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Capital Planning Module Gary R. Schaecher Founder, TMA Systems, LLC

Capital Planning Module Gary R. Schaecher Founder, TMA Systems, LLC. Capital Planning Module Providing Answers to Important Questions. What is the current condition of your facility? How much money do you need? Is your level of funding appropriate?

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Capital Planning Module Gary R. Schaecher Founder, TMA Systems, LLC

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  1. Capital Planning ModuleGary R. SchaecherFounder, TMA Systems, LLC

  2. Capital Planning ModuleProviding Answers to Important Questions • What is the current condition of your facility? • How much money do you need? • Is your level of funding appropriate? • Given a capital budget, what will happen to the condition of your assets over time? • What needs to be worked on first? • What is the baseline of your facility?

  3. Capital Planning Module • Provides current replacement value of each asset. • Determines if current funding levels are adequate. • Helps forecast the impact of various funding levels. • Helps prioritize what should be funded first based on your needs. • Aligns your capital improvement plan with a facilities mission and fiscal goals.

  4. Capital Planning Timeline Phase I (2014 target for completion) Release Capital Planning Module • BMAR database w/Estimating & Condition Assessment • Facility Improvements database w/Estimating • Life Cycle Renewal database w/Estimating • FCI Calculations & Analysis • Push Analysis data to Excel Worksheets What-if-scenarios possible 10-Year Plan Backlog Reduction Plan Reports & Graphs

  5. Phase II Timeline Phase II (Timeline Undermined) • Mobile solution for collecting assessment data (iPad) • Integrate Capital Planning Data to Projects Provides: Moving of CP Projects to Projects module Project Components Meeting Minutes Finance Forms Integration Time Management Contract Management Integration Change Orders, Punch Lists, Change Directives, etc. Invoicing & Payments Consultants and Contractors

  6. Basic Assumptions • It’s always easier to fund a problem that is specific & current. (Example: Roof leaks – past tense) • Data in Backlog of Maintenance & Repairs • Planned needs (future) are harder to fund. • Data in Cyclic Renewal Items (Boilers, chillers, etc.) • You will never reduce your backlog unless you keep it from getting worse. • The solution is to fund your Backlog (Your Problems) with input from Cyclic Renewal (Your Plan).

  7. Basic Assumptions (cont’d) • If Backlog data is not separated from your improvement items, the clarity of problems becomes clouded. • By separating the Backlog items from improvements, you have better control of your funding requests. • When necessary, you can still combine the two. Improvements are program driven.

  8. National Standards for Estimates • Our Elements table is Uniformat II. • This provides unique sorting capabilities. • The estimating breakdown format is a format familiar to budgeting managers. • You can analyze your building conditions down to major component levels. (Rollups) • Estimates of costs can be inflated over time.

  9. Facility Condition Index Facilities Condition Index (FCI) = Backlog of Maintenance & Repair / Current Replacement Values (CRV) The recognized FCI rating from this calculation is: 0 - 5% = Good Condition rating 5% - 10% = Fair Condition rating > 10% = Poor Condition rating > 20% = Red Flag Condition rating

  10. CP Schema (Simplified) Classify By: Reports Graphs 6 Worksheets Uniformat Groups 10 Year Plan FCI Capital $’s Work Areas Work Reason BMAR Markups Work Impact Improvements Cyclic Renewal Funding Grps

  11. Building Condition Browse

  12. Building Condition (FCI) Browse

  13. Five Software Components • Backlog of Maintenance & Repair Form/Browse • Cyclic Renewal Items Form/Browse • Facility Improvements Form/Browse • Conclusions: Excel worksheets & graphs • Interactive : What-if scenarios can be created. • Funding Needed worksheet • Strategic Plan worksheet • 10-Year Backlog Reduction Plan • Tool to select groups of projects and prioritize them.

  14. The 10 Processes Load all of your data. Update Backlog, Improvements, and Renewal records through facility audits. Level Cyclic Renewal items to find the annual future need for your facilities. Use the Excel “Backlog/Improvement" worksheet to analyze your Backlog Reduction Strategic Plan. Develop a strategic plan to meet to your needs. Use the six Excel worksheets. Test your plan.

  15. The 10 Processes (cont’d) Select individual work projects for funding for the next biennium and annual budget period. Complete the preparation of a 10 year plan. Print your results. Start over with the next funding periods – Repeat Capital Planning Process.

  16. Capital Planning Lookups 12 New Lookups to Classify: BMAR Facility Improvement Items Cyclic Renewal Items

  17. Capital Planning Menu 3Newtables for tracking: Backlog of Maintenance & Repair Facility Improvement Items Life Cycle Renewal Records

  18. Estimating Create Estimates by Craft, Unit Cost, or Lump Sum

  19. Powerful Browse & Query Capabilities

  20. BMAR Browse Form

  21. Graph BMAR/Facility Improvements Data

  22. 10-Year Plan Form

  23. Six Excel Worksheets for What-if-Scenarios

  24. Pushing CP Data to Excel Is Automated

  25. Display Data in Understandable Formats

  26. Large Selection of Reports & Graphs (50+)

  27. Questions and Comments?Thank You! Suggestions: gary.Schaecher@tmasystems.com

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