Colbi Technologies, Inc. Best Practices Advisory Revised Project Information Worksheet Available Data Page 1 of 6

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1 Project Information Worksheet Available Data Page 1 of 6 The Project Information Worksheet is available online through the OPSC website, It is designed to be filled in online and submitted electronically. For this reason we have not automated page one as an Account-Ability report, however, most of the information required for page one of the PIW is available from up-to-date budgets within Account-Ability. This Advisory will guide Account-Ability users in completing the Project Funding and Project Cost data portions of the PIW. The Reporting Period for the PIW indicates that the District/COE is expected to file the Worksheet when requesting a fund release using the SAB 50-05, and again every year on the anniversary of the fund release when the annual SAB is submitted. Final project data will be submitted on the PIW at project completion with the filing of the Final SAB Account-Ability provides the Detailed Listing of Expenditures (DLOPE) that accompanies the SAB And Account-Ability is able to provide significant additional data for the PIW, if budgets are kept current. This will increase incentive to manage the Account-Ability budgets at another time each year, the point of DLOPE preparation. If the budget is maintained with the appropriate information as requested on the PIW, and the budget is updated to reflect project funding and costs to date, the information will be available to fill in most of the PIW page one.

2 Project Information Worksheet Available Data Page 2 of 6 FUNDING SECTION The line numbers from the PIW have been inserted in red to show how each of the numbers is available within the Account-Ability Budget and Aging, Cash Flow Report. There are four funding categories on the PIW: a. State Apportionment, b. Interest Earned on State Apportionment, c. District Match, and d. Additional Local. Everything must fall within one of those categories. As State interest and Savings from the State portion of a project are typically tracked within the State Fund portion of the budget, the State Fund total cannot be used in 2.a. but will have to be calculated as the total of 2.a a.2. The Savings must be shown within the Additional Local, as it is a local decision and is not part of the apportionment for this project. The Interest has its own category (2.b.) When filled in, the total of 2.a.+2.b.+ 2.c.+2.d. = the Total Funding as displayed in the Account-Ability Budget.

3 Project Information Worksheet Available Data Page 3 of 6 PROJECT COST SECTION The numbers for the Project Cost Section of the PIW can be found in the Account-Ability Project Budget, Expenditures section. The various reports that display this information will be helpful in completing the report. The red numbers relate to the lines of the PIW. Items 2.c and 4 will not be differentiated in the expenditure section of the budget, but that information is readily available from the left Budget tab in the Project Navigator, or the Budget Summary Report, detail. The amounts for Planning, Testing, and Inspection are added together for Line 3. The PIW requires differentiation between construction costs that have already been contracted and those that are not yet committed. This can be accomplished by separating the budget items for all construction costs other than CM Fees, as shown in the following sample. For the construction costs that must be differentiated, the Committed amount would go in 2.c and the Budget Variance would go in 4. As the Committed plus the Budget Variance equal the Budget, using these numbers will insure that whole project costs are reported on the PIW.

4 Project Information Worksheet Available Data Page 4 of 6 For an alternative approach, see the attached Consolidated Expenditure Detail at the end of this document. We have provided a key showing each of the Account-Ability items and their location on the PIW, and also a key in the order of the PIW indicating the location on the Account-Ability report. OPSC Project Information Worksheet, page 1, Project Cost Section 3,891,400 3,234,507 6,291,480 16,375,493 70,000 3,487, ,200 30,246,455 The information in Account-Ability will only be useful in filling out the PIW if the Budgets are up-to-date! Be sure to review and update the budget for a project prior to using the data to complete the PIW. The instructions for the PIW have a mistake in item 3. They state that only soft costs not yet contracted should be included. This cannot be correct as it would result in no place to report contracted soft costs. The PIW form itself does not include that phrase, and we believe that all soft costs for Planning, Architecture, Tests, and Inspection should be included in 3, whether or not they have been contracted.

5 Project Information Worksheet Available Data Page 5 of 6 Lines 2.a. and 2.b. add up to line 2.c. Line 2.c. is then broken out in a different way in lines 2.c.1), 2), and 3). Those three lines also add up to 2.c. Line 2.c. plus lines 4 and 5 equal the Construction budget in Account-Ability. The Total Project Cost on line 8. should equal the Total Expenditure Budget in Account-Ability less the Site Acquisition expenditure budget. Be sure that all costs are included somewhere on the form! To verify that the expenditures are all reported, check that PIW = AA Total Expenditure Budget. JOINT USE INFORMATION The joint-use partner contribution in line 3 may or may not be included in the Account-Ability budget. If the partner provides funding for project hard or soft costs, and contributes the funds to the District/COE for expenditure, then they will be in the budget. If they pay for expenditures separately from the District/COE, those costs may not be captured in the District/COE s budget. EDITORIAL SUMMARY The remainder of the PIW requests information not typically monitored within Account-Ability. The point of the requested information is to provide OPSC with sufficient information about current projects that they can analyze the adequacy of the SFP grant amounts. It is a difficult dilemma that Districts indicate the grants are not sufficient to build complete schools, and yet when asked for this additional information, are hesitant to provide it. We recommend that you keep track of the amount of time that it takes you to gather the information and submit the form. Then report that to OPSC. Of course, Account-Ability users will at least have most of the page one data readily available. Once page two data is documented, future updates of the PIW should take significantly less time. Colbi Technologies is working on a data management system that should greatly improve ongoing reporting stay tuned for further updates on our progress. And if the PIW changes, we will keep you informed.

6 Project Information Worksheet Available Data Page 6 of 6 ADDENDUM KEY FOR USING THE CONSOLIDATED DETAIL REPORT These keys use the Consolidated Detail Report to display the budget information. This key takes the information provided by the Account-Ability Report and shows where it would go on the PIW. (Totals are displayed below the detail information) This key provides the order of information require by the PIW and indicated the source of the data in the Consolidated Expenditure Detail Report.

7 From: Sent: To: Colbi Support Thursday, February 14, :38 PM Account-Ability_Users Subject: Account-Ability Alert - Further information regarding Advisory OPSC Project Information Worksheet Further information regarding Advisory OPSC Project Information Worksheet The State Allocation Board adopted the PIW with very minor revisions at the January SAB meeting. OPSC is estimating that the PIW requirement will become effective some time in March. It is currently in its six week comment period. OPSC intends to require the full PIW to accompany any SAB Fund Release request, and then to accompany the first SAB and the final SAB This will result in 2 or 3 PIW s for each project. As discussed at the fall workshops, the PIW will change with each submittal as information changes from estimated to actual. The PIW will be reviewed by the SAB in 6 months. At that time they will entertain potential changes. We recommend that you keep track of the time it takes to do the PIW and that you communicate that to OPSC. And be sure to tell your story on Page 3. If they do not ask the right questions, then fill in your own narrative and attach it to the document. The recent Macias New School Construction Grant Adequacy Study ( ) indicates that the grants are too generous. Page 1 of the report states, "...Funding Allocations covered from 139 percent to 170 percent of construction costs among elementary, middle and high schools." If this is not your experience, please tell your story! They are unaware of how projects must be phased or follow-up projects are district funded due to the grant inadequacies. They also do not typically have information about the reductions in scope or quality made prior to the state project process. I have been asked by Rob Cook to participate in a committee to review the study. Please share with me any information that you would like to communicate about the report or grant inadequacy. As we have more information we will let you know. Lettie Boggs, CFO Colbi Technologies, Inc Providing Account-Ability for School Building Programs 2/14/2008