Subject: Definitions

 

Effective: September 30, 2003

 

Expiration Date: Two (2) Years

 

Supersedes: Not Applicable

 

Authority:

Capital Program Administration is responsible for developing, implementing and updating guidelines and procedures supporting delivery of Capital Projects as delegated by the Hillsborough County Administrator. Please refer to Administrative Directive #CS-12.

 

Purpose:

To provide clarification as to the definition of many terms related to capital project management.

 

Guideline:

The definition of various terms related to the delivery of Capital Projects is as follows:

 

q       Active Projects - Those projects approved for funding in the current Capital Improvement Program (CIP) that have not achieved (Project Completion Date).

 

q       Annual Operating and Maintenance Cost Impact - The anticipated annual additional recurring cost of operating and/or maintaining a new and/or expanded facility or infrastructure once it goes in to service. This includes the cost of additional personnel required to operate and/or maintain the new facility or infrastructure.

 

q       Baselines - A historical snapshot of a project plan that provides a target against which one can track a project's cost, schedule, and performance. Baselines contain historical project information that can be used to compare variances between current project status and previous commitments.

 

q       Baseline Project Cost - The cost estimate to deliver a Capital Project that is used for initial project authorization.

 

q       Baseline Project Schedule - is the time line estimate to deliver a Capital Project that is used for initial project authorization. The schedule shall include, at minimum, milestone dates for commencing and completing; planning (when appropriate and as previously completed), project development, design, land acquisition, construction, close-out, and procurement activities.

 

q       Baseline Project Scope - is the identification and description of the purpose, features, and functionality that is to be achieved by the Capital Project. The Baseline Project Scope is that used for initial project authorization.

 

q       Beneficial Occupancy — a contractual term that signifies the legal right to occupy a building or facility. It is the status of completion of a project or portion of a project which is sufficiently complete to allow utilization for the purpose for which it was intended.

 

q       Capital Budget - The financial plan of capital project expenditures for the fiscal year beginning October 1 and ending the following September 30. It includes appropriations for the first year of the Capital Improvement Program (CIP). It is adopted by the Board of County Commissioners as a part of the annual County Budget.

 

q       Capital Improvement Program (CIP) - The financial plan of approved Capital Projects, as defined below, including their timing and cost over a six-year period in the first year of a biennial budget, and over a five year period in the second year of a biennial budget. The CIP is designed to meet Hillsborough County's infrastructure needs in a responsive and efficient manner.

 

q       Capital Need - recognition of a necessary future capital improvement based on program, facility or industry standards, and/or levels of service. A Capital Need differs from a Capital Project in that it has not been approved and funded by the Board of County Commissioners in the CIP.

 

q       Capital Needs Initiation Request Form — The first step in initiating a Capital Project. It is the “short“ form for documenting a request to include a capital improvement need on the Capital Project Request List.

 

q       Capital Project Initiation Request Form - The “long“ form formal proposal to establish a Capital Project in the Capital Improvement Program. Successful initiation results in funding for a Capital Project. Completion of this form is necessary before a project will be moved from the Capital Project Request List to the proposed CIP.

 

q       Capital Project Request List - A list of potential future capital projects. Also commonly referred to as the “Unfunded List“ or “Unmet Needs List.“

 

q       Capital Project - as defined in the Board of County Commissioner's Policy Section Number 03.02.02.00. A distinct capital asset or an improvement to an existing capital asset that is included in the Capital Improvement Program.

 

q       Capital Project Number - a designator for tracking capital projects and Capital Need Requests. Such a number will allow for the identification and tracking of the Capital Project in PIMS. The number shall distinguish an adopted Capital Project within the Capital Improvement Program from a Capital Need not yet adopted by the Board of County Commissioners.

 

q       Capital Project Oversight Committee — The group responsible for final issue resolution regarding capital projects and quarterly review of CIP Status. Consists of the Assistant County Administrators from Community Services and Management Services, the Directors of Support Departments (Management & Budget, Purchasing, Real Estate, etc.), and affected Program Managers. The Committee meetings shall be facilitated by the Capital Program Administrator.

