www.cccfusion.org

FUSION and Capital Construction Reimbursement Claims

Presented by John RoachDirector, Systems Analysis & Research

Foundation for California Community CollegesOctober 15, 2008

Today’s Topics

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• FUSION Introduction & Background• FUSION Team• Financial Claims Reimbursement• Closing and Q&A

INTRODUCTION & BACKGROUNDAbout FUSION

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FUSION is…

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• An online suite of tools used by all 72 community college districts to manage facilities

• A one-of-a-kind tool for California Community Colleges

• Staffed and maintained by the Foundation for California Community Colleges

• Hosted by computer servers on the San Joaquin Delta College campus in Stockton, Calif.

CCC Facilities Management Before FUSION

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• Same basic requirements as today but with…– Little standardization across districts– Little integration across different annual submittals

• No web interface• Data exchange using e-mail and postal service• Manual updates and synchronization from year to

year

FUSION is Online & Modules are Integrated

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FUSIONSoftware

FUSION Timeline

A History of Continual Improvement

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•Program initiation•Assessment planning•Software planning

•Assessment site visits•Space Inventory module•FUSION Help Desk

•Planning module•Project module•Assessment clean-up•Steering committee•Public website•Dictionary & FAQ•Intro training class

•Project scenario features•Formal in-house design tools•Maintenance phase begins•Systemwide plan upgrade

•Campus eligibility report•Local planning upgrades•IMPACT upgrades•Advanced training class•Enrollment forecast upgrade

•3-year assessment cycle•TOP Code upgrades•Architectural drawings database•Synchronization upgrade

•Claim processing•In-house programming •Program status maps•Energy features (IOUs)•Scanner upgrade

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FUSION

FUSION ProgramMore than just software

Web Portal

Classroom Training

On-site Building Assessments

Architectural Drawings DatabaseSummaries & Analyses

THE FUSION TEAM

A Commitment to Serve

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Partners

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ACBO Facilities Task ForceFounding DistrictsDistrict FUSION User CommunitySystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates

Partners• Special thanks the subgroup of

members that make up the FUSION Steering Committee– Ann-Marie Gabel, Long Beach CCD– Eric Mittlestead, Sequoias CCD– Ron Beeler, North Orange County

CCD– Maria Baker, San Joaquin Delta CCD– Dave Clinchy, Los Rios CCD

• A member of the FUSION staff attends quarterly Task Force meetings.

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ACBO Facilities Task ForceFounding DistrictsDistrict FUSION User CommunitySystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates

Partners• Citrus CCD• Foothill-De Anza CCD• Los Angeles CCD• Los Rios CCD• Marin CCD• Mt. San Antonio CCD• Palomar CCD• San Francisco CCD• San Joaquin Delta CCD• San Jose-Evergreen CCD• San Mateo CCD• Sonoma CCD• Ventura County CCD

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ACBO Facilities Task Force

Founding DistrictsDistrict FUSION User CommunitySystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates

Partners• All 72 community college districts• More than 850 unique user IDs

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ACBO Facilities Task ForceFounding Districts

FUSION User CommunitySystem Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates

Partners• Fred Harris• Jim Rogaski* Special Thanks• John Baca• Dale Clevenger• Dan Estrada• Mary Just• Cheryl Larry• Shelley Petavini• Walt Reno• Gin Yang-Staehlin• Susan Yeager

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ACBO Facilities Task ForceFounding DistrictsDistrict FUSION User Community

System Office Facilities Planning UnitFUSION Staff at FCCCOther Affiliates

Partners• Greg Owsley, FUSION Technical Coordinator• Woody Nelson, Lead Assessor• Tracie Callahan, Programs Coordinator• Brian Lonquist, Student Assistant• Eric Martinez, Student Assistant• John Roach, Director

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ACBO Facilities Task ForceFounding DistrictsDistrict FUSION User CommunitySystem Office Facilities Planning Unit

