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Result or Product of this Process

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Limited Scope of Work/ Exhibit A (LSW) process ensures that for all contracts the Limited Statement of Work or Exhibit A is received before work commences on the contract.

Composition Setup

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Note

When this process is completed for a GMP, the Original Commitment amount is changed in the Cost module. The changed amount will be used in the Change Summary section of the GCCO process, when the GCCO process uses the original value of the commitment/contract to provide change details.

 

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id4.05 Deck
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labelSummary
  • This process is started by the Contractor/Vendor.Project Manager approval is the second step in the processusually initiated internally by the project manager, though it can be initiated by the contractor.
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labelProcess Map

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labelStep Descriptions

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1. InitiationStart

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  • Contractor or Project Manager fills out the required fields, attaches the appropriate supporting documentation and takes the Submit action.
  • The next step is Project Manager Approves Contract Admin Compiles Documents

This document may be helpful when working with contract forms.

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PRJCT Status CHK

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  • This conditional looks at the Project Status on the details page. The conditional will evaluate to True if the Status is not an Active one.
  • If the conditional evaluates to True the next step is is PM Fixes Project Status.
  • If the conditional evaluates to False the next step is Contract Admin Compiles Documents.

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2. Project Manager ApprovesPM Fixes Project Status

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  • The Project Manager reviews holds the process and has the option to take an action to Submit or Revisein this step until they update the Project Status by using a 10.01a Project Manager's Project Update (PMUa) process.
  • If Submit is chosen, PRJCT Status CHK is the next step is DoF Procurement Compiles Documents.
  • If Revise Void is chosen the next step is Initiator Revise Finish.

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3. Initiator Revise

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  • Initiator reviews the comments and revises the process and takes the Resubmit action.
  • If Submit is chosen Contract Admin Compiles Documents is the next step.
  • If Void is chosen the The next step is Project Manager ApprovesFinish.
 

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4. DoF Procurement Contract Admin Compiles Documents

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  • DoF Procurement reviews the process and attachments, The Contracts team compiles the LSW or Exhibit A document and required LSW documentation, attaches it to the process . DoF Procurement has the option to Submit or Reviseand takes the Submit action.
  • If Submit is chosen the next step is Program Project Manager Review. 
  • If Fully Executed is chosen the next step is Contract Admin Review / Distribute
  • If Revise is chosen the next step is Project Manager ApprovesStep is Initiator Revise.

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5. Program Project Manager Review

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  • Program The Project Manager reviews the process and supporting attached documentation and the information that has the option to take the Submit or Revise actionbeen entered into the process.
  • If Submit is chosen the next step is Vendor Executes Program Manager Review.
  • If Revise is chosen the next step is Project Manager ApprovesStep is Contract Admin Compiles Documents.

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6. Vendor ExecutesProgram Manager Review

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  • The vendor Program Manager reviews the LSW/Exhibit A document and has the option to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Vendor Signature Step Contract Manager Review.
  • If Revise is chosen the next step is Project Manager ApprovesStep is Contract Admin Compiles Documents.

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7. Vendor Signature StepContract Manager Review

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  • Vendor Signature step finishes the electronic signature of the Vendor from DocuSign and takes a Code Complete action.
  • The next step is DoF Procurement Approves.

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8. DoF Procurement Approves

  • The Contract Manager reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Contracts Send to Vendor for Signature..
  • If Revise is chosen the next Step is Contract Admin Compiles Documents.
  • If Send to OGC is chosen the next step is OGC Review
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  • DoF Procurement reviews the process and takes the Submit action.
  • The next step is Campus Construction.

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9. Campus Construction OGC Review

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  • The Campus Construction conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Project Director Review.
  • Office of General Council reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Contracts Send to Vendor for Signature..
  • If Revise GC is chosen the next Step is Contract Manager ReviewIf False (No) the next step is Utilities.

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10. Project Director ReviewContracts Send to Vendor for Signature

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  • Contracts group sends the LSW Document to the vendor for their signature.
  • The Submit action should be taken once the document has been sent to the vendorProject Director reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <$10MAdmin Hold for Vendor Signature.
  • If Revise is chosen the next step is Project Contract Manager ApprovesReview.

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11. Contract <$10MContract Admin Hold for Vendor Signature

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  • Contracts group waits to receive back a signed LSW Document from the vendor.
  • The Submit action should be taken once the document has been received from the vendor.
  • If Submit is chosen the next step is Campus Construction?
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  • The Contract <$10M conditional statement determines if the projected contract value exceeds $10,000,000.
  • If True (Yes) the next step is CC Director Executes.
  • If False (No) the next step is VPF Procurement Review.

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12. CC SPT Director ExecutesReview

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  • CC The SPT Director reviews the LSW/Exhibit A, execute if ready and take an action to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is LSW/Exhibit A. Con>$10m?
  • If Revise Void is chosen the next step is Project Manager Approves Finish.
 

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13. VPF Procurement ReviewCC Director Execute

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  • VPF Procurement reviews the process and takes an action to Submit or ReviseThe CC Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is CC Director Review Amendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

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14. CC Director Review

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  • The CC Director reviews the process and takes an action to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is <$100m >$10m<=$100m?.
  • If Revise is chosen the next step isProject Manager Approves Initiator Revise.

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15. Utilities?OCP Director Execute

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  • The Utilities conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Utilities Director Review.
  • OCP Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is O&M Director Review.

