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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.
  • Processes details how users interact with 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 Feedback tab provides instructions on how to provide feedback to the MIT e-Builder implementation team.
  • See a list of recent additions or 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. For example Submit or Revise are both Actions.
    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 complete a step. At times it may be necessary to accept or decline the responsibility to complete a 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 Executive Committee
    CC An abbreviation for Campus Construction
    CC Planner A Planner working 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 04.04 Issue Purchase Order/Issue Contract
    Company
    A company is a record of contact information (such as phone number, fax, email address, street address, etc.) for a company. There can be multiple Contacts associated with a company, but only one Company can be associated with a
    Contact. Companies can be stored solely as a reference or associated with commitments, costs or bids in the Cost and Bidding
    modules.
    Contact
    An Contact is a record of contact information (such as phone number, fax, email address, street address, etc.) associated with a Company. Contacts can be stored solely as a reference or associated with bids in the Bidding module.
    Contingency Project funds 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 depends on another. The relationships between tasks are called dependencies.
    Duration The amount of time allowed to finish a task.

    DLC

    		 Abbreviation for 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 used in 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 Abbreviation for Memorandum of Understanding. In e-Builder the MOU is created as part of the MOU and Stage 1 Budget process.

    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.
    RCA Form Renovation Cost Analysis form. Used by CRSP.

    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.
    View Only A special account in e-Builder that provides view only access to any project in the system.
    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 PD

    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 Project Menu click on Forms.
    • Click on the Fill Out Form button.
    • Select the "MIT e-Builder Feedback" form
    • Fill in the information
    • Click "Post Form".

    Your feedback will be forwarded to the e-Builder team.

    Archive

      File Modified


    Current

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    Description Document Link
    Change the schedule manager Changing the Schedule Manager.pdf
    Updating Funding Source and Funding Account Number Updating Funding Source and Funding Account Number.pdf
    e-B Admin Instructions (written by and for our eB admin team) MIT e-Builder Admin Procedures 4-26-18.docx
    Unlocking a Word Document (eg: RFQ) Unlock a Word Document - Used for RFQs.pdf
    Finding Project Invoices in e-Builder (Can be given to users) Finding Invoice with Information from SAP.docx
    Data Field Assignments Process Data field Assignments.docx
    Add a User / Role to the Account Add a User/Role to the Account
    Adding a Company or a Contact Adding a Company / Contact to the Account
    Create a New Project Shell Create a Project Shell
    Add a User to a Project Add a User to a Project
    Delegate Access to Another User Delegate Access to Another User
    Email into a Project Domain docs-us2.e-builder.net
    URL's
          https://app-us2.e-builder.net
    ·            https://bid-us2.e-builder.net
    ·            https://sso-us2.e-builder.net
    ·            https://api-us2.e-builder.net
    ·            https://api2-us2.ebuilder.net
    Correcting a COR and GCCO when the dollar amount is incorrect COR - GCCO Correction.docx
    Checklist - Plan Budget Code Conversion

    Copy of Checklist of rBudget Code Conversion.xlsx
    Description Document Link
    Reset Test Passwords Test Password Resets.pdf 
    Test Refresh Project Plan Test Refresh Project Plan and Communicaiton Templates.xlsx

    e-Builder Admin Training Guide.docx

    User Training Guide.pdf

    e-B Admin Tools Manual.pdf

    Adding DocuSign.docx

     

    PO Process Mail Merge.docx

     

     

    This document can be included in the -Builder Bid information/bid package.

    Bidder Portal Instructions.pdf

    When a bidder can't access the bid portal:

    The user that you send the invitation to must register with information that matches what you have documented in the Contacts Module - otherwise, you will be prompted to approve the access request from the bidder that you invited.

    For example if you sent an invite to:

    Name: Paul Linehan

    Company: FRANCIS J LINEHAN JR & ASSOCIATES

    Username: Linehan

    Email: paul@fjlinehan.com

    Phone: (781) 344-8100

    He should use the above.

    But if the the user who attemps to use the registration was using the following information:

     

    Name: Paul Linehan

    Company: F.J. Linehan & Associates

    Username: Paul Linehan

    Email: paul@fjlinehan.com

    Phone: 7813448100

     

    -----


    Resolving this issue can be performed in 1 of 2 ways, but in both scenarios, you will need to address the Pending Request so that the bidder can obtain access.

    Option 1) Open the Bid Package Details > Click the "Pending Requests" link on the far-right side of the page > Find the Pending Request for Paul and take the "Reject" action.

    Then resend his invitation, and advise Paul to login with his username that you have registered for him already (Username: Linehan).

     

    Option 2) Open the Bid Package Details > Click the "Pending Requests" link on the far-right side of the page > Find the Pending Request for Paul and take the "Approve" action.

    You will be prompted to consolidate the contact information, or create a new company contact from the new request. Either way, once completed, Paul could gain access using the 2nd username: Paul Linehan

     

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    Hints & Tips

    Adjust/Level Bids

    Using the Adjust Option

    Archive

    e-Builder Single Sign On

    e-Mail Documents (Updated instructions for new folder structure)

    View Only Mode

    Delegation

     

     

     

     

     

     

     

     

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