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Result or Product of this Process
The purpose of the MOU & Stage 1 Budget process is to request DLC approval for the initial (Stage 1) budget for Academic projects. This process enables the engagement of the Office of the Provost, School and DLC to better define the project and budget.
Process Details
This process:
- Starts automatically (is spawned) from 02.03 CRSP Screening Kickoff (CRSPK)
- It can also be started by the e-B admin.
- Facilities the process of gathering comments from certain teams (for instance SEG or EHS) about the project and generates an MOU (Memorandum of Understanding)
1. Process Start
- The process is started by the spawn step in CRSP Screening Kickoff or by the eB Admin.
- If initiated by the eB Admin, the eB Admin must complete the Department, Project Description, 100% CRSP Funding and Stage 1 Budget fields.
- If started by the spawn process those fields will be automatically filled out
- Next step: PIT Meeting Required
2. PIT Meeting Required? Conditional Step
- The PIT Meeting Required conditional step determines the path the process will take based on if the data field "PIT Meeting Required" has been marked "Yes" in a previous step. It will automatically take one of the following paths:
- If True (Yes) the next step is PM schedules PIT meeting
- If False (No) the next step is Provost Office Draft MOU
3. PIT Meeting Occurs
- The Project Manager reviews the process and completes the required fields in the form. When finished the Project Manager clicks SUBMIT.
- Next Step: Provost Office Draft MOU
4. PM Verifies Team Assignments
- The Project Manager reviews the process, completes the required fields and clicks SUBMIT.
- Next Step: Provost Office Draft MOU
5. Provost Office Draft MOU
- The Provost Office reviews the process, completes the required fields and clicks SUBMIT to send to the team.
- Next Step: Team Review
6. Team Review
- IS&T Lead, Project Manager, CC Sustainability, CC Planning Manager, EHS Project Liaison, CR Admin and OCP Planner review the process and then Submit. All actors must complete their tasks and SUBMIT.
- If a team member has not been assigned the process will continue without input from that person.
- Next Step: Provost Office Reviews MOU Comments
7. Provost Office Review MOU Comments
- The Provost Office reviews the process, fills out the required fields and clicks SUBMIT.
- Next Step: Program Manager MOU Review
8. Program Manager MOU Review
- The Program Manager reviews the process and has the option of either submitting or asking for revisions.
- If the program manager clicks Submit the next step is PM Final MOU Review
- If the program manager clicks Revise the next Step: is Provost Office Reviews MOU Comments
9. Project Manager Final MOU Review
- The Project Manager reviews the process and has the option to submit or to request revisions.
- If the Project Manager chooses Submit then the next step is DRAFT MOU.
- If the Project Manager chooses Revise then the next step is Provost Office Reviews MOU Comments
10. Draft MOU (Mail Merge Automation Step)
- System performs Draft MOU Mail Merge
- Next Step: Provost Distributes to DLC for Review
11. Provost Distributes to DLC for Review
- The Provost Office reviews the process, fills out the required fields and clicks SUBMIT.
- Next Step: PM Enters Benchmark and 51 Estimate
12. Project Manager EBenchmark and S1 Estimate
- The Project Manager reviews the process, fills out the benchmark and Stage 1 data, prints the Stage 1 mail merge and attaches and clicks SUBMIT.
- Next Step: Program Manager Review
13. Program Manager Review
- The Program Manager reviews the process and had the option to submit or revise.
- If the program manager clicks Submit the next step is MOU /Stage 1 MM
- If the program manager clicks Revise the next step is PM Enters Benchmark and 51 Estimate
14. MOU Stage 1 Mail Merge
- The MOU Stage 1 MM step is a mail merge automation step that completes the below items and automatically takes the following action:
- Next Step: Provost Distributes to DLC for Review
15. CC Dir and Dir of Projects Review
- The CRSP Admin reviews the process, adds comments, and has the option to either Submit or Revise.
- If Submit is chosen the Next Step is Provost Office Reviews.
- If Revise is chosen the next step is PM Revises Benchmark or S1 Estimate
16. PM Revises Benchmark or S1 Estimate
- The Project Manager reviews the process, fills out the required fields and sends to the Program Manager.
- Next Step: Program Manager Review
17. Provost Office Review
- The Provost Office reviews the process, fills out the required fields, and has the option to Submit or to Revise.
- If Submit is chosen the next step is Start 03.01 Milestone Project Estimate
- If Revise is chosen the next step is PM Revises Benchmark or S1 Estimate
18. Start Milestone Project Estimate (Spawn Step)
- The Start Milestone Project Estimate spawn step creates a process instance for 03.01 Milestone Project Estimate process.
- Next Step: Finish
19. Finish