FUSION Staff at FCCCOther Affiliates

Partners• San Joaquin Delta College• Eric Mittlestead, Sequoias CCD• Parsons (formerly 3D/I)• Merle Cannon, Cannon & Assoc.• Chris Addington, AP Architects• The many districts that have

hosted FUSION training

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ACBO Facilities Task ForceFounding DistrictsDistrict FUSION User CommunitySystem Office Facilities Planning UnitFUSION Staff at FCCC

Other Affiliates

CLAIMS REIMBURSEMENT

A Three-Step Process to

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Steps to Begin Submitting Claims

• Step 1: Register• Step 2: Prepare a claim• Step 3: Submit

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Step 1. Register with System Office

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*FUSION Help Desk 916.498.6712. More contact information on the last slide

• Call*• Complete• Sign• Return• Receive password• For projects funded

in 2007 or after

Step 2. Create Claim in FUSION

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Features• Staff can prepare claims• Familiar looking forms• Final submittal by CBO or designee • Uses electronic signature• Valid for projects funded after 2006• Prepare claims individually or in bulk• Ten-day processing by System Office• Instructions included on website

InstructionsScreen Navigation

Complete Forms

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Step 2. Create Claim in FUSION

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Screen NavigationLog in

Select “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”

Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus project

Scroll over “Actions” tab & select “Claims”Select “Add New Claim”

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”

Select “Add New Claim”

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Complete FormsSelect project phase Enter date rangeSelect “Expenditure Recap”Select “Manual Entry”Select “Add Vendor/Item”Enter claim information

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Complete FormsSelect project phase

Enter date rangeSelect “Expenditure Recap”Select “Manual Entry”Select “Add Vendor/Item”Enter claim information

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Complete FormsSelect project phase Enter date range

Select “Expenditure Recap”Select “Manual Entry”Select “Add Vendor/Item”Enter claim information

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Complete FormsSelect project phase Enter date rangeSelect “Expenditure Recap

Select “Manual Entry”Select “Add Vendor/Item”Enter claim information

Step 2. Create Claim in FUSION

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Screen NavigationLog inSelect “Project Module”Select your campus projectScroll over “Actions” tab & select “Claims”Select “Add New Claim”

Complete FormsSelect project phase Enter date rangeSelect “Expenditure Recap”Select “Manual Entry”Select “Add Vendor/Item”

Enter claim information

Step 2. Create Claim in FUSION

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Completed Claim Form

Step 3. CBO Submittal

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• Select Submit Claim• Enter password• Select OK

System Office Processing

From FUSION, System Office staff processes each claim by selecting one of the following:

Resubmit and Reject both result in the claim being returned to the district for further consideration.

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SUMMARY AND CLOSING

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FUSION Timeline

A History of Continual Improvement

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•Program initiation•Assessment planning•Software planning

•Assessment site visits•Space Inventory module•FUSION Help Desk

•Planning module•Project module•Assessment clean-up•Steering committee•Public website•Dictionary & FAQ•Intro training class

•Project scenario features•Formal in house design tools•Maintenance phase begins•Systemwide plan upgrade

•Campus eligibility report•Local planning upgrades•IMPACT upgrades•Advanced training class•Enrollment forecast upgrade

•3-year assessment cycle•TOP Code upgrades•Architectural drawings database•Synchronization upgrade

•Claim processing•In-house programming •Program status maps•Energy features (IOUs)•Scanner upgrade

Three Steps to Begin Submitting Claims

• Register• Prepare a claim• Submit

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Other News on a Complementary Project

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CCC Geographic Information System (GIS) Collaborative

• Featured in TechEDge—September 2008• Provides web, map, and data tools on computer servers

hosted by San Joaquin Delta College• Intended for administrative, research, and academic users

from all districts• Information at www.cccgis.org

GIS is Used by Combining:

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• Base maps • Examples include:

• Districts• Campuses

• Data• Examples include:

• Population growth• Legislative districts• High school graduation rates• Workforce and curriculum partners• Regional and student demographics

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www.cccfusion.org

FUSION Help Desk • fusionhelp@foundationccc.org 916.498.6712 • 888.325.3222 ext. 466

John Roach • jroach@foundationccc.org • 916.325.8571

Or visit us online at www.cccfusion.org

To sign up for FUSION claims processing, please contact: