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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
  • If Send CC Director is chosen the next step is CC Director Review.

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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 Dir of Fin & Adm Review 2.
  • If False (No) the next step is Dir of Fin & Adm Review 1.

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Dir of Fin & Adm Review 1

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  • The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is VP, CSS ExecutesExecute.
  • If Revise is chosen the next step is Initiator Revise 2.
  • If Send CC Director is chosen the next step is CC Director Review.

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Dir of Fin & Adm Review 2

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  • The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is VP, CSS ReviewsReview.
  • If Revise is chosen the next step is Initiator Revise 2.
  • If Send CC Director is chosen the next step is CC Director Review.

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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, and send the executed documents to the vendor.
  • The next step is Finish.

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Finish

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