Enhancements and Updates to FUSION

CCFC 17th Annual ConferenceNovember 8-10, 2010

Background

Facilities Management before FUSIONFUSION – Developed to Support Facilities PlanningA Suite of Associated Programs

• Assessments• Architectural Drawing Database• FUSION Forum

Introductions (Greg Owsley)

FUSION ForumArchitectural Drawings Database (Kim Meador)Facilities Assessments (Tracie Callahan)FUSION – What’s New

• CO Grant Financing Program (Cheryl Larry) • Quarterly Reports (Eric Mittlestead)• 14D and Key Project Dates (Jim Rogaski)

Closing Remarks and Questions

What We Will Cover

The FUSION Partnership

Community College Districts Chancellor’s Office – Facilities Planning Unit ACBO Facilities Taskforce / FUSION Steering Committee FUSION Team at FCCC

Introductions

Open AccessContents

• Program Information• Training• Important Links• Documents Section• FAQs, Glossary, and Help System• Contacts

FUSION Forumhttp://cccfusion.org

What is ADDB?Key Features

• WEB Access• District Level Security• Large Format Scanner and Printer

Can Also Print Locally• Dedicated Staff

Architectural Drawings Database

Architectural Drawings Database (ADDB)Database Size and Content

62,121 Drawings - New Drawings Added Monthly

Architectural Drawings Database (ADDB)How to Participate

The Foundation has a Large Format Scanner and Printer Available

Contact Kim Meador to Schedule a Scanning Session– Assist with Scanning and Loading Drawing Sets

into the DatabaseAlternative Methods

– Load Digital Images into the Database

Contact Information is in FUSION Forum

What is the Facilities Assessment Program?Current StatusThe Assessment ProcessViewing Assessment Data

Facilities Assessments

Facilities AssessmentsThe Assessment Process

1.Scheduling2.District & Assessor Preparation3.Perform the Assessment

• On-site Pre-Assessment Meeting• Escorted Campus Walk-Through• Post-Assessment Meeting

4.Post-Assessment• Off-site Data Entry by Assessors• District Review of Information

Facilities AssessmentsViewing Assessment Data – Facility Condition and Cost

Facilities AssessmentsViewing Assessment Data – Deficiencies

CO Grant Financing Quarterly Reports Form 14D (in progress)

FUSIONNew Developments

Overview• Reimbursement Claims• CO Grant Financing Program

How It Works

Capital Outlay Grant Financing Program

CO Grant FinancingNavigate to the Claims Area in the Project Module

CO Grant Financing Create a Claim

CO Grant FinancingCreate a Claim

Calendar and Cash Projection

1. Select Cash Flow Tab 2. Set up the Calendar

• Enter Start Month/Year

3. Enter Expected Cash Flow for each Month

4. Select Save

The System Calculates Totals for each Quarter, Year, and the Cumulative Total

CO Grant FinancingSubmit Grant Claim to FPU

The Cash Flow Projection is Transferred to the Claim Form

Next Step – Submit the Claim.

CO Grant FinancingFPU Claim Review/Approval

1. Review Calendar and Requested Amount

2. Revisions/Request Resubmit

3. Grant Finance Form

CO Grant FinancingNavigating Within a Grant Claim Form

Tabs:

1) Claim A - Set Up Claim2) Claim B – Release Retained

Funds3) Cash Flow – Projected vs..

Actual Expenditures4) Expenditures 5) Interest6) Attachments7) Comments8) History

CO Grant FinancingExpenditures

Expenditures Tab

From the Expenditure List, Select an Existing Expenditure Form or Add a New One.

CO Grant FinancingExpenditures

CO Grant FinancingTracking Interest

Interest Tab

Select the ‘Add New Interest’ Button

OverviewHow it Works

Quarterly Reports

Quarterly ReportsNavigate to Quarterly Reports in the Project Module

Quarterly ReportsCreating a Quarterly Report

Quarterly ReportsEntering Data

Key Items:

• System Generated Fields• Control Buttons• District Entered Fields• Comments• Attachments Tab

Quarterly ReportsSubmit to FPU

Steps:

1. Select Submit to FPU2. Fill in “Are You Sure”

Prompt

The report and Attachments are Submitted

The System Saves the Submit By Name and Date

OverviewHow it Works

Form 14D

Form 14DProject Detail

Form 14DNavigate to the 14D Section of the Project Module

Form 14DCreating a Form

Encumbrance RequestEncumbrance Request

Save Reset

REQUEST FOR APPROVAL TO PROCEED OR ENCUMBER FUNDS

The Department of California Community Colleges herby requests PWB/DOF action related to the following project:1. Project ID: 40.09.123 Project Title: District Name

Chap./Item: Chap. 38/05, 6870-301-6041 (4) P College / Site Name Chap. 38/05, 6870-301-6041 (4) W Project Name

Chap. 47/06, 6870-301-6041 (2) C Chap. 47/06, 6870-301-6041 (2) E*

6870-490/09-Reappropration

2. Requested PWB/DOF Action Date: 06/06/2004 Date of last SPWB approval: ____________________3. Requested Action: (all reporting requirements related to this request as defined in SAM, are attached)

Site Acquisition – Section 6848 (an agenda package has been submitted to DGS)

Approve Preliminary Plans - Section 6851

Approve Working Drawings – Section 6852

Approve Proceed to Bid – Section 6852

Approve Construction Contract Award – Section 6853 _______________________________________________

Request for – Section 6861, 6682 State Funds ___________

Approve Scope Change – Section 6863

Encumber and Release State Funds ___________________________________________

Other, Specify: ______________________________________________________________________________

4. Project Completion Reporting: (Reporting requirements as defined in Section 6856 are attached)Project Occupancy (estimated)Project Completion (estimated)Project Close-out (estimated)

5. Project Certifications:CEQA Compliance: (reporting requirements as defined in Section 6850 are attached)

This project meets CEQA compliance requirements.The action requested does not invalidate the CEQA compliance.The action requested mandated a review of the CEQA compliance.

