Sample Quote Procedures

Three sample procedures, requesting services from ASM, are illustrated below. Some services, such as a Document Request, Burial Excavation and Analysis, and Requesting an ASM Site Number will require fewer steps. These samples are intended as a guide through the process. Unforeseen circumstances may require additional, or fewer, steps in any given request. 

Sample Procedure 1: Project Registration, Curated/Not curated at ASM

A. Pre-submission

  1. Client uses ASM Quote request website to select services: https://uavpr.arizona.edu/ASM/quoterequest/index.php.
  2. ASM staff contacts client with a quote, via email. This quote will list all services and tasks.
  3. Client contacts Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
  4. Client submits appropriate forms to ASM staff, once quote is approved by client.
  5. Client receives Invoice 1 (pre-submission services) from UA-RDIBC.
  6. Client pays Invoice 1.
  7. ASM staff begins pre-submission services.

B. Project Submission

  1. Client fills out Project Submission Update Form, submits to ASM staff. ASM staff will update project submission information as appropriate.
  2. Client receives Invoice 2.
  3. Client pays Invoice 2.
  4. Client delivers project submission to ASM staff.
  5. ASM staff inventories project submission.
  6. ASM staff reviews project submission, requests revisions as appropriate.
  7. Client addresses revisions, if requested by ASM staff.
  8. ASM staff contacts client.
  9. ASM staff curates project submission.

 Sample Procedure 2: Request an ASM Site Number

  1. Client uses ASM Quote request website to select service: https://uavpr.arizona.edu/ASM/quoterequest/index.php
  2. ASM staff contacts client with a quote, via email. This quote will list all services and tasks.
  3. Client contacts Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
  4. Client submits appropriate forms to ASM staff, once quote is approved by client.
  5. Client receives Invoice 1 from UA-RDIBC.
  6. Client pays Invoice 1.
  7. ASM staff begins service.
  8. ASM staff completes service, informs UA-RDIBC if actual time to complete service is within the margin of error.
  9. UA-RDIBC updates Invoice 2, if appropriate.
  10. Client receives Invoice 2, if appropriate.
  11. Client pays Invoice 2, if appropriate.
  12. ASM staff sends requested deliverable to client.

Sample Procedure 3: Request Records Research

  1. Client uses ASM Quote request website to select service: https://uavpr.arizona.edu/ASM/quoterequest/index.php.
  2. Client submits appropriate documents to ASM staff. A quote cannot be issued without required documents.
  3. ASM staff contacts client with a quote, via email.
  4. Client contacts Keith Knoblock (keithk@email.arizona.edu) to approve quote or make inquiries.
  5. Client receives an email from Katie MacFarland with a time estimate to complete the request.
  6. Client receives Invoice from UA-RDIBC.
  7. Client pays Invoice, if they agree to the quote and time estimate.
  8. ASM staff begins service. If time to complete project is greater than projected time, work stops and client is contacted. Client approves/does not approve additional time to complete project. Notify UA-RDIBC of any changes to quote.
  9. ASM staff completes service, informs UA-RDIBC if actual time to complete service is within the margin of error.
  10. If needed, UA-RDIBC issues the final Invoice.
  11. Client pays the outstanding invoice, if applicable.
  12. ASM staff sends requested deliverable to client.