Enhancements and Updates
to FUSION
CCFC 17th Annual Conference
November 8-10, 2010
Background
Facilities Management before FUSION
FUSION – Developed to Support Facilities Planning
A Suite of Associated Programs
• Assessments
• Architectural Drawing Database
• FUSION Forum
What We Will Cover
Introductions (Greg Owsley)
FUSION Forum
Architectural Drawings Database (Kim Meador)
Facilities Assessments (Tracie Callahan)
FUSION – What’s New
• CO Grant Financing Program (Cheryl Larry)
• Quarterly Reports (Eric Mittlestead)
• 14D and Key Project Dates (Jim Rogaski)
Closing Remarks and Questions
Introductions
The FUSION Partnership




Community College Districts
Chancellor’s Office – Facilities Planning Unit
ACBO Facilities Taskforce / FUSION Steering Committee
FUSION Team at FCCC
FUSION Forum
http://cccfusion.org
Open Access
Contents
• Program Information
• Training
• Important Links
• Documents Section
• FAQs, Glossary, and Help System
• Contacts
Architectural Drawings Database
What is ADDB?
Key Features
• WEB Access
• District Level Security
• Large Format Scanner and Printer
 Can Also Print Locally
• Dedicated Staff
Architectural Drawings Database (ADDB)
Database Size and Content
62,121 Drawings - New Drawings Added Monthly
Architectural Drawings Database (ADDB)
How to Participate
The Foundation has a Large Format Scanner and Printer
Available
 Contact Kim Meador to Schedule a Scanning Session
– Assist with Scanning and Loading Drawing Sets
into the Database
 Alternative Methods
– Load Digital Images into the Database
Contact Information is in FUSION Forum
Facilities Assessments
What is the Facilities Assessment Program?
Current Status
The Assessment Process
Viewing Assessment Data
Facilities Assessments
The Assessment Process
1. Scheduling
2. District & Assessor Preparation
3. Perform the Assessment
• On-site Pre-Assessment Meeting
• Escorted Campus Walk-Through
• Post-Assessment Meeting
4. Post-Assessment
• Off-site Data Entry by Assessors
• District Review of Information
Facilities Assessments
Viewing Assessment Data – Facility Condition and Cost
Facilities Assessments
Viewing Assessment Data – Deficiencies
FUSION
New Developments
 CO Grant Financing
 Quarterly Reports
 Form 14D (in progress)
Capital Outlay Grant Financing Program
Overview
• Reimbursement Claims
• CO Grant Financing Program
How It Works
CO Grant Financing
Navigate to the Claims Area in the Project Module
CO Grant Financing
Create a Claim
CO Grant Financing
Create a Claim
Calendar and Cash Projection
1. Select Cash Flow Tab
2. Set up the Calendar
• Enter Start Month/Year
3. Enter Expected Cash Flow for
each Month
4. Select Save
The System Calculates Totals for
each Quarter, Year, and the
Cumulative Total
CO Grant Financing
Submit Grant Claim to FPU
The Cash Flow
Projection is Transferred
to the Claim Form
Next Step – Submit the
Claim.
CO Grant Financing
FPU Claim Review/Approval
1. Review Calendar and Requested Amount
2. Revisions/Request Resubmit
3. Grant Finance Form
CO Grant Financing
Navigating Within a Grant Claim Form
Tabs:
1) Claim A - Set Up Claim
2) Claim B – Release Retained
Funds
3) Cash Flow – Projected vs..
Actual Expenditures
4) Expenditures
5) Interest
6) Attachments
7) Comments
8) History
CO Grant Financing
Expenditures
Expenditures Tab
From the Expenditure List, Select
an Existing Expenditure Form or
Add a New One.
CO Grant Financing
Expenditures
CO Grant Financing
Tracking Interest
Interest Tab
Select the
‘Add New Interest’
Button
Quarterly Reports
Overview
How it Works
Quarterly Reports
Navigate to Quarterly Reports in the Project Module
Quarterly Reports
Creating a Quarterly Report
Quarterly Reports
Entering Data
Key Items:
• System Generated
Fields
• Control Buttons
• District Entered
Fields
• Comments
• Attachments Tab
Quarterly Reports
Submit to FPU
Steps:
1. Select Submit to FPU
2. Fill in “Are You Sure”
Prompt
The report and
Attachments are
Submitted
The System Saves the
Submit By Name and Date
Form 14D
Overview
How it Works
Form 14D
Project Detail
Form 14D
Navigate to the 14D Section of the Project Module
Form 14D
Creating a Form
Encumbrance Request
Form 14D
Attachments
Save
[Cost Summary Form]
Reset
Delete
Print
REQUEST FOR APPROVAL TO PROCEED OR ENCUMBER FUNDS
The Department of California Community Colleges herby requests PWB/DOF action related to the following project:
1.
Project ID: 40.09.123
Project Title:
District Name
Chap./Item:
Chap. 38/05, 6870-301-6041 (4) P
College / Site Name
Chap. 38/05, 6870-301-6041 (4) W
Project Name
Chap. 47/06, 6870-301-6041 (2) C
Chap. 47/06, 6870-301-6041 (2) E*
6870-490/09-Reappropration
The form is prepared by the FPU
2.
3.
Requested PWB/DOF Action Date: 06/06/2004 Date of last SPWB approval: ____________________
Requested Action: (all reporting requirements related to this request as defined in SAM, are attached)
Site Acquisition – Section 6848 (an agenda package has been submitted to DGS)
Approve Preliminary Plans - Section 6851
Approve Working Drawings – Section 6852
Approve Proceed to Bid – Section 6852
Approve Construction Contract Award – Section 6853 _______________________________________________...
