Versions Compared

Old Version 1

changes.mady.by.user Unknown User (monzione@mit.edu)

Saved on

compared with

New Version Current

changes.mady.by.user Salvatore Angelone

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Product or Result of this Process

Round Rectangle
bgcolor#e6f2ff

The purpose of this process is the review and execution contracts and/or Purchase Orders. The process enables external vendors and external executors to electronically route and approve all PO's and contracts.

The process generates an e-Builder Purchase Order following issuance of the SAP PO, and automatically triggers the Contract Approval process whenever the PO data meets the thresholds for a formal contract document.

Note that in e-Builder a purchase order Purchase Order is referred to as a Commitment.

Process Details

Composition Setup
 
Deck of Cards
idIssue
Card
labelSummary

This process can be started by the Project Coordinator, Project Manager, Administrative AssistantAdministrative Assistant, CC Director, CC Planner, CC Planning Director, CC Planning Manager, Director of Finance and Administration, eB Admin, Furniture Designer, OCP Planner, SPT Commissioning Lead, SPT Lead, VPF Strategic Sourcing.This process is also started when Send and Initialize is used as the notification option in the 4.0 Bidding StepProgram Manager, Project Coordinator, Project Manager, SPT Commissioning Lead, SPT Lead, and VPF Strategic Sourcing.

Card
labelProcess Map

Image RemovedImage Added

Note that these step descriptions are in the process of being updated.
  • The Contract Admin reviews the process and uploads the assembled contract to be executed and has the option to take an acton to Submit or Revise.
  • As part of this step the Contract Admin associates a bid process to this PO/Contract process by using the Contract Number Lookup. (Instructions are in included on the process page)
  • If Submit is chosen the next step is Initiator Reviews Contract.
  • If Revise is chosen the next step is DoF Procurement Reviews.
Card
labelStep Descriptions

Toggle Cloak
1. InitiationStart

Cloak
  • The Project Coordinator or Project Manager Process Initiator fills out the required fields and executes the Submit actionchooses to submit.
  • The next step is PM Initiate ProcessTotal $ <= 0?

When asked to identify the type of contract being requested this document may be helpful.

Toggle Cloak
2. PM Initiate Process (Decisional Step)Total $ <= 0?

Cloak
  • The PM Initiate Process? conditional step determines the path the process will take based on if the Data Field “Did the PM Initiate the Process?” has a value of “Yes”.
  • If the value is Yes the next step is Contract Required?
  • Total $ <=0? conditional checks if the amount for all commitment items entered is less than or equal to $ 0.
  • If True (Yes) the next step is Initiator Revise.
  • If False (No) the next step is PjFnAmt < ComAmtIf the value is False the next step is PM Review?

Toggle Cloak
3. PM ReviewPRJCT Status CHK

Cloak
  • The PM This conditional reviews the process and verifies the Contract or PO being added to the project and chooses the Submit action.if the Project is in a status that allows for the submission of a Purchase Order request. All Active status are allowed to create new POs.
  • If True (Yes) the next step is PM Fixes Project Status
  • If False (No) the next step is Total $<= 0The next step is Contract Required?

Toggle Cloak
4. Contract Required? (Decisional Step)PM Fixes Project Status

Cloak
  • Multiple fields are evaluated to determine the path that the process will take.
  • If True the next step is Construction?
  • If False the next step is Purch Req MM.

Toggle Cloak
5. Construction?

Cloak
  • Multiple fields are evaluated to determine the path the process will take.
  • If True the next step is eB Admin Updates CSI Codes.
  • If False the next step is DoF Procurement Reviews.

Toggle Cloak
6. eB Admin Uploads CSI Codes

Cloak
  • eB Admin runs the bid tabulation report and combines it with the process import template to do a quick upload into the processes to get the CSI and GL information on the commitment line item custom fields.  Through the import the following Submit action is taken.
  • The next step is DoF Procurement Review.

