Project Intake Request -- Guidance Instructions Instructions for Requesting a Project or a Contract in eBuilder All capital projects, all small projects and all contracts will be managed via the e-Builder system. The same form is used to request a project or to initiate a stand-alone contract. 1. Obtain a Project Intake Request form. e-Builder users can access the form via the Project Intake Request Form available on the eBuilder Resources Project https://app.e-builder.net/public/publicLanding.aspx? QS=a6c7fb7ec62144a3af96fc3abc598af8 . Those who are not e-Builder users can access the form on IPP e-Builder Website https://ebuilder.ipp.cornell.edu/access.cfm 2. Complete fields in PIR form. Fields with a red asterisk (*) are required fields, and the email into e-Builder will fail if they are left blank: *Subject: Start with the name of the facility, include location, floor, etc. followed by type of work being performed. Try to limit abbreviations when appropriate. *Request Category: Choose Capital Project, Small Project, IDIQ Task Authorization, Stand Alone Contract or Self-Pricing Bid Documents Review from the radio button options. *Requestor/Point of Contact: List the requestor OR the person who the PIM or Contracts Manager should contact for if additional information regarding this project is required. *Building/Location: Enter the Name of the building (list of buildings) or Area where the project will take place. *Unit: The College or Unit that identified the need for the project/contract the project. 7/28/2016 – des17 1
Transcript
Project Intake Request -- Guidance Instructions
Instructions for Requesting a Project or a Contract in eBuilder
All capital projects, all small projects and all contracts will be managed via the e-Builder system. The same form is used to request a project or to initiate a stand-alone contract.
1. Obtain a Project Intake Request form. e-Builder users can access the form via the Project Intake Request Form available on the eBuilder Resources Project https://app.e-builder.net/public/publicLanding.aspx?QS=a6c7fb7ec62144a3af96fc3abc598af8 .
Those who are not e-Builder users can access the form on IPP e-Builder Website https://ebuilder.ipp.cornell.edu/access.cfm
2. Complete fields in PIR form. Fields with a red asterisk (*) are required fields, and the email into e-Builder will fail if they are left blank:
*Subject: Start with the name of the facility, include location, floor, etc. followed by type of work being performed. Try to limit abbreviations when appropriate.
*Request Category: Choose Capital Project, Small Project, IDIQ Task Authorization, Stand Alone Contract or Self-Pricing Bid Documents Review from the radio button options.
*Requestor/Point of Contact: List the requestor OR the person who the PIM or Contracts Manager should contact for if additional information regarding this project is required.
*Building/Location: Enter the Name of the building (list of buildings) or Area where the project will take place.
*Unit: The College or Unit that identified the need for the project/contract the project.
*Description: A one to three sentence description of the purpose and anticipated scope of the project. Example: Convert one two story lab area into two separate lab spaces.
*Projected Budget ($): Enter the total estimated budget (without $; without commas) for the project/contract.
*Project Type: Choose the type of project from the drop-down menu provided; select “Other” if none of the choices apply.
*Funding Source: Capital Projects - list ALL sources of funding anticipated to be used for a capital project. Small Projects - list source of funding for a small project; a dedicated seven digit account OR a dedicated twelve digit account/subaccount will be required after scope validation, and Unit Finance Managers signature is required on the Small Project Scope/Budget form before project set up. IDIQ Task Authorization or Stand-Alone Contract- list the account number against which the contract should be paid.
*Federal and/or Grant Funding: This will help identify as early as possible in the project life cycle whether the project may be subject to special terms and conditions.
*Finance Manager (required): Insert the name of the Finance Manager responsible for the Funding Source listed. This person will be put into the Finance Manager role on your Stand-Alone or Small Project.
*Design Required? Yes, No or Unknown.
*Requested Start Date: Anticipated start date of the project.
*Requested Completion Date: Date that the project is anticipated to end.
Service Requests/Work Orders: List all previously issued Maximo Service Requests/Work Orders associated with this project; enter N/A if none.
*IPP PM Requested? Yes or No – if yes then IPP will assign a Project Manager.
If Unit PM Proposed, Who: If a College/Unit Certified Project Manager will be managing the project enter the PM’s name here.
Unit PM Supervisor: Insert the name of the Director or Manager to whom the intended Unit Project Manager reports. Depending on the project category, this person will be added to either the Facilities Director role or the Unit Representative role in e-Builder.
Comments: Enter any additional information for the Project Intake Manager or Contracts Associate about the project. Comments added to the text of the email message will be lost unless a cc is also sent to the Project Intake Manager.
3. Once all required fields are completed, save the document in Word version (.doc) to your computer (.docx versions are not compatible with this submission process).
Attach and e-mail the document (along with any additional documents) to:
Comments added to the text of the email message will be lost unless a cc is also sent to the Project Intake Manager.
4. You will receive a response e-mail from e-Builder regarding the status of your submission.
If submission succeeds, the e-mail message subject line will read:“FYI - *Project/Contract Request Submission – Project Request – Was Processed.”
If submission failed, it will read: “FYI - *Project/Contract Request Submission - Project Request - Process Failed.” See sample below (note the red-band indicating that processing was stopped). Review the comments provided regarding why it failed, make the necessary corrections and re-send the form & other attachments via email. :
5. The Project Intake Manager or Jessica Brewster will reach out to the Requestor/Point of Contact listed for additional information as needed. The designated Project Manager and Finance Manager will be notified when the project has been created in e-Builder. Stand-alone contracts that will be managed via e-Builder will also be set up as projects to allow invoicing via the e-Builder system.
