s xan Integrated Campus Planning System e ll T or a Coordinating … · 2010-10-01 · s The THECB...
Transcript of s xan Integrated Campus Planning System e ll T or a Coordinating … · 2010-10-01 · s The THECB...
sex
ans
Integrated Campus Planning System
ll Te
Planning System
Texas Higher Education
for
a Texas Higher EducationCoordinating Board
ege
f
Finance and Resource Planning
Col
le Roland Gilmore Jennifer Gonzales Program Directors
s Integrated Campus Planning System (ICPS)T bl f C t t
exan
s Table of Contents
• Project Approval Process Overview..…………………………………………3
ll Te
j pp
• Introduction to ICPS……………………….………………………………………9
• Project Applications……………………………………………………….………12
• Tuition Revenue Bond Projects 35
for
a • Tuition Revenue Bond Projects……………………………………………….35
• ICPS Capital Expenditure Plan (MP1)………..……………………….…….39
• ICPS Deferred Maintenance Plan (MP2)……………………………………71
ege
f • ICPS Deferred Maintenance Report (MP4)..………………………………85
• ICPS Facilities Inventory Search………………………………………………93
Col
le
10/6/10 2
s The THECB Project Approval ProcessP j t R i i A l
exan
s Projects Requiring Approval
Which projects need approval from the THECB?
ll Te Texas Education Code, §61.058, authorizes the Board to approve or disapprove
projects, regardless of funding source, for:
• New construction and/or addition projects that cost more $4 million or more;
for
a • Repair and renovation projects that cost $4 million or more;
• Unimproved and improved real property purchases;
• Improved real property acquired by gift or lease-purchase if the institution
ege
f intends to include the improved real property in its E&G buildings and facilities inventory and the value of the improved property is more than $300,000;
• Auxiliary Enterprise projects;
ll hl
Col
le • Intercollegiate Athletic projects;
• Energy Savings Performance Contract projects; and
• Tuition Revenue Bond projects (evaluation of standards).
10/6/10 3
s The THECB Project Approval ProcessWh t Fi d th M t U t D t I f ti
exan
s Where to Find the Most Up-to-Date Information
Go to www.thecb.state.tx.us/PA/FinanceAndResourcePlanning and click on “Project Applications”.
ll Te
for
aeg
e f
Col
le
10/6/10 4
s The THECB Project Approval ProcessA l A th it
exan
s Approval Authority
To see which projects are eligible for each Approval Authority, click on “Approval Levels”.
ll Te
for
aeg
e f
Col
le
10/6/10 5
s The THECB Project Approval ProcessA l A th it
exan
s Approval Authority
Approval levels can be found for each project
ll Te
type.
The Commissioner and Asst Commissioner can approve a project
for
a can approve a project IF it meets all of the Board standards for that project type.
If th j t d t
ege
f If the project does not meet all the Board standards, it must go to the Committee, even if the dollar
Col
le threshold would have allowed for Commissioner or Asst Commissioner approval
10/6/10
approval.
6
s The THECB Project Approval Process A li ti P d
exan
s Application Procedures
• To submit a project for THECB approval, institutions must complete a project
ll Te
application through the Integrated Campus Planning System (ICPS) and submit a signed Certification Form from the institution’s Board of Regents.
• Projects to be considered by the Committee on Strategic Planning and Policy th B d h ll b b itt d t l t 80 d i t th l l
for
a or the Board shall be submitted at least 80 days prior to the regularly scheduled Board meeting.
• All information and requests for additional information to complete the Project Analysis are needed on or before the established
ege
f the Project Analysis are needed on or before the established deadline.
• Incomplete applications and those with unresolved issues pending after the submission deadline will be moved to the following Board
Col
le after the submission deadline will be moved to the following Board meeting.
10/6/10 7
sThe THECB Project Approval Process
Application Flowchartex
ans
ICPS Application
Board of Regents Certification
Assistant Commissioner
ReviewEligible for Asst
Commissioner Approval
ll Te Plan of Action
Property Appraisals
Certification
Commissioner Review
Eligible for Commissioner
for
a Property Appraisals
Institutional Response for Additional Data
Committee
ReviewApproval
Eligible for Committee
ege
f
Program Director Analysis Approval
Letter
Committee Review
Additional Data
Requested
gApproval
Col
le Board Review
Project Disapproved or Placed on Hold
Director Review
10/6/10 8
s Integrated Campus Planning System (ICPS)O i
exan
s Overview
What is the Integrated Campus Planning System?
ll Te • The Coordinating Board’s web application that allows for the efficient
collection of institutional information related to facilities and resource planning such as:
for
a planning, such as:
• Project Applications
• Tuition Revenue Bond Applications
ege
f Tuition Revenue Bond Applications
• Capital Expenditure Plans (MP1)
• Deferred Maintenance Plans (MP2 and MP4)
h d d l
Col
le • Search Records and Facilities Inventories
10/6/10 9
s Integrated Campus Planning System (ICPS)O i
exan
s Overview
ICPS can be accessed from the Project Application page or from the drop down box at http://www.thecb.state.tx.us/PA/FinanceAndResourcePlanning/
ll Te
p // / / g/
for
aeg
e f
Col
le
10/6/10 10
s Integrated Campus Planning System (ICPS) O i
exan
s Overview
• Log on with your ifi
ll Te
specific username and password (for help with this,
t t THECB)
for
a contact THECB). This gives you access to your particular i tit ti ( )
ege
f institution(s).
