FACILITIES MANAGEMENT PROJECT ACCOUNTING

1. FACILITIES MANAGEMENT PROJECT ACCOUNTING PRESENTED BY: ALMA AVILA SUPERVISING ACCOUNTANT October 19, 2006

2. Agenda and Objectives • Agenda • Overview of Facilities Management (FM) Projects • Project Accounting Background • Project Costing Implementation • Objectives • Improve Awareness • Provide an Understanding of the Criteria Used in FM Project Accounting • Establish On-Going Communication

3. Overview of FM Projects • General Maintenance • Demand Work Orders – Funded by GF • Facilities Project Group (FPG) • Projects $0 - $24,999 – Funded by GF • Projects $25,000 - $249,999 – Funded by a Capital Project Fund • However, the type of service can change the Fund Type used by FM. • Design and Construction (D&C) Projects • Capital Projects $250,000 – Funded by a Capital Project Fund

4. Project Accounting Background • Initial Process • Department submits a request to FM via telephone or Form V. • FM Secretary will enter the information into the system and assign a project number. • The request is forwarded to a Senior Project Manager for review and assignment. • The request is forwarded to the appropriate division and an Estimator is assigned.

5. Project Accounting Background (continued…) • Initial Process (continued…) • The FM Secretary will send an email to the department with confirmation and details, including a contact name and phone number. • An estimate is completed and submitted to the Senior Project Manager for review and approval. • The department is contacted by the FM Secretary with estimate information. • The department approves the estimate and provides a chargeable accounting string. Please consider the interfund/intrafund accounting rules.

6. Project Accounting Background (continued…) • Expenditures vs. Revenue • Expenditures are incurred by FM in either GF or a Capital Project Fund. • FM will bill the department, as follows: • Maintenance Projects – Monthly (Closed only) • FPG Projects • $0 – 24,999 – Monthly (Closed only) • $25,000 – 249,999 – Quarterly • D&C Projects - Quarterly • Interfund vs. Intrafund accounting must be determined. • Revenue is recorded by FM in GF or a Capital Project Fund.

7. Project Accounting Background (continued…) • Journal Processing • The project/grant field on the journal line must be completed for all FM accounting lines using the following format: • FM2004182700 • Communication and Correspondence • Please reference the project number on correspondence or when communicating with FM about a project.

8. Project Accounting Background (continued…) • FM Cash Flow • Timely reimbursement is critical. • An expenditure may be recorded and cash transferred to FM, if budgeted in the current year and FM has not yet completed the service. This applies to both Governmental and Proprietary funds. FM will defer the revenue until they have earned it.

9. Project Costing Implementation • FM Project Tracking System • TRIRIGA • Implemented September 2006. • Departments will be able to create and track their own service requests via any PC using a web browser. • FM will be able to accurately track costs and bill more timely.

10. Project Costing Implementation (continued…) • TRIRIGA (continued…) • The pilot program will include the EO, CHA, and the Law Library. • PeopleSoft 8.8 Project Costing • Implement in July 2007. • Full Project Cost Accounting.

11. Questions?

12. THANK YOU! FM CONTACTS: Sheila Andrews, Principal Accountant – X54849 Alma Avila, Supervising Accountant – X50164 Dave Menell, Supv. Accounting Tech – X54899