Subject: Project Schedules in Countywide Database

 

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 on the requirement for documenting capital projects.

 

Guideline:

All capital projects in the Capital Improvement Program (CIP) shall have a documented project schedule and cost estimate maintained in PIMS. Departments are responsible for maintaining their current program of projects on a single, live, Countywide, LAN based, networked database. This database shall be the only official source of creating, storing, and maintaining projects.

 

Supporting data, information, and files may be maintained in hard or soft copy format. However, maintaining separate project schedules on workstations with information being periodically transferred or imported to the Countywide database is not permissible.

 

Departments will solely work “real time“ in the live database that is widely available to all parties connected to PIMS. Departments, Program Managers, and Project Managers are responsible for, and will be held accountable to, the accuracy and timeliness of the project input data contained within the live Countywide database.

 

Detailed construction schedules submitted by Contractors on County CIP projects may be reviewed utilizing other software products as necessary due to compatibility issues. The pertinent information from the detailed construction schedules shall be incorporated into the Countywide Database.

 

All stages and/or revisions of project cost estimates and schedules shall be documented in PIMS. PIMS based data shall, therefore, be the basis for the information presented in documents related to initiation of CIP projects, submittal of recommended CIP Projects, and recurring reporting of adopted CIP Projects.

 

Procedure: Not Applicable

 

Approval Signature:

 

 

___________________________ __________

Stephan J. Cassidy Date

Capital Program Administrator

 

 

___________________________ __________

Eric R. Johnson Date

Director, Management & Budget Department