s xan integrated campus planning system e ll t or a coordinating … · 2010-10-01 · s the thecb...

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Integrated Campus Planning System

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Planning System

Texas Higher Education

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a Texas Higher EducationCoordinating Board

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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

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s Table of Contents

• Project Approval Process Overview..…………………………………………3

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j pp

• Introduction to ICPS……………………….………………………………………9

• Project Applications……………………………………………………….………12

• Tuition Revenue Bond Projects 35

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a • Tuition Revenue Bond Projects……………………………………………….35

• ICPS Capital Expenditure Plan (MP1)………..……………………….…….39

• ICPS Deferred Maintenance Plan (MP2)……………………………………71

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f • ICPS Deferred Maintenance Report (MP4)..………………………………85

• ICPS Facilities Inventory Search………………………………………………93

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s The THECB Project Approval ProcessP j t R i i A l

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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;

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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

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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;

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le • Intercollegiate Athletic projects;

• Energy Savings Performance Contract projects; and

• Tuition Revenue Bond projects (evaluation of standards).

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s The THECB Project Approval ProcessWh t Fi d th M t U t D t I f ti

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s Where to Find the Most Up-to-Date Information

Go to www.thecb.state.tx.us/PA/FinanceAndResourcePlanning and click on “Project Applications”.

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s The THECB Project Approval ProcessA l A th it

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s Approval Authority

To see which projects are eligible for each Approval Authority, click on “Approval Levels”.

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s The THECB Project Approval ProcessA l A th it

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s Approval Authority

Approval levels can be found for each project

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type.

The Commissioner and Asst Commissioner can approve a project

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a can approve a project IF it meets all of the Board standards for that project type.

If th j t d t

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f If the project does not meet all the Board standards, it must go to the Committee, even if the dollar

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le threshold would have allowed for Commissioner or Asst Commissioner approval

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approval.

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s The THECB Project Approval Process A li ti P d

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s Application Procedures

• To submit a project for THECB approval, institutions must complete a project

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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

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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

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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

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le after the submission deadline will be moved to the following Board meeting.

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sThe THECB Project Approval Process

Application Flowchartex

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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

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a Property Appraisals

Institutional Response for Additional Data

Committee

ReviewApproval

Eligible for Committee

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Program Director Analysis Approval

Letter

Committee Review

Additional Data

Requested

gApproval

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le Board Review

Project Disapproved or Placed on Hold

Director Review

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s Integrated Campus Planning System (ICPS)O i

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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:

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a planning, such as:

• Project Applications

• Tuition Revenue Bond Applications

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f Tuition Revenue Bond Applications

• Capital Expenditure Plans (MP1)

• Deferred Maintenance Plans (MP2 and MP4)

h d d l

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le • Search Records and Facilities Inventories

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s Integrated Campus Planning System (ICPS)O i

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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/

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s Integrated Campus Planning System (ICPS) O i

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s Overview

• Log on with your ifi

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specific username and password (for help with this,

t t THECB)

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a contact THECB). This gives you access to your particular i tit ti ( )

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f institution(s).

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s ICPS Project Applications O i

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s Overview

All current and

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applications can be accessed by clicking on “Project

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a jApplication”.

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s ICPS Project Applications Vi A li ti

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s View Applications

Note the drop

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pdown menu that appears.

To start, you can

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a ysee the status of submitted project applications as well as “Pending”

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f project applications (not yet submitted to THECB), by

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le clicking on “View Project Applications”.

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s Integrated Campus Planning System (ICPS)Vi A li ti

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s View Applicationsll

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A screen similar to the one here will

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a appear listing the Project ID, Project Name, and Status.

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f Click on the Project ID to edit the record (can only edit projects in a “Pending” status).

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s Integrated Campus Planning System (ICPS)Vi A li ti

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s View Applications

Once you click on the j t ID it ill t k

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project ID, it will take you to this screen, with “Add Project Application” at the t Thi i th

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a top. This is the same screen that will appear after importing or starting

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f a new application. It is where the bulk of the detail is entered.

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(details on how to fill out the rest of the application will follow)

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s ICPS Project Applications S b it A li ti

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s Submit Applications

Looking in the drop

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does not already have an application, there are a variety of ways to

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a submit one. Users can:

•Start a new project application,

•Import MP1 MP2 or

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f •Import MP1, MP2, or TRB records into a project application, or

•Submit a project for re-approval

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le re-approval.

First, click on “Start a new Project Application”.

