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Using this Site

Use Quick Search for e-Builder Help (above) to enter an e-Builder topic or keyword.
User Manual provides e-Builder application instructions tailored for MIT's implementation.
Processes details how users interact with MIT-specific forms and processes that have been added to e-Builder.
Terminology defines the terms used by e-Builder and e-Builder users in the context of the MIT implementation.
FAQs is a list of frequently asked questions and answers.
The Feedback tab provides instructions on how to provide feedback to the MIT e-Builder implementation team.
See a list of recent additions or changes to this site.

Here are the Workflow processes and built in functionality in the general sequence order of how they flow through a construction project administration lifecycle developed for MIT by this team:

Image Added

Composition Setup

Deck of Cards

id	Options

Card

label	User Manual

This space documents the use of e-Builder at MIT for all users of the application.

Use the Home Screen to start reading from page 1 of the manual.
You can print the manual, or just one or more topics, using the Export to PDF option on the Tools menu for this site.
Links are provided for specific topics in the manual.

Section

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width	50%

Column

width	50%

Administrative Officer (AO)Assistant Dean (AD)EVPIn Cycle ProcessProjectProposed Preliminary BudgetR-CRSPSEG

Card

id	Proc
label	Processes
title	MIT specific processes

Section

Column

width	60%

Anchor
Proc
Proc

Released Processes

000.00 - Project Initiation (PINEWPJ)

00.02 - Managed DLC Request

00.03 - DOF Reviews a DLC Managed Request

01.01 Add New Company and/or Contact (Add external userto eB (NCOMP)

01.02 - Add New User and/or Contact Request and Assignment (NUSER)

01.03 - Add Resource Existing User to a Project (ADDRE)

01.05 Request for Qualifications (RFQ)

01.06 RFQ Review (RFQR)

01.08 Request for Qualifications Lab Designers (RFQLD)

01.09 Request for Qualifications Mover (RFQM)

02.01 Team Assignment (TA)

202.02 Project Definition Form Creation (PD)

02.03 - CRSP Screening Kickoff (CRSPK- CRSPS (with PM Assignment) (CRSPS)

202.04 05 - MOU and Stage 1 Budget - CRSP (Non-Cost) (MOUS1MUS1)03.01 Milestone Project Estimate and Budget Request - (COST) (MPEB

02.05.a - MOU Amendment (MOUA)

02.06 - Stage 1 Budget (S1BA)

03.00.a,b,c - Conceptual, Schematic Design and Design Development Estimates (CDE, SDE, DDE)

03.01a New Project Budget Process - Not yet enabledRequest - (BAP)

03.02 - $0 Budget Change (Cost) (ZBCHG)

03.03 Contingency Request/True-Up Form/Additional Funding Request (BCHNG)

04.00 01 Bidding (BIDa)

04.04 Issue Purchase Order/Issue Contract (NewPO)

04.05 - Limited Statement of Work LSW / Exhibit A Request (LSW) (New)06.01 Letter of Release - Change Order Request (New

05.02 - Document Review for CRSP (DR)

Info

title	Change Management Processes for Contractors

Both of these processes are required to successfully initiate and approve change orders for Contractors.

06.01 Letter of Release - Change Order Request (COR)

06.02 General Contract Change Order (GCCO)

06.03 - Professional Services Amendment (New)

06.06 Pay Req and Invoice (BILL)

Info

title	Change Management for A/Es and Consultants

This process is required to successfully initiate and approve change orders for A/E Leads and Consultants.

06.03 - PSA, MDA or PO Release (PSA)

06.06 Pay Req and Invoice (BILL)

06.06.07 - Journal Voucher Request (JV-R)

07.01 - Room Numbering (ROOM)

07.02 - Signage Request (SIGN (New)

10.01 Project Manager's Project Update (PMU)

Card

label	Terminology

Term

Definition

Academic Council

Provost and Dean's Committee (Annual review is last step of In Cycle Process)

Action

In e-Builder, An action is a trigger to complete a step in the workflow. For example Submit or Revise are both Actions.

Actor

In e-Builder, an actor is a person that can act on a step. Actors receive notifications via email to login to e-Builder and complete a step. At times it may be necessary to accept or decline the responsibility to complete a step. Once an actor takes an action the step is considered complete.

Typically for each Department or Lab

As Bid Budget - Competitively Bid Pricing

Reviewed by R-CRSP if it exceeds the Preliminary Budget.

One for each School or Operating Unit/Area (EVP, DSL, etc.)

Baseline

A snapshot of the aspects of a project at the beginning. A baseline is used to compare actual task duration, start and end times to what was anticipated at the beginning of the project.

Building Committee

Reviews Major Capital Projects and recommends approval to Executive Committee

CC

An abbreviation for Campus Construction

CC Planner

A Planner working in the Campus Construction department

CRSP

Committee for Renovation and Space Planning - Chaired by the Associate Provost. Projects are usually CRSP projects, though some are referred to as non-CRSP projects in which processes may be slightly different.

