Versions Compared

Old Version 4

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

Saved on

compared with

New Version Current

changes.mady.by.user Salvatore Angelone

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

Result or Product of this Process

Round Rectangle
bgcolor#e6f2ff

Limited Scope of Work/ Exhibit A (LSW) process ensures the that for all contracts the LSW Limited Statement of Work or Exhibit A is received before work commences on the contract.

Composition Setup
 

.

Note

When this process is completed for a GMP, the Original Commitment amount is changed in the Cost module. The changed amount will be used in the Change Summary section of the GCCO process, when the GCCO process uses the original value of the commitment/contract to provide change details.

Deck of Cards
id4.05 Deck
Card
labelSummary
  • This process is
started
  • usually initiated internally by the project manager, though it can be initiated by the
Contractor
  • contractor.
Card
labelProcess Map

 Image Added

Card
labelStep Descriptions

Toggle Cloak
1. InitiationStart

Cloak
  • Contractor or Project Manager fills out the required fields, attaches the appropriate supporting documentation and takes the Submit action.
  • The next step is Project Manager Approves Contract Admin Compiles Documents

This document may be helpful when working with contract forms.

Toggle Cloak
PRJCT Status CHK

Cloak
  • This conditional looks at the Project Status on the details page. The conditional will evaluate to True if the Status is not an Active one.
  • If the conditional evaluates to True the next step is is PM Fixes Project Status.
  • If the conditional evaluates to False the next step is Contract Admin Compiles Documents.

Toggle Cloak
2. Project Manager ApprovesPM Fixes Project Status

Cloak
  • The Project Manager reviews holds the process and has the option to take an action to Submit or Revisein this step until they update the Project Status by using a 10.01a Project Manager's Project Update (PMUa) process.
  • If Submit is chosen, PRJCT Status CHK is the next step is DoF Procurement Compiles Documents.
  • If Revise Void is chosen the next step is Initiator Revise Finish.

Toggle Cloak
3. Initiator Revise

Cloak
  • Initiator reviews the comments and revises the process and takes the Resubmit action.
  • If Submit is chosen Contract Admin Compiles Documents is the next step.
  • If Void is chosen the The next step is Project Manager ApprovesFinish.
 

Toggle Cloak
4. DoF Procurement Contract Admin Compiles Documents

Cloak
  • DoF Procurement reviews the process and attachments, The Contracts team compiles the LSW or Exhibit A document and required LSW documentation, attaches it to the process . DoF Procurement has the option to Submit or Reviseand takes the Submit action.
  • If Submit is chosen the next step is Project Manager Review. 
  • If Fully Executed is chosen the next step is Contract Admin Review / Distribute
  • If Revise is chosen the next Step is Initiator Revise.

Toggle Cloak
Project Manager Review

Cloak
  • The Project Manager reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Program Manager Review.
  • If Revise is chosen the next step is Project Manager ApprovesStep is Contract Admin Compiles Documents.

Toggle Cloak
5. Program Manager Review

Cloak
  • The Program Manager reviews the process and supporting attached documentation and the information that has the option to take the Submit or Revise actionbeen entered into the process.
  • If Submit is chosen the next step is Contract Manager Review.
  • If Revise is chosen the next Step is Contract Admin Compiles Documents.

Toggle Cloak
Contract Manager Review

Cloak
  • The Contract Manager reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Vendor Executes Contracts Send to Vendor for Signature..
  • If Revise is chosen the next Step is Contract Admin Compiles Documents.
  • If Send to OGC is chosen the next step is Project Manager ApprovesOGC Review.

Toggle Cloak
6. Vendor ExecutesOGC Review

Cloak
  • The vendor Office of General Council reviews the LSW/Exhibit A document and has the option to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Contracts Send to Vendor for Signature Step..
  • If Revise GC is chosen the next step Step is Project Contract Manager ApprovesReview.

Toggle Cloak
7. Contracts Send to Vendor for Signature Step

Cloak
  • Contracts group sends the LSW Document to the vendor for their signature.
  • The Submit action should be taken once the document has been sent to the vendor.
  • If Submit is chosen the next step is Contract Admin Hold for Vendor Signature.
  • If Revise is chosen the next step is Contract Manager Review
  • Vendor Signature step finishes the electronic signature of the Vendor from DocuSign and takes a Code Complete action.
  • The next step is DoF Procurement Approves.

Toggle Cloak
8. DoF Procurement ApprovesContract Admin Hold for Vendor Signature

Cloak
  • Contracts group waits to receive back a signed LSW Document from the vendor.
  • The Submit action should be taken once the document has been received from the vendor.
  • If Submit is chosen the
Cloak
  • DoF Procurement reviews the process and takes the Submit action.
  • The next step is Campus Construction.?

Toggle Cloak
9. Campus Construction SPT Director Review

Cloak
  • The Campus Construction conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Project Director Review.
  • SPT Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Con>$10m?
  • If Void is chosen the next step is Finish.

