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Deck of Cards
idPSA
Card
labelSummary

This process can be started by the A/E Lead, Administrative Assistant, CC Planner, Consultant, Contractor, OCP Planner, Project Manager and SPT Lead.

This process is used to submit, review and approve the following: Amendments to Commitments (Contracts) & Purchase Orders issues to Professional Services vendors (A/E, Designers, Consultants), Master Design Agreement Release Change Orders, and Phased Purchase Order Releases (under and executed design contract).

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labelProcess Map
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labelStep Descriptions

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Start

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  • The Process Initiator fills out the required fields and chooses to submit.
  • The next step is MDA Release?

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Project Status Check

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  • The Project Status Check Conditionalchecks if the Project Status is not an Active one.
  • If True (Yes) the next step is Project Status is Incorrect
  • If False (No) the next step is MDA Release?

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Project Status is Incorrect

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  • The Initiator holds the project in this step until the project status is updated to an Active one via a . Once the status is updated the I've run a PMUa action should be taken.
  • If the I've run a PMUa action is taken the next step is Project Status Check.

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MDA Release?

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  • The MDA Release? Conditionalchecks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
  • If True (Yes) the next step is PM Enters Release
  • If False (No) the next step is PO Release?

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NTP?

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  • The NTP? Conditionalchecks if PS NTP was selected for the Type of Change field.
  • If True (Yes) the next step is PM Enters Prev Exec NTP
  • The initiator can upload the previous NTP and submit the step to the CAdmn Rev/Drft/New/Exec PS NTP step who will draft the new PS NTP send it back to the initiator for review and once accepted sent back to the contracts team who will send it out for signatures and then move it along to the program manager review step
  • A program manager can review the NTP and submit the process or send it back for revisions to the initiator. If the Prgm Mgr sned it back for a revision to the initiator the project manager is notified.
  • The PM can choose to Void the process or, change the PSA Type on this step as well. A void goes to the finish step as voided. Change PSA Type sends the process back to the MDA Release? conditional step. This is helpful if the PM has mistakenly chosen an NTP change type but meant a PO CO, for example. This avoids having to start all over again. 
  • A program manager can review the NTP and submit the process or send it back for revisions to the initiator. If the Prgm Mgr sned it back for a revision to the initiator the project manager is notified.
  • False (No) the next step is PO Release?

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PO Release?

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  • The PO Release? Conditional checks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
  • If True (Yes) the next step is PO CO MM
  • If False (No) the next step is A/E Initiated?

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A/E Initiated?

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  • The A/E Initiated? Conditional checks if the role of the Process Initiator was A/E Lead or Consultant.
  • If True (Yes) the next step is PSA Mail Merge
  • If False (No) the next step is PSA MM (for A/E man

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PM Enters Release

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  • The Project Manager adds the appropriate release from the 05.02.05 MDA Release(s) folder of project 11112, and fills out any required fields.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Program Manager Review MDA

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  • The Program Manager reviews the Master Design Agreement Release details
  • If Submit is chosen the next step is Vendor Signature
  • If Revise is chosen the next step is Initiator Revise MDA

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Contracts Group

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  • The Contract Admin reviews the Master Design Agreement Release details, makes any changes and if necessary re-uploads the document in the PSA/MDA for Signature field.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Initiator Revise MDA

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  • The Initiator Revise MDA step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Initiator Reviews Release

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  • The Initiator Reviews Release step allows the Process Initiator to make changes and resubmit the process.
  • If Submit is chosen the next step is Contracts Sends Release to Vendor

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Contracts Sends Release to Vendor

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  • The Contracts Sends Release to Vendor step allows the Contracts Admin to make send the release to the vendor.
  • If Submit is chosen the next step is Vendor Signature.
  • If Revise is chosen the next step is Initiator Reviews Release.

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Utilities PO?

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  • The Utilities PO? Conditional step allows the determines if the Program Type is Utilities.
  • If True (Yes) the next step is Est Fin cont>$1M
  • If False (No) the next step is Campus Construction?