Commitment

Same as SAP, a commitment is used for e-Builder process 04.04 Issue Purchase Order/Issue Contract

Company

A company is a record of contact information (such as phone number, fax, email address, street address, etc.) for a company. There can be multiple Contacts associated with a company, but only one Company can be associated with a

Contact. Companies can be stored solely as a reference or associated with commitments, costs or bids in the Cost and Bidding

modules.

Contact

An Contact is a record of contact information (such as phone number, fax, email address, street address, etc.) associated with a Company. Contacts can be stored solely as a reference or associated with bids in the Bidding module.

Contingency

Project funds set aside that can be used for unforeseen expenses.

Critical Path

Tasks that must be completed on time in order for a project to finish on schedule. A delay in the completion of these tasks will delay the end date of the project. Critical path tasks are indicated by red lettering of the task name in the e-Builder project schedule.

Dependencies

A task that depends on another. The relationships between tasks are called dependencies.

Duration

The amount of time allowed to finish a task.

DLC

Abbreviation for Department, Lab or Center

eB

Abbreviation for e-Builder

e-Builder Admin

An administrator of the e-Builder software application working out of the MIT Facilities team

e-Builder Company

Each e-Builder contact is associated with an e-Builder company. There can be more that one contact associated with a company. A contact can not belong to more than one company.

e-Builder Contact

Someone with a record of contact information (phone number, address, fax etc.) associated with an e-Builder company. Each contact can be an invited bidder during the bid process.

e-Builder User

Someone that has been added to the e-Builder account as a participant to a set of your projects.

Event

While still treated as a task in regards to duration, start and finish time, an event is classified as a meeting or an approval of item(s). Specifying events gives the System Admin or Schedule Manager the ability to better manage the schedule by identifying when work is actually being done versus a decision making or approval process that may or may not impact the schedule.

Executive Vice President, responsible for Non-Academic Department Administration

Executive Committee

Committee that approves and funds Major Capital Projects on behalf of the Corporation.

Form

Forms are input screens used to record data or information, usually about projects. The most common form in e-Builder is a Workflow Form, which is used in e-Builder Processes

Free Slack

The amount of time a task can be delayed before its successor task is delayed.

CRSP batch review/approval to coincide with annual Institute Budget Cycle (Dec - Apr)

Master Process

Master Processes are created by the e-B administrator to categorize and report on Master Tasks. Project schedules use these processes to filter and view activities in the schedule.

Master Task

Master Tasks are a standard set of tasks used in multiple project schedules. The power of Master Tasks lies in cross project reporting. Project schedules typically include a subset of these mater tasks and and regular tasks. The e-B administrator maintains these processes and tasks.

Milestone

Certain points in the schedule that are considered important in that these items are critical for the successful completion of the project. When monitoring multiple projects in e-Builder it is helpful if all projects have the same Milestones to enable consistent reporting.

Milestone Project Estimate and Budget Request Template

A template used to create a budget in e-Builder.

MOU

Abbreviation for Memorandum of Understanding. In e-Builder the MOU is created as part of the MOU and Stage 1 Budget process.

OBFP

Office of Budget and Financial Planning (Budget Office)

OCP

Office of Campus Planning

OCP Assignor

Office of Campus Planning Assignor

Out of Cycle Process

Year round process used except for December to April

PICS - Project Information and Cost System

An MS Access customized database that merges non-financial project information with SAP Financial Information networked on Project Manager's Desktops. PICS will be retired when e-Builder is fully implemented.

Plan/Study

Work carried out by Campus Planning and Design

Predecessor

In a relationship where one task depends on another, the task which has another dependent on it is called the predecessor. It might also be referred to as the controlling task.

Process

In e-Builder, a mechanism to route information based on defined business rules, track communications and ensure accountability for all project participants.

Anchor

Project Terms

A planned set of interrelated tasks to be completed within a certain period of time and within certain cost or other limitations. In e-Builder, projects refer to the projects for which you are identified as a participant. Each "real world" project is associated with a project in e-Builder. If you are working on the "real world" version of the project you can be added to the project in e-Builder.

First estimate reviewed by R-CRSP, typically based on sketches or SD's

Provost

Senior administrative officer.

RCA Form

Renovation Cost Analysis form. Used by CRSP.

Renovation Subcommittee of CRSP - Reviews and approves most all planning studies, space changes, space requests and space reassignments. The formal minutes are used to notify the Community of project decisions and to direct the Budget Office to transfer funds to specific projects

DoF's System Engineering Group

Schedule

Schedules consist of a lost of all the tasks to be completed for a particular project.

Schedule Manager

The schedule manager is responsible for developing the schedule. This person will determine the order of the tasks, their duration, allocate resources to each task and then monitor the project to compare the projected outcome to the actual outcome. By default, for MIT Facilities projects the Schedule Manager role will be assigned to the Project Manager.

Slack

The amount of time that a task can be delayed before it affects a dependency or the overall completion date of the project.

