| Project Step |
Organization |
Action |
Notes |
|
| A.
Initiation of New Project |
School/Center |
Articulates
a need within
the context of the School or Center's master space
plan. |
Projects
are to be initiated by the School or
Responsibility Center that
occupies (or will occupy) the facility in
which the project is
to occur, even if other responsibility Centers
are to participate
in project funding. In the case of projects that
occur in facilities
occupied by more than one Responsibility Center,
the project
should be initiated by the Responsibility Center that is
the
primary facility occupant. In the case of facilities in which
there is no single primary occupant, projects are to be initiated
by
Facilities Services. |
|
| |
Facilities
Services |
Confirms
that the proposed project should be
NOT be capitalized but needs
to be recorded initially in the Capital
Construction Fund. for
project management purposes. |
Projects with estimated total
costs of less than
$100,000 are normally not capitalized, based
on Financial Policy
1106.0, Plant Assets - Definitions. (See
Attachment A.)
Small, simple facilities
requests that do not meet the definition
of Plant Assets may be
managed as Customer Work. These requests
are budgeted and charged
directly to the School or Center's Operating
Budget using object code
5407. Facilities Services records their
side of these transactions in
the Facilities Services Special
Fund (Fund 019704). These are
typically "Point and Do"
projects.
Some more complex requests with
estimated costs of less than $100,000 may require the hybrid
approach
detailed here that combines the project management procedures
developed for Capital Projects with the simpler review and approval
process used for Customer Work. These are typically projects
that
involve scheduling the work of more than one trade.
|
|
| |
Facilities
Services |
Establishes
and assigns a unique project
identification number. |
This number was
formerly known as the
DPP number. |
|
|
B. Determine Project
Details
|
Facilities
Services |
Reviews
the
project request and assists the School or Center in understanding
the
potential options to meet the defined need |
The Project Manager will work
with the School or Center
to define project scope, and complete
a detailed cost estimate and a
project schedule.
Once
the expenditure budget is
determined, Facilities Services also
prepares a project timetable
and a related project expenditure cash
flow, detailing the level
of project expenditures anticipated each
quarter. For projects
under $100,000, the entire project is often
contained in a single
quarter, so the timetable and cash flow are
very simple. This
information is summarized in the Non-Capital
(LessThan $100,000)
Facilities Project Statement.
|
|
| |
School/Center |
Determines
scope and
funding. |
In addition
to
working with Facilities Services to define the project details
described above, the School or Center also identifies the funding
source. This is typically a single funding source for projects
under
$100,000. Internal financing is not available for these
projects.
The Facilities
Renewal Program
(formerly known as the Deferred Maintenance Program),
may be
an appropriate funding source for these projects; this is
determined
by Facilities Services within the context of the overall
plans
for the Facilities Renewal Program and the School or Center's
master space plan. If the use of this funding is contemplated,
the
School or Center will request this funding at this point.
|
|
| C. Approval of New Capital Project |
School/Center
|
Approves
the Proposed
Project and Budget, as detailed in the Non-Capital
(Less Than
$100,000) Facilities Project Statement. |
Projects
with
estimated costs of less than $100,000 are approved by the
Dean or
Vice President of the School or Center. No further review
is
required. |
|
| D. Establishment of Project Budget &
Transfer
of Funding Source |
Facilities
Services |
Creates
a unique
Center 97 Center Reference (CREF) value for the project. |
Center
References values will be established in CNAC
970, in the range
starting with 1000. |
|
| |
School/Center |
Transfers
the approved
budget amount to Facilities Services using the established
Center 97
CREF. |
Activity for projects less than
$100,000 will be recorded in Facilities Services' CNAC, using
org
9703, which is Customer Work, in the Facilities Services Special Fund (019704).
The
Program used will be 9200, which is Non-Capital (less than
$100,000)
Facilities Projects. The CREF is unique to each project,
and is 1987
in this example.
Dr.
030-0320-1-000000-5407-4567-5678
Cr. 970-9703-2-019704-5407-9200-1987
For the Renewal and Replacement
Fund,
each School or Center will make the journal entry to actually
transfer any of its own funds. For funds coming from the Facilities
Renewal Program, Facilities Services will make the journal entry
transfer to do the actual transfer. The center reference used
with
the Facilities Renewal Program denotes the school or center.
Dr.
960-9600-2-000005-5407-7801-0003
Cr. 970-9703-2-019704-5407-9200-1987
The School or Center (or, for
the
Facilities Renewal Program, Facilities Services) notes the
batch name
for the actual transfer on the approved Non-Capital
(Less Than
$100,000) Facilities Project Statement.
We are assuming the funding source
was already
budgeted appropriately. If not, a budget reallocation
may also be
necessary, but the funding source does not need to
be budgeted to
this specific project.
|
|
| E. Following Receipt of Funding
Notification |
Facilities
Services |
Upon
notification from the School or Center, budgets the
authorized
project expenditures by processing a budget journal to the
Capital
Construction Fund.
Processes purchase order,
invoices and controls expenditures
to budget. |
Each
project will be budgeted
in detail and have actuals recorded in
detail in the Capital
Construction Fund, by CREF.
Dr.
970-9700-0-000010-1921-9200-1987
Dr. 970-9700-0-000010-1923-9200-1987
Dr.
970-9700-0-000010-1941-9200-1987
Dr. 970-9700-0-000010-1962-9200-1987
|
|
| |
Facilities
Services |
Charges
the Project Management Fee |
The
project management fee is
based on the budgeted amount, and is paid
at the beginning of
the project. The fee for these projects is 3% of
the project
costs before any contingency.
Dr. 970-9700-0-000010-1941-9200-1987
Cr.
970-9703-2-019703-5503-9200-0003
If the project comes in over
budget, no additional fee
is due. If the project comes in under
budget, no fee is refunded. If
the project budget is changed
after the project starts, whether or
not an additional fee is
warranted depends on the circumstances and
is negotiable.
|
|
| |
Comptroller's
Office |
Moves
any
activity out of the Capital Construction Fund and into the
Customer
Work Fund each month. |
Dr.
970-9703-2-019704-5401-9200-1987
Cr. 970-9700-0-000010-1990-9200-1987
where 1990 is the sum of the
balances
in the 19xx objects.
|
|
| |
Facilities
Services |
Monitors
the status, scope, schedule,
budget, funding, expenditures and cash
flow of the project and
compares them to the approved
plan.
Initiates a request
for review
and approval of a revised plan when significant changes
occur.
|
In this case, return to step
C.
|
|
| K.
Completion of the Project |
Facilities
Services |
Returns
any
unspent funding to the school. |
Dr.
970-9703-2-019704-5407-9200-1987
Cr. 030-0320-1-000000-5407-4567-5678
|
|
