Project Delivery Business Operations Overview June 2015 Final PD Training FMD WUSM 6/15/15 1

The Business Operations University Partners -Resource Management -Market Place -AIS -Property Accounting -Approval Committees -Exec Capital Planning Review -Projects Committee -Medical Finance -Buildings and Grounds -Executive Committee Final PD Training FMD WUSM 6/15/15 2

The Business Operations Approval Levels Less than $100K Asst. V.C. - Facilities Capital Planning - Monthly Review $100K - $499,999 Executive Vice Chancellor Capital Planning - Monthly Review Projects Committee -Monthly Review $500K - $1,999,999 Capital Planning Executive Vice Chancellor Projects Committee (Chancellor approval) Med. Finance Committee ($1 Million & above) $2M - $4,999,999 Capital Planning Executive Vice Chancellor Projects Committee (Chancellor approval) Med. Finance Committee B & G Committee $5M and above Capital Planning Executive Vice Chancellor Projects Committee (Chancellor approval) Med. Finance Committee B & G Committee Executive Committee Final PD Training FMD WUSM 6/15/15 3

Step 1: Needs Development Final PD Training FMD WUSM 6/15/15 Step 1: Needs Development Obtain Project number from Construction Management System 4

Step 2: Scope Development Final PD Training FMD WUSM 6/15/15 Step 2: Scope Development Create Resolution Present Resolution at various approval committees depending on financial threshold of project After all approvals are obtained, set up funds in financial system Notify stakeholders when funds are available in financial system Create work request in Work Order System 5

Step 3: Selection of Design Team Final PD Training FMD WUSM 6/15/15 Step 3: Selection of Design Team Prepare contract agreement Send contract to A/E for signature Create purchase order in financial system 6

Step 4: Design Phase Final PD Training FMD WUSM 6/15/15 There are no Business Operations tasks in this step 7

Step 5: Selection of Contractor Final PD Training FMD WUSM 6/15/15 Step 5: Selection of Contractor Did we have 3 competitive bids? Some projects require a specific contractor for a variety of reasons and are not competitively bid. In this instance sole source justification and approval is required Create PO or Standard form of agreement and obtain approvals 8

Step 6: Construction Phase Review and process progress payments Process change orders as necessary Final PD Training FMD WUSM 6/15/15 9

Step 7: Transition, Activation and Closeout Final PD Training FMD WUSM 6/15/15 Step 7: Transition, Activation and Closeout Project Close Out File Review Encumbrances & remaining set asides Close out project Review Post - vendor financial evaluation 10

Wrap Up Final PD Training FMD WUSM 6/15/15 Keys to Success: Communication Getting appropriate approvals Reconciling invoices with estimates 11

Questions / Discussion Final PD Training FMD WUSM 6/15/15 12