Education and Infrastructure School Capital Planning Workshop February 21, 2018 – Calgary February 22, 2018 – Edmonton
Welcome address Curtis Clarke Deputy Minister of Education Shannon Flint Deputy Minister of Infrastructure
Introductions
School Capital Projects • Since 2011: - Over 250 school capital projects announced, with an estimated total provincial capital commitment of over $4.5 billion - Over 800 modular classrooms approved as part of the Modular Classroom Program • Currently over 80 projects are in various stages of planning, design, and construction.
Report of the Auditor General of Alberta, April 2016 • October 2015 announcement that many projects would not meet anticipated completion timelines • Office of the Auditor General asked to examine why, and to advise on improvements • April 2016 report: Education and Infrastructure – Systems to manage the School-Building Program
Report of the Auditor General of Alberta, April 2016 • Recommendations covered many aspects of the program, e.g.: – Clarification of roles and responsibilities – Planning and approval processes – Systems to manage and control projects – Change management procedures – Communication – Reporting and key performance indicators – Cash flow and capital funding requests
Report of the Auditor General of Alberta, April 2016 Number one recommendation: • Clarify Roles and Responsibilities — We recommend that the Department of Education improve its oversight of the school-building program by: – working with the Department of Infrastructure to clarify the roles and responsibilities of each department and establishing supporting policies and procedures – developing clear decision-making authorities for the program • Our response – a new Memorandum of Understanding between the two departments
Education and Infrastructure School Capital Program Management • Memorandum of Understanding (MOU) – signed February 17, 2017 by both ministers – addresses April 2016 OAG report recommendations • Capital Program management remains status quo until transition (April 1, 2018)
Governance Structure: • Address OAG recommendations • Clarity of roles and responsibilities • Key performance measures - school projects: – On-time – On-budget - supported by a high degree of accuracy in estimating and forecasting – Facilities meet the educational needs of students
MOU: • Defines high level ministry accountabilities • Education is responsible for: – Capital Planning and project scope • Infrastructure is responsible for: – Implementing assigned school projects – Providing oversight for jurisdiction managed projects – Procuring modular classrooms – Communicating project performance and reporting
School Capital Program Management Transition • Program transition includes: – Budget transfer for active projects announced since 2011, modular program, and future project/modular approvals • Close out of completed projects (schools and modulars) • Capital Program financial reconciliation – Process updates – Organizational structure realignment – School Capital Manual amendment
Transition Implementation by April 1, 2018: INFRASTRUCTURE: • Accountable for project implementation in support of the School Capital Program New accountability: – Oversight for grant funded school projects – Grant payments, includes FFE and modulars Enhanced accountability – Program Reporting – includes reports to Education and Treasury Board – Project Communication
Transition Implementation by April 1, 2018: EDUCATION: • Planning/program role of Education and school jurisdictions remains unchanged • Infrastructure Maintenance and Renewal Program (IMR) with Education
Accountability Alignment: • Inter-organizational oversight/leadership – Joint Steering Committee – ADM level – Joint Operations Committee – ED level • Developing supporting documents – Redevelopment of School Capital Manual • Alignment with Capital Planning Process – Reporting framework and measures review • Improved support for jurisdiction managed projects during planning and implementation • Transparent cash flow and portfolio management, using standard protocols
Summary Program transition includes: • Budget transfer for active projects, modular program, and future project/modular approvals – Close out of completed projects (schools and modulars) – Capital Program financial reconciliation • Process updates • Organizational structure realignment • School Capital Manual amendment
Infrastructure Updates Organizational changes effective February 12, 2018 • Capital Projects Delivery Division - Brian Fedor – retired ADM – Neil McFarlane - • Learning Facilities Branch
Process updates • Grant Process – overview • Key contacts / Website links • Financials • Reporting • Modular Classroom Program • School Capital Manual • Infrastructure Maintenance Renewal (IMR) • Area Capacity Utilization (ACU)
Grant Process Project Approval • Joint announcement by Education and Infrastructure Infrastructure accountable for management of: • Grant Agreements • Grant Agreement Amendments • Design and Tender process • Payment process Jurisdictions maintain project responsibilities during the pre-tender, tender, project delivery stages, and project close out.
Key Contacts Education – Capital Planning Sector is responsible for: • Capital Planning • Capital Funding Requests • IMR Program Infrastructure – Learning Facilities Branch is responsible for: • Approved Capital Plan – project implementation • Project Management Support • Project Design (meets approved scope) • Cost Analysis Website Access: https://education.alberta.ca/school- infrastructure/planning-school-projects/everyone/resources/
Financials Payment process • Prior to April 1, 2018 – status quo - Year end process • As of April 1, 2018 - Request For Payment submissions to Infrastructure o Shared email address - Request For Payment form o Changed form o Required to process F&E, CTS payments Payment inquiries – Infrastructure -
Financials cont’d Statement of Final Cost (SFC) • As of April 1, 2018 SFC process managed by Infrastructure - Purpose Submission process – shared email address - - SFC form updated
Reporting Purpose / Challenges Infrastructure reports for Jurisdictions • Monthly reporting continues • Report format changes • Education SharePoint site School Capital Projects website Next Steps: • Capital Infrastructure Dynamics (CID)
Reporting (cont’d) Jurisdiction project updates • SCRS – status quo for project data updates • Cash Flow Forecasting (12 months, future years) Existing SCRS Cash Flow data Grant Project % of Anticipated Anticipated Anticipated Life To Date 2018 2018 2018 2018 2018 2018 Agreement Name Construction Construction Occupancy Status As of Expenditure As APR MAY JUN JUL AUG SEP Number Completed Completion Date April 2018 of March 31, Date Date 2018 ID Notes Risks % $ $ $ $ $ $ $ % $ $ $ $ $ $ $ New SCRS Cash Flow data requirement Additional 6 months / future year totals Grant Project % of Anticipated Anticipated Anticipated Life To Date 2018 2018 2018 2018 2018 2018 2018 2018 2018 2019 2019 2019 2019- 2020- 2021- Agreement Name Construction Construction Occupancy Status As of Expenditure As APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR 2020 2021 2022 Number Completed Completion Date April 2018 of March 31, Date Date 2018 ID Notes Risks % $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ % $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $
Modular Classroom Program • Modular allocation – Education - Priority list - Annual Modular Classroom Approval o Approval letter: Jointly signed by Education and Infrastructure • Budget Approval (Project) – Infrastructure • Challenges
School Capital Manual (March 2015) • Addendum to be issued – effective April 1, 2018 - Amends priority clauses/sections to align with changed accountabilities and processes - Replaces some Sections and Appendices • School Capital Manual update - Review to commence after April 1, 2018 - Major update - Collaborate with Jurisdictions
Infrastructure Maintenance and Renewal (IMR) Changes in Process • IMR Actual Expenditure Reports are now to be submitted to Education - Format and deadline is unchanged - Jurisdictions are still required to report through VFA
Area Capacity Utilization Reports (ACU) Changes in Process • ACU reports will now be generated by Education - The ACU report will no longer have the gross area information included. • Updated Utilization Formula Instructional Area forms with Small Scale Plans need to be submitted to Education to allow for the updating of instructional area.
BREAK
Capital Planning Gated Approval Process and Project Readiness Alberta Education
Outline • Alberta Education Capital Planning Gated Approval Process – Phase 1: Capital Plan Submission – Phase 2: Project Evaluation & Prioritization – Phase 3: Project Definition – Phase 4: Budget & Scope – Phase 5: Provincial Capital Planning Process • Project Readiness – Why Is Project Readiness Important? – Project Readiness Evaluation • Questions
Recommend
More recommend