Space Change

All renovation project on campus greater than $10,000 or moving of walls or two or more trades

Space Request

DLC request to permanently or temporarily use space not currently assigned it (*)

Stage 1 Budget

Cost estimate for the conceptual, feasability or initial design work needed for project start.

Subtasks

When a task has many pieces to it and it is broken down, the pieces are referred to as Subtasks.

Successor

In a relationship where one task depends on another task, the dependent task is called the successor.

Summary Task

A high level task with subtasks underneath it. Summary task views give you an overall picture of when a portion of a project will be completed.

Task

Tasks are the basic building blocks of a project schedule; tasks make up the schedule. Based on the duration assigned and the placement of the task a start and end date is automatically applied.

Task Manager

The person responsible for managing the tasks of a particular project phase, such as Design or Construction tasks.

Task Resource

The person responsible for for completing an individual task. This person will typically report to the task manager.

Template (Schedule)

A predefined pattern or makeup that you can use as the basis for setting up a future project. Templates are created by an Account Administrator and they can choose to apply this template to the project, which will automatically give you a basis to start with when building out the project schedule. If a template is not applied to the project, the Account Administrator can make schedule templates available for the schedule manager to use. Available template options display in adrop-down menu when applying a schedule template.

Total Slack

The amount of time that a task can be delayed before the project end date is affected.

Variance

The difference between the scheduled/actual start or scheduled/actual finish of a task and the baseline start or finish of that task.

View Only

A special account in e-Builder that provides view only access to any project in the system.

Workflow

In e-Builder, the automation of a business process during which documents or other information is passes between project participants for action.

Card

id	News
label	Newsletters
title	eB Newsletter Archive

February e-Builder Newsletter.pdf

December e-Builder Newsletter.pdf

February 2017

Card

id	FAQ
label	FAQs
title	Frequently Asked Questions

Toggle Cloak

I've logged into e-Builder but cannot find my project. How can I find it?

Cloak
If you do not see the project you are looking for in the Project Dropdown or by going to the Projects module (tab) then you are most likely not yet assigned to the project. Contact the Project Manager and ask to be added.

Toggle Cloak

How can I see project details and documents for a project to which I am not assigned?

CloakUse . If you do not have a View Only Mode option you should contact the e-B Admin.

Toggle Cloak

How do I add a user to e-Builder?

Cloak

To request that a new user be added, please do so in e-Builder, as follows:

Click on the “Processes” tab at the top.
In “Processes for”, start typing the following “99974 - z - e-B User Experience”. Select this project.
On the right, click on “Start Process”.
Click on “01.02 – New User Request & Assignment (NUSER).
Complete the form.
Click “Submit”

The request will be routed through e-Builder and the new user will be given access. Both you and the new user will be notified when they have been added to the system.

This is the link to the full process documentation:

Card

label	Training and Job Aids

Which e-Builder Process Should I Use? A simple guide to tasks and processes in e-Builder. Print by exporting the page to PD

Card

label	Provide Feedback

The e-Builder Core Team wants your feedback!

To provide comments and suggestions:

In e-Builder, go to project "99974-z e-B User Experience".
In the Project Menu click on Forms.
Click on the Fill Out Form button.
Select the "MIT e-Builder Feedback" form
Fill in the information
Click "Post Form".

Your feedback will be forwarded to the e-Builder team.

Card

id	earn
label	e-Builder Release Notes
title	Archive of release notes from e-Builder for monthly releases.

Archive

Attachments

upload	false

Current

PDF

name	January Maintenance Release Notes.pdf

Card

label	e-Builder Administration

Deck of Cards

id	ebadeck

Card

label	eB Admin Instructions and SOP's

Description	Document Link
Change the schedule manager	Changing the Schedule Manager.pdf
Updating Funding Source and Funding Account Number	Updating Funding Source and Funding Account Number.pdf
e-B Admin Instructions (written by and for our eB admin team)	MIT e-Builder Admin Procedures 4-26-18.docx
Unlocking a Word Document (eg: RFQ)	Unlock a Word Document - Used for RFQs.pdf
SOP Integration	SAP Integration SOP - DRAFT.docx
Finding Project Invoices in e-Builder (Can be given to users)	Finding Invoice with Information from SAP.docx
Data Field Assignments	Process Data field Assignments.docx
SAP Integration General Invoices (Draft 5/8/2018)	e-Builder SAP General Invoices.doc
Add a User / Role to the Account	Add a User/Role to the Account
Adding a Company or a Contact	Adding a Company / Contact to the Account
Create a New Project Shell	Create a Project Shell
Add a User to a Project	Add a User to a Project
Delegate Access to Another User	Delegate Access to Another User
Email into a Project Domain	docs-us2.e-builder.net
URL's	https://app-us2.e-builder.net · https://bid-us2.e-builder.net · https://sso-us2.e-builder.net · https://api-us2.e-builder.net · https://api2-us2.ebuilder.net

Card

label	Test Environment Specific Admin

Description	Document Link
Reset Test Passwords	Test Password Resets.pdf
Test Refresh Project Plan	Test Refresh Project Plan and Communicaiton Templates.xlsx

Card

label	Admin Training Documents

e-Builder Admin Training Guide.docx

User Training Guide.pdf

e-B Admin Tools Manual.pdf

Adding DocuSign.docx

Card

label	Template Documentation

PO Process Mail Merge.docx

Card

label	Bidder Portal Information

This document can be included in the -Builder Bid information/bid package.

