

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  • The MDA Release? Conditional checks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
  • If True (Yes) the next step is PM Enters Release
  • If False (No) the next step is PO Release?

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PO Release? Conditional

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  • The PO Release? Conditional checks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
  • If True (Yes) the next step is PO CO MM
  • If False (No) the next step is A/E Initiated?

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A/E Initiated? Conditional

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  • The A/E Initiated? Conditional checks if the role of the Process Initiator was A/E Lead or Consultant.
  • If True (Yes) the next step is PSA Mail Merge
  • If False (No) the next step is PSA MM (for A/E man

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PM Enters Release

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  • The Project Manager adds the appropriate release from the 05.02.05 MDA Release(s) folder of project 11112, and fills out any required fields.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

 

Toggle Cloak
Program Manager Review MDA

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  • The Program Manager reviews the Master Design Agreement Release details
  • If Submit is chosen the next step is Vendor Signature
  • If Revise is chosen the next step is Initiator Revise MDA

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Contracts Group

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  • The Contract Admin reviews the Master Design Agreement Release details, makes any changes and if necessary re-uploads the document in the PSA/MDA for Signature field.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Initiator Revise MDA

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  • The Initiator Revise MDA step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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 Vendor Signature

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  • The Consultant, A/E Lead and/or the Project Manager takes the appropriate action to sign the document.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA

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PO CO MM

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  • The PO CO MM step is a mail merge automation step that completes the Phased Purchase Order Release mail merge document.
  • The next step is PM Attaches Contract

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PM Attaches Contract

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  • The Project Manager attaches a copy of the vendor executed contract, and fills out the PM Description of Change (Internal Only) field if necessary.
  • The next step is Program Manager Reviews PO

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Program Manager Reviews PO

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  • The Program Manager reviews the Phased Purchase Order Release details.
  • If Reviewed is chosen the next step is OCP?
  • If Revise is chosen the next step is Initiator Revise PO Release

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OCP? Conditional

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  • The OCP? Conditional checks if the Program Type of the project is OCP
  • If True (Yes) the next step is OCP Director Approval
  • If False (No) the next step is CC Director Approval

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CC Director Approval

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  • The CC Director takes the appropriate action to approve the document.
  • If Submit is chosen the next step is SAP Hold Step
  • If Revise is chosen the next step is Initiator Revise PO Release

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OCP Director Approval

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  • The OCP Director takes the appropriate action to approve the document.
  • If Submit is chosen the next step is SAP Hold Step
  • If Revise is chosen the next step is Initiator Revise PO Release

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Initiator Revise PO Release

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  • The Initiator Revise PO Release step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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PSA Mail Merge

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  • The PSA Mail Merge step is a mail merge automation step that completes the Standard PSA mail merge document.
  • The next step is Project Manager Review
 

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PSA MM (for A/E man

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Toggle Cloak
Project Manager Review

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Contracts Group Review PSA

  • The PSA MM (for A/E man step is a mail merge automation step that completes the Standard PSA mail merge document to be sent to the A/E Lead or Consultant for a manual signature.
  • The next step is PM Attaches Contract

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Project Manager Review

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  • The Project Manager reviews the PSA Details and fills out all required fields.
  • If Submit is chosen the next step is Contracts Group Review PSA
  • If Revise is chosen the next step is Initiator Revise PSA

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Contracts Group Review PSA

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  • The Contract Admin and Contract Admin Manager review e PSA Details and fills out all required fields.
  • If Submit is chosen the next step is Contracts Group Review PSA
  • If Revise is chosen the next step is Initiator Revise PSA
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Toggle Cloak
OGC Counsel Review

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Vendor Signs

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PM Review PSA - Manual Req

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Hold for Signed PSA

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Additional Funding? Conditional

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Toggle Cloak
Spawn Budget Change (03.03)

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Toggle Cloak
CRSP Admin Mgr. Hold

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Toggle Cloak
Program Manager Review

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Initiator Revise PSA

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Campus Construction

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OCP? Conditional

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CSM? Conditional

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Utilities Program?