 

Toggle Cloak
7. DoF Procurement Review

Cloak
  • DoF Procurement reviews the process and executes the Submit action.
  • The next step is Contract Admin Assembles Contract.

Toggle Cloak
8. Contract Admin Assembles Contract

Cloak
  • The Process Initiator reviews the Contract Document.
  • If Submit is chosen the next step is CA Manager Reviews.
  • If Revise is chosen the next step is Contract Admin Assembles Contract.

Toggle Cloak
Checking for contract choice discrepancies with 3 conditionals - CR=Y/CT=N, CR=N/CT!=N, and No Contrct?

Cloak
  • If the Process Initiator selects "No" for the question "Contract Required?" but then chooses a contract type th process moves to the Initiator Revise step.
  • If the Process Initiator selects Yes" for the question "Contract Required?" but then chooses one of the "No Contract" types the process moves to the Initiator Revise step.
  • If the Process Initiator selects "No" for the question "Contract Required?" and then chooses one of the "No Contract" types the process moves to a MM and then the Procurement review step.
  • If the Process Initiator selects "Yes" for the question "Contract Required?" and then chooses a contract type the process moves to the Vendor Manager Review step.

Toggle Cloak
PjFnAmt < ComAmt?

Cloak
  • The PjFnAmt < ComAmt? conditional checks if the Projected Final Contract Amount is less than the amount of the Commitment you are trying to establish.
  • If True (Yes) the next step is Initiator Revise.
  • If False (No) the next step is PjFnAmt < ComAmt?

Toggle Cloak
Initiator Revise

Cloak
  • The Initiator Revise step shares a page layout with the Start step and allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is PM Initiate Process?
  • If Void is chosen the next step is Finish.

Toggle Cloak
PM Initiate Process?

Cloak
  • The PM Initiate Process? conditional step determines the path the process will take based on if the data field “Did the PM Initiate the Process?” has been marked “Yes” or "No" in the previous step.
  • If True (Yes) the next step is Contract Required?
  • If False (No) the next step is PM Revise.

Toggle Cloak
 Contract >$10K?

Cloak
  • The Contract >$10K? conditional step determines the path the process will take based on the amount entered for the data field Projected Final Contract Amount.
  • If True (>$10K) the next step is Vendor Manager Review of SoS.
  • If False (<=$10K) the next step is Purch Req M.M.

Toggle Cloak
PM Review

Cloak
  • The PM reviews the process and verifies the Contract or PO being added to the project and chooses the Submit action.
  • The next step is Contract Required?

Toggle Cloak
Vendor Manager Review of SoS

Cloak
  • The Vendor Manager reviews the Selection of Source information and confirms the vendor exists in SAP.

Toggle Cloak
9. Initiator Reviews Contract

Cloak
  • The initiator reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is DoF Procurement Releases Contract.
  • If Revise is chosen the next step is Contract Admin Assembles Contract.

Toggle Cloak
10. DoF Procurement Releases Contract

Cloak
  • DoF Procurement reviews the contract and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Executes Contract.
  • If Revise is chosen the next step is Contact Admin Assembles Contract.

Toggle Cloak
11. Vendor Executes Contract

Cloak
  • The Vendor reviews, signs and uploads the contract. The Vendor has the option to Submit or Revise. (Request Revision)
  • If Submit is chosen the next step is Vendor Signature Step Contract Admin Assembles Contract.
  • If Revise is chosen the next step is DoF Procurement Releases Contract.

Toggle Cloak
12. Vendor Signature Step

Cloak
  • The Vendor Signature Step finalizes the vendor's electronic signature with DocuSign allowing for the next person to sign the document. A Code Complete action is automatically taken.
  • The next step is DoF Procurement Approves Contract.

Toggle Cloak
13. DoF Procurement Approves Contract

Cloak
  • DoF Procurement reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Campus Construction.
  • If Revise is chosen the next step is Initiator Revise.