Bidder Portal Instructions.pdf

When a bidder can't access the bid portal:

The user that you send the invitation to must register with information that matches what you have documented in the Contacts Module - otherwise, you will be prompted to approve the access request from the bidder that you invited.

For example if you sent an invite to:

Name: Paul Linehan

Company: FRANCIS J LINEHAN JR & ASSOCIATES

Username: Linehan

Email: paul@fjlinehan.com

Phone: (781) 344-8100

He should use the above.

But if the the user who attemps to use the registration was using the following information:

Name: Paul Linehan

Company: F.J. Linehan & Associates

Username: Paul Linehan

Email: paul@fjlinehan.com

Phone: 7813448100

-----

Resolving this issue can be performed in 1 of 2 ways, but in both scenarios, you will need to address the Pending Request so that the bidder can obtain access.

Option 1) Open the Bid Package Details > Click the "Pending Requests" link on the far-right side of the page > Find the Pending Request for Paul and take the "Reject" action.

Then resend his invitation, and advise Paul to login with his username that you have registered for him already (Username: Linehan).

Option 2) Open the Bid Package Details > Click the "Pending Requests" link on the far-right side of the page > Find the Pending Request for Paul and take the "Approve" action.

You will be prompted to consolidate the contact information, or create a new company contact from the new request. Either way, once completed, Paul could gain access using the 2nd username: Paul Linehan

Wiki markup without migration
{style}div#children-section.pageSection { display: none; } {style}

10.07 DoF Equipment Asset Tagging (EQAT)

Card

label	Reports and Dashboards

Why Use Reports?

How to Find Reports

BI Dashboard - RCA

Dashboard - Project Detailed Information

Dashboard - Project Status

CC Directors Program Managers Report

Construction Completion Aging report

SH CC Director Cost Analysis

SH Cost analysis (Program Manager)

Program Level Report

Project Schedule Milestone Report (Program Summary)

Projects with a "Substantially Complete" Status Aging Report

Open Bids

General Invoices imported into e-B

Card

label	Terminology

Term

Definition

Academic Council

Provost and Dean's Committee (Annual review is last step of In Cycle Process)

Action

In e-Builder, An action is a trigger to complete a step in the workflow. For example Submit or Revise are both Actions.

Actor

In e-Builder, an actor is a person that can act on a step. Actors receive notifications via email to login to e-Builder and complete a step. At times it may be necessary to accept or decline the responsibility to complete a step. Once an actor takes an action the step is considered complete.

Administrative Officer (AO)

Typically for each Department or Lab

As Bid Budget - Competitively Bid Pricing

Reviewed by R-CRSP if it exceeds the Preliminary Budget.

Assistant Dean (AD)

One for each School or Operating Unit/Area (EVP, DSL, etc.)

Baseline

A snapshot of the aspects of a project at the beginning. A baseline is used to compare actual task duration, start and end times to what was anticipated at the beginning of the project.

Budget

In e-Builder, your Budget represents what you are authorized to spend.

Budget Change

Building Committee

Reviews Major Capital Projects and recommends approval to Executive Committee

CC

An abbreviation for Campus Construction

CC Planner

A Planner working in the Campus Construction department

Change Order Request (COR)

A request from a vendor to increase their commitment amount.

CRSP

Committee for Renovation and Space Planning - Chaired by the Associate Provost. Projects are usually CRSP projects, though some are referred to as non-CRSP projects in which processes may be slightly different.

Commitment

Commitment and Purchase Order are synonyms in e-Builder. When submitting an invoice in e-Builder a vendor can bill up to the value of their commitment.

Company

A company is a record of contact information (such as phone number, fax, email address, street address, etc.) for a company. There can be multiple Contacts associated with a company, but only one Company can be associated with a

Contact. Companies can be stored solely as a reference or associated with commitments, costs or bids in the Cost and Bidding

modules.

Contact

An Contact is a record of contact information (such as phone number, fax, email address, street address, etc.) associated with a Company. Contacts can be stored solely as a reference or associated with bids in the Bidding module.

Contingency

Project funds set aside that can be used for unforeseen expenses.

Critical Path

Tasks that must be completed on time in order for a project to finish on schedule. A delay in the completion of these tasks will delay the end date of the project. Critical path tasks are indicated by red lettering of the task name in the e-Builder project schedule.

Dependencies

A task that depends on another. The relationships between tasks are called dependencies.

Duration

The amount of time allowed to finish a task.

