Start Step
- The Start step allows the user, typically the project manager, to enter information about the budget as well as budget line items.
- Also also entered on this screen is information and details for infrastructure funding and alternates.
- On the Submit action the next step is Started by Spawn?.
Started by Spawn (Decisional Step)
- The Started by Spawn? conditional determines if the process was started by spawn (instead of started by a user).
- If the conditional is False the next step is Stage 1?.
- If the conditional is True the next step is PM Enters Stage 1
Stage 1? (Decisional Step)
If this Stage 1 is evaluated False the next step is Program Manager/Planning Manager Review.
If True the next step is PM Enters Stage 1.
Stage 1? (Decisional Step)
If this State 1 is True the next step is PM Enters Stage 1.
If false the next step is Project Manager Enters Budget.
PM Enters Stage 1
In this step the PM enters the Stage 1 budget.
If not needed the PM takes the Void Action which voids the process and moves it to Finish.
If a Stage 1 is entered the Submit action is taken. The next step is Program Mgr/Planning Mgr Review
Project Manager Enters Budget
- The project manager enters both information about the budget and the Budget Line Items.
- Budget Line Items are are entered by using the Budget Change Items section of the process form. (Because the project manager is editing the template loaded when the project was created)
- When the process form is completed and ready to be reviewed the project manager clicks Submit.
- Next Step: Program Manager Review
- The project manager may also Void the process from this step.
Program Manager/Planning Manager Review
- The Program Manager and/or Planning Manager reviews the budget.
- The Program Manager and/or Planning Manager has the option of taking either the Submit or Revise action.
- If Submit is selected the next step is Campus Construction.
- If Revise is selected the next step is Initiator Revise and Resubmit.
Initiator Revise and Resubmit
- The process initiator reads the comments and fills out the required fields and has the option to Resubmit or Void.
- If the initiator chooses Resubmit the next step is Program Manager/Planning Mgr Review
- If the initiator chooses Void the next step is Finish
Campus Construction? (Decisional Step)
If True the next step is Capital Renewal?
If False the nest step is M&U?
M&U? (Decisional Step)
If True the next step is M&U Director Approval.
If False the next step is OCP?.
M&U Director Approval
The M&U Director reviews the budget and has the option to Submit or Revise.
If Submit is chosen the next step is Capital Project?
If Revise is taken the nest step is Initiator Revise 2
OCP? (Decisional Step)
If True the next step is OCP Director Approval.
If Revise is selected the next step is Initiator Revise 2.
Campus Services (Decisional Step)
If True the next step is Campus Services Director Approval.
If False the next step is IBO Director Approval.
IBO Director Approval
The IBO Director reviews the budget and has the option to Approve or Revise.
If Approved is chosen the next step is Capital Project?
If Revise is chosen the next step is Initiator Revise 2.
Capital Renewal Only? (Decisional Step)
If True the next step is CC Director Approval.
If False the next step is Hold for Team Estimate Review Mtg
Hold for Team Estimate Review Mtg
This is a hold step until the the Team Estimate Review meeting is held.
After the meeting the budget can be submitted for CC Director Approval or sent for revision. (Initiator Revise 2)
CC Director Approval
The CC Director reviews and takes either the Submit or Initiator Revise action.
If Submit the next step is Capital Project?
If Revise the next step is Initiator Revise and Resubmit.
Capital Project? (Conditional)
- The Capital Project? Conditional determines if the program type equals Capital Group based on the Project Custom Field "Program Type".
- If Yes the next step is Capital Project Approval.
- If False the next step is DLC Distribution/RCRSP Approval
Capital Project Approval
- There are three actions from this step.
- If Approve is chosen the next step is Cost Object Assigned.
- If Revise is chosen the next step is Initiator Revise and Resubmit.
- If Put on Hold is chosen the next step is Project on Hold
DLC Distribution/RCRSP Approval
The CC Planning Manager and or CRSP Admin take one of the following actions from this step:
If Approve is chosen the next step is Cost Object Assigned?
If Reject is chosen the next step is Initiator Revise 2.
Project On Hold
- The CRSP Admin reviews the process, completes the required fields and clicks Submit
- The next step is Capital Project Approval
Cost Object Assigned? (Decisional Step)
- This step determines if a cost object is assigned to the process
- If True (no) the next step is Financial Officer Obtain Cost Object
- If False (yes) the next step is Financial Analyst Imports Data
Financial Officer Obtain Cost Object
- The Financial Officer obtains the cost object number, updates the process and takes the Received action.
- The next step is Financial Office Updates PICs and takes the Submit action.
Financial Officer Updates PICS
The Financial Officer updates PICS and takes the Submit action.
The next step is Finish.
Finish
An RCA form (beta version) can be printed. To print the form:
- Open the 3.01 Budget Approval Process.
- Click the Print button. The Mail Merge Templates menu appears.
- Click the Merge Templates radio button.
- Choose RCA Form (beta) from the drop down menu.
- Click Print on the Mail Merge Templates menu.
- A document is created and may be opened. The exact way in which the document is displayed and opened is browser dependent.
Editing in Word
The Notes column for each Budget Detail line is intended to be edited using Word. Add your notes for any budget line you wish to annotate. You may attach an edited version of the Word document to the process for future reference.
Known issues with the RCA Form (beta).
Solutions for these issues are being developed.
- The form displays an error message when the Square Footage cannot be calculated.
- All budget detail lines are included in the form, including 0 value lines. These lines can be deleted in Word.
- The Scope Description and Design Pricing basis must be completed using Word.
