A. Capital Planning and Prioritisation Overview. SAMF Area: Framework Mapping (Star indicates process location) Process Map. Process Description

Transcription

1 Sub- A. Capital ning and Prioritisation Overview N/A Process Code: Sub-Process Code: A N/A (Star indicates location) Capital ning and Prioritisation works Seek to projects Manage for capital AA Long-term Conceptual AB Medium-term Programme Level AC Short-term Project Level AA-010 Long-term Conceptual AB-010 Medium-term Programme Level AC-010 Short-term Project Level This represents the ning and Prioritisation area within the Strategic Framework. Each chevron represents a block in the SAMF diagram above. Blocks underneath the chevrons are subes within the main in the area. s

2 Sub- A. Capital ning and Prioritisation Long-term Conceptual N/A Process Code: AA-010 Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation External Stakeholders Macro economic, external stakeholders input. Perform strategic Assessment Feasibility Assessment Develop an initial concept Feasibility paper projects for capital works Seek to Manage Owner / ner / F&S Start 3-5 Yearly review Perform current- and desired-state analysis Generation of projected needs YES Approval to include on plan? Long-term Conceptual Update long term conceptual AMP This relates to the development of new concepts, as well as the review of existing concepts. It should be conducted in 3- to 5-year intervals. Generally, the timeframe of the concepts identified should be such that the expected starting date is around 20 years from the current date. Consultation with external stakeholders is important. Approver Review concepts for to include on Long-term Conceptual Concepts should be identified in alignment with the strategic direction of the University. No financial information is recorded for concepts due to the low level of forecasting reliability. DB-010 Medium-term Programme Level s

3 Sub- A. Capital ning and Prioritisation Medium-term Programme Level N/A Process Code: AB-010 Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation Approver Owner / ner Internal Stakeholders DA-010 Long-term Conceptual Needs Assessment Perform Needs Assessment Annual Review Generate list of Programmes / Initiatives / Portfolios RULE: Long Term University approved Risk & Prioristisation Tool Rate and prioritise list of Programmes Approve Mediumterm Programme Level Create Final Medium-term Programme Level projects for capital works Seek to Manage This relates to the refinement of existing concepts as well as the identification of new programmes of work. The should be conducted annually. The timeframe of the identified programmes should be such that the expected starting date is around 10 years from the current date. Consultation with internal stakeholders is important at this level. Programmes should be identified in alignment with the strategic direction of the University. Financial information could be recorded at this stage, but would rely heavily on estimates. DC-010 Short-term Project Level s

4 Sub- A. Capital ning and Prioritisation Short-term Project Level N/A Process Code: AC-010 Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation These steps to occur concurrently Perform Gap Analysis Business Short-term Project Level works Seek to Owner / ner Medium-term Programme Level Review Existing Programme Receive approved ad hoc Requests Complete Conceptual Feasibility Assessment Long Term satisfied Update Short-term Project Level Move to Detailed ning if applicable Stop projects for capital Manage Approver Annual Review Process Approved Ad Hoc Project Requests Short-Term to be reviewed to ensure alignment with Mid- Term. This review cycle should be completed every 12 months Approve Short-term Project Level This relates to the refinement of existing programmes as well as the identification of new projects. The should be conducted annually. The timeframe of the projects identified should be such that the expected starting date is less than 5 years from the current date. Both internal and external stakeholders are important. Detailed financial planning and prioritisation activities are conducted. Projects should be identified and reviewed in alignment with the strategic direction of the University. Detailed financial information should be recorded if required. s

5 Sub- B. Overview N/A Process Code: B Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation works Seek to BA Stakeholders to Capital Requirements BB develop Business BC projects and seek funding BD phase and account for capital BE projects for capital Manage BA-010 Capital Requirements Analysis BB-010 Feasibility Assessment & Business Development BC-010 Review and prioritisation of submitted cases BD-010 Project Definition BE-010 Performance and Review BC-020 Capital Funding Review BD-020 Project Delivery BD-030 Capital Expenditure Control This represents the Capital Expansion area within the Strategic Framework. Each chevron represents a block in the SAMF diagram above. Blocks underneath the chevrons are subes within the main in the area. s