DLC

Abbreviation for Department, Lab or Center

eB

Abbreviation for e-Builder

e-Builder Admin

An administrator of the e-Builder software application working out of the MIT Facilities team

e-Builder Company

Each e-Builder contact is associated with an e-Builder company. There can be more that one contact associated with a company. A contact can not belong to more than one company.

e-Builder Contact

Someone with a record of contact information (phone number, address, fax etc.) associated with an e-Builder company. Each contact can be an invited bidder during the bid process.

e-Builder User

Someone that has been added to the e-Builder account as a participant to a set of your projects.

Event

While still treated as a task in regards to duration, start and finish time, an event is classified as a meeting or an approval of item(s). Specifying events gives the System Admin or Schedule Manager the ability to better manage the schedule by identifying when work is actually being done versus a decision making or approval process that may or may not impact the schedule.

EVP

Executive Vice President, responsible for Non-Academic Department Administration

Executive Committee

Committee that approves and funds Major Capital Projects on behalf of the Corporation.

Form

Forms are input screens used to record data or information, usually about projects. The most common form in e-Builder is a Workflow Form, which is used in e-Builder Processes

Free Slack

The amount of time a task can be delayed before its successor task is delayed.

General Contract Change Order (GCCO)

In e-Builder, a GCCO is the process used to bundle and finalize CORs.

In Cycle Process

CRSP batch review/approval to coincide with annual Institute Budget Cycle (Dec - Apr)

Master Process

Master Processes are created by the e-B administrator to categorize and report on Master Tasks. Project schedules use these processes to filter and view activities in the schedule.

Master Task

Master Tasks are a standard set of tasks used in multiple project schedules. The power of Master Tasks lies in cross project reporting. Project schedules typically include a subset of these mater tasks and and regular tasks. The e-B administrator maintains these processes and tasks.

Milestone

Certain points in the schedule that are considered important in that these items are critical for the successful completion of the project. When monitoring multiple projects in e-Builder it is helpful if all projects have the same Milestones to enable consistent reporting.

Milestone Project Estimate and Budget Request Template

A retired process and accompanying spreadsheet used to develop and upload a budget. It was replaced in October of 2018 by the Project Budget Approval process.

MOU

Abbreviation for Memorandum of Understanding. In e-Builder the MOU is created as part of the MOU and Stage 1 Budget process.

OBFP

Office of Budget and Financial Planning (Budget Office)

OCP

Office of Campus Planning

OCP Assignor

Office of Campus Planning Assignor

Out of Cycle Process

Year round process used except for December to April

PICS - Project Information and Cost System

An MS Access customized database that merges non-financial project information with SAP Financial Information networked on Project Manager's Desktops. PICS will be retired when e-Builder is fully implemented.

Plan/Study

Work carried out by Campus Planning and Design

Predecessor

In a relationship where one task depends on another, the task which has another dependent on it is called the predecessor. It might also be referred to as the controlling task.

Process

In e-Builder, a mechanism to route information based on defined business rules, track communications and ensure accountability for all project participants.

Anchor

	Project Terms
	Project Terms

Project

A planned set of interrelated tasks to be completed within a certain period of time and within certain cost or other limitations. In e-Builder, projects refer to the projects for which you are identified as a participant. Each "real world" project is associated with a project in e-Builder. If you are working on the "real world" version of the project you can be added to the project in e-Builder.

Proposed Preliminary Budget

First estimate reviewed by R-CRSP, typically based on sketches or SD's

Provost

Senior administrative officer.

RCA Form

Renovation Cost Analysis form. Used by CRSP.

R-CRSP

Renovation Subcommittee of CRSP - Reviews and approves most all planning studies, space changes, space requests and space reassignments. The formal minutes are used to notify the Community of project decisions and to direct the Budget Office to transfer funds to specific projects

SEG

DoF's System Engineering Group

Schedule

Schedules consist of a lost of all the tasks to be completed for a particular project.

Schedule Manager

The schedule manager is responsible for developing the schedule. This person will determine the order of the tasks, their duration, allocate resources to each task and then monitor the project to compare the projected outcome to the actual outcome. By default, for MIT Facilities projects the Schedule Manager role will be assigned to the Project Manager.

Slack

The amount of time that a task can be delayed before it affects a dependency or the overall completion date of the project.

Space Change

All renovation project on campus greater than $10,000 or moving of walls or two or more trades

Space Request

DLC request to permanently or temporarily use space not currently assigned it (*)

Stage 1 Budget

Cost estimate for the conceptual, feasability or initial design work needed for project start.

Subtasks

When a task has many pieces to it and it is broken down, the pieces are referred to as Subtasks.

Successor

In a relationship where one task depends on another task, the dependent task is called the successor.

Summary Task

A high level task with subtasks underneath it. Summary task views give you an overall picture of when a portion of a project will be completed.

Task

Tasks are the basic building blocks of a project schedule; tasks make up the schedule. Based on the duration assigned and the placement of the task a start and end date is automatically applied.

Task Manager

The person responsible for managing the tasks of a particular project phase, such as Design or Construction tasks.

Task Resource

The person responsible for for completing an individual task. This person will typically report to the task manager.

