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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

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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 MDA Release?

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MDA Release?

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  • The MDA Release? Conditionalchecks 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?

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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?

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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.

 

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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?

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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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  • 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 the PSA Details and determine whether or not it meets the requirements for OGC Counsel Review.
  • If Reviewed is chosen the next step is Vendor Signs
  • If Send to OGC is chosen the next step is OGC Counsel Review
  • If Revise is chosen the next step is Initiator Revise PSA

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OGC Counsel Review

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  • The DOF General Counsel reviews the PSA Details.
  • If Reviewed is chosen the next step is Vendor Signs
  • If Revise is chosen the next step is Contracts Group Review PSA

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Vendor Signs

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  • The Process Initiator takes the appropriate action to sign the document.
  • If Submit is chosen the next step is Additional Funding?
  • If Revise is chosen the next step is Initiator Revise PSA

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PM Review PSA - Manual Req

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  • The Project Manager fills out all required fields and sends the PSA Document to the Vendor for a manual signature.
  • If Submit is chosen the next step is Hold for Signed PSA
  • If Revise is chosen the next step is Initiator Revise PSA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Hold for Signed PSA

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  • The Project Manager and Contract Admin until they receive back the vendor manually signed PSA document and upload it to the process.
  • The next step is Additional Funding?

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Additional Funding?

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  • The Additional Funding? Conditional checks if Yes was selected for the Additional Project Funding? field.
  • If True (Yes) the next step is Spawn Budget Change (03.03)
  • If False (No) the next step is Program Manager Review

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Spawn Budget Change (03.03)

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  • This step spawns a 03.03 - Contingency Request / True-Up Form / Additional Funding Request (BCHNG) process.
  • The next step is CRSP Admin Mgr. Hold

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CRSP Admin Mgr. Hold

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  • The CRSP Admin holds the process in this step until additional funding has been applied to the project in both e-Builder and SAP.
  • The next step is Program Manager Review

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Program Manager Review

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  • The Program Manager reviews the vendor signed document in the PSA/MDA for Signature field.
  • If Submit is chosen the next step is Campus Construction?
  • If Revise is chosen the next step is Initiator Revise PSA

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Initiator Revise PSA

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  • The Initiator Revise PSA 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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Campus Construction?

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  • The Campus Construction? Conditional checks if the Program Type of the project 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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OCP?

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  • The OCP? Conditional checks if the Program Type of the project is OCP
  • If True (Yes) the next step is EstFinCon> $500K
  • If False (No) the next step is CSM?

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CSM?

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  • The CSM? Conditional checks if the Program Type of the project is CSG or R&M
  • If True (Yes) the next step is EstFinCon> $5m?
  • If False (No) the next step is Utilities Program?

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Utilities Program?

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  • The Utilities Program? Conditional checks if the Program Type of the project is CUP - OPS or Utilities
  • If True (Yes) the next step is Est Fin Cont>$1M
  • If False (No) the next step is FEG Program

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FEG Program?

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  • The FEG Program? Conditional checks if the Program Type of the project is Energy or SEG
  • If True (Yes) the next step is FEG Director Review
  • If False (No) the next step is EstFinCon >$1M

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EstFinCon > $1M

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  • The EstFinCon > $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is EstFinCon>$10M
  • If False (No) the next step is Dir. Finance Execute

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SP&T Program?

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  • The SP&T Program? Conditional checks if the Program Type of the project is System Performance & Turn-over
  • If True (Yes) the next step is SPT Director Review
  • If False (No) the next step is EstFinCon >$10m

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EstFinCon> $500K

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  • The EstFinCon> $500K Conditional checks if >$500,000<=$1,000,000, >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is OCP Director Review
  • If False (No) the next step is OCP Director Execute

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EstFinCon>$5m?

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  • The EstFinCon>$5m? Conditional checks if >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is CSM Director Review
  • If False (No) the next step is CSM Director Execute

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Est Fin cont> $1M

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  • The Est Fin cont> $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is Utilities Director Review
  • If False (No) the next step is Utilities Director Execute

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SPT Director Review

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  • The SPT Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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OCP Director Review

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  • The OCP Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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CSM Director Review

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  • The M&U Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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FEG Director Review

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  • The SEG Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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Utilities Director Review

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  • The Utilities Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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Dir. Finance Execute

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  • By taking the Approved action at this step the Director of Finance and Administration is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EstFinCon>$10m

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  • The EstFinCon>$10m Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is CC Director Review
  • If False (No) the next step is CC Director Execute

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CC Director Review

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  • The CC Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>10<=100mil
  • If Revise is chosen the next step is Initiator Revise 2

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CC Director Execute

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  • By taking the Approved action at this step the CC Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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OCP Director Execute

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  • By taking the Approved action at this step the OCP Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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CSM Director Execute

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  • By taking the Approved action at this step the M&U Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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Utilitites Director Execute

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  • By taking the Approved action at this step the Utilities Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EstFinCon>$10M

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  • The EstFinCon>$10M Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is VP, CSS Review
  • If False (No) the next step is VP, CSS Execute

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VP, CSS Review

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  • The VP for Campus Services and Stewardship reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>10<=100mil
  • If Revise is chosen the next step is Initiator Revise 2

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VP, CSS Execute

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  • By taking the Approved action at this step the Deputy EVP is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EstFinCon>10<=100mil

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  • The EstFinCon>10<=100mil Conditional checks if >$10,000,000<=$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is VP Finance Execute
  • If False (No) the next step is EVPT Execute

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VP Finance Execute

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  • By taking the Approved action at this step the VP for Finance is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EVPT Execute

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  • By taking the Approved action at this step the EVP&T Office is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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Initiator Revise 2

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  • The Initiator Revise 2 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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Amendment Signature

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  • The Amendment Signature step is a e-Signature File Download automation step that completes the Docusign envelope.

  • The next step is SAP Hold Step

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SAP Hold Step

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

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PO MM

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  • The PO MM step is a mail merge automation step that completes the PSA PO CO MM mail merge document.
  • The next step is Project Manager Review

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AA/Contracts Sends Exec-PSA to Vendor

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  • The Administrative Assistant and Contract Admin 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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