2004 - 2010 capital planning
DESCRIPTION
2004 - 2010 CAPITAL PLANNING. Information Sessions February 2003. CAPITAL PLANNING ADVISORY BOARD (CPAB). KRS Chapter 7A 1990 General Assembly 15 members - 5 appointed by each branch Comprehensive statewide capital improvements plan. TIMETABLE. April 15* - Agency plans due to CPAB - PowerPoint PPT PresentationTRANSCRIPT
2004 - 2010 CAPITAL PLANNING
Information SessionsFebruary 2003
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CAPITAL PLANNING ADVISORY BOARD (CPAB)
KRS Chapter 7A
1990 General Assembly
15 members - 5 appointed by each branch
Comprehensive statewide capital improvements plan
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April 15*April 15* - Agency plans due to CPAB
July July - CPAB hearing on plans
October 1October 1 - Plan amendments due to CPAB
November 1*November 1* - CPAB statewide plan due to branch heads
TIMETABLE
* Statutory
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STATEWIDE PLANS
Project recommendations
– General Fund cash or bonds
– other fund sources
Policy recommendations
– proposed legislation
– other
Cabinet / agency projects (prioritized)
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STATEWIDE PLANSInputs
Cabinet / agency plans
Testimony / presentations to CPAB
CIO and CPE recommendations (info technology, postsec educ)
CPAB member information / issues
Other
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CHANGES FROM 2002-2008
Major– Web-based capital planning system– Project evaluation / scoring system
Other– Reorganization of plan contents– Facilities management information– Six year horizon for equipment and IT
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SUBMISSION LEVELSingle “Agency” Plan
Independent agencies
Boards & commissions
Universities & KCTCS
Judicial Branch & Legislative Branch
Most cabinets
Selected other agencies
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SUBMISSION LEVELMulti-Agency Cabinet Plan
Education, Arts & Humanities Justice Public Protection & Regulation Tourism Development
– Cabinet & Agency Priorities– Cabinet Plan Overview
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AGENCY PLANS
Background
– Understand agency
– Context to review needs & proposals
Plan
– Capital-related needs
– How agency proposes to address
Ancillary Records
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BACKGROUND
Agency Mission and Programs
Agency Facilities Management
Capital-Related Reports
Agency Physical Plant
Status of Recently Completed / Ongoing Projects
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BACKGROUNDAgency Mission and Programs
(Form SYP-B1)
Content– Statutory basis– Major programs and functions– Service delivery (facilities, technology)
Other– One page maximum– Base on size & complexity of agency
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BACKGROUNDAgency Facilities Management
(Form SYP-B2) Content
– Organizational unit and location– Responsibilities– Personnel– Contracts / outsourcing
Other– One page maximum– Base on size & complexity of agency
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BACKGROUNDCapital-Related Reports
(Form SYP-B3)
Criteria– Completed since last plan (4/2001)– Currently underway– Planned in 2002-04
Examples– Campus or facility master plans– Feasibility studies
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BACKGROUNDForm SYP-B3 (continued)
Title Purpose Who Prepared the Report Completion Date Approval Status of Providing Copy to CPAB Related Projects
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BACKGROUNDAgency Physical Plant
State-owned property administered by the agency (Form SYP-B4a)
Other state-owned property occupied by the agency (Form SYP-B4b)
Non-state-owned property occupied / leased by the agency (Form SYP-B4c)
Non-state-owned space leased by another agency, occupied by the agency (Form SYP-B4d)
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BACKGROUNDAgency Physical Plant (continued)
Non-state-owned facilities located on state-owned land administered by the agency (Form SYP-B4e) - new
State-owned aircraft (Form SYP-B4f) - new
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BACKGROUNDStatus of Recently Completed/Ongoing Projects
(Form SYP-B5) Criteria
– Not completed as of 3/31/01
– Unbudgeted - reported to CPBOC
– Initiated under FY 2002/03 spending plan Data
– Authorizations & descriptions
– Budget (initial, current)
– Status, completion date
