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 Quick Search for e-Builder Help

Using this Site

  • Use Quick Search for e-Builder Help (above) to enter an e-Builder topic or keyword.
  • User Manual provides e-Builder application instructions tailored for MIT's implementation.
  • Project (MIT) Processes details how users interact with the MIT-specific forms and processes that have been added to e-Builder.
  • Terminology defines the terms used by e-Builder and e-Builder users in the context of the MIT implementation.
  • FAQs is a list of frequently asked questions and answers.
  • The final tab provides instructions on how to provide feedback to the MIT e-Builder implementation team.
  • See recent changes to this site.

    This space documents the use of e-Builder at MIT for all users of the application.

    • Use the Home Screen to start reading from page 1 of the manual.
    • You can print the manual, or just one or more topics, using the Export to PDF option on the Tools menu for this site.
    • Links are provided for specific topics in the manual.
    Term Definition
    Academic Council

    Provost and Dean's Committee (Annual review is last step of In Cycle Process)
    Action In e-Builder, an action is a trigger to complete a step in the workflow.
    Actor

    In e-Builder, an actor is a person that can act on a step. Actors receive notifications via email to login to e-Builder and accept or decline the responsibility to complete that step. Once an actor takes an action the step is considered complete.

    Administrative Officer (AO)

    Typically for each Department or Lab

    As Bid Budget - Competitively bid pricing;.

    Reviewed by R-CRSP if it exceeds the Preliminary Budget.

    Assistant Dean (AD)

    One for each School or Operating Unit/Area (EVP, DSL, etc.)
    Baseline A snapshot of the aspects of a project at the beginning. A baseline is used to compare actual task duration, start and end times to what was anticipated at the beginning of the project.

    Building Committee

    Reviews Major Capital Projects and recommends approval to Exec. Committee
    CC Campus Construction
    CC Planner A planner in the Campus Construction department

    CRSP

    Committee for Renovation and Space Planning - Chaired by the Associate Provost. Projects are usually CRSP projects, though some are referred to as non-CRSP projects in which processes may be slightly different.
    Commitment Same as SAP, a commitment is used for e-Builder process 0404 Issue Purchase Order/Issue Contract
    Contingency Project fund.s set aside that can be used for unforeseen expenses.
    Critical Path Tasks that must be completed on time in order for a project to finish on schedule. A delay in the completion of these tasks will delay the end date of the project. Critical path tasks are indicated by red lettering of the task name in the e-Builder project schedule.
    Dependencies A task that depend on another. The relationships between tasks are called dependencies.
    Duration The amount of time allowed to finish a task.

    DLC

    		 Department, Lab or Center

    eB

    		 Abbreviation for e-Builder

    e-Builder Admin

    		 An administrator of the e-Builder software application working out of the MIT Facilities team
    e-Builder Company Each e-Builder contact is associated with an e-Builder company. There can be more that one contact associated with a company. A contact can not belong to more than one company.
    e-Builder Contact Someone with a record of contact information (phone number, address, fax etc.) associated with an e-Builder company. Each contact can be an invited bidder during the bid process.
    e-Builder User Someone that has been added to the e-Builder account as a participant to a set of your projects.
    Event
    While still treated as a task in regards to duration, start and finish time, an event is classified as a meeting or an approval of item(s). Specifying events gives the System Admin or Schedule Manager the ability to better manage the schedule by identifying when work is actually being done versus a decision making or approval process that may or may not impact the schedule. 

    EVP

    Executive Vice President, responsible for Non-Academic Department Administration

    Executive Committee

    Committee that approves and funds Major Capital Projects on behalf of the Corporation.
    Form

    Forms are input screens used to record data or information, usually about projects. The most common form in e-Builder is a Workflow Form, which is within e-Builder Processes
    Free Slack The amount of time a task can be delayed before its successor task is delayed.

    In Cycle Process

    CRSP batch review/approval to coincide with annual Institute Budget Cycle (Dec - Apr)
    Master Process Master Processes are created by the e-B administrator to categorize and report on Master Tasks. Project schedules use these processes to filter and view activities in the schedule.
    Master Task Master Tasks are a standard set of tasks used in multiple project schedules. The power of Master Tasks lies in cross project reporting. Project schedules typically include a subset of these mater tasks and and regular tasks. The e-B administrator maintains these processes and tasks.
    Milestone Certain points in the schedule that are considered important in that these items are critical for the successful completion of the project. When monitoring multiple projects in e-Builder it is helpful if all projects have the same Milestones to enable consistent reporting.
    Milestone Project Estimate and Budget Request Template A template used to create a budget in e-Builder.
    MOU Memorandum of Understanding

    OBFP

    Office of Budget and Financial Planning (Budget Office)
    OCP Office of Campus Planning

    OCP Assignor

    		 Office of Campus Planning Assignor

    Out of Cycle Process

    Year round process used except for December to April

    PICS - Project Information and Cost System

    An MS Access customized database that merges non-financial project information with SAP Financial Information networked on Project Manager's Desktops. PICS will be retired when e-Builder is fully implemented.

