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Result or Product of this Process

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 This process allows the project manager Project Manager to change the project budget at any time following approval of the Stage 1 budgetif funds are needed for non-PO Cost or for PO Only (no contract).

Process Details

Composition Setup
 
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idCR
Card
labelSummary

 This process is started by the project manager. Projects that contain a request for Capital Renewal funds are routed to a CC Planner for review or input before completing the remainder of the process.

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labelProcess Map

 Image Added

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labelActors and ActionsStep Descriptions

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Process Start (By Project Manager)Start

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  • The Project Manager fills out the required fields and clicks Submit.
  • The next step is Systems Renwal?

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Systems Renewal

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  • The
project manager fills out the required fields and takes the following action:

Submit

  • Status of Process: Submitted
  • Causes Field Validation: No
  • Makes data field assignments
    • Next Step: Return Funds?
    • system determines if this process is for Systems Renewal based on the project manager's response to the question "Requesting Add'l Capital Renewal funds?"
    • If it is for Systems Renewal the next step is CC Planner Review
    • If it is not for Systems Renewal the next step is Return Funds?

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    CC Planner Review

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    • The CC Planner reviews the process, completes any required fields and chooses one of these actions;
      • To CC Planning Manager
      • To PM for Revision
    • If To CC Planning Manager is chosen the next step is CC Planning Manager Review.
    • If To PM is chosen the next step is Initiator Revise.

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    CC Planning Manager Review

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    • The Planning Manager reviews and may edit the process When finished the only option is to send the process back to the CC Planner

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    CC Planning Dir Review

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    • The CC Planning Director reviews the request and has the option to Submit if approved or ask the CC Planning Mgr for revisions.

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    Initiator Revises

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    • From the CC planner Review step the CC Planner can request that the project manager revise the request. Once revised, the PM can resubmit the request to the CC planner.

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    Return Funds?

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    Decisional: Return funds to program?

  • True
    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: No
    3. Next Step: Program Manager Review A
    • False
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
    • Next Step:
    • Return funds is a decision step.
    • If funds are being returned to the program the next step is Program Manager Review A
    • If funds are not being returned to the program the next step is 
    • Program Manager Review B

    Toggle Cloak
    Program Manager Review A

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    • The
    program manager
    • Program Manager reviews the process
    and
    • , adds comments if necessary
    . When finished one of the following actions are taken:
    • and when finished chooses to Submit or to Revise.
    • If Submit is chosen the next step isCC Director Review.
    • If Revise is chosen the next step is Initiator Revise and Submit.

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    CC Director Review

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    • The CC Director reviews the form and has the option to Submit or Revise.
    • If Submit is chosen the next step is Financial Analyst Adjusts Funding.
    • If Revise is chosen the next step is Initiator Revise and Resubmit.
  • Submit
    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: Yes
    3. Next Step: Financial Analyst Adjusts Funding
    • Revise
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
  • Add Comments: Yes
  • Require Comments: Yes
  • Data Field Assignments: N/A
    • Next Step: Initiator Revise and Submit

    Toggle Cloak
    Initiator Revise and Submit

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    The project manager
    • The Project Manager reads the comments, reviews process fields and updates as necessary
    . When finished takes one of the following actions:
  • Resubmit
    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: Yes
    3. Data Field Assignments are made
    4. Next Step: Return Funds
    • Void
  • Status of Process: Void
  • Causes Field Validation: No
  • Add Comments: Yes
  • Comments Required: Yes
  • Data Field Assignments: N/A
    • Next Step: Finish
    • and when finished chooses to Resubmit or to Void.
    • Resubmit is chosen the next step is Return Funds
    • If Void is chosen the next step is Finish

    Toggle Cloak
    Governance Review

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    • The Budget Planning Manager reviews process fields and updates the funding data as necessary and when finished chooses Submit.

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    Financial Analyst Adjusts Funding

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    • The Financial Analyst reads the comments, adjusts the funding and then
    takes the following action:

    Submit

    1. Status of Process: Leave Status Unchanged
    2. Causes Field Validation: Yes
    3. Data Field Assignments: N/A
    4. Next Step: Finish

     

     

     

    e-Builder Instructions

    • clicks Submit.
    • The next step is True-Up Form/Addl, a mail merge step that creates the True-Up form.
    • Once the mail merge is completed the process is Code Complete and goes to the Finish step.