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s ICPS Project Applications St t N A li ti

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s Start a New Application

It will take you to the “Add P j t

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“Add Project Application” screen, just as clicking on an existing project did. All i f ti i

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a All information is entered in this screen.

N ti th t th t

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f Notice that the system created a new Project ID. It will remain the same for the life of th j t

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le the project.

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s ICPS Project Applications I t A li ti

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s Import Applications

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For convenience, a copy of the most recently submitted MP1, MP2, and TRB

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a records have been placed here for easy import into a project application. Simply click on “Import

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f click on “Import Application”.

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s Integrated Campus Planning System (ICPS)I t A li ti

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You will be

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You will be directed to a screen that shows all the institution’s MP1

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a institution s MP1, MP2, and TRB records. From here, choose the project to import

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f project to import into a project application by clicking in the far right column

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le right column.

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The information f th d ill

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from the record will be pulled into the “Add Project Application” screen

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a as shown. Enter data in all applicable fields that have not been auto-populated f th i t

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f from the import.

If you need assistance with a field, click on the

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le e d, c c o t ename (highlighted in blue) and a brief description will be provided.p

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When importing a

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When importing a TRB record, the system will ask you to enter the Legislative Session

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a Legislative Session and Bill number from which the project received authority.

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Hit “Save and Return to Application” when complete. It will take you back to the “Add

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le you back to the Add Project Application” screen.

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s Integrated Campus Planning System (ICPS)R A l

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s Re-Approval

Similarly, you can i t j t

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import a project application that has already been approved for re-

l Si l li k

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a approval. Simply click on “Re-Approval” and a screen similar to the one here will

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f appear.

Find the project that needs to be re-

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le approved and click on “Import this for Re-approval”.

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s Integrated Campus Planning System (ICPS)R A l

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s Re-Approval

A box will appear h th

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where the information on why the project needs to be re-approved h ld b t d

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a should be entered.

Make other changes in the application as needed

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f needed.

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s Integrated Campus Planning System (ICPS)I t D t i t A li ti

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s Input Data into Applications

All methods of sta ting/impo ting/ e

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starting/importing/re-approving an application will bring you to the “Add Project Application” screen

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a Application screen where information will be entered.

Start by filling out the

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f y g“General Project Information” fields, beginning with the MP Type (whether it is a

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le capital project, deferred maintenance project, or neither).

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The project name field sho ld al a s sta t

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should always start with either “Construct, Repair, Renovate, or Purchase” (or a combination of these if

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a combination of these if necessary) based on the purpose of the project.

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f Continue down the application, filling out the Closing the Gaps Goals and Institutional C f

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le Contact Information sections.

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Fill in the Approval Contact Info mation as

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Contact Information as well as the Compliance Questions.

If you are unsure what

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a If you are unsure what to enter in a field, click on the blue highlighted field title to get more information. For

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f example, if you click on the first question, a pop up box will open with further explanation.

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Fill out the “Project Specifics” section The methodology of

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section. The methodology of calculating the construction cost standard makes the accuracy of the “Estimated Start Date and End Date” fields

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a very important.

If the item is addressing deferred maintenance items, make sure to enter the amount

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f make sure to enter the amount below the project dates.

Fill in the “Project Space” and “Real Property” section (if

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le applicable). If you are removing space from the inventory, add the date of removal or demolition.

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Fill in the “Costs and

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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

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a the “Update” field at the bottom of the application.

If there are values entered in the “Building Cost (New

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f g (Construction)” and/or “Building Cost (Repair & Renovation)” fields, there must be corresponding space entered in the

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le space entered in the “Project Space” section above.

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If the project is h d t th

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phased, enter the cost of all phases in the “Total Cost” box.

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a Trick: Use the update button after entering

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f numbers and the total fields will auto-calculate.

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le Then, click on “Add Financing Information”.

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For the financing, choose from drop down menus

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from drop down menus for the “Project Funding”, “Source”, and “Revenue Stream For Bonds”. Enter in the amount.

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a

If only one financing type is used, click on “Save and Return to

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f Application”.

If you have more than one financing type, click

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le one financing type, click “Save and Add More” and repeat for each financing type.

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For Cash funding, only the Source field needs to be

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Source field needs to be filled. For Bond funding, the Source and Revenue Stream for Bonds need to be filled.

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a The Donation funding drop down is only for use in an event that a building or land has been donated

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f or land has been donated. Donations of money should be reflected as either Cash or Bonds.

