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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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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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    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 AssignmentsSpawn Stage 1

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    • This step will automatically spawn a 02.06 - Stage 1 Budget (S1BA) process.
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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 the MOU is properly reviewed.
    • Project managers are reminded that project resources appear on the Details page of each 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: Team Review

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    6. 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.
    • If a team member was not properly assigned the process will continue without input from that person.
    • Next Step: Provost Office Reviews MOU Comments

    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 the MOU.

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    PM Reviews Team Comments

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    • The Project Manager reviews the MOU comments from the team.
    • When finished, the Project Manager takes the SUBMIT action.
    • If Submit is chosen the next step is Provost Office Reviews MOU Comments.
    • 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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    7. Provost Office Reviews MOU Comments

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    • The Provost Office reviews the MOU comments from the team and makes edits to the MOU content if needed.
    • When finished , the Provost Office takes the SUBMIT action .Next Step:  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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    8.
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    PM Review

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    • The Project Manager reviews the MOU comments from the Provost Office.
    • When finished, the Project Manager takes the Reviewed action.
    • If Reviewed is chosen the next step is Program Manager MOU Review
    • If Revise to Prov. is chosen the next step is Provost Office Reviews MOU Comments.

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    Program Manager Hold

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    • The Program Manager reviews the MOU content and has the option to take either the SUBMIT Submit or REVISE Revise action..
    • If the Program Manager clicks SUBMIT Reviewed the next step is Project Manager Final MOU PM Review.
    • If the Program Manager clicks REVISE 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. PM Review

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    9. Project Manager Final MOU PM Review

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    • The Project Manager reviews the MOU and has the option to select either the SUBMIT Submit or Revise action.
    • If the Project Manager chooses Submit Reviewed then the next step is MOU MM.
    • If the Project Manager chooses Revise to Prov. then 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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    • In this step the e-Builder system uses a template to generate the MOU document and attach it to the process.
    • The system has been set to generate a Word document so that the MOU can be edited duing the next step.
    • Next Step: Provost Distributes to DLC for Review

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    11. Provost Distributes to DLC for ReviewProvost Office Obtains DLC Endorsement

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    • The Provost Office downloads the system generated MOU.
    • If the MOU requires any editing, the Provost Office uses Word to make the edits. For example, if a graphic was added to the document and is too large, the size may need to be reduced. If fonts were inconsistently applied those fonts can be corrected in Word.
    • 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 finished, the Provost Office takes the
    • Next Step: PM Enters Benchmark and 51 Estimate

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    12. PM Enters Benchmark and S1 Estimate

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    • The Project Manager adds Benchmark and Stage 1 information.
    • The required fields are Level of Design Proposed, Design Fee, Pre-Con/Estimating Fee, Hazmat Testing, Other Costs.
    • The Project Manager has the option to take the SUBMIT or REVISE action.
    • If SUBMIT is chosen the next step is Program Manager Review.
    • If REVISE is chosen the next step is Provost Distributes to DLC for Review.

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    13. Program Manager Review

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    • The Program Manager reviews the Stage 1 information and had the option to take an action to SUBMIT or REVISE.
    • If SUBMIT is chosen the next step is Stage 1 MM.
    • If REVISE is chosen the next step is PM Enters Benchmark and S1 Estimate.

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    14. Stage 1 Mail Merge

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    • In this step the e-Builder system generates the Stage 1 document from a template and adds it to the process.
    • The result of this step is that a combined Executed MOU/Stage 1 document is presented for CC Director Review in the next process step.

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    15. CC Dir Review

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    • The CC Dir reviews the Executed MOU/Stage 1 docuement and has the option to add comments to the process. The CC Directore has the option to take either the SUBMIT or REVISE action.
    • If SUBMIT is chosen the Next Step is Provost Office Reviews.
    • If REVISE is chosen 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 comments made by the CC Director, makes the required corrections and takes the Submit action to send to the Program Manager.
    • Next Step: Program Manager Review

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    17. Provost Office Review

    • 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 Budget Approval process.
    • If Revise is chosen the next step is PM Revises S1 Estimate
    • Finish.

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    18. Contract Manager Distributes

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    The MOU/Stage 1 document is distributed.

    The Contract Manager has the option to Revise or Distrubute.

    If Revise is chosen the process returns to the Provost Review step.

    If Distributed is chosen the next step is Start 3.01 Budget Approval Process.

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    19. Start Budget Approval (Spawn Step)
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    • The Start 03.01a Budget Approval Process spawn step creates a process instance to be used for the budget.
    •  Next Step: Finish

    20. Finish

     

     

     

     

     

     

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    Finish

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