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Product or Result of this Process

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The purpose of this process is the review and execution of a contract contracts and/or Purchase OrderOrders. The process enables external vendors and external executors to electronically route and approve all POs PO's and contracts.

The process generated generates an e-Builder Purchase Order following issuance of the SAP PO, and automatically triggers the Contract Approval process whenever the PO data meets the thresholds for a formal contract document.

Note that in e-Builder a purchase order is referred to as a Commitment.

Process Details

Composition Setup
 
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idIssue
Card
labelSummary

This process can be started by the Project Coordinator, Project Manager, Administrative Assistant, OCP Planner, SPT Commissioning Lead, SPT Lead, VPF Strategic Sourcing.

This process is also started when Send and Initialize is used as the notification option in the 4.0 Bidding Step

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labelProcess Map

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Actors and Acitons
labelStep Descriptions

Note that these step descriptions are in the process of being updated.

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1. Initiation

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  • The Project Coordinator or Project Manager fills out the required fields and executes the Submit action.
  • The next step is PM Initiate Process?

When asked to identify the type of contract being requested this document may be helpful.

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2. PM Initiate Process (Decisional Step)

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  • The PM Initiate Process? conditional step determines the path the process will take based on if the Data Field “Did the PM Initiate the Process?” has a value of “Yes”.
  • If the value is Yes the next step is Contract Required?
  • If the value is False the next step is PM Review?

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3. PM Review

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  • The PM reviews the process and verifies the Contract or PO being added to the project and chooses the Submit action.
  • The next step is Contract Required?

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4. Contract Required? (Decisional Step)

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  • Multiple fields are evaluated to determine the path that the process will take.
  • If True the next step is Construction?
  • If False the next step is Purch Req MM.

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5. Construction?

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  • Multiple fields are evaluated to determine the path the process will take.
  • If True the next step is eB Admin Updates CSI Codes.
  • If False the next step is DoF Procurement Reviews.

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6. eB Admin Uploads CSI Codes

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  • eB Admin runs the bid tabulation report and combines it with the process import template to do a quick upload into the processes to get the CSI and GL information on the commitment line item custom fields.  Through the import the following Submit action is taken.
  • The next step is DoF Procurement Review.

 

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7. DoF Procurement Review

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  • DoF Procurement reviews the process and executes the Submit action.
  • The next step is Contract Admin Assembles Contract.

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8. Contract Admin Assembles Contract

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  • The Contact Contract Admin reviews the process and uploads the assembled contract to be executed and has the option to take an acton to Submit or Revise.
  • As part of this step the Contract Admin associates a bid process to this PO/Contract process by using the Contract Number Lookup. (Instructions are in included on the process page)


  • If Submit is chosen the next step is Initiator Reviews Contract.
  • If Revise is chosen the next step is DoF Procurement Reviews.

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9. Initiator Reviews Contract

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  • The initiator reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Releases Contract.
  • If Revise is chosen the next step is Contract Admin Assembles Contract.

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10. DoF Procurement Releases Contract

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  • DoF Procurement reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Executes Contract.
  • If Revise is chosen the next step is Contact Admin Assembles Contract.

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11. Vendor Executes Contract

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  • The Vendor reviews, signs and uploads the contract. The Vendor has the option to Submit or Revise. (Request Revision)
  • If Submit is chosen the next step is Vendor Signature Step.
  • If Revise is chosen the next step is DoF Procurement Releases Contract.

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12. Vendor Signature Step

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  • The Vendor Signature Step finalizes the vendor's electronic signature with DocuSign allowing for the next person to sign the document. A Code Complete action is automatically taken.
  • The next step is DoF Procurement Approves Contract.

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13. DoF Procurement Approves Contract

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  • DoF Procurement reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

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14. Campus Construction?

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  • The Campus Construction step determines the path the process will take based on the Program Type and if the contract is managed by a different program.
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

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15. SP&T Program?

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  • The SP&T Program? Step determines the path the process will take based on the Program Type or if the project is managed by a different program.
  • If True (Yes) the next step is VPF Strategic Sourcing Review.
  • If False (No) the next step is Projects Director Review.

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16. VPF Strategic Sourcing Review

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  • The VPF Strategic Sourcing Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <10M

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17. Projects Director Review

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  • The Projects Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$10M

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18. Contract <$10M

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  • The Contract <$10M conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $10M.
  • If True (Yes) the next step is CC Director Executes Contract.
  • If False (No) the next step is CC Director Review.

