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Result or Product of this Process
The 06.03 - PSA, MDA or PO Release (PSA) process is used for the following:
- Master Design Agreement (MDA) Release
- Professional Services Amendment (Contract & Purchase Order Agreement)
- Purchase Order Release by Phase (no change to contract)
This process can be started by the A/E Lead, Administrative Assistant, CC Planner, Consultant, Contractor, OCP Planner, Project Manager and SPT Lead.
This process is used to submit, review and approve the following: Amendments to Commitments (Contracts) & Purchase Orders issues to Professional Services vendors (A/E, Designers, Consultants), Master Design Agreement Release Change Orders, and Phased Purchase Order Releases (under and executed design contract).
Start
- The Process Initiator fills out the required fields and chooses to submit.
- The next step is MDA Release?
Project Status Check
- The Project Status Check Conditional checks if the Project Status is not an Active one.
- If True (Yes) the next step is Project Status is Incorrect
- If False (No) the next step is MDA Release?
Project Status is Incorrect
- The Initiator holds the project in this step until the project status is updated to an Active one via a 10.01a Project Manager's Project Update (PMUa). Once the status is updated the I've run a PMUa action should be taken.
- If the I've run a PMUa action is taken the next step is Project Status Check.
MDA Release?
- The MDA Release? Conditional checks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
- If True (Yes) the next step is PM Enters Release
- If False (No) the next step is PO Release?
PO Release?
- The PO Release? Conditional checks if Master Design Agreement (MDA) Change Order was selected for the Type of Change field.
- If True (Yes) the next step is PO CO MM
- If False (No) the next step is A/E Initiated?
A/E Initiated?
- The A/E Initiated? Conditional checks if the role of the Process Initiator was A/E Lead or Consultant.
- If True (Yes) the next step is PSA Mail Merge
- If False (No) the next step is PSA MM (for A/E man
PM Enters Release
- The Project Manager adds the appropriate release from the 05.02.05 MDA Release(s) folder of project 11112, and fills out any required fields.
- If Submit is chosen the next step is Program Manager Review MDA
- If Revise is chosen the next step is Initiator Revise MDA
- If Void is chosen the next step is Finish and the process is set to a Void status.
Program Manager Review MDA
- The Program Manager reviews the Master Design Agreement Release details
- If Submit is chosen the next step is Vendor Signature
- If Revise is chosen the next step is Initiator Revise MDA
Contracts Group
- The Contract Admin reviews the Master Design Agreement Release details, makes any changes and if necessary re-uploads the document in the PSA/MDA for Signature field.
- If Submit is chosen the next step is Program Manager Review MDA
- If Revise is chosen the next step is Initiator Revise MDA
- If Void is chosen the next step is Finish and the process is set to a Void status.
Initiator Revise MDA
- The Initiator Revise MDA step allows the Process Initiator to make changes and resubmit the process.
- If Resubmit is chosen the next step is MDA Release
- If Void is chosen the next step is Finish and the process is set to a Void status.
Initiator Reviews Release
- The Initiator Reviews Release step allows the Process Initiator to make changes and resubmit the process.
- If Submit is chosen the next step is Contracts Sends Release to Vendor
Contracts Sends Release to Vendor
- The Contracts Sends Release to Vendor step allows the Contracts Admin to make send the release to the vendor.
- If Submit is chosen the next step is Vendor Signature.
- If Revise is chosen the next step is Initiator Reviews Release.
Utilities PO?
- The Utilities PO? Conditional step allows the determines if the Program Type is Utilities.
- If True (Yes) the next step is Est Fin cont>$1M
- If False (No) the next step is Campus Construction?
Vendor Signature
- The Consultant, A/E Lead and/or the Project Manager takes the appropriate action to sign the document.
- If Submit is chosen the next step is Program Manager Review MDA
- If Revise is chosen the next step is Initiator Revise MDA
PO CO MM
- The PO CO MM step is a mail merge automation step that completes the Phased Purchase Order Release mail merge document.
- The next step is PM Attaches Contract
Init PM Threshold
- The Init PM Threshold Conditional checks if the Change Amount of the PSA reaches the threshold that requires a Contract.
- If True (Yes) the next step is PM Attaches Contract/ Reviews POCO MM
- If False (No) the next step is PM Reviews POCO MM
PM Attaches Contract/ Reviews POCO MM
- The Project Manager should attach the contract for the work of the PO that the PSA is modifying at this step.
- If Submit is chosen the next step is PS for CC Director
- If Redo PO CO MM is chosen the next step is PO CO MM
PM Reviews POCO MM
- The Project Manager reviews the POCO MM.
- If Submit is chosen the next step is PS for CC Director
- If Redo PO CO MM is chosen the next step is PO CO MM
OGC Counsel Reviews
- In this step the OGC Counsel reviews the information that has been entered to the process.
- If Reviewed is chosen the next step is PM Review PSA - Manual Sig Req
- If Revise is chosen the next step is Contracts Review PSA MM send from PM
Contracts Review PSA MM send from PM
- In this step the Contracts Group reviews the information that has been entered to the process.