Scope Changes: (reporting requirements as defined in Section 6863 are attached)Project scope has not changed from that as defined in the previous reporting.A change in project scope is necessary in order to proceed with the project.

Costs/Funding/Schedule Changes: (reporting requirements as defined in Section 6861 are attached)Costs, funding, and schedules have not changed from that as defined in the previous reporting.Changes in cost, funding and/or schedules are necessary in order to proceed with the project.

I hereby certify that the above is accurate and that the necessary reporting requirements as defined in SAM are included with this request.

____________________________________________________ ______________________________________________ Project Manager Date Chancellor’s Office/Designee Date

RESULTING ACTION The above action(s) are approved. Authority is granted to proceed when funding authority permits. The following must be addressed prior to granting approval of all actions:

Department of Finance _______________________________ Date _______________________________________DF 14D (rev 7/97)

*See applicable budget language on page 2.

FOR INTERNAL USE ONLY Encumber (Acct, FPU, & File) Phase ___ No encumbrance (FPU & File only) Code ______ Amt __________ (Set Up 211, Increase 212, Reduce 213) FY _

Delete[Cost Summary Form]

Print

Augmentation Reversion

...

...

...

AttachmentsForm 14D

The form is prepared by the FPU

The 14D is used to Request Project Actions to be Taken by the Department of Finance (DOF).

Key Items:

• System Generated Fields• Control Buttons• FPU Entered Fields and Data• Attachments Tab

Form 14DPrinted form

The hard copy 14D is Sent to the DOF for Processing and can be Attached to the Electronic Copy in FUSION to Document the Approval Details.

DF 1D List

No.Request

DateApprove

Date Action Requested Form

1 1/12/2006 2/15/2006 Encumber and Release preliminary Plans [Cost Summary]2 3/12/2006 3/20/2006 Approve Preliminary Plans

Encumber and Release Working Drawings3 6/6/2007 Approve Working Drawings

Approve Proceed to Bid

Form 14DNavigate to Cost Summary

Access the Cost Summary from the 14D List or from each 14D Form

Form 14DCost Summary

Requested Action: Release P Approve P Release WD Approve WD Bid #1 Bid #2 TotalCOBCP Budget To Bid #1 Award Award Bid #1 - #2

PWB/DOF Action Date: 7/15/2001 2/8/2002 7/1/2002 2/14/2003 4/16/2003 6/10/2003 6/10/2003

COSTS -Display new totals for each category. ($ in 1,000's)StudyAcquisitionPreliminary Plans 564 564 564 Working Drawings 524 524 524 Total Construction 10,084 10,084 10,084 1,200 1,900 9,584 11,484 Equipment Phase (Group 2) 114 114 114 Other

Total Costs 11,286 11,286 11,286 1,200 1,900 9,584 11,484 Construction Detail - Must tie to total construction costs above.

ENR - Construction Cost Index 4019 4019 4019 4019 4019 4019 4019Contract 9,228 9,228 9,228 1,000 1,700 8,715 10,415 Contingency 373 373 373 100 100 380 480 A&E Costs 119 119 119 25 25 120 145 T & I Costs 215 215 215 50 50 220 270 Construction Mgmt. Costs 149 149 149 25 25 149 174 Group 2 Equipment

Total Construction 10,084 10,084 10,084 1,200 1,900 9,584 11,484 FUNDING DATA - Include all funding provided. For reversions and augmentations indicate EO number.

Chapter / Item Must tie to Total Costs, above 106/01, 6870-301-0574 (13) P 464 464 464 464 464 464 464 106/01, 6870-301-0574 (13) W 324 324 324 324 324 324 324

Form 14DAttachments

Form 14D Attachments

[Upload New Document]

Date Submitted Delete

11/5/2010

11/5/2010

11/5/2010

** Note: When attaching a file (particularly for a large file), you will need to start a new browser window from scratch if you want to access other FUSION pages when the file is uploading. Otherwise, any pages you attempt to load will timeout and the file might not get attached. (Neither CTRL+N nor the "File" menu's "New" -> "Window" selection will work.)

File Name Date Last Accessed

11/5/2010 12:10:05 PMBook 1.pdf

Book 2.pdf

Book 3.pdf

11/5/2010 12:10:15 PM

11/5/2010 12:10:17 PM

Recap and Closing Remarks

Background and IntroductionsFUSION ForumArchitectural Drawings Database (ADDB)Facilities Assessments ProgramFUSION

• CO Grant Financing Program• Quarterly Reports• Form 14D with Key Project Dates

Recap and Closing Remarks

Questions?

Enhancements and Updates to FUSION

CCFC 17th Annual ConferenceNovember 8-10, 2010