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19. CC Director Executes Contract

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  • The CC Director reviews the process and executes the contact, then takes the Submit action.
  • The next step is Contract Signature.

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20. CC Director Review

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  • The CC Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <$100M.

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21. OCP?

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  • The OCP? conditional step determines the path the takes based on Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Contract <$500K.
  • If False (No) the next step is M&U?

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22. Contract <$500K

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  • The Contract <$500K conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $500K.
  • If True (Yes) (<) the next step is OCP Director Executes.
  • If False (No) (>) the next step is OCP Director Review.

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23. OCP Director Executes Contract

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  • The OCP Director reviews the process and executes the contract then takes the Submit action.
  • The next step is Contract Signature.

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24. OCP Director Review

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  • The OCP Director reviews the process and contract then takes the Submit action.
  • The next step is Contract <$100m.

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25. M&U?

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  • The M & U? Conditional step will determine 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 Program.
  • If False (No) the next steep is Campus Services.

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26. Utilities Program?

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  • The Utilities Program? Conditional step will determine the path process takes based on the Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Contract <$100K.
  • If False (No) the next step is SEG Program.

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27. Contract <$100K

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  • The Contract < $100k conditional step determines the path process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is Utilities Director Execute.
  • If False (No) the next step is Utilities Director Review.

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28. Utilities Director Executes Contract

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  • The Utilities Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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29. Utilities Director Review

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  • The Utilities Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m.

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30. SEG Program?

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  • The SEG Program? conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = SEG.
  • If True (Yes) the next step is Contract <$100k.
  • If False (No) the next step is Contract <$100k.

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31. Contract <$100k

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  • The Contract < $100k conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is O&M Director Execute.
  • If False (No) the next step is O&M Director Review.

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32. O&M Director Executes Contract

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  • The O&M Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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33. O&M Director Review

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  • tThe O&M Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m

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34. Contract <$100k

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  • The Contract < $100k conditional step determines the path process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is SEG Director Execute.
  • If False (No) the next step is SEG Director Review.

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35. SEG Director Executes Contract

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  • The SEG Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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36. SEG Director Review

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  • The SEG Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

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37. Contract < $5m

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  • The Contract < $5m conditional step will determine the path process takes based on the Current Commitment Value being greater than or less than $5m.
  • If True (Yes) the next step is M&U Director Executes Contract.
  • If False (No) the next step is M&U Director Review.

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38. M&U Director Executes Contract

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  • The M&U Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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39. M&U Director Review

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  • The M&U Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

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40. Campus Services?

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  • The Campus Services? Conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = Campus Services..
  • If True (Yes) the next step is Contract <$5m.
  • If False (No) the next step is Contract <$10m.

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41. Contract <$5m

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The Contract < $5m conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $5m.

If True (Yes) the next step is CS Director Execute.

If False (No) the next step is CS Director Review.

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42. CS Director Executes Contract

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  • The CS Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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43. CS Director Reviews Contract

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  • The CS Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract < $100m .

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44. Contact < $10m

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  • The Contract <$10m conditional step determines the path the process takes based on the Current Commitment value being greater than or less than $10m.
  • If True (Yes) the next step is IBO Director Executes Contract.
  • If False (No) the next step is IBO Director Reviews Contract.

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45. IBO Director Executes Contract

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  • The IBO Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

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46. IBO Director Reviews Contract

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  • The IBO Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <100m.

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47. Contract <$100m

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  • The Contract <$100m conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $100m.
  • If True (Yes) the next step is Deputy EVP Executes Contract.
  • If False (No) the next step is Deputy EVPT Review.

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48. Deputy EVPT Executes Contract

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  • The Deputy EVPT reviews the process, signs the contract and takes the Submit action.
  • The next step is Contract Signature.

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49. Deputy EVPT Reviews Contract

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  • The Deputy EVPT reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

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50. EVPT Office Executes Contract

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  • The EVPT Office reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

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51. Contract Signature

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  • Contract Signature will finalize the director's electronic signatures using DocuSign. Once complete it will automatically take the Code Complete action. (Signifies that e-Builder has completed a task}
  • The next step is SAP PO/Contract Hold Step.

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52. Purchase Req MM

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  • The Purchase req MM step is a mail merge automation that completes the purchase requisition from the purchase requisition template.
  • The next step is DoF Procurement Review.

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53. DoF Procurement Review

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  • DoF Procuremenact - Finance reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Reviews PO.
  • If Revise is chosen the next step is Initiator Revise and Resubmit.

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54. Initiator Revise and Resubmit

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  • The initiator reviews the process, makes all the necessary changes and has the option to Resubmit or Void.
  • If Resubmit is chosen the next step is Contract Required?
  • If Void is chosen the next step is Finish.

