STANDARD INFORMATION REQUIRED WHEN REQUESTING PWB OR FINANCE ACTION - 6822

(Revised: 03/2025)

(Revised and Renumbered from 6845.)

PWB and Finance information needs related to capital outlay projects are very similar. Both require a Request for Approval to Proceed or Encumber Funds (DF-14D), as well as standardized project cost and history information.  In addition, PWB requires an agenda package made up of a specifically-formatted agenda item and additional information depending upon the type of proposed action.

 

Standard information required when requesting PWB of Finance Action:  When submitting a request for one or more actions or approvals by either PWB or Finance, the department must provide completed versions of the following standard reporting forms.

 

1. Request for Approval to Proceed or Encumber Funds (DF-14D):  The requesting department submits this forms to seek approval of a project action by PWB or Finance.  The form can be found at: Budget Forms | Department of Finance under the “Capital Outlay Budget Forms” section at the bottom of the page.
   
   This is the official request document which identifies the project and the requested action(s).  For projects managed by DGS, the "Project Manager" signature is the DGS project manager, otherwise it is the department's project manager. The "Department Director or Designee" signature is the department requesting the action. Finance's signature on the returned form is evidence of PWB/Finance approval of the request. Any conditions of approval will be noted on the document.
   
   
2. Project Cost, Funding, and Schedule Summary:  This summary is a chronological history of costs, funding and schedules.  The initial column reflects the approved COBCP.  Each additional submittal requires a new column with the most recent totals and dates.  The funding data includes all approved appropriations and executive orders, changes included in this request, and future funding requirements.
3. Project Cost Detail Estimate:  The department must provide a cost estimate, often referred to as a three-page estimate, in sufficient detail to communicate and support the request.  The total costs must tie to the Project Cost, Funding and Schedule Summary.

PWB Agenda Package:  When submitting a request for one or more actions or approvals by PWB, the department must submit an agenda package, as follows:

1. Who submits an agenda package: The project manager—either DGS or the department if it is authorized to act as project manager—submits the agenda package. However, if DGS submits the agenda package, the department is responsible for confirming the accuracy of program information, providing all required supporting documents to DGS in a timely manner, and indicating to Finance their concurrence with the requested action (typically by signing the

   DF-14D).  Note that an agenda package is required for items that are to be heard by the PWB as well as those items that can be delegated to staff.
   
   

2. What is the agenda item: An agenda item, which is the legal action the department is asking PWB to take, also known as the Staff Analysis document. Agenda items submitted by departments can be categorized as either action, consent, or bond items .Action items are presented to the PWB at its meeting and are typically reserved for sensitive issues or noteworthy actions. Consent items are summarized for the PWB and are for items that are not considered sensitive .Bond items approve financing activities related to bonds issued by PWB. In some cases, and at the discretion of PWB, some consent items may be approved administratively by PWB staff and listed in the reportables section of the meeting agenda.

The Finance Capital Outlay Unit has developed a PWB Agenda Item Desk Manual that lists the most common actions and provides guidance on appropriate formatting.