Toggle Cloak
14. Campus Construction?

Cloak
  • The Campus Construction step determines the path the process will take based on the Program Type and if the contract is managed by a different program.
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

Toggle Cloak
15. SP&T Program?

  • Initiator Revise 1.
  • If Resubmit Cntrcts is chosen the next step is Contract Admin Assembles Contract.
  • If Resubmit Vndr Mgr is chosen the next step is Vendor Manager review of SoS.
  • If Resub to CA Mgr is chosen the next step is CA Manager Reviews.

Toggle Cloak
Contract Admin Assembles Contract

Cloak
  • The Contract Admin reviews the process and uploads the assembled Contract Document to be executed.
  • As part of this step the Contract Admin associates a bid process to this PO/Contract process by using the Contract Number Lookup. (Instructions are in included on the process page)
  • If Submit is chosen the next step is Initiator Reviews Contract.
  • If Revise is chosen the next step is Initiator Revise 1.

Toggle Cloak
Initiator Reviews Contract

Cloak
  • The Process Initiator reviews the Contract Document.
  • If Submit is chosen the next step is CA Manager Reviews.
  • If Revise is chosen the next step is Contract Admin Assembles Contract.

Toggle Cloak
CA Manager Reviews

Cloak
  • The DoF Procurement Manager and the Contract Admin Manager reviews the Contract Document and determine whether or not it meets the requirements for OGC Counsel Review.
  • If Submit is chosen the next step is Contract Admin Releases Contract.
  • If Revise is chosen the next step is Initiator Revise 1.
  • If To DOF Counsel is chosen the next step is OGC Counsel Review.

Toggle Cloak
OGC Counsel Review

Cloak
  • The DOF General Counsel reviews the Contract Document.
  • If Submit is chosen the next step is Contract Admin Releases Contract.
  • If Revise is chosen the next step is Initiator Revise 1.

Toggle Cloak
Contract Admin Releases Contract

Cloak
  • The Contract Admin sends the contract to the vendor for review and signature, and records the date the contract was sent.
  • If Submit is chosen the Contract Document has been sent to the vendor. The next step is Vendor Executes Contract.
  • If Revise is chosen the next step is Contact Admin Assembles Contract.

Toggle Cloak
Initiator Revise 1

Cloak
  • The Initiator Revise 1 step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is Vendor Manager review of SoS.
  • If Cnt Ambl Cntr is chosen the next step is Contract Admin Assembles Contract.
  • If Resub CA Mgr Rv is chosen the next step is  CA Manager Reviews.
  • If Resub CA Rel Ct is chosen the next step is Contract Admin Releases Contract.
  • If Void is chosen the next step is Finish.
  • If No Contract Reqd   the next step is  Procurement Review.


Toggle Cloak
Hold for Vendor Contract Execution

Cloak
  • The Contract Admin reviews the signed contract received from the vendor, records the date they received the signed contract and then removes and replaces the unsigned contract with the received vendor signed contract into the Contract Document field.
  • If Submit is chosen the next step is Contract Admin Final Review.
  • If BackToInitiator is chosen the next step is the Initiator Revise 1 step.

Toggle Cloak
Contract Admin Final Review

Cloak
  • The Contract Admin Manager reviews the vendor signed contract for final review before going to directors steps.
  • If Submit is chosen the next step is Campus Construction?
  • If Revise is chosen the next step is Hold for Vendor Contract Execution.

Toggle Cloak
Campus Construction?

Cloak
  • The Campus Construction? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is Academic, Campus Services, Capital Group, Special, System Performance & Turn-over, or Systems Renewal.
  • If True (Yes) the next step is SP&T Program?
  • If False (No) the next step is OCP?

Toggle Cloak
SPT Program?

Cloak
  • The SPT Program? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is System Performance & Turn-over.
  • If True (Yes) the next step is SPT Director Review
  • If False (No) the next step is Proj. Contract>$10m?