Col
le
10/6/10 11
s ICPS Project Applications O i
exan
s Overview
All current and
ll Te previous project
applications can be accessed by clicking on “Project
for
a jApplication”.
ege
fC
olle
10/6/10 12
s ICPS Project Applications Vi A li ti
exan
s View Applications
Note the drop
ll Te
pdown menu that appears.
To start, you can
for
a ysee the status of submitted project applications as well as “Pending”
ege
f project applications (not yet submitted to THECB), by
Col
le clicking on “View Project Applications”.
10/6/10 13
s Integrated Campus Planning System (ICPS)Vi A li ti
exan
s View Applicationsll
Te
A screen similar to the one here will
for
a appear listing the Project ID, Project Name, and Status.
ege
f Click on the Project ID to edit the record (can only edit projects in a “Pending” status).
Col
le
10/6/10 14
s Integrated Campus Planning System (ICPS)Vi A li ti
exan
s View Applications
Once you click on the j t ID it ill t k
ll Te
project ID, it will take you to this screen, with “Add Project Application” at the t Thi i th
for
a top. This is the same screen that will appear after importing or starting
li ti It
ege
f a new application. It is where the bulk of the detail is entered.
Col
le
(details on how to fill out the rest of the application will follow)
10/6/10 15
s ICPS Project Applications S b it A li ti
exan
s Submit Applications
Looking in the drop
ll Te down menu, if a project
does not already have an application, there are a variety of ways to
b it U
for
a submit one. Users can:
•Start a new project application,
•Import MP1 MP2 or
ege
f •Import MP1, MP2, or TRB records into a project application, or
•Submit a project for re-approval
Col
le re-approval.
First, click on “Start a new Project Application”.
10/6/10 16
s ICPS Project Applications St t N A li ti
exan
s Start a New Application
It will take you to the “Add P j t
ll Te
“Add Project Application” screen, just as clicking on an existing project did. All i f ti i
for
a All information is entered in this screen.
N ti th t th t
ege
f Notice that the system created a new Project ID. It will remain the same for the life of th j t
Col
le the project.
10/6/10 17
s ICPS Project Applications I t A li ti
exan
s Import Applications
F i
ll Te
For convenience, a copy of the most recently submitted MP1, MP2, and TRB
d h b
for
a records have been placed here for easy import into a project application. Simply click on “Import
ege
f click on “Import Application”.
Col
le
10/6/10 18
s Integrated Campus Planning System (ICPS)I t A li ti
exan
s Import Applications
You will be
ll Te
You will be directed to a screen that shows all the institution’s MP1
for
a institution s MP1, MP2, and TRB records. From here, choose the project to import
ege
f project to import into a project application by clicking in the far right column
Col
le right column.
10/6/10 19
s Integrated Campus Planning System (ICPS)I t A li ti
exan
s Import Applications
The information f th d ill
ll Te
from the record will be pulled into the “Add Project Application” screen
h E t
for
a as shown. Enter data in all applicable fields that have not been auto-populated f th i t
ege
f from the import.
If you need assistance with a field, click on the
Col
le e d, c c o t ename (highlighted in blue) and a brief description will be provided.p
10/6/10 20
s Integrated Campus Planning System (ICPS)I t A li ti
exan
s Import Applications
When importing a
ll Te
When importing a TRB record, the system will ask you to enter the Legislative Session
for
a Legislative Session and Bill number from which the project received authority.
ege
f
Hit “Save and Return to Application” when complete. It will take you back to the “Add
Col
le you back to the Add Project Application” screen.
10/6/10 21
s Integrated Campus Planning System (ICPS)R A l
exan
s Re-Approval
Similarly, you can i t j t
ll Te
import a project application that has already been approved for re-
l Si l li k
for
a approval. Simply click on “Re-Approval” and a screen similar to the one here will
ege
f appear.
Find the project that needs to be re-
d d li k
Col
le approved and click on “Import this for Re-approval”.
10/6/10 22
s Integrated Campus Planning System (ICPS)R A l
exan
s Re-Approval
A box will appear h th
ll Te
where the information on why the project needs to be re-approved h ld b t d
for
a should be entered.
Make other changes in the application as needed
ege
f needed.
Col
le
10/6/10 23
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
All methods of sta ting/impo ting/ e
ll Te
starting/importing/re-approving an application will bring you to the “Add Project Application” screen
for
a Application screen where information will be entered.
Start by filling out the
ege
f y g“General Project Information” fields, beginning with the MP Type (whether it is a
l
Col
le capital project, deferred maintenance project, or neither).
10/6/10 24
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
The project name field sho ld al a s sta t
ll Te
should always start with either “Construct, Repair, Renovate, or Purchase” (or a combination of these if
for
a combination of these if necessary) based on the purpose of the project.
ege
f Continue down the application, filling out the Closing the Gaps Goals and Institutional C f
Col
le Contact Information sections.
10/6/10 25
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
Fill in the Approval Contact Info mation as
ll Te
Contact Information as well as the Compliance Questions.
If you are unsure what
for
a If you are unsure what to enter in a field, click on the blue highlighted field title to get more information. For
ege
f example, if you click on the first question, a pop up box will open with further explanation.