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55. Vendor Reviews PO

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  • The Vendor reviews the process, signs the PO, and takes the Submit action.
  • The next step is DOF Procurement Executes PO.

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56. DOF Procurement Executes PO

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  • The DoF Procurement reviews the process, signs the PO then takes the Approve action.
  • The next step is PO Signature.

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57. PO Signature

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  • PO Signature will finalize the DoF's electronic signatures using DocuSign. Once complete it will automatically take the Code Complete action. (Signifies that e-Builder has completed a task}
  • The next step is SAP PO/Contract Hold Step.

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58. SAP PO/Contract Hold Step

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The Admin Assistant reviews the process, adds the PO Number from SAP, then takes the Finish action.

The next step is Finish.

59. Finish

Card
labelCommitment Line Intructions

Enter information for each commitment item.

  • Item Number - a sequential number denoting each line.
  • Budget Line Item - Associate each entry with a Budget Line Item.
  • Current Budget - Displays the current budget.
  • Description - editable field for a description.
  • Retainage Percent - enter the retainage percent when applicable.
  • Amount - the amount of the the commitment line
  • Allowance Item - Check if it is an allowance item.
  • Custom Fields - used to enter the cost object.

Pay particulate attention to the Retainage percentage as that determines how retainage is calculated when invoices are submitted.

A Retainage of five percent should be expressed as 5.00 (as in the example)

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The following list of items, though part of the budget template, cannot be used to generate a commitment. You cannot place internal charges on a PO.

If you are issuing a PO to cover vendor expenses use the reimbursable line item for that vendor type. For example, for A/E expenses use B-30-125 A/E Reimbursables.

Do Not Use list is below:

A15-005

A15-005  DoF Project Administration

A15-010

A15-010  OCP Project Administration

A15-015

A15-015  Utilities Project Administration

 

 

 

...

A15-020

A15-020  SEG Project Administration

A15-025

A15-025  EHS Project Administration

A15-035

A15-035  Service and Support-Staff

A15-045

A15-045  Employee Benefit Charges (EB) - General

A20-050

A20-050  Travel Expenses

C50-685

C50-685  Other MIT Internal Charges

C55-730

C55-730  Steam

C55-745

C55-745  Chilled Water

F95-835

F95-835  EVPT Contingency

F96-840

F96-840  DoF Contingency

 

 

Card
labelOutput - The Purchase Order Document

This process will print a Purchase Order document that can be sent to the vendor.

Purchase Order

This process is used for both signed contracts and purchase orders and it will display the desired document in the AA Sends Exec. PO/Contract to Vendor ... step.

When a contract is displayed the supporting purchase order is still generated. To print the purchase order:

  1. Click the Print button.
  2. Click the Merge Templates radio button.
  3. Choose Purchase Order from the drop down menu.
  4. Click the Print Button on the Mail Merge Templates menu.

Sample Purchase Order Document

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PO Mail Merge FieldNotes/Description
Purchase Order NumberThe Purchase Order Number in the top right hand corner of the PO (highlighted in yellow on this example) will only appear when the process has progressed through the SAP PO/Contract Hold step. Prior to that step it is possible to preview the Purchase Order, but the PO number will not appear on the form.
DateThe date field is the date that the purchase order mail merge is generated. If you reprint the purchase order the date will update.
Vendor and Vendor AddressThe Vendor and vendor addresss information is derived from the Contacts module in e-Builder. If address information is missing from that module the PO fields for this information will be blank. If you update the Contacts information in e-Builder you may reprint the PO and the information will appear as updated.
Ship ToThis information is derived from the building information that is part of the e-Builder project information. If room information has been added to e-Builder the room information will also print on the purchase order.
Delivery DateThis information is hardcoded. Each purchase order will have "Per Previous Agreement" in this field. Changing this field requires the assistance of an e-B admin.
Shipping MethodThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Shipping TermsThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Payment TermsThis information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin.
ItemsEach commitment line will use the dollar figure and commitment description for the corresponding commitment in e-Builder. Each line will be sequentially numbered beginning with 001.
Project NumberThe project number from e-Builder.
Project NameThe project name from e-Builder. The project name may contain the room number.
Project ContactThe proect contact is derived from Project Manager 1 in e-Builder. The phone number is hard coded and is the general switchboard number for MIT DoF.
Description of Services 
MIT Contract # 
Vendor Billing Instruction 
MIT Sales and Use Tax Exemption