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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
 

...

Deck of Cards
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.

Card
labelProcess Map

 Image Added

Card
labelActors and ActionsStep Descriptions

Toggle Cloak
Process Start (By Project Manager)

Cloak
  • The Project Manager fills out the required fields and
takes the following action:

Submit

  1. Status of Process: Submitted
  2. Makes data field assignments
  3. Next Step: Return Funds?

Toggle Cloak
Return Funds? (Decision Step)

  • clicks Submit.
  • The next step is Systems Renwal?

Toggle Cloak
Systems Renewal

Cloak
  • The 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?

Toggle Cloak
CC Planner Review

Cloak
  • 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.

Toggle Cloak
CC Planning Manager Review

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

Toggle Cloak
CC Planning Dir Review

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

Toggle Cloak
Initiator Revises

Cloak
  • 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.

Toggle Cloak
Return Funds?

Cloak
Cloak

Decisional: Return funds to program?

  • True
    1. Status of Process: Unchanged
    2. Next Step: Program Manager Review A
    • False
  • Status of Process: Unchanged
    • 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

    Cloak
    • The 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.

    Toggle Cloak
    CC Director Review

    Cloak
    Submit
  • Status of Process: Unchanged
    • Next Step:
    • The CC Director reviews the form and has the option to Submit or Revise.
    • If Submit is chosen the next step is
  • Status of Process: Unchanged
  • Add Comments: Yes
  • Require Comments: Yes
  • Data Field Assignments: N/A
    • Next Step: Initiator Revise and Submit
    • Financial Analyst Adjusts Funding.
    Revise
    • If Revise is chosen the next step is Initiator Revise and Resubmit.

    Toggle Cloak
    Initiator Revise and Submit

    Cloak
    • The Project Manager
     reads
    • reads the comments, reviews process fields and updates as necessary
    . When finished takes one of the following actions:
    1. Resubmit
      1. Status of Process: Unchanged
      2. Data Field Assignments are made
      3. Next Step: Return Funds
    2. Void
      1. Status of Process: Void
      2. Add Comments: Yes
      3. Comments Required: Yes
      4. Data Field Assignments: N/A
      5. 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

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

    Toggle Cloak
    Financial Analyst Adjusts Funding

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

    Submit

    • 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.

    Toggle Cloak
    True Up Form

    Cloak
  • Status of Process: Unchanged
  • Data Field Assignments: N/A
    • Next Step:
    • Automatic Step to generate the True Up form document
    • The next step is
    • Finish

    Toggle Cloak
    Program Manager Review B Review

    Cloak
    • The Program Manager reads the comments
    and
    • , reviews the process fields and
    takes one of the below actions:Submit
  • Status of Process: Unchanged
  • Data Field Assignments: N/A
    • Next Step:
    • chooses to Submit or Revise.
    • If Submit is chosen the next step is
  • Status of Process: Unchanged
  • Add Comments: Yes
  • Require Comments: Yes
  • Data Field Assignments: N/A
    • Next Step:
    • CC Project?
    Revise
    • If Revise is chosen the next step is PM Reviews Com Initiator Revise and Resubmit

    Toggle Cloak
    CC Project? (Decision Step)

    Cloak
    This
    • This is a decision step
    is decisional
    • .
    e
  • Status of Process: Unchanged
    • Next Step:
    •  e-Builder evaluates the Project Type to determine if the value is "Capital Renewal"
    True
    • If True the next step isProject Director Review
    False
  • Status of Process: Unchanged
    • Next Step:
    • If Falsethe next step is M&U Project?

    Toggle Cloak
    M&U Project? (Decision Step)

    Cloak
    • This is a decision step
    is decisional
  • Status of Process: Unchanged
     
    • Next Step:
    • . e-Builder evaluates the Project Type to determine if the value is "Utilities".
    True
    • If True the next step is M&U Director Review
    False
  • Status of Process: Unchanged
    • Next Step:
    • If False the next step is OCP Project?

    Toggle Cloak
    OCP? (Decision Step)

    Cloak
    • This step is
    decisionalNext Step:
    • a decision step. e-Builder evaluates the Project Type to determine if the value is "OCP"
  • True
  • Status of Process: Unchanged
  • Status of Process; Unchanged
    • Next Step:
    • If True the next step is OCP Director Review
    False
    • If False the next step is Director of Housing Review

    toggle-cloak
    Campus Services?