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 Vendor Signature

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  • The Consultant, A/E Lead and/or the Project Manager takes the appropriate action to sign the document.
  • If Submit is chosen the next step is Program Manager Review MDA
  • If Revise is chosen the next step is Initiator Revise MDA

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PO CO MM

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  • The PO CO MM step is a mail merge automation step that completes the Phased Purchase Order Release mail merge document.
  • The next step is PM Attaches Contract Contracts Reviews PO CO MM

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Contracts Reviews the PO CO MM

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  • The Contracts Reviews the PO CO MM step allows the Contracts team to review the PO CO for accuracy
  • If Submit the next step is Init PO Threshold step 
  • If Revise the next step is initiator Revises PO Release step


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Init PM Threshold

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  • The Init PM Threshold Conditionalchecks if the Change Amount of the PSA reaches the threshold that requires a Contract.
  • If True (Yes) the next step is PM Attaches Contract/Reviews POCO MM
  • If False (No) the next step is PM Reviews POCO MM

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PM Attaches Contract/ Reviews POCO MM

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  • The Project Manager should attach the contract for the work of the PO that the PSA is modifying at this step.
  • If Submit is chosen the next step is PS for CC Director
  • If Redo PO CO MM is chosen the next step is PO CO MM

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PM Reviews POCO MM

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  • The Project Manager reviews the POCO MM.
  • If Submit is chosen the next step is PS for CC Director
  • If Redo PO CO MM is chosen the next step is PO CO MM

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OGC Counsel Reviews

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  • In this step the OGC Counsel reviews the information that has been entered to the process.
  • If Reviewed is chosen the next step is PM Review PSA - Manual Sig Req
  • If Revise is chosen the next step is Contracts Review PSA MM send from PM

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Contracts Review PSA MM send from PM

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  • In this step the Contracts Group reviews the information that has been entered to the process.
  • If Submit is chosen the next step is PM Review PSA - Manual Sig Req
  • If Revise is chosen the next step is PM Review MM
  • If Send to OGC is chosen the next step is OGC Council Review

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PM Review MM

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  • The Project Manager reviews the PSA Mail Merge.
  • If Submit is chosen the next step is Contracts Review PSA MM send from PMIf Revise
  • If Redo MM is chosen the the PSA MM is the next step
  • If Send to PO CO MM is chosen the next step is PO CO MM
  • If Void  is chosen the process goes to finish and is set to a status of Voided
  • if NTP, POCO or MDA is chosen the process goes back to the Project Status step which allows for the PM to have changed the PSA Type and route it to the correct stream in the workflow process 

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PS for CC Director

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  • This automation step notifies the CC Director of the PO Release.
  • The next step is Program Manager reviews PO

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PM Attaches Contract

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  • The Project Manager attaches a copy of the vendor executed contract, and fills out the PM Description of Change (Internal Only) field if necessary.
  • The next step is Program Manager Reviews PO

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Program Manager Reviews PO

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  • The Program Manager reviews the Phased Purchase Order Release details.
  • If Reviewed is chosen the next step is OCP?
  • If Revise is chosen the next step is Initiator Revise PO Release

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OCP?

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  • The OCP? Conditional checks if the Program Type of the project is OCP
  • If True (Yes) the next step is OCP Director Approval
  • If False (No) the next step is CC Director Approval

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CC Director Approval

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  • The CC Director takes the appropriate action to approve the document.
  • If Submit is chosen the next step is SAP Hold Step
  • If Revise is chosen the next step is Initiator Revise PO Release

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OCP Director Approval

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  • The OCP Director takes the appropriate action to approve the document.
  • If Submit is chosen the next step is SAP Hold Step
  • If Revise is chosen the next step is Initiator Revise PO Release

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Initiator Revise PO Release

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  • The Initiator Revise PO Release step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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PSA Mail Merge

