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Architect of the Capitol Fiscal Year 2005 Budget Call & Fiscal Guidance

Architect of the Capitol Fiscal Year 2005 Budget Call & Fiscal Guidance. Preparation of the Multi-Year Budget

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Architect of the Capitol Fiscal Year 2005 Budget Call & Fiscal Guidance

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  1. Architect of the CapitolFiscal Year 2005 Budget Call & Fiscal Guidance Preparation of the Multi-Year Budget • The FY05 Multi-Year Budget submission will consist of all non-recurring projects for which funds are being requested in FY05 and those future projects that are projected to require funding during FY06 through FY09. • The Multi-Year Budget consists of 4 sections: • Capital Improvement Plan (CIP) Development Projects • Non-CIP Projects • Minor Construction • Study, Design, and Condition Assessment

  2. Multi-Year Budget Type Definitions: • Capital Improvement Plan (CIP) Development Projects: CIP projects are defined as, “A capital project [that] is a non-recurring construction project or system replacement thatexceeds $250,000 in cost and requires design documents and specifications for its execution.” • Capital Improvement Projects must be at 100% design, with construction documentation, before being considered for construction funding in FY05. • Non-Capital Improvement Plan (CIP) Development Projects: This incorporates planned non-recurring construction projects not meeting the $250,000 threshold. For these projects a compelling justification providing the description and need/benefit of the project will be required, including a statement addressing the risk and impact if funding for the project is not provided. • Minor Construction: Minor Construction provides flexibility for unforeseen construction-related needs as required by Members, Officers, Committees and various Congressional support organizations. Construction-related needs incorporate minor construction, repair, and major alteration projects, and related activities in connection with jurisdictional construction and maintenance activities. • Study, Design, and Condition Assessment: The Study, Design, and Condition Assessment line provides flexibility to perform studies, designs and condition assessments. Under this Multi-Year budget item, specific known studies, designs, and condition assessments should be itemized with an associated estimated cost.

  3. Architect of the CapitolFiscal Year 2005 Budget Call & Fiscal Guidance Timeline JULY 31ST 2003 The budget consists of the following three sections: • The Operating Budget (Annual Recurring Program Groups and Non-Recurring Budget Items - One-Year Annual Funds) • The Multi-Year Budget (Non-recurring Multi-Year Capital Improvement Projects) which also incorporates a Five-Year Capital Budget Plan. • Full-Time Equivalent (FTE)/Positions (Personnel Compensation & Benefits and FTE/Position Requests) August – September 2003 • Jurisdiction Account Holders will present and justify their budget submissions in a joint session with the Budget Office, Architecture, Engineering, Construction Management, and Procurement. Mid-October 2003 • Decisions on final budget levels due. Early November 2003 • FY05 Budget is prepared for submission to the Office of Management and Budget (OMB) Mid December 2003 • Detailed justifications for the FY05 Budget due to the Senate and House Committees on Appropriations.

  4. Answering the call… • Use of PIC • 1391 data • Project Evaluation information • Generation of 1391’s – One location for all information! • Lockout of data after July 31st • A strawman FY05-FY09 list has been developed to estimate workload and get a jump start on input. • Available information is being input by Planning and Jurisdictions • Project managers will be responsible to input 1391 and Project Evaluation information into PIC w/Jurisdiction and Planning assistance. • Program Directors shall identify projects which cross Jurisdictions.

  5. Preparing Effective Documentation General Tips “More” is better than “less” Justification data means more opportunities to get “scoring points” Use ‘plain english” – No Tech Talk… Meet with customers Walk the site, then tell the story Provide photographs Provide usable site plan if applicable to project

  6. Preparing Effective 1391’s • Title: Use a concise, but descriptive title • Block 9: Provide a FY for each project • Property Acquisition • Professional Services • Construction Costs • Include Escalation / Contingency • Miscellaneous Expenditures • Block 10: Description of Proposed Construction • More is better • Describe special or high cost items

  7. Preparing Effective 1391’s • Block 11a: Project • Hard hitting opening statement, a concise summary of the project. • Block 11b: Scope • How was the scope of this project determined? • A Study? A Regulatory inspection or requirement? • Block 11c: Requirement • First sentence should state the real requirements! • Why does the AOC need this project? • Provide short summary of missions and functions performed or supported by this jurisdiction.

  8. Preparing Effective 1391’s • Requirement – cont’d • How will this project support the AOC mission? • BE SPECIFIC !!! • Provide relevant data to support the requirement. • How did we get into the position to need this project? • New programs, new missions, more people, regulatory or security requirements? • What is the basis for you needing this project in a given FY?

  9. Preparing Effective 1391’s • Block 11d: Current Situation • Current Problems? • Condition of existing facilities or equipment (if any) ? • History of problems? Dates, frequency, costs, impacts? • Citations? Who issued them and when? • Forced to do work arounds? Costs? • Impacts on readiness or operations? • Is the situation reaching the breaking point? • Provide info on hazardous conditions, environmental problems, utility outages, internal or external complaints.

  10. Preparing Effective 1391’s • Block 11e: Impact if not provided • Hard hitting and concise! • Why can’t this project wait another year? • Don’t recycle statements already used. • Avoid cliches • Impact of not fixing (if applicable)?

  11. Preparing Effective 1391’s • Block 11f-j: Alternatives Considered • Status Quo • Renovation/Modernization • Lease • New Construction • Analysis Results • Supplemental Data • Issues • Planning • Environmental Issues

  12. References needing ‘Evidence’ • Safety Hazards • Environmental Problems • Economic Savings • Improved efficiency, productivity • Mission degradation • Impacts on morale and retention • “This is the only viable alternative” – Prove it! • Adverse Health impacts • Security problems • Did you describe work arounds? Show Cost impact?

  13. Typical weaknesses in 1391’s • Lack of backup data, dates, citations, costs, or stats. • Requirement is vague or unclear • Write-up did not address previously approved projects • Use of unsubstantiated words such as: • “Productive” • “Effective” • “Efficient” • “Can’t perform the mission” • Did not tell a compelling story • Did not discuss options considered and rejected • No discussion of what is wrong with the current situation • No strong justification of why the project can’t be deferred

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