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$100K+ Purchases and New Consultant
Process Required Documents 

Full IS&T Procurement and Approval Process

Requests must be sent to the Finance Team
via email and need to include the following
information:

• Vendor
• Purchase Order Amount
• Business Justification
• Consultant Name
• Hourly Rate
• Engagement Period
• Onsite or Offsite
• Statement of Work (Consultants ONLY)
• Selection of Source Form (PDF)
• NEW VENDORS ONLY: MIT Vendor Registration Form
  FINANCE TEAM ONLY:
  Finance Internal Expense Form ($100k_Consult)

Request for Payment

• Online Request for Payment

IS&T Policies 

• Computer Purchases
• Expense Reimbursement
• Food and Beverage
• Mobile Policy FAQs
• Travel
• Procurement Card
  Software Development and Time Allocation Processes:
  
• Project Cost Template Instructions and SW Dev Budget Approval Process
• IS&T Monthly and Quarterly Time Allocation Process         
  Other
• Requisition Submission Guidelines (FINANCE TEAM ONLY)

Additional Required forms for hiring
Independent Contractor(See Below)

• Resume
• Independent Contractor Form
• Independent Contractor Instructions

HR/Payroll Resources

• ePaystubs
• SAPweb Self Service

IS&T Cost Object and GL Lists

• Commonly Used Cost Accounts (General Ledger Accounts)

Request for Proposal

• Sample RFP (Request for Proposal)

Travel Booking & Expense Reporting System

• Concur System
• Travel Resources

Prior to all Business Case submission to Head of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):

1. IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant. 

• FY'14 Project Cost Template
   
• Instructions: IS&T Project Cost Template Instructions and SW Dev Budget Approval Process.
  
     It is recommended that all Project Managers set up an
     in-person meeting with their FBC to discuss assumptions
     and issues. Guidance on filling out the IS&T Project Cost
     Template can be provided by your Team Lead or your FBC.
  

Once the Business Case submission has been approved by an External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.) or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:

1. Send email to Associate Directorate FBC
with the following information:

         Funding Source: Project Name - Phase        
         Example: AS: Request For Payment - Phase 1        
 

Once a project is approved and the required information has been submitted to IS&T Finance, all further forecasting and planning is to be done in the IS&T Time Allocation Model.

Roles & Responsibilities:

   Team Leads and/or Managers: Responsible for providing approved effort allocations for their staff and consultants. 

   FBC: Responsible for collecting this information and producing monthly reporting. 

   HR: Will make allocation changes in the payroll system on a quarterly basis.

IS&T Project Cost Template must include:

• List of Resources (Internal & External)
• Estimated Hours on Project for each Resource
• Estimated Other Costs (Hardware, Software,Etc.)
• Estimated Ongoing Support
  

• Project Name using Standard Naming Convention (see above)       
• Brief Description of Project (2-3 sentences)
• Project Time Frame
• Sponsor Approved Budget
• Funding Source (Software Development or GIB)

Time Collection Process:
Step 1: FBCs will set up meetings with Team Leads and/or Managers document staff and consultant effort, distribute for approval and receive email approval from Team Lead/ Manager        

Step 2:  Finance will produce and post monthly reports on the IS&T Finance wiki, making them available to Team Leads, Managers, Project Managers and Associate Directors

2. Once the IS&T Project Cost Template is submitted all
assumptions will be reviewed and approved by the area FBC.

3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for
Associate Director approval.

4. Once Associate Director approval is recieved, the project
and the costs outlined in the IS&T Project Cost Template
can be submitted to the Head of IS&T for approval and then
to External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL.

Link to: IS&T SW Dev Time Allocation Reports

Time Allocation Calendar: FY'13 Time Allocation Calendar

Step 3:  Team Leads working with Project Managers with notify FBC’s of any additional changes to staff/consulting time allocations

Step 4:  Finance Team will produce final monthly reports and post on the IS&T Finance wiki, making them available to Team Leads, manager, Project managers and Associate Directors --


Step 5:  Finance will submit to HR, quarterly adjustments to salary charges based on these allocation reports --


ALL PROJECT FINANCIALS:  All Project Financials are required to ONLY come from IS&T Finance (including both Actuals and Forecasts).

Associate Director Area

Financial Business Consultant

Financial Assistant

Administrative Systems

Rosalind James
rijames@mit.edu

Corinne Hamilton
cbutler@mit.edu

Education Systems

Rosalind James
rijames@mit.edu

Corinne Hamilton
cbutler@mit.edu

Data Management

Anne Denna
abdenna@mit.edu

Sean Nicholson
s_nichol@mit.edu

Customer Support

Anne Denna
abdenna@mit.edu

Sean Nicholson
s_nichol@mit.edu

Systems Engineering

Rosalind James
rijames@mit.edu

Andrea Sullivan
aquinn@mit.edu

Operations & Infrastructure

Mark Jones
mmjones@mit.edu

Eileen Kenney
eileenk@mit.edu

Telephone and Network Service Center

Mark Jones
mmjones@mit.edu

Paul Dawson
ptdawson@mit.edu

Administration

Manager
Allen Wallace
awall@mit.edu

Paul Dawson
ptdawson@mit.edu