Col
le
10/6/10 26
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
Fill out the “Project Specifics” section The methodology of
ll Te
section. The methodology of calculating the construction cost standard makes the accuracy of the “Estimated Start Date and End Date” fields
for
a very important.
If the item is addressing deferred maintenance items, make sure to enter the amount
ege
f make sure to enter the amount below the project dates.
Fill in the “Project Space” and “Real Property” section (if
li bl ) If
Col
le applicable). If you are removing space from the inventory, add the date of removal or demolition.
10/6/10 27
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
Fill in the “Costs and
ll Te
Fill in the Costs and Fees”. Each category will automatically subtotal, as will the “Total Project Costs” box, once you hit th “U d t ” fi ld t th
for
a the “Update” field at the bottom of the application.
If there are values entered in the “Building Cost (New
ege
f g (Construction)” and/or “Building Cost (Repair & Renovation)” fields, there must be corresponding space entered in the
Col
le space entered in the “Project Space” section above.
10/6/10 28
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
If the project is h d t th
ll Te
phased, enter the cost of all phases in the “Total Cost” box.
for
a Trick: Use the update button after entering
b d th
ege
f numbers and the total fields will auto-calculate.
Th li k
Col
le Then, click on “Add Financing Information”.
10/6/10 29
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
For the financing, choose from drop down menus
ll Te
from drop down menus for the “Project Funding”, “Source”, and “Revenue Stream For Bonds”. Enter in the amount.
for
a
If only one financing type is used, click on “Save and Return to
ege
f Application”.
If you have more than one financing type, click
Col
le one financing type, click “Save and Add More” and repeat for each financing type.
10/6/10 30
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
For Cash funding, only the Source field needs to be
ll Te
Source field needs to be filled. For Bond funding, the Source and Revenue Stream for Bonds need to be filled.
for
a The Donation funding drop down is only for use in an event that a building or land has been donated
ege
f or land has been donated. Donations of money should be reflected as either Cash or Bonds.
If h i i
Col
le If there in an error in a finance entry, click “Delete” and “Add Financing Information” to change it.change it.
10/6/10 31
s Integrated Campus Planning System (ICPS)I t D t i t A li ti
exan
s Input Data into Applications
Once all entries have been made, review the
ll Te information. If correct,
click “Update” to save the record.
To send the application
for
a To send the application for approval, click on “Send Project Application for Consideration”.
Select “Clear Changes” if
ege
f Select Clear Changes if you don’t want to save or “Delete” if you don’t want to keep this project application.
Col
le application.
To print a copy of the project application, click on the printer symbol.
10/6/10 32
s Integrated Campus Planning System (ICPS)I D i A li i
exan
s Input Data into Applications
If there is a problem with the application a red error
ll Te
the application, a red error message will appear at the top of the application. Make changes as necessary and then click on “Send Project
for
a Application for Consideration” again.
If the project is sent successfully, the screen will
ege
f take you to the list of project applications and the project will be added at the bottom with the status of “Sent to System”. Once it is
Col
le Sent to System . Once it is approved by the System contact, the status will change to “Sent to THECB”.
10/6/10 33
s Integrated Campus Planning System (ICPS)W k h E i
exan
s Workshop Exercisell
Tefo
r a
ege
fC
olle
10/6/10 34
sICPS Tuition Revenue Bond Projects
Tuition Revenue Bond Historyex
ans
• Tuition Revenue Bonds (TRB’s) are secured by a pledge of an institution’s " f d " d fi d i Ch t 55 f th T Ed ti C d
Tuition Revenue Bond Historyll
Te
"revenue funds" as defined in Chapter 55 of the Texas Education Code.
• The state has historically appropriated funds to institutions to cover the debt service on revenue bonds issued pursuant to certain specific
th i ti t i di id l i tit ti i Ch t 55 T Ed ti
for
a authorizations to individual institutions in Chapter 55, Texas Education Code ("Tuition Revenue Bonds").
• TRBs are used to acquire, purchase, construct, improve, renovate, enlarge, or equip property buildings structures facilities roads or related
ege
f or equip property, buildings, structures, facilities, roads, or related infrastructure on or for the campus.
• When requested by the Legislature, THECB will open the TRB module in ICPS to collect Applications to be ranked and forwarded to the Legislature
Col
le ICPS to collect Applications to be ranked and forwarded to the Legislature for consideration.
10/6/10 3535
s ICPS Tuition Revenue Bond ProjectsO iex
ans Overview
For information online, click on the Tuition Revenue Bonds link at:http://www thecb state tx us/PA/FinanceAndResourcePlanning/
ll Te
http://www.thecb.state.tx.us/PA/FinanceAndResourcePlanning/
for
aeg
e f
Col
le
10/6/10 36
s ICPS Tuition Revenue Bond ProjectsO iex
ans Overview
Previous TRB application submissions as well as the current evaluation criteria can be found on this page
ll Te
criteria can be found on this page.
for
aeg
e f
Col
le
10/6/10 37
sICPS Tuition Revenue Bond Projects
Evaluation Criteriaex
ans
Projects will be evaluated on the following measures:
Evaluation Criteriall
Te 1. Extraordinary Circumstances
2. Efficiency (NASF to GSF)
3. Space Need
for
a p
4. Planned Project (on MP1 or MP2)
5. Cost
6 Matching Funds
ege
f 6. Matching Funds
7. Deferred Maintenance
8. Space Usage Efficiency
Col
le 9. Closing the Gaps – Participation, Success, and Excellence
10. Closing the Gaps Indices– Participation, Success, and Excellence (using data from the accountability system)
10/6/10 3838
s ICPS Capital Expenditure Plan (MP1)O i
exan
s Overview
Chapter 17 section 101 of THECB states that a Capital Expenditure Plan will be submitted on or before July 1 of every year, as required by Texas Education Code,
ll Te
y y y , q y ,§61.0582. The report shall include projects that are planned or may be submitted to the Board within the next five years, regardless of funding source for:
• new construction projects of $1 million or more,
for
a • repair & renovation projects of $1 million or more,• information resource projects that would total $1 million or more in one year,
and• property purchases that cumulatively would total $1 million or more in one
ege
f • property purchases that cumulatively would total $1 million or more in one year.
