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Skidmore College
Financial Planning and Budgeting

Capital and Minor Project Requests: Definitions and Instructions

 

Definitions

Capital Projects

Renewals & Replacements: infrastructure projects with costs of $5k or greater,
Equipment: pieces of equipment with costs (including shipping and installation costs, where applicable) of $5k or greater, and
Information Technology: projects and equipment related to Information Technology needs with costs of $5k or greater

Additional Instructions and Information Regarding General IT Capital Budget Requests:

Please work directly with IT to ensure that all costs are properly considered and planned for in your IT capital request. Some items that may need to be included in a final cost estimate:

  • Software costs (include first-year costs and any costs for year 2 and beyond)
  • Annual licensing fee
  • Hardware costs (including any potential IT infrastructure costs)
  • Implementation costs (project implementation costs plus any potential consultant costs such as travel, lodging and meals)
  • Licensing costs
  • Monthly and/or annual maintenance agreement fees (for year 2 and beyond)

Prior to finalizing a capital budget IT request, please call Tom Marcotte, assistant chief technology officer, to ensure that all essential elements are considered and the full project cost is reflected in the capital request. 

 

Minor Projects

Renewals & Replacements: infrastructure projects with costs between $1k and $5k,
Equipment: pieces of equipment with costs (including shipping and installation costs, where applicable) between $1k and $5k, and
Information Technology: projects and equipment related to Information Technology needs with costs between $1k and $5k
 

Instructions

  1. Submit each capital request separately by clicking on the following link https://www.skidmore.edu/apps/cbr/.
  2. Consult with Purchasing Services and Facilities Services to obtain the best possible pricing and cost estimate information to arrive at the most accurate budget projections.
  3. Include shipping costs, installation costs, peripheral equipment (e.g. backup power supplies, alarms, etc), and maintenance agreement costs when applicable.
  4. Include justification that can be reviewed and considered for approval by your respective vice president or dean.
  5. Capital requests deferred from a prior year need to be re-submitted in order to be re-considered for approval (i.e. no requests are automatically 'carried over').

 

Additional Instructions and Information Regarding Basic, Individual Office Desktop Computer Replacement

Normal college practice is to replace all faculty and staff primary computers every four years, and each faculty and staff member receives one desktop or laptop computer as part of the deployment cycle. The replacement schedule and process is managed by the IT User Services department. Therefore requests for faculty and staff primary desktop and laptop computers do not need to be made thru this capital request process. Only items that fall outside of the normal process require a capital request. Specific questions about this particular type of IT equipment replacement should be directed to Kathy Kinnin, director of IT User Services.