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Note

This page is in development to accompany the rollout of the new financials processes.

Result or Product of this Process

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Use this process for Budget Requests. It replaces the 3.01 Milestone Project Estimate and Budget request process and the budget template/Excel spreadsheet.to request approval for project budget(s). (Budget = Funded Amount)

Composition Setup
 
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labelSummary

Projects now have an appropriate budget template added when the project is created. Users run the 03.01a Project Budget RequestApproval process to create the project budget . No Excel template/spreadsheet is required to create or gain approvals of a project budget.Once the budget is created the process is routed for and gain approvals.

This process also results in the assignment of a cost object to the project.

Note

This version of the process includes steps, early in the workflow, to ensure that 0's and negative numbers are properly handled to comply with integration requirements.

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labelWorkflow

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labelPM Instructions - Using the Budget Template

Create your budget by:

  • Fill out all required fields.
  • Click on the Add All Line Items button. This will load the budget template for your project.
    • In the Change Amount column, click on the Pencil icon and edit the amount.

  • Repeat steps 2 and 3 for as many lines as you need to create your budget.

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    labelStep Descriptions

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    1.Start Step

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    • The Start step allows the user, typically the project manager, to enter information about the budget as well as budget line items.
    • Also also entered on this screen is information and details for infrastructure funding and alternates.
    • On the Submit action the next step is Started by Spawn?.

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    eB Admin Process

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    This step is only for use by eB Admins to add to the budget to cover admin costs for CRSP projects.


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    2. Started by Spawn (Decisional Step)

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    • The Started by Spawn? conditional determines if the process was started by spawn (instead of started by a user).
    • If the conditional is False the next step is Stage 1?.
    • If the conditional is True the next step is PM Enters Stage 1

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    3. Stage 1? (Decisional Step)

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    If this Stage 1 is evaluated False the next step is Program Manager/Planning Manager Review.

    If True the next step is PM Enters Stage 1.

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    4. Stage 1? (Decisional Step)

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    If this State 1 is True the next step is PM Enters Stage 1.

    If false the next step is Project Manager Enters Budget.

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    5. PM Enters Stage 1

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    In this step the PM enters the Stage 1 budget.

    If not needed the PM takes the Void Action which voids the process and moves it to Finish.

    If a Stage 1 is entered the Submit action is taken. The next step is Program Mgr/Planning Mgr Review

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    3. Project Manager Enters Budget

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    • The project manager enters both information about the budget and the Budget Line Items.
    • Budget Line Items are are entered by using the Budget Change Items section of the process form. (Because the project manager is editing the template loaded when the project was created)
    • When the process form is completed and ready to be reviewed the project manager clicks Submit.
    • Next Step: Program Manager Review
    • The project manager may also Void the process from this step.

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    4. Program Manager/Planning Manager Review

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    • The Program Manager and/or Planning Manager reviews the budget.
    • The Program Manager and/or Planning Manager has the option of taking either the Submit or Revise action.
    • If Submit is selected a series of evaluation steps are executed so that the budget is sent for approval to the correct Directorthe next step is Campus Construction.
    • If Revise is selected the next step is Initiator Revise and Resubmit.

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    5. Initiator Revise and Resubmit

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    • The process initiator reads the comments and fills out the required fields and has the option to Resubmit or Void.
    • If the initiator chooses Resubmit the next step is Program Manager/Planning Mgr Review
    • If the initiator chooses Void the next step is Finish

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    Campus Construction? (Decisional Step)

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    6. CC Director and Director of Projects or M&U Director or OCP Director or Campus Services Director or IBO Director Review

    If True the next step is Capital Renewal?

    If False the nest step is M&U?

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    M&U? (Decisional Step)

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    If True the next step is M&U Director Approval.

    If False the next step is OCP?.

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    M&U Director Approval

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    The M&U Director reviews the budget and has the option to Submit or Revise.

    If Submit is chosen the next step is Capital Project?

    If Revise is taken the nest step is Initiator Revise 2

     

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    OCP? (Decisional Step)

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    If True the next step is OCP Director Approval.

    If Revise is selected the next step is Initiator Revise 2.

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    Campus Services (Decisional Step)

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    If True the next step is Campus Services Director Approval.

    If False the next step is IBO Director Approval.

     

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    IBO Director Approval

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    The IBO Director reviews the budget and has the option to Approve or Revise.

    If Approved is chosen the next step is Capital Project?

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  • One of the above reviews the process and takes an action to Submit or to Revise
    • If Submitis chosen the process passes through several decision steps to determine if it contains a funding request and if it is a capital or academic project
  • If the process is determined to be for a capital project the next step is Governance Review.
  • If the process is determined to be for an academic project the next step is CRSP Admin Distributes
    • If the process is determined not to be for Capital or Academic the next step is R-CRSP Committee Review/Approval.

    If Revise is chosen the next step is Initiator Revise

    and Resubmit

    2.

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    7. Funding RequestCapital Renewal Only? (ConditionalDecisional Step)

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    • The funding request step is a conditional that determines if additional funding is needed with the budget request by evaluating the "Does this review include a request for funding" field.
    • If True (Yes) the next step is Capital Project? (F)
    • If False (No) the next step is Capital Project?