• History – Institutions were required to submit capital expenditure plan data to both the THECB (as the MP1), and to the BRB (as the Capital Expenditure
Col
le both the THECB (as the MP1), and to the BRB (as the Capital Expenditure Plan). The General Appropriations Act of the 77th Legislature eliminated this redundant reporting. The THECB now collects all capital planning data from institutions and state agencies and then shares the data with the BRB.
10/6/10 3939
s ICPS Capital Expenditure Plan (MP1)Wh t U C D
exan
s What Users Can Do
1. Submit Records
ll Te • Edit Previous Year’s Data (educational institutions only)
• Enter Records• Upload Records
for
a • Upload Records
2. Prioritize Records
ege
f 3. View a Summary
4. Certify Records
Col
le 5. Troubleshooting Tips
10/6/10 40
sICPS Capital Expenditure Plan (MP1)
Submit Recordsex
ans
• From the left menu frame Click on
Submit Recordsll
Te
frame, Click on “MP1 (Capital Expenditure Plan)” to expand the menu item
for
a menu item.
ege
fC
olle
4110/6/10 41
sICPS Capital Expenditure Plan (MP1)
Submit Records – Three Waysex
ans
• Note the expanded th t
Submit Records Three Waysll
Te
menu that appears. The system allows three means of submitting MP1
d
for
a records. • Use last year’s
records to submit records
ege
f for this fiscal year
• Start new MP1 records
Col
le • Upload MP1 records
4210/6/10 42
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
• Select “View MP1 R d ” t i
Submit Records Edit Previousll
Te
Records” to review the records transferred from the previous year.
for
a • A copy of the previous year’s records are copied into the current
ege
f into the current year for your convenience.
• Update or delete h d
Col
le each record.
• Select the project’s name to update.
4310/6/10 43
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
• Update the record’s i f ti d
Submit Records Edit Previousll
Te
information and select the “Update” button on the bottom of the form t SAVE
for
a to SAVE your updates.
• Note: Do not
ege
f include commas or punctuation when entering the number fields.
Col
le
4410/6/10 44
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
• The “Financing and Debt Repayment Information”
Submit Records Edit Previousll
Te
Repayment Information” does NOT contain the previous year’s information.
• Add financing information
for
a to the record by clicking on the “Add Financing Information” button.
ege
fC
olle
4510/6/10 45
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
On the “Financing Information” screen, enter the “Type of
Submit Records Edit Previousll
Te
enter the Type of Financing” and “Source of Funds” from the drop down menus.
If “Other” is selected,
for
a If Other is selected, specify. Enter in the expenditures.
If only one financing type is used, click on “S d R t t
ege
f “Save and Return to MP1”.
If you have more than one financing type, click on “Save and Add More”
Col
le on Save and Add More and repeat for each financing type.
To cancel this function, select “Cancel”.
4610/6/10 46
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
Back on the main
Submit Records Edit Previousll
Te record input screen, input the Debt Repayment Information by
for
a yselecting the “Add Debt Repayment Information” button.
ege
fC
olle
4710/6/10 47
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
Input the “Source of Funds”. You must specif if “Othe ” is
Submit Records Edit Previousll
Te
specify if “Other” is selected.Add the percent from General Revenue and Expenditures
for
a Expenditures. If only one source of funding type is used, click on the “Save and Return to MP1”
ege
f Return to MP1 . If you have more than one source of funding type, click on “Save and Add More” and repeat
Col
le Add More and repeat for each financing type. To cancel this function, select “Cancel”.
4810/6/10 48
sICPS Capital Expenditure Plan (MP1)
Submit Records – Edit Previousex
ans
Back on the main record input
Submit Records Edit Previousll
Te
pscreen, select the “Update” button to save the record.
Select the “Mark
for
a Select the Mark Data Entry Completed” to return to the summary page
ege
f summary page.
Col
le
4910/6/10 49
sICPS Capital Expenditure Plan (MP1)
Submit Records – Delete Previousex
ans
To delete a record l t th j t’
Submit Records Delete Previousll
Te
select the project’s name.
For example, to
for
a p ,delete the “Hardeman Student Service Center” MP1
ege
f Record, select and click on that title.
Col
le
5010/6/10 50
sICPS Capital Expenditure Plan (MP1)
Submit Records – Delete Previousex
ans
Scroll to the bottom of the
Submit Records Delete Previousll
Te
bottom of the web page and click the DELETE button.
for
a
This will remove the MP1 Record from the current
ege
f from the current fiscal year MP1 records.
