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Result or Product of this Process

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To create a new eB username and an MIT account for Single Sign On (DUO/kerberos). This process is used to request that a new user capable of creating a new vendor contact and/or adding an MIT account for users who have already established a contract with the vendor but the vendor user needs to be added to the e-Builder system and assigned contacts registry and an MIT user account for access to a project.

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Process Details

New users can be MIT employees or DoF vendors who have been awarded a project and require access to e-Builder.

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  • The new user request will be reviewed by the Finance, Vendor Manager, and the eB Admin then created and added to a project.

  • For DoF vendors the process results in user credentials which after configuring with Duo and Kerobos allow access to e-Builder.

  • Vendors be provided with documents that enable them to activate their usernames and begin to use e-Builder. However, training is also offered either by Zoom or at NW23.

  • Primary Actor(s): The Project Manager, Program Manager, EHS Assignor or Administrative Assistant, initiates this process
  • Other Actors: Accounting Manager, Financial Officer, Vendor Manager, eB Admin
  • This process does not spawn other processes

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  • Accounting Manager reviews and adds rate to the form, then submits
  • eB Admin adds the resources to the project, adds completed date and can optionally add comments
  • Financial Officer reviews and adds CATS personnel number then submits
  • Project Manager or AA initiates the process by completing a form in e-Builder Provides most of the information needed to complete the process

e-Builder Instructions

The originating requestor completes the following three sections on the form. All fields in Sections 1 and 3 are required.

Section 1
New User Information

Section 2 - 2b
MIT Emp (2) or External User (2b)

Section 3
Role and Project Information

New User, First NameNew User MIT DepartmentNew User Proposed Role

New User Last Name

New User SupervisorProject Assignments
New User Phone  
New User Email AddressNew User Company 
Requested DateCompany Street Address 
Requestor NameCompany Street Address2 
 Company City 
 Company State 
 Company Zipcode 

 

Step Descriptions

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Start

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  • The process initiator enters new User or Contact information into the process. The initiator of the process has the opportunity to enter information into the fields: Create an e-Builder User Account with Project Access?, Is New User an MIT Employee or Intern?, Will submit timesheets?, New Vendor Role, Add Project # (s) to Assign to the the New User(s), and New User's Company. The initiator should fill in information into the fields of the Add New Item for Section 1 - Add New User(s) data grid: Is New User an MIT Emp/Intern or a Vendor User?, Role, New User First Name, New User Last Name, New User Phone Number, New User Email Address, Requestor Name, New User MIT Department, New User Supervisor, Timesheet Required?, Normal Hours per Work Week, CATS Personnel #, CATS Billing Code, User Start Date, User Finish Date, Employee/Intern Rate, and Cost Object for Time Charges.
  • Upon submission the next step is the New Contact ONLY? conditional.

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New Contact ONLY?

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  • This conditional looks at the Signage Process Req? field. Yes will evaluate to True and No to False.
  • If True the next step is MIT Employee/Intern?.
  • If False the next step is e-Builder Admin creates New Contact ONLY.

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e-Builder Admin creates New Contact ONLY

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  • In this step the e-B Admins will create only a Contact account for the indicated Vendor(s).
  • If Submit is chosen the next step is Finish.
  • If Initiator Revise is chosen the next step will be Initiator Revise New Contact ONLY Request.

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Initiator Revise New Contact ONLY Request

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  •  In this step the e-B Admins have an opportunity to update the Vendor(s) information that has been entered for the purposes of creating a Contact account. They can also indicate that a User account is necessary.
  • If Submit is chosen the next step is e-Builder Admin creates New Contact ONLY.
  • If Resubmit is chosen the next step is New Contact ONLY?
  • If Void is chosen the next step is Finish. The process' status is set to Void.

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MIT Employee/Intern?

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  • The path for the new user request is determined to be for an MIT employee or intern or for a vendor.
  • If True (for an MIT employee or intern) the next step is Timesheet Required.
  • If False (for a vendor) the next step is eB Admin Verifies.

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eB Admin Verifies

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  • eB Admin verifies information and for non-MIT users requests user name for MIT Network from IST

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Training Invite

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  • In this step an eB admin sends documents about using the system and an invitation to attend training.
  • The Submit option sends the process to the Training Invitation Sent step so that training invitations can be monitored and follow up upon.

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Training Invitation Sent

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  • The process is held in this step until vendor training is conducted (or determined to be unnecessary).
  • After 100 days in this step and no training request has been received an e-B Admin should move the process to the Finish step.
  • When the Submit action is taken the next step is Finish.

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Timesheet Required?

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  • This conditional determines if a timesheet is required and if so routes the process to the Accounting Manager step.
  • If a timesheet is required the conditional evaluates to True and the next step is Accounting Manager.
  • If a timesheet is not required the conditional evaluates to False and the next step is e-Builder Admin Info.

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Accounting Manager

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  • The accounting manager either adds or verifies the following information:
    • Normal Hours per Workweek
    • Employee Start Date
    • Employees Rate
    • Cost Object for Time Charges
  • The Accounting Manager takes the action: Submit.
  • The next step is Financial Officer.

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Contract Admin Contract Exec Confirm

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  • Contract Admin confirms Vendor and ensures contract in place.

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Initiator Revises

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  • The initiator revises the request after reading the attached comments from the Vendor Manager.
  • The initiator takes the Resubmit action or can choose the Void action which sends the process to the Finish step and ends the process.

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Financial Officer

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  • The financial officer adds the CATS Personnel # then takes the action: Submit.
  • The next step is e-Builder Admin Info.

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e-Builder Admin Info

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  • The e-Builder admin completes the process by adding the date completed.
  • The e-Builder takes the action: Completed.

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Finish

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