Enhancements and Updates to FUSION CCFC 17 th Annual Conference November 8-10, 2010

Background Facilities Management before FUSION FUSION – Developed to Support Facilities Planning A Suite of Associated Programs Assessments Architectural Drawing Database FUSION Forum

Introductions (Greg Owsley) FUSION Forum Architectural 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 Access Contents Program Information Training Important Links Documents Section FAQs, Glossary, and Help System Contacts FUSION Forum

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 Database  Alternative Methods – Load Digital Images into the Database Contact Information is in FUSION Forum

What is the Facilities Assessment Program? Current Status The Assessment Process Viewing Assessment Data Facilities Assessments

Facilities Assessments The Assessment Process 1.Scheduling 2.District & Assessor Preparation 3.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 Assessments Viewing Assessment Data – Facility Condition and Cost

Facilities Assessments Viewing Assessment Data – Deficiencies

 CO Grant Financing  Quarterly Reports  Form 14D (in progress) FUSION New Developments

Overview Reimbursement Claims CO Grant Financing Program How It Works Capital Outlay Grant Financing Program

CO Grant Financing Navigate to the Claims Area in the Project Module

CO Grant Financing Create 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 Financing Submit Grant Claim to FPU The Cash Flow Projection is Transferred to the Claim Form Next Step – Submit the Claim.

CO Grant Financing FPU Claim Review/Approval 1. Review Calendar and Requested Amount 2. Revisions/Request Resubmit 3. Grant Finance Form

CO Grant Financing Navigating Within a Grant Claim Form Tabs: 1)Claim A - Set Up Claim 2)Claim B – Release Retained Funds 3)Cash Flow – Projected vs.. Actual Expenditures 4)Expenditures 5)Interest 6)Attachments 7)Comments 8)History

CO Grant Financing Expenditures Expenditures Tab From the Expenditure List, Select an Existing Expenditure Form or Add a New One.

CO Grant Financing Expenditures

CO Grant Financing Tracking Interest Interest Tab Select the ‘Add New Interest’ Button

Overview How it Works Quarterly Reports

Quarterly Reports Navigate to Quarterly Reports in the Project Module

Quarterly Reports Creating a Quarterly Report

Quarterly Reports Entering Data Key Items: System Generated Fields Control Buttons District Entered Fields Comments Attachments Tab

Quarterly Reports Submit to FPU Steps: 1. Select Submit to FPU 2. Fill in “Are You Sure” Prompt The report and Attachments are Submitted The System Saves the Submit By Name and Date

Overview How it Works Form 14D

Form 14D Project Detail

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

Form 14D Creating a Form 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 14D Printed 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.

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

Form 14D Cost Summary

Form 14D Attachments

Recap and Closing Remarks Background and Introductions FUSION Forum Architectural Drawings Database (ADDB) Facilities Assessments Program FUSION CO Grant Financing Program Quarterly Reports Form 14D with Key Project Dates

Recap and Closing Remarks Questions?

Enhancements and Updates to FUSION CCFC 17 th Annual Conference November 8-10, 2010