Purpose

The purpose of this section is to provide information on how to use the Commitment Approval Process in e-Builder to request a Commitment (Construction Contract, Professional Services, Purchase Order) to be executed.

Responsibility
  •  Project Manager (PM) is responsible for initiating the Commitment Approval Process.
  •  Accounting is responsible for reviewing funding for the commitment.
  •  Capital Contracts Manager is responsible for determining whether or not the Commitment is subject to BOLI fees
  •  Contracts:
    • Procurement Specialist is responsible for preparing contracts and sending to Risk/Legal for review if necessary.  If not, the Procurement Specialist will send the contract out for signatures.  Once the contract is executed, the Procurement Specialist will upload the executed document and submit to finish the process.
  •  Purchase Orders:
    • Procurement Specialist is responsible for executing POs that are subject to BOLI and uploading the document to submit and finish the process.
    • PCMM Staff is responsible for processing POs over 25k that are not subject to BOLI.
    • Business Center Staff is responsible for processing POs under 25k, but over 5k, that are not subject to BOLI.
    • Support Staff is responsible for processing POs under 5k that are not subject to BOLI.
Timeframe

The PM should initiate the Commitment Approval Process when they are ready to issue agreements or purchase orders to contractors, for professional services and to vendors.

Process 

e-Builder workflow

Project Manager Responsibilities

To start the process, select Start Process from the Processes option within a selected project.

Starting the process in ebuilder

  1. Choose Commitment Approval Process (CAP) from the Process Selections.
    The Commitment Approval Process in ebuilder

  2. Start Screen (PM) 

    Start screen of commitment approval process

  3. Enter Date Needed for commitment.
  4. If it is a Material Only Purchase Order, check Yes, otherwise leave at default No.
  5. Select Ship to Location code or leave at default JOB SITE – Specify in Special Special Instructions where the jobsite is.
  6. Specify which documents will be attached in the Attached Documents Checklist.  Attach documents in the Attached Documents tab.
    1. Select Attached Documents Tab


ii.Select Attach to open the Attach Documents window

iii. Either Select Files to Upload from Your Computer (must select an e-Builder Destination Folder; or attach files from the e-Builder Documents
iv. Once all files have been selected, click Attach Selected to go back to the Attached Documents tab
v. All documents listed are attached to the process and appear under Documents for the project.

  1. Navigate back to the Details tab to finish the Commitment Approval Process
  2. If duration or date of commitment is applicable, specify in Duration in Days/Hard Date.
  3. Use Special Instructions box to communicate any special instructions to Procurement, Contracts and Materials Management staff.

Start Screen (PM) Continued


  1. Select Commitment Type from the dropdown menu (Construction Contract, Professional Services or Purchase Order)
  2. Select Company from dropdown menu (click in field and start typing company name to search)
  3. Company Number will automatically populate once the company is selected
  4. Select the Contact that corresponds with the company’s VP address
  5. Input Commitment Date and Notice to Proceed date if applicable.
  6. Enter Scope of Work to be written into the contract/PO if applicable and not clear in the attached documentation.
  7. Retainage Percent defaults to 0.00.  Enter appropriate number if retainage is being held.

Start Screen (PM) Continued


  1. Add Commitment Item(s) by completing the information in the Add New Commitment Item box.
    1. Item Number will default to 001, 002, and so on.
    2. Select a Line Item that corresponds with your budget (i.e. 01.10100 Construction)
    3. Description will default to the title of the Budget Line Item that was selected.
    4. Enter value for Retainage Percent if retainage is being held.
    5. Enter Amount of commitment that corresponds with the Budget Line Item Selected.
    6. Select Add to populate Commitment Items.

  1. Select Submit to submit the Commitment Approval request to Procurement, Contracts and Materials Management staff.

Additional Process Information

Save Draft to keep a draft of the Commitment Approval Process in your court.

Once the process is complete, the Commitment will appear in the Cost Summary for the project.