Versions Compared

Old Version 23

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

compared with

New Version Current

changes.mady.by.user Unknown User (robertbr@mit.edu)

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Comment: Migration of unmigrated content due to installation of a new plugin

...

Round Rectangle
bgcolor#e6f2ff

Use this process to request approval for project budget(s). (Budget = Funded Amount)

Composition Setup
 
Deck of Cards
idMSB
Card
labelSummary

Projects now have an appropriate budget template added when the project is created. Users run the 03.01a Budget Approval process to create the project budget 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.

Card
labelWorkflow

Image Added

 

 Image Removed

 

Card
labelStep Descriptions

Toggle Cloak
Start Step

Cloak

 

  • 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?.

toggle-cloak
eB Admin Process

Cloak

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


Toggle Cloak
Started by Spawn (Decisional Step)

Cloak
  • 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

Toggle Cloak
Stage 1? (Decisional Step)

Cloak

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.

Toggle Cloak
Stage 1? (Decisional Step)

Cloak

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

If false the next step is Project Manager Enters Budget.

Toggle Cloak
PM Enters Stage 1

Cloak

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

Toggle Cloak
Project Manager Enters Budget

Cloak
  • 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.

Toggle Cloak
Program Manager/Planning Manager Review

Cloak
  • 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 the next step is Campus Construction.
  • If Revise is selected the next step is Initiator Revise and Resubmit.

Toggle Cloak
Initiator Revise and Resubmit

Cloak
  • 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

Toggle Cloak
Campus Construction? (Decisional Step)

Cloak

If True the next step is Capital Renewal Decisionsl?

If False the nest step is M&U Decisional Decisional is Next?

Toggle Cloak
M&U? (Decisional Step)

Cloak

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

If False OCP Decisional the next step is OCP?.

Toggle Cloak
M&U Director Approval

Cloak

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

Submit to Capital Project Decisional

Revise to Initiator Revise 2

 

Toggle Cloak
OCP? (Decisional Step)

Cloak

If True the next step is OCP Director Approval.

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

Toggle Cloak
Campus Services (Decisional Step)

Cloak

If True the next step is Campus Services Director approvalApproval.

If False the next step is IBO Director approvalApproval.

 

Toggle Cloak
IBO Director Approval

Cloak

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

If Approved is chosen the next step is Capital Project?

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

Toggle Cloak
Capital Renewal Only? (Decisional Step)

Cloak

If True the next step is CC Director Approval.

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

Toggle Cloak
CC Director Approval

Cloak

Can revise to Initiator Revise

Submits to Capital Project Decisional

Toggle Cloak
Funding Request? (Conditional)

Cloak
  • 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?

Toggle Cloak
Capital Project? (F) (Conditional)

Hold for Team Estimate Review Mtg

Cloak

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)

Toggle Cloak
CC Director Approval

Cloak

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

Cloak

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

    .

    Toggle Cloak
    Capital Project? (Conditional)

    Cloak
    • 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

    Toggle Cloak
    CRSP Admin Distributes

    Cloak
    • 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 DLC Distribution/RCRSP Approval

    Toggle Cloak
    R-CRSP Committee Review Capital Project Approval

    Cloak
    • The CRSP Admin reviews the process, completes the required fields and has the option to Approve, Revise or RejectThere are three actions from this step.
    • If Approve is selected chosen the next step is Financial Officeer Office Obtain Cost ObjectsCost Object Assigned.
    • 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

    Toggle Cloak
    Capital Project DLC Distribution/RCRSP Approval

    Cloak

    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

    Put On Hold

    Reject is

    selected

    chosen the next step is

    Project On HoldIf Revise is selected the next step is Initiator Revise and Resubmit

    Initiator Revise 2.

     

    Toggle Cloak
    Project On Hold

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

    Toggle Cloak
    Cost Object Assigned? (Decisional Step)

    Cloak
    • 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

    Toggle Cloak
    Financial Officer Obtain Cost Object

    Cloak
    • 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.

     

    Toggle Cloak
    Financial Officer Updates PICS

    Cloak

    The Financial Officer updates PICS and takes the Submit action.

    The next step is Finish.

    Finish

    Card
    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 will load loads the budget template for your project. 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 .
    4. Repeat steps 2 and 3 for as many lines as you need to create your budget.

    Image Removed

     
    1. for each line you wish to use in the template.

    Image Added

     

    Card
    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..
    Card
    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.