6 B. Stakeholders to Capital Requirements Sub- Capital Requirements Analysis Process Code: BA Sub-Process Code: BA-010 (Star indicates location) Capital ning and Prioritisation Approver ning Manager Faculty / Service Head Service Level Capital Requirements Start Identify and document capital requirenments Arrange periodic planning meeting with Faculty / Service Head N O Does ad-hoc request for capital expansion exist? YES : Business Strategic Requirements Criteria Conduct meeting to determine capital expansion Complete required section of Business Are high-level strategic met? Y E S Issue Updated Business Receive rejected Business Record Rejection in (AMP) Review for high level Feasibility and service delivery : Business Is High Level Feasibility satisfied? AB-010 Feasibility Assessment & Business Development YES Receive shortform Business Record status in plan Commit funding for detailed Business development Y E S Is a detailed Feasibility Business required? : Business AC-010 Review and prioritisation of submitted cases Receive approved Business template and submit for prioritisation Record Statusin Approve project for capital funding review phase projects for capital This involves the creation / collection of projects from the various stakeholders within the University. After projects have been identified through communication with Faculty and Service Heads, a small area of the Business template is populated with the project details. If required, the detailed Business phase is entered, otherwise the project could be rejected or delivered straight away, depending on the outcome of the Assessment. works Seek to Manage s

7 Sub- B. Assessment & develop Business Feasibility Assessment & Business Development Process Code: BB Sub-Process Code: BB-010 (Star indicates location) Capital ning and Prioritisation Service / Faculty Head BA-010 Capital Requirements Analysis and resource Feasibility Assessment Review Business approved for Feasibility Assessment Review Service Level Requirements : Business : Feasibility Assessment Review Approved Feasibility Assessment and resource Business development BC-010 Review and prioritisation of submitted cases Submit Business for prioritisation projects works Seek to Manage for capital Delegated Resource Conduct Feasibility Assessment Prepare Feasibility Assessment : Feasibility Assessment YES Is the project feasible? : Feasibility Assessment Combine Justification with Feasibility Assessment : Business Write detailed Business : Business If a project requires a detailed Feasibility Business, this is followed. It is possible for some projects to bypass this sub-. Approver Review Feasibility Assessment Review Business for A Feasibility Assessment is performed. If a project is considered feasible, the detailed Business is then written. ning Manager Receive rejected Feasibility Assessment Terminate project and reflect in AMP Business Approved? YES Following es are the prioritisation and of funding of submitted Business cases. s

8 Sub- B. projects Review and prioritisation of submitted cases Process Code: BC Sub-Process Code: BC-010 (Star indicates location) Capital ning and Prioritisation Delegated Authority Resource BB-010 Feasibility Assessment & Business Development BA-010 Capital Requirements Analysis : Business Business received Update (AMP) with status Confirm funding and cash flow Prioritisation Criteria Proposed or Improvement Projects Committees Submit for Capital Funding Approval BC-020 Capital Funding Review projects for capital works Seek to Manage This deals with prioritising submitted Business cases and submitting for funding. s

9 Sub- B. projects Capital Funding Review Process Code: BC Sub-Process Code: BC-020 (Star indicates location) Capital ning and Prioritisation Delegated Authority ning Manager Committees BC-010 Review and prioritisation of submitted cases Receive capital funding request : Business Review submission and Approve or Reject Is funding approved? N O Terminate project and reflect in AMP YES Budgetary Process Criteria Receive Approved Budget Request Reflect project status in AMP BD-010 Project Definition projects for capital works Seek to Manage This is the for submitted Business cases. Approved project proceed to the project delivery phase. s

10 Sub- B. for capital Project Definition Process Code: BD Sub-Process Code: BD-010 (Star indicates location) Capital ning and Prioritisation Approver Development Manager Delegated Authority ning Manager BC-020 Capital Funding Review Detailed ning Documentation and resource definition phase Develop Detailed ning Documentation Review and approve planning documentation Reflect Status in AMP Communicate plans with stakeholders Commit Resources and establish accountability Review ning Documentation and Proceed with Project Delivery Accountabilities BD-020 Project Delivery projects for capital works Seek to Manage This is the project definition phase of delivering the work. s