Toggle Cloak
SPT Director Review

Cloak
  • The SPT Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10m?
  • If Revise is chosen the next step is Initiator Revise 3.

Toggle Cloak
Proj. Contract>$10m?

Cloak
  • The Proj. Contract>$10m? conditional step
Cloak
  • The SP&T Program? Step determines the path the process will take based on the Program Type or if the project is managed by a different program.amount entered for the data field Projected Final Contract Amount.
  • If True (>$10mIf True (Yes) the next step is VPF Strategic Sourcing Reviewis Vendor Manager Review of SoS.
  • If If False (No<=$10m) the next step is Projects Director Review Purch Req M.M.

Toggle Cloak
16. VPF Strategic Sourcing CC Director Review

Cloak
  • TheVPF Strategic Sourcing CC Director reviews the Contract Document attached to the process and contract, then takes the Submit action.
  • The next step is Contract <10M

Toggle Cloak
17. Projects Director Review

  • if required attaches the CC Director Memo.
  • If Submit is chosen the next step is CA Mgr & Dir. Finance.
  • If Revise is chosen the next step is Initiator Revise 3.
  • If Send To OGC is chosen the next step is OGC Counsel Review.
Cloak
  • The Projects Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$10M

Toggle Cloak
18. CC Director Executes Contract <$10M

Cloak
  • The Contract <$10M conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $10M.
  • If True (Yes) the next step is CC Director Executes Contract.
  • If False (No) the next step is CC Director Review.

Toggle Cloak
19. CC Director Executes Contract

Cloak
  • The CC Director reviews the process and executes the contact, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
20. CC Director Review

Cloak
  • The CC Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <$100M.

Toggle Cloak
21. OCP?

Cloak
  • The OCP? conditional step determines the path the takes based on Program Type or if the contract is managed by a different program.
  • If True (Yes) the next step is Contract <$500K.
  • If False (No) the next step is M&U?

Toggle Cloak
22. Contract <$500K

  • By taking the Submit action at this step the CC Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

Toggle Cloak
CA Mgr & Dir. Finance

Cloak
  • The Contract Admin Manager and the Director of Finance and Administration review the attached CC Director Memo and upload the Executed Memo to the process.
  • If Submit is chosen the next step is VP, CSS Reviews
  • If Revise is chosen the next step is CC Director Review

Toggle Cloak
OCP?

Cloak
  • The OCP? conditional determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is OCP.
  • If True (Yes) the next step is Proj. Contract> $500k?
  • If False (No) the next step is CSM?

Toggle Cloak
Utilities Program Manager Reviews Cntrct

Cloak
  • By taking the Submit action at this step the Utilities Program Manager is Reviewing the contract.
  • If Submit is chosen the next step is Contract> $1M.
  • If Revise is chosen the next step is Initiator Revise 3.

Toggle Cloak
Proj. Contract> $500k?

Cloak
  • The Proj. Contract> $500k?
Cloak
  • The Contract <$500K conditional step determines the path the process takes will take based on the Current Commitment Value being greater than or less than $500K.
  • If True (Yes) (<) the next step is OCP Director Executes.
  • the amount entered for the data field Projected Final Contract Amount.
  • If True (>$500K) the next step is CSM Director Executes
  • If False (<=$500KIf False (No) (>) the next step is OCP CSM Director Review.Reviews

Toggle Cloak
23. OCP Director Executes ContractReview

Cloak
  • The OCP Director reviews the Contract Document attached to the process and executes the contract then takes the Submit action.
  • The If Submit is chosen the next step is Contract Signature.

Toggle Cloak
24. OCP Director Review

  • is Prj Contract > $10mil?
  • If Revise is chosen the next step is Initiator Revise 3
Cloak
  • The OCP Director reviews the process and contract then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
25. M&U?OCP Director Execute

Cloak
  • By taking the Submit action at this step the OCP Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
  • The M & U? Conditional step will determine the path the process takes based on the Program Type or if the contract is managed by a different program
  • If True (Yes) the next step is Utilities Program.
  • If False (No) the next steep is Campus Services.

