Sub-ProjectSmall ProjectStand-Alone ContractGuidance Document

Sub-Project:Definition: a project/contract of any dollar value that is carved out of a larger capital project; may have one or more contracts, Maximo work orders, and general expenses charged against its budget via a dedicated capital project account; also known as a Capital Project.

Account Requirements: Sub-projects must be assigned a dedicated capital project account. A sub-account can be accommodated with the following conditions:

o If the “Sub-Project” is in the same facility as the “Master” Project, a sub-account to the original capital project account can be used.

The sub-account must utilize all five (5) of the available digits/characters. IPP Finance/Capital Projects will be responsible for the establishment of sub-accounts

on all capital projects. Sub-Account “NONCA” must not be utilized for expense transactions.

If the “Sub-Project” is not in the same facility as the “Master” Project, a new dedicated capital account must be used as the assets are not the same.

NOTE: Utilization of a master account alone and a master/sub-account combination within a single e-Builder project cannot be accommodated as KFS integrations would fail.

Approval Procedure: Due to constraints within e-Builder (one active GC and one active A/E), there may be instances on capital projects when a Sub-project must be set up. The three-part “New Sub Project Request” memo, available in e-Builder Resources, must be initiated by the PM/Director

Step 1: The PM & Director complete first memo, and send it to the Associate Vice President, IPP Engineering & Project Administration (AVP) for consideration.

Step 2: If in agreement, the AVP signs second memo and sends on to the Capital Project Accounting Manager (CPAM).

Step 3: The CPAM or designee will initiate via synergy the setup of a separate capital project account number, complete the third memo, and forward entire three-part memo to the recommended cc list.

Step 4: If a project has not yet been set up in e-Builder, an e-Builder administrator will set up a project and the approved budget, and notify the PM.

Step 4: When account is activated in Kuali, the IPP Account Rep will activate it in e-Builder and notify the PM.

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Sub-ProjectSmall ProjectStand-Alone ContractGuidance Document

Small Project:Definition: any project with an estimated total project cost of less than $100,000 that must be held to a fixed budget or must be tracked against capital plan line items; may have one or more contracts, Maximo work orders, and general expenses associated with it.

Accounting: Small Projects managed in e-Builder require either use of a dedicated non-capital account OR use of a dedicated combination of account/sub-account. A sub-account for a “Small Project” can be accommodated with the following conditions:

o Sub-accounts must utilize all five (5) of the available digits/characters. There can be no unidentified digits/characters.

o The combination of Account and Sub-Account must be unique for each “Small Project” entered into eBuilder.

o Unit Finance Manager is responsible for the establishment of sub-accounts for Small Projects.

Approval Procedure: A Small Project must be initiated via the Project Intake Request (PIR) form that will route to the IPP Project Intake Manager. A completed Small Project Scope/Budget form (signed by Finance Manager) will be required during the

project intake process. Finance Manager will be notified via e-B email upon e-B project setup and will be asked to validate that the account is activated in KFS.

Unit Financial Representatives will be responsible for ensuring inclusion of both account and sub-account information on transactions related to small projects. Failure to do so could affect the integrity of the expense data being integrated into e-Builder. (e.g. – expenses remain at master account level)

Stand-Alone Contract:Definition: any facilities-related contract that is executed to complete a specific scope of work that is not associated with a capital project or a small project. Multifaceted e-B/Kuali integration is not required for this classification.

Accounting: A dedicated account is not required; however, account/sub-account combinations can be utilized if desired. The Unit Finance Manager will identify the account and/or Work Order to be charged and validate the availability of funds.

Approval Procedure: A Stand-Alone Contract must be initiated via the Project Intake Request (PIR) form that will route to the IPP Facilities Contracts Manager. Upon contract/project set up in e-Builder, Unit Finance Manager will receive an email requesting

validation of account number, funding availability. Project Manager will be able to start the Contract Request & Preparation (CRP) process. Unit Finance Manager will again validate billing method in the e-B Contract Approval (CA) process.

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