This process is usually initiated internally by the project manager, though it can be initiated by the contractor.
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Process Map
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Step Descriptions
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Start
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Contractor or Project Manager fills out the required fields, attaches the appropriate supporting documentation and takes the Submit action.
The next step is Contract Admin Compiles Documents
This document may be helpful when working with contract forms.
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Initiator Revise
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Initiator reviews the comments and revises the process and takes the Resubmit action.
If Submit is chosen Contract Admin Compiles Documents is the next step.
If Void is chosen the next step is Finish.
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Contract Admin Compiles Documents
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The Contracts team compiles the required LSW documentation, attaches it to the process and takes the Submit action.
If Submit is chosen the next step is Project Manager Review.
If Revise is chosen the next Step is Initiator Revise.
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Project Manager Review
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The Project Manager reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Program Manager Review.
If Revise is chosen the next Step is Contract Admin Compiles Documents.
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Program Manager Review
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The Program Manager reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Contract Manager Review.
If Revise is chosen the next Step is Contract Admin Compiles Documents.
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Contract Manager Review
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The Contract Manager reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Contracts Send to Vendor for Signature..
If Revise is chosen the next Step is Contract Admin Compiles Documents.
If Send to OGC is chosen the next step is OGC Review.
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OGC Review
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The Office of General Council reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Contracts Send to Vendor for Signature..
If ReviseGC is chosen the next Step is Contract Manager Review.
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Contracts Send to Vendor for Signature
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Contracts group sends the LSW Document to the vendor for their signature.
The Submit action should be taken once the document has been sent to the vendor.
If Submit is chosen the next step is Contract Admin Hold for Vendor Signature.
If Revise is chosen the next step is Contract Manager Review.
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Contract Admin Hold for Vendor Signature
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Contracts group waits to receive back a signed LSW Document from the vendor.
The Submit action should be taken once the document has been received from the vendor.
If Submit is chosen the next step is Campus Construction?
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SPT Director Review
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The SPT Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Con>$10m?
If Void is chosen the next step is Finish.
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CC Director Execute
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The CC Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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CC Director Review
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The CC Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is >$10m<=$100m?.
If Revise is chosen the next step is Initiator Revise.
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OCP Director Execute
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The OCP Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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OCP Director Review
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The OCP Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is >$10m<=$100m?.
If Revise is chosen the next step is Initiator Revise.
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CSM Director Execute
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The CSM Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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CSM Director Review
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The CSM Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is >$10m<=$100m?.
If Revise is chosen the next step is Initiator Revise.
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Utilities Director Execute
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The Utilities Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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Utilities Director Review
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The Utilities Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is >$10m<=$100m?.
If Revise is chosen the next step is Initiator Revise.
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FEG Director Review
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The FEG Director reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is >$10m<=$100m?.
If Revise is chosen the next step is Initiator Revise.
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Dir of Finance Execute
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The Dir of Finance reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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VP Finance Executes
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The VP Finance reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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VP Finance Reviews
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The VP Finance reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is EVPT Execute.
If Revise is chosen the next step is Initiator Revise.
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EVPT Execute
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The EVPT reviews the attached documentation and the information that has been entered into the process.
If Submit is chosen the next step is Amendment e-Signatu.
If Revise is chosen the next step is Initiator Revise.
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Amendment Signature
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This is an automation step that creates a Mail Merge document.
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SAP Hold Step
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The process will hold in this step until it has been picked up by SAP. If you see a process in this step for more than a day please reach out to an e-B Admin.
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Campus Construction?
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This step checks if the Program Type listed on the Project Details page is Academic, Campus Services, Capital Group, Special, System Performance & Turnover, Systems Renewal, Energy, or IS&T.
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SPT?
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This step checks if the Program Type listed on the Project Details page is System Performance & Turn-over.
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Con>$10m?
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This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.
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OCP?
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This step checks if the Program Type listed on the Project Details page is OCP.
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Con>$500k?
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This conditional checks if the Projected Contract Value will be greater than $ 500,000
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CSM?
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This step checks if the Program Type listed on the Project Details page is CSG or R&M.
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Con>$10m?
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This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.
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Utilities?
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This step checks if the Program Type listed on the Project Details page is CUP-OPS or Utilities.
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Con>$1m?
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This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.
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FEG?
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This step checks if the Program Type listed on the Project Details page is OCPSEG.
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Con>$1m?
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>$10m<+$100m?
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Finish
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This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.
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>$10m<+$100m?
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This conditional checks if the Projected Contract Value will be greater than $ 10,000,000 but less than $ 100,000,000.
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Finish
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Initiation/Start
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Project Manager Approves
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The Project Manager reviews the process and has the option to take an action to Submit or Revise.