Toggle Cloak
CC Director Execute

Cloak
  • The CC Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is Utilities.

Toggle Cloak
10. Project CC Director Review

Cloak
  • Project The CC Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is Contract <$10M >$10m<=$100m?.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

Toggle Cloak
11. Contract <$10MOCP Director Execute

Cloak
  • The Contract <$10M conditional statement determines if the projected contract value exceeds $10,000,000.
  • If True (Yes) the next step is CC Director Executes.
  • OCP Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is VPF Procurement Review.

Toggle Cloak
12. CC OCP Director ExecutesReview

Cloak
  • CC The OCP Director reviews the LSW/Exhibit A, execute if ready and take an action to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is LSW/Exhibit A >$10m<=$100m?.
  • If Revise is chosen the next step is Project Manager Approves.
 
  • Initiator Revise.

Toggle Cloak
13. VPF Procurement ReviewFacilities Operations Execute

Cloak
  • VPF Procurement reviews the process and takes an action to Submit or ReviseThe Facilities Operations Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is CC Director Review Amendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

Toggle Cloak
14. CC Director Facilities Operations Review

Cloak
  • CC The Facilities Operations Director reviews the process and takes an action to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is <$100m >$10m<=$100m?.
  • If Revise is chosen the next step isProject Manager Approves Initiator Revise.

Toggle Cloak
15. Utilities ?Director Execute

Cloak
  • The Utilities conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Utilities Director Review.
  • Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is O&M Director Review.

Toggle Cloak
16. Utilities Director Review

Cloak
  • The Utilities Director reviews the attached documentation and the information that has been entered into the process and takes an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <$5M>$10m<=$100m?.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

Toggle Cloak
17. O&M FEG Director Review

Cloak
  • The O&M FEG Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is Contract <$5M >$10m<=$100m?.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

 

Toggle Cloak
18. Contract <$5M?Dir of Finance Execute

Cloak
  • The Contract <$5M conditional step determines the path the process takes based on the Project Commitment Value being greater than or less than $5M.
  • If True (Yes) the next step is M&U Director Executes.
  • Dir of Finance reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is VPF Procurement Review.

Toggle Cloak
19. M&U Director VP Finance Executes

Cloak
  • The M&U Director VP Finance reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is LSW/Exhibit A Signature Amendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

 

Toggle Cloak
20. VPF Procurement ReviewVP Finance Reviews

Cloak
  • The VPF Procurement VP Finance reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is VPF Procurement Review EVPT Execute.
  • If Revise is chosen the next step isProject Manager Approves Initiator Revise.

Toggle Cloak
21. M&U Director ReviewEVPT Execute

Cloak
  • The M&U Director EVPT reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Submit is chosen Revise is chosen the next step is Initiator Revise.

Toggle Cloak
Amendment e-Signatu

Cloak
  • This is an automation step that creates a Mail Merge document.
  • Upon successful completion the next step is Contract <$100mAdmin Review / Distribute.

Toggle Cloak
Contract Admin Review / Distribute

Cloak
  • The Contract Administrator reviews the attached documentation distributes it to the appropriate parties.
  • If Revise Submit is chosen the next step is SAP Hold Step.

Toggle Cloak
SAP Hold Step

Cloak
  • The process will hold in this step until it has been picked up by SAP. If you see a process in this step for more than a day please reach out to an e-B Admin.

Toggle Cloak
Campus Construction?

Cloak
  • This step checks if the Program Type listed on the Project Details page is Academic, Campus Services, Capital Group, Special, System Performance & Turnover, Systems Renewal, Energy, or IS&T.

Toggle Cloak
SPT?

Cloak
  • This step checks if the Program Type listed on the Project Details page is System Performance & Turn-over.

Toggle Cloak
Con>$10m?

Cloak

This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.

Toggle Cloak
OCP?

Cloak
  • This step checks if the Program Type listed on the Project Details page is OCP.

Toggle Cloak
Con>$500k?

Cloak
  • This conditional checks if the Projected Contract Value will be greater than $ 500,000

Toggle Cloak
CSM?

Cloak
  • This step checks if the Program Type listed on the Project Details page is CSG or R&M.

Toggle Cloak
ConFO>$10m?

Cloak
  • This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.

Toggle Cloak
Utilities?

Cloak
  • This step checks if the Program Type listed on the Project Details page is Project Manager Approves.CUP-OPS or Utilities.

Toggle Cloak
Con>$1m?

Cloak
  • This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.

Toggle Cloak
FEG?

Cloak
  • This step checks if the Program Type listed on the Project Details page is SEG.

Toggle Cloak
Con>$1m?

Cloak
  • This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.

Toggle Cloak
>$10m<+$100m?

Cloak
  • This conditional checks if the Projected Contract Value will be greater than $ 10,000,000 but less than $ 100,000,000.

Toggle Cloak
Finish

Cloak