2022 Capital Budget Kick Off - COOK COUNTY STEP
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Capital Budget Kick Off
2022 April 1, 2021
TONI PRECKWINKLE
President, Cook County Board of Commissioners
AGENDA
Introductions
BOF – Capital Budget 101
Capital Equipment Projects
BAM Program-Wide Goals and Strategies
Capital Improvement Projects
Real Estate Management – Space Allocation Committee
Facilities Management – Coordination
Capital Review Process
Budget Timeline
FAQ, Contact Information
Annette Guzman, Budget Director
Welcome and Introduction
Annette Guzman, Budget Director
Christopher Lipman, Managing Deputy Budget Director
Michael Ambolo, Deputy Chief Financial Officer
John Yonan, Bureau Chief, Asset Management
Earl Manning, Director, Capital Planning & Policy
(DCPP)
Eric Davis, Deputy Director, DCPP
Jessica Caffrey, Director, Real Estate Management
Bilqis Jacobs-El, Director, Facilities Management
3
Capital Budget Structure
The Cook County Capital Budget is structured as follows:
Capital Improvement projects are long-term improvement projects involving the
acquisition, enhancement, demolition and renewal of county facilities and
infrastructure. Cook County agencies send these requests to the Bureau of Asset
Management for the approval and execution.
Capital Equipment projects consist of the acquisition or upgrading of outdated
technology, institutional/fixed plant equipment, furniture and vehicles that have at
least 5-year useful lives and cost greater than $5,000. Cook County agencies send
these requests to DBMS for review and approval.
Transportation & Highway projects are for the preservation, modernization and
expansion of County roadways, bridges, traffic signals, and highways. All projects are
processed within the Department of Transportation and Highways. These projects
are primarily funded with Motor Fuel Tax and State/Federal Grants.
Michael Ambolo, Deputy CFO
4
Capital Budgeting Goals
In order to manage debt responsibly, the County needs to stay within a 2%
growth rate of Debt Service annually, and not exceed a $400 million threshold.
The County will seek to decrease budget on debt supported capital
equipment with the goal of eventually funding capital equipment through pay-
as-you-go means entirely, with the exception of large non-recurring multi-year
initiatives.
All capital equipment purchases funded with sources other than "debt proceeds"
also require capital appropriation.
Michael Ambolo, Deputy CFO
5
Capital Equipment Projects
6
Capital Equipment Projects
Capital Equipment Projects (CEP)
Assets valued at $5,000 or greater with a useful life of over 5-years.
Department requests will fall under two project categories, either ongoing or new project
requests.
Ongoing CEP Projects
Must review ongoing CEP in Hyperion
If project will continue into FY2022, submit cash flow budget for April 2021 – November
2022.
Unencumbered funding will not roll over at end of FY2021.
Unspent funding at end of FY2021 will no longer be available.
FY2022 funding should be identified as "ongoing" in Hyperion.
Carry-Over Funding will be reconciled at the end of the year to determine the amount of remaining funds
available on the project.
No new business case required.
Christopher Lipman, Managing Deputy Budget Director
7
Capital Equipment Projects
New CEP Projects
Types: IT & Telecom, Vehicles, Furniture, Fixed Plant, Institutional
Equipment, Medical Equipment
Prior to submission:
Review Allowable IT Capital Expenditure List (available on STEP Portal)
Identify funding source for capital item
Consider timelines related to procurement, delivery and invoicing for the project
Ensure useful life of equipment is at least 5 years and has a value of $5,000 or
more
Discuss budget for capital equipment project with your Budget Analyst
For IT projects
Vehicle Request Process
For FY2022 vehicle requests, Departments will only need to enter
their submission into Hyperion and complete the Vehicle Request
Form and no longer need to submit a Business Case.
Copy of the template is available on the Step Portal and in
Hyperion.
Completed Vehicle Request Forms will need to be
uploaded into Hyperion folder named CEP Vehicle Form
Submittal.
Use the name convention (Office #_Vehicle Request
Form_FY2022) when saving your file.
OUP passenger vehicles must be requested through BOA
Other agencies should work with their finance
departments to complete vehicle requests
Christopher Lipman, Managing Deputy Budget Director
9
IT Allowable & Non-Allowable Capital Expenditure
10
Christopher Lipman, Managing Deputy Budget DirectorCapital Funding
• All capital projects over $5,000 need both:
Capital Appropriation
Funding source
• Capital appropriation provides offices the authority to
procure.
