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Result or Product of this Process

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 This process allows the Project Manager to change the project budget if 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.

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labelProcess Map

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labelActors
Workflow/TaskActors
Who can start this process?Project Manager
Who can view drafts of this process?No users
Who can view all process instances?All users
Who can report on this process?All users
Who is notified as this process moves between steps?No Users
Who can view/add private comments to this process?No Users
Step Descriptions

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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 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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labelActions

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Process Start (Project Manager)

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The Project Manager fills out the required fields and clicks Submit.

Next Step: Return Funds?

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Return Funds? (Decision Step)

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Decisional:
  • Return funds
to program?
  • is a decision step.
  • If funds are being returned to the program the next step is Program Manager Review A
Review
  • If funds are not being returned to the program the next step is Program Manager Review B

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Program Manager Review A

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  • The Program Manager reviews the process, adds comments if necessary and when finished chooses
one of the following actions::
  • 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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Submit
Next Step:
  • 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.
Revise
Next Step:
  • If Revise is chosen the next step is Initiator Revise and
Submit
  • Resubmit.

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Initiator Revise and Submit

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  • The Project Manager
 reads
  • reads the comments, reviews process fields and updates as necessary
. When finished chooses one of the following actions:Resubmit
Next Step:
  • and when finished chooses to Resubmit or to Void.
  • Resubmit is chosen the next step is Return Funds
  • If Void

Next Step: Finish
  • is chosen the next step is Finish

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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 clicks Submit
.Next Step: Finish
  • .
  • 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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Next Step: Finish Step
  • 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 \ 03.02 Project Budget (Cost)

  • Store in File Field: Budget Document

  • Send to Process Initiator: No

  • Email Format:  HTML

    • The next step is Finish

    Toggle Cloak
    Program Manager Review B

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

    Toggle Cloak
    CC Project? (Decision Step)

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

    Toggle Cloak
    M&U Project? (Decision Step)

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

    Toggle Cloak
    OCP? (Decision Step)

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

    Toggle Cloak
    Dir of Fin & Adm Review

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    • The
    Project
    • Director of Finance and Administration reads the comments and review the process fields and
    clicks Submit.Next Step: CC Director Review
    • 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
    CC Director ReviewVP, CSS Executes

    Cloak
    • The
    CC
    • IBO Director reads the comments and
    reviews
    • review the process fields and
    clicks Submit.
    Next Step: Department Funding?
    • 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.

    Toggle Cloak
    M&U CC Director Review

    Cloak
    • The
    M&U
    • CC Director reads the comments and
    reviews
    • review the process fields and
    clicks Submit.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
    OCP M&U Director Review

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

    Toggle Cloak
    OCP Director of Housing Review

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

    Toggle Cloak
    DoF Department Funding? (Decision Step)

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    • This is a
    decisional
    • decision step. e-Builder evaluates the value of the Department Funding field.

    True

    Next Step: Financial Analyst Adds Funding

    False

    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

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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.

    Toggle Cloak
    DoF Contingency (Decision Step)

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    • This is a
    decisional
  • Status of Process: Unchanged
    • 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: Unchanged
    • Next Step:
    • If False the next step is EVPT Contingency?

    Toggle Cloak
    EVPT Contingency (Decision Step)

    Cloak
    • This is a
    decisional
  • Status of Process: Unchanged
    • 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: Unchanged
    • Next Step: CRSP/R-CRSP Committee Review
    • If False the next step is Governance Review_1

    Toggle Cloak
    Deputy EVPT Review

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

    Submit

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

    Toggle Cloak
    Governance 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: Unchanged
    • Next Step:
    • clicks Approve.
    • The next step is 
    • True Up Form / Addi

    Toggle Cloak
    True Up Form (Automatic Step to Generate Document)

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    • 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

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    • 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. Data Field Assignments: N/A
    3. Notify: Process Initiator
    4. Next Step: Finish

     

    Finish
    • clicks to add funds.
    • The next step is Finish

    Toggle Cloak
    Finish

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