Capital Budget Process
Does your project require capital funding?
Capital funds cover expenses related to infrastructure, property, or equipment. If your project involves these types of investments, it may follow a different proposal process.
Determining whether your initiative qualifies for capital funding is a crucial first step, but also understanding who will continue the funding after the initial year, if needed.
Annual Submission Deadline
Technology and Facilities project proposals that require funding must be submitted by December 6 each year. Timely submission ensures your project is eligible for scoring and prioritization in the portfolio for the upcoming fiscal year.
Proposals submitted after December 6 may not be considered during the current cycle.
Know Your Role Before You Submit
Each project proposal includes a variety of roles that contribute to successful project management. Before filling out the form, take a moment to review the Project Roles Guide to understand your responsibilities and how you’ll support the process.
Procuring electronic and information technology with departmental funds
Departments that wish to procure electronic and information technology with departmental funds regardless of dollar value or through other funding sources must notify the CIO in Technology Services. Please review our Computer Procurement Process and our Software Procurement Process.
How the Capital Budget Process Works
The Technology Services and Facilities project portfolios are formed in preparation for the fiscal year for any project that requires funding. This process establishes a clear and consistent process for awarding capital to departments and projects through the following steps:
Step 1: Project Request Submitted Online
Any Loyola community member may submit a project request via the online form.
Step 2: Investigation
The Strategic Transformation Office conducts a business case interview for each project proposal to understand the goals, impact, estimated costs (See Note), and level of effort. A formal business case for each proposal is written by the Strategic Transformation Office and sent to the Technology Services Advisory Committee (technology project requests) or the Capital Budget Committee (facilities project requests) for review ahead of project scoring.
Note: The capital budget request amount identified in the budget section of the business case should include an estimate of all costs required to complete the project, except for Loyola-provided labor. The internal labor hours and costs should also be noted in the budget section of the business case, so it's clear which Loyola department is charging for labor and which department is paying for the labor. It is also important to identify which department is paying for any ongoing annual operational costs associated with the solution that is being implemented.
Step 3: Review and Scoring Using an Objective Scorecard
Project requests are scored by the Technology Services Advisory Committee (technology projects) or the Capital Budget Committee (facilities projects) using the Project scorecard.
Step 4: Peer Departmental Review
The division representatives on the Capital Budget Committee examine the prioritized project portfolios.
Step 5: Capital Budget Committee Approval and Submission to Cabinet
The Capital Budget Committee reviews and approves the Facilities and Technology Services project proposals. The prioritized portfolios are then submitted to Cabinet for inclusion in the budget process.
Step 6: Stakeholders and project advocates are informed
The stakeholders are informed of the progress and how their project scored.
Step 7: Budget Completed
The Fiscal Year budget is defined.
Step 8: Communication of Project Portfolio
Project Advocates are contacted and informed of their project proposal’s status and project managers are assigned.
Step 9: Portfolio Starts
Projects move forward according to established schedules.
Step 10: Ongoing Change Management
Changes to the portfolio are managed through the Project Change Advisory Board.