Col
le
5110/6/10 51
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
To start a new MP1 d t
Submit Records Enter Recordsll
Te
MP1 record to submit for the current fiscal year, click on th “St t N
for
a the “Start a New MP1” link.
ege
fC
olle
5210/6/10 52
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Confirm you have read and
Submit Records Enter Recordsll
Te
read and understand the rules.
for
aeg
e f
Col
le
5310/6/10 53
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Complete the mandatory fields listed below that
Submit Records Enter Recordsll
Te
fields listed below that appear on the form: • Name • Building Number L ti
for
a • Location • Description • Type • Total Cost
ege
f • Start Date • End Date • Subject Area CIP code • Cost of L&M
Col
le • Cost of L&M Requirements
• Useful Life
5410/6/10 54
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
• Enter information in the “Square
Submit Records Enter Recordsll
Te
the “Square Footage” Section and the “Project Details” Section.
for
aeg
e f
Col
le
10/6/10 55
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Enter the Financing and Debt
Submit Records Enter Recordsll
Te
and Debt Repayment Information by selecting the “Add Financing
for
a Financing Information” button.
ege
fC
olle
5610/6/10 56
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
On the linked screen, enter in the “Type of
Submit Records Enter Recordsll
Te
enter in the Type of Financing” and “Source of Funds” using the drop down menu. You must specify if
for
a “Other” is selected. Enter in expenditures. If only one financing type is used, click on “Save
d R t t MP1”
ege
f and Return to MP1”. If you have more than one financing type, click on the “Save and Add More” and repeat for
Col
le More and repeat for each financing type. To cancel this function, select “Cancel”.
5710/6/10 57
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Back at the main d i t
Submit Records Enter Recordsll
Te
record input screen, input the Debt Repayment Information by
l ti th “Add
for
a selecting the “Add Debt Repayment Information” button.
ege
fC
olle
5810/6/10 58
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Input the “Source of Funds”. Please specify if
Submit Records Enter Recordsll
Te
p y“Other” is selected. Add the percent from General Revenue and Expenditures.
for
a If only one source of funding type is used, click on “Save and Return to MP1”. If there is more than
ege
f If there is more than one source of funding type, click on the “Save and Add More” button and repeat for
Col
le each financing type. To cancel this function, select the “Cancel” button.
5910/6/10 59
sICPS Capital Expenditure Plan (MP1)
Submit Records – Enter Recordsex
ans
Back at the main record screen
Submit Records Enter Recordsll
Te
record screen, review the updated information and select the “Add” button to save the
for
a button to save the record.
Select the “Mark Data Entry C l t d” t
ege
f Completed” to return to the summary page.
Col
le
6010/6/10 60
sICPS Capital Expenditure Plan (MP1)
Prioritize Recordsex
ans
• Note: These steps must be followed
Prioritize Recordsll
Te
must be followed each time a change is made to ensure the priorities are updated
for
a updated.
• Select and click the PRIORITIZE MP1 link.
ege
fC
olle
6110/6/10 61
sICPS Capital Expenditure Plan (MP1)
Prioritize Recordsex
ans
Prioritize the MP1 Records by
Prioritize Recordsll
Te
Records by selecting a record and clicking the Move Up” or “Move Down”
for
a Move Down buttons.
After arranging the projects from
ege
f the projects from HIGHEST PRIORITY (top) to the LOWEST PRIORITY
Col
le PRIORITY (bottom), select “Update Priorities”.
6210/6/10 62
sICPS Capital Expenditure Plan (MP1)
Prioritize Recordsex
ans
The resulting screen will appear
Prioritize Recordsll
Te
screen will appear showing all the current fiscal year MP1 Records (prioritized)
for
a (prioritized).
ege
fC
olle
6310/6/10 63
sICPS Capital Expenditure Plan (MP1)
View A Summaryex
ans
Select and click the SUMMARY REPORT
View A Summaryll
Te
SUMMARY REPORT link.
for
aeg
e f
Col
le
6410/6/10 64
sICPS Capital Expenditure Plan (MP1)
View A Summaryex
ans
A PDF file will download similar to
View A Summaryll
Te
download similar to the one below containing a summary of the current year MP1
for
a current year MP1 Records.
ege
fC
olle
6510/6/10 65
sICPS Capital Expenditure Plan (MP1)
Certify Recordsex
ans
To certify the current year’s MP1
Certify Recordsll
Te
current year’s MP1 Records, select “Certify” from the drop down menu.
for
aeg
e f
Col
le
6610/6/10 66
sICPS Capital Expenditure Plan (MP1)
Certify Recordsex
ans
• A screen similar to the one below will appear containing the certification form for the current fiscal year MP1 Records.
Certify Recordsll
Te • Fill in the Institution’s Contact Name, Title, Phone Number, and E-mail Address and Select the “Certify” button.
for
aeg
e f
Col
le
6710/6/10 67
sICPS Capital Expenditure Plan (MP1)
Certify Recordsex
ans
Print out the certification form and return the signed form to the Higher Education Coordinating Board on or before July 1st.
Certify Recordsll
Tefo
r a
ege
fC
olle
6810/6/10 68
sICPS Capital Expenditure Plan (MP1)
Troubleshooting Tipsex
ans
• To save your data, select ADD or UPDATE buttons to save inputs.
Troubleshooting Tipsll
Te • An error occurs after hitting ADD or UPDATE. • Make sure the totals add up and match in finance fields. • Make sure all fields are filled out.
