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The Professional Services Amendment Process allows a professional services vendor to request an amendment to their existing approved commitment. The General Contract Change Order process combines previously approved Change Order Requests into a formal Contract Change Order for final approval.
- This process is started by the Project Manager.
- Other actors such as the Program Manager review the process.
1. Start
- Started by the Project Manager who fills out the required fields and attaches the associated COR Processes that are to be combined into a single Change Order. When finished the Project Manager takes the Submit action.
- The next step is Time Only?
2. Time Only? (Decisional Step)
- The "Is this a Time Only request" field is evaluated to determine if this is a Time Only request.
- If True (Yes) the next step is Change Order M.M
- If False (No) the next step is Sum of Attached PCOs.
3. Change Order M.M
- This is a e-Builder Mail Merge step that produces the Change Order document from the Change Order template.
- The next step is Initiator Review.
4. Sum of Attached PCOs
- This is an e-Builder step in which custom code sums the attached PCOs.
- The next step is Success?
5. Success (Decisional Step)
- The Success field is evaluated to determine successful execution of Step 4.
- If True (Yes) the next step is Change Order M.M.
- If False (No) the next step is Initiator Resubmit.
6. Initiator Resubmit
- The Process Initiator reads the comments and reviews the process fields, updates as necessary and takes the Resubmit action.
- The next step is Sum of Attached PCOs.
7. Initiator Review
The Process Initiator (Project Manager) reviews the process fields and the auto generated mail merge document and has the option to select one of the following actions, Reviewed A/E, Reviewed - Vend, Redo Mail Merge.
If Reviewed A/E is chosen the next step is A/E Signatures.
If Reviewed - Vend is chosen the next step is Vendor Signature.
If Redo Mail Merge is chosen the next step is Time Only?
8. A/E Signatures
- The Lead A/E reads the comments, reviews the process fields and takes the Approve action.
- The next step is Vendor Signature.
9. Vendor Signature
- The Vendor (Contractor or Consultant) reads the comments, reviews the process fields and takes the Approve action.
- The next step is PM Signature.
10. PM Signature
- The PM reads the comments, reviews the process and takes the Approve action.
- The next step is Program Manager Review.
11. Program Manager Review
- The Program Manager reads the comments, reviews the process fields and has the option to take the Approve or Modify CO actions.
- If Approve is chosen the next step is Program Director Review.
- If Modify CO is chosen the next step is Initiator Review.
12. Program Director Review
- The Program Director reads the comments, reviews the process fields and takes the Approve action.
- The next step is Campus Construction Review.
13. Campus Construction Review
- The Campus Construction Director reads the comments, reviews the process fields and has the option to take either the Approve or Modify CO action.
- If Approve is chosen the next step is >=$1M?
- If Modify CO is taken the next step is Initiator Review.
14. >=$1M (Decisional Step)
- The data field Change Amount is evaluated to determine if the chance is greater than or equal to $1M.
- If True (Yes) the next step is EVPT Review.
- If False (No) the next step is SAP C.O. Hold Step.
15. EVPT Review
- The EVPT Office reads the comments, reviews the process fields and has the option to take the Approve or Modify CO action.
- If Approve is chosen the next step is SAP C.O. Hold Step
- If Modify is chosen the next step is Campus Construction Review.
16. SAP C.O. Hold Step
- The eB Admin holds the process fields and waits for the SAP Integration to pick up and automatically move the process forward.
- When complete the next step is Compl PCOs on Hold.
17. Compl PCOs on Hold
- eBuilder runs custom code to to complete the PCO's.
- The next step is Success?.
18. Success? (Decisional Step)
- eBuilder evaluate the data field Passed Approval for a true condition.
- If True the next step is Finish.
- If False the next step is Initiator Resubmit.
19. Initiator Resubmit
- The Process Initiator reads the comments, reviews the process fields and and takes the Resubmit action.
- The next step is Compl PCOs on Hold.
20. Finish