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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" . 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
- Once the PIT meeting has been completed the Project Manager opens and reviews the process and completes the required fields in the form. When finished the Project Manager clicks SUBMIT.
- Next Step: PM Verifies Team Assignments
4. 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
5. PM Verifies Team Assignments
- The Project Manager verifies that the project team includes all the resources/roles required to provide input to the Provost Office so that an accurate and complete MOU can be prepared. Resources appear on the Details page of the project.
- If additional roles/resources are needed the Project Manager should request those resources using the 01.03 Add Resource to a Project process.
- The Project Manager reviews the process, verifies the resources and clicks SUBMIT.
- Next Step: Provost Office Draft MOU
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 Reviews MOU Comments
- The Provost Office reviews the process, fills out or alters the required fields using the input from previous steps in the process and clicks SUBMIT.
- Next Step: Program Manager MOU Review
8. Program Manager MOU Review
- The Program Manager reviews the process and has the option to select either the Submit or Revise action..
- If the Program Manager clicks Submit the next step is Project Manager Final MOU Review.
- If the Program Manager clicks Revise the next Step is Provost Office Reviews MOU Comments. This option can be taken when the Program Manager wishes to engage with the Provost Office about the content of the MOU.
9. Project Manager Final MOU Review
- The Project Manager reviews the process and has the option to select either the Submit or Revise action.
- If the Project Manager chooses Submit then the next step is MOU MM.
- If the Project Manager chooses Revise then the next step is Provost Office Reviews MOU Comments. This option can be taken when the Project Manager wishes to engage with the Provost Office about the content of the MOU.
10. MOU MM (Mail Merge Automation Step)
- System performs MOU MM. (Mail Merge) This produces the MOU document.
- 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 Enters Benchmark 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 it to the process and has the option to take an action to Submit or Revise.
- If Submit is chosen the next step is Program Manager Review.
- If Revise is chosen the next step is Provost Distributes to DLC for Review.
13. Program Manager Review
- The Program Manager reviews the process and had the option to take an action to Submit or Revise.
- If Submit is chosen the next step is Stage 1 MM.
- If Revise is chosen the next step is PM Enters Benchmark and 51 Estimate.
14. Stage 1 Mail Merge
- The Stage 1 MM step is a mail merge automation step that completes the below items and automatically takes the following action:
- Next Step: CC Director Review.
15. CC Dir Review
- The CC Dir reviews the process, adds comments, and has the option to take an action to Submit or Revise.
- If Submit is chosen the Next Step is Provost Office Reviews.
- If Revise is chosen the next step is PM Revises Stage 1 Estimate.
16. PM Revises S1 Estimate
- The Project Manager reviews the process, fills out the required fields and takes the Submit action to send 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 a spawn step which starts the 03.01 Milestone Project Estimate
- If Revise is chosen the next step is PM Revises 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