11 Sub- B. for capital Project Delivery Process Code: BD Sub-Process Code: BD-020 (Star indicates location) Capital ning and Prioritisation Project Manager BD-010 Project Definition Review established delivery milestones Detailed ning Documentation Review and communicate delegations Manage work Financial Capital Expenditure Control Sub-Process BD Is milestone achieved? Y E S projects for capital works Seek to Manage Delegated Resource Perform delegated tasks to achieve milestones Reflect status in AMP This is the project delivery phase of the project. Capital expenditure review (Sub BD-030) is completed throughout the project delivery phase. Approver Authorise next delivery phase YES Approve delivery completion status Is the project finished? Finance Reflect status in AMP Capitalise completed delivery BE-010 Performance and Review s

12 Sub- B. for capital Capital Expenditure Control Process Code: BD Sub-Process Code: BD-030 (Star indicates location) Capital ning and Prioritisation This is a sub End projects works Seek to Manage Finance Delegated resource Start Financial / Exception Report Identify and report exceptional variances Identify the cause of exceptional variance Project Financials Manage budget and/or adjust financial out-turn Does out-turn exceed available resources? YES Exception Report Highlight outturn in AMP and report to Executive for capital This is the capital expenditure review sub- within the Project Delivery, BD-020. Financial information for the project is reviewed for exceptional variances and action taken to manage the budget. If a reforecast indicates that the financial outturn is expected to exceed the allocated funding, an exception report is distributed to the appropriate authority. s

13 Sub- B. Performance and Review Process Code: BE Sub-Process Code: BE-010 (Star indicates location) Capital ning and Prioritisation Delegated resource Start Key Performance Drivers and Metrics Identify Performance Measures, Targets & Accountabilities Key Performance Drivers and Metrics Review strategic effectiveness Financial / Exception Reports Maintain financial control Is delivery completed? projects for capital works Seek to Manage Track and record Financial Information YES The for monitoring and reviewing applies to the entire area of the SAMF and is a consistently applied conceptually throughout the execution of all stages. Finance Update AMP and Capitalise completed project End s

14 Sub- C. Overview N/A Process Code: C Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation CA CB Works against Budget CC response to budget CD Deliver Program and account for Revenue CE Monitor and Review Performance projects works Seek to Manage CA-010 Condition Monitoring CB-010 Budget CC-010 Backlog Impact Assessment CD-010 Develop proposed Annual ning Program CE-010 Performance for capital CA-020 Strategic Review CB-020 Projects against allocated funding CD-020 Arrange provision of Services This represents the area within the Strategic Framework. CD-030 Expenditure Control Each chevron represents a block in the SAMF diagram above. Blocks underneath the chevrons are subes within the main in the area. s

15 Sub- C. Condition Monitoring Process Code: CA Sub-Process Code: CA-010 (Star indicates location) Capital ning and Prioritisation Originator Start Review outcomes from previous works programs projects works Seek to Manage for capital Resource Undertake Condition Audit for current year Review Condition Audit database to ensure integrity of data Issue Condition Based Reports to Strategic Review CA-020 Strategic Review This is the for performing condition monitoring activities. Annual Desktop Review 3 yearly Condition Audit Condition Based Reports s

16 Sub- C. Strategic Review Process Code: CA Sub-Process Code: CA-020 (Star indicates location) Capital ning and Prioritisation Assign priority weighting to Condition Audit Breakdown or Unplanned Requirements Staffing Requiremetns Issue Business : Business works Seek to Originator projects Manage Requirements with Condition Standards Review Short and Mid- Term s and identify 'big ticket' items ned, Preventative and Routine Requirements Pass Total Volume of to FINANCE for capital Receive Condition Based Reports Develop Annual Works Program based on funding Financial Review Issue Notice of Funding Grant This is the for performing strategic maintenance review and communicating with Finance. Resource Update Backlog Update (AMP) Submit to Finance for Project Coding CA-010 Condition Monitoring CB-010 Budget s

17 Sub- C. Works against Budget Budget Process Code: CB Sub-Process Code: CB-010 (Star indicates location) Capital ning and Prioritisation works Seek to Finance CA-020 Strategic Review Receive report on current Requirements Apply Appropriate Funding Model Perform Variance Analysis funding (Award) Issue Notice of Award to relevant Department CB-020 Projects against allocated funding projects for capital Manage Total Liability Business Capital Replacement Valuation Report Internal Budgetary Constraints Issue notice of funding grant This is the for determining the allocated maintenance budget. s

