IS&T Finance Support Team

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

• 100K/Consultant/New FTE Form
• Selection of Source Form (MS Word)
• Selection of Source EXAMPLE
• Statement of Work (Consultants ONLY)

Request for Payment

• Online Request for Payment
• Request for Payment (MS Excel)

IS&T Policies (effective April 1, 2010)

• Computer Purchases
• Expense Reimbursement
• Food and Beverage
• Mobile Devices/Plans
• Travel

Additional Required forms for hiring
Independent Contractor(See Below)

• Resume
• Independent Contractor Form
• Independent Contractor Instructions

HR/Payroll Resources

• ePaystubs
• SAPweb Self Service

IS&T Cost Object and GL Lists

• IS&T GIB & Project Accounts
• Commonly Used Cost Accounts (General Ledger Accounts)

Request for Proposal

• Sample RFP (Request for Proposal)

Travel Voucher & Advance Forms

• Travel Voucher Form - Mac
• Travel Voucher Form - Windows
  Travel Advance Form
• Travel Advance Form - Mac
• Travel Advance Form -Windows

Daptiv Resources

• Daptiv Request - New User Form
• Daptiv User Manual

Prior to all Business Case submission to Head 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 Project Cost Template. 

   It is recommended that all Project Managers set up an
   in-person meeting with you AD 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
   Financial Business Consultant.

Once the Business Case submission has been approved by an
External Sponsorship group or IS&T Management
(only for non-sponsored IS&T projects) Project
Manager must :

1. Send email to your IS&T Finance contact
with the following information:

• Project Name (must match Daptiv Name)
• Brief Description of Project (2-3 sentences)
• Project Time Frame
• Approved Budget
• Software Development or GIB funding

Once a project is approved and required information has
been submitted to IS&T Finance, all further forecasting
and planning is to be done in the IS&T Resource Model.

All Project Financials are required to come from
IS&T Finance (including both Actuals and Forecasts).


Due Dates for Updates, Quarterly Forecasting and
Completed Time sheet can be found on the
IS&T Planning Calendar (TBD).

     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

2. Set up project in Daptiv using IS&T approved
Projects Tasks ONLY:

• Plan
• Design
• Development
• Test
• Implementation
• User Testing

Next Due Date for:
Daptiv Actuals Update in Resource Model: 3/30/2010
Timesheets: 4/2/2010 (Final Q3 Update)
Q3 Updated Forecasts: 4/12/2010

Link to IS&T Resource Models:SAIS Resource Models

2. Once the IS&T Project Cost Template is submitted all
assumptions will bereviewed and approved by the area FBC. 
3. Once the Project Manager has received FBC approval, the
Project Manager can submit the template for Associate
Director approval.Once Associate Director approval is recieved,
the project and the costs outlined in the IS&T Project Cost Template
can be submittedto the Head of IS&T and External Sponsorship
Committees (ASPCC, SSSC, ITGC, Etc.).

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 .

Instructions on how to input your forecast into the
Resource Model are available on the Instructions tab
of the model.

Associate Director Area

Financial Business Consultant

Financial Assistant

Administrative Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

Education Systems

Amber Fearon
afearon@mit.edu

Corinne Hamilton
cbutler@mit.edu

Data Management

Anne Denna
abdenna@mit.edu

Quentin Alexander
qla@mit.edu

Customer Support

Anne Denna
abdenna@mit.edu

Quentin Alexander
qla@mit.edu

Systems Engineering

Rosalind James
rijames@mit.edu

Andrea Sullivan
aquinn@mit.edu

Operations & Infrastructure

Mark Jones
mmjones@mit.edu

Eileen Kenney
eileenk@mit.edu

Telephone and Network Service Center

Mark Jones
mmjones@mit.edu

Sean Nicholson
s_nichol@mit.edu

Administration

----------------

Paul Dawson
ptdawson@mit.edu