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  • The PSA Mail Merge step is a mail merge automation step that completes the Standard PSA mail merge document.
  • The next step is Project Manager Review

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PSA MM (for A/E man

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  • The PSA MM (for A/E man step is a mail merge automation step that completes the Standard PSA mail merge document to be sent to the A/E Lead or Consultant for a manual signature.
  • The next step is PM Attaches Contract

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Project Manager Review

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  • The Project Manager reviews the PSA Details and fills out all required fields.
  • If Submit is chosen the next step is Contracts Group Review PSA
  • If Revise is chosen the next step is Initiator Revise PSA

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Contracts Group Review PSA

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  • The Contract Admin and Contract Admin Manager review the PSA Details and determine whether or not it meets the requirements for OGC Counsel Review.
  • If Reviewed is chosen the next step is Vendor Signs
  • If Send to OGC is chosen the next step is OGC Counsel Review
  • If Revise is chosen the next step is Initiator Revise PSA

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OGC Counsel Review

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  • The DOF General Counsel reviews the PSA Details.
  • If Reviewed is chosen the next step is Vendor Signs
  • If Revise is chosen the next step is Contracts Group Review PSA

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Vendor Signs

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  • The Process Initiator takes the appropriate action to sign the document.
  • If Submit is chosen the next step is Additional Funding?
  • If Revise is chosen the next step is Initiator Revise PSA

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PM Review PSA - Manual Req

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  • The Project Manager fills out all required fields and sends the PSA Document to the Vendor for a manual signature.
  • If Submit is chosen the next step is Hold for Signed PSA
  • If Revise is chosen the next step is Initiator Revise PSA
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Hold for Signed PSA

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  • The Project Manager and Contract Admin until they receive back the vendor manually signed PSA document and upload it to the process.
  • The next step is Additional Funding?

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Additional Funding?

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  • The Additional Funding? Conditional checks if Yes was selected for the Additional Project Funding? field.
  • If True (Yes) the next step is Spawn Budget Change (03.03)
  • If False (No) the next step is Program Manager Review

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Spawn Budget Change (03.03)

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  • This step spawns a 03.03 - Contingency Request / True-Up Form / Additional Funding Request (BCHNG) process.
  • The next step is CRSP Admin Mgr. Hold

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CRSP Admin Mgr. Hold

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  • The CRSP Admin holds the process in this step until additional funding has been applied to the project in both e-Builder and SAP.
  • The next step is Program Manager Review

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Program Manager Review

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  • The Program Manager reviews the vendor signed document in the PSA/MDA for Signature field.
  • If Submit is chosen the next step is Campus Construction?
  • If Revise is chosen the next step is Initiator Revise PSA

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Initiator Revise PSA

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  • The Initiator Revise PSA step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Campus Construction?

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  • The Campus Construction? Conditional checks if the Program Type of the project is Academic, Campus Services, Capital Group, Special, System Performance & Turn-over, or Systems Renewal
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

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OCP?

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  • The OCP? Conditional checks if the Program Type of the project is OCP
  • If True (Yes) the next step is EstFinCon> $500K
  • If False (No) the next step is CSM?

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CSM?

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  • The CSM? Conditional checks if the Program Type of the project is CSG or R&M
  • If True (Yes) the next step is EstFinCon> $5m?
  • If False (No) the next step is Utilities Program?

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Utilities Program?

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  • The Utilities Program? Conditional checks if the Program Type of the project is CUP - OPS or Utilities
  • If True (Yes) the next step is Est Fin Cont>$1M
  • If False (No) the next step is FEG Program

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FEG Program?

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  • The FEG Program? Conditional checks if the Program Type of the project is Energy or SEG
  • If True (Yes) the next step is FEG Director Review
  • If False (No) the next step is EstFinCon >$1M

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EstFinCon > $1M

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  • The EstFinCon > $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is EstFinCon>$10M
  • If False (No) the next step is Dir. Finance Execute

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SP&T Program?