• Capital projects can be funded by:
Operating Funds,
Special Purpose Funds,
Grant Funds, and/or
Debt Funds Christopher Lipman, Managing Deputy Budget Director
11CEP Budget Development
Must factor in more than just the cost of the
equipment. Also consider:
• Ongoing equipment costs beyond year one
• Training costs
• Additional IT support and maintenance costs beyond year
one
• Hosting fees or extended warranties
• Lease obligations
• Subscription costs
• Non-capitalized costs
Christopher Lipman, Managing Deputy Budget Director
12CEP Project Submission
• Submit new projects in Hyperion (link to
Business Case form) by April 30th*
• Must fill in forms completely for project to be reviewed for
consideration. Separately-elected officials should be prepared to
speak to it at the Board presentation.
• Additional required documentation:
Type of Request Additional Form Where to upload
IT Equipment Request Updated Software and Hardware BOT Sharepoint
Asset Inventory
Non-IT Equipment Updated non-IT, non-vehicle inventory Hyperion
Request
Vehicle Request Vehicle Request Form Hyperion
Furniture Request* SAC Request Form CEP/CIP online form
13
Christopher Lipman, Managing Deputy Budget DirectorCEP Project Submission
Required Steps:
• Hyperion • Business Case Form
• Begin submission in • Begin submission in
Hyperion Business Case form.
• Open up Business Case • Add associated Hyperion
Form Project # into notes
• Use same project title for section of Business Case
your project in Business Form (Step 0)
Case Form • Links Business Case
submission to
Hyperion submission
• Once done, submit CEP
project in Hyperion using
same project title.
Christopher Lipman, Managing Deputy Budget Director
14Capital Improvement Projects
15BAM: Bureau-Wide Goals and Strategies
Department Department
WP Workplace Strategy &
of Real Estate of Real Estate Design
Management Management
4. Dispose/ 1. Develop/Acquire Green Buildings
Replace GBP Program
Department of Department of
Facilities Capital Planning
Management & Policy TI Technology Integration
3. Operate/ 2. Plan/ Design/
Maintain Construct
John Yonan, Asset Management
16Important Dates and Deadlines
Business Case Submittal Process
Expanded User Communication Process and Schedule
Online Application https://ccnetapps.cookcountyil.gov/BusinessCases/
VPN Access Required - Reply to email to confirm contact has access
FY2021 Submittals – DCPP will confirm; no need to resubmit
Business Case Review Session
Teams Meeting for questions on or before Friday, April 16nd at 10 a.m.
Confirm your contact info and we’ll send the link
Submission Deadline
All requests must be Submitted in the system by EOB April 30th.
Submissions received after April 30th will not be accepted
Earl Manning, Capital PlanningOnline Application
CIP Business Cases
All requests require a thoroughly completed Business Case.
The new Business Case system will not accept a Submittal without all required* fields filled in; it will tell you
which you still need to complete.
If you submitted a Business Case request in FY2021 and you DO still need it, whether it has been started or
not, and it has NOT changed, you do not need to Create New Request for FY2022 in the system. DCPP will
reach out to confirm that you still want to include your FY2021 request(s) in your list for FY2022; you can also
notify DCPP with questions or your choice.
If your contact/submitting individual has changed from FY2021 to FY2022, contact Leonorilda Amador
leonorilda.amador@cookcountyil.gov and we will work with you on carryover requests.
Corresponding Requests
The new system only asks you questions about which category you are requesting (CIP, CEP, or SAC).
Do not enter separate requests if you need two or all three.
The system only needs to be told once who you are; it populates those fields for all three if you check them.
Confirmation and Feedback
Once you Submit a request, the new system creates and emails you a PDF of what you submitted.
BAM will meet with you during Q3 to give you an update on your requests.
SAC module remains live all year; CIP and CEP close April 30th.
Earl Manning, Capital Planning
18Online Application
CCGOV FirstLast
Regular Network Password
19Online Application
Start Here for a NEW Request
Start Here to Confirm/Resubmit from FY2021
For additional information re CEP requests, please refer to our CEP FAQ downloadable page or contact Steven J. Smith -
Steven.J.Smith@cookcountyil.gov
For additional information re SAC process, please please refer to our SAC FAQ downloadable page or contact Patricia Moreno –
patricia.moreno@cookcountyil.gov or Bryant Treadwell – bryant.treadwell@cookcountyil.gov
20Existing Requests to Carry Over
Archived FY2021 projects not yet started indicated with a star* - review and Submit
if still needed for FY2022
New FY2022 business case already started (no star)
Existing project already completed or underway in FY2021 – carried over to
FY2022
21Online Application
Click here for Help pop-up
ADD Requesting Dept. Lead
22Online Application – New Request
Only opens for input if CEP checked
23Online Application
Save; only Submit if you’re sure it’s complete
24Online Application
Status shows you which are Saved and which have been Submitted
25CIP/CEP Business Case and Supporting Documentation
CIP/CEP requests and Business Cases that are not filled out in
their entirety cannot be Submitted into the system and
therefore will not be considered in the FY2022 Capital Plan.