Template (Schedule)

A predefined pattern or makeup that you can use as the basis for setting up a future project. Templates are created by an Account Administrator and they can choose to apply this template to the project, which will automatically give you a basis to start with when building out the project schedule. If a template is not applied to the project, the Account Administrator can make schedule templates available for the schedule manager to use. Available template options display in adrop-down menu when applying a schedule template.

Total Slack

The amount of time that a task can be delayed before the project end date is affected.

Variance

The difference between the scheduled/actual start or scheduled/actual finish of a task and the baseline start or finish of that task.

View Only

A special account in e-Builder that provides view only access to any project in the system.

Workflow

In e-Builder, the automation of a business process during which documents or other information is passes between project participants for action.

Card

id	FAQ
label	FAQs
title	Frequently Asked Questions

Toggle Cloak

How do I log into e-Builder?

Cloak
To log on using your Kerberos ID and password, go to e-Builder.mit.edu. You will then be prompted to use your certificate (which can be accessed if you are on a computer that has your certificate) or to provide your Kerberos ID (vndrxxxx@mit.edu) and password.

Toggle Cloak

I've logged into e-Builder but cannot find my project. How can I find it?

Cloak
If you do not see the project you are looking for in the Project Dropdown or by going to the Projects module (tab) then you are most likely not yet assigned to the project. Contact the Project Manager and ask to be added.

Toggle Cloak

How can I see project details and documents for a project to which I am not assigned?

Cloak
Use . If you do not have a View Only Mode option you should contact the e-B Admin.

Toggle Cloak

How do I add a user to e-Builder?

Cloak

To request that a new user be added, please do so in e-Builder, as follows:

Click on the “Processes” tab at the top.
In “Processes for”, start typing the following “99974 - z - e-B User Experience”. Select this project.
On the right, click on “Start Process”.
Click on “01.02 – New User Request & Assignment (NUSER).
Complete the form.
Click “Submit”

The request will be routed through e-Builder and the new user will be given access. Both you and the new user will be notified when they have been added to the system.

This is the link to the full process documentation:

Toggle Cloak

What are the various types of contract forms?

Cloak

The document below contains a list of contract forms as of Sept 2019.

Card

label	Training and Job Aids

Which e-Builder Process Should I Use? A simple guide to tasks and processes in e-Builder. Print by exporting the page to PD

How to validate the eB invoice columns using a G702 and a G703 and what to do to correct them before submitting them.

How to re-open a closed project and pay an invoice.

Card

label	e-Builder Administration

Deck of Cards

id	ebadeck

Card

label	e-B Admin Instructions and SOP's

Description	Document Link
Add Budget to Cover CRSP Admin Fees	Adding Budget to Cover CRSP Admin Fees.docx
Change the schedule manager	Changing the Schedule Manager.pdf
Updating Funding Source and Funding Account Number	Updating Funding Source and Funding Account Number.pdf
e-B Admin Instructions (written by and for our eB admin team)	MIT e-Builder Admin Procedures 3-29-2019.docx
Close a Commitment in e-Builder with a remaining balance	For PO's that will not be fully used, you should close the PO by bringing the remaining balance to zero through a negative change order (COR, PSA) to take the money out of the PO and back into the budget. A negative COR will be bundled with a GCCO as per the normal COR process. Following the submission of this negative change order (COR, PSA) please send an email to dof-ebuilder-info@mit.edu letting us know you would like to close the PO. We will then send an email to IS&T to close the SAP PO. This will cover both budget and commitment related issues when closing a PO with a positive balance that you want to reduce to zero. If you have any questions please reach out to us at dof-ebuilder-info@mit.edu .
Unlocking a Word Document (eg: RFQ)	Unlock a Word Document - Used for RFQs.pdf
Finding Project Invoices in e-Builder (Can be given to users)	Finding Invoice with Information from SAP.docx
Data Field Assignments	Process Data field Assignments.docx
Add a User / Role to the Account	Add a User/Role to the Account
Adding a Company or a Contact	Adding a Company / Contact to the Account
Create a New Project Shell	Create a Project Shell
Add a User to a Project	Add a User to a Project
Delegate Access to Another User	Delegate Access to Another User
Email into a Project Domain	docs-us2.e-builder.net
URL's	https://app-us2.e-builder.net · https://bid-us2.e-builder.net · https://sso-us2.e-builder.net · https://api-us2.e-builder.net · https://api2-us2.ebuilder.net
Correcting a COR and GCCO when the dollar amount is incorrect	COR - GCCO Correction.docx
Correcting an issue when multiple COR's attempt to alter the same line in PO when the GCCO is processed.	Image Added 1. This error does not show up in the SAP Folders and Files review, you will see the error only in the FTP or Dashboard. It is therefore important to review those items. 2. The error in the Dashboard contains a reference to the PO number, not the project. You should search e-B for the PO number to find the processes that need to be analyzed. 3. The file to be edited can be found in 6.01 Export Files folder in the SAP_Integration project. 4. Download the file and edit it by removing duplicate lines. Save the file as a CSV. 5 Open the FTP site, go to folder POChange_COR and upload the edited CSV file. 6. email Nivideta to ask her to run the job. (This must be done by IST by someone in production, Nivedita will make the request) Ask her to notify you when the job has been run) 7. After hearing back from ND/IST you should rerun the SAP CO Import COR which will import the success file to eB and move the GCCO in question to Finish status. You may need to move COR's that were edited out of the file to Finish using the Workflow Override option.
Checklist - Plan Budget Code Conversion	Copy of Checklist of rBudget Code Conversion.xlsx
Fixing a Check Number in eB	Fixing a Check Number in e-Builder.docx
Single Sign On Issues	Single Sign On Issues
Invoice (BILL) Process "Stored Materials" Issue	If a previous BILL has total materials presently stored and it’s approved properly, when you start a new BILL Payapp process, the total materials stored from the previous process will show up already in the Invoice Line Item once you choose a commitment. See the screenshot below of the amount automatically placed in that field when you start a new one. It's possible to add that amount back to that field and line item to BILL -13 to mimic the behavior that it shows when you start a new BILL, especially since BILL-13 is in Initiator Revise
Correcting a Commitment Change Order that was submitted with a different IO from the Purchase Orders IO	Edit the Custom Field(s) field of the Commitment Details page to have the IO match the IO that the PO was established with. History of Commitment Change IO that does not match the PO IO.pdf
When is it appropriate to close out a MUS1 process?	A MUS1 process can be moved to the finish step as long as an Executed MOU Document is attached.
How to grant access to the View_Only account	SOP Access Delegation for View_Only account 6.23.2022.docx