• Do not include commas or punctuation in number fields
for
a • Do not include commas or punctuation in number fields. • Priorities are not in order or contain zeros as a priority rank.
• Click on PRIORITIZE MP1 and select UPDATE PRIORITIES. • An error occurs after uploading a file.
ege
f p g• Recheck fields to ensure a match with the file specifications. • Your changes are not saved. • Make sure you select the ADD or UPDATE button to save changes.
Col
le
6910/6/10 69
sICPS Capital Expenditure Plan (MP1)
Workshop Exerciseex
ans Workshop Exercise
ll Te
for
aeg
e f
Col
le
10/6/10 70
s ICPS Deferred Maintenance Plan (MP2)O i
exan
s Overview
Texas Education Code, Sec 61.0582, gives the THECB the task of
ll Te
Texas Education Code, Sec 61.0582, gives the THECB the task of collecting information on deferred maintenance needs from public institutions. The Campus Deferred Maintenance Plan (MP2), identifies current accumulated deferred maintenance (ADM) needs and lists projects planned to address accumulated deferred maintenance needs
for
a projects planned to address accumulated deferred maintenance needs in the next five years. Any project that cost $10,000 or more should be included. Capital renewal projects should not be included. The data is collected annually by October 15th.
ege
fC
olle
10/6/10 71
s ICPS Deferred Maintenance Plan (MP2)MP2 R d
exan
s MP2 Records
1. Submitting MP2 Records
ll Te • use the previous year’s records and either update, move, or delete
the records for the current fiscal year, or• start a new MP2 record.
for
a 2. Prioritizing the current fiscal year MP2 records
3. Viewing a summary of the current fiscal year MP2 records
ege
f
4. Certifying the MP2 records
5 T bl h ti
Col
le 5. Troubleshooting
10/6/10 72
sICPS Deferred Maintenance Plan (MP2)
Submit Recordsex
ans
From the left menu frame Click
Submit Recordsll
Te
menu frame, Click on “MP2 (Def. Maint. Plan)” to expand the menu item
for
a item.
ege
fC
olle
7310/6/10 73
s ICPS Deferred Maintenance Plan (MP2)S b it R d
exan
s Submit Records
Note the d d
ll Te
expanded menu that appears. The system allows two means f b itti
for
a of submitting MP2 records:
•Start a new MP2 record
ege
f record
•Use last year’s records to submit records for this
Col
le records for this fiscal year
10/6/10 74
sICPS Deferred Maintenance Plan (MP2)
Submit Records – Edit Previousex
ans
Select “View MP2 R d ” t i
Submit Records Edit Previousll
Te
Records” to review the records transferred from the previous year.
for
a A copy of the previous year’s records are copied into the current year for your
ege
f current year for your convenience.
Update, delete, or move the record to
Col
le move the record to the MP4 by first selecting the project’s name.
7510/6/10 75
sICPS Deferred Maintenance Plan (MP2)
Submit Records – Edit Previousex
ans
To update, the record, make changes as
Submit Records Edit Previousll
Te
make changes as needed and click the “Update” box. If you decide not to save the changes, use the
for
a changes, use the “Clear Changes” box.
To move the record to th MP4 fi t h
ege
f the MP4, first change the data if applicable and then click on “Move to MP4.”
Col
le
Use the “Delete” box to remove the record if desired.
7610/6/10 76
sICPS Deferred Maintenance Plan (MP2)
Submit Records - Enter Recordsex
ans Submit Records Enter Records
To start a new MP2, clicking on “Start a New
2” d ill b
ll Te
MP2” and you will be directed to the following screen.
Enter data into all fields.
for
a Enter data into all fields. Do not include commas or punctuation when entering in number fields.
Th M i t
ege
f The Maintenance Expenses and Deferred Maintenance Plan sections Total Cost must
t h
Col
le match.
To add the record, click the “Add” button.
7710/6/10 77
sICPS Deferred Maintenance Plan (MP2)
Prioritize Recordsex
ans Prioritize Records
Once all records have been entered
ll Te
have been entered, click on “Prioritize MP2” and you will be brought to the following screen
for
a following screen.
Order the records by clicking on a project and then use the
ege
f and then use the “MOVE UP” and “MOVE DOWN” buttons.
Col
le Once complete, click on “Update Priorities” box.
7810/6/10 78
sICPS Deferred Maintenance Plan (MP2)
View MP2 Summaryex
ans View MP2 Summary
• The resulting screen
ll Te
The resulting screen will appear showing all the current MP2 Records (prioritized).
for
a • From here, you can view a summary of the projects by clicking on “Summary
ege
f g yReport-XXXX” (current fiscal year).
Col
le
10/6/10 79
sICPS Deferred Maintenance Plan (MP2)
View MP2 Summaryex
ans View MP2 Summary
A PDF file will
ll Te
• A PDF file will download containing a summary of the current year MP2
for
a current year MP2 Records.
• You can print the report from here if d d
ege
f if needed.
• Use the “Back” button to return to the menu of
Col
le drop down choices.
10/6/10 80
sICPS Deferred Maintenance Plan (MP2)
Certify Recordsex
ans Certify Records
• To Certify the records select the
ll Te
records, select the “Certify” link and a screen similar to the one here will appear.
for
a pp
• Fill in the Institutional Contact’s Name,
ege
f ,Title, Phone Number, and E-mail Address and Select the “Certify”
Col
le button.
