capital budget kick off 2021 - cook county...
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TONI PRECKWINKLEPresident, Cook County Board of Commissioners
April 1, 2020
Capital Budget Kick Off
2021
Introductions
BOF – Capital Budget 101
BAM Program-Wide Goals and Strategies
Capital Equipment Projects
Capital Improvement Projects
Real Estate Management – Space Allocation Committee
Facilities Management – Coordination
Capital Review Process
Budget Timeline
FAQ, Contact Information
AGENDA
Annette Guzman, Budget Director
Welcome and Introduction
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Annette Guzman, Budget Director
Michael Ambolo, Deputy Chief Financial Officer
Elizabeth Granato, Interim Bureau Chief, Asset
Management
Earl Manning, Director, Capital Planning & Policy
(DCPP)
Eric Davis, Deputy Director, DCPP
Jessica Caffrey, Director, Real Estate Management
Bilqis Jacobs-El, Director, Facilities Management
Capital Budget Structure
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Michael Ambolo, Deputy CFO
The Cook County Capital Budget is structured as follows:
Capital Improvement projects are long-term improvement projects involving the, acquisition, enhancement, demolition and renewal of county facilities and infrastructure. Cook County agencies send theses requests to the Bureau of Asset Management for the approval and execution.
Transportation & Highway projects are for the preservation, modernization and expansion of County roadways, bridges, traffic signals, and highways. All projects are processed within the Department of Transportation and Highways. These projects are primarily funded with Motor Fuel Tax and State/Federal Grants.
Capital Equipment projects consist of the acquisition or upgrading of outdated technology, institutional/fixed plant equipment, furniture and vehicles that have at least 5-year useful lives and cost greater than $5,000. Cook County agencies send these requests to DBMS for review and approval.
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Michael Ambolo, Deputy CFO
In order to manage debt responsibly, the County needs to stay within a 2% growth rate of Debt Service annually, and not exceed a $400 million threshold.
The County will seek to decrease budget on debt supported capital equipment with the goal of eventually funding capital equipment through pay-as-you-go means entirely, with the exception of large non-recurring multi-year initiatives.
All capital equipment purchases funded with sources other than "debt proceeds" also require capital appropriation.
Capital Budgeting Goals
BAM: Bureau-Wide Goals and Strategies
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Department of Real Estate Management
1. Develop/Acquire
Department of Capital Planning
& Policy
2. Plan/ Design/ Construct
Department of Facilities
Management
3. Operate/ Maintain
Departmentof Real Estate Management
4. Dispose/ Replace
Workplace Strategy & Design
Green Buildings Program
Technology Integration
WP
GBP
TI
Elizabeth Granato, Asset Management
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Capital Equipment Projects
Capital Equipment Projects
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Ongoing CEP Projects Must review ongoing CEP projects in Hyperion
If project will continue into FY2021, submit cash flow budget for April 2020
– November 2021. Unencumbered funding will not roll over at end of FY2020.
Unspent funding at end of FY2020 will no longer be available.
FY2021 funding should be identified as "ongoing" in Hyperion.
No business case required.
Annette Guzman, Budget Director
Capital Equipment Projects
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New CEP Projects Types: IT & Telecom, Vehicles, Furniture, Fixed Plant, Institutional
Equipment, Medical Equipment
Prior to submission:
Review Allowable IT Capital Expenditure List (available on STEP Portal)
Identify funding source for capital item
Consider timelines related to procurement, delivery and invoicing for the project
Ensure useful life of equipment is at least 5 years and has a value of $5,000 or
more
Discuss budget for capital equipment project with your Budget Analyst
For IT projects <$5,000, submit IT Equipment Request Form to BOT
(available on STEP Portal). Annette Guzman, Budget Director
Allowable & Non-Allowable Capital Expenditure
10 Annette Guzman, Budget Director
Capital Funding
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All Capital Projects must have a capital
appropriation. Can be funded by:
Operating Funds
Special Purpose Funds
Grant Funds
Motor Fuel Tax Funds
Debt FundsAnnette Guzman, Budget Director
CEP Budget Development
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Must factor in more than just the cost of the equipment. Also consider:
• Ongoing equipment cost beyond year one
• Training costs
• Additional IT support and maintenance costs beyond year one
• Hosting fees or extended warranties
• Lease obligations
• Subscription costs
• Non-capitalized costsAnnette Guzman, Budget Director
CEP Project Submission
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• Submit new projects in Hyperion (link to
Business Case form) by April 30th*• Must fill in forms completely for project to be reviewed for
consideration.
• Additional required documentation:Type of Request Additional Form Where to upload
IT Equipment Request Updated Software and Hardware Asset Inventory
BOT Sharepoint
Non-IT Equipment Request
Updated non-IT, non-vehicle inventory Hyperion
Vehicle Request Vehicle Request Form CEP online form
Furniture Request* Furniture Procurement Request Form CEP/CIP online form
Annette Guzman, Budget Director
CEP Project Submission
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Two ways:• Hyperion
• Begin submission in Hyperion
• Open up Business Case Form
• Use same project title for your project in Business Case Form
• Add associated Hyperion Project # into notes section of Business Case Form (Step 0)
• Links Business Case submission to Hyperion submission
• Business Case Form• Begin submission in
Business Case form.• Once done, submit CEP
project in Hyperion using same project title.