If Submit is chosen the next step is DoF Procurement Compiles Documents
If Revise is chosen the next step is Initiator Revise.
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Initiator Revise
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Initiator reviews the comments and revises the process and takes the Resubmit action.
The next step is Project Manager Approves
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Contract Admin Compiles Documents
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Contract Admin reviews the process and attachments, compiles the LSW or Exhibit A document and attaches it to the process. Contract Admin has the option to Submit or Revise.
If Submit is chosen the next step is Program Manager Review.
If Revise is chosen the next step is Project Manager Approves.
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Program Manager Review
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Program Manager reviews the process and supporting documentation and has the option to take the Submit or Revise action.
If Submit is chosen the next step is Vendor Executes.
If Revise is chosen the next step is Project Manager Approves.
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Contract Admin HOLD for Vendor Signature
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Contract Admin waits for signed documentation from Vendor.
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Campus Construction
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The Campus Construction conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
If True (Yes) the next step is Contract < $10 million
If False (No) the next step is Utilities?
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Contract <$10M
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The Contract <$10M conditional statement determines if the projected contract value exceeds $10,000,000.
If True (Yes) the next step is CC Director Executes.
If False (No) the next step is VPF Procurement Review.
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CC Director Executes
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CC Director reviews the LSW/Exhibit A, execute if ready and take an action to Submit or Revise.
If Submit is chosen the next step is LSW/Exhibit A.
If Revise is chosen the next step is Project Manager Approves.
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VPF Procurement Review
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VPF Procurement reviews the process and takes an action to Submit or Revise.
If Submit is chosen the next step is CC Director Review.
If Revise is chosen the next step is Project Manager Approves.
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CC Director Review
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CC Director reviews the process and takes an action to Submit or Revise.
If Submit is chosen the next step is <$100m.
If Revise is chosen the next step is Project Manager Approves.
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Utilities?
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The Utilities conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
If True (Yes) the next step is Utilities Director Review.
If False (No) the next step is O&M Director Review.
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Utilities Director Review
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The Utilities Director reviews the process and takes an action to Submit or Revise.
If Submit is chosen the next step is Contract <$5M.
If Revise is chosen the next step is Project Manager Approves.
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O&M Director Review
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The O&M Director reviews the process 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 Project Manager Approves.
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Contract <$5M?
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The Contract <$5M conditional step determines the path the process takes based on the Project Commitment Value being greater than or less than $5M.
If True (Yes) the next step is M&U Director Executes.
If False (No) the next step is VPF Procurement Review.
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M&U Director Executes
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The M&U Director reviews the process and has the option to take an action to Submit or Revise.
If Submit is chosen the next step is LSW/Exhibit A Signature.
If Revise is chosen the next step is Project Manager Approves.
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VPF Procurement Review
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The VPF Procurement reviews the process and has the option to take an action to Submit or Revise.
If Submit is chosen the next step is VPF Procurement Review.
If Revise is chosen the next step is Project Manager Approves.
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M&U Director Review
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The M&U Director reviews the process 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 Project Manager Approves.
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Contract <$100m
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The Contract <$100m conditional determines the path the process takes based on the Projected Commitment Value being greater than or less than $100m.
If True (Yes) the next step is Deputy EVPT Executes.
If False (No) the next step is Deputy EVPT Executes.
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Deputy EVPT Executes
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The Deputy EVPT reviews the process and executes the LSW / Exhibit A and has the option to take an action to Submit or Revise.
If Submit is chosen the next step is LSW / Exhibit A Signature.
If Revise is chosen the next step is Project Manager Approves.
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Deputy EVPT Reviews
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The Deputy EVPT reviews the process 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 Project Manager Approves.
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EVPT Office Executes
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The EVPT Office reviews the process and executes the LSW/Exhibit A, then takes an action to Submit or Revise.
If Submit is chosen the next step is : LSW / Exhibit A Signature.
If Revise is chosen the next step is Project Manager Approves.
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LSW/Exhibit A Signature
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The LSW / Exhibit A Signature finalizes all the Director’s signatures from DocuSign and automatically takes the Submit action.
The next step is DoF Procurement Reviews Authorities.
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Contract Admin Reviews Authorities
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Contract Admin reviews the signing authorities and takes the Submit action.
The next step is Administrative Assistant Final Review.
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Administrative Assistant Final Review
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Administrative Assistant reviews the process and takes the Submit action.
The next step is Contract Admin Review/Distribute.
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Contract Admin Review/Distribute
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Contract Admin reviews and distributes as needed and takes the Submit action.
The next step is SAP Hold Step.
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SAP Hold Step
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The SAP Hold Step triggers the release of the change to SAP and sits in this step until SAP has processed and sent back the successful notification. Once the successful import is completed the process will automatically take the Submit action.
