FY 17 Budget Cycle Capital Initiative Proposal Process. December 2015

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1 FY 17 Budget Cycle Capital Initiative Proposal Process December 2015

2 Capital Initiatives - Overview What is a Simmons Capital Initiative? Any expenditure in excess of $5,000 with a useful life of 3 years or more What follows the Capital Initiative Proposal Process? Purchases and projects (projects have staff hours associated) Capital requests related to ALL areas of the college. Examples include: Redesign of office suite Software/hardware implementation Re-do classroom lab Purchase 20 microscopes Specialized public safety enhancements Projects requiring more than 24 hours of college resource time outside of the requester s area Project Management Office December 2015 Page 2

3 Capital Initiatives - Overview What is different this year? ONE form for ALL capital requests FY17 Capital Initiative Proposal Form replaces, New Initiative Form and PMO Proposal Form Capital Team comprised of Budget, Technology, Buildings & Grounds, Public Safety is working together to coordinate scoping and a first cut at prioritization for executive leadership Final funding decisions will be made by Provost and SVP Finance and Administration Project Management Office December 2015 Page 3

4 Technology - Specific Project Criteria Projects that have any of the following characteristics need to be approved through the Capital Initiative Process: Hardware or software purchase in excess of $5,000 or any technology purchase that would require agreeing to a contract (including online agreement to Terms and Conditions) ANY Simmons data that is sent to a third party Requires more than 24 hours of Technology staff time to assist with project activities such as: requirements, development, testing, configuration, implementation or ongoing maintenance Technology will work with you to determine the number of hours needed. Requires extract from or integrations with existing systems or has anticipated future communication with Simmons systems (including single sign-on integration) Requires custom extracts from existing systems Project Management Office December 2015 Page 4

5 Public Safety - Specific Project Criteria Projects that have any of the following characteristics need to be approved through the Capital Initiative Process: Security enhancements in excess of $5,000 or any camera, panic button, or card access enhancement project Requires more than 24 hours of Public Safety staff time to assist with project activities such as: development, planning, project management, security details, implementation, or ongoing maintenance Public Safety will work with you to determine the number of hours needed. Project Management Office December 2015 Page 5

6 Tips for Proposals Capital Team (S. Gusmini, D. Wahlen, M. Legee, V. Scotti, D. Hallisey) can help with proposals, in particular related to scoping the time involved with delivering the project. Please consult as early as possible to prevent a backlog right before the deadline. Focus on the business issue you want to address, not the software/equipment solution. You should not select a vendor at this point just perform initial research Proposals are being assessed for CONCEPT and $ ORDER OF MAGNITUDE By thoroughly filling in the proposal form you will have satisfied the zero-based budget requirements for supporting documentation Do NOT submit the funding request in your department budget Obtain Operating Team member sign off prior to submitting final proposal version ( approval is fine) Projects previously submitted and not approved may be re-submitted Project Management Office December 2015 Page 6

7 Timeline and Process Timing December - January February 1 February March May Activities Capital Team (Technology, B&G, Public Safety, Budget) reviews proposals and provides feedback and assistance to requestors FINAL Capital Initiative Proposals Due Capital Team drafts recommendations for executive leaders SVP Finance & Admin and Provost determine what will be funded Notify requesters of funding decisions Project Management Office December 2015 Page 7