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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.
Here are the Workflow processes and built in functionality in the general sequence order of how they flow through a construction project administration lifecycle developed for MIT by this team:
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.
00.00 - Project Initiation (NEWPJ)
00.03 - DOF Reviews a DLC Managed Request
01.01 Add New Company to eB (NCOMP)
01.02 - Add New User and/or Contact Request (NUSER)
01.03 - Add Existing User to a Project (ADDRE)
01.05 Request for Qualifications (RFQ)
01.08 Request for Qualifications Lab Designers (RFQLD)
01.09 Request for Qualifications Mover (RFQM)
02.02 Project Definition Form Creation (PD)
02.03 - CRSP Screening Kickoff - CRSPS (with PM Assignment) (CRSPS)
02.05 - MOU - CRSP (Non-Cost) (MUS1)
02.05.a - MOU Amendment (MOUA)
03.00.a,b,c - Conceptual, Schematic Design and Design Development Estimates (CDE, SDE, DDE)
03.01a Project Budget Request - (BAP)
03.02 - $0 Budget Change (Cost) (ZBCHG)
03.03 Contingency Request/True-Up Form/Additional Funding Request (BCHNG)
04.04 Issue Purchase Order/Issue Contract (PO)
04.05 - LSW / Exhibit A Request (LSW)
05.02 - Document Review for CRSP (DR)
Change Management Processes for Contractors
Both of these processes are required to successfully initiate and approve change orders for Contractors.
Change Management for A/Es and Consultants
This process is required to successfully initiate and approve change orders for A/E Leads and Consultants.
06.06 Pay Req and Invoice (BILL)
06.07 - Journal Voucher Request (JV-R)
07.02 - Signage Request (SIGN)
Dashboard - Project Detailed Information
CC Directors Program Managers Report
Construction Completion Aging report
SH Cost analysis (Program Manager)
Project Schedule Milestone Report (Program Summary)
Projects with a "Substantially Complete" Status Aging Report
| 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. |
| Budget | In e-Builder, your Budget represents what you are authorized to spend. |
| Budget Change | |
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 |
| Change Order Request (COR) | A request from a vendor to increase their commitment amount. |
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 | Commitment and Purchase Order are synonyms in e-Builder. When submitting an invoice in e-Builder a vendor can bill up to the value of their commitment. |
| 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. |
| General Contract Change Order (GCCO) | In e-Builder, a GCCO is the process used to bundle and finalize CORs. |
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 retired process and accompanying spreadsheet used to develop and upload a budget. It was replaced in October of 2018 by the Project Budget Approval process. |
| 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. |
How do I log into e-Builder?
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?
What are the various types of contract forms?
Which e-Builder Process Should I Use? A simple guide to tasks and processes in e-Builder. Print by exporting the page to PD
| Description | Document Link |
|---|---|
| Add Budget to Cover CRSP Admin Fees | Adding Budget to Cover CRSP Admin Fees.docx |
| 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 3-29-2019.docx |
| Close a Commitment in e-Builder with a remaining balance | For PO's that will not be fully used, you should close the PO by bringing the remaining balance to zero through a negative change order (COR, PSA) to take the money out of the PO and back into the budget. A negative COR will be bundled with a GCCO as per the normal COR process. Following the submission of this negative change order (COR, PSA) please send an email to dof-ebuilder-info@mit.edu letting us know you would like to close the PO. We will then send an email to IS&T to close the SAP PO. This will cover both budget and commitment related issues when closing a PO with a positive balance that you want to reduce to zero. If you have any questions please reach out to us at dof-ebuilder-info@mit.edu . |
| 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 | |
| Correcting a COR and GCCO when the dollar amount is incorrect | COR - GCCO Correction.docx |
| Correcting an issue when multiple COR's attempt to alter the same line in PO when the GCCO is processed. |
1. This error does not show up in the SAP Folders and Files review, you will see the error only in the FTP or Dashboard. It is therefore important to review those items. |
| Checklist - Plan Budget Code Conversion | |
| Fixing a Check Number in eB | Fixing a Check Number in e-Builder.docx |
| Single Sign On Issues | Single Sign On Issues |
| Invoice (BILL) Process "Stored Materials" Issue | If a previous BILL has total materials presently stored and it’s approved properly, when you start a new BILL Payapp process, the total materials stored from the previous process will show up already in the Invoice Line Item once you choose a commitment. See the screenshot below of the amount automatically placed in that field when you start a new one. |
| Correcting a Commitment Change Order that was submitted with a different IO from the Purchase Orders IO | Edit the Custom Field(s) field of the Commitment Details page to have the IO match the IO that the PO was established with. History of Commitment Change IO that does not match the PO IO.pdf |
| When is it appropriate to close out a MUS1 process? | A MUS1 process can be moved to the finish step as long as an Executed MOU Document is attached. |
| How to grant access to the View_Only account | SOP Access Delegation for View_Only account 6.23.2022.docx |
Delivering quality processes in e-Builder requires quality requirements gathering.
While we strive to eliminate bugs in processes there is always a chance that something will be missed. The following basic guidelines help set the stage for delivering excellence in our business requirements gathering and development processes.
We first start with a request. An AI (action item) is prefixed to display the type of work described with the prefix identifiers:
DEV – Development of a new process or report
MOD – A modification of an existing process or report
BFX – break fix of an existing process or report
MNT – Maintenance of an existing process, report, user or other eB entity (e.g. a project or some component or sub-component of a project)
REV – Review /Analysis of a new or existing process, report, rights or permission, etc.