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    8.  Capital Project? (F) (Conditional)

    If True the next step is CC Director Approval.

    If False the next step is Hold for Team Estimate Review Mtg

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    Hold for Team Estimate Review Mtg

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    This is a hold step until the the Team Estimate Review meeting is held.

    After the meeting the budget can be submitted for CC Director Approval or sent for revision. (Initiator Revise 2)

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    CC Director Approval

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    The CC Director reviews and takes either the Submit or Initiator Revise action.

    If Submit the next step is Capital Project?

    If Revise the next step is Initiator Revise and Resubmit

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    The capital project (F) conditional determines if the Program type equals Capital Group based on the Project Custom Field "Program Type" entry being Capital Group.

  • If True the next step is Governance Review
    • If False the next step is Provost Review

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    9. Capital Project? (Conditional)

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    • The Capital Project? Conditional determines if the program type equals Capital Group based on the Project Custom Field "Program Type".
    • If True Yes the next step is  Cost Object AssignedCapital Project Approval.
    • If False the next step is CRSP Admin Distributes

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    10. CRSP Admin Distributes

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    • The CRSP Admin reviews the process and distributes to Associate Provost, DLC & School and has the option of sending to RCRSP or Put on Hold.
    • If RCRSP is chosen the next step is R-CRSP Committee Review / Approval
    • If Put on Hold is chosen the next step is Project on Hold

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    11. R-CRSP Committee Review Approval

    • DLC Distribution/RCRSP Approval

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    Capital Project Approval

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    • There are three actions from this step.
    • If Approve is chosen the next step is Cost Object Assigned
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    • The CRSP Admin reviews the process, completes the required fields and has the option to Approve, Revise or Reject
    • If Approve is selected the next step is Financial Officeer Office Obtain Cost Objects.
    • If Revise is selected chosen the next step is CRSP Admin DistributesInitiator Revise and Resubmit.
    • If Reject Put on Hold is selected chosen the next step is Finish. Project on Hold

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    12. Governance ReviewDLC Distribution/RCRSP Approval

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    The CC Planning Manager and or CRSP Admin

    reviews the process, completes the required fields and has the option to Approve, Put On Hold, or Revise.

    take one of the following actions from this step:

    If Approve is

    selected

    chosen the next step is Cost Object Assigned?

    If Revise is selected

    If

    Put On Hold is selected the next step is Project On Hold

    Reject is chosen the next step is Initiator Revise

    and Resubmit

    2.

     

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    13. Project On Hold

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    • The e-B CRSP Admin reviews the process, completes the required fields and clicks Submit
    • The next step is Governance Review Capital Project Approval

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    14. Cost Object Assigned? (Decisional Step)

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    • This step determines if a cost object is assigned to the process
    • If True (no) the next step is Financial Officer Obtain Cost Object
    • If False (yes) the next step is Financial Analyst Imports Data

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    15. Financial Officer Obtain Cost Object

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    • The Financial Officer obtains the cost object number, updates the process and takes the Received action.
    • The next step is Financial Office Updates PICs and takes the Submit action.

     

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    16. Financial Officer Updates PICS

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    The Financial Officer updates PICS and takes the Submit action.

    The next step is Finish.

    17. Finish

    ...

    Finish

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    labelPM Instructions - Using the Budget Template

    Create your budget by:

    1. Fill out all required fields.
    2. Click on the Add All Line Items button. This loads the budget template. Only the first few lines of the template are shown in the example below. The full template when loaded is 168 lines.
    3. In the Change Amount column, click on the Pencil icon and edit the amount for each line you wish to use in the template.

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    labelRCA Form

    An RCA form can be printed. To print the form:

    1. Open the 3.01 Budget Approval Process.
    2. Click the Print button. The Mail Merge Templates menu appears.
    3. Click the Merge Templates radio button.
    4. Choose RCA Form from the drop down menu.
    5. Click Print on the Mail Merge Templates menu.
    6. A document is created and may be opened. The exact way in which the document is displayed and opened is browser dependent.

    Frequently Asked Questions and Solutions

    1. How can I add notes to the budget detail lines?
      Answer: The Notes column for each Budget Detail line can be populated using Word. Add notes for any budget line you wish to annotate. You may attach an edited version of the Word document with notes to the process for future reference.
    2. Why is there an error message in the square footage line?
      Answer: The square footage was not entered into e-Builder, or was entered in the incorrect field.
    3. How can I remove the 0 lines in the printed form.
      Answer: The budget detail is printed in a Word table. You may delete the 0 line rows from the table in Word.
    4. The Scope Description and Design Pricing basis are blank.
      Answer: If those lines are blank edit them in Word.
    5. My form has a DRAFT watermark on it? Can I remove it?
      Answer: The DRAFT watermark will be printed when the process is saved as a draft. Move the process through the workflow steps and the Draft watermark will not be appear..
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    labelFinancial Officer Instructions

    The Financial Officer performs three actions in this process:

    1. Obtain a Cost Object and add it to e-Builder.
    2. Manually copy budget information from the PBAP process to PICS.
    3. Take the Submit action that establishes or updates the budget in e-Builder.