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Deck of Cards
idMOU
Card
labelSummary

This process is used to issue an amendment to an existing MOU. An MOU is used to document DLC endorsements. This MOU process is used primarily for CRSP/Academic projects. 

Card
labelProcess Map

Card
labelStep Descriptions

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Start

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  • The process can be started manually by the Project Manager. In this step they have the opportunity to fill out fields in the sections: Amendment Details, Schedule, Funding Expectations, Location, Required Signatures.
  • The process can also be started by the eB Admin. If so, the eB Admin must complete all required fields.
  • When the Submit action is taken the next step is Provost Office Completes.

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Provost Office Completes

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  • In this step the Provost Office enters the Revised Total Cost, the Revised Square Footage, the Proposed Start Date and the Proposed Finish Date.
  • When the Submit action is taken the next step is MOU MM.

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MOU MM

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  • In this step the system generates the MOU Amendment Mail Merge file.
  • When this step completes successfully the next step is Team Review.
  • Once the PIT meeting has been completed the Project Manager opens and reviews the process and completes the required fields in the form. When finished the Project Manager takes the SUBMIT action.
  • Next Step: PM Verifies Team Assignments

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Team Review

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  • The Provost Office drafts the MOU by completing all of the required fields, including Description of Project, Scope of Work, Assumptions and Qualifications, Design and Construction Delivery, Preliminary Range Estimate, Intent, Funding, LocationSize and Schedule and Endorsements. For any entry made into a text box where it is possible to control text attributes the Font should be set to Arial and the Font Size set to 16px.
  • It is possble to paste text from a document into e-Builder text fields. It is important that the Font be set to Arial and Font Size set to 16px.
  • Since the amount of work on the page is considerable, use the Save Draft button to save the process as necessary prior to taking the Submit action.
  • When complete, take the Submit action the next step is Team Review.
The Project Team
  • In this step the Project Team reviews the MOU content.

  • The process has been configured so that all of the team members (the e-Builder term is actors) must complete the Team Review step and then take the SUBMIT action.
  • If a team member was not properly assigned the process will continue without input from that person.
Next Step: Provost Office Reviews MOU Comments
Adding Comments/No Comment

Add your comments using the Comments tab. After adding your comments take the SUBMIT action.
If you have no comments, enter "N/A" or "No Comments" using the Comments tab. You must take the SUBMIT action even if you take this option not to comment.
Escalation Rules

This process step has escalation rules applied. After 7 days the process moves to the next step - Provost Office Reviews MOU Comments. If you do not comment, or indicate no comment within the 7 days you will lose your opportunity to contribute to the MOU.

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Project Manager Final Review

  • This step will automatically spawn a 02.06 - Stage 1 Budget (S1BA) process.When all actors have voted for submit (Reviewed) the next step is Project Manager Final Review.

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Program Project Manager Final Review

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  • The Project Team In this step the Project Manager reviews the MOU content.
  • The process has been configured so that all of the team members (the e-Builder term is actors) must complete the Team Review step and then take the SUBMIT action.
  • If a team member was not properly assigned the process will continue without input from that person.
  • Next Step: Provost Office Reviews MOU Comments
  • Amendment information that has been entered into the process enter any Project Manager Notes and indicates if the process requires any revisions.
  • If the Reviewed action is taken the next step is Program Manager Final Review.
  • If the Revise action is taken the next step is Initiator Revise.

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Program Manager Final Review

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  • In this step the Program Manager reviews the MOU Amendment information that has been entered into the process.
  • If the Submit action is taken the next step is CC Dir Review

Adding Comments/No Comment

  • Add your comments using the Comments tab. After adding your comments take the SUBMIT action.
  • If you have no comments, enter "N/A" or "No Comments" using the Comments tab. You must take the SUBMIT action even if you take this option not to comment.

Escalation Rules

  • This process step has escalation rules applied. After 7 days the process moves to the next step - Provost Office Reviews MOU Comments. If you do not comment, or indicate no comment within the 7 days you will lose your opportunity to contribute to the MOU.

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CC Dir Review

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  • In this step the CC Director The Project Manager reviews the MOU comments from the team.When finished, the Project Manager takes the SUBMIT actionAmendment information that has been entered into the process.
  • If Submit is chosen the next step is Provost Office Reviews MOU CommentsDistributes.
  • If Revise to Team is chosen the next step is Team ReviewInitiator Revise.If Void is chosen the next step is Finish.

 

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Provost Office Distributes

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  • The Provost Office reviews distributes the executed MOU comments from the team and makes edits to the MOU content if needed.
  • When finished the Provost Office takes the SUBMIT action the next step is Program Manager MOU Review.
  • Amendment generated by the process to the client/department.
  • If the Distributed action is taken the Provost office is indicating the MOU Amendment has been distributed, the next step is Finish.

  • If the Revise

    When the DLC Endo Outside of EB

    action is taken the next step is

    Finish.

    Initiator Revise.

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Initiator Revise

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  • The process reaches this step because someone has indicated revisions are necessary. The Initiator of the process has the opportunity to make edits to the information entered into the process fields and resubmit.
  • If
  • The Provost Office downloads the system generated MOU.
  • The MOU is distributed to the DLC for review and endorsement.
  • The process remains in this step until the endorsed MOU is returned from the DLC. The endorsed MOU is added to the process step by uploading the document into the Executed MOU field.
    • When Submit is chosen the next step is Finish Provost Office Completes.

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Finish

  • The Project Manager reviews the MOU comments from the Provost Office.
  • When finished, the Project Manager takes the Reviewed action.
  • If Reviewed is chosen the next step is Program Manager MOU Review
    • If Revise to Prov. is chosen the next step is Provost Office Reviews MOU Comments.
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