    Plan/Study

    Work carried out by Campus Planning and Design
    Predecessor In a relationship where one task depends on another, the task which has another dependent on it is called the predecessor. It might also be referred to as the controlling task.
    Process In e-Builder, a mechanism to route information based on defined business rules, track communications and ensure accountability for all project participants. 
    Project

    A planned set of interrelated tasks to be completed within a certain period of time and within certain cost or other limitations. In e-Builder, projects refer to the projects for which you are identified as a participant. Each "real world" project is associated with a project in e-Builder. If you are working on the "real world" version of the project you can be added to the project in e-Builder.  

    Proposed Preliminary Budget

    First estimate reviewed by R-CRSP, typically based on sketches or SD's

    Provost

    		 Senior administrative officer.

    R-CRSP

    Renovation Subcommittee of CRSP - Reviews and approves most all planning studies, space changes, space requests and space reassignments. The formal minutes are used to notify the Community of project decisions and to direct the  Budget Office to transfer funds to specific projects

    SEG

    DoF's System Engineering Group
    Schedule Schedules consist of a lost of all the tasks to be completed for a particular project.
    Schedule Manager The schedule manager is responsible for developing the schedule. This person will determine the order of the tasks, their duration, allocate resources to each task and then monitor the project to compare the projected outcome to the actual outcome. By default, for MIT Facilities projects the Schedule Manager role will be assigned to the Project Manager.
    Slack The amount of time that a task can be delayed before it affects a dependency or the overall completion date of the project.

    Space Change

    All renovation project on campus greater than $10,000 or moving of walls or two or more trades

    Space Request

    DLC request to permanently or temporarily use space not currently assigned it (*)

    Stage 1 Budget

    Cost estimate for the conceptual, feasability or initial design work needed for project start.
    Subtasks When a task has many pieces to it and it is broken down, the pieces are referred to as Subtasks.
    Successor In a relationship where one task depends on another task, the dependent task is called the successor.
    Summary Task A high level task with subtasks underneath it. Summary task views give you an overall picture of when a portion of a project will be completed.
    Task Tasks are the basic building blocks of a project schedule; tasks make up the schedule. Based on the duration assigned and the placement of the task a start and end date is automatically applied.
    Task Manager The person responsible for managing the tasks of a particular project phase, such as Design or Construction tasks.
    Task Resource The person responsible for for completing an individual task. This person will typically report to the task manager.
    Template (Schedule) A predefined pattern or makeup that you can use as the basis for setting up a future project. Templates are created by an Account Administrator and they can choose to apply this template to the project, which will automatically give you a basis to start with when building out the project schedule. If a template is not applied to the project, the Account Administrator can make schedule templates available for the schedule manager to use. Available template options display in adrop-down menu when applying a schedule template.
    Total Slack The amount of time that a task can be delayed before the project end date is affected.
    Variance The difference between the scheduled/actual start or scheduled/actual finish of a task and the baseline start or finish of that task.
    Workflow

    In e-Builder, the automation of a business process during which documents or other information is passes between project participants for action.

      I've logged into e-Builder but cannot find my project. How can I find it?

    How can I see project details and documents for a project to which I am not assigned?

    How do I add a user to e-Builder?

    Which e-Builder Process Should I Use?  A simple guide to tasks and processes in e-Builder. Print by exporting the page to PDF.

     The e-Builder Core Team wants your feedback! To provide comments and suggestions:

    • In e-Builder, go to project "99974-z e-B User Experience"
    • In the left column click on Forms
    • Select the "MIT e-Builder Feedback" form
    • Fill in the information
    • Click "Post Form" to submit
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    Get Help with e-Builder

    Our e-Builder trainer, Bob Brosseau, is available to assist you when you are working in e-Builder.

    Phone: 617-715-4238 (5-4238)
    email: robertbr@mit.edu

    Hints & Tips
    Other e-Builder Notes

    Using Links in Notifications

    e-Builder uses notifications, delivered through Outlook or your email client of choice, to inform you about a task or action you must take.

    Since MIT Facilities uses Single Sign On, the links contained in the notifications function only if you are logged into e-Builder before you click on the link.

    We are working with e-Builder on a fix to this issue and will communicate further when the fix is implemented

    e-Mail Documents to a Project

    Milestone Project Estimate and Budget Requests

    Learn about using the Milestone Project Estimate and Budget Request Template. (added 1/31/17)

    Archive

    e-Builder Single Sign On

    View Only Mode

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