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label	e-Builder Development

Delivering quality processes in e-Builder requires quality requirements gathering.

While we strive to eliminate bugs in processes there is always a chance that something will be missed. The following basic guidelines help set the stage for delivering excellence in our business requirements gathering and development processes.

We first start with a request. An AI (action item) is prefixed to display the type of work described with the prefix identifiers:

DEV – Development of a new process or report

MOD – A modification of an existing process or report

BFX – break fix of an existing process or report

MNT – Maintenance of an existing process, report, user or other eB entity (e.g. a project or some component or sub-component of a project)

REV – Review /Analysis of a new or existing process, report, rights or permission, etc.

DOC – For all mail merge work (we to track this separately from MOD/DEV/BFX/REV/MNT)

ADM – any basic eBAdmin administrative work performed (e.g. setting up new users, projects etc.)

The description section of an AI should provide the business challenge, case and a brief statement regarding the analysis done – including who wrote the spec up and who was spoken to elicit the requirements.

At this point we haven't actually coded anything in eB.

Attachments to the AI:

a) This includes the spreadsheet template(provided) screen shots and mock ups all in JPEG's or Visio – not in the product/code, spreadsheets with a proper format.

b) The creation of new steps or page layouts need to be identified including: all data fields and their type length, parameters, exclusions, etc., shared page layouts, all conditionals their business rules and their names, all actions a user can take and their names and any special additional , and all flow paths.

We also work to identify with a mock-up how a page layout should flow (from data field to data field as if one was tabbing through the page), what the general layout should be, any page layout filed groupings should be, and any help text or tool tip data you require.

We identify and label required fields, conditionals on fields (for example, any data entry or language you want flagged or returned back to the actor/user). reporting needs (mock-ups, data fields, etc.). At this time we also check to see if we already have these fields in the system and or consider any fields that may be better suited as global fields rather than simply only found "in a process".

c) If this is a rework of an existing workflow we provide a before and after of workflow processes the customer is asking to be changed. Note: The before is a screen shot of the existing workflow or page changing and the after is a Visio mock up. Note: this "mockup" can be done in our eB development sandbox - we call affectionately call T-Rex.

We catalog our work in a requirements spreadsheet template. The AI # is identified and this artifact is attached to the AI.

Work begins after we have gathered enough requirements to start the coding and testing of the work.

The above is intended for processes work that requires change management review. 95% of our work is Administrative, Break Fix, and slight Modifications that do not require the level of detail noted above. However, we do review all BFX, MOD types to find patterns that may result in larger efforts.

If you have any questions regarding our business requirements and development practices please don't hesitate to speak to the program manager of Reporting and Analytics.

Note: if a customer has something in mind from another organization that he/she has had created or used in the past and would like us to model that, that is OK. Please request a screen shot of it, provided he/she has permission to copy another organizations workflow(s)/property. Any proof of origin or ownership and or permission to use if we are given a screen shot of another organizations workflow is required.

