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Product or Result of this Process
The purpose of this process is the review and execution of a contract or Purchase Order. The process enables external vendors and external executors to electronically route and approve all POs and contracts. The process generated 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.
Process Details
This process can be started by the Project Coordinator, Project Manager, Administrative Assistant, OCP Planner, SPT Commissioning Lead, SPT Lead, VPF Strategic Sourcing.
1. Initiation
- The Project Coordinator or Project Manager fills out the required fields and executes the Submit action.
- The next step is PM Initiate Process?
2. PM Initiate Process (Decisional Step)
- 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?
3. PM Review
- 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?
4. Contract Required? (Decisional Step)
- 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.
5. Construction?
- 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.
6. eB Admin Uploads CSI Codes
- 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.
7. DoF Procurement Review
- DoF Procurement reviews the process and executes the Submit action.
- The next step is Contract Admin Assembles Contract.
8. Contract Admin Assembles Contract
- The Contact Admin reviews the process and uploads the assembled contract to be executed and has the option to take an acton to Submit or Revise.
- If Submit is chosen the next step is Initiator Reviews Contract.
- If Revise is chosen the next step is DoF Procurement Reviews.
9. Initiator Reviews Contract
- 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.
10. DoF Procurement Releases Contract
- 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.
11. Vendor Executes Contract
- 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.
12. Vendor Signature Step
- 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.
13. DoF Procurement Approves Contract
- 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.
14. Campus Construction?
- 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?
15. SP&T Program?
- 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.
16. VPF Strategic Sourcing Review
- The VPF Strategic Sourcing Director reviews the process and contract, then takes the Submit action.
- The next step is Contract <10M
17. Projects Director Review
- The Projects Director reviews the process and contract, then takes the Submit action.
- The next step is Contract <$10M
18. Contract <$10M
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.
e-Builder Instructions