– Current description
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PLAN
Overview
Proposed Projects
Space Needs
Space Reductions
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PLANOverview
(Form SYP-P1)
Narrative (Form SYP-P1)
– Capital related needs & issues - how agency plans to address them
– Current priorities - process & factors
– Changes from 2002-2008 plan
– Actions affecting approach to needs
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PLANOverview
Summary Reports
– Financial Summary for Proposed Projects (Form SYP-P1a)
– (Listing of) Proposed Projects Involving the General Fund or Road Fund (Form SYP-P1b)
– (Listing of) Proposed Projects NOT Involving the General Fund or Road Fund (Form SYP-P1c)
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PLANProposed Projects (Form SYP-P2)
Capital construction - $400,000 or more
Equipment - $100,000 or more*
IT system - $400,000 or more*
State-administered grant / loan programs
Court facilities - Annual use allowance of $200,000 or more
*all three bienniaunless postsecondary scientific or research
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NEW DefinitionInformation Technology System
$400,000 threshold requiring submission now includes one or more of the following:
– Hardware
– Software
– Professional services
– Digital data products
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PLANProposed Projects (Form SYP-P2)
Project Title Biennium Agency Priority / Cabinet Priority / AB Priority Category Location Item Number Additional Funding? Brief Description / Justification
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PLANForm SYP-P2 (continued)
Project Budget
– Fund Sources & Cost Elements Impact on Agency Operating Budget
– Figures & Narrative Specific (based on category) Additional Description / Justification Previous Plans Previous Budget Requests Previous Budget Authorizations
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PROPOSED PROJECTS (Budget - Fund Sources)
General Fund (cash or bonds) Restricted Funds Federal Funds Road Fund Agency Bonds Other (private funds - cash) Other (long-term financing) - must explain Other (local bonds, court projects only)
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PLANSpace Needs (Form SYP-P3)
other than projects submitted on Form SYP-P2
Location Type of Need Why Needed Type of Space Square Footage Biennium Impact on Existing Space
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PLANSpace Reductions (Form SYP-P4)
Location Square Footage Type of Space Why the space is to be eliminated Biennium
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ANCILLARY RECORDS
Minor Projects ($50,000 - $400,000 each)– Facility Name– Type of Space– Description– Biennium– Cost Estimate– Included in Another Project (Form SYP-P2)
Agency Bond Priorities Off-Budget Funds Projects in Plans of Multiple Agencies
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PROJECT EVALUATION /SCORING SYSTEM
Critical Life Safety or Legal Liability Protecting Investment in Plant Safety Concerns, Security Issues, and Other
Government Mandates Cabinet / Agency Priority User / Non-State Financing Use Relationship to Prior Authorized Projects Savings or Efficiencies Other Factors
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2004-2010CAPITAL PLANNING SYSTEM
Web-based All sections of the plan Validations Electronic only, no hard copies
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PREPARING THE AGENCY PLAN
Obtain access to CP System
Respond to Checklist
Complete Forms
Assign Priorities
View/Print Forms
Run Validations
Submit
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USER ACCESS TO THE CP SYSTEM
AgencyContact
AgencyUser
CabinetContact
Enter/Edit Checklist Enter Data View/Print Reports Run Validations Set Agency Priorities Set Cabinet Priorities Submit Plan
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Version 0 - pre-populated data (read only)
Version 1 - April 15 submission
Version 2 - July 2003 CPAB meeting
Version 3 - as of October 1, 2003
each version will become read-onlyas of the designated cut-off date
2004-2010PLAN VERSIONS
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CPAB OFFICE CPAB Staff
– Pat Ingram, Committee Staff Administrator
– Mary Lynn Collins
– Nancy Osborne
– Dawn Groves
Room 34, Capitol Annex
[email protected] http://www.lrc.state.ky.us/statcomm/CPAB/homepage.htm
2004 - 2010 CAPITAL PLANNING
Information SessionsFebruary 2003