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label	Test Environment Specific Admin

Description	Document Link
Reset Test Passwords	Test Password Resets.pdf
Test Refresh Project Plan	Test Refresh Project Plan and Communicaiton Templates.xlsx
Using Test Environment for Training	Using the Test Environment for Training.docx
Required Updates After a DTE Refresh	SOP - Required Updates After a DTE Refresh.pdf

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label	Admin Training Documents

e-Builder Admin Training Guide.docx

User Training Guide.pdf

e-B Admin Tools Manual.pdf

Adding DocuSign.docx

e-Builder Incident notification email SOP.docx

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label	Template Documentation

PO Process Mail Merge.docx

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label	e-B SAP Integration

Deck of Cards

id	Integration Procedures

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label	Procedures

SAP Integration SOP - DRAFT

Common errors and solutions related to Integration between eB and SAP through FTP

SOP Active Project Export-Mulesoft Restart .docx

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label	Invoices

e-Builder SAP General Invoices.doc

Process to catch up on Paid Invoices (002).docx

How to handle invoice paid in SAP but no status change in eB.pdf

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label	e-Builder Dashboard - Errors
title	Dashboard error messages/causes

Error Message as Seen in the Dashboard

Cause/ Resolution

Image Added

This error messages indicates that there is an issue with the effective date of the Cost Object in SAP.

Notice in the example that the receipt date is 8/23/2019 but the cost object start date is 07/01/2020.

The date error must be corrected in SAP, then the process must be resubmitted after removing the Export Date from the process.

Image Added

This error message indicates that the vendor is an ERS vendor and that the transaction cannot be processed through e-Builder at this time. (8/2019)/

The PO must be processed using SAP.

This document should be updated after IST issues a fix to allow ERS vendor PO's to process in eB.

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label	e-B Admin Tools

Slack

How to access via Web Interface

For the web interface, go to: https://mit.slack.com or "your_workspacename".slack.com and click Continue.
Click “Sign in with MIT Touchstone” and authenticate via MIT Touchstone.
Result: The Slack workspace you specified will open.
You can add yourself to public channels by clicking on Channels in the left-hand column. See Channels below for more details.

How to access via Desktop and Mobile Applications

Configure:

Download the appropriate app for your device and install it. Note: You will need admin privileges.
Open the app.
Enter the Slack URL of your workspace in the form: workspacename.slack.com
Click “Sign in with MIT Touchstone” and authenticate via MIT Touchstone.
Result: The Slack workspace you specified will open.
You can add yourself to public channels by clicking on “Channels” in the left-hand column. See Channels below for more details.

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label	Bidder Portal Information

Documentation for Bidders

Description	Source	Link
Bidder Portal Documentation	e-Builder	Bid Portal Instructions for Bidders.pdf
Short version of bidder portal documentation specific to MIT DoF. Can be included in the Bid Package.	MIT DoF	Bidder Portal Instructions.pdf

Bid Portal Support

Primary support of the Bid Portal is provided by e-Builder. Bidders should call 888-288-5717 for questions concerning bid access and portal instructions. If e-Builder does not respond please notify an e-B admin.

Bid Contacts Using the Bid Invitation Key

Note that the bid invitation key that is part of the bid invitation is intended for use only by the recipient. It is not transferable to another user.

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label	Vendor Information

Vendor Initiated Processes for Invoices, Changes Orders and Professional Services Amendments

MIT DoF Vendor Processes - Revised 2-6-2019.pdf

Wiki markup without migration

Project Compass

Links to pages with information about Project Compass.

Compass Style - December 2019

Hints & Tips

Note

e-Builder: Supported Internet Browsers.

Internet Explorer™ 11.0 or later. Google Chrome™ v 29.0.1 or later. Mozilla Firefox™ 35.0.1 or later. Safari™ 6.0.4 or later. Safari for iOS™ mobile v6.1 or later. Other browsers:(e-Builder is available on these other browsers, but some features might not work as expected.) If you have any questions, please reach out to the eBAdmin team.

Tip

Information on Reports

We've created a new tab called "reports." This tab includes information on a selection of the reports we've made, as well as how to find them.

Why use reports? Good Question! Click this link for the answer! Why Use Reports?

Add CD, SD or DD estimates to the e-Builder Cost module by using one of three estimate processes.

03.00.a,b,c - Conceptual, Schematic Design and Design Development Estimates (CDE, SDE, DDE)

These processes are easy to use, require no approvals and can be used to estimate project costs.

Use a spreadsheet as a sandbox for earlier estimates and when ready load the CD estimate.

Get Help with e-Builder

Our e-Builder team is available to assist users. Please contact Ying Liu who will coordinate the appropriate training professional.

email: liuying@mit.edu

Hints & Tips
Other e-Builder Notes

Tip

title	Adjust/Level Bids

Using the Adjust Option

Tip

title	Milestone Project Estimate and Budget Requests

Learn about the Milestone Project Estimate and Budget Request Template.

Tip

title	Archive

e-Builder Single Sign On

e-Mail Documents (Updated instructions for new folder structure)

View Only Mode

Delegation

Child pages

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Proc
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Project Compass

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Hints & Tips
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Child pages

Page History

Versions Compared

Old Version 450

New Version Current

Key

Quick Search for e-Builder Help

Using this Site

AnchorProcProc

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Hints & Tips

Get Help with e-Builder

Hints & TipsOther e-Builder Notes

Anchor
Proc
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