10/6/10 81
sICPS Deferred Maintenance Plan (MP2)
Certify Recordsex
ans Certify Records
Print out the
ll Te
Print out the PDF certification form, sign it, and the send
for
a it in to the THECB.
ege
fC
olle
10/6/10 82
sICPS Deferred Maintenance Plan (MP2)
Troubleshooting Tipsex
ans Troubleshooting Tips
• To save your data, select ADD or UPDATE buttons to save inputs.
ll Te
y , p• An error occurs after hitting ADD or UPDATE.
• Make sure the totals add up and match in finance fields. • Make sure all fields are filled out.
for
a • Do not include commas or punctuation in number fields. • Priorities are not in order or contain zeros as a priority rank.
• Click on PRIORITIZE MP1 and select UPDATE PRIORITIES. • Recheck fields to ensure a match with the file specifications
ege
f • Recheck fields to ensure a match with the file specifications. • Your changes are not saved. • Make sure you select the ADD or UPDATE button to save changes.
Col
le
10/6/10 83
sICPS Deferred Maintenance Plan (MP2)
Workshop Exerciseex
ans Workshop Exercise
ll Te
for
aeg
e f
Col
le
10/6/10 84
s ICPS Deferred Maintenance Report (MP4)O i
exan
s Overview
THECB collects actual expenditure data related to deferred maintenance in ti 61 0582 f th T Ed ti C d Th MP4 R t i
ll Te
response section 61.0582 of the Texas Education Code. The MP4 Report is due to the Board by October 15th each year.
• Submit MP4 Records
for
a • use the previous year’s records and either update, move, or delete the records for the current fiscal year, or
• start a new MP4 record.
ege
f
• View a summary of the current fiscal year MP4 records
Col
le • Certify the MP4 records
10/6/10 85
s ICPS Deferred Maintenance Plan (MP4)S b it R d
exan
s Submit Records
Select the “MP4 (Def Maint E pendit es)”
ll Te
Maint. Expenditures)” option to expand the sub menu.To submit a record, choose to:
for
a choose to:• Start a new MP4
record, Select “Start a new MP4”
ege
f • Edit a copy of last year’s records, Select “View MP4 Records”
Col
le • Upload MP4 records, Select “Upload MP4”
10/6/10 86
sICPS Deferred Maintenance Plan (MP4)
Submit Recordsex
ans
Complete or update the N d D i ti
Submit Recordsll
Te
Name and Description fields.Associate the Building Number with the
for
a Expenditure.Use the drop down menus to categorize the record deferred or demolition,
ege
f ,critical or non-critical.Populate or update the cost fields.Select “Add” or “Update” to
Col
le Select Add or Update to save the record.Select the “Delete” button to remove a record.
8710/6/10 87
sICPS Deferred Maintenance Plan (MP4)
View MP4 Summaryex
ans View MP4 Summary
• View summary of the projects by selecting “Summary Report-XXXX” (current fiscal year).
ll Te
for
aeg
e f
Col
le
10/6/10 88
sICPS Deferred Maintenance Plan (MP4)
View MP4 Summaryex
ans View MP4 Summary
• A PDF file will download containing a summary of the current year MP4 Records.
ll Te • Use the “Back” button to return to the main menu.
for
aeg
e f
Col
le
10/6/10 89
s ICPS Deferred Maintenance Plan (MP4)C tif R d
exan
s Certify Records
• To Certify the records select the
ll Te
records, select the “Certify” option.
• Fill in the Institutional Contact’s Name
for
a Contact’s Name, Title, Phone Number, and E-mail Address and Select the “Certify”
ege
f Select the Certify button.
Col
le
10/6/10 90
s ICPS Deferred Maintenance Plan (MP4)C tif R d
exan
s Certify RecordsSend the signed PDF certification form to the THECB by October 15th.
ll Te
for
aeg
e f
Col
le
10/6/10 91
s ICPS Deferred Maintenance Plan (MP4)W k h E i
exan
s Workshop Exercisell
Tefo
r a
ege
fC
olle
10/6/10 92
s ICPS Facilities Inventory Searchex
ans
Users can search the Facilities Inventory
ll Te
Facilities Inventory Building and Room records from the Facilities Inventory option
for
a option.
Select the “Facilities Inventory” option to expand.
ege
f
Choose the “Buildings” or “Rooms” Options.
Col
le
9310/6/10 93
sICPS Facilities Inventory Search
Buildingsex
ans
Users are presented with a series of
Buildingsll
Te
with a series of choices to search by. Alter the drop down and text fields and select the “Search
for
a select the Search Facilities Inventory” button.
ege
fC
olle
9410/6/10 94
s Integrated Campus Planning System (ICPS)ex
ans g p g y ( )
ll Te To view all Coordinating Board Rules currently in effect, go to:
http://www.thecb.state.tx.us/apps/Laws/default.cfm
for
a For up-to-date THECB Finance and Facilities information, such as reports, deadlines, and procedures, visit:
http://www.thecb.state.tx.us/PA/FinanceAndResourcePlanning/
ege
f
bl h
Col
le For questions or problems with ICPS, call Jennifer Gonzales at (512) 427-6125.
