What to do: Start the FER as soon as you know what you want to do.

• Include the location, a short description, and your contact information.
• Attach photos, sketches, or quotes if you have them.
• Add a funding source, even if it is just a simple first draft.

Tip: Most sites aren't sure how to start budgeting. It's actually easy. You can start with a few simple lines describing what you plan to pay for and a few numbers showing how much you think you may spend. Also, sometimes site administrators are also the initiator. If that's the case, don't forget to send it to yourself for Step 2.

What helps: Review what the initiator added.

• Does it include a budget?
• Does it include an account string?
• If not, this is the time to grab your phone and call Budget & Accounting for assistance getting your account.
• If you are not paying for it, be sure to select the department responsible for payment when sending to Step 3.

What this stage means: This stage is reserved only for Department heads that are approving the funding source.

• Examples include Directors of CTE, ELOP, Risk Management, and others as applicable.
• A Director's signature at this stage confirms that they are responsible for the funding.

What happens here: Facilities Planning reviews the scope, site information, and completeness of the request.

• Requests move faster when photos, maps, and sketches are attached.
• Please be patient at this stage, as it often takes a week or more to obtain additional quotes.
• If you have questions, call Marla Escobar at (714) 480-5363.

What happens here: Business Services is endorsing that the project is in alignment with District policies and that the proposed spending is aligned with commitments to the Board.

• Missing or unclear funding information is one of the biggest reasons FERs slow down.
• Make sure the request includes a funding source.
• Keep the scope realistic and easy to understand.

What this means: This stage involves a cross-disciplinary consideration for compliance factors that may have previously been overlooked.

• Examples include hazardous materials exposure, Public Contract Code, bid limits, Division of the State Architect requirements, Americans with Disabilities Act, labor and collective bargaining agreements, Board policy, Ed Code, Government Code, and a number of other factors.
• Put simply, a great idea may need to be reworked in order to be legally compliant.

What happens here: The Construction Department must confirm that the chosen approach can be built safely and must concur with the Director of Planning on any applicable exemptions from further State review.

• Some FERs will also need review by other departments.
• For example, murals will be reviewed by VAPA.

Good news: Once Planning & Construction departments reach concurrence, final approval is issued.

• Initiate the PR in Business Plus to proceed with a Purchase Order.
• Coordinate with the Construction Department regarding a construction schedule or installation date.

Only some projects need this step.

• If your FER reaches this point, it may simply need one more high-level review depending on the project.
• Continue to respond quickly if additional information is requested.

Next steps:

• Initiate the PR in Business Plus to proceed with a Purchase Order.
• Coordinate with the Construction Department regarding a construction schedule or installation date.