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Program Controls Systems & Processes

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Program Controls Systems & Processes

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  1. Program Controls Systems & Processes Board of Trustees Workshop October 11, 2005

  2. Introduction • Objectives • Presenters • Agenda

  3. Objectives • Describe Program Controls Process and Systems • Provide Current Program Budgets and Schedule • Discuss Key Program Controls Issues

  4. Presenters • Al Harrison - VP of College Operations • Yulian Ligioso - Director of Fiscal Services • Dave Kirn – Program Manager • Bruce Rich – Program Controls Manager • Dale Molyneux – Manager Estimating/Scheduling • Geraldine Bracken – Financial Controls Manager • Arthur Bart-Williams – VP, Professional Services (ViaNovus, Inc.)

  5. Agenda • Overview of Program Control Systems • Budget/Cost Management • Current Budgets • Paragon System- Cost Mgmt System • Procurement Process • Delegation of Authority • Schedule Management • Current Schedule • Program Cash Flow • Information Management

  6. Overview of Controls Systems • Budget / Cost Management • Schedule Management • Procurement Management • Information Management

  7. Budget Management Process START

  8. Schedule Management

  9. Procurement Process

  10. Information Management Process

  11. Budget/Cost Management Systems • Funding Sources • Detailed Budgeting • Initial Budgets • Project Definition Budgeting • Budget Issues

  12. Funding Sources • Funding Sources • Measure C $249M • Local Funds ? M • State Funds ? M • Donations ? M Total Funding $250M +

  13. Program Budgeting • Initial Budgets 36 Projects = $249.5M (100%) • Current Budgets 47 Projects = $200.8M (80%) Program Mgmt = $ 12.8M ( 5%) Contingency = $ 35.9M (15%) Total $249.5M (100%)

  14. Program Budget Components • Program Level Budget Components • Facilities Master Plan • Facilities Assessments • Program Studies • Campus Master Plan • Program Support Staff • Program Management Staff

  15. Project Budget Components • Project Level Budget Components • Design • A & E Fees • Plan Check • Construction • Haz Mat • Bonds and Insurance • Test and Inspection • Furniture, Fixtures & Equipment • Relocation • Construction Management • Contingency

  16. Detailed Program Budget • Budget Breakdown 8-15-05 COM (Final).xls Appendix 1

  17. Project Initiation Process • Define Scope • Create Project Construction Estimate • Establish Schedule • Develop Project Budget • Determine Funding Source (s)

  18. Project Initiation Forms • JCAF Allocation Master.xls Appendix 2

  19. Paragon Systems • System Overview • Information Input • Typical Reports

  20. Budget/Cost Management Systems • Contingency Management • Program Level • Project Level • Reports • Management • District • Public

  21. Budget Issues • Program Definition Process • Internal Forces • People Changes • Ed Plan Changes • External Forces • Inflation • Regulatory Changes • Community Input

  22. Procurement • Procurement Process • Purchase Orders • Consultants • Contractors • Changes • Payment Process

  23. Review & Recommend VP Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Procurement ProcessOverview Establish Scope & Budget/Cost Codes Review & Approval Procurement Process Contracting Process Identify Need Project Initiation Form BOT Approval Of Award DOM M&O SMC VP Paragon

  24. Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Purchase Order ProcessGoods or Services Identify Need Establish Scope & Budget/Cost Codes Write Requisition ERS Review & Approval Create Purchase Order Send PO to Vendor Vendor Deliver Product DOM M&O SMC VP Paragon Vendor Submits Invoice

  25. Review & Recommend Review & Recommend VP VP Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Procurement ProcessConsultants RFP/RFQ Process Review Proposals & Recommend Shortlist Consultant Interviews Negotiate Agreement Write Requisition ERS BOT Approval Of Award BOT Approval Action (Final Contract) 1. Full Selection Committee approves interview process Review & Approval Create Purchase Order M&O SMC VP 2. Full Selection Committee approves recommended firm Send PO to Consultant Paragon Consultant Delivers Services

  26. Recommend to Award VP Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Procurement ProcessContractors Bid Bid Analysis Write Requisition ERS Review & Approval Create Purchase Order Send PO to vendor BOT Approval M&O SMC VP Document Execution Paragon Review & Recommend DOM M&O Contractor Deliver Services Notice to Proceed SMC VP

  27. Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Invoice Payment Process PM Approve Payment Vendor Submit Invoice Cost Controls Mgr Review Invoice Review & Approval Pay Invoice Accounting DOM M&O SMC VP Paragon

  28. Review & Approval DOM M&O SMC VP Review & Recommend VP Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Change Order Process Change Order Identified Contractor Submit Change Order Request CM Review Change Order Request Notice to Proceed BOT Approval Contract Amendment Accounting Cost Controls Mgr Assign Cost Code Paragon

  29. Delegation of Authority • Types of Commitments • Contracts/Purchase Orders • Changes • Suggested Limits • New Commitments – Up to $250,000 • Changes • Lesser of 5% of Original Agreement or $250,000 • Total change less than 10% of Original Agreement

  30. Review & Approval DOM M&O SMC VP Admin Approval ADMIN Director of Maintenance & Operations District Purchasing Swinerton CM/PM Board of Trustees Director of Modernization VP of College Operations VP M&O DP SMC DOM BOT Change Order ProcessProposed LT 10% Change Order Identified Contractor Submit Change Order Request CM Review Change Order Request Value Cost Controls Mgr Assign Cost Code BOT Approval Contract Amendment GT 10% Paragon Notice to Proceed

  31. Contracting Strategy • Encumber the bid amount plus 10% for contingency • Delegate the management of contingency to District Administration • Report use of contingency at regular intervals

  32. Schedule Overview • Program Schedule Development • Project Schedule Development • Schedule Format-Paper/Electronic

  33. Program Schedule Development • Identify Projects • Develop Sequence of Projects • Evaluate Impacts • Establish Priorities • Balance Resources • Integrate College Schedules • Adjust Schedule

  34. Project Schedule Process • Planning Template • Adjust Template to Project Scope • Establish Activity Durations • Adjust with Progress

  35. Program Cash Flow • Combine Schedule and Budgets • County Investment Earning • Impact of Delays

  36. Information Management • Filing System-Paper/Electronic • Software • Microsoft Office Package 2003 • Auto CAD 2005 • SureTrak 3.0 • Adobe Acrobat Professional 7.0 • Distribution • Access • SMC Team, Facilities, Financial Management & Vice President

  37. Summary • Overview of Program Controls • Budget / Cost Management • Schedule Management • Procurement Management • Information Management • Upcoming Activities • Program Budget/Schedule Update • Paragon Development