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16. Utilities OCP Director Review

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  • The Utilities OCP Director reviews the attached documentation and the information that has been entered into the process and takes an action to Submit or Revise.
  • If Submit is chosen the next step is Contract <$5M>$10m<=$100m?.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

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17. O&M Director ReviewFacilities Operations Execute

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  • The O&M Facilities Operations Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is Contract <$5M Amendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves.
 
  • Initiator Revise.

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18. Contract <$5M?Facilities Operations Review

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  • The Contract <$5M conditional step determines the path the process takes based on the Project Commitment Value being greater than or less than $5M.
  • If True (Yes) the next step is M&U Director Executes.
  • Facilities Operations Director reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is >$10m<=$100m?.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is VPF Procurement Review.

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19. M&U Director ExecutesUtilities Director Execute

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  • The M&U Utilities Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is LSW/Exhibit A Signature Amendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves.
 
  • Initiator Revise.

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20. VPF Procurement Utilities Director Review

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  • The VPF Procurement Utilities Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is VPF Procurement Review >$10m<=$100m?.
  • If Revise is chosen the next step isProject Manager Approves Initiator Revise.

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21. M&U FEG Director Review

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  • The M&U FEG Director reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is Contract <$100m >$10m<=$100m?.
  • If Revise is chosen the next step isProject Manager Approves Initiator Revise.

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22. Contract <$100mDir of Finance Execute

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  • The Contract <$100m conditional determines the path the process takes based on the Projected Commitment Value being greater than or less than $100m.
  • If True (Yes) the next step is Deputy EVPT Executes.
  • Dir of Finance reviews the attached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is Amendment e-Signatu.
  • If Revise is chosen the next step is Initiator ReviseIf False (No) the next step is Deputy EVPT Executes.

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23. Deputy EVPT Executes VP Finance Executes

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  • The
    • Deputy EVPT
  • VP Finance reviews the
    • process
  • attached documentation and
    • executes the LSW / Exhibit A and has the option to take an action to Submit or Revise
  • the information that has been entered into the process.
  • If Submit is chosen the next step is
    • LSW / Exhibit A Signature
  • Amendment e-Signatu.
  • If Revise is chosen the next step is
    • Project Manager Approves
  • Initiator Revise.

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24. Deputy EVPT VP Finance Reviews

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  • The Deputy EVPT VP Finance reviews the process attached documentation and the information that has the option to take an action to Submit or Revisebeen entered into the process.
  • If Submit is chosen the next step is EVPT Office ExecutesExecute.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

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25.EVPT Office ExecutesExecute

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  • The EVPT Office reviews the process and executes the LSW/Exhibit A, then takes an action to Submit or Reviseattached documentation and the information that has been entered into the process.
  • If Submit is chosen the next step is :  LSW / Exhibit A SignatureAmendment e-Signatu.
  • If Revise is chosen the next step is Project Manager Approves Initiator Revise.

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26.LSW/Exhibit A Signature
Amendment e-Signatu

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  • This is an automation step that creates a Mail Merge document.
  • Upon successful completion the next step is Contract Admin Review / Distribute.

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Contract Admin Review / Distribute

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  • The Contract Administrator reviews the attached documentation distributes it to the appropriate parties.
  • If Submit is chosen the next step is SAP Hold Step
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  • The LSW / Exhibit A Signature finalizes all the Director’s signatures from DocuSign and automatically takes the Submit action.
  • The next step is DoF Procurement Reviews Authorities.

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27. DoF Procurement Reviews Authorities

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  • DoF Procurement reviews the signing authorities and takes the Submit action.
  • The next step is Administrative Assistant Final Review.

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28. Administrative Assistant Final Review

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  • Administrative Assistant reviews the process and takes the Submit action.
  • The next step is Contract Admin Review/Distribute.

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29. Contract Admin Review/Distribute

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  • Contract Admin reviews and distributes as needed and takes the Submit action.
  • The next step is SAP Hold Step.

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30. SAP Hold Step

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  • The SAP Hold Step triggers the release of the change to SAP and sits in this step until SAP has processed and sent back the successful notification.  Once the successful import is completed the process will automatically take the Submit action.
  • The next step is Finish.
31. Finish

SAP Hold Step

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  • The process will hold in this step until it has been picked up by SAP. If you see a process in this step for more than a day please reach out to an e-B Admin.

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Campus Construction?

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  • This step checks if the Program Type listed on the Project Details page is Academic, Campus Services, Capital Group, Special, System Performance & Turnover, Systems Renewal, Energy, or IS&T.

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SPT?

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  • This step checks if the Program Type listed on the Project Details page is System Performance & Turn-over.

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Con>$10m?

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This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.

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OCP?

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  • This step checks if the Program Type listed on the Project Details page is OCP.

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Con>$500k?

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  • This conditional checks if the Projected Contract Value will be greater than $ 500,000

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CSM?

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  • This step checks if the Program Type listed on the Project Details page is CSG or R&M.

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ConFO>$10m?

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  • This conditional checks if the Projected Contract Value will be greater than $ 10,000,000.

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Utilities?

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  • This step checks if the Program Type listed on the Project Details page is CUP-OPS or Utilities.

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Con>$1m?

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  • This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.

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FEG?

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  • This step checks if the Program Type listed on the Project Details page is SEG.

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Con>$1m?

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  • This conditional checks if the Projected Contract Value will be greater than $ 1,000,000.

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>$10m<+$100m?

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  • This conditional checks if the Projected Contract Value will be greater than $ 10,000,000 but less than $ 100,000,000.

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Finish

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