 

q       Data Date — The last date when progress was recorded and a schedule calculated on a project. It starts the work period for future activities and represents the date from which the schedule was reforecast. All activities in the schedule after the Data Date are planned activities

 

For example, if the Data Date is September 30, that does not necessarily mean that all data in the schedule was collected, updated, or inputted as of September 30, it signifies the date that the schedule was recalculated based on information collected during the month.

 

q       Final Completion - This signifies all construction is complete on the project. It is a contractual term indicating that all outstanding “punch list“ items have been resolved. This includes: all manuals and drawings; all site work including demobilization and clean-up; all equipment and facilities are functioning as required; all vendor training, testing, and start-up etc is complete; and all spare parts, where applicable, are delivered.

 

q       Fiscal Closeout - The absolute final or last activity related to complete administrative closure of the project. This is post-Final Completion and includes all bills being paid or reconciled. Administratively all items are closed on the project. This includes notifying the Clerk�s office to fiscally closeout the project and move the asset from work-in-progress to the fixed assets account. Individual department fiscal representatives are responsible for assuring proper fiscal closeout procedures are accomplished.

 

q       Groundbreaking - A ceremonial milestone representing an event to publicly announce the beginning of construction for a project.

 

q       Inactive Projects - Those projects in the Capital Improvement Program (CIP) that have achieved “Project Finish“. And, those CIP projects that have been officially cancelled. There is no further activity on the project.

 

q       On/Off Schedule (Late) - A project is deemed to be off schedule if the projected “Project Completion Date“ lags behind the “BOCC Promise/Commitment“ date (as published annually in the CIP) by one day, or more.

 

q       PIMS Categories — all work activities associated with a project shall be grouped into one of the following possible phases:

 

• Planning
• Development
• Procurement for Design
• Design & Permitting
• Land Acquisition
• Procurement for Materials
• Procurement for Construction
• Construction
• Administrative Close-out

 

q       Planning Area - The formal neighborhood community areas as defined by the office of Neighborhood Relations.

 

q       Preliminary Study - shall include any internal or external study or analysis, be it informal or formal, such as a needs assessment, a cost/benefit analysis, or a concurrency analysis conducted to determine if a potential Capital Need is warranted. It may be used to determine its ranking among other Capital Needs on the Capital Needs List. A Preliminary Study would occur prior to inclusion of a capital improvement in the Capital Improvement Program. Generally, the Preliminary Study is funded with Operating Funds. The Preliminary Study may be an internal or external assessment of the Project Scope, Cost Estimate, and Schedule.

 

q       Program - consists of a series of like capital projects managed by one Program Manager. Beginning with the Capital Improvement Program for Fiscal Year 2002, the Programs will include the following:

 

• Fire Services
• Government Facilities
• Library Services
• Parks Facilities
• Solid Waste
• Stormwater
• Transportation
• Water and Wastewater Utilities

 

q       Program Manager - is the respective Department Director who is responsible for the delivery of projects from the initiation of a Project in the Capital Improvement Program to its Fiscal Close-Out. The Program Manager assigns the Project Manager and Team Members.

 

q       Project Change Request Form - The document that shall be used to request a modification to the Project Scope, Cost, and/or Schedule.

 

q       Project Completion Date - is the date, assigned at the discretion of the Program Manager or their designated representative, at which a project is considered operationally complete. It signifies that the approved scope of work as identified in the Capital Improvement Program has reached completion. It is the commitment date to which the project has been promised to be delivered in the CIP book.

 

q       Project Development - is intended to provide documented information necessary to determine the specific type, design, and location of capital improvements. This study occurs after the Preliminary Study. Project Development shall result in the Baseline Project Cost, Baseline Project Schedule, and Baseline Project Scope. Generally, Project Development will be funded as a part of the Capital Improvement Program.

 

q       Project Finish — the end of a project, in its entirety, through Fiscal Close-out.

 

q       Project Information Management System (PIMS) - the County�s official Project Management enterprise based computer software planning tools utilized for documenting and reporting Project information.