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    True Up Form

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    • Automatic Step to generate the True Up form document
    • The next step is Finish

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    Program Manager Review B

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    • The Program Manager reads the comments, reviews the process fields and chooses to Submit or Revise.
    • If Submit is chosen the next step is CC Project?
    • If Revise is chosen the next step is PM Reviews Com Initiator Revise and Resubmit

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    CC Project?

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    • This is a decision step. e-Builder evaluates the Project Type to determine if the value is "Capital Renewal"
    • If True the next step isProject Director Review
    • If Falsethe next step is M&U Project?

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    M&U Project?

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    • This is a decision step. e-Builder evaluates the Project Type to determine if the value is "Utilities".
    • If True the next step is M&U Director Review
    • If False the next step is OCP Project?

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    OCP?

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    • This step is a decision step. e-Builder evaluates the Project Type to determine if the value is "OCP"
    • If True the next step is OCP Director Review
    • If False the next step is Director of Housing Review

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    Campus Services?

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    • This step is a decision step. e-Builder evaluates the Project Type to determine if the value is "Campus Services"
    • If True the next step is Campus Services Director.
    • If False the next step is Dir of Fin & Adm Review

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    Dir of Fin & Adm Review

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    • The Director of Finance and Administration reads the comments and review the process fields and has the option to Submit, Revise, or Send to CC Director.
    • If Submit is chosen the next step is VP, CSS Executes.
    • If Revise is chosen the next step is Initiator Revise and Resubmit.
    • If Send to CC Director is chosen the next step is CC Director Review.

    Toggle Cloak
    VP, CSS Executes

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    • The IBO Director reads the comments and review the process fields and has the option to Submit, Revise, or Send to CC Director.
    • If Submit is chosen the next step is DoF Dept Funding?
    • If Revise is chosen the next step is Initiator Revise and Resubmit
    • If Send to CC Director is chosen the next step is CC Director Review.

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    CC Director Review

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    • The CC Director reads the comments and review the process fields and has the option to Submit or Revise.
    • If Submit is chosen the next step is CC Director Review.
    • If Send to Dir of Fin and Adm is chosen the next step is Dir of Fin & Adm Review.
    • If Send to Utilities Director is chosen the next step is Utilities Director Review.
    • If Send to O&M Director is chosen the next step is O&M Director Review.
    • If Send to FEG Director is chosen the next step is SEG Director Review.
    • If Send to M&U Director is chosen the next step is M&U Director Review.
    • If Send to OCP Director is chosen the next step is OCP Director Review.
    • If Send to Campus Services Director is chosen the next step is Campus Services Director.

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    M&U Director Review

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    • The M&U Director reads the comments and reviews the process fields and clicks Submit.
    • The next step is Department Funding?

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    OCP Director Review

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    • The OCP Director reads the the comments and reviews the process fields and clicks Submit.
    • The next step is Department Funding?

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    DoF Department Funding?

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    • This is a decision step. e-Builder evaluates the value of the Department Funding field.
    • If Yes the next step is Governance Review_2
    • If False the next step is DoF Contingency?

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    Governance Review_2

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    • Governance Review reads the comments and reviews the process fields and clicks Approve.
    • The next step is True Up Form / Addi
    • If the To PM -> Revise action is taken the next step is Initiator Revise & Resubmit.

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    DoF Contingency

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    • This is a decision step. e-Builder evaluates the value of the Funding Source field.
    • If True the next step is Financial Analyst Adds Funding
    • If False the next step is EVPT Contingency?

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    EVPT Contingency

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    • This is a decision step. e-Builder evaluates the value of the Funding Source field.
    • If True the next step is Deputy EVPT Review
    • If False the next step is Governance Review_1

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    Deputy EVPT Review

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    • The EVPT Office reads the comments and reviews the process fields and then clicks Submit.
    • The next step is Financial Analyst Adds Funding

    Toggle Cloak
    Governance Review_1

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    • Governance Review reads the comments and reviews the process fields and clicks Approve.
    • The next step is True Up Form / Addi

    Toggle Cloak
    True Up Form

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    • Automatic step to generate the true up form document.
    • The Next Step is Financial Analyst Adds Funding

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    Financial Analyst Adds Funding

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    • The financial analyst adds the funding to the project and will compete the required process fields clicks to add funds.
    • The next step is Finish

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    Finish

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    ...