A commitment is any financial or resource obligation being made between NCSA and another entity. The CT tool allows us to process and monitor commitments between individuals or departments. Examples of commitments include MOU’s, cost-sharing or proposal matches, recruitment and retention packages or sponsorships.
A memorandum of understanding (MOU) is a type of agreement that serves to document arrangements between units, departments, and other partners. In this way, it serves both as an outline and reminder of expectations or obligations pertaining to specific projects, staff members, initiatives, or other commitments on behalf of each signatory and their respective groups. Agreements or MOU’s with parties outside of the university need to go through the Contracts+ campus tool and not this process, please contact the Business Office for further details. See the MOU-FAQ Wiki for additional information.
Below is an overview of NCSA’s MOU Commitment Tracking Tool process. This process leverages the MOU CT Tool for many aspects but also includes steps that are performed outside of the tool The first chart shows an overview of the main stages in the process. The subsequent charts provide further definition of each stage and the responsibilities for each of the roles. Please see the MOU CT Tool Job Aide for step by step instructions on how to utilize the MOU CT Tool.
High Level Process Flow:
Description of the main stages:
- Initiation: Identification and documentation of basic information about a new MOU Opportunity commitment opportunity provided by the Submitter and/or Champion.
- Pre-Approval: Review of MOU commitment opportunity by the Directorate AD and Chief of StaffDeputy Director.
- MOU CreationCommitment Development: Completion of the MOU commitment documentation by the champion assigned by the Directorate AD.
- Business Office Approval: Review of the draft MOU commitment and entering of CFOPA information by the Business Office.
- MOU Coordinator Compliance Approval: This is a multi-step review process (Review 1: CWG and Directorate AD, Review 2: Director, Chief of Staff & Admin ADDeputy Director & Director of Operations) to allow key stakeholders time to review/update the MOU commitment as needed.
- Signature Custodian: Collect Signatures: This step will include a review phase (Review 3: Non-NCSA signeesSignee Review) for individuals identified as “signees” of an MOU a commitment followed by routing the MOU commitment for actual signature. Note: Although some signees have the opportunity to review in earlier steps, this review will enable all signees, especially non-NCSA signees staff, an opportunity to provide feedback.
Roles involved in the process:
- Submitter: enter a new opportunity into the tool before MOU commitment is drafted.
- AD’s/Deputy Director: the MIS MOU tool will notify AD’s and the Deputy Director by email for your pre-approval. Full review and signatures will be coordinated via email by the MOU Commitment Coordinator and /Signature ChampionCustodian.
- AD’sAD’s: review opportunity and assign a champion.
- Champion: develop develop and draft MOUcommitment document, complete MOU Commitment Tracking tool form fields.
- Business Office Contact: the MIS MOU tool will notify you by email to review and provide CFOPA information and review and edits to the MOU document commitment and tool information.
- MOU Commitment Coordinator: reviews the MOU Commitment Tracking tool and MOU commitment document for completeness and accuracy and facilitates the internal reviews.
- CWG: you will continue to be notified by the MOU coordinator Commitment Coordinator via email and have 72hrs to review and provide edits and comments.
- Signature ChampionCustodian: you will continue to be notified by the MOU coordinator Commitment Coordinator via email when the MOU commitment is ready for non-NCSA signee review and signatures but will leverage the MIS MOU Commitment Tracking tool for final documentation.
Detailed Process Flows:
