OFFICE OF FINANCIAL PLANNING AND BUDGETING ANAPLAN CAPITAL PROJECT & EQUIPMENT REQUEST DOCUMENTATION TABLE OF CONTENTS

Transcription

1 OFFICE OF FINANCIAL PLANNING AND BUDGETING ANAPLAN CAPITAL PROJECT & EQUIPMENT REQUEST DOCUMENTATION TABLE OF CONTENTS New for FY20-FY24 Capital Planning...1 Capital Planning Guidelines 1 Step-by-Step Instructions for Capital Budget Requests.. 2 Capital Equipment Request Form..2 Capital Project Request Form...4 Capital Requests Master List..5 Approving Capital Requests 5

2 CAPITAL PROJECTS & EQUIPMENT PLANNING Instructions for Capital Planning in Anaplan New for FY20-FY24 Capital Planning For FY20, Capital Request for equipment and projects will be made in a separate Anaplan model Capital Project & Equipment Planning. The dashboards and approval process will be identical to those included in the Budget Development Model in FY19. To better align the capital budgeting process with the incentive-based budget model, RGUs will provide funding within their operating budgets for capital equipment requests. RGU capital project requests will continue to compete for funds within the central pool of dollars for capital needs. SSU capital equipment and projects will continue to be funded centrally. Due to cost and complexity, the capital projects are not normally charged to departmental budgets. Capital projects will continue to be funded centrally. All capital projects and equipment requests should be included in the Capital Project & Equipment Planning model in Anaplan regardless of the source of funding. This serves two purposes. First, it provides a mechanism for users to enter requests and deans or VPs to prioritize and approve those requests. Second, it will allow for EBC review of all capital requests and review of how RGU approved equipment is budgeted in the Budget Development Model. Capital Planning Guidelines Planning for capital needs at St. Thomas is vital to the success of our academic programs and to maintaining the beauty and functionality of our campus. In order to make best use of limited funding, the capital request process requires intermediate prioritization and approval by deans and vice presidents. As in FY19, any Anaplan user may submit a capital project or capital equipment request. All requests will first be reviewed, prioritized, and approved by the cognizant dean or vice president. It is likely that not all projects submitted will be approved for funding consideration. Once approved by a dean or vice president, the project will move forward for a more detailed review and budget estimate in consultation with Facilities Management. All capital equipment and capital project requests are due November 1 st and must be entered in Anaplan by that date. Deans and VPs should approve/disapprove all requests as soon as possible after that date. Please observe the following notes about Capital Requests: The minimum dollar amount for capital projects and capital equipment requests is $10,000 per item. (Example: one microscope costing $11,000 is a capital project, but three microscopes costing $4,000 each for a total of $12,000 is not.) Do not use the Capital Budgeting Request Form for: 1

3 Computer equipment Computer software (should be budgeted on departmental budget as expendable equipment and supplies account codes (722xx). Non-computer equipment that costs less than $10,000 per item Please review the Capital Asset Policy if you have any questions about whether an item or project is capital or expendable. w.pdf Step-by-Step Instructions for Capital Budget Requests Users will open the Capital Budgeting Request Form and then select the New Capital Project Request or the New Capital Equipment Request. Clicking on either button will open up a selector box scroll down to select the correct index, click on the right arrow, and click OK. Capital Equipment Request Form Fill in the request form as completely as possible. Double click in the box to allow typing in that box. Several of the input boxes have drop-down menus as a guide including, date of submission, desired completion date, capital equipment code, and prioritization of request. Provide an estimate the cost of the item and note the quantity requested. Provide a description of the equipment request. Indicate whether infrastructure changes are necessary. An example would be a piece of lab equipment that cannot be accommodated within existing ventilation hoods. 2

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5 Capital Project Request Form Fill in the request form as completely as possible. Double click in the box to allow typing in that box. Several of the input boxes have drop-down menus as a guide including, date of submission, desired completion date, capital equipment code, and prioritization of request. Cost information is not required at this stage of the request process. Provide a detailed description of the project request. 4

6 Capital Requests Master List The master list includes all capital project and all capital equipment requests submitted. Requestors can view their submissions via this list. Projects and equipment requests may be edited by clicking on the appropriate button on this page. Approving Capital Requests Deans and VPs must review priority rankings for submitted requests and approve or unapproved capital equipment and capital project requests. Each dean or VP approver may see a full list of requests on the Capital Planning Dean/VP Master List dashboard. Step-by-Step Instructions: 1. Open Capital Planning Capital Equipment Dean/VP Approval or Capital Planning Capital Projects Dean/VP Approval dashboard. 2. Review request details. 3. Adjust priority ranking as needed. 4. Navigate to Approved by Dean/VP? drop down box and select Approved or Unapproved. 5. Approval status can now be viewed for entire request list by returning to Capital Planning Dean/VP Master List. Buttons on the Approval dashboards allow navigation to the Master List. Buttons on the Master List allow navigation to the individual projects as needed. 5