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Product or Result of this Process

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 is referred to as a Commitment.

Process Details

    This process can be started by the Project Coordinator, Project Manager, Administrative Assistant, 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 Step

    Note that these step descriptions are in the process of being updated.

    1. Initiation

    2. PM Initiate Process (Decisional Step)

    3. PM Review

    4. Contract Required? (Decisional Step)

    5. Construction?

    6. eB Admin Uploads CSI Codes

    7. DoF Procurement Review

    8. Contract Admin Assembles Contract

    9. Initiator Reviews Contract

    10. DoF Procurement Releases Contract

    11. Vendor Executes Contract

    12. Vendor Signature Step

    13. DoF Procurement Approves Contract

    14. Campus Construction?

    15. SP&T Program?

    16. VPF Strategic Sourcing Review

    17. Projects Director Review

    18. Contract <$10M

    19. CC Director Executes Contract

    20. CC Director Review

    21. OCP?

    22. Contract <$500K

    23. OCP Director Executes Contract

    24. OCP Director Review

    25. M&U?

    26. Utilities Program?

    27. Contract <$100K

    28. Utilities Director Executes Contract

    29. Utilities Director Review

    30. SEG Program?

    31. Contract <$100k

    32. O&M Director Executes Contract

    33. O&M Director Review

    34. Contract <$100k

    35. SEG Director Executes Contract

    36. SEG Director Review

    37. Contract < $5m

    38. M&U Director Executes Contract

    39. M&U Director Review

    40. Campus Services?

    41. Contract <$5m

    42. CS Director Executes Contract

    43. CS Director Reviews Contract

    44. Contact < $10m

    45. IBO Director Executes Contract

    46. IBO Director Reviews Contract

    47. Contract <$100m

    48. Deputy EVPT Executes Contract

    49. Deputy EVPT Reviews Contract

    50. EVPT Office Executes Contract

    51. Contract Signature

    52. Purchase Req MM

    53. DoF Procurement Review

    54. Initiator Revise and Resubmit

    55. Vendor Reviews PO

    56. DOF Procurement Executes PO

    57. PO Signature

    58. SAP PO/Contract Hold Step

    59. Finish

    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.
    • 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

     

     

    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 Field Notes/Description
    Purchase Order Number The 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.
    Date The 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 Address The 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 To This 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 Date This 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 Method This 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 Terms This 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 Terms This information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin.
    Items Each 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 Number The project number from e-Builder.
    Project Name The project name from e-Builder. The project name may contain the room number.
    Project Contact The 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  
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