Toggle Cloak
26. Utilities ProgramCSM?

Cloak
  • The Utilities ProgramThe CSM? Conditional step will determine determines the path the process takes will take based on the the Program Type or  of the Project Details page. This conditional will evaluate as True if the contract is managed by a different program. Program Type is CSG or R&M.
  • If True If True (Yes) the next step is Contract <$100K.is Proj. Contract>$5m?
  • If False If False (No) the next step is SEG  Utilities Program.?

Toggle Cloak
27Proj. Contract <$100KContract>$5m?

Cloak
  • The Contract < $100k Proj. Contract>$5m? conditional step determines the path the process takes will take based on the Current Commitment Value being greater than or less than $100k.the amount entered for the data field Projected Final Contract Amount.
  • If True (>$5mIf True (Yes) the next step is Utilities is CSM Director ExecuteReview.If
  • If False (No<=$5m) the next step isUtilities CSM Director ReviewExecutes.

Toggle Cloak
28. Utilities Director Executes ContractFacilities Operations Execute

Cloak
  • The Utilities Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
29. Utilities Director Review

  • By taking the Submit action at this step the Facilities Operations Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
Cloak
  • The Utilities Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m.

Toggle Cloak
30. SEG Program?Facilities Operations Review

Cloak
  • By taking the Submit action at this step the Facilities Operations Director is Reviewing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
  • The SEG Program? conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = SEG.
  • If True (Yes) the next step is Contract <$100k.
  • If False (No) the next step is Contract <$100k.

Toggle Cloak
31. Contract <$100kCSM Director Executes

Cloak
  • By taking the Submit action at this step the O&M Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
  • The Contract < $100k conditional step determines the path the process takes based on the Current Commitment Value being greater than or less than $100k.
  • If True (Yes) the next step is O&M Director Execute.
  • If False (No) the next step is O&M Director Review.

Toggle Cloak
32. O&M Director Executes ContractCSM Director Review

Cloak
  • The O&M SPT Director reviews the process and executes the contract, then takes the Submit action. Contract Document attached to the process.
  • If Submit is chosen the next step is Prj Contract > 10mil?
  • If Revise is chosen the next step is Initiator Revise 3The next step is Contract Signature.

Toggle Cloak
33. O&M Director Review

Cloak
  • tThe O&M Director reviews the process and contract, then takes the Submit action.
  • The next step is Contract <$5m

Toggle Cloak
34. Contract <$100k

Utilities Program?

Cloak
  • The Utilities Program? step determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is CUP - OPS, or Utilities.
  • If True (Yes) the next step is Contract> $1M.
  • If False (No) the next step is FEG Program?

Toggle Cloak
Contract> $1M

Cloak
  • The Proj. Contract>$10m?
Cloak
  • The Contract < $100k conditional step determines the path the process takes will take based on the Current Commitment Value being greater than or less than $100k.amount entered for the data field Projected Final Contract Amount.
  • If True (>$1mIf True (Yes) the next step is SEG is Utilities Director ExecuteReview.If
  • If False (No<=$1m) the next step is SEG Utilities Director ReviewExecutes.

Toggle Cloak
35. SEG Director Executes ContractUtilities Director Execute

Cloak
  • The SEG Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
36. SEG Director Review

  • By taking the Submit action at this step the Utilities Director is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
Cloak
  • The SEG Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
37. Contract < $5mUtilities Director Review

Cloak
  • The Contract < $5m conditional step will determine the path process takes based on the Current Commitment Value being greater than or less than $5m.
  • If True (Yes) the next step is M&U Director Executes Contract.
  • SPT Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10mil?
  • If Revise is chosen the next step is Initiator Revise 3If False (No) the next step is M&U Director Review.

