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This process is used to request that a new user be added to the e-Builder system and to a project. New users can be MIT employees or DoF vendors who have been awarded a project and require access to e-Builder.

Composition Setup
 

Process Details

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labelSummary

  • The new user request will be reviewed by the Finance, Vendor Manager, and the eB Admin then created and added to a project.

  • For DoF vendors the process results in user credentials which after configuring with Duo and Kerobos allow access to e-Builder.

  • Vendors be provided with documents that enable them to activate their usernames and begin to use e-Builder. However, training is also offered either by WebEx or at NW-23.

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labelStep Descriptions

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1. Initiation

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The process is started and new user information is added.

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2. MIT Employee (Decisional Step)

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  • The path for the new user request is determined to be for an MIT employee or intern or for a vendor.
  • If True (for an MIT employee or intern) the next step is Timesheet Required.
  • If False (for a vendor) the next step is eB Admin Verifies.

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eB Admin Verifies

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eB Admin verifies information and for non-MIT users requests user name for MIT Network from IST

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Training Invite

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In this step an eB admin sends documents about using the system and an invitation to attend training.

The Submit option sends the process to the Training Invitation Sent step so that training invitations can be monitored and follow up upon.

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Training Invitation Sent

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The process is held in this step

is New User MM

until vendor training is conducted (or determined to be unnecessary).


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Timesheet Required?

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This decisional determines if a timesheet is required and if so routes the process to the Accounting Manager step.


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Accounting Manager3. Accounting Manager Adds Information

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  • The accounting manager either adds or verifies the following information:
    • Normal Hours per Workweek
    • Employee Start Date
    • Employees Rate
    • Cost Object for Time Charges
  • The Accounting Manager takes the action: Submit.
  • The next step is Financial Officer.

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4. Vendor ManagerContract Admin Contract Exec Confirm

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  • The vendor manager determines if the Vendor exists in SAP and adds the SAP Vendor number.
  • The vendor manager optionally adds comments.
  • The vendor manager takes on of the following actions, Reviewed or Needs Revision.
  • If Reviewed is chosen the next step is e-Builder Admin Info.
  • If Needs Revision is chosen the next step is Requestor Revision.
  • Contract Admin confirms Vendor and ensures contract in place

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Initiator Revise
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5. Needs Revision

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  • The initiator revises the request after reading the attached comments from the Vendor Manager.
  • The initiator takes the Resubmit action.

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6. Financial Officer Adds CATS #

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  • The financial officer adds the CATS Personnel # then takes the action: Submit.
  • The next step is e-Builder Admin Info.

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7. e-Builder Admin Info

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  • The e-Builder admin completes the process by adding the date completed.
  • The e-Builder takes the action: Completed.

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