[Busmgrs] Updates to Buildings Collection

[ELLIOTT Michael S - ODE]

Dear Business Managers,

Dear Facilities Experts,

The 2017-18 Building Collection has been open since December 14th, 2017.  We have received a number of submissions and look forward to receiving the balance over the next few weeks. Please remember the collection submission deadline is January 22, 2018.

Several districts have raised concerns with our instructions on the "Total Yearly Maintenance Cost" field. There was concern that the current instructions create a lot of work that may not provide accurate and reasonable data. After reviewing the instructions, we would like to provide clarification.  The value for this field should equal Expense Code: 2540 Operation and Maintenance of Plant Services, and the period of record for this expense should be FY2016-17.

Previously, we also asked for code 322 across all functions in addition to Expense Code: 2540.  After review, we determined that Expense Code: 2540 alone provides a better comparative figure. Code 2540 is what is reported to ODE by the districts and allows for comparison across schools and districts with figures that can be cross checked at the district level for accuracy. Thank you for making this adjustment and please contact us if you have any questions.

We would also like to remind you that records rolled forward from last year, 2016-17, do not require reformatting of the Building Number ID field.  The Office of School Facilities will make adjustments to this field for the districts after the roll forward is complete.

We appreciate the time you put into completing this collection for your district. Please contact us if you have any questions, we are eager to assist you in completing your submission.

Sincerely,
Michael Lammers
Program Analyst, Office of School Facilities
503-947-5968


[cid:image003.jpg at 01D31115.819753C0]
Oregon achieves . . . together!

Michael Elliott
School Facilities Coordinator
Office of Finance and Administration | Office of School Facilities
503-947-5627 | 503-551-9227
Michael.s.elliott at state.or.us<mailto:Michael.s.elliott at state.or.us> | www.oregon.gov/ode<http://www.oregon.gov/ode>



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