If h i i

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le If there in an error in a finance entry, click “Delete” and “Add Financing Information” to change it.change it.

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Once all entries have been made, review the

ll Te information. If correct,

click “Update” to save the record.

To send the application

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a To send the application for approval, click on “Send Project Application for Consideration”.

Select “Clear Changes” if

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f Select Clear Changes if you don’t want to save or “Delete” if you don’t want to keep this project application.

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le application.

To print a copy of the project application, click on the printer symbol.

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s Integrated Campus Planning System (ICPS)I D i A li i

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If there is a problem with the application a red error

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the application, a red error message will appear at the top of the application. Make changes as necessary and then click on “Send Project

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a Application for Consideration” again.

If the project is sent successfully, the screen will

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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

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le Sent to System . Once it is approved by the System contact, the status will change to “Sent to THECB”.

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s Integrated Campus Planning System (ICPS)W k h E i

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s Workshop Exercisell

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sICPS Tuition Revenue Bond Projects

Tuition Revenue Bond Historyex

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• 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

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"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

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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

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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

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le ICPS to collect Applications to be ranked and forwarded to the Legislature for consideration.

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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/

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http://www.thecb.state.tx.us/PA/FinanceAndResourcePlanning/

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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

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criteria can be found on this page.

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sICPS Tuition Revenue Bond Projects

Evaluation Criteriaex

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Projects will be evaluated on the following measures:

Evaluation Criteriall

Te 1. Extraordinary Circumstances

2. Efficiency (NASF to GSF)

3. Space Need

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4. Planned Project (on MP1 or MP2)

5. Cost

6 Matching Funds

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f 6. Matching Funds

7. Deferred Maintenance

8. Space Usage Efficiency

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le 9. Closing the Gaps – Participation, Success, and Excellence

10. Closing the Gaps Indices– Participation, Success, and Excellence (using data from the accountability system)

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s ICPS Capital Expenditure Plan (MP1)O i

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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,

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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,

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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

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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

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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.

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s ICPS Capital Expenditure Plan (MP1)Wh t U C D

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s What Users Can Do

1. Submit Records

ll Te • Edit Previous Year’s Data (educational institutions only)

• Enter Records• Upload Records

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a • Upload Records

2. Prioritize Records

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f 3. View a Summary

4. Certify Records

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le 5. Troubleshooting Tips

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sICPS Capital Expenditure Plan (MP1)

Submit Recordsex

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• From the left menu frame Click on

Submit Recordsll

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frame, Click on “MP1 (Capital Expenditure Plan)” to expand the menu item

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a menu item.

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Submit Records – Three Waysex

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• Note the expanded th t

Submit Records Three Waysll

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menu that appears. The system allows three means of submitting MP1

d

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a records. • Use last year’s

records to submit records

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f for this fiscal year

• Start new MP1 records

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le • Upload MP1 records

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Submit Records – Edit Previousex

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• Select “View MP1 R d ” t i

Submit Records Edit Previousll

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Records” to review the records transferred from the previous year.

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a • A copy of the previous year’s records are copied into the current

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f into the current year for your convenience.

• Update or delete h d

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le each record.

• Select the project’s name to update.

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• Update the record’s i f ti d


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information and select the “Update” button on the bottom of the form t SAVE

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a to SAVE your updates.

• Note: Do not

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f include commas or punctuation when entering the number fields.

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• The “Financing and Debt Repayment Information”


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Repayment Information” does NOT contain the previous year’s information.

• Add financing information

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a to the record by clicking on the “Add Financing Information” button.

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On the “Financing Information” screen, enter the “Type of


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enter the Type of Financing” and “Source of Funds” from the drop down menus.

If “Other” is selected,

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a If Other is selected, specify. Enter in the expenditures.

If only one financing type is used, click on “S d R t t

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f “Save and Return to MP1”.

If you have more than one financing type, click on “Save and Add More”

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le on Save and Add More and repeat for each financing type.

To cancel this function, select “Cancel”.

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ans

Back on the main


Te record input screen, input the Debt Repayment Information by

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a yselecting the “Add Debt Repayment Information” button.

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Input the “Source of Funds”. You must specif if “Othe ” is


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specify if “Other” is selected.Add the percent from General Revenue and Expenditures

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a Expenditures. If only one source of funding type is used, click on the “Save and Return to MP1”

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f Return to MP1 . If you have more than one source of funding type, click on “Save and Add More” and repeat

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le Add More and repeat for each financing type. To cancel this function, select “Cancel”.

