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2004 - 2010 CAPITAL PLANNING

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

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2004 - 2010 CAPITAL PLANNING

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  1. 2004 - 2010 CAPITAL PLANNING Information Sessions February 2003

  2. CAPITAL PLANNING ADVISORY BOARD (CPAB) • KRS Chapter 7A • 1990 General Assembly • 15 members - 5 appointed by each branch • Comprehensive statewide capital improvements plan

  3. TIMETABLE • April 15* - Agency plans due to CPAB • July - CPAB hearing on plans • October 1 - Plan amendments due to CPAB • November 1* - CPAB statewide plan due to branch heads * Statutory

  4. STATEWIDE PLANS • Project recommendations • General Fund cash or bonds • other fund sources • Policy recommendations • proposed legislation • other • Cabinet / agency projects (prioritized)

  5. STATEWIDE PLANSInputs • Cabinet / agency plans • Testimony / presentations to CPAB • CIO and CPE recommendations (info technology, postsec educ) • CPAB member information / issues • Other

  6. 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

  7. SUBMISSION LEVELSingle “Agency” Plan • Independent agencies • Boards & commissions • Universities & KCTCS • Judicial Branch & Legislative Branch • Most cabinets • Selected other agencies

  8. SUBMISSION LEVELMulti-Agency Cabinet Plan • Education, Arts & Humanities • Justice • Public Protection & Regulation • Tourism Development • Cabinet & Agency Priorities • Cabinet Plan Overview

  9. AGENCY PLANS • Background • Understand agency • Context to review needs & proposals • Plan • Capital-related needs • How agency proposes to address • Ancillary Records

  10. BACKGROUND • Agency Mission and Programs • Agency Facilities Management • Capital-Related Reports • Agency Physical Plant • Status of Recently Completed / Ongoing Projects

  11. 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

  12. 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

  13. 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

  14. BACKGROUNDForm SYP-B3 (continued) • Title • Purpose • Who Prepared the Report • Completion Date • Approval • Status of Providing Copy to CPAB • Related Projects

  15. 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)

  16. 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

  17. 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

  18. PLAN • Overview • Proposed Projects • Space Needs • Space Reductions

  19. 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

  20. 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)

  21. 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 biennia unless postsecondary scientific or research

  22. NEW DefinitionInformation Technology System • $400,000 threshold requiring submission now includes one or more of the following: • Hardware • Software • Professional services • Digital data products

  23. PLANProposed Projects (Form SYP-P2) • Project Title • Biennium • Agency Priority / Cabinet Priority / AB Priority • Category • Location • Item Number • Additional Funding? • Brief Description / Justification

  24. 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

  25. 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)

  26. 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

  27. PLANSpace Reductions (Form SYP-P4) • Location • Square Footage • Type of Space • Why the space is to be eliminated • Biennium

  28. 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

  29. 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

  30. 2004-2010CAPITAL PLANNING SYSTEM • Web-based • All sections of the plan • Validations • Electronic only, no hard copies

  31. PREPARING THE AGENCY PLAN • Obtain access to CP System • Respond to Checklist • Complete Forms • Assign Priorities • View/Print Forms • Run Validations • Submit

  32. USER ACCESS TO THE CP SYSTEM

  33. 2004-2010PLAN VERSIONS • 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-only as of the designated cut-off date

  34. CPAB OFFICE • CPAB Staff • Pat Ingram, Committee Staff Administrator • Mary Lynn Collins • Nancy Osborne • Dawn Groves • Room 34, Capitol Annex • cpab@lrc.state.ky.us • cpabtech@lrc.state.ky.us • http://www.lrc.state.ky.us/statcomm/CPAB/homepage.htm

  35. 2004 - 2010 CAPITAL PLANNING Information Sessions February 2003

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