- If Submit is chosen the next step is PM Review PSA - Manual Sig Req
- If Revise is chosen the next step is PM Review MM
- If Send to OGC is chosen the next step is OGC Council Review
PM Review MM
- The Project Manager reviews the PSA Mail Merge.
- If Submit is chosen the next step is Contracts Review PSA MM send from PM
- If Revise is chosen the next step is PO CO MM
PS for CC Director
- This automation step notifies the CC Director of the PO Release.
- The next step is Program Manager reviews PO
PM Attaches Contract
- The Project Manager attaches a copy of the vendor executed contract, and fills out the PM Description of Change (Internal Only) field if necessary.
- The next step is Program Manager Reviews PO
Program Manager Reviews PO
- The Program Manager reviews the Phased Purchase Order Release details.
- If Reviewed is chosen the next step is OCP?
- If Revise is chosen the next step is Initiator Revise PO Release
OCP?
- The OCP? Conditional checks if the Program Type of the project is OCP
- If True (Yes) the next step is OCP Director Approval
- If False (No) the next step is CC Director Approval
CC Director Approval
- The CC Director takes the appropriate action to approve the document.
- If Submit is chosen the next step is SAP Hold Step
- If Revise is chosen the next step is Initiator Revise PO Release
OCP Director Approval
- The OCP Director takes the appropriate action to approve the document.
- If Submit is chosen the next step is SAP Hold Step
- If Revise is chosen the next step is Initiator Revise PO Release
Initiator Revise PO Release
- The Initiator Revise PO Release step allows the Process Initiator to make changes and resubmit the process.
- If Resubmit is chosen the next step is MDA Release
- If Void is chosen the next step is Finish and the process is set to a Void status.
PSA Mail Merge
- The PSA Mail Merge step is a mail merge automation step that completes the Standard PSA mail merge document.
- The next step is Project Manager Review
PSA MM (for A/E man
- The PSA MM (for A/E man step is a mail merge automation step that completes the Standard PSA mail merge document to be sent to the A/E Lead or Consultant for a manual signature.
- The next step is PM Attaches Contract
Project Manager Review
- The Project Manager reviews the PSA Details and fills out all required fields.
- If Submit is chosen the next step is Contracts Group Review PSA
- If Revise is chosen the next step is Initiator Revise PSA
Contracts Group Review PSA
- The Contract Admin and Contract Admin Manager review the PSA Details and determine whether or not it meets the requirements for OGC Counsel Review.
- If Reviewed is chosen the next step is Vendor Signs
- If Send to OGC is chosen the next step is OGC Counsel Review
- If Revise is chosen the next step is Initiator Revise PSA
OGC Counsel Review
- The DOF General Counsel reviews the PSA Details.
- If Reviewed is chosen the next step is Vendor Signs
- If Revise is chosen the next step is Contracts Group Review PSA
Vendor Signs
- The Process Initiator takes the appropriate action to sign the document.
- If Submit is chosen the next step is Additional Funding?
- If Revise is chosen the next step is Initiator Revise PSA
PM Review PSA - Manual Req
- The Project Manager fills out all required fields and sends the PSA Document to the Vendor for a manual signature.
- If Submit is chosen the next step is Hold for Signed PSA
- If Revise is chosen the next step is Initiator Revise PSA
- If Void is chosen the next step is Finish and the process is set to a Void status.
Hold for Signed PSA
- The Project Manager and Contract Admin until they receive back the vendor manually signed PSA document and upload it to the process.
- The next step is Additional Funding?
Additional Funding?
- The Additional Funding? Conditional checks if Yes was selected for the Additional Project Funding? field.
- If True (Yes) the next step is Spawn Budget Change (03.03)
- If False (No) the next step is Program Manager Review
Spawn Budget Change (03.03)
- This step spawns a 03.03 - Contingency Request / True-Up Form / Additional Funding Request (BCHNG) process.
- The next step is CRSP Admin Mgr. Hold
CRSP Admin Mgr. Hold
- The CRSP Admin holds the process in this step until additional funding has been applied to the project in both e-Builder and SAP.
- The next step is Program Manager Review
Program Manager Review
- The Program Manager reviews the vendor signed document in the PSA/MDA for Signature field.
- If Submit is chosen the next step is Campus Construction?
- If Revise is chosen the next step is Initiator Revise PSA
Initiator Revise PSA
- The Initiator Revise PSA step allows the Process Initiator to make changes and resubmit the process.
- If Resubmit is chosen the next step is MDA Release
- If Void is chosen the next step is Finish and the process is set to a Void status.
Campus Construction?
- The Campus Construction? Conditional checks if the Program Type of the project is Academic, Campus Services, Capital Group, Special, System Performance & Turn-over, or Systems Renewal
- If True (Yes) the next step is SP&T Program?
- If False (No) the next step is OCP?
OCP?
- The OCP? Conditional checks if the Program Type of the project is OCP
- If True (Yes) the next step is EstFinCon> $500K
- If False (No) the next step is CSM?
CSM?
