1. Estates Capital Budgeting Requirements Ben Armstrong, Business Analyst

2. Estates Capital Budgeting Documents ‘Architecture’ Estates Capital Plan Business Cases (including Financial Models) Financial Models with Capital/Revenue Split T31 Cash Flow T4 Project Sheet (Budget Management and EBIS Codes) EBIS ATSR Report EBIS Project Control Report (to be replaced by T4 type spend report) EBIS Funding Report User created Schedules/Reports

3. Who is involved in Capital Budgeting? Project Managers External Bodies (e.g. HMRC) Project Boards Programme Boards Corporate Finance Estates Management Team Estates Development Managers Estates Finance External Consultants Capital Projects Group (monthly) Estates Committee / Other UoE Committees

4. Capital Plan – Project Level Data Non Financial Data Project Name Project Status (Approved/Unapproved) Estates Zone/Area Project Contacts Names (EDM/PM) College/School/Support Group External Contact Names RIBA Stage (A to L) Project ID (job code) Project Comments Construction Start Date Construction Finish Date Estates Consultant Reference Number Funding Source Financial Data Total Estimated Cost (£) Approved Spend (£) Unapproved Spend (£) Capital (%) Revenue (%) Actual Spend (£) Forward Forecast Spend (£) Approved Corporate Funding (£) Approved UoE Funding (£) External Funding Non SFC (£) SFC Funding (£) College and SG Funding (£) Prospect Funding (£) – new data

5. T4 Project Sheet – Project Level Data Non Financial Data Project Name & ID Project Manager Filing Ref Project Stage EBIS Code Cost Centre Prep Original Budget Stage A/B Comments Financial Data Prep Original Budget Stage A/B (£) Design Costs - Stage C (£) Design Costs - Stage D (£) Design Costs - Stage E (£) Pre Construction Costs – Stage F/G (£) Pre Construction Costs – Stage H (£) Site Costs – Stage J/K (£) Use Costs – Stage L Final Account (£) Fees for PM Fees for internal Clerk of Works Other Fees

6. Potential Additional Data to Include Salaries Building Number (from Zone Reports) Other Contact Details (e.g. Design Contacts) Budget Holder Name Contributions to Support/Salaries Any other data to provide Resource Modelling

7. Current Schedules / Reports ScheduleName Schedule 1Fully Approved Major Capital Projects: Spend and Funding Schedule 2Fully Approved Major Capital Projects: Other Funding Breakdown Schedule 3Fully Approved Major Capital Projects: Spend Reconciliation Schedule 4Fully Approved Major Capital Projects: Spend Forecast 2014/15 to 2020/21 Schedule 5Fully Approved Major Capital Projects: Confirmed Funding (by source) 2014/15 to 2018/19 Schedule 6Partially Approved Major Capital Projects: Spend and Funding Schedule 7AUnapproved Major Capital Projects: Category A, No Funding Schedule 7BUnapproved Major Capital Projects: Category B, Part Funding Schedule 8Major Capital Projects: Spend and Funding Summary EBIS ReportFunding Source Report (Amount funded/collected by Source) EBIS ReportProject Control Report EBIS ReportAdvanced Transaction Summary Report

8. Functional Requirements Capture time spent and cost Forecasting (and compare against actuals) Profile Spend/Funding Report builder/wizard to create new reports (as well as access standard reports) Calculate project cash flows Categorise/tag projects into groups (for dependencies, enablers, follow-ons) Split Capital and Revenue as % Categorise projects by RIBA Stage Manipulate the forward forecast numbers Record prospect funding Record projected and ongoing costs per project Record forecasted spend/funding per project Enable ‘gatekeeping’ of changes to approved spend Add commentary to changes in financials / version control reports Provide security levels for different users Apply formula to calculate capital and revenue spend based on % split Build in inflation scenarios Move start and end dates for projects to view effect on project/programme budget