Toggle Cloak
38. M&U Director Executes Contract

Cloak
  • The M&U Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
39. M&U Director Review

FEG Program?

Cloak
  • The FEG Program? step determines the path the process will take based on the Program Type of the Project Details page. This conditional will evaluate as True if the Program Type is Energy, or SEG.
  • If True (Yes) the next step is FEG Director Review.
  • If False (No) the next step is Prj Contract > 10mil?
Cloak
  • The M&U Director reviews the process and  the contract, then takes the Submit action.
  • The next step is Contract <$100m.

Toggle Cloak
40. Campus Services?FEG Director Review

Cloak
  • The Campus Services? Conditional step determines the path the process takes based on the Program Type or if the contract is managed by a different program, Contract Program Type = Campus Services..
  • If True (Yes) the next step is Contract <$5m.
  • FEG Director reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is Proj. Contract>$10mil?
  • If Revise is chosen the next step is Initiator Revise 3If False (No) the next step is Contract <$10m.

Toggle Cloak
41. Contract <$5mPrj Contract > 10mil?

Cloak
  • The
Contract < $5m
  • Prj. Contract > 10mil? conditional step determines the path the process
takes
  • will take based on the
Current Commitment Value being greater than or less than $5m.

If True (Yes) the next step is CS Director Execute.

If False (No
  • amount entered for the data field Projected Final Contract Amount
  • If True (>$10m) the next step is Dir of Fin & Adm Review 1.
  • If False (<=$10m) the next step is
CS Director Review
  • Dir of Fin & Adm Review 2.

Toggle Cloak
42. CS Director Executes Contract

Cloak
  • The CS Director reviews the process and executes the contract, then takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
43. CS Director Reviews ContractDir of Fin & Adm Review 1

Cloak
  • TheCS Director of Finance and Administration reviews the Contract Document attached to the process and the contract, then takes the Submit action..
  • If Submit is chosen the next step is VP, CSS Reviews.
  • If Revise is chosen the next step is Initiator Revise 3.
  • If Send CC Director is chosen the next step is CC Director ReviewThe next step is Contract < $100m .

Toggle Cloak
44. Contact < $10mDir of Fin & Adm Review 2

Cloak

  • The

    Contract <$10m conditional step determines the path the process takes based on the Current Commitment value being greater than or less than $10m.

    Director of Finance and Administration reviews the Contract Document attached to the process.

  • If Submit is chosen

    If True (Yes)

    the next step is

    IBO Director Executes Contract.If False (No)

    VP, CSS Executes.

  • If Revise is chosen the next step is Initiator Revise 3.
  • If Send CC Director is chosen the next step is IBO CC Director Reviews Executes Contract.

Toggle Cloak
45. IBO Director Executes ContractVP, CSS Reviews

Cloak
  • The IBO Director reviews the process and executes the contract, then takes the Submit action. VP for Campus Services and Stewardship reviews the Contract Document attached to the process.
  • If Submit is chosen the next step is >$10mil <$100mil?
  • If Revise is chosen the next step is CA Mgr & Dir. FinanceThe next step is Contract Signature.

Toggle Cloak
46. IBO Director Reviews ContractVP, CSS Executes

Cloak
  • By taking the Submit action at this step the VP for Campus Services and Stewardship is executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
  • The IBO Director reviews the process and the contract, then takes the Submit action.
  • The next step is Contract <100m.

Toggle Cloak
47. Contract <$100m>$10mil <$100mil?

Cloak
  • TheContract <$100m >$10mil <$100mil? conditional step determines the path the process takes will take based on the Current Commitment Value being greater than or less than $100m.amount entered for the data field Projected Final Contract Amount.
  • If True (>$10m and <$100milIf True (Yes) the next step is Deputy EVP Executes Contractis VP Finance Executes.
  • If If False (No>=$100mil) the next step isDeputy EVPT ReviewExecutes.