    Cloak
    • 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

    Toggle Cloak
    Dir of Fin & Adm Review

    Cloak
    • The
    Project
    • Director of Finance and Administration reads the comments and review the process fields and
    takes the below action:

    Submit

  • Status of Process: Unchanged
  • Data Field Assignments: N/A
    • 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.
    Next Step: CC Director Review

    Toggle Cloak
    CC Director ReviewVP, CSS Executes

    Cloak
    • The
    CC
    • IBO Director reads the comments and
    reviews
    • review the process fields and
    takes the below action:

    Submit

  • Status of Process: Unchanged
  • Data Field Assignments: N/A
    • 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.
    Next Step: Department Funding?

    Toggle Cloak
    M&U CC Director Review

    Cloak
    • The
    M&U
    • CC Director reads the comments and
    reviews
    • review the process fields and
    takes the below action:

    Submit

    1. Status of Process: Unchanged
    2. Data Field Assignments: N/A
    3. Next Step: Department Funding?
    • 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.

    Toggle Cloak
    M&U
    Toggle Cloak
    OCP Director Review

    Cloak
    • The
    OCP
    • M&U Director reads
    the
    • the comments and reviews the process fields and
    takes the below action:

    Submit

  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: Yes
  • Data Field Assignments: N/A
    • Next Step:
    • clicks Submit.
    • The next step is
    • Department Funding?

    Toggle Cloak
    OCP Director of Housing Review

    Cloak
    • The OCP Director
    of Housing
    • reads the the comments and reviews the process fields and
    takes the below action:

    Submit

  • Status of Process: Unchanged
  • Data Field Assignments: N/A
    • Next Step:
    • clicks Submit.
    • The next step is 
    • Department Funding?

    Toggle Cloak
    DoF Department Funding? (Decision Step)

    Cloak
    • This is a
    decisional
    • decision step. e-Builder evaluates the value of the Department Funding field.
  • True
    1. Status of Process: Unchanged
    2. Next Step: Financial Analyst Adds Funding
    • False
  • Status of Process: Unchanged
    • Next Step: DoF Contingency?
    • If Yes the next step is Governance Review_2
    • If False the next step is DoF Contingency?

    Toggle Cloak
    Governance Review_2

    Cloak
    • 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.

    Toggle Cloak
    DoF Contingency

    Cloak
    • This is a
    decisional
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
    • Next Step:
    • decision step. e-Builder evaluates the value of the Funding Source field.
    True
    • If True the next step is Financial Analyst Adds Funding
    Fales
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
    • Next Step: EVPT Contingency
    • If False the next step is EVPT Contingency?

    Toggle Cloak
    EVPT Contingency

    Cloak
    • This is a
    decisional
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
    • Next Step:
    • decision step. e-Builder evaluates the value of the Funding Source field.
    True
    • If True the next step is Deputy EVPT Review
    False
  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: No
    • Next Step: CRSP/R-CRSP Committee Review
    • If False the next step is Governance Review_1

    Toggle Cloak
    Deputy EVPT Review

    Cloak
    • The EVPT Office reads the comments and reviews the process fields and
    takes the following action:

    Submit

  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: Yes
  • Data Field Assignments: N/A
    • Next Step:
    • then clicks Submit.
    • The next step is 
    • Financial Analyst Adds Funding

    Toggle Cloak
    CRSP/R-CRSP/Committee ReviewGovernance Review_1

    Cloak
    The CRSP Admin
    • Governance Review reads the comments and reviews the process fields and
    takes the following action:

    Approve

  • Status of Process: Leave Status Unchanged
  • Causes Field Validation: Yes
  • Data Field Assignments: N/A
    • Next Step:
    • clicks Approve.
    • The next step is 
    • True Up Form / Addi

    Toggle Cloak
    True Up Form /Addi

    Cloak
    • Automatic step to generate the true up form document
  • Mail Merge Template: Default Template
  • Archive Mail Merge: Yes
    • Destination Folder: Documents \ 19 eB Process Documents \ 03
  • Store in File Field: Budget Document
  • Send to Process Initiator: No
  • Email Format: HTML
    • Next Step:
    • .
    02 Project Budget (Cost)
    • The Next Step is 
    • Financial Analyst Adds Funding

    Toggle Cloak
    Financial Analyst Adds Funding

    Cloak
    • The financial analyst adds the funding to the project and will compete the required process fields
    and take the below action:

    Funds Applied

    1. Status of Process: Approved
    2. Causes Field Validation: Yes
    3. Data Field Assignments: N/A
    4. Notify: Process Initiator
    5. Next Step: Finish
     
    • clicks to add funds.
    • The next step is Finish

    Toggle Cloak
    Finish

    Cloak

    This is the terminal step for this process.

     

     

     

     

     

     

     

     

     

    e-Builder Instructions