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Capital Improvement Projects
Important Dates and Deadlines
Business Case Submittal Process Expanded User Communication Process and Schedule Online Application https://ccnetapps.cookcountyil.gov/BusinessCases/ VPN Access Required - Reply to email to confirm contact has access
Business Case Review Session Teams Meeting Friday, April 17nd at 10 a.m. Confirm your contact info and we’ll send the link
Submission Deadline All requests must be Submitted in the system by EOB April 30th. Submissions received after April 30th will not be accepted
Earl Manning, Capital Planning
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CIP Business Cases All requests require a thoroughly completed Business Case. The new Business Case system will not accept a Submittal without all required* fields filled in; it will tell
you which you still need to complete.
Even if you submitted a Business Case request in a prior year and you DO still need it, you still need to Create New Request for FY2020 in the system.
Corresponding Requests The new system only asks you questions about which category you are requesting (CIP, CEP, or SAC). Do not enter separate requests if you need two or all three. The system only needs to be told once who you are; it populates those fields for all three if you check
them.
Confirmation and Feedback Once you Submit a request, the new system creates and emails you a PDF of what you submitted. BAM will meet with you during Q3 to give you an update on your requests. SAC module remains live all year; CIP and CEP close April 30th.
Earl Manning, Capital Planning
Online Application
Online Application
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CCGOV FirstLast
Regular Network Password
Online Application
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Start Here
Online Application
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Click here for Help pop-up
Online Application
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Only opens for input if CEP checked
Online Application
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Save; only Submit if you’re sure it’s complete
Online Application
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Status shows you which are Saved and which have been Submitted
CIP/CEP Business Case and Supporting Documentation
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CIP/CEP requests and Business Cases that are not filled out in their entirety cannot be Submitted into the system and therefore will not be considered in the FY2021 Capital Plan.
Our goal is to help you succeed in completing your request and realizing your capital plans.
For ops budget and project costs, best estimates are fine; we will get back to you if we have questions, but if you don’t know, please enter 0.
Do not leave any fields with an asterisk* blank.
CIP/CEP requests that are not submitted by April 30th will not be included in the FY2021 Capital Plan
Earl Manning, Capital Planning
Space Allocation Committee Ordinance and CIP Process
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Space Allocation Committee (SAC) Under the Asset Management and Space Standards Ordinance, SAC
is charged with instituting processes and procedures for departments and agencies requesting additional space or reconfiguration to existing space.
Space Allocation Requests within the CIP process SAC module in the online system remains open all year DREM performs Preliminary Review – while project funding has not
been confirmed, it still needs to be vetted Requesting department submits SAC Request (either with their CIP
Request or later in the year) SAC discusses request and renders a decision If approved, DREM, DCPP, DFM, or property manager works with
department to plan project
Jessica Caffrey, Real Estate
Furniture Process & Capital Equipment (CE)
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Furniture Request Process All furniture requests to SAC SAC reviews furniture request Furniture priority process: 1st Re-use; 2nd DFM Salvage; 3rd Donation;
4th Purchase New If SAC approves, SAC provides approved furniture list New BAM Furniture Guidelines User to provide approved furniture preferences This process applies to furniture requests at or over $5,000
Corresponding CE Requests for Furniture If your CIP request requires CE such as furniture, check both CEP and
SAC boxes in the CIP/CEP/SAC application
Jessica Caffrey, Real Estate
Salvage process & Project Delivery
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DFM manages the Salvage Program (https://www.cookcountyil.gov/content/salvage-program) where furniture can be obtained.
After User Departments submit their CIP Requests, Capital Planning and Facilities Management will assess projects which are located in spaces managed by DFM to verify which projects can be performed by DFM
DCPP and DFM will then determine whether those CIP projects can be performed by DFM or other delivery methods (Market bid, JOC, Piggyback, etc.)
Bilqis Jacobs-El, Salvage Program
Capital Review Process
28Annette Guzman, Budget Director
Budget Timeline
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February 11 – April 1, 2020
CIP Business Case high-level meetings with user departments
March 6 – April 15, 2020 BAM continues CIP Business Case developmentmeetings with user departments
March 16, 2020• Business case portal opens to user departments for
CEP/CIP/SAC requests• Hyperion opens for CEP requests
April 1, 2020 CIP/CEP Kick-Off info sessionApril 30, 2019 Deadline for all FY2021 CEP/CIP requestsMay 1 – June 8, 2020 Capital requests under review
June 19, 2020 Review of Capital requests complete and decisions sent to user departments
October 2020 President's Executive Recommendation presented to the Board of Commissioners
November 6, 2020 Amendments to the Executive Recommendation are due from Commissioners
Late November 2020 FY2021 Appropriation Bill sent to Board of Commissioners for a vote
November 30, 2020 End of the 2020 Fiscal Year
Annette Guzman, Budget Director*Dates subject to change
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CIP/CEP Request Review Session and Contacts
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Department CIP/CEP/SAC Representatives Departments must designate one (1) Representative to handle all
CIP/CEP/SAC correspondence, questions and submissions
For Questions, Please Contact the Following Designees: Corporate Facilities –
Tamas Kutas, [email protected] Health & Hospital –
Dave Scott, [email protected] Public Safety –
John Kelly, [email protected] Capital Equipment –
Steven Smith, [email protected] CEP/SAC Requests –
Patricia Moreno, [email protected] Manning, Capital Planning
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