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FEG Program? Conditional

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EstFinCon > $1M Conditional

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SP&T Program? Conditional

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EstFinCon> $500K Conditional

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EstFinCon>$5m? Conditional

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Est Fin cont> $1M Conditional

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Toggle Cloak
SPT Director Review

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Toggle Cloak
OCP Director Review

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Toggle Cloak
CSM Director Review

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FEG Director Review

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Utilities Director Review

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Dir. Finance Execute

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EstFinCon>$10m Conditional

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CC Director Review

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CC Director Execute

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OCP Director Execute

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CSM Director Execute

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Utilitites Director Execute

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EstFinCon>$10M Conditional

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VP, CSS Review

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VP, CSS Execute

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EstFinCon>10<=100mil Conditional

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VP Finance Execute

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EVPT Execute

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Initiator Revise 2

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Amendment Signature

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SAP Hold Step

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PO MM

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AA/Contracts Sends Exec-PSA to Vendor

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Finish

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Toggle Cloak

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Toggle Cloak

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Toggle Cloak
3. Vendor Signs

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  • The vendor reviews the generated mail merge document and has the option to take action to Submit or Revise
  • If Submit is chosen the next step is Project Manager Review
  • If Revise is chosen the next step is Initiator Revise

Toggle Cloak
4. Project Manager Review

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  • The Project Manager reviews the process, adds comments if necessary and takes one of the following actions, Submit, Revise or Void
  • If Submit is chosen the next step is Financial Analyst Adjusts Funding
  • If Revise is chosen the next step is Initiator Revise
  • If Void is chosen the next step is Finish,

Toggle Cloak
5. Initiator Revise

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  • The Project Manager reads the comments and reviews the process fields and updates as necessary, then takes the Resubmit action.
  • The next step is Project Manager Review.

 

Toggle Cloak
6. Additional Funding? (Decisional Step)

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  • The Additional Funding Required field is evaluated to determine if the value is Yes.
  • If the value is Yes (True) then the next step is Spawn Budget Change (03.03).
  • If the value is No (False) then the next step is Program Manager Reviews.

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7. Program Manager Reviews

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  • The Program Manager reads the comments, reviews the process fields and has the option to Submit or Revise.
  • If Submit is chosen the next step is
  • If Revise is chosen the next step is Initiator Revise.

 

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8. Program Type Util? (Decisional Step)

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  • This is a decisional step that evaluates the Project Type field to determine if this is a Util Program Type.
  • If True the next step is Director of Utilities Review.
  • If False the next step is Director of Projects Review.

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9. Director of Utilities Review

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  • The Director of Utilities reads the comments and reviews the process fields and has the option to choose between the actions Reviewed and Revise.
  • If Reviewed is chosen, the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator Revise.

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10. Director of Projects Review

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  • The Director of Projects reads the comments and reviews the process fields and has the option to choose between the actions Reviewed and Revise.
  • If Reviewed is chosen, the next step is DoF Procurement Review.
  • If Revise is chosen the next step is Initiator Revise.

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11. DoF Procurement Review

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  • The DoF Procurement reads the comments and reviews the process fields and chooses between actions to Submit or Revise.
  • If Submit is chosen the next step is Contract > $100M?
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
12. Campus Construction? (Decisional Step)

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  • Multiple process fields are evaluated to determine if this is a Campus Construction project and to determine the next step.
  • When True is evaluated the next step is SP&T Program.
  • When False is determined the next step is OCP?

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13. SP&T Program (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an SP&T program and to determine the next step.
  • When True is evaluated the next step is VPF Strategic Sourcing Review.
  • When False is evaluated the next step is Projects Director Review.

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14. VPF Strategic Sourcing Review

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  • The VPF Strategic Sourcing reads the comments, reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract < $10M
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
15. Projects Director Review

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  • The Projects Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <$10M
  • If Revise is chosen the next step is Initiator Revise.

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16. Contract <$10M (Decisional Step)

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  • The date field Project Type is evaluated to determine if it is "Capital Renewal".
  • If True the next step is CC Director Executes Contract.
  • If False the next step is CC Director Review.

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17. CC Director Review

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  • The CC Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract < $100M
  • If Revise is chosen the next step is Initiator Revise.

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18. CC Director Executes

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  • The CC Director reads the comments and reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
19. Contract <$100M (Decisional Step)

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  • The Cost Commitment/Contract Value is evaluated to see if it is < $100,000,000.
  • If True the next step is Deputy EVP Executes Contract.
  • If False the next step is Deputy EVP Review.

