FINANCIAL: Commitments Workflows

Simply put, the workflow tracks your commitment from draft to finalize stages.  When it is your turn to act on the commitment, you will receive an email notifying you.  You can click on the link in the received email and it will take you to the exact commitment screen.

All communication on that commitment is stored within the actual commitment itself in lieu of email or other methods.  Time stamped, and can be setup so that no commitment is 'stuck' in one stage waiting for someone to act on it.

Using the workflow will allow you, with one click, to see who and what stage any Subcontract, Purchase Order, or Commitment Change Order currently sits at. 

• From your commitment screen, click on the icon in the workflow column 
• The pop-up window will show you whose stage the commitment is currently in as well as how long it has been in their court.TYPOES OF WORKFLOWS

There are a limited amount of available workflow templates.  They are built with Brinkmann Standards for review.

The current available workflows are as follows

a.     Subcontract: 

b.    Purchase Order

c.    Commitment Change Order

The Workflows will automatically require the Director approval for anything over $1 Million.

The Workflows will automatically require both the Director and Regional VP approval for anything over $5 Million.

Once the workflow is assigned to your project, the PA will need to do final steps so make it functional, applying names to the required fields, etc.

1.      Open your project

2.      Click Commitments

3.      Click Gear Icon

4.      From the far right column select “Workflow Settings”

5.      Click “Configure” on the workflow template that you are setting up.

6.      In the top banner:

a.      Add the PM as the Workflow Manager. 

b.      Add the “Jones Workflow” 

7.      Click on each box of the workflow. (When selected it will highlight as blue.)

8.      In the column on the right, add the name of the appropriate person from the project. (i.e. PM will be the PM, PA will be the PA, etc.)

9.      Click Save.

10.   Click the circle on the workflow line item to make the selected one your default template.

1.  The admin will draft the commitment. Export, and format it.  Then click the “Start Workflow” button.

2.  Because the PA is the first step in the workflow, once a workflow has started that admin will receive an email notification.

3.   The PA can either open the commitment screen that was just started, or use the link in the email to access.  Click the “Respond” button at the bottom of the workflow pane.

4.  Add the appropriate message regarding the contract, (example: Here is the finalized copy of the contract for your review) attach the draft and click “Approve” to send it to the next person in the workflow line.

5.  The next step in the workflow will receive an email that it’s their turn.

6.  At all steps you have a chance to review the commitment, by downloading from the workflow panel, and respond with a rejection that sends it back to the previous step (along with comments) or approve which advances to the next step. 

7.   When a workflow step is in your court, and you access either via email or by opening the commitment, you will need to click the 'view the Previous Step' to see any comments or approvals

8.  The one exception to advancing (aka approving) a commitment is when the document is ready to finalize and send to the subcontractor via DocuSign.

THE WORKFLOW PROCESS DOES NOT REPLACE DOCUSIGN

9.  Once the commitment is ready to be sent via DocuSign, the PA will advance it by clicking “Approve”.   This will change the status of the commitment to "Out for Signature" and the Workflow status will read "In DocuSign Stage".  

10.  The PA should not click the approve button out of this stage until all parties have signed.  Doing so will imply that it is fully signed and ready to interface (aka send to ERP)

11.  Once there is a fully signed commitment, through DocuSign, the PA will click “Approve” which then sends to the commitment to the final stage and will allow it to be sent to the ERP.

If the sub refuses to sign the document, the PA should select "Sub Refuses to Sign".  This will advance the workflow back to the PM to make new revisions.

If negotiations with the sub cannot be made, the PM should select VOID from his available response options.

**VOID SHOULD ONLY BE CHOSEN WHEN THE CONTRACT IS BEING VOIDED PRIOR TO SENT TO ERP, AND IS BEING FULLY CANCELED.**