Construction Project Request Form Instructions

Applicability

  • A construction project form must be used to request approval for a minor construction project in owned or leased space (≥$10K and <$100K).

Submitting a Form

  1. Access the Kuali form. 
  2. You will need to authenticate with your NetID before completing the form.
  3. Complete all fields in the form; fields marked with a * are required. Additional notes about selected fields are below.
  4. The form will pre-populate with your name and organizational unit.
    1. Please note that all notifications requesting additional information, approval, or denial will be sent to you as the submitter.
  5. The question “Is this project for a Department/Center/Institute or SOM Central Administration?” determines the approval workflow.
    1. If you select Department/Center/Institute, you will be prompted to select approvers from a pre-populated dropdown menu for the CAO/Business Manager.
    2. If you select SOM Central Administration Unit, you will be prompted to select both a Unit Manager and the appropriate Vice Dean for approval from pre-populated dropdown menus. 
    3. If the appropriate approver(s) are not listed on the form, please contact Ana Sanchez (ana.sanchez@duke.edu) to have them added.
    4. Once you submit the form, the selected approver(s) will be notified by email to review it.
  6. Enter all project information, including any supporting files.
  7. The final section of the form is used to indicate project funding. Enter all fund codes that will be used to cover the cost of the project.
  8. Enter each fund code that will be used to cover the project. Make sure all applicable fund codes are included and that the total allocation equals 100%.
  9. Once you enter a fund code, the tool will query both SAP and SPS to pull in data about that fund code.
    1.  If the table indicates “true” when you enter a fund code, the code is valid. Enter the percentage of the project that will be covered by the code and the “Funding Type” for non-sponsored codes.
    2. If the table indicates “false” when you enter a fund code, the code is not valid and must be corrected before the form is submitted.
    3. If you enter a sponsored fund code (fund codes 20X-28X, 293, 30X-38X, 393, A0X-A8X, A93), the system will also pull multiple fields from SPS into a separate table below the fund code entry. These data will help the team evaluate your request.
  10. Once you submit the form, it will begin a series of workflow steps based on your responses. 
  11. Workflow Step 1: The form will be reviewed by your Department/Center/Institute/Unit approvers. These are the individuals selected in the approver dropdown menus when you complete the form. They will receive an email prompting them to review and approve the form.
    1. Approvers can edit, deny, send back, or approve the request. If the form is denied, the submitter will receive a notification. If the form is sent back, the submitter will receive a notification requesting additional information or corrections. This may restart the workflow or return the form to a previous step.  If the form is approved, it will move to the next step.
  12. Workflow Step 2: The form will then be reviewed by multiple groups within the School of Medicine.
    1. Approvers can edit, deny, send back, or approve the request. If the form is denied, the submitter will receive a notification. If the form is sent back, the submitter will receive a notification requesting additional information or corrections. This may restart the workflow or return the form to a previous step.
  13. Once all workflow steps have been completed, the submitter will receive a final approval notification with a PDF copy of the approved form. The applicable Business Manager will also receive a copy.
  14. Throughout the workflow process, you can check the current status of the form by navigating to Kuali and selecting “My Documents” at the top center of the page. https://duke.kualibuild.com/

Approving a Form

  1. Approvers will receive an email from Kuali when they have a form to review. The email will include a link to the form.
  2. Select the “Begin Review” button in the email to navigate to the submitted form.
  3. During the review, the form may be edited as needed.
  4. Review the form and select one of three options:
    1. Deny: The submitter will receive an email stating that the form was denied.
    2. Send Back: This sends the form back to the selected workflow step with a specific note describing the needed updates. The submitter will receive the notes entered in the “Send Back Options” box so they can edit the form appropriately and resubmit it.
    3. Approve: The form will move to the next approval step.
  5. Once both workflow steps have been successfully completed, the submitter and the applicable Business Manager will receive a final approval notification with a PDF copy of the approved form.