Request for Augmentation Reversion – Section 6861, 6682
State Funds ___________
Approve Scope Change – Section 6863
Encumber and Release
State Funds ___________________________________________...
Other, Specify: ______________________________________________________________________________ ...
4.
Project Completion Reporting: (Reporting requirements as defined in Section 6856 are attached)
Project Occupancy (estimated)
Project Completion (estimated)
Project Close-out (estimated)
5.
Project Certifications:
CEQA Compliance: (reporting requirements as defined in Section 6850 are attached)
The 14D is used to Request Project
Actions to be Taken by the
Department of Finance (DOF).
Key Items:
•
•
•
•
System Generated Fields
Control Buttons
FPU Entered Fields and Data
Attachments Tab
This project meets CEQA compliance requirements.
The action requested does not invalidate the CEQA compliance.
The action requested mandated a review of the CEQA compliance.
Scope Changes: (reporting requirements as defined in Section 6863 are attached)
Project scope has not changed from that as defined in the previous reporting.
A change in project scope is necessary in order to proceed with the project.
Costs/Funding/Schedule Changes: (reporting requirements as defined in Section 6861 are attached)
Costs, funding, and schedules have not changed from that as defined in the previous reporting.
Changes in cost, funding and/or schedules are necessary in order to proceed with the project.
I hereby certify that the above is accurate and that the necessary reporting requirements as defined in SAM are included with
this request.
____________________________________________________
Project Manager
Date
______________________________________________
Chancellor’s Office/Designee
Date
RESULTING ACTION
The above action(s) are approved. Authority is granted to proceed when funding authority permits.
The following must be addressed prior to granting approval of all actions:
Department of Finance _______________________________ Date _______________________________________DF 14D (rev 7/97)
*See applicable budget language on page 2.
FOR INTERNAL USE ONLY
Encumber (Acct, FPU, & File) Phase ___
No encumbrance (FPU & File only)
Code ______ Amt __________
FY
_
(Set Up 211, Increase 212, Reduce 213)
Form 14D
Printed form
The hard copy 14D is Sent
to the DOF for Processing
and can be Attached to
the Electronic Copy in
FUSION to Document the
Approval Details.
Form 14D
Navigate to Cost Summary
DF 1D List
Request
No.
Date
Access the
Cost Summary from the
14D List or from each 14D
Form
1
2
1/12/2006
3/12/2006
3
6/6/2007
Approve
Date
2/15/2006
3/20/2006
Action Requested
Encumber and Release preliminary Plans
Approve Preliminary Plans
Encumber and Release Working Drawings
Approve Working Drawings
Approve Proceed to Bid
Form
[Cost Summary]
Form 14D
Cost Summary
Requested Action:
Bid #1
Award
4/16/2003
Bid #2
Award
6/10/2003
Total
Bid #1 - #2
6/10/2003
1,200
1,900
9,584
11,484
11,286
1,200
1,900
9,584
11,484
4019
9,228
373
119
215
149
4019
1,000
100
25
50
25
4019
1,700
100
25
50
25
4019
8,715
380
120
220
149
4019
10,415
480
145
270
174
Total Construction
10,084
10,084
10,084
1,200
1,900
FUNDING DATA - Include all funding provided. For reversions and augmentations indicate EO number.
Chapter / Item
Must tie to Total Costs, above
106/01, 6870-301-0574 (13) P
464
464
464
464
464
106/01, 6870-301-0574 (13) W
324
324
324
324
324
9,584
11,484
464
324
464
324
PWB/DOF Action Date:
Release P
COBCP Budget
7/15/2001
Approve P
2/8/2002
COSTS -Display new totals for each category. ($ in 1,000's)
Study
Acquisition
Preliminary Plans
564
564
Working Drawings
524
524
Total Construction
10,084
10,084
Equipment Phase (Group 2)
114
114
Other
Total Costs
11,286
11,286
Construction Detail - Must tie to total construction costs above.
ENR - Construction Cost Index
4019
4019
Contract
9,228
9,228
Contingency
373
373
A&E Costs
119
119
T & I Costs
215
215
Construction Mgmt. Costs
149
149
Group 2 Equipment
Release WD Approve WD
To Bid #1
7/1/2002
2/14/2003
564
524
10,084
114
Form 14D
Attachments
Form 14D
Attachments
[Upload New Document]
File Name
Date Submitted
Date Last Accessed
Book 1.pdf
11/5/2010
11/5/2010 12:10:05 PM
Book 2.pdf
11/5/2010
11/5/2010 12:10:15 PM
Book 3.pdf
11/5/2010
11/5/2010 12:10:17 PM
Delete
** Note: When attaching a file (particularly for a large file), you will need to start a new browser window from scratch if you want to access other
FUSION pages when the file is uploading. Otherwise, any pages you attempt to load will timeout and the file might not get attached. (Neither CTRL+N
nor the "File" menu's "New" -> "Window" selection will work.)
Recap and Closing Remarks
Background and Introductions
FUSION Forum
Architectural Drawings Database (ADDB)
Facilities Assessments Program
FUSION
• CO Grant Financing Program
• Quarterly Reports
• Form 14D with Key Project Dates
Recap and Closing Remarks
Questions?
Enhancements and Updates
to FUSION
CCFC 17th Annual Conference
November 8-10, 2010