Toggle Cloak
48. Deputy EVPT Executes ContractVP Finance Executes

Cloak
  • By taking the Submit action at this step the VP for Finance is executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3
  • The Deputy EVPT reviews the process, signs the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
49. Deputy EVPT Reviews ContractExecutes

Cloak
  • The Deputy EVPT reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
50. EVPT Office Executes Contract

  • By taking the Submit action at this step the EVP&T Office is Executing the contract.
  • If Submit is chosen the next step is Contract Signature followed by the SAP PO Hold Step.
  • If Revise is chosen the next step is Initiator Revise 3.

Toggle Cloak
Initiator Revise 3

Cloak
  • The Initiator Revise3step allows the Process Initiator to make changes and resubmit the process.
  • If Resubmit is chosen the next step is Campus Construction?
  • If Void is chosen the next step is Finish
Cloak
  • The EVPT Office reviews the process and the contract and takes the Submit action.
  • The next step is Contract Signature.

Toggle Cloak
51. Contract Signature

Cloak
  • Contract Signature will  will finalize the director's electronic signatures using DocuSign. Once complete it will automatically take the the Code Complete action action. (Signifies that e-Builder has completed a task}
  • The next step is is SAP PO /Contract Hold Step.

Toggle Cloak
52. Purchase Req MMPurch Req M.M.

Cloak
  • The Purch Req M.M. step is
Cloak
  • The Purchase req MM step is a mail merge automation step that completes the purchase requisition from the purchase requisition template.
  • The next step is DoF Procurement Review.

Toggle Cloak
53. DoF Procurement Review

Cloak
  • DoF Procuremenact - Finance reviews the process and has the option to take an action to Submit or Revise.
  • If Submit is chosen the next step is Vendor Reviews PO.
  • If Revise is chosen the next step is Initiator Revise and Resubmitis CRSP Admin & Procurement Review.

Toggle Cloak
54. Initiator Revise and ResubmitProcurement Review

Cloak
  • The initiator reviews the process, makes all the necessary changes and has the option to Resubmit or Void. DoF Procurement Manager and the Contract Admin Manager review the process and confirms that the vendor exists in SAP and an SAP issued vendor number is correctly entered in the "Company Number" field in the Contacts Module.
  • If Submit is If Resubmit is chosen the next step is Contract Required>$25K?If Void is
  • If Revise is chosen the next step is Finishis Initiator Revise.

Toggle Cloak
55. Vendor Reviews PO>$25K?

Cloak
  • The Vendor reviews the process, signs the PO, and takes the Submit action. >$25K? conditional step determines the path the process will take based on the amount entered for the Commitment you are trying to establish.
  • If True (>$25K) the next step is Campus Construction?
  • If False (<=$25K) the next step is SAP PO Hold StepThe next step is DOF Procurement Executes PO.

Toggle Cloak
56. DOF Procurement Executes POSAP PO Hold Step

Cloak
  • Hold step for SAP Processing.
  • Once processed the next step is the PO M.M. step
Cloak
  • The DoF Procurement reviews the process, signs the PO then takes the Approve action.
  • The next step is PO Signature.

Toggle Cloak
57PO M. PO SignatureM

Cloak
  • The PO M.M step is a mail merge automation step that completes the Purchase Order mail merge document.
  • The next step is AA sends Exec. PO\Contract to vendor
  • PO Signature will finalize the DoF's electronic signatures using DocuSign. Once complete it will automatically take the Code Complete action. (Signifies that e-Builder has completed a task}
  • The next step is SAP PO/Contract Hold Step.

Toggle Cloak
58AA sends Exec. SAP PO/\Contract Hold Stepto vendor

Cloak
  • The
Admin Assistant reviews
  • Administrative Assistant should review the documents attached to the process,
adds the PO Number from SAP, then takes the Finish action
  • send the executed documents to the vendor and record the date that the executed documents were sent.
  • The next step is Finish.

