Capital Budgeting Port Authority of Allegheny County As presented at GFOA Five Year Capital Improvement Program Seminar June 5, 2008

Introduction Michael Whitico –Port Authority of Allegheny County –Director of Grants and Capital Programs

Topics of Discussion Capital Planning Committee Capital budgeting process Grant applications Grants accounting Monitoring & reviewing capital projects Traditional to creative funding Project cashflow

Capital Planning Committee Committee –Creation –Structure –Role and Responsibilities

Yearly Capital Budgeting Process Budget kickoff Divisional requests and presentation Scoring and ranking projects Draft capital budget and funding plan Management presentation Board approval

Grant Applications Federal guidelines C & A Matching against TIP, STIP & UPWP –Project programming status Scope, schedule and budget - project management Transportation Electronic Award and Management “TEAM”

Grants Accounting Peoplesoft financials –Chart of accounts –Account coding “subclass” NTD info. –Tracks grant and project budget/actual activity

Monitoring Capital Projects All capital projects are tracked within Peoplesoft Implemented “Program Management” module to track on-going updates on major capital projects Project descriptions, budgets, completion dates and project managers Imports data from general ledger, A/P, purchasing and payroll systems Capital representatives update project information on a monthly basis Formally review capital projects on a quarterly basis with upper management

Traditional to Creative Funding Traditional 80% federal 20% local Project Financing –Restricts use of future grants to meet debt requirements Results in additional record keeping and audit verification schedules

Major Capital Project Cashflows North Shore Connector, Light Rail Vehicle Procurement and Overhaul Monthly project reviews Cashflow projections –Updated quarterly