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  • The SP&T Program? Conditional checks if the Program Type of the project is System Performance & Turn-over
  • If True (Yes) the next step is SPT Director Review
  • If False (No) the next step is EstFinCon >$10m

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EstFinCon> $500K

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  • The EstFinCon> $500K Conditional checks if >$500,000<=$1,000,000, >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is OCP Director Review
  • If False (No) the next step is OCP Director Execute

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EstFinCon>$5m?

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  • The EstFinCon>$5m? Conditional checks if >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is CSM Director Review
  • If False (No) the next step is CSM Director Execute

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Est Fin cont> $1M

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  • The Est Fin cont> $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is Utilities Director Review
  • If False (No) the next step is Utilities Director Execute

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SPT Director Review

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  • The SPT Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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OCP Director Review

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  • The OCP Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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CSM Director Review

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  • The M&U Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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FEG Director Review

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  • The SEG Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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Utilities Director Review

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  • The Utilities Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>$10M
  • If Revise is chosen the next step is Initiator Revise 2

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Dir. Finance Execute

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  • By taking the Approved action at this step the Director of Finance and Administration is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2
  • If Send CC Director is chosen the next step is CC Director Review.

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EstFinCon>$10m

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  • The EstFinCon>$10m Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is CC Director Review
  • If False (No) the next step is CC Director Execute

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CC Director Review

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  • The CC Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>10<=100mil
  • If Revise is chosen the next step is Initiator Revise 2

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CC Director Execute

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  • By taking the Approved action at this step the CC Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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OCP Director Execute

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  • By taking the Approved action at this step the OCP Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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CSM Director Execute

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  • By taking the Approved action at this step the M&U Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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Utilitites Director Execute

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  • By taking the Approved action at this step the Utilities Director is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EstFinCon>$10M

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  • The EstFinCon>$10M Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is Dir of Fin & Adm Review 2.
  • If False (No) the next step is Dir of Fin & Adm Review 1.

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Dir of Fin & Adm Review 1

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  • The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is VP, CSS Execute.
  • If Revise is chosen the next step is Initiator Revise 2.
  • If Send CC Director is chosen the next step is CC Director Review.

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Dir of Fin & Adm Review 2

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  • The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is VP, CSS Review.
  • If Revise is chosen the next step is Initiator Revise 2.
  • If Send CC Director is chosen the next step is CC Director Review.

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VP, CSS Review

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  • The VP for Campus Services and Stewardship reviews the Process Details and the appropriate file in the Change Order Document Details section.
  • If Submit is chosen the next step is EstFinCon>10<=100mil
  • If Revise is chosen the next step is Initiator Revise 2

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VP, CSS Execute

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  • By taking the Approved action at this step the Deputy EVP is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EstFinCon>10<=100mil

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  • The EstFinCon>10<=100mil Conditional checks if >$10,000,000<=$100,000,000 was selected for the Estimated Final Contract Amount field.
  • If True (Yes) the next step is VP Finance Execute
  • If False (No) the next step is EVPT Execute

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VP Finance Execute

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  • By taking the Approved action at this step the VP for Finance is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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EVPT Execute

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  • By taking the Approved action at this step the EVP&T Office is Approving the process.
  • If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
  • If Revise is chosen the next step is Initiator Revise 2

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Initiator Revise 2

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  • The Initiator Revise 2 step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is MDA Release
  • If Void is chosen the next step is Finish and the process is set to a Void status.

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Amendment Signature

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  • The Amendment Signature step is a e-Signature File Download automation step that completes the Docusign envelope.

  • The next step is SAP Hold Step

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SAP Hold Step

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  • Hold step for SAP Processing.
  • Once processed the next step is the PO MM step.

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PO MM

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  • The PO MM step is a mail merge automation step that completes the PSA PO CO MM mail merge document.
  • The next step is Project Manager Review

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AA/Contracts Sends Exec-PSA to Vendor

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  • The Administrative Assistant and Contract Admin should review the documents attached to the process, and send the executed documents to the vendor.
  • The next step is Finish.

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Finish

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