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Product or Result of this Process

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

The process 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

    This process can be started by the Administrative Assistant, CC Director, CC Planner, CC Planning Director, CC Planning Manager, Director of Finance and Administration, eB Admin, Furniture Designer, OCP Planner, Program Manager, Project Coordinator, Project Manager, 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

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

    Start

    Total $ <= 0?

    PjFnAmt < ComAmt?

    Initiator Revise

    PM Initiate Process?

    Contract Required?

    Contract >$10K?

    PM Review

    Vendor Manager Review of SoS

    Contract Admin Assembles Contract

    Initiator Reviews Contract

    CA Manager Reviews

    OGC Counsel Review

    Contract Admin Releases Contract

    Initiator Revise 1

    Hold for Vendor Contract Execution

    Contract Admin Final Review

    Campus Construction?

    SPT Program?

    SPT Director Review

    Proj. Contract>$10m?

    CC Director Review

    CC Director Executes Contract

    CA Mgr & Dir. Finance

    OCP?

    Proj. Contract> $500k?

    OCP Director Review

    OCP Director Execute

    CSM?

    Proj. Contract>$5m?

    CSM Director Executes

    CSM Director Review

    Utilities Program?

    Contract> $1M

    Utilities Director Execute

    Utilities Director Review

    FEG Program?

    FEG Director Review

    Prj Contract > 10mil?

    VP, CSS Reviews

    CP, CSS Executes

    >$10mil <$100mil?

    VP Finance Executes

    EVPT Executes

    Initiator Revise 3

    Contract Signature

    Purch Req M.M.

    CRSP Admin & Procurement Review

    >$25K?

    Initiator Revise 2

    SAP PO Hold Step

    PO M.M

    AA sends Exec. PO\Contract to vendor

    Finish

     

     

    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)

    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

     

     

    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

    PO Mail Merge Field Notes/Description
    Purchase Order Number The 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.
    Date The 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 Address The 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 To This 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 Date This 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 Method This 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 Terms This 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 Terms This information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin.
    Items Each 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 Number The project number from e-Builder.
    Project Name The project name from e-Builder. The project name may contain the room number.
    Project Contact The 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  
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