18 Sub- C. Works against Budget Projects against allocated funding Process Code: CB Sub-Process Code: CB-020 (Star indicates location) Capital ning and Prioritisation works Seek to ning Resource CB-010 Budget Allocated Budget Receive Notice of Award Review Annual Requirements Allocate staffing costs Allcoate funding for unplanned maintenance Allocate funding for compliance related projects program maintenance work Update backlog with un-allocated projects Establish / Finalise Annual Works Program CC-010 Backlog Impact Assessment projects for capital Manage This is the for prioritising maintenance works against the allocated budget. Finance Project codes allocated by Finance s

19 Sub- C. Backlog Impact Assessment Process Code: CC Sub-Process Code: CC-010 (Star indicates location) Capital ning and Prioritisation Findings Findings Backlog Report Resource CB-020 Projects against allocated funding Assess backlog with strategic point of view Develop short report on backlog Actively communicate with Finance on report findings projects for capital works Seek to Manage Backlog Report This is the for performing the maintenance backlog impact Assessment. Finance Backlog Report Receive Backlog Report Report to relevant stakeholders (ie. TEFMA) CD-010 Develop proposed Annual ning Program Backlog Report s

20 Sub- C. Deliver Program and account for Revenue Develop proposed Annual ning Program Process Code: CD Sub-Process Code: CD-010 (Star indicates location) Capital ning and Prioritisation Resource Project Codes from Finance Receive of codes Cash Flow Devlop CFS based on expected delivery time Cash Flow Distribute Cash Flow plan to Finance CD-020 Arrange provision of Services projects for capital works Seek to Manage This is the for developing the proposed annual maintenance works program, based on the allocated funding.. Finance Distribute codes Receive Cash Flow CC-010 Backlog Impact Assessment Cash Flow s

21 Sub- C. Deliver Program and account for Revenue Arrange provision of Services Process Code: CD Sub-Process Code: CD-020 (Star indicates location) Capital ning and Prioritisation Resource CD-010 Develop proposed Annual ning Program Procurement of goods and services Perform maintenance activities CD-030 Expenditure Control projects for capital works Seek to Manage This is the for arranging provision of maintenance services. s

22 Sub- C. Deliver Program and account for Revenue Expenditure Control Process Code: CD Sub-Process Code: CD-030 (Star indicates location) Capital ning and Prioritisation Resource Finance Reports TEAM level expenditure review Investigate major variances Manage issues and take action Advise controlling group of significant issues CE-010 Performance projects for capital works Seek to Manage This is the maintenance expenditure control procedure. Finance CD-020 Arrange provision of Services Generate and distribute Financial Reports Controlling group Receive notification of significant issues s

23 Sub- C. Monitor and Review Performance Performance Process Code: CE Sub-Process Code: CE-010 (Star indicates location) Capital ning and Prioritisation Works Programme Key Performance Drivers and Metrics Key Performance Drivers and Metrics Financial / Exception Reports Delegated resource CD-030 Expenditure Control Identify Performance Measures, Targets & Accountabilities Review strategic effectiveness Maintain financial control Is delivery completed? projects for capital works Seek to Manage Track and record Financial Information YES This is the maintenance management. Finance Update AMP and Works Programme End s

24 Sub- D. Overview N/A Process Code: D Sub-Process Code: N/A (Star indicates location) Capital ning and Prioritisation DA Identify assets for DB Seek to retire assets DC Manage DD Record events DE works Seek to projects Manage DA-010 Identify assets for DB-010 Approval for assets DC-020 Project Definition DD-010 Record events DE-010 Performance & Review for capital DA-020 Economic and Strategic Analysis DC-030 Project Delivery DC-040 Retirement expenditure control This represents the Retirement area within the Strategic Framework. Each chevron represents a block in the SAMF diagram above. Blocks underneath the chevrons are subes within the main in the area. s

25 Sub- D. Identify assets for Identify assets for Process Code: DA Sub-Process Code: DA-010 (Star indicates location) Capital ning and Prioritisation University & Service Level Information Owner / Finance Start Identify retiring assets from review Ad-hoc requirement for asset Is the asset being replaced by other, new asset(s)? YES Link with and Improvement Process projects for capital works Seek to Manage Ad-hoc asset information This represents the identification of assets for. The identifies assets by way of routine review, as well as adhoc requests or events. Delegated Resource Develop Business Document assets in the DA-020 Economic and Strategic Analysis A clear link is established between this area of the SAMF and the area, since of assets could trigger the acquisition of new ones. : Business s