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20. Deputy EVP Executes Contract

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  • The Deputy EVP Office reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

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21. Deputy EVP Review

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  • The Deputy EVP Office will read the comments and review the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is EVPT Office Executes.
  • If Revise is chosen the next step is Initiator Revise.

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22. EVPT Office Executes

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  • The OCP Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

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23. OCP? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an OCP Program.
  • If True the next step is Contract <$500K.
  • If False the next step is M&U?

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24. Contract <$500K (Decisional Step)

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  • The cost commitment/current contract value field is evaluated to determine if it is <$500,000.
  • If True the next step is OCP Director Review.
  • If False the next step is OCP Director Executes.

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25. OCP Director Review

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  • The OCP Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract Value <$100M.
  • If Revise is chosen the next step is Initiator Revise.

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26. OCP Director Executes

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  • The OCP Director reads the comments and reviews the process fields and has the option to take an action to Submit or to Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
27. M&U?

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  • Multiple fields are evaluated to determine if this is an M&U Program.
  • If True the next step is Utilities Program?
  • If False the next step is Campus Services?

Toggle Cloak
28. Utilities Program? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is a Utilities program.
  • If True the next step is Contract <$100K
  • If False the next step is SEG Program?

Toggle Cloak
29. Contract <100K (Decisional Step)

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  • The Cost Commitment.Current Contact Value is evaluated to determine if the value is < $100,000.
  • If True the next step is Utilities Director Executes.
  • If False the next step is Utilities Director Review.

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30. Utilities Director Executes

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  • The Utilities Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

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31. Utilities Director Review

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  • The Utilities Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <5m.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
32. Contract <$5M

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  • The Cost Commitment.Current Contact Value is evaluated to determine if the value is < $500,000.
  • If True the next step is M&U Director Executes.
  • If False the next step is M&U Director Review.

Toggle Cloak
33. M&U Director Executes

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  • The M&U Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
34. M&U Director Review

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  • The M&U Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract Value <$100M.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
35. SEG Program? (Decisional Step)

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  • Multiple fields are evaluated to determine if this is an SEG Program.
  • If True the next step is Contract <$100K
  • If False the next step is Contract <$100K

Toggle Cloak
36. Contract <$100K (Decisional Field)

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  • The CostCommitment.CurrentContractValue field is evaluated to determine if it is <$100K
  • If True the next step is SEG Director Executes.
  • If False the next step is SEG Director Review.

Toggle Cloak
37. SEG Director Executes

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  • The SEG Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
38. SEG Director Reviews

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  • The SEG Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <$5M (step 30)
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
39. Contract <$100K (Decisional Step)

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  • The CostCommitment.CurrentContractValue field is evaluated to determine if it is <$100,000.
  • If True the next step is O&M Director Executes.
  • If False the next step is O&M Director Review.

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40. O&M Director Executes

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  • The O&M Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
41. O&M Director Review

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  • The O&M Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is <undocumented>.
  • If Revise is chosen the next step is Contract <$5M.

Toggle Cloak
42. Campus Services? (Decisional Step)

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  • The CustomProject.ProgramType field is evaluated to determine if this is a Campus Services Program.
  • If True the next step is Contract <$5m.
  • If False the next step is Contract <$10m.

Toggle Cloak
43. Contract <$5M (Decisional Step)

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  • The CostCommitment.CurrentContractValue field is evaluated to determine if the value is <$5M.
  • If True the next step is CS Director Executes.
  • If False the next step is CS Director Review.

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44. CS Director Executes

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  • The CS Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

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45. CS Director Review

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  • The CS Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract Value <$100M.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
46. Contract <$10M (Decisional Step)

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  • The CostCommitment.CurrentContractValue field is evaluated to determine if the contact value is <$10,000,000.
  • If True the next step is IBO Director Executes.
  • If False the next step is IBO Director Review.

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47. IBO Director Executes

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  • The IBO Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Administrative Assistant Final Review.
  • If Revise is chosen the next step is Initiator Revise.

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48. IBO Director Review

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  • The IBO Director reads the comments and reviews the process fields and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract Value <$100M.
  • If Revise is chosen the next step is Initiator Revise.

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49. Administrative Assistant Final Review

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  • The Administrative Assistant enters the change in SAP, completes the required process fields and executes the SAP Entry Completed action.
  • The next step is Finish.

50. Finish

 

 


 

 

 

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