Our goal is to help you succeed in completing your request and realizing
your capital plans.
For ops budget and project costs, best estimates are fine; we will get back
to you if we have questions, but if you don’t know, please enter 0.
Do not leave any fields with an asterisk* blank.
CIP/CEP requests that are not submitted by April 30th will not
be included in the FY2022 Capital Plan
Earl Manning, Capital Planning
26Space Allocation Committee Ordinance and
CIP Process
Space Allocation Committee (SAC)
Under the Asset Management and Space Standards Ordinance, SAC
is charged with instituting processes and procedures for departments
and agencies requesting additional space or reconfiguration to
existing space.
Space Allocation Requests within the CIP process
SAC module in the online system remains open all year
DREM performs Preliminary Review – while project funding has not
been confirmed, it still needs to be vetted
Requesting department submits SAC Request (either with their CIP
Request or later in the year)
SAC discusses request and renders a decision
If approved, DREM, DCPP, DFM, or property manager works with
department to plan project
Jessica Caffrey, Real Estate
27Furniture Process & Capital Equipment (CE)
Furniture Request Process
All furniture requests to SAC
SAC reviews furniture request
Furniture priority process: 1st Re-use; 2nd DFM Salvage; 3rd Donation;
4th Purchase New
If SAC approves, SAC provides approved furniture list
New BAM Furniture Guidelines
User to provide approved furniture preferences
This process applies to furniture requests at or over $5,000
Corresponding CE Requests for Furniture
If your CIP request requires CE such as furniture, check both CEP and
SAC boxes in the CIP/CEP/SAC application
Jessica Caffrey, Real Estate
28Salvage Process & Project Delivery
The Department of Facilities Management manages the
Salvage Program. Email us
at Salvage@cookcountyil.gov and/or visit our website
at (https://www.cookcountyil.gov/content/salvage-
program) for access to County furniture.
After User Departments submit their CIP Requests, Capital
Planning and Facilities Management will assess projects
which are located in buildings managed by DFM to verify
which projects can be performed by DFM
DCPP and DFM will then determine whether those CIP
projects can be performed by DFM or other delivery
methods (Market bid, JOC, Piggyback, etc.)
Bilqis Jacobs-El, Facilities Management
29Salvage Process Continued
Replace w/word
flyer
30Capital Review Process
Annette Guzman, Budget Director
31Hyperion Access and Settings
Hyperion Access
Check that you have access to Hyperion early
If you need access, complete the Hyperion System Access Request
form on the STEP site located under the resources tab
Hyperion Settings
You must use Internet Explorer
Be sure that your zoom is set to 100%
Follow Hyperion Setting Preference Instructions if you are having issues
running Hyperion reports
Annette Guzman, Budget Director
32Budget Timeline
February 11 – April 1, CIP Business Case high-level meetings with user
2021 departments
BAM continues CIP Business Case development
March 6 – April 15, 2021
meetings with user departments
• Business case portal opens to user departments for
March 15, 2021 CEP/CIP/SAC requests
• Hyperion opens for CEP requests
April 1, 2021 CIP/CEP Kick-Off info session
April 12 – April 16 CIP application working sessions
April 30, 2021 Deadline for all FY2022 CEP/CIP requests
May 3 – June 18, 2021 Capital Equipment requests under review
Review of Capital Equipment requests complete and
June 21, 2021
decisions sent to user departments
President's Executive Recommendation presented to the
October 2021
Board of Commissioners
Amendments to the Executive Recommendation are due
November 5, 2021
from Commissioners
FY2022 Appropriation Bill sent to Board of
Late November 2021
Commissioners for a vote
November 30, 2021 End of the 2021 Fiscal Year
*Dates subject to change 33 Annette Guzman, Budget DirectorCIP/CEP Request Review Session and Contacts
Department CIP/CEP/SAC Representatives
Departments must designate one (1) Representative to handle all
CIP/CEP/SAC correspondence, questions and submissions
For Questions, Please Contact the Following Designees:
Corporate Facilities –
Tamas Kutas, tamas.kutas@cookcountyil.gov
Health & Hospital –
Dave Scott, dscott1@GilbaneCo.com
Public Safety –
John Kelly, john.kelly@stvinc.com
Capital Equipment –
DBMS Budget Analyst
CEP/SAC Requests –
Patricia Moreno, patricia.moreno@cookcountyil.gov
Annette Guzman, Budget Director
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