This workflow outlines the steps for creating, reviewing, and approving a Professional Services Consultant (PSC) Amendment/Change Order.  The workflow steps are color-coded to represent Automation, Initiation/Edit, Review, Approval, and Entry into Other Systems.

Summary of Workflow Progression: 

PSC Amendment Created → Update & Submit → Review → Approvals → Entry in other systems & Approvals

Steps in the Workflow:

Start (S) (Black – Automation)

• The process begins with the creation of a proposal by the PSC.

PSC Submits Proposal (Green – Initiation/Edit)

• The PSC creates and submits the new proposal and sends it to the Project Manager (PM) for review.

Review and Approve (Blue – Review)

• This step involves one level of review:
  • Project Manager (PM)
• Once reviewed, the amendment is sent to the Contract Specialist.

Approval (Orange - Approve)

• This step involves four levels of approval:
  • Contract Specialist
  • Assistant Director of Contracts
  • UOCP
  • Legal
• If any of the approvers reject the amendment, it will be sent back to the PM for edits.  The PM would restart the Approval Workflow when edits are complete.
• If approved, the amendment is sent to the next group of approvers.

Approval (Orange - Approve)

• This step involves multiple levels of approval:
  • Financial Manager (FM)
  • Director of Capital Programs
• The next approvals are dependent on amendment total:
  • University Construction Unit Head if the budget is over $75,000.
  • Senior AVP of Capital Programs, Utility Services, and Real Estate Services if the budget is greater than or equal to $100,000.
• If any of the approvers reject the amendment, it will be sent back to the PM for edits.  The PM would restart the Approval Workflow when edits are complete.
• If approved, the amendment is sent to the Contract Specialist for C+ entry.

C+ Entry (Orange – Approve)

• The Contract Specialist receives the amendment in Kahua.

Amendment Created & Approved (White – Outside of Current System)

• The Contract Specialist enters the PSC Amendment into Contacts+ (C+) and routes it for approval.

C+ Entry (Orange – Approve)

• Once the amendment is approved in C+, the Contract Specialist will approve the amendment in Kahua.

Banner Entry (Orange - Approve)

• The FM receives the amendment in Kahua.

Encumbrance Change Created (White – Outside of Current System)

• The FM will update Banner to reflect the PSC Amendment.

Banner Entry (Orange – Approve)

• Once the amendment is entered in Banner, the FM will approve the amendment in Kahua.

Finish (F) (Black – Automation)

• The process ends here, having successfully navigated through all stages of approvals.

Color Coding and Key Notes: 

• Black (Automation): Represents the start/finish of the workflow. 
• Green (Initiation/Edit): Involves data entry. 
• Blue (Review):  Steps requiring review.
• Orange (Approve): Steps requiring formal approvals at multiple organizational levels. 
• Gray (Integration): System entries for final processing (N/A on this workflow).
• White (Outside of Current System): Steps requiring manual actions in other Kahua Apps or in other systems. 

1. To create a new PSC Amendment, navigate to the appropriate project and go to the Expense Application. Locate the Project by:
   1. Using the Project Finder.
      1. Select Project Finder on the left side Navigation.
      2. Select the appropriate university partition
      3. Select the Project where the Contract was created.
   2. Using the Search functionality in the Project Finder.  
      
      1. Select Project Finder on the left side Navigation.
      2. Select the Magnifying Glass icon next to Recent Projects.
      3. Enter the Project Name or Project Number and select the Project.
2. Once in the project, go to the Expense Application by selecting Apps, then searching for Expenses using the Search Bar.
3. Select the Change Orders tab.
4. Select New to open a new Change Order. A new form will open on the right side of the screen.
5. Select the Contract that the Change Order/PSC Amendment needs to be created against.
6. Populate the Details such as Date, Description, and Category.
   1. Select “PSC Amendment” under Category.
7. In the Scope section, enter the Extension Days and any other relevant information in the Scope of Work & Notes fields.
8. In the Dates Section, enter the Revised Substantial Completion Date.
9. To add Change Order line items, navigate to the Items grid.
   1. To add multiple line items, enter how many lines you need and click Insert.
      1. More lines can be added using this same process.
      2. Lines can be deleted by clicking the box next to each line and selecting Delete.
   2. Select the Associated Contract Line and fill out the remaining details regarding this record. 
10. To view the Change Order Items in further detail, select the more details icon next to the Item number.
    1. This view allows for additional detail to be added on the item, such as the Scope of Work, Notes, and additional Comments.
    2. Use the Previous and Next action buttons to sort through the items if needed.
11. Select Done once details have been added.
12. In the Justification Section, you can add the Justification for the Change Order along with the Amount Percentage and Comments.
    1. NOTE: Multiple justifications can be added. The Justification Amount Percentage must total to 100 across the lines added.
13. Documents can be attached to the record under the References section. Attach the PSC Amendment Proposal, Updated Input Worksheet, and any other applicable documentation. The user can either:
    1. Upload a document saved on their computer.
    2. Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
    3. Add Approval Doc which is used anytime a record is being routed for Review or Signature.
14. Once all details have been filled out, select Save/Close, then select Submit for Review.

The Author/Creator of the PSC Amendment/Change Order will select the Submit for Review button to begin the review process.

1. The PSC Amendment/Change Order will be sent to the Project Manager for review. The Project Manager will receive an email in their inbox as well as a Task & Notification in Kahua.
   1. The Task can be accessed by selecting the Task icon located at the Top Right corner of Kahua.
2. When the Project Manager is done with their review, they can
   1. Select the Return for Revision button to send the Amendment back to the PSC for revisions OR
   2. Select the Reviewed button to complete the review.
3. When the Project Manager selects the Reviewed button, a message may appear indicating that the Budget Activity Code cannot support this PSC Amendment.
4. To correct this, the Project Manager should go to the Funding App and use the Budget, Budget Adjustment, or Budget Change application to create a new transaction so that the Activity Code can support the Amendment.
   1. A Budget Adjustment can be used when funds need to be moved from one Activity Code to another, resulting in a $0 change to the budget.
   2. A Budget Change can be used when funds must be added to the budget and Activity Code.
   3. Refer to the Kahua - Funding job aid for more on these actions.
5. Once done, the Project Manager can select the Reviewed button. This will send the transaction to start the Approval Process.

Once the Project Manager selects the Reviewed button, the approval process is initiated.

1. The PSC Amendment/Change Order will first be sent to the Project Manager for Approval. The Project Manager will receive an email in their inbox as well as a Task & Notification in Kahua.
   1. The Task can be accessed by clicking on the Task icon located at the Top Right corner of Kahua.
2. Once the Task is opened, the Project Manager can select Approve or Decline after their review.
   1. From the second Approver onwards, there is an additional option: Revert to the Prior Approver. This option can be used to clarify any doubts that could be answered by the previous Approver.
3. When the Project Manager selects Approve, the PSC Amendment/Change Order will be sent to the next approver following a Threshold-Based Approval as outlined in the Approval Workflow Table.

When the PSC Amendment/Change Order is approved, the Author/Creator will be notified via email. They will need to navigate to the Expense SOV Application in the project to update the Schedule of Values. Please refer to the Kahua - Schedule of Values (SOV) for the process to update the Schedule of Values.

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.