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 Result or Product of this Process

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The purpose of the MOU & Stage 1 Budget process is to request DLC approval for the initial (Stage 1) budget for Academic projects. This process can be initiated by This process enables the engagement of the Office of the Provost, School and DLC to better define the project and budget.

Composition Setup
 

Process Details

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idMOU
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labelSummary

This process:

  • Starts automatically (is spawned) from 02.03 CRSP Screening Kickoff (CRSPK)
  • It can also be started by the e-B admin.
    • Facilities the process of gathering comments from certain teams (for instance SEG or EHS) about the project and generates an MOU (Memorandum of Understanding)

    The output of this process is an MOU which spawns a Stage 1 process. The MOU goal is to document DLC endorsements. This MOU process is used primarily for CRSP/Academic projects. 

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    labelProcess Map

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    labelStep Descriptions

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    1. Process Start

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    • The process is usually started by a spawn step in CRSP Screening Kickoff. The process can be started manually by the project manager.
    • The process can also be started by the eB Admin. If so, the eB Admin must complete the Department, Project Description, 100% CRSP Funding and Stage 1 Budget fields.
    • If started by the spawn process the fields listed above will be automatically filled out
    • Next step: PIT Meeting Required

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    2. PIT Meeting Required? Conditional Step

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    • The PIT Meeting Required conditional step determines the path the process will take based on if the data field "PIT Meeting Required" has been marked "Yes" . It will automatically take one of the following paths:
    • If True (Yes) the next step is PM schedules PIT meeting
    • If False (No) the next step is Provost Office Draft MOU

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    3. PIT Meeting Occurs

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    • Once the PIT meeting has been completed the Project Manager opens and reviews the process and completes the required fields in the form. When finished the Project Manager takes the SUBMIT action.
    • Next Step: PM Verifies Team Assignments

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    4. Provost Office Draft MOU

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    • The Provost Office drafts the MOU by completing all of the required fields, including Description of Project, Scope of Work, Assumptions and Qualifications, Design and Construction Delivery, Preliminary Range Estimate, Intent, Funding, LocationSize and Schedule and Endorsements. For any entry made into a text box where it is possible to control text attributes the Font should be set to Arial and the Font Size set to 16px.
    • It is possble to paste text from a document into e-Builder text fields. It is important that the Font be set to Arial and Font Size set to 16px.
    • Since the amount of work on the page is considerable, use the Save Draft button to save the process as necessary prior to taking the Submit action.
    • When complete, take the SUBMIT action.Next Step: Submit action the next step is Team Review.

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    5. PM Verifies Team Assignments

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    • The Project Manager verifies that the project team includes all the resources/roles required to provide input to the Provost Office so that an accurate and complete MOU can be prepared. Resources appear on the Details page of the project.
    • If additional roles/resources are needed the Project Manager should request those resources using the 01.03 Add Resource to a Project process.
    • The Project Manager reviews the process, verifies the resources and clicks SUBMIT.
    • Next Step: Provost Office Draft MOU

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    6. Team Review

    Spawn Stage 1

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    • This step will automatically spawn a 02.06 - Stage 1 Budget (S1BA) process.

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    Team Review

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    • The Project Team reviews the MOU content.
    • The process has been configured so that all of the team members (the e-Builder term is actors) must complete the Team Review step and then take the SUBMIT action
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    • IS&T Lead, Project Manager, CC Sustainability, CC Planning Manager, EHS Project Liaison, CR Admin and OCP Planner review the process and then Submit. All actors must complete their tasks and SUBMIT.
    • If a team member has was not been properly assigned the process will continue without input from that person.
    • Next Step: Provost Office Reviews MOU Comments

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    7. Provost Office Reviews MOU Comments

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    • The Provost Office reviews the process, fills out or alters the required fields using the input from previous steps in the process and clicks SUBMIT.
    • Next Step:  Program Manager MOU Review

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    8. Program Manager MOU Review

    Adding Comments/No Comment

    • Add your comments using the Comments tab. After adding your comments take the SUBMIT action.
    • If you have no comments, enter "N/A" or "No Comments" using the Comments tab. You must take the SUBMIT action even if you take this option not to comment.

    Escalation Rules

    • This process step has escalation rules applied. After 7 days the process moves to the next step - Provost Office Reviews MOU Comments. If you do not comment, or indicate no comment within the 7 days you will lose your opportunity to contribute to
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    • The Program Manager reviews the process and has the option to select either the Submit or Revise action..
    • If the Program Manager clicks Submit the next step is Project Manager Final MOU Review.
    • If the Program Manager clicks Revise the next Step is Provost Office Reviews MOU Comments. This option can be taken when the Program Manager wishes to engage with the Provost Office about the content of the MOU.

