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Roles and Responsibilities - Facilities Management

Section:   Facilities Management Number:  50.001
Title:  Roles and Responsibilities - Facilities Management

 

Index

POLICY

APPENDIX

  • None.

  • POLICY

    .100  POLICY STATEMENT 

    The policy sets forth high-level Facilities Management roles and responsibilities for the Chancellor's Office and the Institutions.

    .110 POLICY RATIONALE

    OUS seeks to ensure that the high-level roles and responsibilities of the Chancellor's Office and the Institutions related to Facilities Management are documented, communicated, and clearly understood and applied.

    .120  AUTHORITY

    .130  APPROVAL AND EFFECTIVE DATE OF POLICY

    Approved by the Budget and Finance Committee of the Board on 2/15/02 as part of the Fiscal Accountability Framework Final Report.  The effective date of the policy is 3/1/02.

    .140  KNOWLEDGE OF THIS POLICY

    All Chancellor's Office and institutional personnel with facilities management and related responsibilities should be knowledgeable of this policy.

    .150  DEFINITIONS

    None.

    .160  HIGH LEVEL ROLES AND RESPONSIBILITIES

    A.  CHANCELLOR'S OFFICE 

    High level roles High level responsibilities
    Consultative Provides guidance to institutions regarding budgeting and funding facilities projects.  Provides a biennial guidance memo as a process and strategy guide.
    Liaison Champions the requests for facilities funds through the Board, the Governor's Office, and the Legislature.
    Legislative Tracks bills and administrative rule changes that impact current policies and procedures.  Represents OUS interests with government bodies.
    Establishing Projects Establishes individual projects for the institutions, including the approval of project accounts.
    Issue Bonds Coordinates with the Controller's Office to issue bonds.  Monitors and authorizes the distribution of bond proceeds as requested by the institutions.
    Space Management Works with institutions to provide annual studies of space utilization.
    Review Reconciles data from all projects submitted by the institutions.  Monitors and enforces projects' expenditure limitations.
    Reporting Creates reports detailing the status of all active projects to State Legislature.
    Due Diligence Performs due diligence on all institutional requests.
    Request for Funds Develops biennial capital budget based on the prioritizations from the institutions in their request for new projects.  Coordinates with the State Board of Higher Education, DAS, and the Legislature to establish new projects and to request bond monies.
    Management Manages land inventory and acquisitions and sales of property.  Manages the retainer agreement and issues the RFP.  Approves small projects (under $1 million).  Allocates deferred maintenance and capital repair funds to institutions.  Also manages the reporting of market values and rental rates of state provided housing.

    B.  INSTITUTION

    High level roles High level responsibilities
    Communication Consults with Chancellor's Office and institutions for advice and oversight.
    Debt Service Payment Submits payment for debt service to the Chancellor's Office.
    Due Diligence Performs due diligence on all institutional requests.
    Establishing Projects Requests that the Chancellor's Office establish new projects.
    Management Manages both the construction and operation of facilities at each respective institution.  Manages the spending of budgets once funds are granted.  Performs accounting functions related to projects.
    Request for Funds Submits prioritized long term building or funding requests to the Chancellor's Office.  Requests bond monies from the Chancellor's Office to establish projects.
    Review Monitors allocation of proceeds for bonds to the institutions and expenditure limitation on debt.  Institutions manage cash flows to ensure that debt service payments are funded.

    .690  CONTACT INFORMATION

    Direct questions about this policy to the following offices:

    Subject Contact
    General questions from institutional personnel Institution Office of Business Affairs
    General questions from institutional central administration and Chancellor's Office personnel Chancellor's Office Budget and Management Division

    .695  HISTORY

    10/15/03 - Reformatted
    2/15/02 - Approved 

    Policy Last Updated: 10/15/03

    APPENDIX

    None.

    Appendix Last Updated:  10/15/03