This workflow describes the process for updating and approving a Schedule of Values (SOV) after contract approval in Kahua. The roles included will depend on the SOV type.  The steps are color-coded to represent Automation, Initiation/Edit, and Approval.

Steps in the Workflow: 

Start (S) (Black - Automation)

• • The process begins when the contract is approved in Kahua, and the vendor has selected to Process to SOV.
  • The steps following depend on the type of contract.

If the SOV is for a Professional Services Consultant (PSC) contract:

Update SOV (Green – Initiation/Edit)

• • The PSC will update the SOV and send it to the PM for review and approval.

Validate and Approve SOV (Orange - Approve)

• • This step involves one level of approval:
    • Project Manager (PM)
  • The PM reviews and approves the contract.
  • If the PM does not approve, the SOV will be sent back to the PSC for revisions.

Finish (F) (Black – Automation)

• • If the PM approves the SOV, then the process is complete.

If the SOV is for a Contractor with Assigned (CWA), Construction No Assignment, Construction Manager (CM), Single Prime, or Energy Performance Contract (EPC) contract type:

Update SOV (Green – Initiation/Edit)

• • The vendor will update the SOV and send it to the PSC for review.

Validate and Approve SOV (Orange - Approve)

• • This step involves two levels of approval
    • Professional Services Consultant (PSC)
    • Project Manager (PM)
  • The PSC reviews the SOV.
  • If the PSC does not approve, the SOV will be sent back to the originator for revisions.
  • If the PSC approves the SOV, it will advance to the PM.
  • The PM reviews the SOV.
  • If the PM does not approve, the SOV will be sent back to the PSC.  The PSC can send the SOV back to the originator.
  • Once the PM approves, the SOV has completed approval.

Finish (F) (Black – Automation)

• • If the PM approves the SOV, then the process is complete.

If the SOV is for an Assigned Contractor contract:

Update SOV (Green – Initiation/Edit)

• • The contractor will update the SOV and send it to the CWA or CM for review.

Validate and Approve SOV (Orange - Approve)

• • This step involves three levels of approval
    • Contractor with Assigned or Construction Manager (CWA or CM)
    • Professional Services Consultant (PSC)
    • Project Manager (PM)
  • The CWA or CM validates and approves the contract and sends it to the PSC for further approval.
  • The PSC reviews and approves the SOV and sends it to the PM for final approval.
  • The PM reviews and approves the SOV.
  • If any approver rejects the SOV, it will be returned to the prior approver.  The CWA or CM will be able to send the SOV back to the originator for revisions if needed.

Finish (F) (Black – Automation)

• • When the PM approves the SOV, the process is complete.

Contract Line Items form one of the primary groupings of line items on the SOV Breakdown and, eventually, the pay request. The other primary grouping on SOV Breakdown is by change orders.

There are a couple of key considerations for how many contract line items you need when using SOV Breakdown.

• The contract line items form ‘buckets’ for breaking down the contract in the SOV Breakdown.
• For a given contract line item, all related SOV items must use the same activity code, or a child activity code, as the contract line item.

For a given contract line item, the sum of allocated Amounts for all related SOV items must be between 0 and the contract line-item amount. If different branches of the WBS need to be segregated inside the contract, use different contract line items with different activity codes.

1. Once the PSC/Contractor goes to their approved contract in the Contracts App and selects the Process to SOV button, they will be navigated to the SOV Breakdown Application. A new screen will be open on the right-hand side.
2. The Details section is not editable.
3. In the Contract Information grid, the PSC or Contractor will need to enter themselves and their subconsultants/subcontractors (subs) and suppliers.
   1. Select the More Details icon next to the grid.
   2. Enter the number of lines you will need and select Insert. You may continue to add more lines as needed or delete unneeded lines.
   3. Select the company name. Only those subs available in the University of Illinois Companies will be available in this list.
   4. Enter the contract or subcontract total.
   5. The Percentage of Contract will be calculated automatically later.
   6. Select the CEI Status from the drop-down, if applicable.
   7. Select the applicable Tier for each sub.
      1. The prime consultant/contractor is Tier 1, and therefore does not need to have a Tier selected.
      2. If a sub or supplier is contracted with the Prime, they would be listed as Tier 2.
      3. If a sub or supplier is contracted with a Tier 2 sub, they will be listed as Tier 3.
   8. Select the Responsible To (who the sub is contracted with) from the drop-down for each sub.
   9. Add Comments if desired to add more information about the Prime and subs.
   10. The IPHEC Status cannot be edited by the PSC or Contractor.
   11. To upload sub-specific documents, such as the executed subcontract and any Certification and Financial Disclosure Forms, select the More Details icon next to the sub name, and upload documents in the References section for that sub. The documents uploaded will populate the Ref Count.
       1. These uploaded documents must be in PDF format and must be named using the university's file naming conventions.
   12. Once all information is entered in the Contract Information Grid, select Done.
4. The PSC will have an additional grid to complete: the AE Hourly Rate Schedule. This grid will not be visible on the construction SOV breakdown.
   1. Scroll to the AE Hourly Rate Schedule grid.
   2. Select the More Details icon next to the grid.
   3. Enter the number of lines you will need and select Insert. You may continue to add more lines as needed or delete unneeded lines.
   4. Select the Subconsultant for each line added.
   5. To add the Hourly Rates per Vendor, select the View Details icon next to the Vendor. This will open a new screen on the right.
   6. Enter the number of lines needed in the Position and Hourly Rate Grid and select Insert.
   7. Enter the Position Name and the Total Hourly Rates.
   8. Add any Supporting Documents to the Supporting Documents Grid, such as the Input Worksheet.
   9. Use the Next and Previous buttons to navigate to the next vendor to fill in their hourly rates.
   10. Once finished, select Done located at the top right of the screen.
   11. The information entered will populate the Position Count and Ref Count in the main table in the record.
5. The Contract Line Items will be displayed in the Commitment Items grid.
   1. Expand the grid. 
   2. Select the View Details icon next to the line items to add the breakdown. 
      1. For a PSC SOV, there may be multiple contract lines.
      2. For a construction SOV, there will likely be one contract line item to break down further.
   3. On the SOV Breakdown, select the Full-Page View icon at the bottom of the screen to expand the record.
   4. In the SOV Items grid, select Insert to add additional lines.
      1. To add multiple line items, enter the number of line items in the field then select Insert.
   5. To use the Auto calculation feature in Kahua, scroll to the right of the grid and select the Auto Allocate checkbox next to the line item from which money should be deducted.
      1. NOTE: If this is checked for a line item, money added to other line items will be automatically deducted from the checked line item.
   6. To enter the Schedule of Values:
      1. Select the Activity Code.
         1. For a given contract line item, all related SOV items must use the same activity code, or a child activity code, as the contract line item.
      2. Enter the Description.
      3. Select the CSI Code.
      4. Select the Prime or Sub for each line Item.
      5. Select the Cost Type.
      6. Select the Entry Type.
      7. Enter the Total, Quantity, Unit of Measure, and/or Unit Price as applicable.
   7. Once all the information has been entered, select Done located at the top right of the screen.
6. Documents can be attached to the record under the References section. The user can either:
   1. Upload a document saved on their computer.
   2. Add a Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
   3. Add an Approval Doc which is used anytime a record is being routed for Review or Signature.
7. Once all details have been filled out, select Save/Close and then select Submit for Approval.

