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 Result or Product of this Process

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The purpose of the MOU & Stage 1 Budget process is to request DLC approval for initial budget. This will allow the ability to engage outside resources to better define the entire Project Budget.

The 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.

Composition Setup
 

This process 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

Deck of Cards
idMOU
Card
labelSummary

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. 

  • This process starts automatically (is spawned) when the 02.01 Team Assignment (TA) completes or it can be initiated by the e-B admin.
  • The primary actor for this process is the Project Manager.
  • Other actors include the Provost Office, Program Manager, team members, CC Director and the Director of Projects.
    • The process spawns the 03.01 Milestone Project Estimate process.

    Card
    labelProcess Map

    Image RemovedImage Added

    Card
    labelActors and ActionsStep Descriptions

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    1. Process Start

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    • The process is usually started by
    the
    • a spawn step in CRSP Screening Kickoff
    or
    • . The process can be started manually by the
    eB Admin
    • project manager.
    • If initiated The process can also be started by the eB Admin. If so, the eB Admin must complete the Department, Project Description, 100% CRSP Funding and Stage 1 Budget fields.
    • If started by the spawn process those the fields listed above will be automatically filled out
    • Next step: PIT Meeting Required

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    2. PIT Meeting Required? Conditional Step

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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"
    in a previous step
    • . It will automatically take one of the following paths:
    True
    • If True (Yes)
  • Condition PIT Required = Yes
    • Next Step:
    •  the next step is PM schedules PIT meeting
    • If False (No)
  • Condition PIT Required not equal to yes
    • Next Step:
    • the next step is Provost Office Draft MOU

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    3. PIT Meeting Occurs

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    The
    • Once the PIT meeting has been completed the Project Manager opens and reviews the process and completes the required fields
    then
    • in the form. When finished the Project Manager takes the
    following action:

    Submit

    • Status of Process: UnchangedSUBMIT action.
    • Next Step: Provost Office Draft MOU
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    4.
    • PM Verifies Team Assignments
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    The Project Manager reviews the process, completes the required fields and then Submits.

    Submit
    1. Status of Process: Unchanged
    2. Next Step: Provost Office Draft MOU

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    5. Provost Office Draft MOU

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    • The Provost Office
    reviews the process and completes the required fields and takes the following action:

    Submit to Team

    1. Status of Process: Unchanged
    2. Next Step: Team Review

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    6. Team Review

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    IS&T Lead, Project Manager, CC Sustainability, CC Planning Manager, EHS Project Liaison, CR Admin and OCP Planner review the process and then Submit

    Submit

    1. Status of Process: Unchanged
    2. Number of Actors to Complete Action: All Actors
    3. Next Step: Provost Office Reviews MOU Comments

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    7. Provost Office Review MOU Comments

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    The Provost Office reviews the process, fills out the required fields and takes the following action:

    Submit

    1. Status of Process: Unchanged
    2. Next Step:  Program Manager MOU Review

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    8. Program Manager MOU Review

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    The Program Manager reviews the process and takes one of the following actions.

    1. Submit
      1. Status of Process: Unchanged
      2. Next Step: PM Final MOU Review
    2. Revise
      1. Status of Process: Unchanged
      2. Next Step: Provost Office Reviews MOU Comments

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    9. Project Manager Final MOU Review

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    The Project Manager reviews the process and takes one of the following actions:

    1. Submit
      1. Status of Process: Unchanged
      2. Next Step: Draft MOU
    2. Revise
      1. Status of Process: Unchanged
      2. Next Step: Provost Office Reviews MOU Comments

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    10. Draft MOU

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    The Draft MOU Step is a mail merge automation step that completes the items below and automatically takes the action:

    Code Complete

    1. Automation Step Type: Mail Merge
    2. Mail Merge Template: MOU Draft
    3. Archive Mail Merge = Yes
      1. Destination Folder = Document\02 Project Development - Budgets
      2. Store in Field: MOU
    4. Next Step: Provost Distributes to DLC for Review

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    11. Provost Distributes to DLC for Review

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    The Provost Office reviews the process, fills out the required fields and takes the following action:

    Submit

    1. Status of Process: Unchanged
    2. Next Step: PM Enters Benchmark and 51 Estimate

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    12. PM Enters Benchmark and S1 Estimate

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    The Project Manager reviews the process, fills out the benchmark and Stage 1 data, prints the Stage 1 mail merge and attaches, then takes the following action:

    Submit

    1. Status of Process: Unchanged
    2. Data Field Assignments Made
    3. Next Step: Program Manager Review
    •  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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    13. Program Manager Review

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    • The Program Manager reviews the
    process and takes one of the following actions:
    1. Submit
      1. Status of Process: Unchanged
      2. Next Step: MOU /Stage 1 MM
    2. Revise
      1. Status of Process: Unchanged
      2. Add Comments: Yes, Required
      3. Next Step: PM Enters Benchmark and 51 Estimate

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    14. MOU Stage 1 MM

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    The MOU Stage 1 MM step is a mail merge automation step that completes the below items and automatically takes the following action:

    Code Complete

    1. Automation Step Type: Mail Merge
    2. Mail Merge Template: MOU & Stage 1
    3. Archive Mail Merge: Yes
    4. Destination Folder: Document/02 Project Development Budgets (I&E)\02.01 Scope and Project Definition Forms (I)
    5. Next Step: Provost Distributes to DLC for Review

     

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    15. CC Dir and Dir of Projects Review

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    The CRSP Admin reviews the process, adds comments, and takes one of the following actions:

    Submit

    1. Status of Process:  Unchanged
    2. Next Step:  Provost Office Reviews

    Revise

    1. Status of Process:  Unchanged
    2. Add Comments: Yes, Required
    3. Next Step:  PM Revises Benchmark or S1 Estimate
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    16. PM Revises Benchmark or S1 Estimate
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    The Project Manager reviews the process, fills out the required fields and takes the following action:

    To Program Manager

    1. Status of Process: Received
    2. Data Field Assignments are Made
    3. Next Step: Program Manager Review

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    17. Provost Office Reviews

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    The Provost Office reviews the process, fills out the required fields, and takes one of the following actions:

    1. Submit
      1. Status of Process: Unchanged
      2. Next Step: Start 03.01 Milestone Project Estimate
    2. Revise
      1. Status of Process: Unchanged
      2. Add Comments: Yes, Required
      3. Data Field Assignment: Spawn 301 Process - Yes
      4. Next Step: PM Revises Benchmark or S1 Estimate

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    18. Start Milestone Project Estimate (Spawned)

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    The Start Milestone Project Estimate spawn step creates a process instance for 03.01 Milestone Project Estimate process. When the process is created the following action is taken:

    Spawn Complete

     Next Step: Finish

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    19. Finish

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    This is the final step. No further instruction is provided.

    Note

    e-Builder generates 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.

     

     

     

    ...

    • 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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