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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.
- The SEG Director reviews the process and contract, then takes the Submit action.
- The next step is Contract <$5m.
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.
19. CC Director Executes Contract
- The CC Director reviews the process and executes the contact, then takes the Submit action.
- The next step is Contract Signature.
20. CC Director Review
- The CC Director reviews the process and the contract, then takes the Submit action.
- The next step is Contract <$100M.
21. OCP?
- 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?
22. Contract <$500K
- 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.
23. OCP Director Executes Contract
- The OCP Director reviews the process and executes the contract then takes the Submit action.
- The next step is Contract Signature.
24. OCP Director Review
- The OCP Director reviews the process and contract then takes the Submit action.
- The next step is Contract <$100m.
25. M&U?
- 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.
26. Utilities Program?
- 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.
27. Contract <$100K
- 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.
28. Utilities Director Executes Contract
- The Utilities Director reviews the process and executes the contract, then takes the Submit action.
- The next step is Contract Signature.
29. Utilities Director Review
- The Utilities Director reviews the process and contract, then takes the Submit action.
- The next step is Contract <$5m.
30. SEG Program?
- 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.
31. Contract <$100k
- 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.
32. O&M Director Executes Contract
- The O&M Director reviews the process and executes the contract, then takes the Submit action.
- The next step is Contract Signature.
33. O&M Director Review
- tThe O&M Director reviews the process and contract, then takes the Submit action.
- The next step is Contract <$5m
34. Contract <$100k
- 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.
35. SEG Director Executes Contract
- The SEG Director reviews the process and executes the contract, then takes the Submit action.
- The next step is Contract Signature.
36. SEG Director Review
- The SEG Director reviews the process and the contract, then takes the Submit action.
- The next step is Contract <$100m.
37. Contract < $5m
- 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.
38. M&U Director Executes Contract
- The M&U Director reviews the process and executes the contract, then takes the Submit action.
- The next step is Contract Signature.
39. M&U Director Review
- The M&U Director reviews the process and the contract, then takes the Submit action.
- The next step is Contract <$100m.
40. Campus Services?
- 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.
41. Contract <$5m
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.
42. CS Director Executes Contract
- The CS Director reviews the process and executes the contract, then takes the Submit action.
- The next step is Contract Signature.
43. CS Director Reviews Contract
- The CS Director reviews the process and the contract, then takes the Submit action.
- The next step is Contract < $100m .
44. Contact < $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 IBO Director Executes.
- If False (No) the next step is IBO Director Review.
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