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Result or Product of this Process

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This process merges information stored in e-Builder with a document template to create a Memorandum of Understanding (MOU) and initial budget that can be shared with project sponsors or other parties.

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can be initiated by This process enables the engagement of the Office of the Provost, School and DLC to better define the project and budget.

Process Details

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idMOU
Card
labelSummary
  • This process starts automatically when the 02.01 Team Assignment (TA) process is complete or can be initiated by the e-B admin.
  • The primary actor for this process is the Project Manager.
  • Secondary actors include the Provost Office,
    • The process does not spawn other processes

    The output of this process is an MOU which spawns a Stage 1 process. The MOU goal is to document DLC endorsements. This MOU process is used primarily for CRSP/Academic projects. 

    Card
    labelProcess Map

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    Card
    labelActors and ActionsStep Descriptions

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    Process Start

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    Started by the
    • The process is usually started by a spawn step in CRSP Screening Kickoff
    or
    • . The process can be started manually by the project manager.
    • The process can also be started by the eB Admin.
    • If initiated by so, the eB Admin , that person fills out the required fields and take the below action. must complete the Department, Project Description, 100% CRSP Funding and Stage 1 Budget fields.
    • If started by the spawn process the fields listed above will be filled out and the below action will automatically be taken.

    Submit

    • automatically filled out
    • Next step: PIT Meeting Required

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    PIT Meeting Required?

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    • The PIT Meeting Required conditional step determines the path the process will take based on if the data field "PIT Meeting Required" has been marked "Yes" . It will automatically take one of the following paths:
    • If True (Yes) the next step is PM schedules PIT meeting
    • If False (No) the next step is Provost Office Draft MOU
    • Status of Process: Submitted
    • Causes Field Validation: Yes
    • Data field assignments are made

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    PIT Meeting Required?

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    e-Builder Instructions

    Note

    e-Builder will generate a Word document for editing by the project manager. Copies of the MOU that are distributed for comment will be in PDF format and not be editable by the reviewers.

    1. Step 1
    2. Step 2
    3. etc

     

     

     

     

    Occurs

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    • Once the PIT meeting has been completed the Project Manager opens and reviews the process and completes the required fields in the form. When finished the Project Manager takes the SUBMIT action.
    • Next Step: PM Verifies Team Assignments

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    Provost Office Draft MOU

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    • The Provost Office drafts the MOU by completing all of the required fields, including Description of Project, Scope of Work, Assumptions and Qualifications, Design and Construction Delivery, Preliminary Range Estimate, Intent, Funding, LocationSize and Schedule and Endorsements. For any entry made into a text box where it is possible to control text attributes the Font should be set to Arial and the Font Size set to 16px.
    • It is possble to paste text from a document into e-Builder text fields. It is important that the Font be set to Arial and Font Size set to 16px.
    • Since the amount of work on the page is considerable, use the Save Draft button to save the process as necessary prior to taking the Submit action.
    • When complete, take the Submit action the next step is Team Review.

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    Spawn Stage 1

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    • This step will automatically spawn a 02.06 - Stage 1 Budget (S1BA) process.

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    Team Review

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    • The Project Team reviews the MOU content.
    • The process has been configured so that all of the team members (the e-Builder term is actors) must complete the Team Review step and then take the SUBMIT action.
    • If a team member was not properly assigned the process will continue without input from that person.
    • Next Step: Provost Office Reviews MOU Comments

    Adding Comments/No Comment

    • Add your comments using the Comments tab. After adding your comments take the SUBMIT action.
    • If you have no comments, enter "N/A" or "No Comments" using the Comments tab. You must take the SUBMIT action even if you take this option not to comment.

    Escalation Rules

    • This process step has escalation rules applied. After 7 days the process moves to the next step - Provost Office Reviews MOU Comments. If you do not comment, or indicate no comment within the 7 days you will lose your opportunity to contribute to the MOU.

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    PM Reviews Team Comments

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    • The Project Manager reviews the MOU comments from the team.
    • When finished, the Project Manager takes the SUBMIT action.
    • If Submit is chosen the next step is Provost Office Reviews MOU Comments.
    • If Revise to Team is chosen the next step is Team Review.
    • If Void is chosen the next step is Finish.

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    Provost Office Reviews MOU Comments

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    • The Provost Office reviews the MOU comments from the team and makes edits to the MOU content if needed.
    • When finished the Provost Office takes the SUBMIT action the next step is Program Manager MOU Review.
    • When the DLC Endo Outside of EB action is taken the next step is Finish.

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    PM Review

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    • The Project Manager reviews the MOU comments from the Provost Office.
    • When finished, the Project Manager takes the Reviewed action.
    • If Reviewed is chosen the next step is Program Manager MOU Review
    • If Revise to Prov. is chosen the next step is Provost Office Reviews MOU Comments.

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    Program Manager Hold

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    • The Program Manager reviews the MOU content and has the option to take either the Submit or Revise action..
    • If the Program Manager clicks Reviewed the next step is Final PM Review
    • If the Program Manager clicks Revise the next Step is PM Review

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    Final PM Review

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    • The Project Manager reviews the MOU and has the option to select either the Submit or Revise action.
    • If the Project Manager chooses Reviewed then the next step is MOU MM.
    • If the Project Manager chooses Revise to Prov. then the next step is Provost Office Reviews MOU Comments. This option can be taken when the Project Manager wishes to engage with the Provost Office about the content of the MOU.

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    Provost Office Obtains DLC Endorsement

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    • The Provost Office downloads the system generated MOU.
    • The MOU is distributed to the DLC for review and endorsement.
    • The process remains in this step until the endorsed MOU is returned from the DLC. The endorsed MOU is added to the process step by uploading the document into the Executed MOU field.
    • When Submit is chosen the next step is Finish.

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    Finish

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