Using Import/Export to Update SOV

Once the Submit for Approval button has been selected on the SOV Breakdown record, the Approval Process will start.

The Approval Process will depend on the Type of Contract, as outlined in the Workflow document:

• If it is a PSC Contract, the SOV Breakdown will only be sent to the Project Manager for Approval.
• If it is a Construction With Assigned Contract, Construction No Assignment, Single Prime, or EPC Contract, the SOV Breakdown will be sent to the PSC and the Project Manager for Approval.
• If it is a Construction Assigned Contract, the SOV Breakdown will be sent to the CWA/CM, the PSC, and the Project Manager for Approval.

Depending on the contract type, the relevant user will receive a Task and an Email notification to approve the SOV Breakdown.

1. To access the task, log in to Kahua and select the Tasks icon located at the top right.
2. Select the SOV Breakdown Approval Task, and the Approval Document will be available.
3. To review more information, select View Source Record to access the actual record in the app.
4. Within the app, the reviewer can review the details of the SOV as well as the attached references.
5. When the approval is in the Project Manager’s court, the PM will also need to review the subcontract(s) and the Certification(s) and Financial document(s) in the Contract Information grid or alert the Contract Specialist through Kahua messaging that the documents are there for review.
6. Select the View Details icon in the subvendor line items to see any attached documents. The minimum documentation that should be attached for vendors with subcontracts greater than $50,000 is the vendor’s subcontract and either Form A or Form B. The CPO Financial Disclosures Affidavit Form could also be attached, if applicable.
   1. If no revisions are needed on the subvendor paperwork, select Submit to UOCP in the Contract Information grid to notify UOCP that the documents are ready for posting to the Procurement Bulletin.
7. If revisions are needed on either the subvendor documentation, the schedule of value line items, the hourly rates (PSC only), or any other submitted information, the reviewer can navigate back to the task.
   1. Enter the requested revisions in the Comments section below the Approval Document.
   2. Select the Decline button to send the SOV back to the PSC or Contractor, depending on the SOV type.
   3. Enter a reason for declining.
   4. Select Continue.
8. If no revisions are needed, select Approve to approve the SOV Breakdown. 

1. Navigate to the Expense SOV Breakdown record for the corresponding Contract that the Change Order was made for.
2. Select the record, and a new screen will open on the right side.
3. Select the Select Change Orders button at the bottom of the record.
4. A new window will open where you can select all the available change orders for the contract. Select the change orders that need to be added to the SOV.
5. Once done, select Next located at the bottom of the window. This will add the Change Order in the Commitment Items Grid for further breakdown.
6. Use the steps listed in the Updating the SOV Breakdown section to proceed with the breakdown of the line items and to send for approval when complete. The line items should be broken down vendor and by Material and Labor for each vendor.

Once the fields within the record have been completed and saved, the users can select from several actions:

• Send – Use messaging to send record details to others (NOT to be confused with a workflow)
• Edit – Update and maintain the record
• View – This action button displays the Portable View (document view)
• Delete – Select this action button to delete a record (typically permission based, so all may not see this)
• History – All updates/changes are tracked

Send

• Do not confuse Send with using the workflow buttons in any application.
• Documents can be sent via a message within Kahua to either existing Kahua users or users outside of Kahua by entering their email address and clicking Enter.
• The documents are treated as attachments, and the message can be copied to the Communications application by checking the box.

Edit

• The record can be updated as needed during the process.
• If the document is out for Review or Signature, Edit will not be available.

View

• Records can be viewed as a Portable View in which a PDF version of the data is generated and can be printed out. Select the PDF Icon to generate a printable PDF version of the document.

History

• The History action button provides details regarding all activity (Creation, Updates, Saves, etc.) performed on the record.
• To see specific details related to the updates made, select the View Edit button.