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1. What is the purpose of the Capital Improvements Plan?
The purpose of the eight-year Capital Improvements Plan is to systematically plan, schedule, manage, monitor and finance capital projects to ensure efficiency and conformance with State strategic goals and objectives. The Long Range Capital Planning Commission develops the Capital Improvements Plan to recommend capital project funding and prioritization to the State Legislature. The Legislature makes capital funding decisions based on recommendations made in the plan.
The State Capital Improvement Planning Act requires all State governmental entities, as defined in 62 O.S. § 695.3, to participate in the Capital Improvements Plan process, which states:
"State Governmental Entity" means the State of Oklahoma or any agency, board, commission, authority, department, public trust of which the state is the beneficiary or other instrumentality of state government, other than a public trust with the state as beneficiary whose jurisdiction is limited to one county, including, but not limited to, the following:
62 O.S. § 901 requires the Oklahoma State Regents for Higher Education to submit capital outlay requests to the Commission.
The State Capital Improvement Planning Act exempts:
The first year of the eight-year Capital Improvements Plan also serves as the Annual Capital Budget. The Annual Capital Budget is funded through a variety of sources, including agency revolving funds, federal funds, external funds and the Maintenance of State Buildings Revolving Fund.
The Maintenance of State Buildings Revolving Fund was created by the State Legislature in 2013 for the sole purpose of funding capital projects as outlined in the state’s Capital Improvements Plan and Annual Capital Budget. The Legislature periodically provides appropriations to the Fund based on recommendations made in the Capital Improvements Plan. In 2014, the State Legislature, through HB3050 (74 O.S. §61.8F.), required that the sales/transfers of all state-owned property be approved by the Long Range Capital Planning Commission and all sales proceeds be deposited into the Maintenance of State Buildings Revolving Fund and be used exclusively for implementing the Capital Improvements Plan. 74 O.S. §61.8H. exempts the following agencies from this requirement:
Yes, the State Capital Improvement Planning Act requires that all projects meeting the definition of “capital project”, as outlined in Title 428 of the Oklahoma Administrative Rules, be submitted through the Long Range Capital Planning Commission regardless of funding source. For example, if your agency desires to construct a new office building utilizing funding from an agency-controlled revolving fund, the project must be submitted as a capital outlay request through Hyperion and be approved by the Long Range Capital Planning Commission and the Legislature as a part of the Capital Improvements Plan. For more information on the Act, please see 62 O.S. § 900 et. seq.
The Long Range Capital Planning Commission, through Title 428 of the Oklahoma Administrative Rules, has defined “capital project” as a planned expense for a facility or physical item requiring a minimum expenditure of $25,000, having a useful lifespan of five years or more, and meeting one of the following definitions:
Capital projects do not include normal operating expenditures for salaries, routine maintenance or repair, or activities associated with or consumed during a single fiscal year.
The State Capital Improvement Planning Act requires that the plan cover an eight year period. The Act requires detailed project and budget information for the first two years of the plan and more general information on capital needs for the following six years of the plan.
On OMES’ Division of Capital Assets Management – Planning webpage located here: https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=1056
No, there is not a limit. Agencies are encouraged to submit capital outlay requests for any capital need that is anticipated for the next eight years.
Capital outlay requests are rated based on criteria developed by the Long Range Capital Planning Commission. For more information please review the Commission’s Capital Outlay Request Project Submittal and Evaluation Guidelines (make this link to: https://www.ok.gov/dcs/searchdocs/app/manage_documents.php?id=1056)
Capital outlay requests must be submitted to the system by July 1 to be eligible for consideration for the next fiscal year’s plan. For example, requests submitted by July 1, 2015 will be considered for the FY2017-2024 Capital Improvements Plan and FY2017 Capital Budget.
A decision package is a “container” that can hold multiple budget requests associated with the same program. A budget request is a more detailed description of your request that is found within the decision package.
On the operating side of the budget, it is more common to see multiple budget requests in one decision package. For the capital side of the system, you should only input one budget request per decision package.
No. Due to the large amount of outdated data in the old system, information from the old system is not being migrated to Hyperion. You may request a spreadsheet of last year’s requests from your agency by contacting DCAM-Planning staff.
The training site for Hyperion is located at: http://encoreupk.ok.gov/kcenter
Before you can access the training site, you need to submit OMES Form 301EUPK, located here: http://ok.gov/OSF/Forms/Business_Application_Services _(CORE)_Security_Forms/index.html Make sure to mark the box for “Capital Improvement Plan (CIP) Planner”.
The Hyperion live site is located at: https://encore.ok.gov/
Before you can access the live site, you must complete the “Know It” testing on the Hyperion training site and pass with a 75%. You must also submit OMES Form 301EPLAN, located here: http://ok.gov/OSF/Forms/Business_Application_Services _(CORE)_Security_Forms/index.html Make sure to mark the box for “Capital Improvement Plan (CIP) Planner”.
Please use the following naming convention for decision packages: 5-digit agency number, 2-digit agency department and a short word description of the project request. These data should be separated by an underscore. For example, if the Department of Corrections is submitting a request to replace a roof at the James Crabtree Correctional Center, the decision package would be named “13100_00_James Crabtree CC Roof Replacement”.
To fill in the score ranges and weighting on the chart, right-click the chart and select “Populate Score Range and Weight”.
User Variable Options tell Hyperion where you would like for your submissions to be saved. If you enter the wrong settings, your capital outlay requests may be saved to the wrong budget file or wrong fiscal year. If that happens, your request essentially gets lost in the system.
For the FY2017 planning cycle (for the FY2017-2024 Capital Improvements Plan and FY2017 Capital Budget), you should select the following settings:
You need to complete “Pre-setup for New Project Addition” prior to entering a new request. It is located on your “My Tasklist” under “Creating Decision Package for New Project”.
All of the tabs on the Budget Request window will not show at once. To see additional tabs, click on the blue arrow on the far right-hand side of the tab bar.
When you select groups for your budget request, it tells Hyperion who you allow to view your request. At a minimum, you should add the following groups:
You need to make sure that you “point of view” matches your request’s information. It is recommended that you save this information into the Notes on the Decision Package. Here is what you should save:
By saving this into the Notes, you will ensure that you and others ca find your budget request without any issues.