Toggle Cloak
59. Finish

Cloak

Card
labelCommitment Line IntructionsInstructions

Enter information for each commitment item.

  • Item Number - a sequential number denoting each line.
  • Budget Line Item - Associate each entry with a Budget Line Item.
  • Current Budget - Displays the current budget.
  • Description - editable field for a description.Description of the Budget Line Item
  • Retainage Percent - enter the retainage percent when applicable.
  • Amount - the amount of the the commitment line
  • Allowance Item - Check if it is an allowance item.
  • Custom Fields - used to enter the cost object.

Pay particulate attention to the Retainage percentage as that determines how retainage is calculated when invoices are submitted.

A Retainage of five percent should be expressed as 5.00 (as in the example)

The following list of items, though part of the budget template, cannot be used to generate a commitment. You cannot place internal charges on a PO.

If you are issuing a PO to cover vendor expenses use the reimbursable line item for that vendor type. For example, for A/E expenses use B-30-125 A/E Reimbursables.

Do Not Use list is below:

A15-005

A15-005  DoF Project Administration

A15-010

A15-010  OCP Project Administration

A15-015

A15-015  Utilities Project Administration

A15-020

A15-020  SEG Project Administration

A15-025

A15-025  EHS Project Administration

A15-035

A15-035  Service and Support-Staff

A15-045

A15-045  Employee Benefit Charges (EB) - General

A20-050

A20-050  Travel Expenses

C50-685

C50-685  Other MIT Internal Charges

C55-730

C55-730  Steam

C55-745

C55-745  Chilled Water

F95-835

F95-835  EVPT Contingency

F96-840

F96-840  DoF Contingency

 

 



Card
labelOutput - The Purchase Order Document

This process will print a Purchase Order document that can be sent to the vendor.

Purchase Order

This process is used for both signed contracts and purchase orders and it will display the desired document in the AA Sends Exec. PO/Contract to Vendor ... step.

When a contract is displayed the supporting purchase order is still generated. To print the purchase order:

  1. Click the Print button.
  2. Click the Merge Templates radio button.
  3. Choose Purchase Order from the drop down menu.
  4. Click the Print Button on the Mail Merge Templates menu.

Sample Purchase Order Document

PO Mail Merge FieldNotes/Description
Purchase Order NumberThe Purchase Order Number in the top right hand corner of the PO (highlighted in yellow on this example) will only appear when the process has progressed through the SAP PO/Contract Hold step. Prior to that step it is possible to preview the Purchase Order, but the PO number will not appear on the form.
DateThe date field is the date that the purchase order mail merge is generated. If you reprint the purchase order the date will update.
Vendor and Vendor AddressThe Vendor and vendor addresss information is derived from the Contacts module in e-Builder. If address information is missing from that module the PO fields for this information will be blank. If you update the Contacts information in e-Builder you may reprint the PO and the information will appear as updated.
Ship ToThis information is derived from the building information that is part of the e-Builder project information. If room information has been added to e-Builder the room information will also print on the purchase order.
Delivery DateThis information is hardcoded. Each purchase order will have "Per Previous Agreement" in this field. Changing this field requires the assistance of an e-B admin.
Shipping MethodThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Shipping TermsThis information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin.
Payment TermsThis information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin.
ItemsEach commitment line will use the dollar figure and commitment description for the corresponding commitment in e-Builder. Each line will be sequentially numbered beginning with 001.
Project NumberThe project number from e-Builder.
Project NameThe project name from e-Builder. The project name may contain the room number.
Project ContactThe proect contact is derived from Project Manager 1 in e-Builder. The phone number is hard coded and is the general switchboard number for MIT DoF.
Description of Services
 

MIT Contract #
 

Vendor Billing Instruction
 

MIT Sales and Use Tax Exemption