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    9. Project Manager Final MOU ReviewPM Reviews Team Comments

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    • The Project Manager reviews the process and has the option to select either the Submit or Revise action.MOU comments from the team.
    • When finished, If the Project Manager chooses Submit then the next step is MOU MMtakes the SUBMIT action.
    • If the Project Manager chooses Revise then the Submit is chosen the next step is Provost Office Reviews MOU Comments.This option can be taken when the Project Manager wishes to engage with the Provost Office about the content of the MOU.

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    10. MOU MM (Mail Merge Automation Step)

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    • System performs MOU MM.  (Mail Merge) This produces the MOU document.
    • Next Step: Provost Distributes to DLC for Review
    • If Revise to Team is chosen the next step is Team Review.
    • If Void is chosen the next step is Finish.

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    Provost Office Reviews MOU Comments
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    11. Provost Distributes to DLC for Review

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    • The Provost Office reviews the process, fills out the required fields and clicks SUBMIT.Next Step: PM Enters Benchmark and 51 Estimate MOU comments from the team and makes edits to the MOU content if needed.
    • When finished the Provost Office takes the SUBMIT action the next step is Program Manager MOU Review.
    • When the DLC Endo Outside of EB action is taken the next step is Finish.

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    12. Project Manager Enters Benchmark and S1 EstimatePM Review

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    • The Project Manager reviews the process, fills out the Benchmark and Stage 1 data, prints the Stage 1 mail merge and attaches it to the process and has the option to take an action to Submit or Revise.MOU comments from the Provost Office.
    • When finished, the Project Manager takes the Reviewed action.
    • If Reviewed If Submit is chosen the next step is Program Manager MOU Review.
    • If Revise to Prov. is chosen the next step is Provost Distributes to DLC for ReviewOffice Reviews MOU Comments.

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    13. Program Manager ReviewHold

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    • The Program Manager reviews the process MOU content and had has the option to take an action to either the Submit or Revise .If Submit is chosen the next step is Stage 1 MMaction..
    • If Revise is chosen the the Program Manager clicks Reviewed the next step is PM Enters Benchmark and 51 Estimate.

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    14. Stage 1 Mail Merge

    • Final PM Review
    • If the Program Manager clicks Revise the next Step is PM Review
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    • The Stage 1 MM step is a mail merge automation step that completes the below items and automatically takes the following action:
    • Next Step: CC Director Review.

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    15. CC Dir Final PM Review

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    • The CC Dir The Project Manager reviews the process, adds comments, MOU and has the option to take an action to select either the Submit or Revise action.
    • If Submit is chosen the Next Step is Provost Office Reviewsthe Project Manager chooses Reviewed then the next step is MOU MM.
    • If Revise is chosen the Project Manager chooses Revise to Prov. then the next step is PM Revises Stage 1 Estimate.

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    16. PM Revises S1 Estimate

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    • The Project Manager reviews the process, fills out the required fields and takes the Submit action to send to the Program Manager.
    • Next Step: Program Manager Review
    • Provost Office Reviews MOU Comments. This option can be taken when the Project Manager wishes to engage with the Provost Office about the content of the MOU.

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    Provost Office Obtains DLC Endorsement
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    17. Provost Office Review

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    • The Provost Office reviews the process, fills out the required fields, and has the option to Submit or to Revise.
    • If Submit is chosen the next step is a spawn step which starts the 03.01 Milestone Project Estimate
    • downloads the system generated MOU.
    • The MOU is distributed to the DLC for review and endorsement.
    • The process remains in this step until the endorsed MOU is returned from the DLC. The endorsed MOU is added to the process step by uploading the document into the Executed MOU field.
    • When Submit If Revise is chosen the next step is PM Revises S1 Estimate Finish.

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    18. Start Milestone Project Estimate (Spawn Step)

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    • The Start Milestone Project Estimate spawn step creates a process instance for 03.01 Milestone Project Estimate process.
    •  Next Step: Finish

    19. Finish

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    idtrmou
    labelTraining Matrerial

    Use the Download arrow at the bottom left of the PDF frame to download a copy of this presentation.

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    nameMOU and Stage 1 MPEB Training.pdf

    Note

    e-Builder generates a Word document for editing by the project manager. Copies of the MOU that are distributed for comment will be in PDF format and not be editable by the reviewers.

     

     

     

    Finish

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