10/6/10 95
ICPS Training Workshop Exercises
Go to https://www1.thecb.state.tx.us/Apps/ICPS & login with Username: train01, Password: train01
Project Application Exercise:
MP Type: MP1 Project Name: Construct RRHEC Nursing Building - (YOUR THREE INITIALS) Project Type: Construction Project Description: This building will provide a cornerstone for the future quad area and academic buildings of the RRHEC. The Nursing Building will provide state-of-the-art simulation labs, faculty and administrative space, research space, and student support areas.
Project Need/Justification: Current data shows that enrollment in nursing programs would have to increase by at least 40% annually to replace nurses expected to leave the workforce nationwide through retirement. Beginning fall 2010, the proposed School of Nursing plans to offer the BSN program with an expected enrollment of 100 students.
Participation: Yes Success: Yes Excellence: No Research: No How does this project meet or not meet the specified goals? Individuals interested in Nursing have a limited number of places to apply for admission. This new nursing program will add 100 new slots beginning fall 2010. Expected maximum enrollment is 650 students. Date of Governing Board Approval: June 2010 Date requested for consideration by the Coordinating Board: January 2011 Name: IMA Builder Phone: 555 555-5555 Title: VP of Projects Email: [email protected] Name: Ed U Cater Phone: 555 555-5556 Title: VP of Finance Email: [email protected] An environmental assessment was performed? No Will this acquisition break up a residential neighborhood? No Will eminent domain be exercised for this project? No Is this project located on the main campus? No Address/Legal Description:1555 University City: Round Rock Zip: 78665 Bldg Number: 862 Delivery Method: Construction Manager-at-Risk Construction Type: New Construction Facility Type: Classroom Medical/Healthcare Estimated Start Date: January 2011 Estimated Completion Date: August 2012 New Construction - GSF: 79,533 NASF: 49,947 E&G: 49,947 Building Cost (New Construction): $23,741,988 Fixed Equipment: $1,511,470
Furniture & Moveable Equipment: $2,781,647 Architectural/Design Services: $2,270,372 Project Management(System): $808,861 Administrative Costs: $895,091 Contingency: $3,990,571 Financing Information Project Funding: Bonds Source: Tuition Revenue Bond Proceeds Revenue Stream for Bonds: Legislative Appropriations Amount: $36,000,000 Legislative session: 80(R) – 2007
Capital Expenditure Plan (MP1) Exercise:
Name: Energy Retrofits – (YOUR THREE INITIALS)
Building Number: All
Location: Austin, Tx
Description: The Texas Department of State Health Services plans to repair and renovate facilities to provide energy retrofits. This initial phase will focus on the HVAC systems in multiple structures in the Austin, Kerrville, San Antonio areas. The project will prevent the facilities continued excessive energy usage and higher utilities expense. It is anticipated the agency will save $869,642 annually after completed this modifications.
Type: Repair and Renovation Total Cost: $9,196,012 (remember not to input $ or commas)
Start Date: June 2010 End Date: January 2012 Subject Area CIP Code: 540000
Cost of L&M Requirements: $196,012 Useful Life: 20
Gross Square Footage: 1,661,910 Net Assignable Square Footage: 1,620,550
Education and General Square Footage: 0 Acres in Land Acquisition: 0
Legislative Authority: HB 1, 78th Legislature.
Potential Consequences of Postponing the Project: The project will prevent the facilities continued excessive energy usage and higher utilities expense.
Revenue/Cost Savings: It is anticipated the agency will save $869,642 annually after completing these modifications.
Other Financing Methods Considered: None Start Date: 6/1/2009 End Date: 2/1/2023
Financing Information:
Type of Financing (Part I): Bonds Type of Financing (Part II): General Obligation Bonds (GO)
Source of Funds: Legislative Appropriations (LA)
Through 8/31/2010: $3,188,095 Through 8/31/2011: $5,515,903 Through 8/31/2012: $492,014 Through 8/31/2013: $0 Through 8/31/2014: $0 9/1/2014 and Beyond: $0
Debt Repayment Information:
Source of Funds: Legislative Appropriations (LA) Percent from General Revenue: 100
Through 8/31/2011: $2,023,122 Through 8/31/2012: $2,023,122 Through 8/31/2013: $2,023,122 Through 8/31/2014: $2,023,122 Through 8/31/2015: $2,023,122 9/1/2015 and Beyond: $0
Deferred Maintenance Plan (MP2) Exercise:
Name: Electrical Switchgear Repair and Upgrade to Mesa Building - (YOUR THREE INITIALS) Building Number: 517 Description: This project will repair or replace the low voltage electrical switch gear serving Mesa Building. The Mesa Building serves in multiple roles as an academic classroom, administrative, and research laboratory hub for campus. This switch gear is nearing the end of its useful life. Its repair or replacement will lessen the possibility of outages. Type: Deferred Maintenance Critical: Non-Critical Architectural: $10,000 HVAC: $0 Plumbing/Electrical:$200,000 Safety: $0 L&M Requirement: $0 Other: $0 Total Cost: $210,000 YR1: $110,000 YR1: $100,000 YR1: $0 YR1: $0 YR1: $0 Total Plan: $210,000
Deferred Maintenance Report (MP4) Exercise:
Name: Repair Thermal Plant Roof Building Number: 0823 Description: Replaced roofing components in the Thermal Plant facility to address water leaks and prevent other damages to the interior of the building. Type: Deferred Maintenance Critical: Non-Critical Architectural: $500,255 HVAC: $0 Plumbing/Electrical:$0 Safety: $0 L&M Requirement: $0 Other: $0 Total Cost: $500,255