03.01a Budget Approval Process - (PBAP)

• 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?.

• 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

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.

If this State 1 is True the next step is PM Enters Stage 1.

If false the next step is Project Manager Enters Budget.

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

• 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.

• 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 a series of evaluation steps are executed so that the budget is sent for approval to the correct Director.
• If Revise is selected the next step is 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 Review
• If the initiator chooses Void the next step is Finish

• One of the above reviews the process and takes an action to Submit or to Revise
• If Submitis chosen the process passes through several decision steps to determine if it contains a funding request and if it is a capital or academic project
  • If the process is determined to be for a capital project the next step is Governance Review.
  • If the process is determined to be for an academic project the next step is CRSP Admin Distributes
  • If the process is determined not to be for Capital or Academic the next step is R-CRSP Committee Review/Approval.
• If Revise is chosen the next step is Initiator Revise and Resubmit.

• The funding request step is a conditional that determines if additional funding is needed with the budget request by evaluating the "Does this review include a request for funding" field.
• If True (Yes) the next step is Capital Project? (F)
• If False (No) the next step is Capital Project?

The capital project (F) conditional determines if the Program type equals Capital Group based on the Project Custom Field "Program Type" entry being Capital Group.

• If True the next step is Governance Review
• If False the next step is Provost Review.

• The Capital Project? Conditional determines if the program type equals Capital Group based on the Project Custom Field "Program Type".
• If True the next step is  Cost Object Assigned.
• If False the next step is CRSP Admin Distributes

• The CRSP Admin reviews the process and distributes to Associate Provost, DLC & School and has the option of sending to RCRSP or Put on Hold.
• If RCRSP is chosen the next step is R-CRSP Committee Review / Approval
• If Put on Hold is chosen the next step is Project on Hold

• The CRSP Admin reviews the process, completes the required fields and has the option to Approve, Revise or Reject
• If Approve is selected the next step is Financial Officeer Office Obtain Cost Objects.
• If Revise is selected the next step is CRSP Admin Distributes.
• If Reject is selected the next step is Finish.

• The CRSP Admin reviews the process, completes the required fields and has the option to Approve, Put On Hold, or Revise.
• If Approve is selected the next step is Cost Object Assigned?
• If Put On Hold is selected the next step is Project On Hold
• If Revise is selected the next step is Initiator Revise and Resubmit

• The e-B Admin reviews the process, completes the required fields and clicks Submit
• The next step is Governance Review

• 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

• 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.

The Financial Officer updates PICS and takes the Submit action.

The next step is Finish.