 

q       Project Manager - The Hillsborough County staff individual assigned by the Program Manager, or their representative, to manage the delivery of a Capital Project from Project Start to Project Finish. The Project Manager is empowered to make necessary decisions to successfully manage the project and ensure its successful completion. This shall include performing the necessary communications throughout the functional organization and with external contractors or consultants for issue resolution, direction, and authority. The Project Manager�s responsibilities include, but are not limited to:

 

�        Managing the day-to-day activities associated with delivering the project.

�        Ensuring current and accurate project scope, description, schedule progress, cost estimates, and applicable notes are available for reporting status.

�        Reviewing their projects in PIMS (both Primavera P3e and Discoverer) to ensure the project status is current and accurate.

�        Coordinating with Support Departments to obtain all necessary time lines and associated cost estimates for delivering and reporting on Capital Projects.

�        Coordinating with the Communications Department to determine appropriate points for public meetings and/or press releases.

�        Collecting and distributing all information relevant to the project�s activities, progress, and status; including those activities performed by others such as land acquisition and procurement.

 

q       Project Start - The initiation of the project; signifies the beginning of the first activity in the project schedule.

 

q       Project Team - A project team is comprised of the Project Manager, the User Department/Agency, and related Support Departments such as Purchasing, Real Estate, Management and Budget, County Attorney, and Debt Management. The purpose of the Project Team is to involve the necessary staff personnel with the needed skill sets throughout all phases of the project. The Project Manager calls meetings of the Project Team to inform and resolve issues. Each team member may not be required to attend each meeting, only those where related information may be discussed. However, the Project Manager will inform all members of issues and action resulting from each meeting. Issues that cannot be resolved by the Project Team will be deferred to the Program Manager. The Project Team is the group of participants in a project who are directly involved in project management activities in support of the Project Manager. The team concept is to create the group of people who will be responsible during the various phases of project for keeping the scope, schedule and costs within Board approved parameters. Their function is to support the Project Manager and help identify and resolve problems as the project proceeds. It is a collaborative approach to solving specific issues. Project teams are needed because no one project manager, team leader, director or even assistant county administrator has authority over all of the county employees who are needed to deliver a County project. The team convenes, under the leadership of the Project Manager, to resolve and address project scope, schedule, or budget revisions.

 

q       Ribbon Cutting - A ceremonial milestone representing an event to publicly announce the opening or operation of a project.

 

q       �Rolling 12-month look ahead“ - a review of the “Active“ projects already started as well those that will start in the next 12 months.

 

q       “Schedule“ - The Primavera P3e term for the process of calculating a project schedule.

 

q       Schedule Percent (%) Complete - Percentage of the project schedule completed based on the duration of the actual progress compared to the planned progress of the �Project Completion Date.“

 

q       Substantially Complete — The project may be used for its intended purpose. A contractual term indicating all work necessary for the safe, proper, and total utilization and operation of the project for its intended purpose is complete. This is prior to the “punch-list“ of outstanding items being completed.

 

q       Support Department - Any department or office that is responsible for providing the necessary internal services and/or relevant information for the delivery of Capital Projects (i.e. Debt Management, Management and Budget, Purchasing Department, Communications Department, Real Estate and the County Attorney's Office).

 

q       Total Budgeted Cost - Total approved estimated cost of the project (all years, all sources, and all activities).

 

q       Total Project Actual Cost - Total actual cost at closeout of the project (all years, all sources, and all activities).

 

q       Transfer to User Agency — the formal process of notifying the intended user of a project’s completion and transferring responsibility for operation and maintenance of the facility or asset to the User Agency.

 

q       User Agency/Department - The User Agency/Department may be a County department or an outside agency that will be the ultimate user/occupier of a facility or improvement; or the agency responsible for the maintenance of the facility.

 

Procedure:

Not Applicable

 

Approval Signature:

 

 

___________________________ __________

Stephan J. Cassidy Date

Capital Program Administrator

 

 

___________________________ __________

Eric R. Johnson Date

Director, Management & Budget Department