20 21 April 1, 2020 TONI PRECKWINKLE President, Cook County Board - PowerPoint PPT Presentation

Capital Budget Kick Off 20 21 April 1, 2020 TONI PRECKWINKLE President, Cook County Board of Commissioners

AGENDA  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 Annette Guzman, Budget Director

Welcome and Introduction  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 3

Capital Budget Structure 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  Capital Equipment projects consist of the acquisition or upgrading of outdated technology, institutional/fixed plant equipment, furniture and vehicles that have at least 5-year useful lives and cost greater than $5,000.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. Michael Ambolo, Deputy CFO 4

Capital Budgeting Goals  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. Michael Ambolo, Deputy CFO 5

BAM: Bureau-Wide Goals and Strategies Workplace Strategy & WP Department Department Design of Real Estate of Real Estate Management Management 4. Dispose/ 1. Develop/Acquire Green Buildings Replace GBP Program Department of Department of Facilities Capital Planning Management & Policy Technology Integration TI 3. Operate/ 2. Plan/ Design/ Maintain Construct Elizabeth Granato, Asset Management 6

Capital Equipment Projects 7

Capital Equipment Projects  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 8

Capital Equipment Projects  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 9

Allowable & Non-Allowable Capital Expenditure 10 Annette Guzman, Budget Director

Capital Funding All Capital Projects must have a capital appropriation. Can be funded by:  Operating Funds  Special Purpose Funds  Grant Funds  Motor Fuel Tax Funds  Debt Funds Annette Guzman, Budget Director 11

CEP Budget Development 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 costs Annette Guzman, Budget Director 12

CEP Project Submission • 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 BOT Sharepoint Asset Inventory Non-IT Equipment Updated non-IT, non-vehicle inventory Hyperion Request Vehicle Request Vehicle Request Form CEP online form Furniture Request* Furniture Procurement Request Form CEP/CIP online form 13 Annette Guzman, Budget Director

CEP Project Submission Two ways: • Hyperion • Business Case Form • Begin submission in • Begin submission in Hyperion Business Case form. • Open up Business Case • Once done, submit CEP Form project in Hyperion using • Use same project title for same project title. 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 14

Capital Improvement Projects 15

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 17 nd 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

Online Application 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 17

Online Application CCGOV FirstLast Regular Network Password 18

Online Application Start Here 19

Online Application Click here for Help pop-up 20

Online Application Only opens for input if CEP checked 21

Online Application Save; only Submit if you’re sure it’s complete 22

Online Application Status shows you which are Saved and which have been Submitted 23

CIP/CEP Business Case and Supporting Documentation 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 24

Space Allocation Committee Ordinance and CIP Process 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 25