1. 2019-21 Capital Budget Development
Good morning.
Thank you for this opportunity to talk about my favorite subjects.
March 17, 2017 at Pierce Puyallup
April 7, 2017 at Big Bend

2. MINOR PROJECT EXPENDITURE PATERNS (graph)
Here are the system’s expenditure patterns from this biennium and the two before
In we only spent 61% of the new funding and reappropriated the balance
In we had a huge surge in expenditures in the last month and during close out – final result we spent 89% and lapsed $3.1M
The first eleven months of this biennium looks very similar to previous biennia but things have picked up in the second year
We still need a pretty big 6-month surge, bigger than last biennium, to spend the remaining funds
There are some colleges that are spending much faster than the average, that is 81% versus 53% spent through December.
Is there something we can learn from these colleges?
WACTC asked them to share their practices – the best practices – for spending minor work funding in a single biennium.
Tim Wheeler, the facility director at Lake Washington, is going to share the common practices of these top 5 colleges with us.

3. Minor Project Expenditure Patterns
The graphic on the previous slide shows the system’s expenditure patterns from this biennium and the two before
In we only spent 61% of the new funding and re-appropriated the balance
In we had a huge surge in expenditures in the last month and during close out – final result we spent 89% and lapsed $3.1M
The first eleven months of this biennium looks very similar to previous biennia but things have picked up in the second year
We still need a pretty big 6-month surge, bigger than last biennium, to spend the remaining funds
There are some colleges that are spending much faster than the average, that is 81% versus 53% spent through December.
Is there something we can learn from these colleges?
WACTC asked them to share their practices – the best practices – for spending minor work funding in a single biennium.
Tim Wheeler, the facility director at Lake Washington, is going to share the common practices of these top five colleges with us.
Here are the system’s expenditure patterns from this biennium and the two before
In we only spent 61% of the new funding and reappropriated the balance
In we had a huge surge in expenditures in the last month and during close out – final result we spent 89% and lapsed $3.1M
The first eleven months of this biennium looks very similar to previous biennia but things have picked up in the second year
We still need a pretty big 6-month surge, bigger than last biennium, to spend the remaining funds
There are some colleges that are spending much faster than the average, that is 81% versus 53% spent through December.
Is there something we can learn from these colleges?
WACTC asked them to share their practices – the best practices – for spending minor work funding in a single biennium.
Tim Wheeler, the facility director at Lake Washington, is going to share the common practices of these top 5 colleges with us.

4. Best Practices for Completing Minor Work
We heard five common themes
Best Practices
Provide Leadership, Expectations and Updates
Schedule Everything
Use a Team Approach
Start Early
Always Know the Project Status

5. Provide leadership, expectations and updates
Expectations from as high in the district as possible
Provide regular updates to leadership and campus community

6. Schedule everything Avoid disruptions when possible
Don’t forget administrative tasks
Bundle work for design and bidding when practical
Plan as much as possible in the first summer/fall
January – March during each year of the capital biennium we engage with our campus community via our Facilities Planning Council to formally review & prioritize minor work related project requests. Requests are evaluated by this Council with recommendations for consideration given to Executive Council. This process informs our Minor Program Request process as well as our use of RMI. (see example: Space Renovation Summary Approval )
FCS – LWTech takes the bi-annual Facility Condition Survey process seriously. We prepare for this process and make every effort to fully understand and clearly communicate deficiencies to the State Board.
January – February prior to the upcoming new capital biennium, we work with our DES PM and begin the On-Call Architect Selection process. Our Goal is to have a dedicated On-Call Architect hired by May, ideally six weeks or more prior to the start of each new biennium. (see example: LWTech OnCall-RFQ)
Before the start of the biennium we prepare a detailed Master Capital Project Schedule which includes and integrates every project funded in the upcoming biennium. This schedule takes in to consideration things like our instructional calendar and weather related dependencies in order to minimize disruption and maximize efficiency. (see example: master Capital Project Schedule )
We use this schedule to:
Look for opportunities to bundle several small projects from various fund sources in to single larger - more cost efficient projects.
Understand and avoid potential conflicts between projects and communicate likely impacts to our campus community.
Engage early with or DES PM and On- Call Architect to be sure we submit PRF forms to DES well in advance.
Get contracts for design, preparation of bid documents and project coordination plans in place early.
Get bids out with adequate time for the contractor submittal process – allowing our contractor enough time to acquire materials & equipment prior to NTP.
Understand and communicate progress to goal thru ought the biennium and is used as reference document when updating our capital project status data to the State Board.

7. Use a team approach
Involve VP, Budget, Facilities, DES, State Board, A/E, and Contractor
Take a proactive Team approach. Our DES PM, our On-Call Campus Architect, their Engineering Team and our Contractors each make an essential contribution to the success of our minor work projects.
Weekly project status meetings including DES PM, Architect and Contractor
Process documents in a timely manner – PWR, COP’s & FA’s, Invoices and Retainage
Use your DES and State Board Resources – ask for help
January – March during each year of the capital biennium we engage with our campus community via our Facilities Planning Council to formally review & prioritize minor work related project requests. Requests are evaluated by this Council with recommendations for consideration given to Executive Council. This process informs our Minor Program Request process as well as our use of RMI. (see example: Space Renovation Summary Approval )
FCS – LWTech takes the bi-annual Facility Condition Survey process seriously. We prepare for this process and make every effort to fully understand and clearly communicate deficiencies to the State Board.
January – February prior to the upcoming new capital biennium, we work with our DES PM and begin the On-Call Architect Selection process. Our Goal is to have a dedicated On-Call Architect hired by May, ideally six weeks or more prior to the start of each new biennium. (see example: LWTech OnCall-RFQ)
Before the start of the biennium we prepare a detailed Master Capital Project Schedule which includes and integrates every project funded in the upcoming biennium. This schedule takes in to consideration things like our instructional calendar and weather related dependencies in order to minimize disruption and maximize efficiency. (see example: master Capital Project Schedule )
We use this schedule to:
Look for opportunities to bundle several small projects from various fund sources in to single larger - more cost efficient projects.
Understand and avoid potential conflicts between projects and communicate likely impacts to our campus community.
Engage early with or DES PM and On- Call Architect to be sure we submit PRF forms to DES well in advance.
Get contracts for design, preparation of bid documents and project coordination plans in place early.
Get bids out with adequate time for the contractor submittal process – allowing our contractor enough time to acquire materials & equipment prior to NTP.
Understand and communicate progress to goal thru ought the biennium and is used as reference document when updating our capital project status data to the State Board.

8. Start early Complete project analysis before biennium starts
Select campus architect for biennium as early as possible
Purchase long lead items and provide to contractor when appropriate
At LWTech we engage our campus community to formally review & prioritize Minor Work and RMI related projects prior to the start of the biennium
January – February prior to the upcoming biennium, we work with our DES PM and begin the On-Call Architect Selection process. Our Goal is to have a dedicated On-Call Architect hired by May, ideally six weeks or more prior to the start of the new biennium
Discuss pre-purchase of long lead items with your DES P.M. and Architect as a means to expedite the schedule.

9. Always know the project status
How much money is left relative to the budget?
How much project is left relative to the schedule?

10. Best Practices for Completing Minor Work

11. Master Project Schedule
Best Practices for Completing Minor Work
Master Project Schedule