Department of Corrections and Rehabilitation - Operations Manual

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Chapter 2 – Fiscal Management

Article 4 – Capitol Outlay

Revised June 11, 2002

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21040.9 Capital Outlay Timetable

  • The following schedule has been established to meet the CDCRCalifornia Department of Corrections and Rehabilitation and DOFDepartment Of Finance time frames. A detailed timetable for the current budget cycle shall be developed annually and provided to the facilities. Facilities shall adhere to this annual timetable so that analysis and processing may occur in an orderly and effective manner within statewide deadlines. Dates on which facilities are required to submit items are the dates for OFMOffice of Facilities Management (see FPCM) action in order to forward the items to the Secretary, CDCRCalifornia Department of Corrections and Rehabilitation, and DOFDepartment Of Finance within the statewide deadlines:

    • Year One:

      • March

        • The OFMOffice of Facilities Management (see FPCM) shall issue a “Budget Call Letter” to all facilities requesting the development of budget concept papers for the major and minor capital outlay program and identifying the time frames for the upcoming budget cycle.

      • April

        • Deadline for the receipt of concept papers for all major and minor capital outlay projects.

      • May

        • Capital outlay analysts may conduct on-site reviews of all proposed projects in preparation for project priority setting.

        • A committee that includes representatives of the Division of Adult Institutions, Division of Correctional Health Care Services, Office of Substance Abuse, Joint Venture Program, and OFMOffice of Facilities Management (see FPCM) makes project priority recommendations. These recommendations are the basis for determining which projects should be fully developed into COBCP’s.

        • Based on the approved priorities and subject to the availability of funding, facilities are given approval to develop COBCP’s.

      • July

        • Deadline for submission of COBCP’s to OFMOffice of Facilities Management (see FPCM).

      • September

        • Review and discussion of project analysis, recommendations and COBCP’s deficiencies are conducted with facility staff.

      • October

        • All final COBCP’s are due to OFMOffice of Facilities Management (see FPCM).

      • November

        • The OFMOffice of Facilities Management (see FPCM) recommendations and analysis are submitted to the Office of the Secretary to establish the final priority list for the CDCRCalifornia Department of Corrections and Rehabilitation’s capital outlay program.

      • January – February 1 The existing facilities five-year capital outlay plan is submitted to the CDCRCalifornia Department of Corrections and Rehabilitation for approval and then to DOFDepartment Of Finance.

    • Year Two:

      • July – August

        • Final approved list of projects submitted to DOFDepartment Of Finance.

      • September – December

        • State Capital Outlay Program Evaluation meetings and review are conducted with DOFDepartment Of Finance. Capital outlay budget hearings are held with the DOFDepartment Of Finance and the CDCRCalifornia Department of Corrections and Rehabilitation to determine which projects will be included in the Governor’s budget for the upcoming fiscal year.

      • January

        • The Governor’s Budget and Budget Bill are submitted to the Legislature.

      • February

        • The CDCRCalifornia Department of Corrections and Rehabilitation identifies capital outlay projects that were not included in the Governor’s Budget, but have become critical. Justification identifying why the projects are now critical must be included in a Finance Letter submission.

      • March

        • The CDCRCalifornia Department of Corrections and Rehabilitation receives the Legislative Analyst’s Office recommendations of the Governor’s Budget.

      • April – June

        • Legislative hearings on the Budget Bill are held. During this time, the OFMOffice of Facilities Management (see FPCM) continues to work with DOFDepartment Of Finance and the Legislative Analyst’s Office to resolve outstanding issues.

      • July

        • This is the earliest effective date of the Budget Act. Notification of all major and minor capital outlay projects approved in this process is prepared for transmittal to the institutions and other interested programs.