DOC – For all mail merge work (we to track this separately from MOD/DEV/BFX/REV/MNT)
ADM – any basic eBAdmin administrative work performed (e.g. setting up new users, projects etc.)
The description section of an AI should provide the business challenge, case and a brief statement regarding the analysis done – including who wrote the spec up and who was spoken to elicit the requirements.
At this point we haven't actually coded anything in eB.
Attachments to the AI:
a) This includes the spreadsheet template(provided) screen shots and mock ups all in JPEG's or Visio – not in the product/code, spreadsheets with a proper format.
b) The creation of new steps or page layouts need to be identified including: all data fields and their type length, parameters, exclusions, etc., shared page layouts, all conditionals their business rules and their names, all actions a user can take and their names and any special additional , and all flow paths.
We also work to identify with a mock-up how a page layout should flow (from data field to data field as if one was tabbing through the page), what the general layout should be, any page layout filed groupings should be, and any help text or tool tip data you require.
We identify and label required fields, conditionals on fields (for example, any data entry or language you want flagged or returned back to the actor/user). reporting needs (mock-ups, data fields, etc.). At this time we also check to see if we already have these fields in the system and or consider any fields that may be better suited as global fields rather than simply only found "in a process".
c) If this is a rework of an existing workflow we provide a before and after of workflow processes the customer is asking to be changed. Note: The before is a screen shot of the existing workflow or page changing and the after is a Visio mock up. Note: this "mockup" can be done in our eB development sandbox - we call affectionately call T-Rex.
We catalog our work in a requirements spreadsheet template. The AI # is identified and this artifact is attached to the AI.
Work begins after we have gathered enough requirements to start the coding and testing of the work.
The above is intended for processes work that requires change management review. 95% of our work is Administrative, Break Fix, and slight Modifications that do not require the level of detail noted above. However, we do review all BFX, MOD types to find patterns that may result in larger efforts.
If you have any questions regarding our business requirements and development practices please don't hesitate to speak to the program manager of Reporting and Analytics.
Note: if a customer has something in mind from another organization that he/she has had created or used in the past and would like us to model that, that is OK. Please request a screen shot of it, provided he/she has permission to copy another organizations workflow(s)/property. Any proof of origin or ownership and or permission to use if we are given a screen shot of another organizations workflow is required.
| Description | Document Link |
|---|---|
| Reset Test Passwords | Test Password Resets.pdf |
| Test Refresh Project Plan | Test Refresh Project Plan and Communicaiton Templates.xlsx |
| Using Test Environment for Training | Using the Test Environment for Training.docx |
| Required Updates After a DTE Refresh | SOP - Required Updates After a DTE Refresh.pdf |
e-Builder SAP General Invoices.doc
Process to catch up on Paid Invoices (002).docx
How to handle invoice paid in SAP but no status change in eB.pdf
| Error Message as Seen in the Dashboard | Cause/ Resolution |
|---|---|
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This error messages indicates that there is an issue with the effective date of the Cost Object in SAP. Notice in the example that the receipt date is 8/23/2019 but the cost object start date is 07/01/2020. The date error must be corrected in SAP, then the process must be resubmitted after removing the Export Date from the process. |
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This error message indicates that the vendor is an ERS vendor and that the transaction cannot be processed through e-Builder at this time. (8/2019)/ The PO must be processed using SAP. This document should be updated after IST issues a fix to allow ERS vendor PO's to process in eB. |
| Slack | |
|---|---|
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How to access via Web Interface
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| How to access via Desktop and Mobile Applications |
Configure:
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Documentation for Bidders
| Description | Source | Link |
|---|---|---|
| Bidder Portal Documentation | e-Builder | |
| Short version of bidder portal documentation specific to MIT DoF. Can be included in the Bid Package. | MIT DoF | Bidder Portal Instructions.pdf |
Bid Portal Support
Primary support of the Bid Portal is provided by e-Builder. Bidders should call 888-288-5717 for questions concerning bid access and portal instructions. If e-Builder does not respond please notify an e-B admin.
Bid Contacts Using the Bid Invitation Key
Note that the bid invitation key that is part of the bid invitation is intended for use only by the recipient. It is not transferable to another user.
Vendor Initiated Processes for Invoices, Changes Orders and Professional Services Amendments
MIT DoF Vendor Processes - Revised 2-6-2019.pdfProject Compass
Links to pages with information about Project Compass.
Hints & Tips
e-Builder: Supported Internet Browsers.
Internet Explorer™ 11.0 or later. Google Chrome™ v 29.0.1 or later. Mozilla Firefox™ 35.0.1 or later. Safari™ 6.0.4 or later. Safari for iOS™ mobile v6.1 or later. Other browsers:(e-Builder is available on these other browsers, but some features might not work as expected.) If you have any questions, please reach out to the eBAdmin team.
Information on Reports
We've created a new tab called "reports." This tab includes information on a selection of the reports we've made, as well as how to find them.
Why use reports? Good Question! Click this link for the answer! Why Use Reports?
Add CD, SD or DD estimates to the e-Builder Cost module by using one of three estimate processes.
03.00.a,b,c - Conceptual, Schematic Design and Design Development Estimates (CDE, SDE, DDE)
These processes are easy to use, require no approvals and can be used to estimate project costs.
Use a spreadsheet as a sandbox for earlier estimates and when ready load the CD estimate.
Adjust/Level Bids
Archive
e-Mail Documents (Updated instructions for new folder structure)