26 Sub- D. Identify assets for Economic and Strategic Analysis Process Code: DA Sub-Process Code: DA-020 (Star indicates location) Capital ning and Prioritisation Retirement Impact Assessment projects works Seek to Manage Delegated Resource DA-010 Identify assets for Review for assets Perform strategic and economic analysis Update Business DB-010 Approval for assets for capital and Information : Business This details the strategic and economic analysis that is performed as part of the asset. This information is required for the that follows. s

27 Sub- D. Seek to retire assets Approval for assets Process Code: DB Sub-Process Code: DB-010 (Star indicates location) Capital ning and Prioritisation Should the proposal go to stage? works Seek to Reviewer DA-020 Economic and Strategic Analysis Review proposed s in Expansion & Information Reflect status in YES Criteria for DA-010 Identify assets for Reflect status in Reflect Status in DC-020 Project Definition projects for capital Manage This represents the for assets. Review and approve asset YES Approver Is the asset approved for? s

28 Sub- D. Manage Project Definition Process Code: DC Sub-Process Code: DC-010 (Star indicates location) Capital ning and Prioritisation Approver Development Manager Delegated Authority Finance DB-010 Approval for assets ning Documentation and resource definition phase Develop ning Documentation Review and approve planning documentation Communicate plans with stakeholders & Link Reflect Status in Commit Resources and establish accountability Review ning Documentation and Proceed with Delivery Accountabilities DC-030 Project Delivery projects for capital works This represents the project definition phase of asset. Resources are established and committed, and plans are communicated to stakeholders. Seek to Manage s

29 Sub- D. Manage Project Delivery Process Code: DC Sub-Process Code: DC-020 (Star indicates location) Capital ning and Prioritisation DC-010 Project Definition Review established delivery milestones Review and communicate delegations projects works Seek to Manage Manager ning documentation Manage work Is milestone achieved? for capital Capital Expenditure Control DC-030 Delegated Resource Perform delegated tasks to achieve milestones + DD-010 Record Retirement Events + Y E S Reflect Status in Is the project finished? This represents the project delivery phase of asset. Approver Authorise next delivery phase YES Approve delivery completion status Finance Register Reflect status in DE-010 Performance & Review s

30 Sub- D. Manage Retirement expenditure control Process Code: DC Sub-Process Code: DC-030 (Star indicates location) Capital ning and Prioritisation End Financial / Exception Report Project Financials Does out-turn exceed available resources? projects works Seek to Manage Finance Start Identify and report exceptional variances YES Highlight out-turn and report to Exec for capital Exception Report This is a sub of the Project Delivery within the asset area of the SAMF. Delegated resource Identify the cause of exceptional variance Control Costs and/ or adjust financial out-turn as required It represents the expenditure control that is to be exercised throughout the delivery phase. s

31 Sub- D. Record events Record events Process Code: DD Sub-Process Code: DD-010 (Star indicates location) Capital ning and Prioritisation Finance Delegated Resource Start Track and record events Update End projects for capital works Seek to Manage This represents the tracking and recording of events n the. s

32 Sub- D. Performance & Review Process Code: DE Sub-Process Code: DE-010 (Star indicates location) Capital ning and Prioritisation Delegated resource Start : Business Identify Performance Measures, Targets & Accountabilities Key Performance Drivers and Metrics Key Performance Drivers and Metrics Review strategic effectiveness Financial / Exception Reports Maintain financial and operational control Is delivery completed? projects for capital works Seek to Manage Track and record Financial Information YES This represents the tracking and recording of events n the. Finance Update End s

33 Sub- INSERT TITLE HERE INSERT PROCESS NAME HERE INSERT SUB-PROCESS NAME HERE Process Code: Sub-Process Code: PROCESS CODE SUB-PROCESS CODE (Star indicates location) Capital ning and Prioritisation works Seek to projects Manage for capital Sample Description. Enter the description of the on the page here. This will make it easy for the user to interpret what they are looking at. s