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Back on the main record input


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pscreen, select the “Update” button to save the record.

Select the “Mark

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a Select the Mark Data Entry Completed” to return to the summary page

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f summary page.

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Submit Records – Delete Previousex

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To delete a record l t th j t’

Submit Records Delete Previousll

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select the project’s name.

For example, to

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a p ,delete the “Hardeman Student Service Center” MP1

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f Record, select and click on that title.

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Submit Records – Delete Previousex

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Scroll to the bottom of the

Submit Records Delete Previousll

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bottom of the web page and click the DELETE button.

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This will remove the MP1 Record from the current

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f from the current fiscal year MP1 records.

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Submit Records – Enter Recordsex

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To start a new MP1 d t

Submit Records Enter Recordsll

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MP1 record to submit for the current fiscal year, click on th “St t N

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a the “Start a New MP1” link.

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Confirm you have read and


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read and understand the rules.

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Complete the mandatory fields listed below that


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fields listed below that appear on the form: • Name • Building Number L ti

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a • Location • Description • Type • Total Cost

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f • Start Date • End Date • Subject Area CIP code • Cost of L&M

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le • Cost of L&M Requirements

• Useful Life

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• Enter information in the “Square


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the “Square Footage” Section and the “Project Details” Section.

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Enter the Financing and Debt


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and Debt Repayment Information by selecting the “Add Financing

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a Financing Information” button.

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On the linked screen, enter in the “Type of


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enter in the Type of Financing” and “Source of Funds” using the drop down menu. You must specify if

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a “Other” is selected. Enter in expenditures. If only one financing type is used, click on “Save

d R t t MP1”

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f and Return to MP1”. If you have more than one financing type, click on the “Save and Add More” and repeat for

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le More and repeat for each financing type. To cancel this function, select “Cancel”.

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ans

Back at the main d i t


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record input screen, input the Debt Repayment Information by

l ti th “Add

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a selecting the “Add Debt Repayment Information” button.

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Input the “Source of Funds”. Please specify if


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p y“Other” is selected. Add the percent from General Revenue and Expenditures.

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a If only one source of funding type is used, click on “Save and Return to MP1”. If there is more than

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f If there is more than one source of funding type, click on the “Save and Add More” button and repeat for

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le each financing type. To cancel this function, select the “Cancel” button.

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Back at the main record screen


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record screen, review the updated information and select the “Add” button to save the

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a button to save the record.

Select the “Mark Data Entry C l t d” t

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f Completed” to return to the summary page.

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Prioritize Recordsex

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• Note: These steps must be followed

Prioritize Recordsll

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must be followed each time a change is made to ensure the priorities are updated

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a updated.

• Select and click the PRIORITIZE MP1 link.

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Prioritize the MP1 Records by


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Records by selecting a record and clicking the Move Up” or “Move Down”

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a Move Down buttons.

After arranging the projects from

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f the projects from HIGHEST PRIORITY (top) to the LOWEST PRIORITY

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le PRIORITY (bottom), select “Update Priorities”.

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The resulting screen will appear


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screen will appear showing all the current fiscal year MP1 Records (prioritized)

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a (prioritized).

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View A Summaryex

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Select and click the SUMMARY REPORT

View A Summaryll

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SUMMARY REPORT link.

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View A Summaryex

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A PDF file will download similar to

View A Summaryll

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download similar to the one below containing a summary of the current year MP1

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a current year MP1 Records.

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Certify Recordsex

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To certify the current year’s MP1

Certify Recordsll

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current year’s MP1 Records, select “Certify” from the drop down menu.

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Certify Recordsex

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• 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.

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Certify Recordsex

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Print out the certification form and return the signed form to the Higher Education Coordinating Board on or before July 1st.

Certify Recordsll

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Troubleshooting Tipsex

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• 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

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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.

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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.

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Workshop Exerciseex

ans Workshop Exercise

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s ICPS Deferred Maintenance Plan (MP2)O i

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s Overview

Texas Education Code, Sec 61.0582, gives the THECB the task of

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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

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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.

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s ICPS Deferred Maintenance Plan (MP2)MP2 R d

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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.

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3. Viewing a summary of the current fiscal year MP2 records

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4. Certifying the MP2 records

5 T bl h ti

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sICPS Deferred Maintenance Plan (MP2)

Submit Recordsex

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From the left menu frame Click

Submit Recordsll

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menu frame, Click on “MP2 (Def. Maint. Plan)” to expand the menu item

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s ICPS Deferred Maintenance Plan (MP2)S b it R d

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s Submit Records

Note the d d

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expanded menu that appears. The system allows two means f b itti

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a of submitting MP2 records:

•Start a new MP2 record

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•Use last year’s records to submit records for this

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ans

Select “View MP2 R d ” t i


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Records” to review the records transferred from the previous year.