- The CSM? Conditional checks if the Program Type of the project is CSG or R&M
- If True (Yes) the next step is EstFinCon> $5m?
- If False (No) the next step is Utilities Program?
Utilities Program?
- The Utilities Program? Conditional checks if the Program Type of the project is CUP - OPS or Utilities
- If True (Yes) the next step is Est Fin Cont>$1M
- If False (No) the next step is FEG Program
FEG Program?
- The FEG Program? Conditional checks if the Program Type of the project is Energy or SEG
- If True (Yes) the next step is FEG Director Review
- If False (No) the next step is EstFinCon >$1M
EstFinCon > $1M
- The EstFinCon > $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is EstFinCon>$10M
- If False (No) the next step is Dir. Finance Execute
SP&T Program?
- The SP&T Program? Conditional checks if the Program Type of the project is System Performance & Turn-over
- If True (Yes) the next step is SPT Director Review
- If False (No) the next step is EstFinCon >$10m
EstFinCon> $500K
- The EstFinCon> $500K Conditional checks if >$500,000<=$1,000,000, >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is OCP Director Review
- If False (No) the next step is OCP Director Execute
EstFinCon>$5m?
- The EstFinCon>$5m? Conditional checks if >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is CSM Director Review
- If False (No) the next step is CSM Director Execute
Est Fin cont> $1M
- The Est Fin cont> $1M Conditional checks if >$1,000,000<=$5,000,000, >$5,000,000<=$10,000,000, >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is Utilities Director Review
- If False (No) the next step is Utilities Director Execute
SPT Director Review
- The SPT Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>$10M
- If Revise is chosen the next step is Initiator Revise 2
OCP Director Review
- The OCP Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>$10M
- If Revise is chosen the next step is Initiator Revise 2
CSM Director Review
- The M&U Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>$10M
- If Revise is chosen the next step is Initiator Revise 2
FEG Director Review
- The SEG Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>$10M
- If Revise is chosen the next step is Initiator Revise 2
Utilities Director Review
- The Utilities Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>$10M
- If Revise is chosen the next step is Initiator Revise 2
Dir. Finance Execute
- By taking the Approved action at this step the Director of Finance and Administration is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
- If Send CC Director is chosen the next step is CC Director Review.
EstFinCon>$10m
- The EstFinCon>$10m Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is CC Director Review
- If False (No) the next step is CC Director Execute
CC Director Review
- The CC Director reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>10<=100mil
- If Revise is chosen the next step is Initiator Revise 2
CC Director Execute
- By taking the Approved action at this step the CC Director is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
OCP Director Execute
- By taking the Approved action at this step the OCP Director is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
CSM Director Execute
- By taking the Approved action at this step the M&U Director is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
Utilitites Director Execute
- By taking the Approved action at this step the Utilities Director is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
EstFinCon>$10M
- The EstFinCon>$10M Conditional checks if >$10,000,000<=$100,000,000, or >$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is Dir of Fin & Adm Review 2.
- If False (No) the next step is Dir of Fin & Adm Review 1.
Dir of Fin & Adm Review 1
- The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is VP, CSS Execute.
- If Revise is chosen the next step is Initiator Revise 2.
- If Send CC Director is chosen the next step is CC Director Review.
Dir of Fin & Adm Review 2
- The Director of Finance and Administration reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is VP, CSS Review.
- If Revise is chosen the next step is Initiator Revise 2.
- If Send CC Director is chosen the next step is CC Director Review.
VP, CSS Review
- The VP for Campus Services and Stewardship reviews the Process Details and the appropriate file in the Change Order Document Details section.
- If Submit is chosen the next step is EstFinCon>10<=100mil
- If Revise is chosen the next step is Initiator Revise 2
VP, CSS Execute
- By taking the Approved action at this step the Deputy EVP is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
EstFinCon>10<=100mil
- The EstFinCon>10<=100mil Conditional checks if >$10,000,000<=$100,000,000 was selected for the Estimated Final Contract Amount field.
- If True (Yes) the next step is VP Finance Execute
- If False (No) the next step is EVPT Execute
VP Finance Execute
- By taking the Approved action at this step the VP for Finance is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
EVPT Execute
- By taking the Approved action at this step the EVP&T Office is Approving the process.
- If Approved is chosen the next step is Amendment Signature followed by the SAP Hold Step.
- If Revise is chosen the next step is Initiator Revise 2
Initiator Revise 2
- The Initiator Revise 2 step allows the Process Initiator to make changes and resubmit the process.
- If Resubmit is chosen the next step is MDA Release
- If Void is chosen the next step is Finish and the process is set to a Void status.
Amendment Signature
SAP Hold Step
- Hold step for SAP Processing.
- Once processed the next step is the PO MM step.
PO MM
- The PO MM step is a mail merge automation step that completes the PSA PO CO MM mail merge document.
- The next step is Project Manager Review
AA/Contracts Sends Exec-PSA to Vendor
- The Administrative Assistant and Contract Admin should review the documents attached to the process, and send the executed documents to the vendor.
- The next step is Finish.
Finish
