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Summary
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
As of June 17, 2019 logic has been added that allows review by the project's CC Planner when the project is Capital Renewal onlyThis 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.
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Workflow
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Step Descriptions
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Start Step
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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?.
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eB Admin Process
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This step is only for use by eB Admins to add to the budget to cover admin costs for CRSP projects.
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Started by Spawn (Decisional Step)
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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
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Stage 1? (Decisional Step)
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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.
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Stage 1? (Decisional Step)
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If this State 1 is True the next step is PM Enters Stage 1.
If false the next step is Project Manager Enters Budget.
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PM Enters Stage 1
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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
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Project Manager Enters Budget
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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.
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Program Manager/Planning Manager Review
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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.
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Initiator Revise and Resubmit
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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
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Campus Construction? (Decisional Step)
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If True the next step is Capital Renewal?
If False the nest step is M&U?
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M&U? (Decisional Step)
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If True the next step is M&U Director Approval.
If False the next step is OCP?.
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M&U Director Approval
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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 Revise 2
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OCP? (Decisional Step)
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If True the next step is OCP Director Approval.
If Revise is selected the next step is Initiator Revise 2.
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Campus Services (Decisional Step)
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If True the next step is Campus Services Director Approval.
If False the next step is IBO Director Approval.
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IBO Director Approval
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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.
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Capital Renewal Only? (Decisional Step)
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If True the next step is CC Director Approval.
If False the next step is Hold for Team Estimate Review Mtg
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Hold for Team Estimate Review Mtg
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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)
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CC Director Approval
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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.
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Capital Project? (Conditional)
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The Capital Project? Conditional determines if the program type equals Capital Group based on the Project Custom Field "Program Type".
If Yes the next step is Capital Project Approval.
If False the next step is DLC Distribution/RCRSP Approval
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Capital Project Approval
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There are three actions from this step.
If Approve is chosen the next step is Cost Object Assigned.
If Revise is chosen the next step is Initiator Revise and Resubmit.
If Put on Hold is chosen the next step is Project on Hold
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DLC Distribution/RCRSP Approval
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The CC Planning Manager and or CRSP Admin take one of the following actions from this step:
If Approve is chosen the next step is Cost Object Assigned?
If Reject is chosen the next step is Initiator Revise 2.
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Project On Hold
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The CRSP Admin reviews the process, completes the required fields and clicks Submit
The next step is Capital Project Approval
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Cost Object Assigned? (Decisional Step)
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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
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Financial Officer Obtain Cost Object
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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.
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Financial Officer Updates PICS
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The Financial Officer updates PICS and takes the Submit action.
The next step is Finish.
Finish
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PM Instructions - Using the Budget Template
Create your budget by:
Fill out all required fields.
Click on the Add All Line Items button. This loads the budget template. Only the first few lines of the template are shown in the example below. The full template when loaded is 168 lines.
In the Change Amount column, click on the Pencil icon and edit the amount for each line you wish to use in the template.
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RCA Form
An RCA form can be printed. To print the form:
Open the 3.01 Budget Approval Process.
Click the Print button. The Mail Merge Templates menu appears.
Click the Merge Templates radio button.
Choose RCA Form from the drop down menu.
Click Print on the Mail Merge Templates menu.
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
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.
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.
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.
The Scope Description and Design Pricing basis are blank. Answer: If those lines are blank edit them in Word.
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..
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Financial Officer Instructions
The Financial Officer performs three actions in this process:
Obtain a Cost Object and add it to e-Builder.
Manually copy budget information from the PBAP process to PICS.
Take the Submit action that establishes or updates the budget in e-Builder.