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a A copy of the previous year’s records are copied into the current year for your

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f current year for your convenience.

Update, delete, or move the record to

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ans

To update, the record, make changes as


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make changes as needed and click the “Update” box. If you decide not to save the changes, use the

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a changes, use the “Clear Changes” box.

To move the record to th MP4 fi t h

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f the MP4, first change the data if applicable and then click on “Move to MP4.”

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Use the “Delete” box to remove the record if desired.

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Submit Records - Enter Recordsex

ans Submit Records Enter Records

To start a new MP2, clicking on “Start a New

2” d ill b

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MP2” and you will be directed to the following screen.

Enter data into all fields.

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f The Maintenance Expenses and Deferred Maintenance Plan sections Total Cost must

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To add the record, click the “Add” button.

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ans Prioritize Records

Once all records have been entered

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have been entered, click on “Prioritize MP2” and you will be brought to the following screen

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a following screen.

Order the records by clicking on a project and then use the

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f and then use the “MOVE UP” and “MOVE DOWN” buttons.

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View MP2 Summaryex

ans View MP2 Summary

• The resulting screen

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The resulting screen will appear showing all the current MP2 Records (prioritized).

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f g yReport-XXXX” (current fiscal year).

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View MP2 Summaryex


A PDF file will

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• A PDF file will download containing a summary of the current year MP2

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• You can print the report from here if d d

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• Use the “Back” button to return to the menu of

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Certify Recordsex

ans Certify Records

• To Certify the records select the

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records, select the “Certify” link and a screen similar to the one here will appear.

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• Fill in the Institutional Contact’s Name,

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Certify Recordsex

ans Certify Records

Print out the

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Print out the PDF certification form, sign it, and the send

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Troubleshooting Tipsex

ans Troubleshooting Tips

• To save your data, select ADD or UPDATE buttons to save inputs.

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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.

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• Click on PRIORITIZE MP1 and select UPDATE PRIORITIES. • Recheck fields to ensure a match with the file specifications

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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.

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Workshop Exerciseex

ans Workshop Exercise

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s ICPS Deferred Maintenance Report (MP4)O i

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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

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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

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• start a new MP4 record.

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• View a summary of the current fiscal year MP4 records

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s ICPS Deferred Maintenance Plan (MP4)S b it R d

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s Submit Records

Select the “MP4 (Def Maint E pendit es)”

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Maint. Expenditures)” option to expand the sub menu.To submit a record, choose to:

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record, Select “Start a new MP4”

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f • Edit a copy of last year’s records, Select “View MP4 Records”

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le • Upload MP4 records, Select “Upload MP4”

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Submit Recordsex

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Complete or update the N d D i ti

Submit Recordsll

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Name and Description fields.Associate the Building Number with the

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a Expenditure.Use the drop down menus to categorize the record deferred or demolition,

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f ,critical or non-critical.Populate or update the cost fields.Select “Add” or “Update” to

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View MP4 Summaryex


• View summary of the projects by selecting “Summary Report-XXXX” (current fiscal year).

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View MP4 Summaryex


• 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.

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s ICPS Deferred Maintenance Plan (MP4)C tif R d

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s Certify Records

• To Certify the records select the

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records, select the “Certify” option.

• Fill in the Institutional Contact’s Name

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a Contact’s Name, Title, Phone Number, and E-mail Address and Select the “Certify”

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f Select the Certify button.

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s ICPS Deferred Maintenance Plan (MP4)C tif R d

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s Certify RecordsSend the signed PDF certification form to the THECB by October 15th.

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s ICPS Deferred Maintenance Plan (MP4)W k h E i

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s ICPS Facilities Inventory Searchex

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Users can search the Facilities Inventory

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Facilities Inventory Building and Room records from the Facilities Inventory option

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Select the “Facilities Inventory” option to expand.

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Choose the “Buildings” or “Rooms” Options.

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sICPS Facilities Inventory Search

Buildingsex

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Users are presented with a series of

Buildingsll

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with a series of choices to search by. Alter the drop down and text fields and select the “Search

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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

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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/

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le For questions or problems with ICPS, call Jennifer Gonzales at (512) 427-6125.

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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

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