After requests have been submitted by the Institutions,
Agencies and Departments and have been reviewed by the Bureau Staff, Projects
receiving funding must be officially documented on a Standard Approval
Form - Record of Action as shown in the sample below:
INSTITUTIONS OF HIGHER LEARNING
MISSISSIPPI STATE UNIVERSITY
'99 Roofing Program 105-999
The Bureau of Building, Grounds and Real Property
Management approved the following:
(a)
Initiating the following new repair and renovation project:
Project # 105-999 Title: '99 Roofing
Program
(b)
Total Project Budget: $200,000.00
Scope: Reroof Buildings X, Y and
Z located on the Mississippi State University campus.
(c) Transferring $100,000.00 to subject
project from the 1999 General Fund Account.
(d) Executing a contract with the following
Professional firm:
Professional Assignment:
John Smith & Associates, P.A.
Jackson, Mississippi (AW-PP001)
Contract Type: C
(e) Appointing the following Consultant for
the Professional - John Smith & Associates, P.A.:
Asbestos Consultant:
Irving Levin Asbestos Consultant
Jackson, Mississippi
(f) Establishing a Receivable in the amount
of $100,000 to be received from the University.
|
ESTIMATED PROJECT BUDGET: (C -
Roofing)
|
|
ESTIMATED CONTRACT
|
$ 180,000.00
|
|
FEES: JOHN SMITH
|
15,000.00
|
|
OT001: Advertisements
|
50.00
|
|
Contingency
|
4,950.00
|
|
TOTAL PROJECT BUDGET
|
$ 200,000.00
|
|
FUNDS AVAILABLE:
|
|
1999 General Funds
|
$ 100,000.00
|
|
MSU Receivable (Funds To Be Received:
$100,000)
|
_____.00
|
|
TOTAL FUNDS AVAILABLE
|
$ 100,000.00
|
When a Project is initiated, certain pertinent
information is assigned to that Project on the Standard Approval Form -
Record of Action and cannot be changed without the written permission
of the Bureau.
1.
Project
Classification: Projects are classified as Capital Improvement, Repair
and Renovation, Furniture and Equipment, or Land Acquisition. [See
Section 200.]
a.
Project
Number: This Number should appear on all subsequent documents and
correspondence. Project numbers have six (6) digits. The first three (3) digits
identify the Institution, Agency, or Department. The last three (3) identify a
specific project
b.
Project
Title: Project's Title should appear on all subsequent documents and
correspondence. This Title is as important as the Project Number for
identification and legal purposes.
2.
Funding Source: Depending on
legislative action, funding sources may vary from line item, discretionary,
repair and renovation, preplanning, or outside contribution. [See
Section
200.]
a.
Scope: The Scope
of the Project is based on the request submitted by the Using Agency and may
not be altered without the Bureau's written approval.
3.
Transfer of Funds:
Transferring the funds to the Project is a depository procedure in order to
place the funds in the Project for expenditure.
4.
Professional Assignment: A
Professional is selected through the selection process and assigned a fee
schedule. [See Section 400.]
5.
Consultant Assignment: If the
Professional requires the assistance of a Consultant, one may be assigned. Once
a Consultant has been approved by the Bureau, no changes may be may without the
Bureau's written approval.
6.
In House Project: If the Using Agency has
personnel to perform the planning process outlined in this Manual, the Using
Agency may serve as the Professional and will receive no fee for the services
provided.
7.
Estimated
Project Budget: Initially, each Project is given an estimated budget.
The Professional will submit a revised estimated budget after the planning
process begins. The Estimated Project Budget should remain within the funds
available and may not exceed this amount without the Bureau's written approval.
8.
Funds Available:
The
Standard Approval Form - Record of Action will show the
total funds available at any given time during the life of the Project.
a.
Receivable: The Using Agency
should notify the Bureau of its intent to send funds to support the Project,
the amount and the kind of funds.
9.
Originator: The Bureau Staff
member assigned to the Project will initiate the Standard Approval
Form and be responsible for correlating all data during the life of
the Project.
10.
Approval: The Bureau Director has the responsibility of approving
all official actions of the Bureau. No
Standard Approval Form - Record
of Action is official until it has been approved and signed by the
Bureau's Director.
|
* Project Classification
* Funding Source
* Transfer of Funds
* Professional Assignment
* Consultant Assignment
* In House Project
* Estimated Project Budget
* Funds Available
* Originator
* Approval
|
