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FY'12 Budget Process

Finance Resources

Purchase/ Consultants/
New FTE Requests  Consultant Hires

Employee Resources

Other Resources                                             

IS&T Policies                                  

Requests must be sent to the Finance Team
via email and need to include the following
information:

  • Vendor
  • Purchase Order Amount
  • Business Justification

$100K+ Purchases/ New Consultant / New
FTE Required Documents

If this is a Consulting request the following
information is also required:

  • Consultant Name
  • Hourly Rate
  • Engagement Period
  • Onsite or Offsite
  • Statement of Work (Consultants ONLY)
  • If this is a new NEW VENDOR then a W9 form is
    required as well as the following form, which
    should be completed by the vendor:
    MIT Vendor Registration Form

Request for Payment

IS&T Policies (effective April 1, 2010)

Additional Required forms for hiring
Independent Contractor(See Below)

HR/Payroll Resources

IS&T Cost Object and GL Lists

Request for Proposal

Travel Voucher & Advance Forms

Daptiv Resources

Travel Booking & Expense Reporting System

MIT Procurement Card

IS&T Financial Software Development Project Process

Time Collection Process:
Step 1: FBCs will set up meetings with Team Leads and/or Managers document staff and consultant effort, distribute for
approval and receive email approval from Team Lead/ Manager        
Step 2:  Finance will produce and post monthly reports on the
IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors
2. Once the IS&T Project Cost Template is submitted all
assumptions will be reviewed and approved by the area FBC.
3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for
Associate Director approval.
4. Once Associate Director approval is recieved, the project
and the costs outlined in the IS&T Project Cost Template
can be submitted to the Head of IS&T for approval and then
to External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL.

Project Request (Pre-Business Case Submission)

Project Start-up

Ongoing Project Forecasting                                             

Prior to all Business Case submission to Head the VP of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):
1.

IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant. 
             Template:  IS&T Director Area Senior Financial Analyst

.

  •  
             .
   It is recommended that all Project Managers set up an
   in-person meeting with their FBC to discuss assumptions
   and issues. Guidance on filling out the IS&T Project Cost
   Template can be provided by your Team Lead or your FBC.
Once the Business Case submission has been approved by an 
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.)
or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:
1. Send email to Associate Directorate FBC
with the following information:
         Funding Source: Project Name - Phase        
         Example: AS: Request For Payment - Phase 1        
         (must match Daptiv Name) Once a project is approved and the required information
has been submitted to IS&T Finance, all further
forecasting and planning is to be done in the IS&T 
Time Allocation Model.
Roles & Responsibilities:
   Team Leads and/or Managers: Responsible for providing
   approved effort allocations for their staff and consultants. 
   FBC: Responsible for collecting this information and producing
   monthly reporting. 
   HR: Will make allocation changes in the payroll system on
   a quarterly basis.

IS&T Project Cost Template must include:

  • List of Resources (Internal & External)
  • Estimated Hours on Project for each Resource
  • Estimated Other Costs (Hardware, Software,Etc.)
  • Estimated Ongoing Support
  • Project Name using Standard Naming Convention (see above)       
  • Brief Description of Project (2-3 sentences)
  • Project Time Frame
  • Sponsor Approved Budget
  • Funding Source (Software Development or GIB)

Software Development and Time Allocation Processes:

IS&T Monthly and Quarterly Time Allocation Process

Link to:  

2. Project set-up in Daptiv is required for all approved projects.
Instructions on setting up projects in Daptiv can be found
in the Daptiv User Manual . If a new user needs to be set
up in Daptiv use the New User Form .

Link to: IS&T SW Dev Time Allocation Reports
Time Allocation Calendar:
Time Allocation Calendar FY'11 - F'12
Step 3:



 

...

...

IS&T

...

Finance

...

IS&T Finance Contacts:

awall@mit Paul Dawson
ptdawson@mit.edu

Associate Director Area

Senior Financial Business ConsultantAnalyst

Financial Assistant

Emerging Solutions

Paul Dawson
 ptdawson@mit

Administrative Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

Education Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

N/A

Enabling Services

Mark Jones
 mmjones@mit.edu

Sean Nicholson
 

Data Management

Anne Denna
abdenna@mit.edu

Sean Nicholson
s_nichol@mit.edu

Customer Support

Anne Denna
abdenna@mitRebecca Maitland
 maitland@mit.edu

Sean Nicholson
s_nichol@mit.edu

Planning & Administration

Systems Engineering

Rosalind James
 rijames@mit.edu

Andrea Sullivan
aquinn@mit.edu

N/A

VP of IS&T

Paul Dawson
 ptdawson@mit.edu

N/A

Operations & Infrastructure

Mark Jones
mmjones@mit.edu

Eileen Kenney
eileenk@mit.edu

Telephone and Network Service Center

Mark Jones
 mmjones@mit.edu Paul Dawson
ptdawson@mit

Sean Nicholson
 s_nichol@mit.edu

Administration

Manager of FinanceAllen Wallace
 allwall@mit.eduN/A

 

 

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